Duties of the Recorder

Image of records and public workspace in the Recorder's Office

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 lend money with land as security.

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 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 RECORDS COMMISSION which authorizes the retention of the county's records and determines when or how these government records may be disposed.
  • Serves on the county's AUTOMATIC DATA PROCESSING BOARD* to authorize any purchase, lease, or contract for data processing equipment for county officers.
  • Serves as secretary and chief administrator of the county's MICROFILMING BOARD* to authorize and purchase, lease, or contract for microfilming equipment in 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.
  • 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 an ethic report annually, 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.

Image of computers for public use in the Recorder's Office

Longtime Deputy Recorder Connie Lou Smith is shown receiving a Proclamation naming July 28, 2016 as “Constance Lou Smith Day” in Warren County. She is receiving the document from Warren County Administrator Dave Gully. Both Mrs. Smith and Mr. Gully retired on July 29, 2016. We wish them both a well deserved permanent vacation!

*Optional boards established by the County Commissioners in accordance with state law.