THE OHIO RECORDERS’ ASSOCIATION
IN OHIO IT IS THE COUNTY RECORDER who has the important and indispensable task of keeping the vital records pertaining to the ownership in real-estate (land) and to all encumbrances or liens upon it. Without the work of the County Recorder in recording, safekeeping and organizing all documents in a competent and logical manner, it would be nearly impossible to purchase land and be assured of a clear title or to lend money with land as security.
THE PRACTICE OF RECORDING real estate documents is based on law in England which traveled to the New World with the colonists. Public land registrars were appointed in colonial America to keep accurate records. A system of registration was necessary to prove the rights of persons who first made claims to property.
IN 1787 THE NORTHWEST TERRITORY was formed, encompassing all lands north and west of the Ohio River. A Recorder’s office was established in each county. Ohio became a state in 1803 and although the state constitution did not provide for a Recorder’s office, the first state legislature mandated that a Recorder be appointed in each county by the Judges of the Court of Common Pleas. In 1829 the Recorder’s office became an elective position and in 1936 the term was established at four years.
TODAY THE COUNTY RECORDER KEEPS AND MAINTAINS accurate land records that are current, legible and easily accessible. An important aspect of the Recorder’s work is to index each document so it may be readily located. Accurate indexing makes it possible for persons searching land records to find the documents necessary to establish a “chain of title” (history of ownership) and ensures that any debts or encumbrances against the property are evident. These invaluable records are utilized by the general public, attorneys, historians, genealogists and land title examiners.
In some counties certain property is registered under the Torrens Act. This “registered land” has boundaries certified to be correct; title is guaranteed by a state insurance fun. Torrenized land records are the responsibility of the County Recorder.
YOUR COUNTY RECORDER:
- makes a complete, accurate and permanent record of every document pertaining to the conveyance and encumbrance of land within the county.
- maintains permanent land records, retains them in a archival form, and makes them constantly accessible to the public.
- enforces more than 1000 sections of state law in the Ohio Revised Code pertaining to the duties of the Recorder’s office.
- takes great care to ensure that every document received is accurately filed, recorded and indexed.
- serves on the county’s AUTOMATIC DATA PROCESSING BOARD* to authorize any purchase, lease, or contract for data processing equipment for county offices.
- collects fees for documents filed in the Recorder’s office and pays these monies into the county’s general fund.
- maintains an accurate record of all monies appropriated to the Recorder’s office for its operation.
- performs all accounting functions necessary to the operation of the Recorder’s office including preparation of annual budgets and reports, vouchers, purchase orders, etc., and maintains all payroll records, sick and vacation leave records and other records pertaining to the Recorder’s staff.
- files annually, an ethics report, inventory of office equipment, affirmative action report, depository agreements for funds and every other report as required by law.
- notifies boards of county commissioners and township trustees annually of their duty to file zoning resolutions, maps and amendments.
*Optional boards established by the County Commissioners in accordance with state law.