Ross County Recorder: Deeds & Records

The Recorder preserves documents affecting property ownership and interests in land.

However, the Recorder, Auditor, Engineer and Treasurer maintain different types of property information.

Ross County has an official searchable land-records portal. The current public search interface provides Quick Search and Advanced Search options.

You can search for grantors, grantees, subdivisions, document types and document numbers.

After opening: search step by step

1. Open Quick Search.

   The portal displays a land-record search field and available date filters.

2. Enter a name or document reference.

   Try the grantor, grantee or recorded document number.

3. Choose the search scope.

   Select Search Index Only or Search Index & Full Text (OCR), depending on your research needs.

4. Set a date range if useful.

   Narrow the search when you know the approximate year a deed or mortgage was recorded.

5. Open a matching result.

   Check the document type, recording date, parties and recording information.

6. Review the document image.

   Compare the legal description and parties with the property you are researching.

7. Keep the recording reference.

   Save the instrument details for future research or an official copy request.

Index Search vs. Full-Text OCR Search

How far back are Ross County records available?

The Recorder’s official website states that most records from January 1, 1974 onward, and some earlier records, are accessible online.

The county also maintains a legacy CountyFusion search link. Older records may be available through different search tools or office-assisted research.

The Recorder is the correct office for recorded land instruments. The Ross County Auditor is the better starting point when you only know a street address.

The Auditor’s online property search supports owner name, parcel number and address fields.

After opening: find the property

1. Choose the Address Search fields.

   Enter the house number and street name.

2. Review the parcel results.

   Confirm the correct property location before opening its details.

3. Save the parcel number.

   Note the owner information and legal description if displayed.

4. Return to the Recorder search.

   Use the property owner’s name to search for recorded deeds or mortgages.

5. Compare the records.

   Check the deed’s legal description and parties against the identified parcel.

Which office has which records?

Ross County has a particular local review process for conveyance instruments.

The Recorder’s official About page says all conveyance instruments should first be reviewed by the Recorder to ensure they can be recorded after transfer.

The county also requires conveyances to be pre-approved by the Engineer’s Map Office, preferably through email.

Prepare the deed before submitting

• Use the legally appropriate deed or conveyance document.
• Include the required grantor and grantee information.
• Provide a complete legal description.
• Include the parcel information where required.
• Obtain proper signatures and notarization.
• Meet Ohio recording document-format requirements.
• Confirm Engineer’s Map Office approval requirements.
• Complete required Auditor transfer forms and payments.
• Include correct recording fees.
• Provide a postage-paid self-addressed return envelope for mailed filings.

Engineer’s Map Office approval

The Map Office reviews property descriptions and maintains the county’s parcel mapping records.

The Map Room is located on the lower level of the Ross County Courthouse in downtown Chillicothe.

The county’s Engineer website provides conveyance standards and Map Room details.

Auditor transfer and conveyance

After the necessary reviews, the County Auditor processes the property transfer and applicable conveyance documentation.

Common Ohio transfer documents include DTE 100 or DTE 100EX, depending on whether the transaction is taxable or exempt.

The correct form, conveyance fee and transfer requirements depend on the nature of the transaction.

Ross County’s published recording fee chart is effective January 1, 2025.

The schedule lists $39 for the first two pages of a standard recording and $8 for each additional page.

Ohio document-format rules

Ohio Revised Code §317.114 establishes recording standards relating to paper size, margins and document formatting.

Ross County lists an additional $20 charge for documents that do not meet the applicable standards.

Review the county’s rejection checklist and sample document template before submitting paperwork.

Many Ross County recorded documents are available for online viewing and downloading.

The Recorder warns homeowners against paying expensive private companies for deed copies that may be obtained directly from the county at much lower cost.

Download a deed online

1. Open the official record search.

   Use the current public search portal or the older CountyFusion system.

2. Search by party name.

   Use the grantor or grantee’s recorded name.

3. Open the matching deed.

   Verify the recording date and legal description before relying on it.

4. Download or print the available image.

   Use the portal’s available document-viewing or copy function.

Order an office-issued copy

Ross County’s published fee chart lists regular printed copies at $2 per page.

Certified copies cost $5 for the first page and $2 for each additional page.

Request a certified copy

Call the Recorder’s Office or visit in person with the deed’s recording reference.

Explain whether you need a regular or certified copy and provide the recorded parties and document number if available.

Nearby county government offices

Ross County records more than ordinary deeds.

Its document archive includes property-related instruments that can affect access, financing, ownership and land use.

Full vs. partial mortgage releases

The Recorder’s FAQ says a full release or assignment generally does not require a legal description.

A partial release or assignment requires a full metes-and-bounds legal description for the affected property.

Ross County has accepted electronic recording submissions since November 2016.

eRecording allows eligible submitters to send documents electronically for review, recording and return.

The service is especially useful to title companies, attorneys, lenders and organizations that regularly record instruments.

The Ross County Recorder maintains military discharge documents, commonly called DD214 records.

These records have special confidentiality protections. They are not treated like ordinary public deeds and mortgages.

The Recorder’s FAQ says military discharge documents are generally restricted for 75 years after recording.

Redacted copies may be available to the public, while unredacted copies are restricted to authorized individuals under Ohio law.

These resources help verify current office procedures, search recorded documents and review Ohio recording laws.