Cowlitz County auditor unveils free recording-notification service to help detect deed fraud

Cowlitz County Auditor Carolyn Fundingsland announced a free recording-notification service Tuesday at the Board of County Commissioners meeting that will email property owners whenever documents matching their registered names or parcel numbers are recorded in county records.

Fundingsland said the county-developed system allows users to register name variations or parcel numbers and receive an email link to any recorded document that matches those criteria. “This is a screenshot of my registration,” Fundingsland said during her presentation, explaining how users can enter first, middle and last names or parcel numbers and receive alerts.

Why it matters: Fundingsland said deed fraud — the illegal forging or altering of property deeds to transfer ownership — is rising nationally and can be hard to detect until a homeowner tries to sell, refinance or learns a mortgage was taken out in their name. The auditor’s office promoted the notification as an early-warning layer, not a prevention tool.

How it works and limitations: Fundingsland said the county system sends alerts to the email address a registrant provides. “Whatever email you register with is the email that you’ll be notified with. No. Email only,” she said. She emphasized the service “will not prevent fraud. It's just an additional layer of security so that you're notified.” She advised owners who receive an alert suggesting an unauthorized recording to contact law enforcement; the auditor’s office cannot reverse recorded documents itself.

Fundingsland told the board the county’s information-technology staff developed the service at no cost after her office evaluated vendor modules that would have cost about $40,000 a year. The county’s alternative lets property owners sign up through the auditor’s recording webpage and cancel or modify their registration at any time.

The auditor closed by recommending other protective steps, including checking credit reports regularly and shopping for title-insurance policies that cover forgeries arising after a policy is issued. She said she placed informational flyers at the board desk and opened the floor to questions.

During a brief question-and-answer, a commissioner asked what action a registrant should take after receiving an alert. Fundingsland reiterated the limits of the service and said rapid notification can sometimes give law enforcement an opportunity to act before losses occur, but reversing a recorded document may still require legal action and can be costly.