Utah Department of Administrative Services

Division of Archives & Records Service

County Schedule 15 County Recorder Records

 

ABSTRACT RECORDS (TRACT INDEXES) (Item 15-1)

These records contain the history of property ownership by providing "a true chain of title to each tract or parcel and the encumbrances thereon as shown by the records of the office" by geographical location (UCA 17-21-6(3)(2004)). They contain "every instrument recorded, the date and kid of instrument, time of recording, and the book and page and entry number" (UCA 17-21-6(l)(f) (2004).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

ANNEXATION MAPS (Item 15-2)

These are maps of incorporated areas annexed by municipalities. "Within 30 days after enacting an ordinance . . . the municipal legislative body shall . . . record with the county recorder a certified copy of the ordinance approving [the annexation] . . . with a plat or map prepared by a licensed surveyor and approved by the legislative body, showing boundaries" (UCA 10-2-425 (2004)). Disconnection orders and maps are also recorded with the county recorder (UCA 10-2-507 (2004)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

CHATTEL MORTGAGES AND INDEXES (Item 15-3)

These are loans which use personal property as collateral filed with the county recorder. They include the date due, lenders name and address, mortgagor's name and address, date of mortgage, amount of loan, installment payments, date of installments, contractual agreement, list of personal property held as collateral. Chattel mortgages are obsolete. In 1965, chattel mortgages were supplanted by the Uniform Commercial Code and in 1983 all mention of chattel mortgages was removed from the statutes of the county recorder. OBSOLETE RECORD

RETENTION

Retain for 10 years and then destroy. Mortgages created prior to 1940 may be transferred to the State Archives for permanent storage.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

CONDOMINIUM FILINGS AND INDEXES (Item 15-4)

The county recorder is required to maintain an index "whereby the record of each condominium project contains a reference to the declaration, each conveyance of, lien against, and all other instruments referring to a unit affected by such declaration, and the record of each conveyance of, lien against, and all other instruments referring to a unit shall contain a reference to the declaration of the property of which the unit is a part" (UCA 57-8-12(2) (2004)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

CONDOMINIUM PLATS (Item 15-5)

These are "standard size original linen condominium plats . . . made by a registered Utah land surveyor," recorded with the county recorder. They include "a description of the surface of the land included within the project, including all angular and linear data along the exterior boundaries of the property . . . linear measurements and location, with reference to the exterior boundaries, of building or buildings . . . diagrammatic floor plans . . . description or delineation of the boundaries of the unit or convertible space . . . a distinguishing number or other symbol for every physical unit identified on the condominium plat; . . . to the location and dimensions of all easements appurtenant to the land included in the project; the 'convertible space' for each space . . . the location and dimension of any convertible lands" (UCA 57-8-13(1) (2004).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

DEED RECORDS (Item 15-6)

These volumes contain verbatim copies of deeds recorded by the county recorder. They contain the book and page number, address of grantee, legal description of property. Some counties separate deeds, while others compile them as part of the "Official records."

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

FEDERAL TAX LIEN NOTICES AND CERTIFICATES OF DISCHARGE (Item 15-7)

These are notices of liens "payable to the United States of America, other federal liens created under acts of Congress or regulation" . . . "shall be recorded in the office of the county recorder" (UCA 38-6-1 (2003)). "A certificate of discharge of any federal tax lien issued by the proper officer, is recorded in the office of the county recorder where the notice of lien is recorded" (UCA 38-6-3 (2003)). The notice of lien is required to either be listed in an alphabetical federal lien index or by the grantor or grantee or grantor index(UCA 38-6-2 (2003)). The county recorder is also required to index the certificate of discharge (UCA 38-6-3 (2003)).

RETENTION

Retain for 13 months after the expiration of 10 years after date of the assessment of the tax and the close of the preceding required refiling period (26 USCS 6323(3)) and and then destroy; retain index permanently.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

FEE AND ENTRY RECORDS (Item 15-8)

These records reflect the payment of fees for the recording of legal instruments "entered in the order of its reception or entry" (UCA 17-21-6(1)(f) (2003)). They contain the amount of fee paid for recording, names of parties, recordation date and time, a brief description, and entry number.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

GENERAL FILING INDEX (Item 15-9)

This is an index to "all executions and writs of attachments and any other instruments not required by law to be spread upon the record," (UCA 17-21-6(1)(k) (2003)). The index contains separate columns which include the names of plaintiffs in the execution, the defendants in the execution, purchaser at the sale and date of sale, and filing number of document.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

GRANTORS' AND GRANTEES' INDEX (PARTY OR SINGLE NAME INDEX) (Item 15-10)

These are alphabetical indexes where "all deeds and final judgments or decrees partitioning or affecting title as to possession of real property." The grantors' index contains the "entry number of the instrument, name of each grantor in alphabetical order, name of the grantee, date of instrument, time of recording, kind of instrument, the book and page and entry number in which it is recorded, and a brief description" (UCA 17-21-6(1)(b) (2003)). The grantee's index contains the same information, but is alphabetical by each grantee (UCA_17-21-6(1)(c) (2003)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

MAPS, PLATS,SUBDIVISIONS INDEX (Item 15-23)

This is an index to recorded maps, plats, and subdivisions within the county (UCA 17-21-6(1)(g) (2003)). It includes the name or number of the subdivision, map, or plat; location, and map file number.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

MILITARY SERVICE RECORDS AND INDEX (Item 15-11)

These are "discharges from the military, naval, or marine service of the United States . . . any and all citations, and decorations of honor to a person while the person was in the military, naval, marine service of the United States" is recorded with the county recorder (UCA 17-21-14 (2003)). An alphabetical name index is also maintained.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

MINING RECORDS AND INDEXES (Item 15-12)

These are legal instruments recorded by the county recorder concerning mining. They include the following: Notices of locations, Mining deed records, Mining claims records, Proof of labor records, Mining mortgages, Mining abstract records, Mining transfers and relocations. In some counties mining records are compiled separately, while in others they are part of the "Official records."

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

MISCELLANEOUS RECORDS AND INDEX (Item 15-13)

These are copies of recorded instruments of "a miscellaneous character not otherwise provided for" (UCA 17-21-6(1)(i)(2003)). The index contains the date of recording, entry number, book and page, kind of instrument, from, to, and parties.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

MONTHLY RECORDER'S REPORT (Item 15-14)

This monthly report certifies the amount of money collected by the county recorder. It is submitted to the county auditor with a copy given to the county treasurer. It is used to create the monthly report to the county commission. It includes the following information: month and year, amount of total collections, entry numbers used, a certification statement by the county recorder that the amount certified is a true and accurate accounting of monies collected and sworn before the county auditor, the notarized signature of the county recorder, and the signature and seal of the county auditor.

RETENTION

Record copy: Retain by county auditor for 3 years and then destroy.

Duplicate copies: Retain by county recorder for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/91)

MORTGAGE RECORDS AND INDEXES (Item 15-15)

These are legal instruments recorded by the county recorder concerning all "mortgages, deeds of trust, liens, and all other instruments in the nature of an encumbrance upon real estate" (UCA 17-21-6(1)(d,e) (2003)). There are two alphabetical indexes concerning mortgagors and mortgagees. In some counties mortgage records are compiled separately, while in other counties they are part of the "Official records."

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

OFFICIAL RECORDS (Item 15-16)

These are copies of all official records recorded with the county recorder including deeds, mortgages, mining records, military discharges, etc. Upon payment of fees for the same, the recorder must record in the "Official record' book all papers, documents, records, and other writings required or permitted by law to be recorded. In some counties all recorded instruments are compiled together as part of the "Official records", while others compile each type of instrument separately (See Deed records, Mortgage records, Mining records, Water records, etc.)

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

OWNERSHIP PLAT MAPS (Item 15-17)

These are plat maps showing property ownership and property lines for real estate within the county. The county recorder "shall prepare and keep ownership plats drawn to a convenient scale, which show the owners of each tract of land in the county, together with the dimension of the tract" (UCA 17-21-21 (2003)).

RETENTION

Retain until superseded and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

POWERS OF ATTORNEY INDEX (Item 15-18)

These alphabetical indexes are used to access information concerning the granting of powers of attorney located within the official records. They include "the date and time of recording, the book, the page, and entry date (UCA 17-21-6(1)(h)(2003)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

PROFESSIONAL CERTIFICATES AND INDEXES (Item 15-19)

These are professional certificates recorded with the county recorder. The index includes name, book and page, entry number, date of recording, and date of issuance of certificate.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

REAL ESTATE JUDGMENT RECORDS AND INDEXES (Item 15-20)

These are recorded judgments "affecting real estate or certified copies of final judgments or decrees partitioning or affecting the title or possession of real estate property any part of which is located in the county" (UCA 17-21-10 (2003)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

REDEMPTION CERTIFICATES (Item 15-21)

These certificates are issued by the county treasurer for money received in payment of delinquent real property taxes and have been recorded by the county recorder. They include serial number of property, name of owner, address, legal description of property, number of acres, valuation, amount of original taxes, years for which delinquent, total of tax due, including penalty and interest.

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

RETURNED OR UNDELIVERABLE INSTRUMENTS (Item 15-22)

These original records are those which were returned to the recorder's office as undeliverable by the postal service, or the office was unable to locate the owner. They are only maintained as evidence that the original was not received by owners.

RETENTION

Retain for 1 year and then destroy.

SUGGESTED PRIMARY DESIGNATION

Public.

(Approved 09/91)

SUBDIVISION MAPS (Item 15-24)

These are maps for new subdivisions. Before a subdivision is officially created a subdivision map must be recorded with the county recorder "in the county in which the lands platted and laid out as situated"(UCA 10-9-804(3)(a) (2004).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

TAX SALE RECORDS (Item 15-25)

These are the recorded tax deeds issued by the county auditor conveying property to purchaser of real property sold for delinquent taxes (UCA 59-2-1351.1(9)(c) (2003)) and records for property not sold (UCA 59-2-1351.3(1) (2003)). The tax sale record "shall become a part of the official records of the recorder and is considered to have been recorded by the recorder" (UCA 59-2-1351.3 (2003)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

UNIFORM COMMERICAL CODE FILINGS (Item 15-27)

These are financial statements, continuation statements, statements of assignment, and releases filed with the county recorder "in each county in which any mortgage on the real estate would be recorded" when "collateral is timber to be cut or minerals or the like (including oil and gas), or when financing statement is filed as a fixture filing and the collateral is goods which are to become fixtures" (UCA 70A-9-401 (1995)).

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)

WATER RECORDS AND INDEXES (Item 15-26)

These records contain the official records of recorded water claims. They consist of copies of certificates of water claims, quit claims, deeds, warranty deeds, trust deeds, and releases. The alphabetical index includes name, entry number, book and page recorded, and type of instrument. In some counties water records are compiled separately, while in others they are part of the "Official records".

RETENTION

Permanent.

SUGGESTED PRIMARY DESIGNATION

Public:UCA 17-21-19 and 63G-2-301(1)(g) (2008).

(Approved 09/91)