Portage County Recorder: Search Deeds, Land Records, Recording Fees & Office Guide
The Portage County Recorder in Ravenna, Ohio keeps permanent land records for deeds, mortgages, easements, land titles, rights-of-way, federal tax liens, unemployment liens, UCC filings, leases, veteran discharges and other recordable documents affecting real property in Portage County.
Use this guide to search Recorder records, understand online record coverage, prepare a deed or mortgage for recording, estimate common Ohio recording fees, request copies, avoid deed-copy scams, and know when to use the Auditor, Treasurer, GIS, Probate Court or Clerk of Courts instead.
What Does the Portage County Recorder Do?
The Portage County Recorder makes a complete, accurate and permanent record of documents related to the conveyance and encumbrance of land in Portage County, Ohio. The office time-dates documents, assigns document numbers, images records and indexes them so the public can locate deed and land-record information.
Use the Recorder For
- Deeds, mortgages and land contracts.
- Easements, rights-of-way and leases.
- Federal tax liens and unemployment liens.
- UCC filings and recorded plats/maps.
- Veteran discharges and veteran ID-card information.
Use the Auditor For
Contact the Portage County Auditor when the issue is parcel ownership data, property value, real-estate transfer/conveyance review, homestead exemption, CAUV, Board of Revision appeals, or the parcel search system.
Auditor phone: 330-297-3565
Use the Treasurer For
Contact the Portage County Treasurer when you need tax bills, tax amounts, property-tax payments, receipts, delinquent-tax information, payment plans or tax-payment help.
Treasurer phone: 330-297-3586
Recorder vs Auditor vs Treasurer vs Court Records in Portage County
Deed records, parcel records, tax records and court records can all involve the same property, but each record is controlled by a different office. Use this table before calling or visiting.
| Office / Tool | Best For | Not Best For | Local Contact Detail |
|---|---|---|---|
| Portage County Recorder | Recorded deeds, mortgages, easements, liens, leases, UCC filings, plats, veteran discharges, copies and certified copies. | Tax bills, valuation appeals, deed drafting, title opinions, birth/death certificates or full title searches. | 449 S. Meridian St., 4th Floor, Ravenna; 330-297-3553. |
| Portage County Auditor | Real estate property search, owner/parcel lookup, tax valuation, transfer/conveyance review, homestead exemption and Board of Revision appeal questions. | Recording the actual deed image or certifying a recorded copy. | 449 S. Meridian St., 5th Floor, Ravenna; 330-297-3565. |
| Portage County Treasurer | Tax bills, tax amounts, property-tax payments, delinquent-tax questions, tax receipts and payment plans. | Recording deeds or changing legal title. | 449 S. Meridian St., 1st Floor, Ravenna; 330-297-3586. |
| GIS / Tax Map | Parcel maps, tax maps, location context, boundaries and map layers. | Replacing a deed, title report or recorded legal description. | Use GIS as a research aid, then confirm legal documents through the Recorder. |
| Probate / Clerk of Courts | Estate filings, court orders, foreclosure case records, civil court records and court docket information. | Recorder deed images unless the court order has also been recorded. | Use court records for litigation or estate filings, then search Recorder records for recorded land documents. |
How to Search Portage County Recorder Records Online
Portage County’s Recorder FAQ says online access goes back to 1979. Documents recorded from 2001 to present should generally be viewable and printable by selecting the blue link in the Images column. For records from 1979 through 2000, users may see volume and page information in the Book/Page column.
Open the Official Recorder Record Search
Start from the Portage County Recorder website and open Recorder’s Record Search. The search may open in a separate land-records system, so use a normal browser and allow popups or document-image windows if needed.
Search Names Carefully
Try grantor, grantee, borrower, lender, business, trust, estate and prior-owner name variations. Deed records may not appear under the current property owner if the transfer involved a trust, estate, LLC, marriage-name change or prior owner.
Use Book/Page for 1979–2000 Records
The county FAQ says 1979–2000 results may provide volume and page information in the Book/Page column. Save that reference before requesting copies or comparing the result to an older title report.
Use the Images Column for 2001-Present Records
For many documents recorded from 2001 to present, the county says documents should be viewable and printable by choosing the blue link from the Images column. If the page count looks wrong, call or email the Recorder before ordering copies.
Know What Is Not Viewable Online
The county FAQ says affidavits, federal tax liens, powers of attorney and soldiers’ discharges are not viewable online. Search may still show index clues, but you may need to contact the Recorder for copy rules or access limits.
Do Not Treat the Search as a Title Report
The Recorder search can help locate public documents, but the Recorder does not perform title searches. Use a title company or Ohio attorney when you need a complete title chain, lien review or ownership opinion.
What a Portage County Recorder Search Result Means
A Recorder result helps you locate a public land record. It does not replace reading the actual document, confirming later recordings, or ordering a title search.
| Field / Clue | Plain-English Meaning | Why It Matters | Common Mistake |
|---|---|---|---|
| Document Number | The Recorder’s assigned reference after the document is received and processed. | Best reference to provide when calling, emailing or requesting a copy. | Calling with only a street address when the document number is already shown. |
| Book / Page or Volume / Page | A recorded-location reference commonly used in older Portage County records. | Useful for 1979–2000 search results, old deeds and title-chain references. | Confusing book/page with the Auditor’s parcel number. |
| Grantor / Grantee | The party giving or receiving an interest in a deed or other conveyance document. | Important for tracing ownership transfers. | Assuming one grantor/grantee result proves current ownership without checking later documents. |
| Document Type | Examples include deed, mortgage, easement, lien, lease, UCC filing or release. | Shows whether the document transfers, secures, releases or affects property rights. | Ordering a mortgage when you need the deed. |
| Images Column | The online image access point for many 2001-present documents. | Lets you view or print a document when image access is available. | Assuming “not viewable online” means the record does not exist. |
| Legal Description | The formal land description written into the recorded document. | Needed for title work, transfers, easements, corrections and legal review. | Relying only on street address when the deed’s legal description controls. |
How to Record a Deed or Real-Property Document in Portage County Ohio
Portage County says all documents to be recorded must be prepared and executed according to the Ohio Revised Code. For deeds and many property transfers, you may also need Auditor conveyance review before the Recorder can finish recording.
Before You Submit
- Confirm the property is in Portage County, Ohio.
- Use the correct deed, mortgage, release, easement, lease or affidavit type.
- Include required signatures and notary acknowledgment.
- Use a legal description and parcel/tax information when applicable.
- Meet Ohio document-standard margins and formatting.
- Verify Auditor transfer/conveyance steps for ownership transfers.
- Include correct payment and return-mailing information.
Recorder Limitations
Portage County says the Recorder’s Office does not supply blank forms, prepare deeds or affidavits, notarize documents, or perform title searches. The county recommends contacting an attorney when you need documents prepared correctly.
Use a title company or Ohio attorney for trust transfers, estate transfers, survivorship issues, transfer-on-death affidavits, divorce-related transfers, deed corrections, LLC transfers or title defects.
Verify County Jurisdiction
Record real-property documents in the Ohio county where the land is located. If the property is near a county line, use the Auditor or GIS parcel tools first to confirm it is inside Portage County.
Prepare the Legal Document Correctly
The deed or real-property instrument should identify the parties, document type, property, legal description, prior reference when needed, signatures, notary acknowledgment and any required tax or conveyance information.
Check Ohio Standardization Guidelines
Ohio recording standards generally require legible text, proper paper size, blue or black ink, no highlighting, a 3-inch top margin on the first page, 1.5-inch top margins on following pages, and 1-inch side and bottom margins. Nonconforming documents can trigger an extra fee.
Handle Auditor Transfer Requirements
Ownership-transfer deeds commonly go through the Auditor’s real estate transfer process before final recording. Ask whether DTE 100, DTE 100EX, conveyance fee, parcel transfer fee, legal-description approval or tax-map review applies.
Choose Paper Recording or eRecording
Portage County says it now accepts all documents through eRecording and lists vendors such as ePN Network, CSC and Simplifile. For one-time personal documents, call the Recorder before assuming eRecording is available to you directly.
Save the Recorded Reference
After recording, keep the document number, book/page or volume/page reference if available, receipt, recorded copy and return envelope tracking. You may need these for taxes, refinancing, sale, estate work or title correction.
Portage County Recorder Fees to Check Before Recording
Portage County’s fee page says Ohio recording fees apply and warns that a document not following the State of Ohio marginal rule will be charged an extra $20.00 on top of recording fees. Use the figures below for planning and verify with the Recorder before mailing payment.
| Document / Service | Planning Fee Detail | What to Check Before Paying |
|---|---|---|
| Most recordable documents | Common Ohio recorder schedule: $34 for the first two pages and $8 for each additional page. | Count each printed side as a page and confirm whether a special statutory fee applies. |
| Marginal-reference documents | Regular recording fee plus marginal-reference charges may apply. | Ask whether a release, amendment, assignment or re-recording requires one or more references. |
| Non-standard document | Portage County warns of an extra $20.00 when the document does not follow Ohio marginal rules. | Fix margins and formatting before submitting if possible. |
| Copies | The Recorder says copies of all records are available upon request and asks users to call or email for correct page totals. | Email or call with the document number, volume/page or book/page before sending payment. |
| Certified copies | Certification may add a separate charge depending on document and page count. | Request certification only when a lender, title company, court, agency or attorney requires it. |
| Auditor conveyance fee | Separate from Recorder fees; applies to many ownership transfers before recording. | Confirm Auditor transfer fees and forms before bringing the deed to the Recorder. |
| eRecording vendor fees | Separate vendor charges may apply through ePN, CSC, Simplifile or another approved pathway. | Ask your title company or vendor about submission and service fees. |
Portage County Recording Fee Planning Calculator
This estimator is for planning only. It uses the common Ohio Recorder schedule of $34 for the first two pages, $8 per additional page, a $20 nonstandard-format fee when applicable, and optional copy/certification placeholders that you can adjust after calling the Recorder.
Formula used: documents × $34 + extra pages × $8 + nonstandard documents × $20 + marginal references × $4 + copy pages × copy rate + other quoted fees. This is not an official invoice.
How to Request Copies From the Portage County Recorder
Portage County’s Recorder page says copies of all records are available upon request, but users must call or email the office for correct page totals because older indexes may default to “1” in the image column even when a document has more than one page.
Copy Request Contact
Phone: 330-297-3553
Email: PCREC.COPIES@PORTAGECO.COM
Include the document number, volume/page or book/page, names, document type and whether you need a certified copy.
Before You Order
- Search the record first if possible.
- Save the exact document reference.
- Ask for the real page count.
- Ask whether online images are enough or certification is needed.
- Confirm payment and return-mailing instructions.
Ohio Recording Standards Portage County Users Should Know
Portage County applies Ohio recording rules. Use this as a precheck before submitting a deed, mortgage, release, land contract, affidavit or other real-property instrument.
Recordable Instruments
Ohio Revised Code Chapter 317 lists many recordable instruments, including deeds, mortgages, options, leases, plats, liens, powers of attorney, memoranda of trust and documents affecting land.
Standard Format
Ohio standard-format rules cover paper size, font size, ink color, margins and highlighting. A document that does not meet the standard may still be accepted, but an additional fee can apply.
Deed Execution
Deeds and many real-property instruments usually require proper signatures and acknowledgment before recording. For legal transfer questions, use a title company or Ohio attorney.
Portage County eRecording Options
Portage County says it now accepts all documents through eRecording and lists vendors including ePN Network, CSC and Simplifile. This can be helpful for title companies, attorneys, lenders and frequent submitters.
When eRecording Helps
eRecording may reduce mailing delays, automate submission tracking, and help professional submitters record documents without visiting the Ravenna office.
Ask your title company, attorney or eRecording vendor whether your document type and submitter account qualify.
Do Not Assume Direct Access
Some eRecording platforms work mainly with approved business submitters. One-time homeowners should call the Recorder before assuming they can personally upload a deed.
Portage County Recorder Address, Phone, Hours & Map
The Recorder’s Office is located on the 4th Floor of the Portage County Administration Building in Ravenna. If you are recording a document, ordering copies or asking about old volume/page records, call before visiting.
Portage County Recorder
Recorder: Lori Calcei
Address:
Portage County Administration Building
449 S. Meridian St., 4th Floor
Ravenna, OH 44266
Phone: 330-297-3553
Fax: 330-297-7349
Copy request email: PCREC.COPIES@PORTAGECO.COM
Hours: Monday through Friday, 8:00 a.m. to 4:00 p.m.
Open Recorder Map ↗Official Portage County Recorder Links and What to Do After Opening Them
Use these official links for deed searching, copy requests, recording fees, eRecording, property search, tax payments and Ohio recording law. Each action link includes the next steps.
Portage County Recorder’s Office
Official Recorder page for office contact, land-record role, copy-request warning, staff, address and links.
- Confirm the current phone, fax, office address and hours.
- Read the notice about copy requests and correct page totals.
- Use the Recorder links for record search, fees, eRecording and scam warnings.
- Call before visiting if your document involves a deed transfer, estate, trust, release or old volume/page reference.
Your County Recorder
Official explanation of Recorder duties and the types of records maintained in Portage County.
- Review the list of records such as deeds, easements, mortgages, liens, leases, UCC filings and veteran discharges.
- Read how documents are time-dated, assigned a document number, imaged and indexed.
- Use this page to confirm whether your issue belongs to the Recorder.
- If you need taxes or value, switch to Auditor or Treasurer instead.
Portage County Recorder’s Record Search
Official county link path for searching recorded Portage County land records online.
- Search by names, document references, book/page or volume/page information.
- Use the Images column for many 2001-present documents.
- Save the document number or volume/page reference.
- Contact the Recorder if the document is not viewable online or the image/page count is unclear.
Recorder FAQ — Online Access
Official explanation of online search coverage from 1979, image availability from 2001 and records not viewable online.
- Read the 1979 search coverage note.
- Check the 2001-present Images-column instruction.
- Note the 1979–2000 volume/page guidance.
- Do not expect affidavits, federal tax liens, powers of attorney or soldiers’ discharges to be viewable online.
Portage County Recording Fees
Official county fee page warning about Ohio recording fees and the extra $20 nonstandard/marginal-rule charge.
- Review the current Ohio recording-fee information.
- Check whether your document follows the marginal rule.
- Add the $20 extra fee if the document is nonstandard.
- Call 330-297-3553 before mailing payment if the amount is uncertain.
Portage County eRecording Information
Official county page listing eRecording availability and vendors.
- Review the vendor list: ePN Network, CSC and Simplifile.
- Ask your title company or attorney whether they already use an approved vendor.
- Confirm whether your document type can be eRecorded.
- Do not assume a one-time homeowner can upload directly without a vendor account.
Portage County Auditor Real Estate Search
Official Auditor search for parcel, owner, address, assessed-value and tax-related property details.
- Search by owner, address or parcel number.
- Copy the parcel number and owner information.
- Use those details to support Recorder deed research.
- Use Auditor forms for transfer, homestead, CAUV or value-appeal issues.
Portage County Treasurer
Official office for property-tax bills, amounts due, payments, delinquent-tax help and receipts.
- Use this page if your question is tax amount, payment, receipt or delinquency.
- Use the Search Property Records link for tax-related lookup.
- Call 330-297-3586 for tax amount or tax-payment questions.
- Do not use the Recorder for tax-payment issues.
Ohio Revised Code 317.114 — Standard Format
Official Ohio law for standard formatting of instruments submitted to county recorders.
- Check the paper size, ink, font and no-highlighting rules.
- Review first-page and following-page margin requirements.
- Fix formatting before recording if possible.
- Budget for an additional fee if the document is nonstandard.
Ohio Revised Code Chapter 317 — County Recorder
Official Ohio law listing recorder duties and many recordable instrument types.
- Review the types of instruments county recorders record.
- Check recording-fee and record-keeping provisions if needed.
- Use this for legal background, not as a substitute for Recorder intake instructions.
- Ask an Ohio attorney if you are unsure whether your document is legally recordable.
What Should You Do Next?
| Your Situation | Best Next Step | Correct Office / Tool |
|---|---|---|
| You need a copy of a deed. | Search Recorder records, save the document number or volume/page reference, then call or email for correct page count and copy cost. | Portage County Recorder |
| You need to record a new deed. | Have the document prepared correctly, check Auditor conveyance requirements, verify Ohio formatting and fees, then submit to the Recorder. | Auditor + Recorder + attorney/title company if needed |
| You only have a street address. | Use Auditor real estate search or GIS first to identify the parcel and owner clues, then return to Recorder records. | Auditor / GIS, then Recorder |
| The property owner name looks wrong. | Check the recorded deed chain first, then contact the Auditor if the parcel record needs update review. | Recorder first, then Auditor |
| The tax bill or payment is the issue. | Use the Treasurer property-tax resources or call the Treasurer’s Office. | Portage County Treasurer |
| You need a full title search. | Do not rely only on public index search. Contact a title company or qualified Ohio real-estate attorney. | Title company / attorney |
Portage County Recorder FAQs
Where is the Portage County Recorder office located?
The Portage County Recorder is located on the 4th Floor of the Portage County Administration Building at 449 S. Meridian St., Ravenna, OH 44266. The office phone is 330-297-3553 and the fax number is 330-297-7349.
What are the Portage County Recorder hours?
The Recorder lists hours as Monday through Friday, 8:00 a.m. to 4:00 p.m. County holidays or special closures can affect service, so call before visiting for time-sensitive recording or copy work.
How far back can I search Portage County Recorder records online?
The Recorder FAQ says users may search the website back to 1979. Documents recorded from 2001 to present should generally be viewable and printable through the blue Images-column link, while 1979–2000 records may show volume and page in the Book/Page column.
Are all Portage County Recorder documents viewable online?
No. The county FAQ says affidavits, federal tax liens, powers of attorney and soldiers’ discharges are not viewable online. Some records may require contacting the Recorder for copy rules, page totals or access limitations.
Can the Portage County Recorder prepare a deed or affidavit for me?
No. The Recorder FAQ says employees are not permitted to prepare or notarize documents. It also says attorneys and title companies generally prepare documents of conveyance and may search land records for clear-title work.
Will the Portage County Recorder perform a title search for me?
No. The county FAQ says state law prohibits the Recorder’s Office from doing real estate title searches. Title companies and attorneys perform title searches and may provide title insurance or legal review.
What is the Portage County Recorder recording fee?
Portage County’s fee page says Ohio recording fees apply and warns that a document not following Ohio’s marginal rule will be charged an extra $20.00 on top of recording fees. A common Ohio recorder planning amount is $34 for the first two pages and $8 for each additional page, but you should confirm the current total with the Recorder before mailing payment.
Does Portage County accept eRecording?
Yes. Portage County’s eRecording page says the county now has eRecording and is accepting documents through eRecording. It lists vendors including ePN Network, CSC and Simplifile.
Does the Recorder handle property taxes or property values?
No. The Recorder handles recorded land documents. The Portage County Auditor handles parcel records, property valuation, real-estate transfer review and assessment questions. The Portage County Treasurer handles tax bills, tax amounts, payments and delinquent-tax issues.
Is this website affiliated with Portage County government?
No. CountyCADPropertySearch.org is an independent educational website. It is not the Portage County Recorder, Portage County Auditor, Portage County Treasurer, Portage County GIS, Ohio Legislature, a title company, a law firm or a consumer reporting agency.
Independent Educational Guide
CountyCADPropertySearch.org is an independent informational resource and is not affiliated with Portage County, Ohio, the Portage County Recorder, Portage County Auditor, Portage County Treasurer, Portage County GIS, Portage County Probate Court, Portage County Clerk of Courts, the Ohio Legislature, any title company, any law firm or any court.
Recorded documents, title status, ownership interests, legal descriptions, Auditor conveyance review, transfer requirements, recording acceptance, copy fees, eRecording eligibility and tax records are controlled by official county offices, Ohio law, title records and professional legal/title review. This page is not legal, tax, title or financial advice.
Public deed, property and tax records should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or any other regulated consumer-reporting purpose. This website is not a Consumer Reporting Agency.