HOW TO USE THE REGISTRY OF DEEDS

We have recently taken the opportunity to review visitor services in the West Riding Registry of Deeds because of suggestions and concerns raised.

With the aim of:

  • Improving services to visitors in the Registry of Deeds searchroom.
  • Improving security for the deeds volumes.

We are introducing some changes:

  • An enquiry desk has been introduced into the Registry of Deeds searchroom. A member of staff will be on duty to supervise the searchroom, to answer enquiries and retrieve deeds volumes.
  • CCTV cameras have been installed in the public areas of the building and in the rear car park.

From 7 January 2008 the procedures for consulting the Registry of Deeds volumes will fall in line with those in the main archive searchroom:

  • Consult the indexes on open access in the deeds searchroom to locate the reference for the deed volume required.
  • Complete a document request slip for each deed volume.
  • Place the document request slip in the box marked ‘Document requests’ or hand it to a member of staff.
  • Staff will retrieve the volume for you from the stores.
  • When you have finished with the deed volume please return it to the trolleys provided.

Please ask a member of staff if you need any assistance

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What you need to know before you start

  • Registration took place between 1704-1970, and concerned freehold property in the West Riding.
     
  • Property was registered when it changed hands, so, if it was in the ownership of one family for several generations, there is unlikely to be any entry in the Registry.
     
  • The volumes do not contain the original deeds. They contain memorials which are summaries of the important information contained in the deed.
     
  • Not all property was registered - leases of less than 21 years and copyhold (manorial land) was not registered.


  • Few of these memorials, particularly the early ones, have plans with them.
     

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What you do in the Registry

  • The first step is to consult the indexes. The main index is a personal name index and covers the whole period from 1704-1970. Look for the name of an owner in the name index volume that covers the year when the property was bought or sold. If you do not know the exact year you will have to work your way through the indexes, each book covers several years so this should not take too long. Remember however:
     
    1. Between 1704-1763 only the sellers name is indexed, though after 1763 both buyers and sellers are indexed.
       
    2. Between 1704-1794 names are arranged in alphabetical order by their initial letter, but not in strict alphabetical order within this. Every entry under a specific letter has to be checked, to ensure that all relevant references have been found. 
       
  • The next index is a place name index, which is much less useful than the personal name one. Remember also: 
    1. There are large gaps in this series, which runs from 1704-1787 and from 1885-1923 when it stops altogether.
       
    2. Reference is by parish or township.
       
    3. Between 1704-1787, as with the personal name index, the order is not strictly alphabetical.
       
  • The last main index is a wills index which runs from 1704-1879. The usefulness of registered wills varies considerably. Some are very full summaries, whilst others have only the briefest extracts.
     

  • Having found the reference in the index, your next step is to find the volume. The index will give you a 3 part reference, consisting of volume, page number and deed number - e.g. the reference RT/497/516 should lead you to volume RT page 497 and deed number 516. However the referencing system changed often in the early years, so you have:
     

From 1704Volumes were lettered A-Z, then AA-YY.
From 1748Volumes were lettered AB-AZ, BA-BZ, CA-CZ though missing out double letters already used. Neither J nor U were used to avoid confusion with I and V.
From June 1867Volumes were numbered 601-917.
From 1885Volumes were numbered 1885/1, 1885/2 etc, according to the year of registration and number of volumes.
From 1968 to 1972Each volume is divided in to two sections A and B. Deeds numbered 1-250 will be in volume A. Deeds numbered 251 onwards will be in volume B.

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Where you find the volumes

  • Volumes A-1922 are on the ground floor.
     
  • Volumes 1923/1 -1972/1B are in the basement. These can be ordered by using the request slips in the Registry and bringing them through to the reading room reception.
     

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Further problems you may meet with

  • 18th century handwriting can be difficult to read, though it usually becomes easier with practice. Ask a member of staff if you get into difficulties.
     
  • Registration may have taken place months or even years after the date of the deed, so don't just check one year.
     

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SUMMARY
  • You need the name or an owner of the property before 1970 - a surname and initials if known.
     
  • Find the name in one of the names index volumes which covers the year when the owners sold or bought the property. If you do not know the exact year work your way through the indexes – each book covers several years so this should not take long.
     
  • The index will give you a brief description of the properties registered under that name.
     
  • When you find the entry relating to your area you need to make a note of the year, volume number (including A or B if 1968-1972), page number and deed number.
     
  • Volumes A – 1922 are on the ground floor with the indexes, and are on open access to the public.
     
  • Volumes 1923/1 – 1972/1B are in the basement are must be ordered using the yellow request slips available in the Registry and placed in the box in reception.

Download Registry of Deeds Information Leaflet (PDF)

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