99 Counties Working Together: A New Service for Iowa Property Owners

99 Counties Working Together: A New Service for Iowa Property Owners
By: Jamie Stargell, Adams County Recorder and
Julie Haggerty, Polk County Recorder

Iowa County Recorders are excited to announce the upcoming launch of the Iowa Land Records Statewide Property Notification System. This new development is a free service that will help Iowans stay informed about documents recorded in their names. It is due to launch to the public on October 25th of this year!

Through this system, Iowans will be able to register to receive notifications when documents matching their selected monitoring criteria are recorded in any of Iowa's 99 counties. Whether someone owns property in one county or several, they will have access to a single statewide notification service at no cost.

While this system cannot prevent fraudulent recordings, it provides an additional tool for property owners to identify unexpected activity and respond in a timely manner.

This new service was made possible through the collaboration of Iowa's 99 counties under a 28E agreement governing Iowa Land Records. Rather than requiring each county to independently purchase, develop, and maintain its own notification system, County Recorders were able to work together to provide one statewide solution.

As the County Recorders representing Adams County, Iowa's smallest county by population, and Polk County, its largest, we see firsthand how this type of collaboration benefits counties with vastly different populations and resources.

Adams County has a small population and limited resources. It would be cost prohibitive to independently implement a property notification system.

Through the 28E Agreement and collaborative effort, Iowa Land Records was able to develop a statewide notification system for ALL 99 counties. Eliminating the need for counties to independently purchase, maintain and support separate systems, ILR was able to save tax dollars being spent throughout the State of Iowa and expanded services for Iowans.

The project was supported by a majority vote of the Iowa County Recorders Association, demonstrating a shared commitment to expanding services for Iowans.

A history of statewide collaboration.
The Property Notification System is the latest example of a partnership that began more than two decades ago. A growing interest among members of Iowa's legal real estate community, including the Iowa Bar Association, wished to establish a centralized repository for public land records. Iowa's County Recorders, as the elected custodians of those records, worked to develop a statewide solution, now known as Iowa Land Records.

The Iowa Legislature supported this effort by establishing a framework that allowed County Recorders to collaborate in developing and operating the system through a locally governed organization, with opportunities for stakeholder representation. This framework was via a mandated 28E agreement, which provided us with the ability to shape policy and provide local government oversight over the system.

These services benefit not only County Recorder offices, but also the public that includes: attorneys, financial institutions, title companies, real estate professionals, and businesses.This approach preserved local involvement in decisions affecting public records while creating a statewide resource available to all 99 counties.

Today, Iowa Land Records provides online access to approximately 25 million recorded documents, and more than 71% of recorded documents are electronically submitted through the statewide portal.

Understanding the funding
Iowa law requires County Recorders to participate in the Iowa Land Records system. However, the Legislature also established dedicated funding mechanisms to support its operation.

For each qualifying recorded transaction, whether submitted over the counter, through the mail, or electronically, a portion of the recording fee supports Iowa Land Records. Additionally, documents electronically submitted through the statewide portal are subject to an electronic recording fee, which is collected directly by Iowa Land Records.

These revenues support the development, operation, security, and maintenance of the statewide system.

Whether these dedicated revenue sources are sufficient to support the system's current and future needs is a reasonable subject for discussion. Technology, cybersecurity, document preservation, and public access all carry ongoing costs. Like any public service, Iowa Land Records must continually evaluate its expenses, revenues, and long-term sustainability.

What is important to recognize is that the system was established with a dedicated funding structure rather than relying exclusively on individual county property tax dollars. The 28E agreement provides a structure through which counties collectively govern the use of those resources. It is an important piece to the Iowa Land Records sustainability as a state-wide system.

Representation from counties large and small
County Recorders across Iowa participate in leadership and governance through the Iowa County Recorders Association and Iowa Land Records.

For example, the Adams County Recorder has served six years on the Iowa Land Records Governing Board, including five years as a district-nominated representative, and is currently completing a term as Chair. The Polk County Recorder has represented Iowa’s top 5 largest counties for 11 years and has served on the governing board as Vice-Chair for 3 years.

This governance structure provides opportunities for both large and small counties to participate in statewide decisions, share perspectives, and identify opportunities to improve services to constituents and those who conduct business in the real estate.

While the needs and resources of Adams and Polk counties may differ, our responsibility to maintain public records and serve our residents remains the same.

Looking ahead
The development of the Statewide Property Notification System demonstrates what can be accomplished when counties pool resources, share expertise, and invest in services that benefit the public.

What began as an idea supported by County Recorders is becoming a practical tool available to every Iowan, regardless of which county they call home.

We are excited to introduce this free, statewide service and look forward to seeing Iowans take advantage of it.
From Iowa's smallest county to its largest, our goal remains the same: to provide accessible, efficient, and responsible public services.