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Indexing & Formatting Standards

One of the primary functions of the Registry of Deeds is to create an index that allows registry users to find documents relevant to their research.

The Massachusetts Deed Indexing Standards booklet (PDF) explains how registries in Massachusetts index documents, while providing guidance on issues that frequently arise during the recording process.

Formatting Standards

All documents recorded after January 1, 2008 must follow the latest formatting standards:

  • Documents must be formatted on white paper of sufficient weight to reproduce in registry scanners.
  • Documents must be formatted on paper no larger than 8.5 inches by 14 inches.
  • Documents must be printed on one side only; double-sided pages will not be accepted.
  • Documents that contain printing, writing or other markings must be sufficiently dark in appearance to be legibly reproduced on standard registry scanners.
  • All printing and writing on a document must be of sufficient size to be legibly reproduced on standard registry scanners.
  • Margins on all sides of all document pages must be of sufficient size to be legibly reproduced on standard registry scanners.
  • The first page of all documents must contain a “recording information area” in the upper right hand corner, measuring three inches from the top edge of the document and three inches from the right edge of the document, which is free from all writing or printing.
Documents that do not comply with Formatting Standard 7 above may still be recorded when attached to an official registry Document Cover Sheet, or through the use of some other method adopted by the registry.

Questions or comments on these standards should be directed to:
Paolo C. DeOliveira
Dukes County Register of Deeds