Indexing Information

Indexing Rules
Reference information to aid in setting up search criteria for Clay County real estate records online.

Some indexing rules were made years ago when books were used. Those rules were designed to make that process more efficient. Since it becomes more difficult to find information when moving from one method of indexing to another, we try not to change indexing rules, even though systems do change. Please keep this in mind as you review the indexing rules below.

Indexing Examples
  • Estate Documents: Entered by the name of the estate.
    For example: Doe, John A Estate.
  • Trust Documents: Entered by the name of the trust two separate ways.
    For example: John A Doe Revocable Living Trust or Doe, John A Trust.
  • State Names: When a party name begins with a state name, the state name is spelled out.
    For example: Minnesota Professional Services Inc.
    • When a state name is included in a party name but is not the first word, the 2 letter state abbreviation was used. For example: Professional Services Of Mn Inc.
  • City Names: Entered using the city name followed by the word ‘city.’
    For example: Moorhead City.
  • Name Containing a Number: Entered as stated on the document.
    For example: A-1 Professional Services Corp (enter as is) or A-One Professional Services Corp (enter as is).
  • Comma: A comma is always used after a last name and in no other location.
  • Dash or Apostrophe: If a dash or apostrophe is used in a name, it is entered as stated on the document.
    For example: A-1 Professional Services Corp (enter as is) or Doe’s Services (enter as is).
  • Subdivision with Lot, Block and Outlot: If unsure of the subdivision name, type in the first 2 letters of the subdivision and hit Tab. A drop down table of subdivisions beginning with the letters entered will appear. Select the one you wish to search. When all information is entered, click on Add and Find. If the subdivision table doesn't include the subdivision, try entering only the first letter. Such as “J” for J W Nye 1st Add.
    • Subdivision names are entered as presented in most cases: Arnold F Millers Add (enter “AR” and Tab) or Original Moorhead (enter “OR” and Tab). A list of all original townsites will be listed.
      • The Auditor’s Outlot list is large and is accessed by entering the city or township name first. Enter the first 2 letters of the city or township name to view a list of all outlots in that city or township.
      • Original Barnesville is a replat of Miller & McMasters (Miller & McMasters is not available in the drop down list because docs are no longer tracted to those lots and blocks). Enter “OR” and Tab.
      • Original Ulen is actually Aslesans 1st Add. Enter “AS” and Tab.
Past Abbreviations Used
  • A: Acres
  • Assn: Association
  • &: And
  • Auth: Authority
  • Beg: Beginning
  • Bldg: Building
  • Cl: Circle
  • Co: Company
  • Coop: Cooperative
  • Const: Construction
  • Cor: Corner
  • Corp: Corporation
  • Cr Un: Credit Union
  • Devel: Development
  • Ex: Except
  • Fr: Fractional
  • Ft: Feet
  • Inc: Incorporated
  • Ind: Industrial
  • Ins: Insurance
  • Invest: Investment
  • Ltd: Limited
  • Pt: Part
  • Pts: Parts
  • Ptrshp: Partnership
  • Riv: River
  • RR: Railroad
  • R/W: Right of Way
  • Serv: Services