The Recorder of Deeds is responsible for making record of documents of various types for Real Estate and of Marriage Licenses. In addition, servicemen’s records, tax liens and miscellaneous documents not in these areas may be recorded in request and compliance with statutes.
Records in this office provide data about real estate transactions and historical perspective. Deeds, deeds of trust, releases, easements, surveys, plats, restrictions, cemetery deeds, wills, road rightofways, articles of incorporation, patents, affidavits and marriage license information make up an example of the documents. The office functions break down into primarily the following:
General Index: This is an abstract of deeds, deeds of trust and miscellaneous documents that are entered by all parties under both a grantorgrantee system. It is maintained for reference back to 1829. Date, kind of instrument, book and page and description are listed.
General Index to Release Deeds and Assignments: This is a separate index for release of a lien either in part of full by both parties in alphabetical sequence. It has the same information as the general index. Access to computerized real estate records start in 1995.
Marriage License: Applications are indexed in each volume by both applicants. Both the application and the license are stored giving the names, residence, age, and other information of the parties. A monthly report is sent to the Bureau of Vital Records containing information from the marriage application. Computerized marriage records start in 1995 although index books are avaliable from 1829 to present.
Tax lien (State & Federal Liens): These are indexed by taxpayer name. The index provides the taxpayer name, address, type of tax lien, and amount of the tax lien.
Servicemen’s Records: This is an index to military discharges in Randolph County giving the name, address, service branch, discharge date and recorded book and page numbers. This is not an open record.
Randolph County Surveyor’s Records: These records provide preservation by law in the Recorder’s Office.
Microfilming: This is a separate process from assigning and entering the information in the indexes. This assures a complete and accurate copy of each document on record. Security film is kept in a separate vault.
Fees: All fees are set by law and are turned over to the County Treasurer with the exception of special fee collected and forwarded directly to the state monthly.
Reports: A monthly report of all fees collected is given to the Auditor. A copy is also furnished to the Treasurer with the fees. A yearly settlement is made with the County Commission.
Retrieval: The Recorder’s Office aides in the searching and instructing of the public in the handling and retrieval of records, both old and new.
Copies to Assessor: Copies of all deeds are furnished to the Assessor each month as a basis of the tax assessment system.