A complete Notecard is a prime indicator for the accurate interpretation of a given document.  A complete notecard also provides needed data to Tracts’ calculations.  Following these best practices enable a more timely review and understanding of a chain of title.

Notecard Fundamentals

    • Book Type and Subtype (See article: Abbreviations in Tracts)
      • SubType should be specific to the type of instrument being inputted.  Example; Warranty Deed with Vendor’s Lien would yield WDVL, Special Warranty Deed would yield SWD, etc.
    • Book-Page OR Inst. No.
      • Use either use Book-Page OR Instrument No.
      • Book-Page takes precedence when an instrument records with both.
    • Dates
      • Inst. Date
      • File Date
      • Rec. Date
    • Uploaded instrument naming convention
      • Book-Page, example; Book 234, Page 1 yields instrument name 234-1.
      • Ins. No., example; Instrument No. 000321 yields 321.
      • There should be no leading zeros in any of the file names.
    • Exhibit “A”s and Legal Descriptions Note
      • Include the starting page for where the subject lands are referenced in the instrument. Example; “Pg 2 of 25”.
    • Subtracts/Depths
      • Always include a subtract/depth for each Notecard
    • Supporting Documents
      • Upload to Notecard and change Type to “supporting”. 
      • Create a Supporting Doc-Note;  
        • Example; uploaded supporting document is an original warranty deed named 232-33, Note should read “232-33: Original Warranty Deed”
    • Essence Note
      • Should state what is being conveyed/assigned in a succinct sentence.  
        • Examples:
          • “Conveying ARTI in section 12-34N-56W.”
          • “Lease with LOR 1/8 for 36 months for all depths in the NW and Surface to 3000′ in the NE of 12-34N-56W”.
          • “Lease NRI/WI for the S2 of 12-34N-56W.”
      • Attention: Create a separate Note for legal descriptions/Exhibit “A”.
    • Subtracts
      • Use the GIS-Enabled feature for Subtracts.
      • Create a subtract polygon for the entire abstract even if the AOI is limited to a portion of the abstract.
        • Examples;
          • S3_BLK23_T3S_(N2)_Martin,TX
          • 200ac._WD546.258_Greene,PA
    • Depths
      • Create an “ALL DEPTHS” polygon.
      • Use “to” for depth ranges.
        • Example; Surface to 7000’
      • Avoid commas in depth numbers.
        • Example; 7000’
      • Use an aspostrophe (‘) to indicate feet.
        • Example; 7000’
      • Use consistency when naming multiple depths of the same area.
        • Example;
          • Surface to Base of Dean
          • Base of Dean to 7000’
          • Base of Dean to 8000’

Notecard Type and Subtype Specific 

  • ‘Conveyance’ Notecard Type
    • Deed, Subtype DEED
      • Follow “Notecard Fundamentals“
    • Probates, Subtype PROBATE
      • Follow “Notecard Fundamentals“
      • First Grantor is the deceased Party Name. Example, “John Smith”.
      • Second Grantor is a new Party Name titled “Estate of John Smith, Dec’d”
      • Set Instrument date to date of death.
      • Grantees should ALL be sole and separate property (SSP) entities. See article: Subparty #Tag.
      • Essence Note should state [date of death]”, LWT:” [the language where the interest would pass, or if the right is specifically state how the oil and gas should pass].
        • Example; “01/01/2000, LWT: I give, devise and bequeath all the rest, residue and remainder….”.
    • Affidavit of Heirship, Subtype AFFT HEIR
      • Follow “Notecard Fundamentals“
      • First Grantor is the deceased Party Name. Example, “John Smith”.
      • Second Grantor is a new Party Name titled “Estate of John Smith, Dec’d”
      • Set Instrument date to date of death.
      • Grantees should ALL be sole and separate property (SSP) entities. See article: Subparty #Tag.
      • Essence Note should state “Affiant states as follows…”.
  • ‘Lease’ Notecard Type
    • Follow “Notecard Fundamentals“
    • Set Term to months.  Example; 3-year primary term = 36 months.
    • LOR (Lease Royalty)
      • Always populate an LOR value.
      • If not specified, determine an assumed LOR for your project.
      • Flag Notecard as <Assumption>.
    • Upload Amendments/Corrective OGL’s Supporting Document, with original OGL as the Main document. 
    • This is Project specific (requires production analysis) – 
      • Briefcase Button – Add Pugh Clause, CDC, Retained Acreage, or any project specific requests.
      • When analyzing the lease, add a Notecard stating how and why the lease is HBP.
        • Include the production summary.
        • Indicate “snapshot” vs “rolling”.
        • Indicate if there is ‘prescribed and permitted language’.
  • ‘Assignment’ Notecard Type
    • Follow “Notecard Fundamentals“
  • ‘Release’ Notecard Type
    • Follow “Notecard Fundamentals“
    • Link appropriate Leases (from previously entered Notecards) to Notecard.   
    • Essence Note should state,  “Following leases being released: 1234-123, …”.
  • Non-Conveying Documents (NCDs)
    • Add to corresponding tab in Non-Conveying Documents section.
    • NCDs include:
      • Easement
      • Deeds of Trust
      • Lien
      • Exp. Lease
      • Agreement
      • Judgment
      • Requirement
      • Supporting
      • Misc.
      • Title Opinion
      • Landman Statement
    • Well Card NCD
      • Populate all fields.
        • Flag Notecard if any data is unavailable to populate all fields.
      • Add Well Name. For example; Rodriguez #1
      • Subtype; Horizontal Well or Vertical Well.
      • Status; Active or Inactive.
      • Spud date, completion date; format mm/dd/yyyy.
      • Files to attach:
        • Plat, W-1, W-2/G-1, W-3
        • Plug report, if needed & available 
        • Naming convention of files:
          • [DATE]_[FILE TYPE]
          • For example; 2024-01-16_W1, 2024-03-14_W2

Flags, Assumptions and Reversions

  • <FLAG> toggle a Notecard when any of the following exist;
    • An ambiguous interpretation issue such as a fixed vs. floating NPRI
      • Enter a Flag-Note stating, “This has been interpreted as a 1/16th floating NPRI.”
    • An auto-generated error message that cannot be resolved by your research
      • Enter a Flag-Note stating the auto-generated error, such as, “This appears to be an over-conveyance.”
    • Any time and instrument is grayed out within a chain of title
      • Enter a Flag-Note stating the apparent issue, such as, “Grantor appears to be a stranger to title.”
  • <ASSUMPTION> toggle a Notecard any time you are filling a gap in title to make the chain of title flow.
    • Examples include Affidavits of Heirship, Affidavits of Identity, Ancestry records, Findagrave records, and any other non-conveying records that help you assume that a transfer of interest has occurred.
    • Enter a Flag-Note explaining the assumption being made;
      • Example: “No probate proceedings were found filed of record. Therefore, it has been assumed that John Smith died intestate and that his children inherited his interest in the subject tract.”
    • Attach any relevant documentation that supports the assumption, and leave a Note about that the purpose of the attached instrument.
      • Example: “ATTACHED: Obituary of John Smith, evidencing that his sole surviving heirs were his two children, named as grantees in this notecard.”
  • <REVERSION> toggle a Notecard to reflect a reversionary interest, such as; a term mineral deed, life estate, etc.
    • Make a Flag-Note of what will trigger the reversion.
    • If the reversion has already transpired, include any relevant documents indicating that the reversion has taken place with corresponding Supporting Doc-Note(s)

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