Sounds like you need a better security procedure in place.

I'd ask for copies from the court house of the appeal so you have that, ask county clerk what proceedure is as they are helpful. can't give legal advise but can direct you as to what is procedure for filing and what steps are needed.

Contact your local tax assessor's office to determine the procedures and open period for challenges.  

These are standard procedures.- Contact your Escrow company through the TC.

Survey would have shown that.But back to the instant situation... title insurer collects from title E&O if lack of authority falls on shoddy title procedures.

In other words, records must be maintained "in a manner so that the assets of the series can be reasonably identified by specific listing, category, type, quantity, or computational or allocational formula or procedure."

They do their calculation following a set and cosistant procedure.

I am trying to understand the procedural requirements and would like to discuss with someone with prior experience.

That is pretty typical standard operating procedure throughout the country.  

Be aware that there are other California code regulations that also must be followed.Most states would consider the sale of fractionalized interests a securities offering, not have a specific procedure for it other than the general securities offering procedures. 34 states have adopted exemptions for private placements similar to the SEC general exemption for private placements.