Unrecorded Maps Poll

[MFORD]

This is a follow up to my early post regarding unrecorded maps. My early post in Oct. 2010 asked the question how should unrecorded maps be documented on any new ROS, PM or FM(Record Maps)? To everyone that responded, thank you. (In the context of this post unrecorded and unfiled maps are the same. We all know maps are filed and deeds are recorded). I would like to take a poll of surveyors, private and public, that would support a REQUIREMENT to include the unrecorded maps as a separate sheet on any Record Map with a reference to the unrecorded map. My intention here is to test the waters of the surveying profession to see if there is sufficient interest to pursue legislation to standardize how unrecorded maps should be handled.

By and large the respondents to my earlier post, basically, were of the same mind that unrecorded maps should be filed somewhere in the public domain and referenced on the Record Map. If the unrecorded map was important enough to be used as reference or basis of a survey, then logically, that map should be available to the public at large for inspection.

I also discovered that a few County Surveyors offices (CS) currently have a system in place for filing copies of unrecorded maps, cataloged and indexed, which are available to the public for inspection and copies. Kudos to those County Surveyors. I haven’t taken a poll of all the CS offices, but it seems that except for those few Counties, the unrecorded maps are mostly kept in the surveyor’s office preparing the Record Map, with a note on the Record Map describing the unrecorded reference.

I am on a mission (some would say a crusade) to standardize how unrecorded maps are handled when used a basis or reference on a Record Map. Corner Records are an example. The PLS Act prescribes how they are prepared and filed, if not indexed. Every County has a different indexing system. Therein lies the problem with unrecorded maps. There is no standard. Of the CS’s I’ve spoken with that keep copies of unrecorded maps those maps are submitted on a voluntary basis by the Surveyor preparing the Record Map. Apparently the PLS Act, according to them, doesn’t give the CS authority to require copies of the unrecorded maps be submitted during the map review of the Record Map. Nor does the PLS Act give them the authority to require the unrecorded map be included as a separate sheet on the Record Map.

There is not enough space on this forum to explore all the pros and cons of filing unfiled maps. Simply put, is there is interest in the profession to move forward with this idea?

[Lee Hixson]

Choices are always nice. How about legislation that allows either, 1) file it, like you say, as a separate sheet along with your own map, or 2) file it with the County Surveyor who would index all of them and make them available to the public?

(By the way, exactly what do you mean by "include the unrecorded maps as a separate sheet"? For example, I am submitting a Record of Survey for checking this week and I have two paper maps of unrecorded surveys done 60 years ago. They are both good maps that I am relying upon and referencing on my map. But they are both paper copies: one is an 8 1/2" x 11" paper copy of a drawing that's quite readable; the other is 18" x 26" and about 1/2 of it is marginally readable. Exactly how do you propose that it be "included as a separate sheet"?)

[Stephen Johnson]

I am with Lee and Dave. Find a way and keep it simple to have the CS have copies of these plats and have them cross-referenced.

That will help make future surveys better.

[MFORD]

Lee,
As Dave Ryan suggests there are a several ways to get the unrecorded maps on a separate sheet to include with the ROS. First is to scan the maps into a tiff or jpeg format that can the be inserted into a dwg file in Autocad. Scanning technology is able to clean up some illegibility issues.

Second, is to photographically reproduce the maps into a format that could be imported into your drafting software. Your local reprographics company can probably help out.

Third, if you are among those professionals that rely on hand drafting methods, the reprographics company can photographically create a map sheet that satisfies the size and legibility requirements.
After many discussions with County Surveyors up and down the state, they will want to see some notes on the "reference page" to the effect the map(s) haven't been reviewed by their office and does not meet the ROS requirements and is included for "reference only". Your County Surveyor will have some input on the wording of the note(s).

With respect to legibility, all you can do is all you can do. It may take some explanatory and/or transcriptions notes on the map(s) to highlight your interpretation of the map data. Keep in mind if you submit copies of the unfiled maps to the CS for review the legibility issue would come up.

In answer to your suggestion about having a choice to either include the additional reference page with the ROS or submitting a copy of the unfiled maps to the CS for indexing, cataloging and filing in the CS office, that is an alternative. In the current state and county budget crisis I am personally not hopeful that CS's offices will voluntarily take on that additional task, responsibility, and manpower expense. In my opinion filing the reference page with the Record Map gets the unfiled reference map into the public record without the additional layer of the CS office. It also will standardize how the public will have access to the unfiled maps across the state.