Description of Service.
This
subscription-only Electronic Distribution utilizes a File Transfer Protocol
(FTP) service. The data made electronically available is the same information
that is available interactively on the Clerk's Official Record Public Search
Page. This information does not contain document images.
This service is available to
the public. However, in order to establish and maintain the electronic
distribution in a fashion that will continue to serve the needs of all clients,
it is necessary to control access and assess a special usage fee. A user ID,
password and instructions will be provided upon completion of an E-Contract and
the receipt of payment for the subscription fee.
The annual subscription fee of
$600 is payable December 15 of each year for the following calendar year. The
cost for new subscriptions will be prorated at $50.00 per month for the months
remaining in the year, beginning with the month following the request.
Upon receipt of a properly
executed agreement and check for the correct amount, an Account ID and password
will be e-mailed to the address specified on the agreement. It is the
responsibility of the subscriber to safeguard his or her account ID and
password. Multiple attempts to access the same data will result in a suspension
of service privileges.
Construction and Use.
This electronic distribution facility is a short-term warehouse of current and
new official records index information. Daily, all documents that have been
verified and moved to Public Records will be made available in a single file.
These files will remain on the server for a period not less than 30 days.
Subscribed clients must visit and download this information during the 30 day
time period. It is suggested that daily downloads be done to avoid
congestion. After files are removed from this service, they will only be
available on CD-ROM.
Site construction and File layout
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File Names: Every file constructed for down loading
will have a name constructed using the Year, Month and Day of the Data, in
the format of YYYYMMDD.dat. Files will contain only documents verified and
released to the public record on the business day of creation.
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File Contents: The file contains all new and edited
recordings that were verified* on the business day of the construction date
(see above- File Names). Each document is represented by up to five Pipe |
delimited record types: Document Header, Party Record, Legal Description,
Linked Document, and Document cross footing trailer. Not all record types
will exist for all document types. Data for a recorded document will be
placed in the file on the business day it was verified. This is true for
both new recordings previously verified but currently edited recordings.
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File Layout (modified April 1, 2007): For data descriptions and coding conventions:
ftp file format
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Sample Data file can be viewed by clicking on Sample
data
Verification of Recorded
Documents.
*Verified – Data in the
Official Records that have been confirmed as complete and accurate through a
two-step review of each document.
“Verified as of” Date – Date
that appears at the top of the Public Search screen on the Official Records
Information System. This date is updated on the Official Records Information
System only after all documents for a particular recording date have been
verified. Therefore, documents submitted for recording after the “verified as
of” date, may appear in the Official Records.
Data Gaps
Official Records documents are
released for public view as they are verified and are not necessarily verified
in sequential order. Therefore, FTP customers may perceive gaps in their daily
download. These perceived gaps are temporary and will be filled as the
remaining documents for a particular recording date are verified.
For example, we may begin
verifying documents recorded on September 20 at noon on September 22 and finish
verifying them at noon on September 23. The FTP download for September 22 will
include all documents verified for the September 19 recording date and
only some of the documents verified for the September 20 recording date. The
remaining September 20 documents would be transmitted on September 23.
