Methodology
Government Records & Property Reconciliation
How we research public records for agencies, lenders and property owners, and how we report what the records do and do not show.
Where we look
County recorded instruments
Deeds, mortgages, assignments, satisfactions, liens and other documents recorded with the county clerk or recorder of deeds.
Municipal records
Property record cards, tax and assessment data, certificates of occupancy, rental registrations, building permits, zoning approvals and code enforcement records.
State and other public sources
State-level property, tax and court indexes and public parcel maps, where they are publicly available.
Our six-step workflow
- 01
Identify the property
We confirm the address and the official identifiers, such as block and lot in New Jersey or parcel number in Pennsylvania, so every record we pull is tied to the right parcel.
- 02
Search public portals first
We start with records that are already publicly accessible online, such as county recording indexes, tax and assessment data and municipal portals. This is usually the fastest and lowest-cost route.
- 03
Make targeted records requests
When a record exists but is not online, we may submit a narrow, specific request for that existing record: under New Jersey's Open Public Records Act (OPRA), or Pennsylvania's Right-to-Know Law for PA projects.
- 04
Reconcile ownership, mortgages and unit use
We compare what each source says about ownership, recorded mortgages and assignments, and documented use or number of units.
- 05
Flag discrepancies and check sources
Where records disagree or are missing, we note it, identify the source of each record, and check it against a second source where one exists.
- 06
Deliver a sourced report
You receive a plain-language report that cites a source for each finding and separates what records show, what conflicts, and what remains unknown.
What records requests can and cannot do
New Jersey OPRA and Pennsylvania Right-to-Know Law. General information only, not legal advice.
- OPRA and Right-to-Know requests are not a universal database. Each request goes to a specific agency for specific records.
- Requests are not always free. Agencies may charge copy fees or, in some cases, special service charges.
- Responses are not instant. Agencies have statutory response periods and may lawfully request extensions.
- They only reach records that already exist. A records request cannot compel an agency to create a new record or make a new legal or zoning determination.
- Records may be incomplete, outdated, or lawfully withheld or redacted under exemptions.
Hypothetical example only. Not a real client, property or finding.
Illustrative scenario: a two-family question in Pennsauken
Imagine an owner of a house in Pennsauken Township, NJ, marketed as a two-family. The tax record lists it one way, an older listing another, and the owner is unsure what has actually been approved.
A typical approach: confirm block and lot; review publicly available tax and assessment data; then, if needed, request existing records such as the property record card, certificates of occupancy, permits and any rental registration through OPRA.
The report would set out what each record says, where they conflict, and what is still unknown. It would not declare the property a legal two-family. Only the municipality can make that determination.
Discuss a records question
Tell us about your properties, the information you need, and your timeline. We will respond with questions and a proposed approach.