Rotary hears from Register of Deeds Chapman

BROOKINGS — The Brookings Rotary Club recently welcomed Brookings County Register of Deeds Bev Chapman, who shared insights about the operations of her office and explained the relatively new Transfer on Death Deed option available to South Dakota property owners.

Chapman has served in the Register of Deeds Office for 28 years, including 20 years as the elected Register of Deeds. She began by describing the wide range of records maintained by her office, including land records dating back to 1872, as well as birth, marriage, and death records from 1905 to the present.

Certified copies of these vital records are available for $15 with proper identification, and marriage licenses can be issued at any Register of Deeds office in the state. The office also records military discharges (DD-214s) for veterans at no charge, ensuring that certified copies are available for benefits or family use.

Turning to real estate, Chapman explained that her office records deeds, mortgages, easements, satisfactions, and plats. Every document must include a “Prepared by” statement, a legal description, and either a transfer fee or an exemption code. A Certificate of Value accompanies each deed to ensure that the Equalization Office updates tax records.

Chapman noted that Brookings County still maintains traditional index books, continuing a process that dates back to the 1800s.

She then discussed the Transfer on Death Deed, legislation enacted in 2014, that allows property owners to name beneficiaries who will receive property upon the owner’s death without going through probate. The deed is revocable, and the grantor may change or cancel it at any time. Beneficiaries must survive the grantor by 120 hours, and the deed must be notarized and recorded.

If the grantor later sells or changes the property, a Revocation of Transfer on Death Deed can be recorded to cancel the previous document. After the grantor’s death, beneficiaries must file an Affidavit of Confirmation and Survivorship along with a certified death certificate to complete the transfer.

Chapman emphasized that while her office can explain available options, individuals should consult an attorney for legal advice, as each situation is unique.

During a question period, Chapman confirmed that the Transfer on Death Deed can help avoid probate and that there is no transfer fee when the affidavit is filed after death. She also stated that Brookings County records are not available online due to concerns about fraud and data security.

The Register of Deeds Office is in the City-County Building on 3rd Street and is open Monday through Friday from 8 a.m. to 5 p.m. The office charges $30 per document for recording and remains one of the busiest in the county, with recent weekly deposits exceeding $17,000.

Chapman announced that she plans to retire at the end of her current term.