Pottawatomie County Clerk Land and Recording Records

About the Pottawatomie County Clerk's Office

The County Clerk is Raeshel Flewallen, the elected official in charge of recording and preserving the county's land and business records. The office sits at 309 North Broadway Avenue in downtown Shawnee, a short walk from the courthouse but in a separate building and with its own mailing address. It keeps records that date back to the late 1800s, which makes it one of the deepest archives in the county.

The work runs well beyond land records. The County Clerk handles county purchasing and purchase orders, processes payroll, retirement, and insurance for county employees, and serves as secretary to the boards that govern the county. The official county page lays out those duties and the contact details.

Review the office duties on the Pottawatomie County Clerk's Office page.

That page names the clerk, lists the recording duties, and links to the two land-record systems described below. The full contact card, including the post office box for mailed requests, appears here.

What the County Clerk Does in Pottawatomie County

The office wears several hats. Its best-known role is recording, but it is also the financial and administrative backbone of county government. The duties below come straight from the county's own description of the office.

• Record, maintain, and preserve land records, including deeds, mortgages, liens, oil and gas leases, plats, and related documents.
• File military discharge records at no charge for veterans.
• Handle county purchasing and purchase orders.
• Process payroll, retirement, and insurance for county employees.
• Serve as secretary to the Board of County Commissioners, the Excise and Equalization Boards, and the Tax Roll Correction Board, preparing agendas, attending meetings, and keeping minutes under the Open Meetings Act.

How to Search Pottawatomie County Land Records

Land records are split by date, so the right starting point depends on how old the document is. Plats and land records prior to 1985 are reached through the Kofile QuickLinks tools on the county page, while records from 1985 forward live on a real-time vendor portal. The steps below walk through a typical online search.

1. Decide whether the document predates 1985 or falls in the 1985-to-present range.
2. For older plats and records, open the Kofile QuickLinks from the County Clerk page.
3. For 1985-present records, open OKCountyRecords.com, the county's land-record portal.
4. Search by name, by book and page, by instrument number, or by legal description.
5. Open a matching record to view the index data and the recorded image.

The 1985-present portal lists Raeshel Flewallen as County Clerk and notes that indexed data and images begin in January 1985, with new records added as they are recorded. Revenue from printed copies supports Pottawatomie County, and the data and images belong to the county clerk office.

When an online image is not enough, certified copies and printed pages come from the recording office in person or by mail. The office works from 309 North Broadway Avenue and keeps a separate post office box for mailed requests, so a request can arrive either way. Bring or include the book and page, the instrument number, or the names tied to the document, since a precise reference is the fastest way for staff to pull a recorded page. Recording and copy charges are set by the office, so confirm current amounts before sending payment for a certified land record.

Pottawatomie County Land Records Search Fields

The online land-record portal offers a deep set of search fields, which helps when a name is common or a document is decades old. Each field is optional on its own, and they can be combined to narrow a long result list. The table mirrors the search form for the 1985-present index.

Recorded Instrument Types in Pottawatomie County

The instrument-type menu covers most of what a recording office handles. Knowing the right type narrows a search quickly and explains what a result actually represents. The list below samples the document types available in the index.

• Deeds, sheriff deeds, and patents that transfer or confirm ownership of real property.
• Mortgages, releases, and assignments tied to property financing.
• Liens, judgments, and tax warrants that attach to property or a person.
• Oil and gas leases, easements, and other agreements affecting land use.
• Plats, affidavits, powers of attorney, and certificates filed for the record.
• Wills, final decrees, and divorce decrees recorded to document a property interest.
• UCC filings and other commercial security records.

A recorded will or divorce decree in this index documents a property interest only. It is the recorded land version, not the court case file, which is held by a different office.

Military Discharge and Veteran Records at the Pottawatomie County Clerk

Among its recording duties, the County Clerk files military discharge records, and it does so at no charge to the veteran. A recorded discharge gives a service member a permanent, retrievable copy held by the county, which helps when the original is lost and a certified version is needed for benefits, burial, or other claims. Because these records can contain personal information, access to a recorded discharge is more limited than a routine land document, and a veteran or an authorized representative should contact the office about retrieval.

The free filing reflects a long-standing public service role for county clerks across Oklahoma. Veterans who want to record a discharge, or who need a certified copy of one already on file, should reach the office during regular weekday hours to confirm what identification and authority are required.

Pottawatomie County Land Record Coverage and History

The depth of the record is part of what makes this office useful. The County Clerk keeps documents dating back to the late 1800s, so a title search can run across more than a century of recorded transfers. That long reach is split across two systems by date, which shapes how a search is run.

For documents from January 1985 forward, the online portal carries indexed data and recorded images, and new filings post in real time as they are recorded. For plats and land records before 1985, the county provides the Kofile QuickLinks tools, which open the older books and indexes. The two systems together cover the full recorded history, but a researcher chasing an old chain of title should expect to move between them.

County Clerk vs County Court Clerk in Pottawatomie County

Oklahoma keeps recording and court records in two separate elected offices, and the similar titles trip people up. The County Clerk on this page records land and business documents. It does not keep divorce, criminal, or probate case files, and it cannot issue a certified court record. Those court matters belong to a different counter.

The court-record keeper is the Pottawatomie County Court Clerk, a separate office at the courthouse on North Broadway that handles District Court cases, dockets, marriage licenses, divorce files, and probate filings. If you need a recorded deed, a mortgage, or a lien, you want the County Clerk here. If you need a divorce decree or a court case file, you want the County Court Clerk. Matching the record to the office saves a wasted trip downtown.