Portage County Recorder Office: Address, Record Search, Deeds, Copies, Fees & eRecording
The Portage County Recorder Office in Ravenna, Ohio keeps the permanent land records that show ownership history, mortgages, liens, easements, leases, plats, veteran discharges and other recorded instruments affecting real estate in Portage County. The office is led by Lori Calcei, Portage County Recorder.
Use this guide to find the official Recorder address, search deed records online, understand which documents are viewable, request copies, estimate recording fees, use eRecording, avoid deed-copy scams, and choose the right Portage County office for property, tax, court or title questions.
Where Is the Portage County Recorder Office and What Records Does It Keep?
The Portage County Recorder Office is located on the 4th Floor of the Portage County Administration Building, 449 S. Meridian St., Ravenna, OH 44266. The office records and maintains permanent land records for deeds, mortgages, easements, land titles, rights-of-way, federal tax liens, unemployment liens, UCC filings, leases, veteran discharges, veteran burial records and related recorded instruments.
Use the Recorder For
Deed searches, mortgage records, lien records, recorded easements, plats, leases, military discharge recording, veteran ID card information, copy requests and eRecording questions.
Best starting point: Recorder’s Record Search.
Use the Auditor For
Parcel search, property owner display, assessed value, tax estimator, property valuation, conveyance-related property data and Board of Revision value complaints.
Best starting point: Portage County Auditor real estate search.
Use the Treasurer For
Property-tax bills, tax payments, receipts, due dates, delinquent tax questions, electronic billing and tax-payment options.
Best starting point: Portage County Treasurer payment resources.
How to Search Portage County Recorder Records Online
Portage County links to an official external land-record search portal for Recorder records. The county says the website can be searched back to 1979. Documents recorded from 2001 to present should be viewable and printable by selecting the blue link in the Images column when an image is available.
| Record / Search Item | What Portage County Says | How to Use It | Important Limitation |
|---|---|---|---|
| Online record search | Searchable back to 1979. | Search by party name, book/page, recorded document clues or available index fields. | Older records may show volume/page references instead of a clickable image. |
| Images column | Documents recorded from 2001 forward should be viewable and printable by selecting the blue link in the Images column. | Open the blue image link only after confirming parties and document type. | Some documents are not viewable online even if indexed. |
| 1979–2000 records | The county says users will find the volume and page number in the Book/Page column. | Save the volume/page and contact the office for copy help. | The image column may not reflect the true page count for older volumes. |
| Non-viewable online documents | Affidavits, federal tax liens, powers of attorney and soldiers discharges are listed as not viewable online. | Call or email the Recorder for copy rules and availability. | Military-discharge records can have privacy restrictions. |
| Copy requests | Copies are available upon request, but the office says to call or email for correct page totals. | Email PCREC.COPIES@PORTAGECO.COM or call 330-297-3553. | Do not rely only on “1” in the image column for older volumes; the actual document may have more pages. |
Search Portage County Deeds by Name, Book/Page, Volume/Page or Document Clues
Recorder records are indexed legal instruments, not simple background-check records. Start with the most precise information you have, then cross-check with Auditor parcel data when the property address or parcel number matters.
Open the Official Recorder Record Search
Use the Recorder’s Record Search link from the official county Recorder page or the county-linked Cott Systems land-record portal. Avoid third-party sites when you need current official index data.
Search Party Names Broadly First
Try last name first, then add first name, middle initial, business suffix, trust name or LLC name. For deeds, search both the prior owner and the current owner because grantor/grantee indexing can matter.
Use Book/Page or Volume/Page for Older Records
For 1979–2000 records, the county says the Book/Page column may provide volume and page information rather than a document image. Save that reference and use it when requesting copies from the Recorder.
Open Images Carefully for 2001 and Newer Documents
When a blue image link is available, confirm the document type, party names, recording date and page count before printing. A mortgage, lien or release is not the same as a deed transferring ownership.
Request Copies When Online Images Are Missing
For older records or document types that are not viewable online, call or email the Recorder. Include the party names, document type, year, volume/page, book/page or other index details you found.
Use the Auditor When the Question Is “Who Owns This Parcel?”
The Recorder search is document-based. If your task is current owner display, assessed value, tax district, property class or tax-estimator information, open the Portage County Auditor real estate search.
How to Read a Portage County Recorder Search Result
A search result is only useful if you can tell what it proves and what it does not prove. Use this decoder before ordering, printing or relying on a document.
| Field / Clue | What It Usually Means | What to Check Before Relying on It |
|---|---|---|
| Grantor / grantee names | Parties giving or receiving an interest, depending on document type. | Search spelling variations, trusts, estates, LLCs, married names and initials. |
| Document type | Examples include deed, mortgage, easement, lien, lease, power of attorney or discharge. | Do not treat a mortgage, lien or release as a deed of ownership. |
| Book/Page or volume/page | Older indexing reference that may be needed for copy requests. | Save it exactly before calling or emailing the Recorder. |
| Image link | Clickable document image for many 2001 and newer records. | Confirm page count and readability before printing or requesting certification. |
| Recording date | Date the document was received and recorded by the office. | Use it to sort later releases, assignments, corrective deeds or related instruments. |
| Legal description | Formal property description inside the instrument. | More important than a street address for title work and land transfers. |
| Parcel / property clues | May link the instrument to Auditor and Tax Map records. | Cross-check with the Auditor real estate search when tax parcel accuracy matters. |
| Older “1” image page count | The county warns some older volume/page image columns default to “1.” | Call or email the office for the correct page total before paying for copies. |
Portage County Recorder Office Address and Contact Details
Use the Recorder office for recorded-document questions, copy requests, eRecording information, marginal rule / recording-fee questions, veteran ID card information and deed-search help.
Portage County Recorder Office
Office:
Portage County Recorder
4th Floor, Portage County Administration Building
449 S. Meridian St.
Ravenna, OH 44266
Hours: Monday – Friday, 8:00am – 4:00pm
Main phone: 330-297-3553
Fax: 330-297-7349
Copy request email: PCREC.COPIES@PORTAGECO.COM
Before You Visit or Email
- Write down the party names.
- Save the book/page or volume/page reference.
- Note the recording year and document type.
- Call for correct page totals on older records.
- Ask about certified copies if another agency requires certification.
- Bring or confirm payment method before recording.
Recorder, Auditor, Treasurer, Tax Map or Clerk of Courts: Which Portage County Office Do You Need?
Many property tasks involve more than one office. A deed may start with a legal document, pass through conveyance/tax-map review, get recorded by the Recorder, and later appear on the Auditor’s property record.
Recorder
Deeds, mortgages, easements, federal tax liens, leases, plats, veteran discharges, record search, copy requests and eRecording.
Auditor
Parcel search, current owner display, assessed value, property class, tax estimator, conveyance support and Board of Revision value complaints.
Treasurer
Property-tax bills, payment options, receipts, delinquency, payment plans, electronic tax bills and tax-payment questions.
Clerk of Courts
Court records, foreclosure cases, civil judgments, domestic-relations records and court case documents.
Quick Office Finder
Select your task and this guide will point you to the correct Portage County route.
Portage County Recorder Fees and Copy Request Rules
Portage County’s recording-fee page points users to State of Ohio recording fees and warns that documents that do not follow the Ohio marginal rule may be charged an extra $20.00 on top of recording fees. Ohio Revised Code §317.32 lists the standard recording fee for many instruments as $34.00 for the first two pages plus $8.00 for each additional page, and Senate Bill 94 allows a county-level document preservation surcharge of up to $5.00 where adopted.
| Item | Official / Practical Rule | What to Do Before Paying |
|---|---|---|
| Standard Ohio recording fee | Many instruments: $34.00 for first two pages plus $8.00 for each additional page under ORC §317.32. | Check Portage County’s current recording-fee page and SB 94 update before mailing a payment. |
| SB 94 preservation surcharge | Ohio law allows a document preservation surcharge of up to $5.00 per qualifying document if adopted locally. | Call the Recorder if the Portage fee image or local update is unclear for your document. |
| Nonstandard / marginal rule fee | Portage County warns an extra $20.00 may be charged if the document does not follow Ohio marginal rules. | Review the State of Ohio Standardization Guidelines before submitting. |
| Copies | Copies are available on request, but the office says to call or email for correct page totals. | Email PCREC.COPIES@PORTAGECO.COM with volume/page, book/page, document type and names. |
| Certified copies | Certification requirements depend on what the receiving agency needs. | Ask whether you need a regular copy or certified copy before ordering. |
| Older volume/page records | County warns older image-column page counts may default to “1” even when the document has more pages. | Do not calculate copy cost from that field alone; contact the Recorder first. |
Before You Record a Deed or Land Document in Portage County
The Recorder says all documents to be recorded must be prepared and executed according to the Ohio Revised Code. Use this checklist before submitting a deed, mortgage, release, easement, power of attorney, lease or related real-estate instrument.
Document Readiness Checks
- Confirm the document is signed and notarized where required.
- Use the correct legal description, not only a street address.
- Include names, mailing address and return address where required.
- Check Auditor / Tax Map requirements if a transfer or parcel review is involved.
- Follow Ohio standardization and margin rules.
- Calculate page count and possible additional-page fees.
- Ask about SB 94 surcharge and local fee updates before mailing payment.
Common Recording Problems
- Wrong office for tax-bill or assessed-value questions.
- Missing Auditor / Tax Map step for conveyance documents.
- Nonstandard margin formatting triggering extra fees.
- Using a prior owner’s deed without legal review.
- Trying to get the Recorder to draft or interpret a deed.
- Sending a deed without verifying current fee total.
- Assuming online index data equals a guaranteed title search.
Does Portage County Accept eRecording?
Yes. Portage County’s eRecording page says the Recorder is accepting all documents through eRecording. The county lists ePN Network, CSC and Simplifile as eRecording vendors.
| County-Listed Vendor | Website / Contact | Typical User |
|---|---|---|
| ePN Network | GOePN.com / sales@GOePN.com | Title companies, lenders, attorneys and professional recording submitters. |
| CSC | erecording.com / erecording@cscglobal.com | High-volume real estate and legal recording users. |
| Simplifile | simplifile.com | Title, settlement, mortgage and legal professionals. |
Avoid Paid Deed-Copy Scams and Wrong-Office Requests
Recorder documents are public records, and the county provides copy-request help directly. Be cautious with mailers or websites charging high fees for deed copies that may be available from the Recorder for a much lower official cost.
Watch Out For
Private deed-copy solicitations, urgent-looking letters, fake “required” deed services, sites that look official but are not Portage County, and phone numbers that do not match the county office.
Safer Route
Search the official Recorder portal, write down the volume/page or document reference, then contact the Recorder directly for copy pricing and delivery options.
Verify Before Paying
Call the Recorder at 330-297-3553 before paying a private company for a deed copy, property profile, title-history packet or “official record” product.
Official Portage County Recorder and Property Links
Use these official resources for record searches, copy requests, fee checks, recording rules and property-data cross-checking. Each link includes what to do after opening it.
Portage County Recorder Office
Official page for Recorder overview, contact details, copy request phone/email, search links, scams, eRecording and office resources.
- Confirm the office phone, fax, hours and Ravenna address.
- Use the Recorder’s Record Search link for land-record research.
- Use the copy request email if you need copies and page totals.
- Read the scam warning and eRecording resources before paying third-party sites.
Recorder’s Record Search
Official county-linked indexed land-record search portal for Portage County, Ohio.
- Open the search portal and choose the most useful search method.
- Search party names broadly first, then narrow with first name or business/trust wording.
- For older records, save the Book/Page or volume/page reference.
- For 2001 and newer documents, open the blue image link when available.
Portage County Recording Fees
Official county page for current recording-fee guidance and marginal-rule warning.
- Check the current county fee page before submitting payment.
- Review the Ohio marginal rule warning.
- Ask whether the SB 94 preservation surcharge applies to your document.
- Call the Recorder if the document type or page count is unclear.
Portage County eRecording Information
Official county page listing eRecording and county-listed vendors.
- Confirm that your document type can be submitted electronically.
- Choose one of the county-listed vendors if you are a professional submitter.
- Ask your title company or attorney whether they already use a vendor.
- Call the Recorder before attempting eRecording as a one-time homeowner submitter.
Portage County Auditor Real Estate Search
Official property-search and tax-estimator site for parcel, owner, assessment and valuation information.
- Use the Auditor site when your task is parcel or owner display, not deed images.
- Search by owner, address or parcel when available.
- Copy the parcel number before preparing documents.
- Use Recorder records when you need the actual deed or instrument image.
Ohio Revised Code §317.32
Ohio law section governing county recorder recording fees and document preservation surcharge authority.
- Read the first-two-pages and additional-page fee language.
- Review the document preservation surcharge language.
- Use the statute for statewide context, then verify Portage County’s current local fee page.
- Do not calculate your final payment without checking local requirements.
Why a Portage County Recorder Search May Not Find the Record
Common Search Problems
- You searched a street address when the record is indexed by name or book/page.
- The owner is a trust, estate, LLC, prior married name or business entity.
- The document is older than 2001 and only shows a volume/page reference.
- The document type is not viewable online.
- You confused Auditor parcel data with Recorder document images.
- The deed just recorded and other county systems have not updated yet.
Better Search Approach
- Try surname-only searches first.
- Search both buyer and seller names.
- Try trust, LLC and estate variations.
- Use book/page or volume/page when available.
- Cross-check parcel information in the Auditor search.
- Email the Recorder with the best reference you found.
What to Do Next Based on Your Portage County Recorder Task
| Your Situation | Best Next Step | Correct Route |
|---|---|---|
| You need to find a deed or mortgage. | Use Recorder’s Record Search, start with party names, then open images when available. | Portage County Recorder search portal |
| You need an older volume/page copy. | Email or call the Recorder with the volume/page and names; ask for correct page total and fee. | PCREC.COPIES@PORTAGECO.COM / 330-297-3553 |
| You need to record a new deed. | Check Ohio standardization rules, Auditor/Tax Map needs, current fees and possible marginal-rule penalty. | Recorder + Auditor / Tax Map where required |
| You need current owner or parcel value. | Use the Auditor real estate search, not the Recorder’s deed-image search. | Portage County Auditor |
| You need to pay taxes. | Use the Treasurer’s property-tax resources. | Portage County Treasurer |
| You need a legal title opinion. | Use a title company or Ohio attorney; Recorder staff cannot perform your title search. | Title company / legal counsel |
Portage County Recorder Office FAQs
Where is the Portage County Recorder Office located?
The Portage County Recorder Office is located on the 4th Floor of the Portage County Administration Building, 449 S. Meridian St., Ravenna, OH 44266.
What is the phone number for the Portage County Recorder?
The main Recorder phone number is 330-297-3553. The fax number is 330-297-7349, and copy requests can be sent to PCREC.COPIES@PORTAGECO.COM.
What are the Portage County Recorder hours?
The official Recorder page lists hours as Monday through Friday, 8:00am to 4:00pm. Confirm holiday closures or unusual schedules before visiting.
How far back can I search Portage County Recorder records online?
Portage County says its website can be searched back to 1979. Documents recorded from 2001 to present should be viewable and printable by selecting the blue link in the Images column when available.
Which Portage County records are not viewable online?
The county says affidavits, federal tax liens, powers of attorney and soldiers discharges are not viewable online. Contact the Recorder for availability and copy-request instructions.
Will the Portage County Recorder perform a title search for me?
No. The Recorder says staff will not perform searches, although they can offer assistance. Use a title company or attorney if you need a guaranteed title search or legal interpretation.
How do I request a copy of a deed in Portage County?
Search the Recorder records first and save the volume/page, book/page, party names or document reference. Then call 330-297-3553 or email PCREC.COPIES@PORTAGECO.COM for correct page totals and copy instructions.
What does it cost to record a document in Portage County?
Ohio law lists many recorder instruments at $34.00 for the first two pages and $8.00 for each additional page, and Portage County warns that nonstandard marginal-rule documents can add $20.00. Check the county recording-fee page or call before submitting because local SB 94 surcharge rules and document type can affect the final fee.
Does Portage County accept eRecording?
Yes. Portage County says the Recorder is accepting all documents through eRecording and lists ePN Network, CSC and Simplifile as vendors.
Is this website the Portage County Recorder Office?
No. County-Appraisal-District.org is an independent informational website. It is not Portage County, the Portage County Recorder, the Portage County Auditor, the Treasurer, a title company, a law firm or a consumer reporting agency.
Independent Educational Guide
County-Appraisal-District.org is an independent informational resource. It is not affiliated with Portage County, the Portage County Recorder Office, the Portage County Auditor, the Portage County Treasurer, the Portage County Clerk of Courts, Cott Systems, any eRecording vendor, a title company or a law firm.
Recorded-document availability, recording acceptance, copy fees, certification rules, eRecording availability, document validity, lien status, transfer processing and property rights are determined by official records, Ohio law, courts and qualified professionals. Always verify current requirements directly with the responsible office before recording or relying on a document.
Property records and owner information should not be used for employment screening, tenant screening, credit eligibility, insurance underwriting or other regulated consumer-reporting purposes. This website is not a Consumer Reporting Agency.