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Why Recording Time, Book Series, and Tax Figures Matter When Digitising Deeds

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A technical guide for developers and title professionals explains the critical data points embedded in a deed's clerk recording stamp, including county, state, date, time, book-and-page reference, and fees. The recording time is highlighted as especially important because under most U.S. state statutes, priority between competing property claims on the same day is determined by who recorded first. Book-and-page citations are only unique identifiers when combined with the county, state, and specific record series, since multiple series with overlapping volume numbers can exist within a single county. Documentary transfer tax figures should be stored as raw amounts rather than used to back-calculate sale prices, given varying rates, exemptions, and nominal-consideration deeds. As counties transitioned to electronic systems at different times, records around the cutover date may carry either a book-and-page reference, an instrument number, or both, requiring flexible data schemas.

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