Guide
Imaging delivery formats
Which file format, naming and index to ask for.
Plain guidance. There is no single right format. Use whatever your attorney, your lender or your records system asks for.
The common formats
- Searchable PDF
- The default for most work. Each instrument is one PDF, with text recognition (OCR) added so the words can be searched. Old handwritten and poor quality pages will not OCR well, so do not rely on search alone for those.
- Tabbed or bookmarked PDF
- One PDF for a whole tract, with bookmarks or tab pages for each instrument in runsheet order. Good for sending to an attorney, because it reads like a binder.
- TIFF
- A larger file that does not compress the page with loss. Some companies keep TIFF for archives. Multi-page black and white TIFF is common in older records systems.
- JPEG
- Fine for a photograph. Not a good choice for pages of text, because text gets soft.
Settings that matter
- Resolution. 300 dots per inch is a common standard for text pages. Go higher for small print or poor originals.
- Color. Black and white keeps files small. Grayscale or color helps with stamps, faint ink and handwriting.
- Page order and completeness. Every page of an instrument, including exhibits and the recording stamp page.
File names and folders
Pick one pattern and keep to it. A pattern that works for most people puts a sequence number first, so files sort in runsheet order, then the instrument type, year and recording reference:
004_MineralDeed_1979_79-0231.pdf
Folders usually go by county, then tract or unit. If your company has a standard, send it and we follow it.
The index
An index ties the files to the runsheet. A spreadsheet with one row per file works well. Typical columns are item number, file name, instrument type, book and page or instrument number, effective date, recording date and page count. Links from the runsheet to the file are useful when the folder will be kept together. See the sample image index.
Moving the files
Large sets are sent as a secure download link or split across several messages. Tell us which your company allows. A batch list that gives the number of files and pages lets you check that everything arrived.
Certified copies
Images made from county records are unofficial. If someone needs a certified copy, it comes from the recorder's office, and its fees apply.
Searchable by design
We use text recognition so the PDFs can be searched, and a person checks each batch. When a project spans several counties, we image them in parallel through our network of contract landmen and deliver one consistent set.
Next: Glossary. Or go back to all resources.
Need records imaged?
Send the counties, the instruments and how you want them named. We reply with a scope and a quote for a searchable, indexed image set. Write to jc@sectionlineland.com.