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| Document Formatting Standards |
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331.606B Document or document formatting standards.
1. Except as otherwise provided in subsection 6, the county
recorder shall refuse any document or instrument presented
for recording that does not meet the following requirements:
a. Each document or instrument shall consist of
one or more individual pages not permanently bound or in
a continuous form. The document or instrument shall not
have any attachment stapled or otherwise affixed to any
page except as necessary to comply with statutory
requirements. However, the individual pages of a
document or instrument may be stapled together for
presentation for recording. A label that is firmly
attached with a bar code or return address may be
accepted for recording.
b. All preprinted text shall be at least eight
point in size and no more than twenty characters and
spaces per inch. All other text typed or computer
generated, including but not limited to all names of
parties to an agreement, shall be at least ten point in
size and no more than sixteen characters and spaces per
inch. If a document or instrument, other than a plat or
survey or a drawing related to a plat or survey,
presented for recording contains type smaller than eight
point type for the preprinted text and ten point type
for all other text, the document or instrument shall be
accompanied by an exact typewritten or printed copy that
meets the requirements of this section.
c. Each document shall be of sufficient
legibility to produce a clear reproduction. If a
document or instrument, other than a plat or survey or a
drawing related to a plat or survey, is not sufficiently
legible to produce a clear reproduction, the document or
instrument shall be accompanied by an exact typewritten
or printed copy that meets the type size requirements of
paragraph
"b" and shall be recorded contemporaneously as
additional pages of the document or instrument.
d. Each document or instrument, other than a plat
or survey or a drawing related to a plat or survey,
shall be on white paper of not less than twenty-pound
weight without watermarks or other visible inclusions.
All text within the document or instrument shall be of
sufficient color and clarity to ensure that the text is
readable when reproduced from the record.
e. All signatures on a document or instrument
shall be in black or dark blue ink and of sufficient
color and clarity to ensure that the signatures are
readable when the document or instrument is reproduced
from the record. The corresponding name shall be typed,
printed, or stamped beneath the original signature. The
typing or printing of a name or the application of an
embossed or inked stamp shall not cover or otherwise
materially interfere with any part of the document or
instrument except where provided by law. Failure to
print or type signatures as provided in this paragraph
does not invalidate the document or instrument.
f. The first page of each document or instrument,
other than a plat or survey or a drawing related to a
plat or survey, shall have a top margin of at least
three inches of vertical space from left to right which
shall be reserved for the recorder's use. All other
margins on the document or instrument shall be a minimum
of three-fourths of one inch. Nonessential information
including but not limited to form numbers, page numbers,
or customer notations may be placed in a margin except
the top margin. The recorder shall not incur any
liability for not showing a seal or information that
extends beyond the margin of the permanent archival
record.
2. Each document or instrument, other than a plat or survey
or a drawing related to a plat or survey, that is presented
for recording shall contain the following information on the
first page below the three-inch margin:
a. The name, address, and telephone number of the
individual who prepared the document.
b. The name of the taxpayer and a complete
mailing address for any document or instrument of
conveyance.
d. The title of the document or instrument.
g. Any address required by statute.
h. The legal description of the property and
parcel identification number, if required.
i. A document or instrument number for statutory
requirements, if applicable.
3. If insufficient space exists on the first page for all of
the information described in subsection 2, the page
reference of the document or instrument where the
information is located shall be noted on the first page.
4. The recorder may record the following documents or
instruments which are exempt from the format requirements of
this section:
a. A document or instrument that was signed
before July 1, 2005.
b. A military separation document or instrument.
c. A document or instrument executed outside the
United States.
d. A certified copy of a document or instrument
issued by a governmental agency, including a vital
record.
e. A document or instrument where one of the
original parties is deceased or otherwise incapacitated.
f. A document or instrument formatted to meet
court requirements.
h. A filing under the uniform commercial code,
chapter
554 .
5. A document or instrument rejected for recording by a
recorder shall be returned to the preparer or presenter
accompanied by an explanation of the reason for rejection.
6. On and after July 1, 2005, a document or instrument that
does not conform to the format standards specified in
subsections 1 through 3 shall not be recorded except upon
payment of an additional recording fee of ten dollars per
document or instrument. The requirement applies only to
documents or instruments dated on or after July 1, 2005, and
does not apply to those documents or instruments
specifically exempted in subsection 4.
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