BILL ANALYSIS

HB 1542

TITLE OF THE BILL: Relating to the recording of surveys by a county auditor.

WHAT THIS BILL DOES: Updates and alters the process for filing a record of survey with a county auditor.

SPONSORS:  Representatives Ericksen and D. Schmidt

HEARING DATE:  Monday, February 8, 1999

FISCAL NOTE:   Not requested.

ANALYSIS PREPARED BY:  Scott MacColl (786-7106)

BACKGROUND:

Filing Process

The process of filing a record of survey for replacing corners is described in a statute last amended in 1973. Specific details are included, such as map size, ink type, width of margins, and material of map as required by the county auditor where the map is filed. 

Size standards for filing preliminary records of corner information set by the Bureau of Surveys and Maps (now the Department of Natural Resources)  are listed.

Two copies of each record of survey and record of monuments and accessories must be filed with the county auditor, and the county must file one with the Bureau of Surveys and Maps (DNR).

County Auditor Responsibilities

County auditors are required to keep original copies of all records of surveys and records of corner information in secure books, which are indexed by section, township and range.  Auditors are also required to maintain a counter reference of maps for the public.

SUMMARY:

The process to file a record of survey is updated to reflect current mapping and copying standards, including microfilming, scanning, and electronic files with certified digital signatures where compatible. 

Filing Process

All records of survey must be on a mylar map and suitable for copying legible prints through scanning, microfilming or other copying procedures.  Records of surveys may be filed in lieu of standard maps using:  (a) photo mylar with original signatures; (b) electronic files with a certified digital signature if the county has the capability; or (c) any standard material compatible with the county auditor=s recording and storage system for counties not required to store permanent versions of surveys.  Counties must reject any record of survey not suitable for producing legible prints.

Reporting of records of corner information is updated to reflect the agency name change to the Department of Natural Resources.  The county auditor must reject any survey not legible for copying.  The use of electronic filing with certified digital signatures is authorized.

The county auditor may require only an original copy of the record, instead of two, if the county uses imaging systems.

County Auditor Responsibilities

County auditors must accept surveys that are in compliance with the recorder=s checklist as jointly developed by a committee consisting of the survey advisory board (an advisory board appointed by the Commissioner of Public Lands) and two representatives of the Washington State Association of County Auditors.  The Department of Natural Resources is required to adopt this checklist.

Auditors are required to keep indexes of records of survey by quarter-quarter section.

The county and DNR are authorized to process an electronic version in place of the original surveyor=s print.  Counties may be exempted from keeping a physical book of records if they have the ability to keep permanent archival records that meet or exceed standards set in administrative code by the Division of Archives and Records Management.  The auditor must keep a copy or image of the original for public reference and must be able to produce full size copies upon request.

Counties are authorized to accept digital signatures issued by a licensed certification if the capability exists.