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County Clerk

The primary role of the County Clerk is that of Recording Officer, responsible for filing deeds, mortgages, leases, assignments, discharges, maps, census records, ag districts, business certificates, judgments, federal tax liens, military discharges, naturalization records, inquests, separation agreements and divorce decrees for the entire county. 

As an agent for the Federal Government, the County Clerk is responsible for maintaining the Federal Tax Lien Docket and is established as a Federal Passport Acceptance Facility. All Supreme Court documents are the records of the County Clerk. The office is responsible to the Supreme Court as well as the Office of Court Administration in maintaining all active and closed civil and criminal files, money judgments, small claim assessment reviews, In-Rem Proceedings, mandatory surcharges and collection of all state imposed court fees. The County Clerk’s Office is the collector of all state transfer tax on deeds, mortgage tax on mortgages and must be familiar with the varying exemptions, rules and any applicable affidavits relating to said exemptions and rules. In this capacity, the office is directly involved with the New York State Department of Taxation and Finance. As a service to the New York State Department of Environmental Conservation the County Clerk maintains a hazardous waste site information index. As a representative of the New York State Department of State, the County Clerk maintains the records for all Orleans County Notaries Public. The office collects applicable appointment fees upon a notary’s renewal, processes the renewal application, and when requested, will issue certificates of authentication. In addition to the maintenance of notary information, the County Clerk also files all Orleans County Certificates of Incorporation which are provided to us by New York State.

The Orleans County Clerk’s Office is presently staffed with three full time persons being one Deputy County Clerk and two Special Deputy Clerks. The office maintains hours Monday through Friday from 9:00 am to 5:00 pm except except for summer months when the hours are 8:30 am to 4:00 pm. The office is located at 3 South Main Street at Courthouse Square in the Village of Albion. 

You will find that the office maintains a constant, committed goal to provide impeccable customer service not only to each and every resident of this County, but also to any person in need of our assistance and guidance. 

 

Karen Lake-Maynard, County Clerk
Orleans County Clerk
3 South Main Street, Suite 1
Courthouse Square
Albion, New York 14411
Phone: 585-589-5334
Fax:585-589-0181
Karen.Lake-Maynard@orleansny.com

 

Diane L. Shampine, Deputy County Clerk
Orleans County Clerk
3 South Main Street, Suite 1
Courthouse Square
Albion, New York 14411
Phone: 585-589-5334
Fax:585-589-0181
Diane.Shampine@orleansny.com 

ANNOUNCEMENTS
  • NOVEMBER 19, 2014.  EFFECTIVE JANUARY 1, 2015, the RP-5217 filing rules will change.  The Orleans County Clerk's Office will only be accepting the RP-5217 PDF.  The web address for the on-line fillable form is:  http://www.tax.ny.gov/research/property/assess/rp5217/index.htm.  As per the NYS Department of Taxation and Finance, "This barcoded RP-5217 form is NOT intended for use as a handwritten or typewriter-entry document and will not be accepted with a deed by the County Clerk as such."  If you do not provide the new RP-5217 PDF with your deed, your documents will be rejected.  The BEST PRACTICE is to go to the above web site every time you need to create an RP-5217 to ensure you have the most current version of the form.  DO NOT print out blank forms to fill out.  The barcode found at the bottom of the form captures all data entered by the user.  The barcode recalculates each time the information is changed, added or deleted.  It is imperative that the transfer information be complete, accurate and entered directly into the PDF from a computer.  YOU MUST save the PDF to your computer before it is printed.

 

  • The NYSAFE Act protects the privacy of pistol permit holders by permitting them to notify a County Clerk that they do not wish for their information to be released publicly. FEBRUARY 15, 2013

Pistol Permit information held by the County is currently exempt from FOIL and will be until April 15, 2013.  At that time, those who have submitted the form will remain exempt from the FOIL provision unless the licensing authority has refused to grant the exemption.

You may obtain the "opt out form" by visiting the Clerk's Office or the Courhouse or you may visit the link below to print the form.

http://www.troopers.ny.gov/Firearms/Public_Records_Exemption/FOIL_Exemption_Form.pdf

You must file your original request for exemption with the County Clerk before April 15, 2013.  If you do not file by that date your information may be subject to release under FOIL.

WEBSITE:  www.nysafeact.com

HOTLINE:  1-855-law-guns

 

  • BEWARE OF DEED SCAM - NOVEMBER 21, 2012

Orleans County Clerk, Karen Lake-Maynard, advises property owners to be aware of a deed copy scam that is circulating through the county. Property owners may receive a letter offering to secure a copy of the deed to their property for a fee of $80.00 to $90.00. One such company is Record Transfer Service out of Washington, DC. 

The County Clerk wants residents to know that you can easily acquire that same certified copy from her office at a cost of between $4.00 and $10.00 depending on the length of the document. 

If you would like a copy of your deed or you have any questions, please call the Orleans County Clerk’s Office at 585-589-5334.