For recorders and registers of deeds
Alert property owners the moment a matching document is recorded
PropertyCheck monitors incoming recordings against the names and addresses your constituents register, and alerts them by email or text the moment a matching document is recorded against their property.
PropertyCheck is an enhancement to your Cott records management software that alerts constituents when a document matching their vitals is recorded. With a simple opt-in and a personalized alert, residents gain another layer of protection against property fraud — and PropertyCheck works quietly in the background until an alert actually fires.
What property fraud looks like
Property fraud occurs when someone forges an owner’s identity, transfers the property into their own name, and officially records the document. It can make it appear that the fraudster owns the home or land, and the real owner may have no idea it happened. As more land and deed information becomes searchable online, from anywhere, by anyone, this kind of crime has become a more attractive target — prompting new state legislation aimed at letting prosecutors invalidate fraudulent sale and loan documents after the fact.
Cott Systems built PropertyCheck as a direct response: a 24/7 service that lets residents sign up with your office and receive notification whenever an official document is recorded against their name, property address, or parcel number.
How it works for your constituents
Residents opt in, create one or more alerts, and choose email or text as their preference. From there, PropertyCheck runs seamlessly in the background of your records management software. The moment a document matching a registered name or address is recorded, the alert fires — no manual checking required on their end, or yours.
We recommend residents set up alerts for name variations — first, middle and last name, and a spouse’s name — so an alert still fires if a recording uses a slightly different form of their name.
What it means for your office
As the recorder, you can review reporting on opt-in levels to gauge how much of your constituency is protected, and Cott Systems provides a full publicity kit to help you raise awareness and grow participation.
PropertyCheck is an alert and monitoring service. It does not prevent documents from being recorded and cannot stop fraudulent activity on its own — property owners remain responsible for acting once they receive an alert.
Before you buy
Questions county offices ask
What is property fraud, exactly?
It happens when someone forges an owner's identity, transfers the property into their own name, and officially records the document — often without the real owner having any idea it happened until much later.
How does PropertyCheck alert someone?
Residents opt in and create alerts based on their name, property address, or parcel number. When a document matching those criteria is recorded, PropertyCheck notifies them in real time by email or text — their choice.
Does PropertyCheck stop the fraudulent document from being recorded?
No. PropertyCheck is an alert and monitoring service — it does not prevent documents from being recorded and cannot stop fraudulent activity on its own. Property owners are responsible for acting on the alert they receive.
Can we see how many constituents are actually using it?
Yes. As the recorder, you can check reporting on opt-in levels to see how much of your constituency is protected.
How do we get residents to sign up?
Cott Systems provides a full publicity kit your office can use to raise awareness of the program and increase opt-in participation.