^ V,
MAh 20 1939
Ll0PARt
INDEXES OF GRANTORS (REGISTER OF DEEDS GENERAL INDEX) MP GRANTEES
Suggesti-ms on Techniques
WISCONSIN W.P.A.
January 1, 1939
Technical Series Number I
T\ A.
WPRKS PROGRESS ADMINISTRATION . jy'j * <* < 1 '*
Division ~>£ Women's and Professional
Projects
INDEXES OF GRANTORS (REGISTER OF DEEDS GENERAL INDEX) MP GRANTEES
Suggestions on Techniques
WISCONSIN W.P.A.
January 1, 193S
Technical Series Number I
,3?RKS PROGRESS ADMINISTRATION
Division of Women's and Professional
Projects
INDEXES OF GRAXTORS (REGISTER OF DEEDS GENERAL INDEX) AND GRANTEES
Suggestions on Techniques
PREFACE:
This circular is a brief outline of the procedures needod
for the operation of a project covering the preparation of new
indexes of grantors and grantoes to replace those now in existence.
It sots forth in rather general terms the successive phases through
which the project will pass in its operation. Its purpose is to
give immediate assistance to sponsors in the formulation of projects
of this type.
OBJECTIVES MP USE;
This circular is designed as a guide in the preparation
of a new set of grantor and grantee indexes. The new set of in¬
dexes mil combine, under suitable alphabetical subdivisions, the
present grantor and grantee indexes. Large counties will find it
advisable to establish a "closed" index for the period from the
county organization up to a selected date approximately 20 years
ago and an "open" index from the selected date to the present time.
Small counties will need but on "open" index. Upon completion of
the project the old general index, and the old grantee index are
replaced by the new indexes.
Chapter 59, Section 52, of the Wisconsin Statutes provides
that the column headings of the general index shall be as shown
in Exhibit I.
Usually, in Wisconsin, this index is arranged chronologically
by the date of reception under the letter of the alphabet of the grantor•
When an index volume is filled, a new index volume is begun. An index
volume therefore may cover several years, or a part of a year depending
upon the size of the county and' the volume of property transfers.
In attempting to trace title or locate a particular document,
knowing only the name of a grantor or grantee, it is necessary to
search through several index volumes in detail under the letter of
the alphabet concerned.
It is desirable therefore, to combine all the A's, B's, C's,
etc., from all the old index volumes and then to subdivide each
letter in such manner that any name may easily be located. The -
actual number of the subdivisions under the letters of the alphabet
may vary depending on the distribution of second and third letters
in the names indexed. There may be as many as 500 subdivisions to
the alphabet in the new index. The alphabet may be subdivided by
the second letter in the surnames, such as Ba, Be, Bo, etc,, or by
the second and third letters, such as Baa to Bam, Ban to Bar, Bas
to Bay, Bea to Bel, etc. If one is interested in locating the name
Ballinger, it would be necessary to search the pages Baa to Bam,
With the present type of index, however, it would be necessary to
trace through each index volume under the B's,
Frequently, the present general indexes do not describe the
property concerned and, if an individual or corporation buys and
sells many properties, the name of the party will appear in the
index so many times, that it may be necessary to examine a great
-3-
number of records before finding tho particular document for which
search is being made. It may be tho additional purpose of the
project to add any information regarding land descriptions de¬
sired by the Register of Deeds and omitted from the original index.
The "open" index must have suitable alphabetical subdivisions
to make it possible to continue to add, under each of tho alphabetical
subdivisions,for a long period of years (at least 50 years in most
counties). The "closed" index used for large counties, beginning with
the organization of the county and continuing to a date approximately
20 years ago, nay be either of the subdivided alphabetical type, or
of the completely alphabetical type.
The grantee index should parallel the general index, in
structure but need not be so extensive in its information. It is
possible, of course, to chock the complete agreement between grantor
and grantee index through tho project operations,
PROCEDURES:
11 1 1,1 1 11 1 " ' 4
The preparation of tho new index is based upon cards which
are copied in longhand from the present general index and checked
for accuracy, A sample card is shown in Exhibit H. After copying,
searchers take the cards to the original documents (deeds, mortgages,
etc.) to verify all the entries, and to insert missing information.
A document cheok space is provided so that the accuracy of the card
as compared with the original document may be n^ted. After verifi¬
cation and/or completion, the cards are sorted into their alphabetical
subdivisions and resorted chronologically within such subdivisions.
Check spaces are also provided so that the tract index, grantee index, and
number register may be chcckod as to agreement with the grantor index,
In all cases where missing information is inserted on the index card
another pers n must make a verifying check of the insertion. No changes
arc to be made in the existing tract index, number register, etc., by
WPA personnel, but disagreements will be brought to the attention of the
sponsor, f >r correction by him.
After cards are completed and checked, actual sorting begins.
Cards are sorted into their alphabetical breakdowns and arc then
resorted chronologically within the breakdown. The sorting is then
checked.
Finally now indexes are either typed or hand written and the typing
or writing is then checked. Exhibit III is a suitable form for a gen¬
eral (or grantor) index sheet.
It has been determined that it is better to start with the
current index and work backward to the point of the closed index
than to start at the beginning and work forward in time. The roccnt
twenty year period, jr whatever period is determined by the Register
of Deeds for the "^pen" index, should be completed first and turned
over to the Register so that that officer nay institute its use and
current maintenance as soon as possible.
Upon completion of the index of grantors, the cards should be
resorted by grantee-s. If desired, they may be checked with the present
grantee index by chronologically sorting the cards under each letter
of the alphabet. Aftor s;rting by Grantees, in the sane manner as
outlined for the grantor index, tho new grantee index is typed. Ex¬
hibit IV is a suitable form for a grantee index. Upon completion of
the typing, the new grantee index is checked.
The cards should not be disposed of as they may be used for
other purposes and projects. A property index may be set up from
-5-
the cards, the current tract index nay bo chocked, and tho number
register may be checked by simply resorting the cards serially, by
number of instrument, and checking against the number register.
The responsibility for the maintenance of the index lios with
the sponsor; assurance that such responsibility is recognized and
will bo satisfactorily discharged must be given when application for
such project is made.
GENERAL INDEX, 18%.
EXHIBIT I.
GENERAL INDEX, 18%.
EXHIBIT II
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GENERAL INDEX—Dane County, Wisconsin .GRANTORS
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