Clinton County, Ohio Recorder Office
Functions of the Recorder
Working for You!
In Ohio it is the County Recorder who has the important and indispensable task of keeping the vital records pertaining to 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.
- 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 archival form and makes them constantly accessible to the public.
- Enforces more than 1000 sections of the state law in the Ohio Revised Code (ORC) 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 RECORD COMMISSION which authorizes the retention of county records and determines when or how these government records may be disposed.
- Serves as secretary and chief administrator of the county’s MICROFILMING BOARD to authorize any purchase, lease or contract for microfilming equipment in the county offices and to oversee the operation of the county’s microfilming center and services.
- Collects fees for documents filed in the Recorder’s office and pays these monies into the county’s general fund and to the state Ohio Housing Trust 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 the boards of county commissioners and township trustees annually of their duty to file zoning resolutions, maps and amendments.
Document Standardization Guidelines
In Ohio, House Bill 525 went into effect on July 1st, 2009. This new law (ORC 317.114) creates standardization guidelines for documents that are recorded in Recorder Offices across the state.
- Computer font size of at least 10 point;
- Minimum paper size – 8 ½ x 11, Maximum paper size – 8 ½ x 14;
- Black or Blue ink ONLY;
- No use of highlighting;
- Margins of 1 inch on each side of the page and on the bottom;
- 3 inch margin on the top of the first page, reserved for recorder, auditor & engineer.
MUST BE BLANK SPACE.
- 1 ½ margin on the top of each of the remaining pages.
MUST BE BLANK SPACE.
THIS LAW DOES NOT APPLY TO:
- Any document from any court or taxing authority;
- Any state or federal document;
- Any document executed before the effective date of this law.
If a document signed does not conform to these guidelines, an additional recording fee of $20.00 will be collected.
Current Schedule of Recording Fees (effective as of August 1, 2003)
|First two pages||$28.00|
|Each additional page||$8.00|
|Assisted Copies (per page)||$2.00|
|Unassisted Copies (per page)||$.10|
|Subdivision Plats 24″ X 36″||$80.00|
|Bureau of Employment Services Lien||No Fee|
|Bureau of Employment Services Release||$4.00|
|Workers Compensation Lien||No Fee|
|Workers Compensation Release||No Fee|
|Township Zoning Resolutions||$50.00|
|Township Zoning Amendments||$20.00|
|FINANCING STATEMENT FEES:|
|Original, Amended, Correction or Continuation (on Real Estate only)||$12.00|
|Each name to be indexed||$4.00|
|If on Real Esate each name to be indexed||$4.00|
For a more detailed list of fees go to the Ohio Recorders Association
Most Clinton County offices and buildings are closed on the following holidays:
|New Years Day||Wednesday, January 1, 2014|
|Martin Luther King Day||Monday, January 20, 2014|
|President’s Day||Monday, February 17, 2014|
|Memorial Day||Monday, May 26, 2014|
|Independence Day||Friday, July 4, 2014|
|Labor Day||Monday, September 1, 2014|
|Columbus Day||Monday, October 13, 2014|
|Veteran’s Day||Tuesday, November 11, 2014|
|Thanksgiving Day||Thursday, November 27, 2014|
|Day after Thanksgiving||Friday, November 28, 2014|
|Christmas||Wednesday, December 25, 2014|
History of Recorder
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 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 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, genealogist 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 fund. Torrenized land records are the responsibility of the County Recorder.
Links to Additional Information
- Recorder’s Monthly Activity Reports
- Ohio Recorders Association
- County Auditor Property Search
- County Sheriff Property Sales
- County GIS Department
- City of Wilmington
- Ohio Revised Code
- Ohio Government
- Ohio Historical Society
- Medicaid Estate Recovery Form