More on Document Formatting Standards

We recorded a mortgage this morning that had a top and bottom margin of less than 1/32 of an inch. Although it was four separate pages, when it was presented at the recording counter, it was only a single piece of paper, 8 1/2 inches wide by 28 inches long (folded so it appeared to be only 14 inches long). To scan documents of this type, we must tear them apart along the fold. In this case, the print of the mortgage provisions ran right along the fold leaving us with the miniscule margin I mention above. This is a prime example of why formatting standards are needed. The registries have the responsibility to create and maintain a permanent record of documents of this type, and that record is created by scanning. But many documents are created with no consideration of how they'll scan or how the registry will affix recording information to them. Formatting standards might include things like the following: All paper must be white, print must be black, signatures must be in black or dark blue ink, first page top margin of three inches with all other margins a minimum of one inch; reduced print not acceptable, 8 1/2 by 14 inch paper maximum size although 8 1/2 by 11 preferred. We'd like to hear your comments on this issue.