County recorder seeks $50,000 for book preservation, urges residents to sign up for deed-notification service

Cole County Recorder Judy told the commission on Dec. 3 that the recorder's office has seen an uptick in people signing up for its deed-notification service and is pushing preservation work on old records.

"It is a real thing," Judy said when asked about deed-fraud recorded in larger cities; she described a notification that lists the recorded deed, date and time and said the office helps citizens who contact it but cannot prevent fraudulent filings on its own.

Judy outlined projected preservation work for 2026 and requested roughly $50,000 from the recorder's fund to finish scanning and book preservation projects that she said are important for genealogy, easement searches and legal needs. Staff noted the recorder's fund beginning balance and explained the accounting for a larger book-and-record preservation line; Judy said that a part-time employee funded from the recorder's fund adds about $24,000 annually to project costs.

She also described software and vendor work to improve notifications but said the current system requires email for sign-up and the office is working to make notifications available by phone as well.

Commissioners thanked the recorder and asked staff to provide any necessary budget adjustments within the broader line-item review next week.