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Official Records Guidelines and Procedures Public Announcement



Enter names as LAST FIRST MIDDLE

Display Method
** File Export is limited to the first 1000 records **
  

Name (Required)

  1. Documents included in the Official Records have many authors/preparers, therefore when searching it is important to consider possible spelling variations, spacing variations, commonly misspelled variations, abbreviations, nicknames, or substitute names. Multiple queries are suggested to retrieve the most information and account for these variations
  2. Names are identified and indexed as they are shown on the source document. The Clerk does not make assumptions or changes to the spelling and format presented on the source documents.
  3. Abbreviations are no longer necessary with improved new technology. Names are indexed as they appear on documents. However prior system had limitations on the length of fields so abbreviations were used or a document author may abbreviate on the source document.
  4. Less specific search criteria will result in a broader results list.
    Example:
    • "SMITH J" will yield more results than "SMITH JOHN Q"
  5. If spelling of a person or business name is unsure, enter the first few letters or a single word only may assist with the search.
    Examples:
    • Schmidt or Schmitt – enter "SCHMI" or "SCH" in the name field.
    • Westpoint or West Point – enter "WEST" in the name field.
  6. Narrow your search by entering a date range.
  7. Symbols
    • Apostrophe (') – remove and leave NO space
    • Period (.) Comma (,) Hyphen (-) Quotes (") Parentheses (()) – remove and leave ONE space
    • Slash (/) – remove and leave ONE space unless separating a number as part of a fraction.
    • Any punctuation or symbol not listed above – remove and leave ONE space. This includes but is not limited to: # $ % * + = @ ! ? : _ ^
    • The ampersand (&) symbol is substituted for "and" within a name with a space before and after the "&".
  8. "The" is not indexed at the beginning of names.
  9. Single character initials are indexed as they appear on the document with or without spaces. When unable to determine spacing, a space is included. Multiple queries are suggested for each variation.
  10.  Roman and Arabic numbers are indexed as they appear on the document.