Madison County, OH Makes 200+ Years of Land Records Searchable Online and Meets State eRecording Deadline

The Madison County Recorder’s Office has watched land recording evolve from darkroom imaging and week-long document holds to same-day turnaround, a shift County Recorder Rachel Fisher has seen firsthand across nearly 30 years in the office. The latest step in that evolution came as the County prepared to modernize its land records technology while meeting a new state requirement.

Ohio Senate Bill 94 required all 88 counties to digitize recorded documents dating back to 1980 and provide an option for electronic recording of real estate transactions by June 30, 2026. The County used the deadline as an opportunity to bring transfer-document eRecording online as part of its move to Neumo Land Records.

With the new platform in place, the three-person Recorder’s Office now receives about 80% of documents electronically, gives submitters faster access to recorded documents, and provides online access to more than 200 years of land records.

Ohio’s new eRecording requirement gave Madison County a clear timeline for modernizing its land records operations. The County had already been accepting electronic recordings for about 18 months, but transfer documents had not yet been added. Rather than implement that capability separately and then undertake another technology transition, the County planned the two changes together.

For a three-person Recorder’s Office, the project also had to move forward without disrupting the daily work of recording documents, assisting the public, and maintaining the County’s historical records. The project required coordination across County leadership, the Recorder’s Office, and the technology team while keeping the June 30, 2026, deadline in view.

The move was also a chance to tighten quality control. On the previous system, nothing in the software required a second look at a recorded document before it became part of the public record.

The Recorder’s Office moved to Neumo Land Records as part of its ongoing technology modernization, bringing the new platform online while adding transfer-document eRecording at the same time. The office went live in June, ahead of the state’s June 30 requirement. Weekly meetings kept the project moving, with contract items, the commissioners’ memorandum of understanding, configuration, and assignments tracked throughout implementation.

The move also gave Madison County a stronger foundation for keeping pace with Ohio’s evolving digital requirements. As one of many Ohio counties using the Neumo platform, the County is now part of a larger community of recorders using the same technology—something Fisher said gives her greater confidence about staying current with future requirements.

The new platform streamlined the day-to-day recording workflow. Electronic submissions arrive already scanned and are returned to submitters immediately, eliminating a step and reducing wear on the office’s equipment. Counter submissions can be reviewed, recorded, and returned in as little as five minutes. The system also incorporates a second-person verification step into the workflow rather than relying on staff to remember to double-check completed documents.

The modernization expanded public access as well. Madison County’s public search site now provides access to its historical archive alongside current filings.

Two months after go-live, the changes show up in three places: how documents arrive, how quickly the public can reach them, and how they are checked.

Electronic Submissions Now the Default

Roughly 80% of documents arrived through eRecording in the first two months, including the transfer documents added at go-live. Incoming mail has dropped to around two pieces in a typical week, with a few courier deliveries alongside it. Submitters receive the recorded document back instantly rather than waiting on mail, and the vetting built into electronic submission has made the process feel more secure than a document handed over the counter.

200+ Years of Records Available Online

Madison County’s historical archive now includes deed images dating to 1810, with indexing available back to 1920. Genealogy researchers and others working from out of state can access those records online rather than calling the office to search older books by hand, which Fisher said was difficult to manage alongside day-to-day recording work.

Current filings are also available quickly. Documents recorded today can be accessed the same day, giving title searchers and others timely access when they need proof of recording for a closing or other transaction.

The transition has also been easy for frequent users. Since many Ohio counties use the same platform, title searchers were already familiar with the search experience, and Fisher said the office received no questions about how to use the new site. Fisher even fielded a couple of calls after launch—not complaints, but thank-yous for making the switch.

Verification Built Into the Workflow

Previously, verification was a manual practice rather than a required step, and a document was occasionally left unscanned. Verification is now built into the workflow: each document moves from a red X to a green check mark once it has been reviewed, and recording and verification are assigned to different people.

Every document now passes a second set of eyes before it reaches the public record. Fisher expects that built-in verification will lead to fewer mistakes and better quality assurance, with the second review incorporated into the workflow rather than left to memory.

With the land records modernization complete, the Recorder’s Office is looking ahead to integrated credit card payments, which will make it easier for customers to pay in the office once the capability is available. They are also working to increase awareness and enrollment in their property fraud alert program.

For a three-person office, staying current with technology is an ongoing priority. With Neumo Land Records in place, Madison County has a modern foundation for continuing to improve how it records, protects, and provides access to public records.