Lease File Numbering System

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The Landmen at my company are requesting a change in our Lease Records file numbering system to make it easier for them to locate files in the file room. Our current system is two letter state code, three letter prospect code, four digit base number, three digit sub-number. Ex.: IL-ILB-0001-001 (partial interest) and IL-ILB-0002-000 (full interest). Does anyone number differently and would you mind sharing with me how you number your leases?

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Asked on May 16, 2017 12:16 PM
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We do just the number like Chris mentioned above. Mainly because we try to be as “paper free” as possible and use iLandman for all of our land management. If you have a tract based system, then you don’t need the longer lease numbers. We have done several very large acquisitions over the past few years where the leases had the longer numbers. I just reassigned them numbers and used their former number as the Alternate Number in the land system. That way it could be looked up either way. However, I find that we don’t look up the leases by the numbers but rather by the Lessor or tract.

I feel your pain on this!! My advice would be to talk to your project manager with whichever land system you use and get some ideas from them.

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Posted by Tracey (Davidson) Mizell
Answered on October 4, 2017 8:49 AM
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The only costs would be the time it would take me to create a new label format. We recently sold our major asset and haven’t begun leasing in our new project yet. The problem the Landmen are having with my system is that it’s not intuitive for them. They have to look up the number in our system before they can pull the physical document from the filing room. They do like the sub-numbers identifying full or partial interest, but the four digit base number doesn’t make sense to them. However, none of their ideas on what to change the system to have been usable. One of the big complaints they’ve had about the current system is that when they took a lease that contained a partial interest in tracts previously leased, it led to a lot of lease numbers changing to group them altogether with this new lease. They want a system in which we would never have to change a lease number, such as filing by lessor name or by lease date. Honestly, those two options make me scream in my head. I’ve only seen numbering systems similar to the one I’ve been using, so I was wondering if anyone else had come up with something different/better.

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Posted by Rachel Collier
Answered on June 7, 2017 2:47 PM
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The lease numbering system you are using is what most land dept use if their software will allow it. Some systems use just a number (0186597) but has no meaning to it such as the one you are using. Your method makes sense because it identifies partial and full interest leases. What do your Landmen want to change the numbers to? Do they not like the partial/full interest numbers? How cost effective is it to change them over for the needs of others? Could they adapt to your numbering system?

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Posted by Chris Pettigrew, APLM
Answered on June 7, 2017 1:15 PM
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