Wednesday, September 16, 2015

Doxpop welcomes the Daviess County Recorder!

Today we welcome Daviess County to our family of Recorder Partners!

Daviess County provides both images and index information from January 1997 forward via Doxpop. In addition, Jamie Chapman and her staff are hard at work on a back-scanning and indexing project that will provide even more history in the near future.

Access to the index information is available in low volumes for free, and via paid subscriptions at higher volume for commercial users. Access to image copies requires payment of a modest copy fee, most of which is passed along to the County for use in the Recorder's document perpetuation fund.

Daviess County Recorded Documents are available at

In addition property owners in Daviess County may now use the Doxpop property watch service to keep an eye on documents filed that reference their parcels or name. This service is a tool that may be used to detect and in most cases, prevent property fraud. This service may be accessed at no cost through

Daviess County joins 35 other Indiana Counties in providing public access via Doxpop. In addition, Court records from Daviess County are already available via Doxpop, thus providing a common portal for research.

The Daviess County Recorder, Jamie Chapman, is providing these services via Doxpop at no cost to the county.

Please join us in welcoming Daviess County!

Thursday, September 3, 2015

Introducing Simple Search for party names.

Have you ever had trouble locating cases with an unusual party name? 

For example:
  • "The unknown heirs of Jimmy Hoffa, assumed deceased"
  • "Dr. Charles Smith-Baker-Fielding the Third, Esquire"
  • "DBA John Smith"

Doxpop just solved this problem with our Simple Search for parties. You'll find it on our court Advanced Search page. Here's how it makes searching easier:

Names occuring anywhere in the party field are easily found. Just enter a list of names or words, and we'll search for party names that include all of the names or words you've typed in any position.

Nicknames are checked also. Because this search is primarily based on names, we've also enhanced it to include variations on names. For instance, searching for Betty, Liza, or Beth will also return cases involving Elizabeth. (If you don't want to check for nicknames, just put the name in "quotes" to look for an exact match.)

You can search for words too. Looking for an a probate case? You can include words like heirs or estate and if those words appear in the party information, we'll use it to narrow down your search.

Note: Because wildcards don't play well with these nickname groups, we don't allow wildcards in the Simple Search. But don't worry! The current search using wildcards remains available for when that approach makes sense.

Here are a few examples of how this works:

To find The unknown heirs and assignees of Jimmy Hoffa, assumed deceased, you could type James Hoffa, click on the "Simple Search" check box, and hit the search button. Doxpop will then look for cases where both James and Hoffa occur anywhere within the party name field, and as an added bonus, we'll also look for Jim, Jimmy, Jamie and any other common nickname or variant spelling for James

If you wanted to narrow the search down because you're looking specifically for the deceased Jimmy Hoffa, you could also include the word deceased

The order also doesn't matter, so you could start with a wide search and then keep appending names or words in any order to narrow down results. For instance,  you might search for hoffa and get too many results. Narrowing to hoffa james will reduce the number of results, but if that's still too much, you could go with hoffa james deceased to focus very narrowly. 

To find Dr. Charles Smith-Baker-Fielding the Third, Esquire, you can select Simple Search and use any of the following word combinations in the search box:
  • charles baker fielding
  • charlie baker the third
  • chuck  fielding esquire
  • smith baker fielding charles
There are in fact hundreds of different name/word combinations you could use to find this person, but the basic concept is to include all of the words or names you think will be in the party name in any order. The more words/names you add, the more it will narrow the result.

To find DBA john smith, you could just search for john smith with the open-text option checked. It no longer matters if there are extra words in in front of the name you are searching for, or if the clerk has used the First Name Last Name format instead of Last Name, First Name. Of course, there are quite a few john smiths out there, so it's now easy to just tack DBA onto your search to narrow the focus.

That's the quick introduction. You'll find this option in the "Advanced Search" portion of our court system. Please give the Simple Search a try and let us know how you like it by sending feedback to

Are there additional features you'd like to see? Please let us know- your feedback is important to us. 

Monday, August 10, 2015

The Plat Thickens

Today, (8/10/15) Doxpop is releasing a update to our software that turns plats and other oversized documents into PDF files for viewing and download. This new version addresses some scaling issues that users recently reported when viewing larger documents.

From now on, all large document images will be rendered as PDF files in their original size.

The good news is that this means you'll get the highest resolution available, with no more weird margins.

On the more challenging side, it means that when you print one of  these documents, you'll have to either scale the image down to fit the paper in your printer (usually with a "fit to page" checkbox) or it will print "tiles" that you'll then have to tape together for a full-sized image.

You'll need to play with the print settings in your PDF viewer to get this just right, but since you are a Doxpop user, we know you're smart enough to figure it out.

We are also happy to help you with this over the phone, because even smart people have bad days. Call 866-369-7671 during working hours for help.

Note to Firefox users:

While testing this enhancement, we noticed that although the default PDF viewers for Internet Explorer and Chrome work fine with their default settings for large documents,  the default Firefox viewer makes a mess of them.

If you are having problems viewing or printing large documents in Firefox, here's how to solve the problem:

  1. Make sure you have the most current version of Adobe Reader installed. You can download it here at no cost:
  2. Open Firefox. Click the menu button New Fx Menu and then choose Preferences (this may be called Options in older versions).
  3. Select Portable Document Format (PDF) in the left side of the list by clicking on it.
  4. Click on the drop-down arrow in the Action column for the above entry and select Adobe Reader.

Monday, August 3, 2015

Monroe Document Images Back to Normal

Last week, the Monroe Recorder's office completed the restoration of images on their local indexing system, and over the weekend Doxpop synchronized with their system.

The Monroe Recorder will be working to confirm the integrity of their files over the next few days, and may make small adjustments, but at this point their system is essentially back to normal and Doxpop's mirror is current.

If you were unable to obtain a document copy last week and lost some of your allotted searches due to the problem, please call us with details. We'll make sure you aren't charged for fruitless searches and help you obtain the document now that it has been restored.

Thanks to all for your patience!

Tuesday, July 28, 2015

Update on Monroe County Recorded Document Images

Over the weekend and the past couple of days, we've been restoring our set of document images for Monroe County and lending a hand to the County Tech Services folks as they do a similar restore on their end.

At this point,  we have got Monroe's document images restored on our system up to Monday, 7/20. The index information was never compromised, and it remains current and accurate.

This means you can use Doxpop to retrieve images for documents filed prior to last week, but for documents filed during the last week, you'll have to go to the recorder's office.

We expect that sometime tomorrow (7/29), the county will complete their restoration process and the following day, we will turn on the process that synchronizes both systems, returning Monroe completely to normal on our system.

Friday, July 24, 2015

So what's going on with the Monroe Recorder's document images?

Folks who use our service for Monroe County recorded documents have probably noticed that document images are currently unavailable from 2013 forward.

That's because last weekend (7/18) Monroe County's image storage drives failed. They are currently working on restoring those images, and we expect them back on Monday (7/27). Our original estimate was that this would happen sometime on Thursday, but it got complicated... Apologies for that incorrect prediction!

In the meantime, the good news is that the index information is unaffected by this outage. So you won't miss any documents when you do a search... You'll just have to wait a few days to get a copy of the images.

If you want more details, give us a call (866-369-7671) or email (

Tuesday, June 23, 2015

Gibson and Fountain Counties move to different case tracking system. Doxpop users unaffected.

Over the last weekend, the Courts in Gibson County moved to the Odyssey case tracking system, thus moving their data storage and administration to Indianapolis. About three weeks earlier, Fountain County made a similar move.

This move does not significantly affect Doxpop users because Doxpop buys access from the State Court Administration to a real-time feed of court data from the Odyssey system. Our customers' access to court information will not be interrupted during the transition for either county.

A few of the services we provide will look odd during the transition, because there will be a short period when both the old data and the new data are available. In particular:
  • If you use the personal calendar feature to keep track of hearings connected to your Bar ID, you will see two colors for each County on your calendar. Every event will be available, but the older cases will have a different color from the newer cases. When we complete the merge process, these will go back to being a single color.
  • When you look at our "County Details Page", you will find two entries for each court until the merge is complete.
  • When you are doing searches, you will find two entries for some cases. This is because while we are loading the information from Odyssey, we will also be maintaining the old data until the operation is complete to ensure you don't miss anything. When you see two case entries, please look at both to ensure you have the most current information.
  • If you use any of our "watch" services to keep an eye on cases or people of interest, we will be moving those watches over so they point to the cases and people that are a part of the Odyssey data feed. We run a process to convert these twice each day, but it is possible for notification of events to slip through the cracks between conversion runs so you may want to periodically do a manual check between now and July 5th. After the 5th, we'll be back to normal.
Finally, one deficiency in the Odyssey system is that financial information is not exported in their data feed, so that detail will not be available after the transition. We regularly ask that the Court Administration add this to the data feed, but so far, we are told that it is not allowed because the clerks using the Odyssey system have requested that they not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell the State Court Administration differently so we can get the information back online.

As always, we are available to answer any questions in person, so don't hesitate to call support at 866-369-7671 if you have any questions.