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Recorder
Contact Info
Sheila Weeks
Clay County Recorder
Clay County Recorder
300 West 4th Street
Suite #3
Spencer, Iowa 51301
Phone
Fax
712-264-3983
Hours
Monday - Friday
8:00 am - 4:30 pm
Staff
Duties of the County Recorder
The office of County Recorder was created by the First Legislative Assembly of the Territory of Iowa in 1839 and is responsible for recording and maintaining official records affecting title to real estate including, but not limited to, deeds, contracts, mortgages, assignments, releases, federal and state tax liens, affidavits, plats and surveys, section corner certificates, easements, condemnations, trade names, leases, 28E and drainage agreements, bills of sale, articles of incorporation, financing statements, and numerous other documents.
Additional Duties
The Recorder/Registrar issues marriage licenses; registers births, deaths, and marriages; certifies vital records; and records military service records.
The Recorder’s office issues boat, snowmobile, ORM, ORV, and ATV registrations, titles, and liens.
The Clay County Recorder’s office also issues state hunting and fishing licenses, fur harvester licenses, landowner/tenant and paid deer and turkey licenses and tags, habitat, duck, and trout stamps.
The Recorder's Office does not provide legal services and does not prepare legal documents.
Military Records
Original military discharge papers (DD214's) may be recorded for a permanent record. Once the original document is recorded, our office can issue certified copies of the original.
If the original DD214 Military Discharge has been misplaced or destroyed, a certified copy may be obtained from the National Personnel Records Center in St. Louis, Missouri.
The request form is available from our office or it can be downloaded from the National Archives and Records Administration at:
Effective July 1, 2003, all military personnel records maintained by the county recorder will be confidential records.
Unless otherwise provided by the veteran, the record shall not be made available for examination or copying except as follows:
To the veteran or the veteran's immediate family or to the
veteran's agent or personal representative duly authorized in
writing.
To a person requesting to examine or copy the record when the event that resulted in the record being made occurred more than 75 years prior to the request.
To a licensed funeral director who has custody of the body of the
deceased veteran.
When ordered by a court of competent jurisdiction.
When required by a department or agency of the federal or state government or a political subdivision thereof.
Forms
Passport Services
The Clay County Recorder’s Office is a passport acceptance agent for the US Department of State Federal Passport Agency.
The friendly and knowledgeable staff at the Recorder’s office can assist U.S. citizens, who meet the passport application requirements, with obtaining a U.S. Passport Book or Passport Card.
The passport application is available in our office or may be accessed by Clicking Here. Items needed to apply for a Passport Book or Passport Card:
Passport application – print legibly in black ink. Do not sign until the application is presented to the accepting agent.
One passport photo.
(Passport photos can be taken in the Recorder's Office for a fee.)
A certified copy of your birth certificate and/or previous passport.
The birth certificate must be issued from the state or the county, not the hospital.
Driver’s license or other government issued photo ID.
Two checks for each application. Money orders are acceptable. We do not accept debit or credit cards.
Each person applying for a passport must present themselves to the acceptance agent, including children.
Parental consent is needed for minor children:
If applicant is 16 or 17:
Applicant must appear in person, sign application and show driver’s license.
Parental consent is required by at least one parent appearing in person with their driver’s license.
If applicant is UNDER 16:
Applicant must appear in person.
Parental consent is required by BOTH parents appearing in person with their driver’s license. Ask for details if one of the parents is unable to appear in person.
Passport applications are accepted in the Clay County, Iowa Recorder's Office Monday through Friday between the hours of 8:00am to 4:00pm. Please call to schedule an appointment with the acceptance agent at (712) 262-1081.
Real Estate
The County Recorder’s office records and maintains official records of documents affecting title to real estate and miscellaneous other documents. Most recorded documents are public record and can be viewed in-office.
The Iowa County Association of Recorders has a statewide website, titled Iowa County Land Record Information System or CLRIS. This website has indexing and images of recorded documents available for viewing. The website is found at https://iowalandrecords.org. Businesses and individuals need to register as a public user before using the website.
Recorder's DNR Services
ATV, ORV, ORM, Snowmobiles, and Boats
The Recorder's office has the responsibility of registering and titling all ATVs, ORVs, ORMs, Snowmobiles, and Boats. The registration for boats expires on April 30th every three years and for ATVs, ORVs, ORMs, and Snowmobiles on December 31st every year.
Items needed when transferring an ATV, ORV, ORM, Snowmobile, or Boat
Registration
Title (If Applicable)
Proof of Sales Tax Payment (If Applicable)
Application for Registration
State Sales Tax Information
Sales of ATVs, ORVs, ORMs, Snowmobiles, and Boats are subject to the state sales tax of 6% plus local option taxes, if any. This applies to sales by individuals and dealers. Taxes may be paid to the dealer or to the County Recorder.
Forms
Application for Registration
Fishing and Hunting Licenses
The Recorder’s office sells fishing, hunting, fur harvester, deer, and wild turkey licenses. Habitat, migratory bird, and trout fees may be purchased as well. Our office also has other special licenses available.
For additional hunting information visit the Iowa Department of Natural Resources at https://iowadnr.gov or contact the DNR in Des Moines at 515-281-8688.
Vital Records
The Recorder’s office maintains the records of birth, death, and marriages that have occurred in Clay County.
However, records of single-parent births prior to 1988; adoptions; or any record ordered sealed by a court of law are not available for issuing at the county level and must be obtained from the Iowa Department of Public Health.
While Recorder’s office personnel can assist the public in using the documents on file to conduct research, time constraints often prevent personnel from researching telephone and email requests for genealogy records.
Forms
Application for an Iowa Vital Record - Birth, Death, or Marriage
Quick Links
Transfer Tax Calculator
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