Harvey Ruvin - Clerk of the Courts - Miami-Dade County, Florida

OFFICIAL RECORDS PUBLIC ACCESS FOLDER DESCRIPTION

The Clerk of the Courts provides a daily file containing all official records information processed by the court the previous day. This file can be downloaded by the interested parties from the County’s site.

Official Records extracts are in the form of ASCII text files in which records are delimited by a caret (^) and have a variable length. The extract files contain the following record structure:

Table of Contents

Daily Files

 

DAILY FILES

Official Records File Structure (File Definition)

File Name:  mmddyyyy.exp                 

Run Frequency:  Daily

Description:  This file contains all recorded or updated recorded documents as of the previous business day.  It contains recordable documents such as deeds, mortgages, liens, certain affidavits, subdivision plats, judgments, declarations of domicile, satisfactions and releases, powers of attorney and financial statements.

Sample File: mmddyyyy.xls

FIELD DESCRIPTION

FIELD TYPE

COMMENT

CFN Number

NUMBER(4)

The Clerk's File Number is a sequential identifier assigned by the Clerk's Office to the first page of a recorded document. For example 02 represents the year the document with Clerk's File Number = 02R000001 was recorded.

 

The size of this field was increase by two digits to include the century as part of the year. For the example above, the value 2002 will be stored for this field in the database.

CFN Sequence

NUMBER(10)

The second component of the Clerk's File Number represents the sequence assigned to the document at the time it is filed.

Group ID

NUMBER (5)

Group identifier within a Clerk's File Number.

Recording Date

NUMBER (8)

The recording date of the document.

Recording Time

CHAR(6)

The recording time of the document.

Recording Book

NUMBER(14)

The recording book and page printed on the first page of the document. The book number specifies the reel of film where the document can be located. For example 111/222 (book=111 and page=222)

Recording Page

NUMBER(5)

The recording page assigned to the document. The page number specifies the frame number in a reel of film where the document can be located.

Book Type

CHAR(2)

The type of book. For example Mortgages will be recorded in Official Record Books ("O" = OFFICIAL RECORDS)

Document Pages

NUMBER(5)

The amount of pages contained within the document.

Append Pages

NUMBER(5)

The amount of pages appended to the document after recorded.  Also known as "A" pages.

Document Type

CHAR(15)

The County code assigned to a document based on the instrument type. For example "MOR" will be assigned to a Mortgage.

Document Type Description

CHAR(40)

A description of the County code assigned to the document.  For example a "MORTGAGE" is the description of a document type "MOR".

Document Date

NUMBER(8)

Date the document was created.

First Party

CHAR(100)

Parties are now being stored differently. All parties associated with the document will be listed in the "First Party" field. The "First Party Code" field will determine the role of the party within the document.

 

The following is an example of a Mortgage in the current format.  The grantee or borrower is stored as the first party and the Grantor is stored as a second party:

 

Doc Type First Party Second Party MOR Person       Bank

 

A Representation of the same document in the new format:

 

Doc Type First Party First Party Cross Party Code Name

 

MOR         Person        D Bank A

MOR         Bank A        R Person

 

Please note that only First Party information is included in this field. In addition, the First Party Code represents the role of the document where D = Direct and R = Reverse.

First Party Code

CHAR(1)

Specifies the role of the party. Possible values are: D=DIRECT, R=REVERSE.

Cross Party Name

CHAR(100)

See First Party

Original CFN Year

NUMBER(4)

A reference to the year component of the Clerk's File Number of the original document. For example, a Satisfaction of Mortgage may include a reference to the Clerk's File Number of the Mortgage document.

Original CFN Seq.

NUMBER(10)

A reference to the sequence component of the Clerk's File Number of the original document. For example, a Satisfaction of Mortgage may include a reference to the Clerk's File Number of the Mortgage document.

Original Recording Book

NUMBER(14)

A reference to the recording book of the original document. For example, a Satisfaction of Mortgage may include a reference to the recording book of the Mortgage document.

Original Recording Page

NUMBER(5)

A reference to the recording page of the original document. For example, a Satisfaction of Mortgage may include a reference to the recording page of the Mortgage document.

Original Misc. Reference

CHAR(50)

A reference to the original document, which is not, a Clerk's File Number or a recording book or page. It may be an address, dollar amount, civil case number, etc.

Subdivision Name

CHAR(90)

The name of the subdivision where the property is located.

Folio Number

NUMBER(15)

The number used by the property Appraisal's Office to identify the property.

Legal Description

CHAR(100)

The legal description of the property.

Section

CHAR(5)

A surveyor's representation of raw acreage.

Township

CHAR(5)

A surveyor's representation of raw acreage.

Range

CHAR(5)

A surveyor's representation of raw acreage.

Plat Book

NUMBER(14)

A Plat Book/Page identifies a subdivision.

Plat Page

NUMBER(5)

A Plat Book/Page identifies a subdivision.

Block

CHAR(20)

The block number where the property is located within the subdivision.

Case Number

CHAR(30)

The case number associated with the document when applicable.

Consideration 1

NUMBER(16.2)

Financial Information.

Consideration 2

NUMBER(16.2)

Financial Information.

Deed Doc Tax

NUMBER(16.2)

Financial Information.

Single Family

CHAR(1)

Financial Information. Y = YES.

Surtax

NUMBER(16.2)

Financial Information.

Intangible             

NUMBER(16.2)

Financial Information.

Doc Stamps

NUMBER(16.2)

Financial Information.

Key                      

CHAR(13)

Uniquely identifies each record. May be used to synchronize the subscriber's database with Miami-Dade County's.

Transaction Type

CHAR(1)

Type of operation performed on the data (I=Insert, U=Update, D=Delete).

 

Party Sequence

 

NUMBER(5)

The system assigned sequence number for each party name.

 

Modified Date

 

NUMBER(8)

The last date the document was updated in the system.