Start with the records that matter and build a clean chain of title.

This starter checklist gives you a simple, one-sitting workflow to launch (or relaunch) a house history project the right way. You’ll set up a tidy folder system, capture the parcel details, start a basic chain of title, and pull quick “first sources” like permits, directories, and maps. Expect 60–120 minutes for the starter pass and a short, prioritized list of next records to find.

Quick Overview



• Time: 60–120 minutes for the starter steps
• You’ll end up with: a clean folder system, parcel details (APN/legal), a basic chain of title back a few transfers, an early occupants timeline, and a next-records list
• Goal: clarity over completeness—track owners and occupants, cite as you go

Before You Start

• Define your focus: confirm address, APN/parcel, neighborhood/subdivision name
• Clarify key questions: build date? architect/builder? major alterations? notable owners/occupants?
• Create a project folder: HouseHistory_AddressCity/
• 01_Profile (house profile doc, timeline)
• 02_ChainOfTitle (deeds, grantor/grantee notes)
• 03_Maps (Sanborns, plat, aerials, topo)
• 04_Permits (building, electrical, plumbing)
• 05_Directories_Census
• 06_Photos (originals + edited)
• 07_Notes_ResearchLog
  

Tools (choose one primary)

• Notes/Logs: Google Docs/Sheets, Notion, or a spreadsheet for chain of title
• Mapping: saved screenshots of Sanborn/fire insurance maps, historic aerials, and plat/tract maps
• File naming: YYYY-RecordType-AddressOrTract-Detail.ext
• Example (deed): 1938-Deed-1234RidgeviewDr-GrantorJones-GranteeLee-Bk120p54.pdf
• Example (map): 1927-Sanborn-Altadena-Sheet14-1234Ridgeview.png
  

The Starter Checklist (print or copy/paste)

• Capture basics
  Street address, APN/parcel, subdivision/tract (if known), lot/block; save to the House Profile.

• Pull the current deed (or tax statement)
  Verify owner name, legal description, and any prior document references.
  
  
• Start a chain of title (backward)
  Using the current deed’s prior document number, step back 2–5 transfers; log date, grantor, grantee, book/page or doc#, brief notes.
  
  
• Check building permits (quick scan)
  Note original permit (if found) and any big alterations (additions, garage, roofline changes).
  
  
• Look up fire insurance maps / Sanborns
  Confirm footprint and materials; note changes across years.
  
  
• Add 3–5 city directory entries for the address or owner name
  Build a quick occupants timeline between census years.
  
  
• Search newspapers for address/owner
  Look for sale notices, obits, remodels, or “society” notes tying people to the house.
  
  
• Collect 2–3 photos
  Assessor, MLS (if recent sales), or historical society; save filenames and dates.
  
  
• Log your work
  Create a research log with date, repository/URL, search terms, and results (hit/miss).
  
  
• Flag conflicts
  If build year or owner names conflict, add a note: “Build date: 1926 vs. 1927; leaning 1926 per permit.”
  
  
• Back up your folder to cloud + external drive.
  

House Profile (copy template)

• Address:
• APN / Parcel:
• Legal description (lot/block/tract):
• Subdivision / Tract map reference:
• Estimated/Confirmed build date (method/source):
• Style / Architect / Builder (if known):
• Materials / Key alterations (with dates):
• Chain of Title (table):
• Date | Grantor → Grantee | Book/Page or Doc # | Notes
• Occupants Timeline (year-by-year):
• Permits (summary): date | work type | permit # | notes
• Maps & Photos (list files):
• Notes & Conflicts:
• To-Do / Next Records:
  

Quick Wins: First Records to Seek

1. County Recorder / Register of Deeds: present deed, prior deeds; sometimes plats and easements
2. Building & Safety / Permit archives: original permit, major alterations, contractor/architect names
3. Sanborn & fire insurance maps: footprint, materials, outbuildings across years
4. City directories: occupants by year, job titles, spouse names
5. Newspapers: real estate transfers, obits, remodels, for-sale ads with photos
6. Plat/tract maps: lot/block numbers, subdivision name, map book/page
7. Historic aerials & USGS topo maps: neighborhood development over time
8. Assessor/tax rolls: value jumps signal additions or new construction
9. Census + ED maps: occupants and neighbors (context)
10. Probate/court records: estates mentioning the property

Tip: Work from known → unknown. Confirm modern facts first, then step backward in time.

Simple Source Citations (fast patterns)

Deed:
Deed (Grantor to Grantee), Date, County Recorder (Book/Page or Doc #), legal description; accessed YYYY-MM-DD.

Permit:
Building Permit, Address, Permit#, Date, Municipality Building Dept; accessed YYYY-MM-DD.

Sanborn/Map:
Sanborn Fire Insurance Map, City/Volume/Sheet, Year; repository/URL; accessed YYYY-MM-DD.

Directory:
City Directory, Year, City, page; repository/URL; accessed YYYY-MM-DD.

Newspaper:
Newspaper Title, “Headline,” Date, page; database/URL; accessed YYYY-MM-DD.

Naming & Scanning Standards

• Scan photos/documents at: 300–600 dpi (color)
• File names:  YYYY-RecordType-AddressOrTract-Detail.ext
• Keep originals: Edit copies only; never overwrite originals
  

Common Pitfalls (and fixes)

• Assuming build year = first occupant.
  Verify with permits, assessor jumps, and earliest directory hits.
• Mixing up owner vs. occupant.
  Track both; note rentals explicitly.
• Address renumbering / street renames.
  Use plat maps, ED maps, and directories to cross-reference.
• Relying on a single website year.
  Always corroborate with at least one primary record.
• Messy notes.
  Keep a live research log; it prevents repeat dead-ends.
  

Privacy & Sharing



• Omit current owner contact details from public posts unless you have permission.
• Blur sensitive modern data on scans.
• If you publish, consider using a circa year for very recent build dates.

Next Steps (after your starter pass)

• Extend the chain of title deeper (aim for original tract sale)
• Attribute architect/builder via directories, permits, trade journals
• Build a House Biography chapter with images and a clean narrative
• Create a then/now map overlay and a keepsake print

Recommended Repositories (quick jump list)



• County Recorder / Assessor (deeds, legal, assessment snapshots)
• City Building Dept / Archives (permits, plans if available)
• Local Historical Society / Library (clippings, photos, vertical files)
• Fire Insurance Maps (Sanborn) via libraries/archives
• Historic aerials & USGS topo (library databases, public sources)
• Newspaper archives (local library, online databases)
• City directories (libraries, digitized collections)

Downloadable (optional)

• Export this post as a 1-page PDF checklist titled “House History Starter Checklist — The Heritage Biographer” for quick reference in your 07_Notes_ResearchLog folder.

Need a Hand?

• If you’d like me to review your early chain of title or build a research plan for your specific address, book a Free Discovery Call. I’ll point you to the fastest next records and likely permit sources.