Portage County Recorder Office: Address & Records

The Recorder preserves documents affecting real property in Portage County.

These records help establish ownership history, recorded mortgage interests, easements and other property-related claims.

Google Map to Portage County Recorder Office

The Recorder is located on the fourth floor of the Portage County Administration Building in Ravenna.

After opening: use Directions and confirm the destination is 449 S. Meridian Street. The Recorder’s counter is on the fourth floor.

Portage County provides an online recorded-land-records index.

The search helps you locate deeds, mortgages, releases, easements, liens and other indexed instruments.

1. Open the online land-record search.

   Use the Portage County Recorder’s external land-record system.

   Open Portage County Recorder Search

   If the external portal is unavailable, open the official county Recorder website and select “Recorder’s Record Search.”

2. Start with a person or business name.

   Search for the grantor, grantee, borrower or other party associated with the recorded document.

   Try surname variations if the first search returns no results.

3. Review the matching record.

   Check the document type, party names, recording date and instrument or book/page reference.

4. Open the document image if available.

   Some records include viewable images. Older documents may require a copy request using the volume and page reference.

5. Save the recording information.

   Keep the book/page, instrument number, recording year and party names before contacting the Recorder.

What if the online search finds no records?

Search using different name formats, check the recording year and confirm the document was filed in Portage County.

If you only know the street address, begin with the Auditor’s property search to identify the parcel and owner.

After opening: choose the property or real estate search option. Find the parcel by address or owner, then use the owner’s name in the Recorder index.

The Recorder maintains documents affecting ownership and other interests in land.

What is not normally a Recorder service?

The Recorder does not issue birth certificates, decide property tax assessments or process divorce cases.

These services belong to other county offices or courts.

After opening: select the relevant record category, such as property, court, marriage, birth or death records.

Copies of recorded documents are available upon request from the Portage County Recorder.

The office provides a dedicated copy-request email for deed, mortgage, plat and other recorded-document requests.

What to include in your request

• Document type, such as deed or mortgage.
• Grantor or grantee name.
• Instrument number or volume and page, if known.
• Approximate recording date or year.
• Whether you need a certified copy.
• Your preferred return method.

Email the request to: pcrec.copies@portageco.com.

You can also call 330-297-3553 for instructions.

Regular copy vs. certified copy

After opening: choose “Copy Request Procedure & Fees,” then contact the office using the document reference and copy-request email.

Deed recording involves more than submitting a signed document to the Recorder.

In Portage County, the Auditor’s Real Estate Department processes property transfers before certain deeds are recorded.

Documents to check before recording

• Original or otherwise acceptable instrument.
• Full and accurate legal description.
• Required signatures and acknowledgment.
• Grantor and grantee information.
• Prior recording references when applicable.
• Appropriate DTE conveyance or exemption form.
• Correct Auditor and Recorder fees.
• Return instructions for the recorded document.

Portage County Auditor’s conveyance process

The Auditor’s Real Estate Department processes deeds and maintains ownership records used in property taxation.

The department is on the fifth floor of the same Administration Building.

After opening: find Real Estate Transfers or Conveyance information. Confirm whether DTE 100, DTE 100EX or other transfer paperwork is required.

What if the deed is connected to a lot split?

New parcels, subdivisions and certain lot splits can require additional map or planning approval.

Contact the appropriate county Tax Map or planning office before filing. A recorded deed alone may not complete a subdivision approval process.

Ohio recording fees changed following Senate Bill 94, which authorized an additional preservation surcharge.

The common recording schedule is $39 for the first two pages and $8 for each additional page, where the full preservation surcharge applies.

Verify the exact current Portage County fee before submitting payment. Certain document categories have different statutory charges.

These are standard-fee examples, not guaranteed quotes. Marginal references, specialized instruments and other fees can change the total.

Portage County Auditor conveyance fees

The Auditor lists a real estate conveyance fee of $4 per $1,000 of purchase price, plus $0.50 per parcel for applicable transfers.

Qualifying exempt transfers follow separate conveyance rules. The recording charge is not the same as the Auditor’s conveyance fee.

Important formatting standards

Ohio Revised Code Section 317.114 establishes standard recording requirements.

Some statutory exceptions apply. Nonconforming documents can incur an additional $20 charge.

After opening: review the current Recorder fee chart and marginal-rule warning. Call 330-297-3553 if the document has multiple references or special filing requirements.

Portage County Recorder accepts documents through electronic recording.

This service is useful for attorneys, title companies, lenders and others who submit recording documents regularly.

eRecording providers listed by the county

• eRecording Partners Network (ePN)
• CSC
• Simplifile

Provider accounts, submission methods and processing charges may differ.

Check with the Recorder before assuming your document is eligible for electronic submission.

After opening: choose one of the listed vendors, review its account requirements and ask the Recorder about local document-acceptance rules.

Property owners should monitor unexpected deeds, mortgages, liens and releases recorded under their names.

The Portage County Recorder website provides a Property Fraud Alert resource and information about suspicious record-related offers.

What should you do?

1. Open the official Recorder website.
2. Select Property Fraud Alert from the available links.
3. Review the service instructions and registration requirements.
4. Monitor notices and investigate unfamiliar recordings.

After opening: locate “Property Fraud Alert” under Quick Links. Review the county’s service instructions before registering.

Be careful with deed-copy solicitations

Homeowners sometimes receive letters offering deed copies at prices higher than the county’s direct-copy charges.

Contact the Recorder before paying an unfamiliar company for a document already available through the county.

Several Portage County departments handle property information. Choosing the correct office can save a trip.

Use these resources to verify office information, recording procedures, fees and property records.