Documents Online

About Recording Fees Schedule Marriage License Business Registration
Birth / Death Certificates Documents Online Bureau of Elections

Click Here to Enter Documents Online:

LAUNCH DOCUMENTS ONLINE

Helpful information regarding the Documents Online
System Availability Time About Public Access How to Request an Account Setting your Security Level Death certificates / DD-214 forms	About Wildcards How to Search How to View How to Print Ordinances & Resolutions

Availability

The system undergoes daily routine maintenance between 11:00pm and 7:15am, and will be unavailable during these hours.

Public Access

You may use the document search without an account by using the "public" account. The "public" account will allow you to search and view document recording information, but not view the actual document. If you attempt to view the document, an error will pop up notifying you that the document image can't be found. To log in using the public account, use the following:

User Name: public
Password: public

If you need you view the actual images of documents, you need to request an account.

To Request an Account

In order to ensure the security and privacy of our citizens, actual documents may not be viewed without an account. To do this, a representative of your organization must come to the Doña Ana County Government Center to the office of the Assessor, Gary Perez, to sign a access document. On reciept of completed paperwork, you will be emailed accounts within 24 hours.

If it is not possible for a representative of your organization to come to the County Government Center, you may fax a notarized copy of the documents below to (575) 525-5538.

To create accounts we will need the following information:

Company Name.
Company contact person, email and phone number.
Full name, email address, and drivers license number of each intended user.

Documents to Download

Document Access Agreement (pdf - 40k)
Organizations and User Information (pdf - 61K)

Once we establish permanent procedures, you will be contacted with the procedures to convert the accounts to permanent status.

We require that each account only be used by the person specified. Please keep us informed of any changes that need to be made to your accounts.

Security Settings

If certain features don't seem to work you may have you security settings in Internet Explorer too high. You can work around this without lowering you security on other sites by adding http://docs.donaanacounty.org to your trusted sites list. Do do this, follow these steps:

From within Internet Explorer Open the 'Tools' menu, and select 'Internet Option'.
From the configuration panel that opens, select the 'Security' tab.
Select the 'Trusted Sites' icon (the green check mark) and click the 'Sites' button directly below.
In the field 'Add this website to the zone:' enter http://docs.donaanacounty.org. Ensure that there is no check in the box entitled 'Require server verification...' and click the 'Add' button.
Close the 'Trusted Sites' window, and click 'Ok' in the 'Internet Options' window.

The system should now trust our server and enable all the features. If you continue to have problems, you may need to adjust the 'Custom Level' section for 'Trusted Sites' to enable Active X controls.

Why can't I retrieve Death Certificates and U.S. military DD-214 forms

Doña Ana County no longer provides online access to death certificates and U.S. military DD-214 forms.

Copies of and information about death certificates can be requested from the New Mexico Department of Vital Statistics in Santa Fe. More information about how to process a request can be obtained from the New Mexico Department of Health website at http://dohewbs2.health.state.nm.us/VitalRec/Death%20Certificates.htm

For information about how to obtain a DD-214 form, call the Doña Ana County Clerk's Office at (575) 647-7421.

About Wildcards

This system uses wildcards to make searching much more powerful. The wildcard character, '*' can stand in for any character, and any number of characters. Now, a search for 'smith' will only match records in the searched field that contain 'smith' and nothing else. It will not match 'smith, joe' or 'smith realty'.

To match something larger than your search string, use the wildcard. 'smith*' will match 'smith, joe' and 'smith realty' since the wildcard can stand in for ', joe' or ' realty'. It will not, however match 'william smith realty' because the 'william ' in the beginning hasno match in the query string. '*smith*' will match 'william smith realty' since the leading wildcard matches 'william ', 'smith' matches 'smith', and the trailing wildcard matches ' realty'.

Wildcard searching can be very powerful. For example: there are frequently variations on how a name is entered in the GRANTOR/GRANTEE fields. 'jones,frank', 'jones frank', and 'jones, frank' are all common ways to represent the same name. In the past, each search would have to be performed seperately. Now, you can match all of the above with a single search: 'jones*frank' will match all of them since the wildcard will match the comma, the space, and the comma followed by a space.

As shown above, you may use as many wildcards as you like in a single search string. The simplist search you might want to perform would be '*smith*' which would match 'smith' anywhere and everywhere in the field you are searching. Beyond that, try experimenting with wilcards to see how they might help speed up and target your searches.

How to Search

Once logged in, you will see the datasource 'DAC_Clerk_Documents' in bold, and the application 'DEEDS - CLERK_DEEDS' under that. To search the DEEDS application, double-click it. This will bring up the search page.

The Search page will allow you to search on any or all fields in the system. For most searches you will want to use the '*' wildcard. For example to search all GRANTORs containing the name 'Smith' use the search '*smith*' (without the quotes.) If you only want results where the GRANTOR begins with 'Smith' you would use 'smith*'.

The check boxes to the left of each field allow you to select which fields you would like to see in the in the query results page. To the right of each field are tools that allow you to enter search ranges, dates, or lists, where appropriate. Click 'Submit' to perform your search.

How to View

When your search returns a list of matching documents you will see an icon to the right of the check box and to the left of the GRANTOR field. This icon is actually two parts. The first is the part that looks like a sheet of paper, and the second is the grey arrow on the right side.

To view the document in the same window, simple click on the paper part of the icon. To view the document in a new window, click the grey arrow, and a menu will pop up. Select 'Open Document' from the menu.

How to Print

To print a document, the easiest solution is to return to the query results list. Click on the grey arrow next to the document you want to print and select print. If you want to print multiple documents, check the boxes next to the documents you want to print, and select 'Print Selected Items' from the 'Options' menu.