Real Estate

Recording Systems

There are 2 real estate recording systems in Minnesota. The most common system is used for Abstract Title property. The 2nd system is Torrens Title property. Each system has different requirements for different documents.

Over 400 different types of real estate documents are recorded in the Clay County Recorder's Office. Recorded means the documents are reproduced and returned to the presenter. To file is to keep the original document. Real estate documents are recorded. The document type (deed, mortgage, release, certificate) determines what the requirements are and what steps need to be taken.

Learn more about the Administrative Policies of the Recorder here.

Recording Process Steps

Various steps to the preliminary recording process include:

  • Review documents for recording requirements according to Minnesota Statute
  • Determine if correct fees are included
  • Determine tax parcel numbers
  • Determine if a Certificate of Real Estate Value (CRV) is required and complete
  • Determine if Deed Tax is due and included
  • Determine if Mortgage Registry is due and included
  • Determine if delinquent real estate taxes are due and included
  • Determine if the legal description is consistent with previous legal descriptions
  • Determine if a survey is required and included
  • Determine if current real estate taxes are due and included

Once all taxes and fees are paid, a document is assigned a sequential number and stamped with recording date and time.

A limited list of recording steps is:

  • Proof for recording requirements and sign recording stamp
  • Index according to legal description
  • Add tax parcel numbers
  • Scan
  • Index by Grantor / Grantee and over 40 other fields
  • Verify indexing
  • Proof scanning
  • Mail back to presenter