File Name: README.TXT Date Created: 01/01/2007 Agency: Hillsborough County Clerk of the Circuit Court This "readme.txt" file describes the format of the "Hillsborough County Official Records Index" files data files that are available for download at this ftp site. There are three files produced for every business day. These are the ‘‘D’, ‘P’ and ‘M’ files, described as follows; 1) the ‘D’ file contains all documents recorded in the official records on a given day, as well as any records that were modified that day, 2) the “P” file which contains the related party records and 3) the “M” file which maps the doc codes to the FACC standard doc types. Files are named by type and then by the recording date of the data they contain (in YYYYMMDD format) or by the correction date. The date is followed the number of the exports for the day. It will normally be ‘01’. This is followed by id.29. The document file for recording day Jan 5, 2007 would be D2007010501id.29 At least two months of files are available online at all times. The data files are in ASCII format, data fields and records are variable in length, data fields are pipe-delimited (that is,separated by "|" symbols), and records end with carriage returns. Blank data fields are designated by two consecutive pipe delimiters. The record layouts are shown below: Document File Maximum Data Element Name Data Type Field Length ----------------- --------- ------------ Action Varchar 3 County number Numeric 2 Instrument Number Varchar 50 Document Type Varchar 50 Document Description Varchar 50 Legal Description Varchar 255 Book Type Varchar 50 Book Number Varchar 50 Page Number Varchar 50 Filler Varchar 50 Document Page Count Numeric 10 Date Recorded Datetime Time Recorded Datetime Consideration Amount Numeric 19,4 Party Name File Maximum Data Element Name Data Type Field Length ----------------- --------- ------------ Action Varchar 3 County number Numeric 2 Sequence Numeric 10 From/To Varchar 3 Party Name Varchar 100 Map File Maximum Data Element Name Data Type Field Length ----------------- --------- ------------ Document Type Varchar 50 FACC Doc Type Varchar 50 Descriptions of the data elements are provided below: Data Element Name Data Element Description ----------------- ------------------------ Action ‘ADD’ or ‘ADP’ - Add doc or add party ‘DDD’ or ‘DPD’ – delete doc or delete party Book Number A unique number assigned to a book within a book type series; this number can be up to five digits long Book Type An alphabetic character identifying the category of the book where a document is located. Listed below are possible values: 'C' = Condominium Plan 'M' = Minor Subdivision Survey 'O' = Official Records 'P' = Subdivision Plat 'R' = Right of Way Monument 'S' = Survey and Location Map 'T' = Right of Way Transfer Map 'V' = Right of Way Reservation 'W' = Maintained Right of Way 'C' = Condominium Plan 'M' = Minor Subdivision Survey 'O' = Official Records 'P' = Subdivision Plat 'R' = Right of Way Monument 'S' = Survey and Location Map 'T' = Right of Way Transfer Map 'V' = Right of Way Reservation 'W' = Maintained Right of Way Consideration Amount Sales price County Number Code used by FACC. Hillsborough County is 29 Date Recorded Recording date of the document in MM/DD/YYYY format Document Type A code for the type of document Document Description A description of the type of document or the title assigned to a document Document Page Count Number of pages in the recorded document FACC Doc Type Statewide standard code for the type of document Filler unused at this time Instrument Number Unique number assigned to each instrument; starting in mid 1986, this number has consisted of a two-digit recording year followed by a six-digit sequential number showing the numerical order of filing for that year. Starting on 12/1/1999, this number consists of a four-digit recording year followed by a six-digit sequential number. Legal Description The legal description of the property taken from the instrument or debtor's address for Uniform Commercial Code instruments or book and page reference of a previous recording Page Number The number of the first page of the document From/To Code identifying whether or not the Party Name is a direct or reverse name (that is, grantor or grantee): From = Direct (grantor) To = Reverse (grantee) Party Name Name of the party to the instrument (such as individual, business, personal representative, attorney, government agency, political body, municipality, organization, partnership, trust, subdivision, condominium, road, or project name) Time Recorded Time that the document was recorded