Spencer County Clerk

Lynn Hesselbrock

RECORDS – Legal and Land

eCCLIX record search

The Legal Records Department is responsible for legal documents which are filed as public record. At the courthouse, most documents are maintained from 1795 to present. Document indexes are available for most document types back to 1880 with few exceptions. Document images are available online for most instrument filings from January 1795 to current date.

Most online real estate records found in the database include: deeds, name changes, mechanics liens, mortgages, powers of attorney, wills, corporations, tax liens, military discharges, trademarks, assignments, releases, marriages, and delinquent property taxes.

Filing fees and document particulars for the most frequently filed documents are available online.

Access to eCCLIX© record indices and document images is available for viewing from this web site. An account and password must be assigned to you by by SMI, the Website Administrator.  Access fees are charged for utilizing the data and images. See the HELP topics for additional information.

NOTE: All public records (documents and indices thereof) are available for viewing in the office of the County Clerk free of charge. The fees charged for this access are intended to be utilized to continue providing this public service.

 

AFFIDAVIT: (AFF) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • Affiants name
  • Notarized signature of affiant
  • preparation statement with name, address and signature

 

AFFIDAVIT OF CONVERSION: (AOC) $17.00 total, $16.00 for document up to 3 pages $3.00 for each additional, $1.00 to surrender title in AVIS.  Use code CCR on RC screen.

Must have;

  • original title to surrender
  • Affidavit completed with book and page for deed source
  • preparation statement with name, address and signature

Index homeowner as party one, no one goes in party two

 

AFFIDAVIT OF DESCENT:  (AOD) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • affiants name
  • deceased persons name
  • list of heirs and relationship
  • signature of affiant, must be notarized
  • preparation statement with name, address and signature

Index deceased person as party one, affiant and heirs as party two

 

AGREEMENT:  (AGREE) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • Both parties names, must be notarized
  • preparation statement with name, address and signature

 

ARTICLES OF INCORPORATION:  (AOI) $11.00 up to 3 pages $3.00 for each additional

Must have;

  • stamp from Secretary of State
  • record as is, if stamp is there

Index company name as party one, party two should be blank

 

ASSIGNMENT: (ASSIG) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • parties names
  • signatures must be notarized
  • book and page of document being assigned
  • preparation statement with name, address and signature

Index original bank and borrowers as party one and new bank as party two

 

ASSIGNMENTS OF RENTS AND LEASES:  (RENT) $16.00 up to 3 pages $3.00 for each additional

Must have;

  • party one should be individual or company name
  • party two should be bank
  • both parties signatures, must be notarized
  • preparation statement with name address and signature
  • book and page reference for deed

Index purchaser as party one and other entity as party two.  Book and page should be put in reference boxes

 

ASSUMED NAME/DBA:  (AN) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • individuals name
  • name of company they are assuming
  • signature of person, must be notarized
  • preparation statement with name address and signature

Index new company name as party one and person as party two

 

BAIL BOND: (BB) $28.00 total

Must have;

  • order from the court
  • certified copy of property deed
  • PVA property assessment

Index defendant and property owners as party one, Commonwealth of Kentucky as party two

 

BAIL BOND RELEASE: (BBR) No Fee

Must have;

  • Release from Court with book and page

 

BINDING ELEMENTS: (BIND) $13.00 up to 3 pages $3.00 for each additional page

Must have;

 

COMMISSIONER DEED: (CDEED) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • everything that the deed does,
  • do not collect tax on CDEEDS
  • all court information must be completed.
  • preparation statement with name, address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, do not index Commissioners name, reference property description as;

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort

 

CONTRACT FOR DEED: (LAND) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • Grantor/Grantee name and address
  • in care of address for tax bills
  • description of property under contract
  • fair cash value of property
  • Grantor/Grantee signatures, must be notarized
  • preparation statement with name address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort.

DEED:    (DEED)  $17.00 up to 3 pages $3.00 for each additional

Must have;

  • Grantor/Grantee name and address
  • in care of address for tax bills
  • consideration statement (if no tax is being paid, must have KRS to cover why)
  • description of property being conveyed
  • fair cash value of property
  • Grantor/Grantee signatures, must be notarized
  • preparation statement with name address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort.

 

DISABILITY JUDGEMENT: (DJ) $9.00 total (will be filed with Guardianship order, $9.00 also)

Must have;

  • Order from court

 

DEED OF CORRECTION: (DOC) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • everything the deed has except the consideration statement (no tax is collected)
  • must reference the book and page for the deed its correcting
  • preparation statement with name, address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort.

 

EASEMENT: (EASE) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • everything the deed has except the consideration statement (no tax is collected) and property tax statement
  • preparation statement with name, address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.

 

FIXTURE FILINGS: (FF2) $29.00 up to 3 pages $3.00 for each additional

Must have;

  • borrowers name
  • description of property (will not be real estate, fixture filings must be on tangible property)

 

FIXTURE FILING ASSIGNMENT: (FFA) $9.00 up to 3 pages $3.00 for each additional

Must have;

  • borrowers name
  • lenders name
  • book and page of fixture filing being assigned

 

FIXTURE FILING CONTINUATION: (FFC) $9.00 up to 3 pages $3.00 for each additional

Must have;

  • borrowers name
  • lenders name
  • book and page of fixture filing being continued

 

FIXTURE FILING RELEASE: (FFR) $12.00

Must have;

  • borrowers name
  • lenders name
  • book and page of fixture filing being released

 

FEDERAL TAX LIEN: (FLIEN) $12.00 total, most of these will be charged, use customer code (IRS) to charge to account

 

FEDERAL TAX LIEN RELEASE: (FLR) $12.00 TOTAL

Must have;

  • book and page of federal tax lien being released

 

GUARDIANSHIP ORDER: (GUARD) $9.00 (usually filed with Disability Judgment, see above)

Must have;

  • order from court

 

JUDGEMENT LIEN: (JLIEN) $13.00 up to 3 pages, $3.00 for each additional.

Must have;

  • borrowers name as party one and lender as party two
  • lenders or their attorney’s signature must be notarized
  • preparation statement with name address and signature

 

JUDGEMENT LIEN RELEASE: (JLR) $13.00 up to 3 pages, $3.00 for each additional

Must have;

  • book and page of judgment lien being released
  • lenders or their attorney’s signature must be notarized
  • preparation statement with name address and signature

 

LAND CONTRACT: (LAND) (also contract for deed) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • Grantor/Grantee name and address
  • in care of address for tax bills
  • description of property being conveyed
  • fair cash value of property
  • Grantor/Grantee signatures, must be notarized
  • preparation statement with name address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort.

 

LIS PENDENS: (LP) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • borrowers name as party one
  • bank or lending institute as party two
  • description of property
  • lenders or their attorneys signature, must be notarized

Index individual (borrower) as party one, bank (lender) as party two, reference property description

 

LIS PENDENS RELEASE: (LPR) clock in as LP then change it on the cclix screen; $13.00 up to 3 pages $3.00 for each additional, check book and page in cclix before recording

Must have;

  • name of bank or lending institute
  • borrowers name
  • book and page of lis pendens being released
  • signature of lender or attorney for lender must be notarized
  • preparation statement with name address and signature

Index bank (lender) as party one, individual (borrower) as party two, link LP bk & pg

 

MORTGAGE: (MTG) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • borrowers name
  • name of bank or lending institute
  • amount of mortgage
  • expiration date (maturity date)
  • description of property

Index borrower as party one, bank as party two, reference property description

 

MORTGAGE ASSIGNMENTS: (MTGA) $13.00 up to 3 pages $3.00 for each additional, check book and page in cclix before recording

Must have;

  • name of bank or lending institute
  • borrowers name
  • description of property being mortgaged
  • book and page of mortgage being assigned
  • signature of lender, must be notarized
  • preparation statement with name address and signature

Index borrower as party one, bank as party two

 

MORTGAGE MODIFICATION: (MTGM) $13.00 up to 3 pages $3.00 for each additional, check book and page in cclix before recording

Must have;

  • name of bank or lending institute
  • borrowers name
  • description of property being mortgaged
  • book and page of mortgage being assigned
  • signature of borrower, must be notarized
  • preparation statement with name address and signature

Index borrower as party one, bank as party two

 

MORTGAGE RELEASE: (REL) $13.00 up to 3 pages $3.00 for each additional, check book and page in cclix before recording

Must have;

  • name of bank or lending institute
  • borrowers name
  • book and page number of recorded mortgage to be released
  • signature of person releasing mortgage (must be notarized)
  • preparation statement with name address and signature

Any additional book and page reference is $4.00 for each reference.

Index bank/Mortgage Company as party one, borrower as party two.  Book and page of mortgage should be in reference boxes.

 

POWER OF ATTORNEY: (POA) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • name of person giving the power of attorney
  • name of person whom is being given the power of attorney
  • signature of person giving power of attorney, must be notarized
  • does not need preparation statement

Index person giving POA as party one and person being given poa as party two

 

QUIT CLAIM DEED: (QDEED) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • everything the deed has except the consideration statement (no tax is collected)
  • preparation statement with name, address and signature

Index Grantor (seller) as first party, Grantee (buyer) as second party, reference property description

Ex: Lot 122 of Highview Estates, or A tract on HWY 44 containing 23.65 acres.  If property is in a subdivision put name of subdivision in Alternate Sort.

 

RESTRICTIONS (REST) and ROAD MAITENENCE AGREEMENTS (REST) $17.00 up to 3 pages $3.00 for each additional

Must have;

  • subdivision or development name
  • signature of individual acting on behalf of developer, must be notarized
  • preparation statement with name, address and signature

Index subdivision as party one, leave party two blank.  If it is an amendment state that in the reference

 

STATE TAX LIEN: (SLIEN) $5.00

Must have;

  • person or entity (Commonwealth of Kentucky) putting the lien on property
  • document must state type of lien
  • preparation statement with name, address and signature

Index under first party is the property owner and party two is the Commonwealth

 

STATE TAX LIEN RELEASE (SLR) $5.00

Must have;

  • taxpayer name being released
  • book and page number of original lien filing

Index first party is the Commonwealth and party two is the taxpayer.  Put the original lien book and page number in the reference section

 

 

 

SUBORDINATION AGREEMENT:  (SUB) $13.00 up to 3 pages $3.00 for each additional

Must have;

  • name of original lending bank or lending institute
  • borrowers name
  • name of new lending bank
  • book and page number of recorded mortgage to be subordinated
  • signature of person signing for bank (must be notarized)
  • preparation statement with name address and signature

Index original lending bank and borrower’s name as party one, other bank as party two.  Reference book and page of mortgage goes in reference boxes.

 

TAX LIEN (TLIEN) $28.00

Must have;

  • Person or entity putting lien on property
  • Taxpayer’s name
  • Bill number and Tax year
  • Preparation statement with name, address and signature

 

TAX LIEN RELEASE (TLR) $9.00

Must have;

  • Taxpayer’s name
  • Lienholder name
  • Book and page number of original lien filing
  • Lienholder signature must be notarized
  • Preparation statement with name, address and signature

Index first party as person or entity releasing lien and second party is the individual’s name being released. The book and page number of the original lien goes in the reference boxes

 

VETERAN’S DISCHARGE (VET) No Charge

Must have;

  • DD214 from the Military service
  • Only the individual, parent or child can see the discharge once it’s filed
  • NOT FOR PUBLIC VIEWING

 

WILL (WILL) $8.00 regardless of number of pages

Must have;

  • Probate order from court
  • Will signed and notarized by the person

Index first party as the deceased person and second party is the executor/executrix. We keep the original documents.