Public Record Preparation Requirements

Legibility: Documents must be clear and unobstructed and be capable of being scanned and reproduced.

Names must be printed or typed under each signature exactly as signed, including notary.

Notary Acknowledgement:  All documents must be properly acknowledged.  Requires notary county of residence and commission expiration.

Preparation Clause: Document must list individual name of the preparer of the instrument.

House Enrolled Act

On July 1, 2006, the House Enrolled Act 1114 concerning social redaction took effect.
A document may not be submitted to the County Recorder for recording or filing if it contains a social security number unless the number is required to be on the document by law.

An individual preparing or reviewing a document for recording or filing shall affirm, under the penalties of perjury, that the individual has:

  • Reviewed the entire document before submitting for recording or filing for the purpose of identifying and, to the extent permitted by law, redacted all Social Security numbers; and
  • Any document that is executed or acknowledged (i.e. notarized) in the state of Indiana, and that by law must have a Prepared By statement, including a persons name,  must contain the following statement after the point of prepared by at the conclusion of the document "I affirm, under the penalties for purjury, that I have taken reasonable care to redact each Social Security number in this document, unless required by law (name)."
  • The name in the affirmation statement can be typed, hand printed, or signed (printed underneath) and does not have to be the same person whose name appears in the prepared by statement.

Please note:  Beginning July 2001, all financing statements involving personal property are to be filled at the Indiana Secretary of State.  Only fixture filings are filed with the Recorders Office.