Document Indexing (for Montana Counties)

Document indexing software designed to make your life easier.

  • Easily maintains document recording and indexing
  • Quickly search for documents of any type
  • Built-in document scanning for fast recording
  • Amazing support to help you every step of the way

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We love Document Indexing

Black Mountain Software’s Document Indexing application is flexible to maintain most existing recording processes. It provides complete indexing capability, built-in integration for document scanning and viewing, and a variety of queries and reports to locate related documents. In addition, Montana recording fees and distributions are automated.

Show Document Indexing Features

Document Recording

  • Unique document number
  • Recording date and time
  • Document date
  • Type of instrument
  • Number of pages
  • Recording, filed, and four other customizable fee fields
  • Designate customer as charge or ACH payer
  • “Deliver to” name and address

Indexing

  • Unlimited number of entries for:
    • Grantors
    • Grantees
    • Other document references
    • Miscellaneous legal information
    • Miscellaneous notes
    • Township, section, range, QQQ,
      tract, notes
    • Subdivision, bock, lot, tract, note
  • Property tax ID – links to property record
    in Tax and Assessor for quick lookup

Data Entry/Work Flow options

  • Record and index in the same process
  • Record and index as seperate processes
  • Seperate historical document entry area

Interactive Section grid for TN, RG, SEC 

  • Provides optional method of data entry
    and search
  • Allows search of non-contiguous property

Other Fees – Misc. Receipts

  • When not recording, collect other fees:
    • Copies, certified copies and others
    • Included in cash reconciliation reports

E-Recording interface supports:

  • Simplifile and CSC

Labels

  • Recording
    • Standard 4″ x 1″ – requires Zebra printer
    • Thin 6.5″ x .5″ – any laser printer
  • Document return
    • Full sheet 2 5/8″ 3 column
    • Zebra, Dymo – 4″ x 1″

Document Scanning

  • Supports:
    • Multi-page, duplex, standard 8.5″ x 11″ and legal document scanning
    • Black & white, grey scale and color
    • Import digital documents, e.g., plats
      for viewing​

Search for documents 

  • Filter by kind of instrument
  • Order by:
    • Grantor
    • Grantee
    • Town/range/section
    • Subdivision, lot, block
    • Legal texts
    • Document number
    • Recording date
    • Book and page
    • Tax identification number
  • Advanced – combine values to narrow search:
    • By document number range
    • Search exact for grantor, grantee and
      misc notes
    • Print a single record, list of records containing basic detail or all detail
  • View, print or email documents from
    any record
  • Export images
  • Images can be blocked from public view, e.g., military discharge document

 

 

 

 


Built-in Reports

Show Reports

Document Indexing allows you to choose from a large selection of reports with filter options to deliver the results you want. All can be previewed on screen, sent to a file, printer, or emailed to any number of recipients. Create your own simple reports using the built-in report writer.

  • Fee and Reception Edit List – lists all recorded, filed and other documents. Use for daily proofing and balancing.

  • Fee and Reception History – similar to the edit list. Use for archive purpose.

  • Daily Recap – provides details for transaction proofing and balancing.

  • Summarized Recap – use for longer periods, for example, monthly. Summarizes collections by day.

  • Recap, Fee, and Reception reports – Each shows:

    • Total Due for each fee type; Recording filing, copies, etc.

    • Recording fee breaks down into: non-conforming, records preservation, state information system and county information systems totals

    • Less Charges, E-Recording and ACH

    • Total cash

  • Charge List – provides a list of charge customers and the recording/filing/other fees charged for a selected date range.

  • Grantor and Grantee Index – provides all documents in order of grantor or grantee – use for a physical copy of recordings.

  • Legal Search – provides report of documents with free form legal.

  • Reference Other Document Search – provides list of documents with references to other documents, e.g., liens and lien releases.

  • Tract Index – provides a complete list of documents with detail ordered by legal description (TN, RNG, SEC) for a section of land.

  • Review and Reprint – regenerate any reports printed during the same day, will show the same results as the original report even if data has changed. Ideal for reference purpose.



Download more details in our Printable Document Indexing PDF

 

Add-On Modules:

What Our Customers Are Saying:

You are absolutely great with help and understanding. Without your help and without your software I would be up a creek without a paddle and with many sleepless nights and would need to take some stress relief pills.

Sharon S.–Clerk, Montana

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