A guide to the recording of documents.                386.758.1053

The Recording Department records, indexes and archives all of the documents which create the Official Records of Columbia County. The Official Records go back to 1845 when Columbia County was created. In addition to recording and indexing documents, the Recording Department collects money for documentary stamp taxes, intangible taxes, recording fees and other miscellaneous fees.
Military Separation Forms

 Some frequently asked questions.

What types of documents can be recorded?

• Affidavits.
• Agreements.
• Assignments.
• Bankruptcy proceedings.
• Bill of Sale.
• Certificate of Discharge from the Military.
• Death Certificates.
• Deeds.
• Judgements and their releases.
• Liens and their satisfactions.
• Mortgages and their satisfactions.
• Notice of Commencement.
• Notice of Lis Pendens.
• Power of Attorney.
• Tax Leins.
• Any other instruments required by law.

          See Florida Statute 28.222.

Where can I record a document?

The Clerk of Circuit Court Recording Department is located on the main floor of  the Columbia County Court House, 173 NE. Hernando Avenue, Lake City, Florida. The department is open from 8:00 AM till 5:00 PM Monday through Friday. Click on 'MAPQUEST' in the right hand border of this page for further directions.

What is the recording process?

1. Documents are reviewed to make sure that they meet Florida Statute requirements.
2. Appropriate fees are calculated and collected.
3. Consecutive Clerk's File Numbers and Official Record Book volume and page numbers along with date and time of recording are printed on the document. Documentary tax is also printed on the document, if required by law.
4. In the case of documents transfering real property, a form "DR-219" property transfer form is required to be completed and submitted with the document to be recorded. These forms are available in the Recording Department or online.
5. An alphabetical Official Record Index and Numeric Index is created by compiling names contained in each document.
6. Each document is digitally imaged and film is created from that image. The quality of the created images is then verified.
7. The original document is returned to the party indicated on the document.
     

Recording check list.

Before recording documents, please check the following:

1. Date
2. The name and address of each person signing an instrument affecting real property.
3. The name and address of each person receiving property on all documents conveying an interest in real property.
4. A description of the property.
5. The signed and typed names are in agreement.
6. Notary Acknowledgement: (To include a statement that the signer personally appeared before the Notary Public and the specific type of identification that was used to identify the signer, either based on personal knowledge or what type of  ID was used to identify the signer).
7. Notary Public Seal and expiration date are affixed.
8. Corporate seal if applicable.
9. Name and address of the natural person who prepared the instrument or under whose supervision it was prepared.
10. A three (3) inch square at the top right hand corner on the first page and a one by three (1 x 3) inch space at the top right hand corner of each subsequent page for use by the Clerk (on all documents).
11. Name of each person who executed, witnessed and acknowledged documents affecting real property shall be legibly printed, typewritten or stamped on each document.

The grantor, grantee, or agent for grantee must sign and file two copies of a Transfer of Interest in Florida Real Property form “DR-219”, which the Clerk must forward to the Department of Revenue and the Property Appraiser.