Portage County Recorder Search: Deeds, Mortgages & Official Records
Need to find a recorded deed in Ravenna, Kent, Streetsboro, Aurora, Rootstown, Brimfield or another Portage County community? The Portage County Recorder maintains deeds, mortgages, easements, liens, land records and related documents affecting real estate.
The county’s public records run through the Cott Systems eSearch platform. This guide explains how to search by name, identify recording references, find older documents, request accurate copies and prepare a deed for recording in Portage County.
Where Can You Search Portage County Recorder Records Online?
The official Portage County Recorder’s Office links to its land-record search. The search system is hosted by Cott Systems and identifies Portage, Ohio — Lori Calcei, Recorder. It offers a Name Search with fields including Last/Firm Name, First Name, Middle, Title, Party and Date.
Search Recorded Deeds
Use the eSearch name index to locate deeds and related instruments. Confirm the document date and recording reference before opening an image or ordering a copy.
Follow local search steps →Find a Parcel by Address
Start with the County Auditor’s real-estate search or the official GIS property viewer when you know the address but not the recorded parties.
See address workflow →Request a Recorded Copy
Contact the Recorder’s copy desk with the book/page or instrument information. Portage County specifically warns that older index image counts may be inaccurate.
Read copy instructions →How to Search Portage County Recorder Deeds Step by Step
Unlike a county appraisal search, the Cott eSearch is built around recorded names and instruments. These steps follow the public fields shown by the Portage County recording portal.
Open the Portage County Recorder Search
Visit the county’s official Recorder website and select Recorder’s Record Search. The link takes you to Cott Systems eSearch. You can also open the Portage eSearch Name Search entry page.
Choose Name Search
The public interface includes Last/Firm Name, First Name, Middle, Title, Party and Date fields. Start with the surname of an individual or the recorded business name.
Search the Correct Party
For a deed, the grantor is generally the transferring party, and the grantee is the receiving party. If the Party filter offers those roles, use the appropriate one. A search for the seller and buyer may reveal different parts of the transaction history.
Refine the Date Range
If you know approximately when a property was sold or a mortgage was recorded, use the available date controls. Remember that the signing date and the official recording date may differ.
Identify the Correct Index Result
Review matching party names, document descriptions, recording date and any book/page or instrument reference. Don’t assume every result involving the same surname is connected to the property being researched.
Check the Available Image
Open the image link if the record provides one. Compare the legal description, parties and prior recording references. If the record is older, do not rely on the Images count as the correct number of pages.
Save the Recording Reference
Write down the document number, recording date and book/page or volume/page reference, if shown. These identifiers help the Recorder retrieve the exact instrument.
Request an Official Copy if Needed
Use the Recorder’s copy request procedure or email PCREC.COPIES@PORTAGECO.COM. Include the reference, names and the type of copy you need. Ask the office to confirm actual page totals and fees.
How to Find a Portage County Deed Using a Street Address
If you know only a street address in Ravenna, Kent, Aurora or Streetsboro, the Auditor and GIS systems can help identify the property before you use the Recorder’s name-based records.
First: Find the Parcel
- Open the Portage County Auditor Real Property page.
- Select Search Portage County Property Records.
- Use the address, owner or other search options offered by the portal.
- Open the property matching the street and community.
- Save the owner name, parcel identifier and legal-description information.
Second: Match the Recorded Instrument
- Return to the Recorder’s eSearch portal.
- Search the identified owner or a previous owner.
- Check the recorded date and deed type.
- Compare the legal description to the parcel.
- Save the recording reference for copies or additional research.
What Portage County Land Records Can Show
The Recorder’s responsibilities include maintaining records of land conveyances and encumbrances. The county lists deeds, mortgages, easements, rights-of-way, tax liens, various leases, UCC documents and veteran discharge records among the materials it maintains.
| Record Type | What to Look For | Important Caution |
|---|---|---|
| Warranty Deed | Grantor, grantee, land description and stated title warranties. | The exact warranty depends on the language used. |
| Quitclaim Deed | Transfer of whatever interest the grantor holds. | Does not itself guarantee good title. |
| Mortgage | Borrower, lender, legal description and recording reference. | A recorded mortgage does not show the current loan balance. |
| Mortgage Release | Reference to the mortgage being discharged. | Check that it matches the original mortgage. |
| Easement / Right-of-Way | Recorded rights of access or use affecting land. | Survey exhibits may be needed to understand the affected area. |
| Federal Tax Lien | Recorded federal lien notice and related references. | Availability of the full image online may be restricted. |
| Lease / Land Contract | Recorded land-related contractual interests. | Not every private agreement is necessarily recorded. |
| Plat | Recorded subdivision or other land mapping information. | A recorded plat is not a replacement for a current survey. |
Portage County Recorder Fees for Deeds, Mortgages and Copies
Ohio Revised Code §317.32 sets the main recorder fee structure. Under the law effective October 24, 2024, ordinary instruments have a $34 base total for the first two pages and $8 for each additional page. Senate Bill 94 also allows a document-preservation surcharge of up to $5. The county’s current posted fee notice and Recorder staff should be used to confirm the actual surcharge and final payment amount.
| Service | Fee or Rule | What to Check |
|---|---|---|
| Most standard recorded instruments | $34 first two pages | Statutory base and Housing Trust Fund amounts combined. |
| Additional pages | $8 per page | Each additional printed side or fraction under applicable rules. |
| Preservation surcharge | Up to $5 per document | Confirm what Portage County is currently collecting. |
| Nonstandard document | Additional $20 when applicable | Ohio Revised Code §317.114 formatting requirements and exceptions. |
| Record copy | Confirm applicable fee | Verify actual pages, certification and ordering method with the office. |
| Real-estate conveyance through Auditor | $4 per $1,000 of purchase price + $0.50 per parcel | Separate from the Recorder’s document recording fee; exemptions and transaction rules may apply. |
Example: Recording a Three-Page Deed
Standard statutory calculation:
$34 + $8 = $42.
If the county applies the maximum $5 preservation surcharge, the recording charge would be $47, before any other applicable fee.
Example: Recording a Five-Page Mortgage
Standard statutory calculation:
$34 + (3 × $8) = $58.
With a $5 preservation surcharge, that would be $63. Confirm the actual amount and any additional statutory charges before payment.
For statutory details, consult Ohio Revised Code §317.32. The county page also warns of an additional $20 fee for certain nonconforming documents.
How to Prepare a Deed for Recording in Portage County
For a new property conveyance, the Auditor and Recorder perform different tasks. Portage County’s Auditor says its Real Estate Department handles deed and other real-property transfer documents before recording. The Recorder then accepts and permanently indexes qualifying instruments.
Ohio Document Format Checklist
- Prepare a legible document with the correct legal description.
- Use the applicable statutory margins, including the first-page recording space.
- Follow Ohio’s font, ink and page-size rules.
- Include all required signatures and acknowledgments.
- Check whether prior recording references are required.
- Confirm any Auditor or Engineer approval before recording.
- Calculate recording charges using the current fee schedule.
Portage County Conveyance Workflow
- Have the deed properly prepared and executed.
- Contact the County Auditor about real-estate transfer processing.
- Use the appropriate conveyance form, such as DTE 100, when required.
- Obtain any necessary local endorsements.
- Submit the qualifying instrument for recording.
- Retain the final recorded document reference.
Ohio Revised Code §317.114 — Standard Recording Requirements ↗
How to Obtain a Copy of a Portage County Recorded Deed
Portage County states that copies of its recorded documents are available upon request. For older volumes, it specifically instructs users to contact staff for an accurate page total.
Find the Relevant Record
Search Cott eSearch and identify the party names, document type and recording date.
Save Book/Page or Instrument Information
Write down the book and page, volume/page or document reference. Save the approximate recording year when working with older deeds.
Contact the Recorder’s Copy Desk
Email PCREC.COPIES@PORTAGECO.COM or call (330) 297-3553. Include the document reference and explain whether you need an ordinary or certified copy.
Confirm the Page Count and Fee
Ask staff to verify the actual number of pages, especially when an older search result displays an image count of one. Confirm copy delivery and payment instructions before ordering.
Does Portage County Accept Electronic Recording?
Yes. The Recorder’s official eRecording page says the office accepts documents electronically and lists several service providers.
ePN Network
One of the eRecording vendors listed by Portage County. Contact the provider about account setup, accepted documents and service charges.
CSC eRecording
Portage County lists CSC among its eRecording providers. Verify submission eligibility and provider requirements before using it.
Simplifile
The Recorder also lists Simplifile as an electronic recording vendor. Ask the provider which document categories it can submit and whether additional local endorsements are required.
Portage County Recorder Office Address, Phone & Hours
Portage County Recorder’s Office
Recorder: Lori Calcei
Address:
Portage County Administration Building
4th Floor
449 S. Meridian Street
Ravenna, OH 44266
Phone: (330) 297-3553
Fax: (330) 297-7349
Copy request email:
PCREC.COPIES@PORTAGECO.COM
Published hours:
Monday–Friday, 8:00 AM–4:00 PM
Before Visiting the Fourth Floor
Call to verify:
- Whether the document is available online.
- How to request a certified copy.
- Current recording and copying charges.
- Accepted payment and mailing methods.
- Whether deed transfer approval is required first.
- Availability of older volumes or page images.
- Temporary closures and accessibility arrangements.
Helpful local detail: The Recorder is on the fourth floor of the Administration Building. The Auditor, which handles real estate conveyances, is on the fifth floor of the same building.
Official Recorder Website ↗Map shows the Portage County Administration Building. Confirm parking and building access details before a special trip.
Portage County Recorder vs. Auditor vs. Treasurer
| What You Need | Correct Office | Local Action |
|---|---|---|
| Recorded deed or mortgage | Recorder — 4th Floor | Search Cott eSearch or request a recorded copy. |
| Certified deed | Recorder — 4th Floor | Provide a recording reference and request certification. |
| Deed conveyance before recording | Auditor — 5th Floor | Check the property transfer and conveyance procedure. |
| Property owner or assessed value | Auditor | Use the official real estate property search. |
| Tax payment or property tax bill | Treasurer — 1st Floor | Contact the tax collection office. |
| Parcel or GIS map | GIS / Property Search | Use the county’s GIS viewer. |
| Legal title determination | Ohio attorney / title company | Obtain a full title examination. |
Why a Portage County Deed May Not Appear Online
Owner Name Produces No Results
- Try the prior owner or seller.
- Check the business or trust name.
- Use fewer name details if allowed.
- Try the opposite party role.
- Broaden the recording date range.
The Images Column Looks Wrong
Portage County specifically warns that some older volumes display an image count of one even for longer instruments. Email the Recorder’s copy desk for the correct page total.
No Results Using an Address
Use the Auditor’s real estate search first. Find the owner and parcel, then search by recorded party name in Cott eSearch. Modern street addresses are not always the primary deed index field.
An Older Record Has No Download
Save the book/page and document date. The indexed record may still be useful for requesting an archived copy. Ask staff about document access rather than assuming the deed was not recorded.
Your Next Step Depends on What You Found
You Found the Right Deed
Save the document reference, read the legal description and decide whether you need a regular image or certified copy.
The Auditor Owner Looks Different
Compare the latest deed recording with the Auditor’s ownership record. Ask the Auditor about parcel updates, but seek professional help if the discrepancy involves legal title.
You Need to Record a New Deed
Check legal drafting, notarization, Ohio formatting rules, Auditor conveyance processing and Recorder fees before submitting the original instrument.
You Found a Mortgage or Lien
Search for related releases and assignments. A single index result does not establish the current enforceability of a lien or the status of a loan.
Portage County Recorder Search, Fees and Filing Resources
1. Portage County Recorder’s Office
Official county page for office information, copy requests, recording fees and public records search.
- Select Recorder’s Record Search.
- Choose the required search method.
- Review recording references.
- Use Copy Request Procedure & Fees when ordering records.
2. Portage County Cott eSearch
Officially linked online name index for recorded instruments.
- Open Name Search.
- Enter the Last/Firm Name and any other useful search details.
- Apply available party or date criteria.
- Open the matching record and save its reference.
3. Portage County Auditor Real Estate Records
Property ownership, values, sales and conveyance procedure.
- Select Search Portage County Property Records.
- Locate the parcel using available criteria.
- Save owner and parcel information.
- Use the conveyance section if preparing a transfer.
4. Ohio Recorder Fee Law
Ohio Revised Code §317.32 — official recording fee requirements and surcharge authorization.
- Review the effective date of the statute.
- Read division (A)(1) for standard instruments.
- Check the document-preservation surcharge provision.
- Confirm final Portage County charges with the Recorder.
5. Portage County Electronic Recording
Official eRecording vendor information.
- Review the county-listed providers.
- Check the instrument type you need to submit.
- Confirm the vendor’s account and payment requirements.
- Verify any Auditor or other department endorsements first.
Portage County Recorder Search FAQs
1. Where can I search Portage County Ohio deeds online?
Use the Cott Systems eSearch linked from the Portage County Recorder’s official website. Its Name Search includes fields such as Last/Firm Name, First Name, Party and Date.
2. Who is the Portage County Recorder?
The official county website identifies Lori Calcei as Portage County Recorder. The office maintains recorded land documents and related indexes.
3. What is the Portage County Recorder office address?
The office is at 449 S. Meridian Street, Fourth Floor, Portage County Administration Building, Ravenna, Ohio 44266. Its telephone number is (330) 297-3553.
4. Can I search Portage County deeds by address?
Start with the Portage County Auditor’s real estate property search to identify the parcel and owner. Then use the Recorder’s name-based records system to locate the recorded deed.
5. How much does Portage County charge to record a deed?
For most standard Ohio instruments, the statutory recording fee is $34 for the first two pages plus $8 for each additional page. A preservation surcharge of up to $5 and other applicable charges may change the final total. Confirm the current amount with Portage County.
6. How do I order a certified Portage County deed copy?
Save the document number or book/page, then contact the Recorder at (330) 297-3553 or PCREC.COPIES@PORTAGECO.COM. Specify that you need a certified copy and ask staff to verify actual page count and fees.
7. Why does the Portage County search show only one image page?
The Recorder warns that some older indexed records default to a value of one in the Images column even when they contain additional pages. Contact the office for the correct total.
8. Does Portage County Recorder offer electronic recording?
Yes. The Recorder’s official eRecording page lists ePN Network, CSC and Simplifile as providers. Verify current provider requirements and any necessary conveyance approvals before submitting a document.
9. Does a deed have to pass through the Portage County Auditor first?
The Auditor’s official real estate page states that its department transfers deeds and other real-property transfer documents before recording. The exact conveyance form, endorsement and fee depend on the transaction.
10. Will Portage County Recorder staff perform a title search for me?
No. The Recorder says staff do not perform title searches, although they can assist with access to public records. For a complete ownership or lien examination, contact a qualified Ohio attorney or title professional.