The Recording Department is responsible for the filing of Conveyance, Mortgage, and UCC documents deposited in Lincoln Parish. At the time the document is presented to the recording clerk it is given an entry number with the date, hour, and minute of filing. Immediately after this process, the document is entered into the day book, which lists a brief description of the document and the initial parties involved. The documents are then pulled into a Mortgage & Conveyance indexing program where a full description of the document and the names of all parties are indexed. The day's indexing is then checked for any errors then merged into the current year indexes for use by the public.
Unlike most other states, original documents sent to the Clerk of the District Court and Ex-Officio Recorder are not returned to the sender. Section 2742 of the Louisiana Civil Code provides that documents deposited with the recorder become part of the parish archives. The filing party may obtain certified copies of the original documents with the Clerk's endorsement at the time of filing from the Recording Department, after filing, the copies may be obtained from the Research Department.