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2306.5 Parties Named in the Recorded Document

NOTE: Currently, when searching the online public record for recorded documents that contain a particular registration number, the user must conduct a “keyword” search rather than a “registration number” search. A search by “registration number” will retrieve the online public record for that registration and any other registration numbers that have been cross-referenced with that registration, such as a supplementary registration. However, a “registration number” search will not retrieve any recorded documents pertaining to that registration number.


2306.5 Parties Named in the Recorded Document


As a general rule, the recordation specialist will include the names of all the parties that are listed in the recorded document, even if one or more of those parties did not execute the document.



If only one party is named in the recorded document, such as an affidavit or a declaration, the recordation specialist will index the document under that party’s name.


NOTE: There is a limited exception to this rule. If two or more parties are named in the body of the document and if a signature space has been provided for each party, the specialist will record the document even if some of these spaces have been left blank. However, when indexing the document, the specialist will not include the names of the parties that did not provide a signature.


Parties are typically listed in the online public record in the order they are listed in the document (e.g., “Party 1,” “Party 2,” etc.).


If there is a reconcilable variance between the name that appears the body of the document and the corresponding name that appears in the signature, the specialist generally will index the document under the fullest form of that party’s legal name.


When a document has been signed by an officer or employee of a corporation or other legal entity, the specialist will index the document under the name of that entity, rather than the name of the individual who actually signed the document.


Likewise, when a duly authorized agent has signed a document on behalf of a party named therein, the specialist will index the document under the name of the party that the agent represents.