Tip: If an address search fails, try the parcel/APN approach next.
Start here: Search county/state property records by address
OfficialPropertyRecords.org.
Getting to Know Property Records and Their Relevant Offices
Property records are vital for tasks like buying, selling, or refinancing real estate. These records are maintained by various county offices, so it’s important to know which office holds the specific information you need. Here’s a simple overview of four main offices and their responsibilities:
1. Assessor’s Office
This office estimates property values for taxation. It keeps records on property ownership and assessed values.
2. Recorder’s Office
The Recorder’s Office handles documents that prove ownership, including deeds, mortgages, and liens, ensuring they are recorded and publicly accessible.
3. Clerk’s Office
This office manages records like ordinances, contracts, and agendas, and may also store property-related documents related to local governance, such as zoning and land use approvals.
4. Geographic Information Systems (GIS) Office
The GIS Office provides mapping data and spatial details about properties. It often features online tools that visually represent property boundaries and ownership, essential for understanding property lines.
How to Search for Property Records: A Step-by-Step Guide
Searching for property records can feel overwhelming, especially if you don’t know where to begin. Follow these straightforward steps:
Step 1: Identify the Correct Office
Determine which office holds the specific records you need by referencing the list above.
Step 2: Gather Essential Information
Collect details like the property address, owner’s name, or the Parcel/APN number. Accurate information will help make your search easier.
Step 3: Access the County Website
Visit the official website of the appropriate county office. Most offices provide online access to public records. Look for sections titled “Property Records” or “Documents.”
Step 4: Utilize Online Search Tools
On the relevant webpage, find the search tool, which may appear as a search bar or dropdown menu. Input the information you’ve gathered, ensuring accuracy.
Step 5: Check the Search Results
Review the search results for the records you need. If nothing shows up, recheck your data for correct formatting and try alternative spellings or property names.
Step 6: Reach Out for Help if Needed
If you can’t find the records online, contact the appropriate office directly. Have your relevant information ready and ask for help in locating the records.
Tips for Navigating Different County Systems
Each county may have its own system for managing property records. Here are some helpful tips:
- Understand County Terminology: Different counties might use varied terms. For example, some may title property records as “Real Property,” while others use “Land Records.”
- Stay Updated: County websites often refresh their databases. Always refresh the page or check for any notices about server maintenance.
- Explore Alternative Access Options: If online systems are down, visit the office in person or call their support line for quick assistance.
- Make Use of GIS Maps: Many counties offer GIS mapping tools that allow users to visually explore parcels based on map data, assisting in verifying property lines.
Using Parcel/APN and GIS Maps
A Parcel Number (also called an Assessor’s Parcel Number or APN) uniquely identifies a property. Here’s how to use it:
Accessing GIS Maps
Visit the GIS section of your county office’s website. Follow these steps:
- Find the “GIS Maps” or “Mapping” option on the homepage.
- Enter the Parcel Number/APN to access specific property details.
- Browse the maps for important information about zoning, property dimensions, and neighboring properties.
Search by Address or Owner’s Name
If you don’t have the APN, try searching by property address or the owner’s name. Follow similar steps: go to the search page, input the necessary information, and review the results.
Common Challenges When Searching for Property Records
Many people face common issues that complicate the search for property records:
Formatting Problems
Ensure property addresses are entered correctly with accurate street names, numbers, and other components to avoid errors.
Records for Condominiums and Multi-Unit Complexes
Records for condominiums or multi-unit properties might be filed under a general name, making it tricky to identify specific units. Confirm whether you’re searching for the complex name or an individual unit.
Issues with Rural Routes and Unnumbered Roads
Properties on rural routes may lack standard street addresses. When this happens, use the APN or contact the county office for more guidance.
Frequently Asked Questions (FAQ)
1. What if I can’t find a property record online?
If you’re having trouble locating a record, reach out to the appropriate county office for assistance.
2. How can I get a copy of a property record?
You can request a property record copy through the relevant county office, either online, via mail, or in person, based on their policy.
3. Are all property records available to the public?
Most property records are public; however, certain sensitive information may be withheld.
4. What if the names on the property record are different from mine?
This might indicate recent changes in ownership. You may need to check the property’s history through the appropriate channels.
5. Can I access records from multiple counties at the same time?
Every county maintains its own records, so you’ll need to search each county’s system separately for properties in different areas.
Conclusion
Finding missing property records can be challenging, but by learning which offices hold which records and following a clear search strategy, you can effectively troubleshoot and resolve most issues. Using GIS maps, being aware of common challenges, and understanding how to navigate various county systems are key to successfully obtaining the information you need. By staying informed and proactive, you can make your search much easier and locate the relevant property records.
If records don’t show up
- Try abbreviations (St vs Street) and remove punctuation.
- For condos, confirm unit format (Unit 4 vs #4).
- Rural addresses often require parcel-based searching.
Run a lookup: Property records search