You need this itemized list anyways to send back with their security deposit, or lack there of.The list and any remaining security deposit, or a bill with payment instructions gets sent to them via certified mail, so you have a record of them signing for it. 

However, when you later sell or refinance the property, your title company, and the county recorder/assessor will most likely catch the change.

-I then checked public records for all parties on the deed.

I had temporarily moved in with them right before boot camp, so this address was my "home of record" - it was the address on my drivers license, where I was registered to vote, etc.

Is it just a matter of having a title company file it with the recorder of deeds?

Landlord loses the house and tenant gets kicked out and is stuck looking for a new place in the school district with an eviction on record.

Vacant property lists: I pull addresses on the city website, find tax records on the MLS, and then contact info via Whitepages premium. 2.

Having a checking account for your real estate activities makes record keeping cleaner, but it is not necessary unless you have a partnership with someone other than your spouse.

I have a deal closing next week and after talking with escrow yesterday there is a potential for a delayed closing if in fact county offices close and we are unable to record on the contract date.

@Alejandro Ochoa what exactly are you trying to research about them, the county and public records are usually a good place to start, for example most people who bought their house a month ago aren't interested in selling.