Wednesday, February 25, 2015

Welcome, Clark County Recorder's Office!

This week we are welcoming Zach Payne and his staff to our family of Recorder's Offices using Doxpop to provide public access.

Zach is new to the Recorder's office, and he's gotten off to a great start. In the first few months, Zach has enabled credit card payments in his office, added on-line access through Doxpop, added Doxpop's property watch service, and he is now working on electronic filing. Zach is moving the office into the 21st century in his first few months. (We're eager to see what he has planned for the second half of the year!)

All of these new services have been added without cost to the citizens of Clark County.

Both the index and images available for Clark County are complete from  November 1999 forward. You will also find most deed records prior to 11/99, but we can't claim complete records for earlier dates.

Access to the document index is available for free at a low-volume rate for the typical person seeking information about his or her own records, and for professionals needing higher volumes, a fee-based subscription service is available. Copy fees vary from $2 to $1 per page, depending on search volume. Go to to try out the new service.

In addition to  the interactive search service, the Recorder's office now also offers a property watch service at to help prevent identity theft and property fraud. This service costs nothing and allows Clark County residents to set a "watch" for any documents filed at the Recorder's office that reference their name or real property.

In addition to information from the Clark County Recorder, the Doxpop web site  offers access to information from 33 other Indiana recorders and court case information from 88 Indiana counties.

Welcome aboard!

Monday, January 26, 2015

Congratulations to the Whitewater Valley Pro Bono Commission

For the past few years, Doxpop has participated in the fundraising efforts of the Whitewater Valley Pro Bono Commission by providing up to $5,000 in matching funds to encourage our local community members to donate to the Commission. This year, the Wayne County community made us proud by making over $11,000 in donations during the Commission's fundraising drive in December.

Kudos to the many people who stepped up to meet the needs of those in our community who cannot afford to pay for legal representation in civil matters.

The Whitewater Valley Pro Bono Commission is a privately funded group that fills a gap in the State-funded pro bono districts. Currently, the Indiana Pro Bono Commission divides the State into 12 districts that receive a combination of public funds and IOLTA funds from the Bar Association.

Unfortunately, Wayne County falls in the northernmost end of "District J", which is served by an office located in Lawrenceburg. This is a drive of 60 miles for the typical Wayne County resident. We believe it is unlikely that a person who cannot afford to hire legal counsel will also be able to take time from his or her job and drive for an hour to seek help. Hence the need for this locally-focused legal service organization to fill the gap.

No mention of pro bono work in Wayne County would be complete without a moment to remember and appreciate Robert Maley, who for decades led our local community's effort to serve those who could not afford to hire counsel. Robert Maley's legacy continues to inspire many, including us here at Doxpop.

Monday, January 12, 2015

Hendricks County Recorded Documents back to normal.

In our last post, we detailed the problem we were having with Hendricks County Recorded Documents last week.

We are happy to announce that the problem was completely resolved a little before midnight on Friday, January 9th.

What that means for our users is that if you did a search for Hendricks County documents based on a tract (tubdivision) in a legal description on January 7th, 8th, or 9th, that search may have missed some documents and you should re-run it now to make sure you didn't miss anything.

If anyone did such a search during that period, please let us know so that we can make sure you aren't billed for your extra searches.

Apologies to anyone who was inconvenienced by this problem!

Questions? Give us a call at 866-369-7671, or eMail and we'll be happy to discuss any questions or concerns.

Friday, January 9, 2015

Details on the problems with Hendricks County Recorded Documents

Doxpop is currently working to repair a problem with Hendricks County Recorded Documents on our system. In brief, an large update received from the county just before midnight on January 6th contained changes to tract names for over 200,000 documents that we were not able to load.

Fortunately, all recorded documents still appeared in any search result that was not based on a tract name. However, any search done using a tract name on or after January 7th may have returned incomplete results, and should be run again after we have fixed the problem.

We are currently testing a solution for the problem and expect to deploy the fix over the weekend. When this is complete, we'll post a second notice to give you the "all clear".

If anyone has to do extra searches because of this problem, please let us know and we'll add an equal number of free searches to your account. Our apologies for this serious inconvenience!

Note: Court Records are unaffected by this problem. The issue is limited to documents filed with the Recorder's office.

Wednesday, January 7, 2015

Dearborn County Court Records Now Available on Doxpop

Over the Holidays, Doxpop pulled out our coverage map and had the fun of coloring in our last county in the Eastern half of Indiana!

Doxpop Indiana Court Coverage MaP

Please join us in welcoming the Dearborn County Courts to our Court Record Public Access Service! The on-line court records now available for Dearborn County stretch back to January of 1991. State Tax Warrants are also available from May 2006 forward.

Rick Probst, Clerk of Dearborn County worked with Doxpop to make this service available to the public without any use of public funding at the County or State level. The service is supported solely by subscription fees collected from professional users of the system, and the revenue from professional users allows Doxpop to provide free access to the general public.

In addition to Court Records, Doxpop also provides access to Recorded Documents in Dearborn and all surrounding counties on the Indiana side.

Friday, December 19, 2014

Are Doxpop Recorders protected from unauthorized access to documents?

We have been reading with interest The Indiana Law Blog's coverage of the Federal cases involving several Indiana Recorders and LPS Real Estate Data Solutions (now Black Knight Financial Services.)

In brief, at least two Recorders and Fidlar Technologies, the company that supplies indexing software and remote access services to the affected Recorders, are suing LPS for failing to pay copy fees per their agreement with the Recorders. (Details in ILB posts from: Dec 10th, Dec 16th, and Dec 18th.)

This is a big deal for Indiana Recorders. Indiana statutes require that Recorders collect a $1/page fee when they supply a copy of a document to the public. Recorders depend on this revenue to fund part of their office, thereby reducing local tax burdens. The statutes also forbid recipients of copies from re-selling them, thus preserving the income stream for the Recorders. That means Recorders must keep a tight rein on access, so they take a dim view of those who don't follow the rules or take care to protect their income.

Doxpop provides an online access service very similar to Fidlar's for 33 Indiana Recorders. Fidlar's business is similar enough to ours that we become alarmed when someone abuses them. We could be the next target, so we take this seriously. Although we think we've got a better approach to security, we are also keenly aware that nobody is perfect. The rest of this post explains why we are not vulnerable to the specific exploit LPS used, but please don't take it as an assertion that our security is perfect. The most important security tool is humility.

Several of the Recorders Doxpop partners with have asked us to look over the lawsuit and make sure they are not at risk for the same method of stealing through our service. The short answer is No, they are not at risk.

There are two reasons:
  • First, there is protection in our system architecture. Based on the statements in the lawsuit, it appears that LPS was supplied with software that counted the number of copies on the LPS end of the Internet connection, and then reported back the totals. Fidlar alleges that LPS mimicked that program's Internet requests to retrieve thousands of documents without reporting the transactions. Doxpop takes a different approach. We count the copies as they leave the server on our end of the connection. It's like the difference between the electric company reading a meter on the outside of a house themselves or putting the meter inside the house & asking the customer to report the readings. We keep the metering on our side of the wall.
  • Second, there is legal protection. Doxpop executes a contract with each Recorder we work with that makes us responsible for paying all copy fees for documents obtained through our service. If this had happened to one of our partner Recorders, we'd have paid the Recorder in full for all fees due, and it would be up to us to go after LPS for our losses. This is a simple fix that every county should consider implementing immediately. A good vendor should be willing to protect their local government partners from loss. (That's also what keeps us watchful; We'll be the losers if we screw up.)

Nobody knows what the next exploit might be, but we believe this two-pronged approach of taking care to prevent breaches and then additionally taking responsibility ourselves if a breach occurs is the right way to protect the public officials we work with from whatever the future holds.

Monday, December 8, 2014

Johnson County Converts to Odyssey- Your Doxpop Access is Unaffected.

Over the last weekend (December 6-7), the Courts in Johnson County converted to the Odyssey case tracking system, this means their Case Management System is now administered by JTAC and all data stored in Indianapolis.

This move does not affect Doxpop users because Doxpop buys access to a real-time feed of court data from the Odyssey system from the Division of State Court Administration. Your access to Johnson court information through Doxpop will not be interrupted during this transition.

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 Johnson 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 every hour, 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 January 12th. After the 12th, we'll be back to normal.
Tax warrants are not stored on the Odyssey system, and thus from this point forward, if you are seeking tax warrants, you will need to either find those by visiting the clerk's office or by subscribing to an on-line service offered by the State Court Administration.

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 JTAC 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 JTAC not make that information available to us. If this information is important to you, please encourage the clerks you work with to tell JTAC 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.