In the world of title research and abstracting, state runsheets play a central role. These documents serve as detailed logs of property history, outlining everything from conveyances and liens to leases and legal encumbrances. However, one size does not fit all. A state runsheet in Texas can look (and function) very differently from one in Ohio, New Mexico, or Pennsylvania.
At American Abstract, we specialize in compiling accurate, jurisdiction-specific runsheets across the United States. We understand that every state—and often, every county within a state—has its own recordkeeping quirks, indexing methods, and document standards. In this guide, we’ll explore how state runsheets differ from one state to another, why those differences matter, and how to approach multi-state title projects with confidence.
What Is a State Runsheet?
Before diving into the differences, let’s briefly define the term. A state runsheet is a chronological summary of real estate or mineral ownership activity, typically compiled during title research. It includes a list of all recorded documents that affect a particular tract of land or mineral interest.
Each entry generally includes:
- Grantor and grantee
- Instrument type (deed, lease, release, lien, etc.)
- Recording date and document date
- Volume, page, or instrument number
- Notes on title implications
While the purpose of a runsheet is consistent (clear, accurate title documentation) the format, content, and research process vary widely depending on the state.
Why State-Specific Differences Matter
Understanding how state runsheets differ is critical for any professional conducting due diligence, whether you’re in oil & gas, real estate, energy infrastructure, or legal services.
Failing to adapt to local requirements can result in:
- Missed documents due to unfamiliar indexing systems
- Incomplete title chains in areas with split estates (surface vs. mineral)
- Legal liability from inaccurate or non-compliant reporting
- Delays due to misfiled or unrecognized documents
Let’s break down how state runsheets vary based on indexing systems, document access, surface vs. mineral rights, and unique historical considerations.
1. Indexing Systems: The Core Difference
Each state uses different indexing methods to catalog property records, which directly impacts how runsheets are compiled.
● Texas: Grantor-Grantee Indexing
Texas counties primarily use a grantor-grantee index, meaning abstractors must search by party name. This requires thorough cross-referencing and attention to spelling variations. Many rural counties still lack complete digitization, requiring in-person courthouse visits.
● Oklahoma: Tract Indexing & Abstracting Tradition
Oklahoma is unique in that it's one of the few states where tract indexing is common. In addition, Oklahoma has a long tradition of abstract books, with some counties requiring a full abstract to accompany real estate transactions.
● Pennsylvania: Hybrid Systems
Pennsylvania uses both grantor-grantee and modern document imaging systems, depending on the county. Runsheets here may require navigation of legacy indexes, especially for properties with long histories.
● New Mexico: Index Fragmentation
New Mexico counties often operate on fragmented indexing systems. While some use book and page indexing, others rely on instrument numbers. Older documents may be tied to Spanish land grants, adding complexity to historical research.
● North Dakota: Township-Based Indexing
In North Dakota, land is indexed by section-township-range (STR) legal descriptions. Title researchers must be fluent in navigating township-based records for both surface and mineral rights, which are often held by different parties.
2. Document Access and Digital Infrastructure
The ease of building a state runsheet also depends on how accessible the documents are.
- Texas and Oklahoma: Many counties are only partially digitized; in-person abstractors are often necessary.
- Colorado and California: Many counties offer robust digital portals with searchable indexes and downloadable documents.
- Louisiana: Document access may require knowledge of the parish-based record system, and some areas have limited online availability.
- West Virginia: Involves both physical deed books and online tools, requiring hybrid research approaches.
Digital accessibility directly impacts turnaround time and cost. At American Abstract, we have local researchers in place across dozens of jurisdictions to handle both courthouse and online research as needed.
3. Surface vs. Mineral Title Runsheets
In states with significant oil, gas, and mineral activity—like Texas, Oklahoma, New Mexico, and North Dakota—runsheets are often split into surface title and mineral title.
- A surface title runsheet focuses on ownership of the land above ground, used in residential and commercial real estate transactions.
- A mineral title runsheet documents the severed ownership and leasing history of oil, gas, or mineral rights.
In some cases, a single tract may have dozens of mineral assignments, leases, and royalty interest transfers, requiring a much more detailed and specialized runsheet than a standard residential chain of title.
4. Historical and Legal Nuances by State
Some states present unique legal and historical challenges that influence how runsheets are created.
● New Mexico & Spanish Land Grants
Runsheets in New Mexico may require documentation dating back to the 1800s, particularly if a property lies within an old Spanish or Mexican land grant. Historical context and specialized knowledge are necessary.
● Louisiana & the Napoleonic Code
Louisiana operates under a legal system derived from the Napoleonic Code, not common law. This affects terminology and document types, which must be understood by the abstractor compiling the runsheet.
● Appalachian States: West Virginia & Kentucky
Coal and timber rights often result in split ownerships, where surface and subsurface rights have been independently conveyed for over a century. Title researchers must track fractional interests and outdated leases.
5. Formatting and Client Preferences
Even when researching in the same state, client preferences often influence the format of a state runsheet. Some clients prefer simple spreadsheets, while others want detailed narratives with document summaries and direct links to instruments.
At American Abstract, we tailor our runsheet format to each client’s needs while ensuring consistency, accuracy, and legal traceability.
How American Abstract Navigates State Runsheet Differences
With decades of experience across multiple jurisdictions, American Abstract understands the unique title research challenges each state presents. Our team of expert abstractors, landmen, and title professionals ensures that your runsheets are:
✅ State-compliant
✅ Complete and verifiable
✅ Customized to your project's scope
✅ Delivered on time, every time
We don’t just pull documents, we interpret them, organize them, and highlight any potential issues, helping you make informed decisions quickly and with confidence.
There’s No One-Size-Fits-All for State Runsheets
State runsheets may share a common goal, documenting the history and status of land ownership, but the way they are created, formatted, and understood is deeply influenced by local systems, laws, and practices. Navigating these differences requires experience, flexibility, and state-specific expertise.
At American Abstract, we deliver runsheets you can trust, no matter the jurisdiction. Whether you’re researching a single parcel in Texas or conducting a multi-state project spanning the Western United States, our team is ready to help you get the job done right.
Contact us today to request a quote or learn more about how we support your title research needs in New Mexico, Utah, Colorado, Wyoming, Montana, North Dakota, Oklahoma, and Texas.