Clark County Recorded Documents Leaving Doxpop

The Clark County Recorder's Office is changing their document management and indexing system on June 1st 2025. This new system is not part of the Doxpop network, and so Clark County's documents and property watch services will no longer be available via Doxpop after this transition is completed. 

When the transition is complete, Clark County recorded documents will be available online for low volume users through the Tapestry system at https://www.landrecords.com. High volume users can inquire about additional services designed to serve professional researchers by calling the Recorder's Office at (812) 285-6235 during their normal operating hours of 8:30 AM - 4:30 PM EDT, Monday through Friday.

Doxpop Property Watch alerts will also halt when Doxpop stops receiving updates from Clark County on June 1st. We will email all current users with instructions for setting up new alerts at that time.

Note: We will keep Clark County on our system until July 15th to insure that the new system is working well and the transition is complete before we shut down access through Doxpop. However, it is important to remember that any documents filed on or after 6/1/2025 will not be found on Doxpop.

Please join us in thanking Clark County and their staff for many years of partnership and public service!

Subscription Price Increase

On July 1st, 2025, Doxpop will increase our subscription prices by 25%.

Our last price increase was in June of 2008, so after 18 years with no increases, it's time.

The exact amounts for each level will vary slightly, because we are rounding the numbers. However, for budgeting impact purposes, 25% is essentially accurate. Here are the actual amounts:

What won't change on July 1:

• Copy fees for Recorded Document images.
• The low-volume free searching accounts designed for use by non-professionals. (Still free!)
• Bulk E-Filing fees.

The way we'll roll this out is that on your first renewal following July 1st, we'll apply the new rate. That means most of you will see the increase during the month of July. Anyone who signed up for a year in advance won't see the increase until their next annual renewal. There are also a few government accounts that will remain locked in through the end of their current fiscal year.

We will increase the Court Record API fee at the same time. This won't affect people with a basic subscription to the web site, and we will be contacting all of the API users during the next month to notify them individually.

We hope you'll agree that after holding steady for 18 years, during which the US cumulative inflation rate has been 49%, this increase is reasonable. As always, feel free to get in touch to let us know if you have any concerns. You can reach us via support@doxpop.com or by calling 866-269-7671

Changes to the Recorded Document preview system.

Today we are releasing a change to the recorded document preview system.

We have found that the free search accounts that we supply for the use of non-professional users are often abused by people who copy the pieces of a document from the "slot" viewing system and then paste them together to avoid paying the document copy fee. To prevent this, the free accounts will no longer be able to see the entire document in the previewer, and will be limited to half of each page.

In order to see the entire page in preview, you'll have to upgrade to one of the paid searching levels. At those levels, we've now made the viewing pane a little larger to make it easier for professional users to ensure that they have found the correct document before purchasing it. This also makes it easier for people who only need to view information without purchasing a copy.

In both cases, the preview image retains a watermark, but a properly purchased copy will not be watermarked.

The free searching accounts have always been intended primarily to serve non-professional users such as a land owner who just needs to look up a few documents related to their own property. We remain committed to providing the searching service at no cost for these users as a community service. However, we are required to charge the copy fee for all documents on behalf of the Recorder(Indiana) or Register of Deeds (Michigan), and must cover credit card fees, so the copy fee at that level is $2/page.

If you are having trouble deciding whether you have located the correct document before purchasing, please just give us a call, and we'll help. We have been forced by bad actors to obscure half of every page, but that doesn't mean we are any less committed to helping the people who are following the rules. 

You can reach our support staff from 8 AM - 6 PM Eastern time at 866-369-7671, or email us any time at support@doxpop.com. After-hours emails will get a response as quickly as we can manage on the morning of the following workday.

Beware of malicious emails masquerading as messages from the Indiana Courts via GovDelivery.

We received the following notice from the Indiana Supreme Court today, and are reposting it here to make sure all of our customers see it:

We are aware of a malicious email and/or text message being circulated from Indiana state agency GovDelivery accounts, including the Indiana Courts account. We no longer use GovDelivery to send email and texts. The message contains a hyperlink that is malicious in nature; do not click it.

The Indiana Office of Technology is also aware of the issue. Phishing, spoofing, and other forms of electronic crime are common and require us to remain vigilant. Get more information from FBI.gov.

To reiterate the most important part of the message above, if you receive any messages from "GovDelivery" purporting to be from the Indiana Courts or any other Indiana State office, Do not click on any links in those messages or open any attachments. 

Text (SMS) notifications are now available for Doxpop Property Watch!

Real estate fraud, which used to be an extremely rare occurrence, has been on the rise recently. Doxpop's Property Watch service provides notification of any document filed in your county Recorder's or Register of Deeds' office affecting you or your property. Property Watch is a free tool you can use to detect this first step in fraud immediately. While there is no way to prevent the filing of a fraudulent document, immediate detection will allow you to take action to prevent the next step, which is where the actual theft occurs by using the fraudulent document to "sell" the property or obtain a loan using it as collateral.

Doxpop has offered our email-based Property Watch Service for our partner counties since 2010. Recently, we've been asked to allow subscribers to opt for text notifications instead of, or in addition to the email notices.

We are proud to announce that our long anticipated Text (SMS) notification service, is now available. 

What you need to know:

• If you have an existing Property Watch subscription and don't want to add text notification, you don't have to do anything. Your existing watch will continue to protect you.

• If you have an existing Property Watch subscription and do want to add text notifications, you can just add a new subscription, opting for text notification. If you also want to unsubscribe from the old "email-only" watch, that's easy to do, but not necessary. 

To add a new watch, just go straight to https://watch.doxpop.com and follow the instructions.

If you want to cancel your existing watch, go to https://watch.doxpop.com/property/unsubscribe. Enter the email address you used to sign up, and click on "unsubscribe" and follow the instructions to verify your intent. 

A few hints to make setting up your watch easier:

• When you enter your name, in most cases it's best to leave out your middle initial/name. This is because we want to catch any document filed that references you, even if it doesn't include the middle name. If you omit that portion, we'll search for matching first & last names both with and without the middle initial/name, so you are covered more completely.  
• We locate your property by showing you a list of deeds that match the name you entered. This list may include old deeds as well, because there is no completely reliable way for a computer to determine that you no longer have an interest in a parcel. Just select the deeds for the property(s) you currently own.
• If no deeds are listed, it may be because your name is mis-spelled, or your deed(s) may be old enough to not be on the computer system. If this happens, please carefully check the spelling of your name, and if that doesn't solve the problem, give us a call. (866) 369-7671
• All deeds have a legal description. A few will also have a street address. Since many people don't know their legal description, we provide the street address, if it is available, and the date of the deed along with the person you bought it from to help you identify your property. (If you're unsure which parcels to check, just give us a call, and we'll help.)

We are excited to provide this new option for our partner counties and their citizens! Please don't hesitate to call for help if you find any part of the process is confusing. We can't do the signup work for you, but we'll be happy to be right there with you on the phone to help while you sign up. You can reach our support staff by calling 866-369-7671 during regular working hours (Monday- Friday 8 AM-6 PM Eastern time, excluding holidays.)

Hamilton County Recorded Documents leaving Doxpop

The Hamilton County Recorder's Office will be changing their document management and indexing system on May 1st 2025. This new system is not part of the Doxpop network, and so Hamilton County's documents and property watch services will no longer be available via Doxpop after this transition is completed. 

When the transition is complete, Hamilton County recorded documents will be available online for low volume users through the Tapestry system at https://www.landrecords.com. High volume users can inquire about additional services designed to serve professional researchers by calling the Recorder's Office at (317) 776-9717 during their normal operating hours of 8:00 AM - 4:30 PM, Monday through Friday.

Doxpop Property Watch alerts will also halt when Doxpop stops receiving updates from Hamilton County on May 1st. We will email all current users with instructions for setting up new alerts at that time.

Note: We will keep Hamilton County on our system until June 15th to insure that the new system is working well and the transition is complete before we shut down access through Doxpop. However, it is important to remember that any documents filed on or after 5/1/2025 will not be found on Doxpop.

Please join us in thanking Hamilton County and their staff for many years of partnership and public service!

Addressing Issues with Submitting Documents

Occasionally when submitting a new case or subsequent filing on an existing case, you may run into the issue that the lead document, and more often attachments, are in a format that the courts can not or will not accept, causing your filing to be rejected. These rejections often provide little to no information as to why the document may have been rejected or failed.

Though there can be a number of things that could cause this, one of the more common issues we run into, is the formatting of the documents. The Indiana Court System is a bit particular in regards to what type of documents it will accept: 

* 50MB is the size limit of any individual document.

* 75MB is the total size allowed for the entire envelope.

* The maximum number of pages can not exceed 250 pages.

* Some fonts are not acceptable within the PDF document. (See examples below.)

Since getting a filing rejected may seem a bit arbitrary, and often the rejection message can lack the exact cause of it not being accepted, we wanted to provide a few points and tips to make this process go smoothly, at least in relation to the documents and attachments that you include in your filings.

#1 A good general rule of thumb is: If you (the submitter) did not create the lead or supporting documents in your filing, then you'll likely benefit from using a “Print to PDF function” to recreate the document(s) before submitting them. This process will often increase the size of the document, but helps by rendering unusual fonts as an image.

This is easily done by selecting the document(s), choosing the “print” option that should be available in the PDF viewing software you are using or familiar with, but instead of printing to a printer, use the drop down to select “Print to PDF”. This will create a “copy” of the original document, which you can then attach to your filing. Doing this will often fix any potential issues with the actual document, especially if you have run into the rejection wall, but are not sure why.

In general, this technique is used for attachments, since those are documents created by others, and hence must be rendered exactly, even if they include fonts unacceptable to the courts. On the other hand, lead documents will almost always be your own work, so in that case, you should just use the correct fonts (see below.) This technique can be used to fix up depositions that are created by specialized software using unusual fonts. 

#2 The Indiana Court System will only accept certain fonts in submitted documents. If  your document(s) do not use one of the fonts listed below, your documents may not be accepted:

Arial

Baskerville

Book Antiqua

Bookman

Bookman Old Style

Century

Century Schoolbook

Calisto MT

CG Times

Garamond

Georgia

New Baskerville

New Century Schoolbook

Palatino

Times New Roman

#3 Lastly, the Indiana Court System has published an E-filing guide which can be very helpful in ensuring your filings will be accepted. The E-Filing Guide provides a detailed explanation of the types and formats of documents that are allowed (and prohibited) to be submitted.  Please see pages 21 - 24 at the link below:

https://www.in.gov/courts/files/efiling-user-guide.pdf

The guide also provides instructions, if you need to submit something to the court that cannot be converted to PDF format.