Electronic recording is available for lenders, settlement agents/attorneys and servicers. For questions about eligibility or qualification for e-recording please contact one of the below authorized intermediaries directly. The documents submitted electronically range from dozens of assignments transmitted by major national lenders to full closings conducted by local attorneys.
Recorded Land documents can be electronically recorded at the Middlesex South Registry of Deeds.
Here is an overview of how electronic recording works:
- Sign up with one of our authorized “intermediaries” (see list below)
- Conduct closing at your office
- Scan original document to create an electronic image
- Log on to intermediary’s secure website and enter data about your document
- Upload the document image you just created
- Press “send to the registry” button
- At the registry, your document image and data pop up on one of our recording terminals
- We verify the quality of the image and the accuracy of your data
- We press “record” button and the document is on record with recording data and document image immediately available on our website
- You immediately get an electronic receipt with all recording information along with an electronic copy of the recorded document
- Fees are paid by electronic funds transfer from you to the intermediary to us
If you wish to begin submitting documents electronically, you must enroll with one of the following companies and submit your documents through their respective recording interfaces. Please contact the companies directly for further information about their services.
| Company | Contact | Phone | |
|---|---|---|---|
| CSC eRecording Department | N/A | 866-652-0111 | [email protected] |
| Simplifile | Brian Kilfoyle | 800-460-5657 x 1032 | [email protected] |
Suggested References for E-Recording:
- Massachusetts Deed Indexing Standards (PDF)
- Massachusetts Deed Indexing Standards – April 2020 Updates (PDF)
Common Causes for E-Recording Rejection
- For mortgages: failure to include the deed reference(s).
- When signing as Trustee(s): one or all are missing: the name of the trust and/or the book and page reference for the trust.
- The notary name and expiration are not stamped or printed on the document.
- The names of signors are not printed underneath their signature.
- For death certificate(s): failure to include the book and page of the applicable deed.
- Chestnut Hill is not a city or town, please determine which applies: Brookline, Newton, Wellesley, etc.
- For a discharge or assignment: the book and page numbers of mortgages are either not listed or are incorrect.
- For subordination recorded without new mortgage: the book and page number to the mortgage being subordinated is required, as well as the book and page of the new mortgage that it is being subordinated to.
- Due to current program limitations (calculating fees), multiple function documents must be mailed or recorded in person. For example, a multiple function document would be a discharge releasing a mortgage and an assignment of leases and rents with two distinct books and pages. This document would have to be mailed in with a fee for each book and page released.
Registered Land e-Recording
At this time, only Registered Land sale packages with deed consideration over $100.00 may be submitted electronically to the Middlesex South Registry of Deeds for recording be submitted electronically. Only the following documents may be included with the sale packages:
- AFFIDAVIT OF NO DIVORCE (see Certificate of Death, below)
- ASSIGNMENT OF LEASES AND RENTS
- ASSIGNMENT OF PERMITTING DOCUMENTS
- TRUSTEE CERTIFICATE
- CERTIFICATE OF DEATH (Note: Affidavit of No Divorce may be attached to Death Certificate and submitted as one document, indexed as Death Certificate; total recording fee is $105.00)
- LLC CERTIFICATE OF GOOD STANDING
- CERTIFICATE UNDER MGL C. 183A s. 6(d)
- DECLARATION OF HOMESTEAD
- DECLARATION OF TRUST
- DEED
- MORTGAGE DISCHARGE
- UCC FINANCING STATEMENT
- MORTGAGE
- MUNICIPAL LIENS CERTIFICATE
- TRUST CERT PER MGL c 184 s. 35
- UNIT DEED
- CORPORATE VOTE
All registered land deeds submitted for recording MUST have the current certificate of title written on the first page, in the middle of the bottom margin.
E-recording is an additional option for submitting sale documents – sale packages may still be submitted in-person, by courier/drop-off, overnight delivery, and by USPS mail.
Packages must be submitted before 3:15 PM EDT for same-day review.
Sale packages that include documents not listed above or that include Land Court approvals or Land Court Orders should continue to be submitted in-person, by courier/drop-off, overnight delivery, or by mail.
Stay tuned for updates as the Registry phases in additional registered land documents that may be submitted for e-recording over the coming months!