Upon receipt of such certificate by said prothonotary he shall forthwith enter a note of such certificate, in a docket provided and maintained by him for such purpose, at the expense of the respective county, to be known and marked as the “State Appropriation Docket,” wherein the Commonwealth shall appear as plaintiff, and the respective institution, corporation, or unincorporated association as defendant; such notation to contain the locality and brief description of said real estate, amount of said appropriation, and date of approval thereof by the Governor, and date of the making of said notation; and shall file and keep said certificate as other records are filed and kept. He shall also prepare and maintain proper indices of said dockets, at the expense of the respective county aforesaid, giving the name of the said institution, corporation, or unincorporated association, amount of said appropriation, and date of entry of said notation in said docket, and the number of the volume and page thereof.