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E-Recording

Mercer County has accepted electronic recordings since 2010. We accept all document types for E-Recording, including transfer documents that circulate between the Recorder, Auditor, and Tax Max.
The process is similar to traditional recording methods except that documents are submitted within minutes without ever leaving your house or office, and recorded documents are returned electronically immediately after recording. E-Recording can save your business time, money and convenience.

Effective 3-17-15: The Auditor and Engineer no longer chose to participate in eRecording. Only non-conveyance documents may be submitted via eRecord.

The benefits of E-Recording include:




  •  Faster Turnaround: Hours vs. days to get your document back.   
  • Large potential cost savings in postage, overnight shipping and delayed proceedings.
  • Fewer Rejections and Faster Corrections: E-Recording eliminates rejections for incorrect fees. Rejected documents can be resubmitted in hours vs. days.


Mercer County currently accepts e-recordings from three submitting vendors.  To compare prices and to start e-recording with Mercer County, Ohio contact:




Simplifile  (610) 931-6727   (https://www.simplifile.com)

CSC® eRecording (866) 652-0111    (http://erecording.com/)                                 (Formerly Ingeo Systems, Inc.)
eRecording Partners Network (https://www.goepn.com/)

Veteran Information





VETERAN DISCHARGE RECORDS
Section 317.24 of the Ohio Revised Code states, that discharge papers for veterans (DD214’s) can be recorded in the Recorder’s Office, at no cost to the veteran. The record will be copied and indexed with the original returned to the veteran. Information on the DD214 will be safeguarded as prescribed by law and be made available at the veteran's written request, by a certified copy, at no charge. Requests for copies of Discharge Records must be presented in person along with the proper identification. The Mercer County Recorder's office will provide a request form at the counter or you may download the form by clicking here.
Effective April 7, 2009, ORC 317.24 determined veterans discharge records no longer be considered public record. Therefore, only authorized parties are permitted to view or receive a copy of any DD214.
Authorized party is defined as follows:
  • The person who is the subject of the record or discharge.
  • A county veterans service officer, or attorney-in-fact, agent or other representative of the person who is the subject of the record or discharge, if authorized to inspect or copy the record by the person by power of attorney or other document.
  • A person authorized, for good cause shown, by court of record to inspect or copy the record of discharge.
  • If the veteran of the record of discharge is deceased, the executor or administrator, heir, legatee, or devisee of the veterans' estate or a funeral director who is to perform the funeral for the deceased veteran.
A person other than an authorized party may request to view or receive a copy of the discharge but will view or receive a redacted copy providing only the name, rank, date of birth, date of discharge, and type of discharge of the veteran.
The veterans discharge record is not considered a public record for a period of seventy-five years after the date of recording. After that period of time an unredacted copy may be requested.

Veteran Document Cards

The Mercer County Recorder's Office is pleased to announce a new initiative benefiting our United States Military Veterans. This program allows Mercer County veterans who have been honorably discharged to obtain a Document Identification Card from our office. This card will display a photograph of the veteran, military service dates, and other pertinent information regarding the veteran's service to our country. This card contains their specific document number, so the discharge record can be rapidly located by his office when needed. The cost to obtain the card is $1.
In order to receive a Veteran Document Identification Card, veterans must record their military discharge with the Mercer County Recorder's Office and one form of current and valid identification. The only forms of identification we will accept are:
  • State issued motor vehicle operator's license
  • An original or certified birth certificate
  • Identification card issued by the US Department of Veterans Affairs
  • United States military identification card
  • Social Security card
  • State issued license or permit to carry a concealed weapon
  • State issued identification card
  • Valid US passport
The Veteran Document card can be useful to veterans to prove eligibility for a number of services and benefits including:
  • Identification
  • Employment Applications
  • Veterans' Home Loans
  • Veterans' Hospital Services
  • Student Loans
  • Burial Benefits
  • Discounts at participating retail establishments and restaurants

 

Standardization & Fee Schedule

To see a table of fees, click here.

Documents prepared after June 30, 2009 are governed by the Ohio Standardization Guidelines enacted in ORC 317.114
If a document signed does not conform to these guidelines, an additional recording fee of $20.00 will be collected.
For a standardization template please click here.
These guidelines are as follows:
·         Computer font size of at least 10 point
·         Minimum paper size - 8½X11, Maximum paper size - 8½X14
·         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 ( This space is reserved for recorder, auditor & engineer)
·         1 ½ inch margin on the top of each of the remaining pages
This law does not apply to:
·         Any document from any court or taxing authority
·         Plats
·         DD214
·         Any state or federal document
·         Any document executed before the effective date of this law


Property Fraud Alert

Staying A Step Ahead of a Growing Problem
According to the FBI, Property and Mortgage fraud is the fastest growing white-collar crime in the United States. Unfortunately, it has become all too easy for a criminal to record a fraudulent deed, making it appear as if they own your home. Once this step is complete, they can use your home as collateral on a mortgage or even attempt to sell your property to an unsuspecting buyer.


Although this type of crime is rare in Ohio, it is on the rise nationwide.  The Mercer County Recorder’s Office has taken a proactive step to provide you with one tool for staying ahead of criminals who prey on property owners.
To address these concerns, your Recorders office has teamed up to create a notification service that will help you combat the effects of land fraud and other similar fraudulent activities.


What is Property Fraud Alert (PFA)?
Property Fraud Alert (PFA) is a FREE notification service that alerts subscribers via email each time a document is recorded with their name on it in Mercer County.
My first name is often spelled many ways; how should I enter it?
It is highly recommended that you enter only the first letter of your first name in the first fame filed. For example, with a name such as Steven, Stephen, or Steven, you may wish to enter the letter “S” in the first name field. OR you may wish to enter the first few letters of your first name to limit the number of first name matches. For example, if the letters “St” are entered, a name match may result for the names Steven, Stan, Stacy, Sterling, etc.
My last name is spelled differently on occasion; how should I enter it?
To illustrate, let’s use the last name “Van Buren” as our example. This name may at times be spelled with a space in it (“Van Buren”) and at other times with no space (“VanBuren”). For cases like this, it is highly recommended that you make two separate entries with both name variations. For the Property Fraud Alert system to work as intended, and for notification alerts to be sent, the last name spelling, or business name spelling of the name must match exactly.
My name is John Smith Junior (Jr.), how would I enter that into the notification form?
It is imperative that you DO NOT enter the suffix of your name (Jr., Sr., etc.) while entering your name into the notification form. Only enter your first name information into the first name field and your last name information into the last name field. The same logic applies with the middle names. DO NOT enter a middle name (or middle initial) into the field or last name fields.
I own a business, how should I enter my business name?


Business names should be entered exactly as the business name is spelled, “ACME Printing Company”, “Smith & Smith”, “XYZ Corporation”. There may be times, however, that the company may possibly index these names differently. For example, “XYZ Corporation” could possibly index as “XYZ Corp”. In this situation the name match would occur only if you entered “XYZ Corp”. Therefore, if your business name could contain variations similar to this, we highly recommend that you make an additional notification entry with that variation.
What if I receive a PFA alert notification?


If you feel that possible fraudulent activity has taken place via the notification.
·         Contact any other parties whose names may be on the document
o   Other parties may be aware of the document and the reference property or may have mutual concern about the document’s potential impact

·         Contact your attorney
o   If you are not sure about the purpose of the referenced document, a private attorney may be able to determine impact and possible action in a timely fashion and minimize the damage and inconvenience of a fraudulent document
·         Contact your lending institution
o   If you believe possible fraudulent activity has taken place, contacting your bank, mortgage company, or lending institution in a timely fashion may help your cause         
                                                                                              

Disclaimer

The Mercer County Recorder's Office reserves the right to make changes and updates to the information to this site at any time and without notice. The Mercer County Recorder's Office assumes no liability for damages, incurred by the use of this information, which occur directly or indirectly as a result of errors, omissions, or discrepancies with regard to information available.  By accessing this site, you agree to indemnify and hold harmless The Mercer County Recorder's Office and Mercer County from all claims or damages of any nature which may arise from the use of, or reliance upon, any of the information contained herein.
WARNING DOCUMENTS RECORDED IN THE RECORDER'S OFFICE GENERALLY ARE CONSIDERED TO BE PUBLIC RECORDS. OTHER PERSONS HAVE ACCESS TO THE INFORMATION IN THE RECORDED DOCUMENTS. (ORC 317.42(A))