Electronic Recording

The Middlesex South Registry of Deeds has begun recording documents electronically with excellent results.  The documents submitted electronically range from dozens of assignments transmitted by major national lenders to full closings conducted by local attorneys.  

Here is an overview of how electronic recording works:

  • Sign up with one of our authorized "intermediaries" (see list below)
  • Conduct closing at your office
  • Scan original document to create an electronic image
  • Log on to intermediary's secure website and enter data about your document
  • Upload the document image you just created
  • Press "send to the registry" button
  • At the registry, your document image and data pop up on one of our recording terminals
  • We verify the quality of the image and the accuracy of your data
  • We press "record" button and the document is on record with recording data and document image immediately available on our website
  • You immediately get an electronic receipt with all recording information along with an electronic copy of the recorded document.
  • Fees are paid by electronic funds transfer from you to the intermediary to us.

If you wish to begin submitting documents electronically, you must enroll with one of the following companies and submit your documents through their respective recording interfaces. Please contact the companies directly for further information about their services.

Suggested References for E-Recording:

In order to avoid the rejection of your e-recording please review the helpful PDF documents below:

Common Causes for E-Recording Rejection

  1. Submission is a Registered Land Documents: e-recording is available for Recorded Land documents only.
  2. For mortgages: failure to include the deed reference(s).
  3. When signing as Trustee(s): one or all are missing: the name of the trust and/or the book and page reference for the trust.
  4. The notary name and expiration are not stamped or printed on the document.
  5. The names of signors are not printed underneath their signature.
  6. For death certificate(s): failure to include the book and page of the applicable deed.
  7. Chestnut Hill is not a city or town, please determine which applies: Brookline, Newton, Wellesley, etc.
  8. For a discharge or assignment: the book and page numbers of mortgages are either not listed or are incorrect.
  9. For subordination recorded without new mortgage: the book and page number to the mortgage being subordinated is required, as well as the book and page of the new mortgage that it is being subordinated to.
  10. Due to current program limitations (calculating fees), multiple documents must be mailed or recorded in person.