Can the register of deeds office provide a higher-quality scan of a deed map or exhibit page? – North Carolina

Short Answer

Often, yes. In North Carolina, a register of deeds office can usually provide a clearer copy of a recorded deed page (including an exhibit or map page) by re-scanning from the original recorded record, printing a certified or non-certified copy, or sending a copy by email or fax, depending on the county’s equipment and policies. If the underlying recorded image is low quality, the office may be limited to what was recorded, but it can still confirm what formats and copy options are available.

Understanding the Problem

In North Carolina real estate work, a common issue arises when a recorded deed is pulled from an online portal but one page—often a map, survey-style exhibit, or legal description attachment—cannot be read. The decision point is simple: can the register of deeds provide a clearer copy of the same recorded page when given the deed book and page reference, or is the recorded record itself too unclear to reproduce at higher quality?

Apply the Law

North Carolina registers of deeds maintain the county’s official land records. When an instrument (like a deed) is recorded, the recorded version becomes the official record the public can request as a copy. Many counties now provide online images for convenience, but those images are not always the best available reproduction. A register of deeds office can typically issue copies from its recording system, and in some situations can certify copies. The practical limit is that the office generally cannot “improve” content that was recorded in an unreadable way; it can only reproduce what is in the official record using the best available method (for example, a fresh scan from the recorded book image, a higher-resolution export, or a paper copy made directly from the record).

Key Requirements

Identify the exact record: Provide the county, deed book and page (or instrument number), and the specific page or exhibit that is unclear.
Request an available copy format: Ask what options the office offers (higher-resolution scan, paper copy, certified copy, fax, or other delivery method) and whether the office can re-scan the page.
Understand the limitation of the recorded image: If the exhibit was recorded faint, reduced too small, or poorly reproduced at the time of recording, the register of deeds may not be able to produce a legible version from the official record.

What the Statutes Say

N.C. Gen. Stat. § 161-30 (Modernization of land records) – Allows counties to set recording and formatting requirements for maps and instruments affecting real property as part of modern land-record practices.
N.C. Gen. Stat. § 161-15 (Certify and register copies) – Describes circumstances where the register compares and certifies a copy against an original for recording purposes, reflecting the register’s role in handling true copies of recorded instruments.
N.C. Gen. Stat. § 47-32 (Photographic copies of maps in certain special proceedings) – Addresses how maps filed in certain court proceedings may be reproduced and placed into recorded books, which helps explain why map pages may exist as photographic or copied inserts in recorded records.
N.C. Gen. Stat. § 47-32.1 (Alternative provisions for photostatic copies in certain counties) – Provides an alternate approach for photostatic copies of plats in counties where the prior section does not apply, reinforcing that map pages may be recorded through reproduction methods that affect legibility.
N.C. Gen. Stat. § 47-108.8 (Recording plats and maps by certain methods validated) – Validates certain historical methods of recording plats and maps, which helps explain why older map images may be harder to read in modern online systems.

Analysis

Apply the Rule to the Facts: The legal assistant has the deed book and page reference and needs a readable copy of a map page within the recorded deed. Because the register of deeds maintains the official record, the office can often provide a better reproduction than the online portal by re-scanning or exporting the page from its internal system, or by producing a paper copy and transmitting it. The assistant’s request for a clearer copy and arranging delivery by fax fits a common, practical solution when email or portal images are unclear.

Process & Timing

Who files: No filing is required; this is a records request. Where: The Register of Deeds office in the North Carolina county where the deed is recorded. What: Request a copy of the recorded deed by book and page (or instrument number) and specify the exhibit/map page that is unclear; ask if a higher-resolution scan/export, paper copy, or certified copy is available. When: As soon as the legibility issue is discovered, especially if the deed is needed for a closing, title review, or court deadline.
Office staff typically locates the instrument in the recording system and checks whether the internal image is clearer than the online image. If the office can generate a clearer output, staff may send it by fax, email, mail, or pickup, depending on county practice and any applicable copy fees.
If the recorded exhibit is still unreadable, the next step is usually to obtain the map or survey from another source (for example, the surveyor, prior closing file, or a separately recorded plat in the Map Book) and then confirm how that document ties to the deed’s legal description.

Exceptions & Pitfalls

If the exhibit was recorded with poor contrast, reduced scale, or faint lines, a “higher-quality scan” may not exist because the official recorded image itself is unclear.
Online images can be compressed or downsampled; assuming the online portal is the best available copy can waste time. Asking the office whether it can export a higher-resolution image or re-scan the page often resolves the issue.
Maps and plats are sometimes recorded separately from the deed (for example, in a Map Book). Requesting only the deed book/page may miss the clearer, separately recorded plat reference.
Faxed copies can lose detail on fine lines and small text. If the goal is to read bearings, distances, or labels, a higher-resolution digital copy or a paper copy may work better than fax.

Conclusion

In North Carolina, a register of deeds office can often provide a clearer copy of a recorded deed exhibit or map page than what appears online by re-scanning, exporting a higher-resolution image, or producing a paper copy (sometimes certified). The main limit is the quality of what was recorded in the official record. The next step is to request the specific deed by book and page from the county register of deeds and ask for the clearest available reproduction method as soon as the legibility issue is identified.

Talk to a Real Estate Attorney

If a recorded deed exhibit or map page is too unclear to read and it affects a title review, closing, or boundary question, our firm has experienced attorneys who can help clarify options and timelines for getting usable record copies. 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.