Functions

The office functions break down into primarily the following:

GENERAL INDEX

This is an abstract of deeds, deeds of trust and miscellaneous documents that are entered by all parties under both a grantor grantee system.  It is maintained for reference back to 1821.  Date, type of instrument, book and page and description are listed.  Access to computerized real estate records starts in August 1986.

UNIFORM COMMERCIAL CODE (UCC)

UCC filings are centralized at the Secretary of State’s office.  Fixture filings remain at the County level in the real estate records.

MARRIAGE LICENSE

Applications are indexed by both applicants’ names.  Both the application and the license are stored giving the names, residence, age, and other information of the parties.  A monthly report is sent to the Bureau of Vital Records containing information from the marriage application.  Access to computerized marriage indexes starts in 1821.

TAX LIEN (STATE & FEDERAL LIENS)

These are indexed by taxpayer name.  The index provides the taxpayer name, address, type of tax lien, and amount of the tax lien.  Access to computerized tax lien records start in 2000.

MILITARY DISCHARGES

This is an index to military discharges in Cole County giving name, address, service branch, discharge date and recorded book and page numbers.  It also lists some biographical information.  These records are closed and may only be obtained by authorized parties. (RSMo 59.480)

AFFIDAVITS AND PATENTS

 This index is arranged alphabetically giving the names, date, description and location.

 It correlates to the original patent entry book in the early 1800’s.

COLE COUNTY SURVEYORS RECORDS

Record of all surveys are kept in the Recorder’s Office for preservation.  A copy of any plat of survey is available to any person for the required fee. (RSMo 60)

FEES

All fees for recording documents are set by law and all monies collected are turned over to the Cole County Treasurer daily with the exception of special fees collected and forwarded directly to the state each month. (RSMo 59)

REPORTS

A monthly report of all fees collected is given to the Cole County Auditor.  A copy is also furnished to the Cole County Treasurer.  A yearly statement is made with the Cole County Commission.

COPIES TO ASSESSOR

Copies of all property transfer deeds are furnished to the Cole County Assessor as a basis of the tax assessment system.