Is a screenshot of my signed inventory form acceptable for electronic filing in probate court? – North Carolina

Short Answer

Usually, a screenshot is not the best way to e-file an Inventory in North Carolina probate. Most Clerks of Superior Court expect a complete, legible PDF of the signed (and if required, properly notarized) AOC inventory form, rather than a phone screenshot that can be cropped, blurry, or missing pages. North Carolina law generally recognizes electronic records and electronic signatures, but the probate clerk’s office and the e-filing system can still reject an unclear or incomplete image.

Understanding the Problem

In a North Carolina estate administration, a personal representative must file an Inventory listing estate assets as of the date of death. The decision point is whether an image taken as a screenshot of a signed inventory form counts as an acceptable “filed” inventory when submitting documents electronically to the Clerk of Superior Court (estate division), especially when the inventory may later need updates because new assets or corrected values are discovered.

Apply the Law

In North Carolina, the Clerk of Superior Court (as judge of probate) oversees estate administration filings, including the Inventory. The inventory is generally due within three months after the personal representative qualifies. North Carolina law broadly gives legal effect to electronic records and electronic signatures, and the court system is authorized to use e-filing and electronic signatures under Supreme Court rules. Even with that legal backdrop, the practical requirement is that the submitted document must be complete, readable, and in a format the e-filing system and the clerk’s office will accept for the case type.

Key Requirements

Correct document and completeness: The filing should be the full Inventory form used by the clerk’s office (commonly the AOC inventory form) with all required pages, schedules, and attachments included.
Proper signature (and notarization if applicable): The personal representative must sign where required, and if a verification or oath/notarial block applies to the specific filing, it must be properly completed; an unclear image can raise authenticity and completeness problems.
Timely filing with the proper office: The Inventory is filed in the estate file with the Clerk of Superior Court in the county where the estate is being administered, generally within three months after qualification, with supplemental filings if additional assets later become known.

What the Statutes Say

N.C. Gen. Stat. § 7A-49.5 (Statewide electronic filing in courts) – Authorizes e-filing and directs that Supreme Court rules govern electronic filing and electronic signatures in North Carolina courts.
N.C. Gen. Stat. § 66-317 (Legal recognition of electronic records and signatures) – Provides that electronic records and electronic signatures generally satisfy “writing” and “signature” requirements in covered electronic transactions.
N.C. Gen. Stat. § 66-321 (Notarization and acknowledgment) – Allows notarization/verification requirements to be met electronically when the authorized person’s electronic signature and required information are properly associated with the record.

Analysis

Apply the Rule to the Facts: The personal representative needs to file an Inventory that captures estate assets as of the date of death, while also tracking later-discovered items (such as unclaimed property) in the correct place in later accountings or supplemental filings. A screenshot of a signed inventory often fails the “complete, legible, and verifiable filing” requirement because screenshots can cut off the caption/file number, omit page 2 or continuation pages, or degrade signatures and notarial seals. A cleaner approach is to create one PDF that includes the entire signed inventory and any needed attachments so the Clerk of Superior Court can accept and file it without questions.

Process & Timing

Who files: The personal representative (or the attorney for the estate). Where: With the Clerk of Superior Court, Estates Division in the county where the estate is pending (or through the county’s authorized e-filing pathway if available for estates). What: The completed Inventory form (commonly the AOC inventory form) saved as a single, readable PDF, including signature page and any continuation pages/attachments. When: Generally within three months after qualification.
Quality control before upload: Confirm the PDF shows the full form, all pages, and a clear signature; if any portion is notarized, confirm the notarial information is readable and complete. Avoid screenshots that crop margins or reduce resolution.
If new assets are discovered later: Consider whether the clerk expects a supplemental inventory filing, or whether the item is better reported as a receipt in the next accounting (practice can vary by county and by the type of later-discovered asset).

Exceptions & Pitfalls

County practice differences: Some counties accept more formats than others, and not all estate filings move through the same e-filing workflow; the clerk’s estates division can reject a document that is hard to read or not in the expected form.
Screenshot problems: Cropped captions, missing page 2, unreadable notary seals, or a signature that looks “pasted” can lead to rejection or a request to refile.
Mixing date-of-death assets with later receipts: An inventory generally aims at assets owned at death; later-found unclaimed property or liquidation proceeds may require careful categorization between “inventory asset” and later “receipt” for the accounting, and the filing strategy (supplemental inventory vs. accounting disclosure) should stay consistent.

Conclusion

In North Carolina probate, a screenshot of a signed inventory form is usually a poor substitute for a complete, legible PDF and may be rejected by the Clerk of Superior Court or the e-filing platform. North Carolina law recognizes electronic records and signatures, but the Inventory must still be filed in an acceptable format and on time. The most reliable next step is to file a single PDF of the fully completed and signed Inventory with the Estates Division within three months after qualification.

Talk to a Probate Attorney

If a personal representative is dealing with an Inventory that involves later-discovered assets (like unclaimed property) and questions about what can be e-filed and how to label items, our firm has experienced attorneys who can help explain options and timelines. Call us today at (919) 341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.