JEFFERSON COUNTY CLERK’S OFFICE

ONLINE LAND RECORDS SYSTEM

USER’S GUIDE

Welcome to the Jefferson County Clerk’s Office Online Land Records System. This is an instruction guide for using the land records search system. The search system is a product of MBS Technologies. The imaging software viewer is a product of Adobe. All records from August 15, 1984 to present are indexed on this system. The system has the capability of displaying and printing images of documents that have been recorded from June 1, 1992 to the present. If you discover that a document is not available for display on the system, please email the document number, or the book and page number of the document to: websupport@jeffersoncountyclerk.org

For your convenience, the search system is available Monday through Saturday, 8 AM to Midnight, and Sundays, Noon to Midnight. The Jefferson County Clerk's Office reserves the right to restrict access to the system at any time for the purpose of routine system maintenance, system testing, and/or system saves.

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Tips for Internet Browsing and Page Navigation

Starting a Search

Results Page

Viewing the Document

Document Detail Screen

Search by Control Number

Search by Party Name

Search by Book & Page

Search by Reference Number

Search by Refers To

Screen Scraping Guidelines

 

TIPS FOR INTERNET BROWSING AND PAGE NAVIGATION

Please note that the search system has been designed to maximize the use of the keyboard with the Internet Browser. Still some actions are only available by using the mouse. This system works best with Windows XP running Internet Explorer version 6 or higher.  For consistency all hyperlinks are in RED.

This search system was designed using the standard features of the internet browser.  The mouse is the simplest and fastest way to navigate the pages, but some keys will accomplish the same tasks. 

Below is a list of some of the more helpful navigation keys:

Use the TAB key to move between option boxes, search criteria fields, and hyperlinks. 

Use the Page Up (previous page) and Page Down (next page) keys to scroll through the results pages.

For Drop Down boxes, use the arrow keys to scroll through the item list.  If you know the first letter of the selection, press that letter on the keyboard to advance to that letter on the list.  For example type D to advance to the Deed book type in the drop down list on the book and page search.

The Go Back link, when available, will return you to the previous page viewed.  If you are in the document detail, the Go Back link will return you to the results page.  From a search option page, it will return you to the main search page.

From the results page, the Browser's Back option will return you to the search option page if used while viewing the page.  To navigate through the results pages, use the Next page and Previous page links or the Page Up and Page Down keys on your keyboard.

The system was designed to remember the search criteria to aid the user in title searches.  When the user returns to the search option page, the old criteria is highlighted to easily delete with the delete key or simply type over.  To retain the information, the user just needs to press the Tab key.

 

STARTING A SEARCH

Each Search Method will have different search criteria to filter searches.  To see detailed instructions by search method view that section of this user's guide.

RESULTS PAGE

Once the results page loads, the document search criteria is listed in the header and the results are in the body of the page.  Each result will detail all of the property descriptions associated with the record in Black, the first party name in Blue, as well as the party type, date filed, document type, and the book and page in Dark Red. To see all party names, or any other additional information regarding the document index, place an "X" in the Option Box beside the record and press <enter> or simply CLICK INFO. To view the document image, place an "I" in the Option Box and press <enter> or simply CLICK VIEW.

From the results page, the Browser's Back option will return you to the search option page if used while viewing the page.  To navigate through the results pages, use the Next page and Previous page links or the Page Up and Page Down keys on your keyboard.

 

Viewing the Document

The document will load in a new window on the right side of the screen to allow you to view the index information and document image at the same time.  The window can be resized after the image has loaded.  If a document image is not available, the new window will launch a page with information on how to acquire a copy of the document.

When viewing the Document Index Information Page, there are several ways to view the document from the detail screen.  You can CLICK VIEW or type I in the Option Box and press <enter> to load the document image. The Reference number is also a hyperlink to load the document image. 

DOCUMENT DETAIL SCREEN

The document detail screen has two hyperlinks that serve two different purposes. 

The Doc Refers To field has a link to launch a Refers To search on the document's book and page number. The search results launch in a new window. If a document has a release or assignment associated with it, the search will return results; if it does not the new window will report NO DOCUMENTS FOUND.  Close the window after you have finished the Refers To search or the window will not launch in the front the next time the link is used from the detail screen.  For more information on the Refers To search view the search method section of this user's guide. 

The Document Changes link tracks indexing changes on the record.  If a field in the Changed column has a Y, you can view the document change detail by clicking on the Document Changes hyperlink or typing M in the option box and pressing <enter>.

 

INSTRUCTIONS FOR EACH SEARCH METHOD

HOW TO SEARCH BY CONTROL NUMBER

Select Option 1, Search by Control Number and press <enter>, or CLICK on the Search hyperlink.

Note: This search method is mainly for Clerk’s Office internal use.

To see additional information regarding the document record, place an "X" in the Option Box beside the record and press <enter> or simply CLICK INFO. To view an image of the document, place "I" in the Option Box and press <enter> or simply CLICK VIEW.

HOW TO SEARCH BY PARTY NAME

Select option 2, Search by Party Name and press <enter>, or CLICK on the Search hyperlink.

This search is used when the name of the party is known. You can specify last name, first name, middle name, date filed, document type, party type, and/or group. This search gives you a list of documents sorted by name.

Type the party’s surname (last name) or name of the company in the "Surname" field. This system also allows for partial searches. By typing in "A" for the surname, the system will show you every name that starts with an "A" (A, ABBEY, ADAMS, etc.)

The more search criteria that is filled in, the more specific the search will be.

If the user needs to look at a particular type of document, type in the Surname, Given Name, Middle Name/Initial in the correct fields along with the Doc Type from the drop down box. This will show all the information in the database under that particular name associated with that document type.

To search for a party or any document type on a specific date or range of dates, the format is represented as MMDDYYYY in the Date Filed Field.

For more information on Group Types and Party Types, visit the Land Records FAQ.

To see additional information regarding the document record, place an "X" in the Option Box beside the record and press <enter> or simply CLICK INFO. To view an image of the document, place "I" in the Option Box and press <enter> or simply CLICK VIEW.

HOW TO SEARCH BY BOOK & PAGE NUMBER

Select option 3, Search by Book and Page Number and press <enter>, or CLICK on the Search hyperlink.

The user will need to know the following information to use this option:

Type of Book

Book Number

Page Number

The results for this search are sorted in book and page order.

Select the Book Type from the drop down box. (Use the mouse or the arrow keys on the keyboard to scroll through the list. Or, you can press the first letter of the Book Type to advance through the drop down box list.)

Next, use the tab key to move to the first box and enter the book number, tab again to enter the page number in the second box. Leading zeros do not have to be entered.

Press <enter>, CLICK Search, or tab to the search link and press enter to submit the search.

To see additional information regarding the document record, place an "X" in the Option Box beside the record and press <enter> or simply CLICK INFO. To view an image of the document, place "I" in the Option Box and press <enter> or simply CLICK VIEW.

HOW TO SEARCH BY REFERENCE NUMBER

Select option 4, Search by Reference Number, press <enter>, or CLICK on the Search hyperlink.

The reference number is the number printed on each document when it is recorded. The search is sorted in reference number order. The reference number always starts with DN and is followed by a ten digit number beginning with the four digit year. For example: DN2000012345.

To see additional information regarding the document record, place an "X" in the Option Box beside the record and press <enter> or simply CLICK INFO. To view an image of the document, place "I" in the Option Box and press <enter> or simply CLICK VIEW.

Screen Scraping Guidelines

If you choose to use screen-scraping we ask that you voluntarily follow the guidelines below:
Please limit screen-scraping activity to the hours between 6:00 P.M. and midnight Eastern Standard/Daylight Time Monday through Friday and 8:00 A.M. and noon on Saturdays.
Please limit document searches to only those document types which you are interested.
Document searches that retrieve “all” documents are time-consuming and can cause strains on system resources.
Please have measures in place that will allow automated screen-scraping to be discontinued in a timely manner, if asked. In the event of system capacity issues, your company may be asked temporarily to cease screen-scraping activity.
Failure to follow the above guidelines could mean forfeiture of your screen-scraping privileges. System support is available from our Help Desk at (502) 574-8626 between the hours of 8:00 A.M. and 5:00 P.M. Eastern Standard/Daylight Time, Monday through Friday.
Should you need additional support, please do not hesitate to contact us.

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RETURN TO THE LAND RECORDS FAQ

RETURN TO THE MAIN SEARCH PAGE

 


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Copyright @ 2005 Jefferson County Clerk's Office.  All rights reserved.  Updated:  September 7, 2005