CSC News


eRecording News
Call Toll-Free 1-866-652-0111
Start eRecording Today! Get Started!

San Mateo, California, launches electronic recording project

7/18/2002 12:00:00 AM

Warren Slocum, Clerk-Recorder-Assessor of San Mateo County, California, announced today a successful project using the latest in SMART document technology to increase the efficiency of the filing and recording of tax liens and private land records. "Converting our current paper mill to an electronic process frees up our staff to provide better service to local customers and daily walk-in traffic," says Slocum. "Whether recording documents from the private sector or from other government entities, the reduction in processing time and costs benefits everyone." Slocum believes that the successful completion of this project will provide a model for the rest of the state. The comprehensive project uses Ingeo's Electronic Recording System to automate the recording of land records from both private and public sectors. The first documents recorded were tax liens from the California Franchise Tax Board. Additional document types were added after clarification of some state legal requirements, allowing local title companies to electronically submit and record reconveyances. Ingeo's system uses electronic SMART documents to prepare, submit, and process records in a matter of minutes, without touching a single piece of paper. SMART stands for securable, manageable, archivable, retrievable, and transferable. The system currently accepts a full reconveyance and six different tax lien documents. This pilot represents a four-way collaboration between San Mateo's contractors, Deloitte & Touche LLP, Ingeo, iLumin, and Eagle Computer Systems. Deloitte & Touche has lead the collaboration and coordinated the work at various government agencies. Ingeo supplied the technology to digitally prepare, submit, and record the electronic documents. The endorsed digital documents were stored in a secure iLumin iCabinet for redistribution and retrieval. The recorded documents and data were also fully integrated with Eagle's existing CRIS+Plus recording and imaging system at the county, resulting in an entirely paperless document recording solution. Current participants in the electronic recording process include three local title companies-Fidelity National Title, Old Republic Title, and T.D. Services-as well as the California Franchise Tax Board. A number of other organizations, both local and national, have expressed interest and would like to participate in the future. "We are very excited about the possibilities of electronic recording," said Peter Milos, chief title officer of Fidelity National Title. "The near instant recording time will be a great service to our customers while the reduced paper volume will be a boon to us internally. This is an amazing renovation of a very old process." Based on state regulations, reconveyance documents require a notary seal. In order for the documents to be submitted electronically, San Mateo County, with the assistance of its contractors Deloite & Touche, LLP and Ingeo, had to work with the Secretary of State to define regulations, procedures, and guidelines for electronic notarization. The State of California has existing notary laws, but the use of electronic notary seals was not clearly defined. By working together, San Mateo County and the California Secretary of State were able to establish the infrastructure for electronic notary seals, opening the way for all California counties to take advantage of the benefits of electronic document recording. "Electronic recording is a natural extension of current e-government initiatives in city and county offices," said Kevin Anderson, a director at Deloitte & Touche. "By combining the skills of multiple organizations, both private and public, we helped create an interactive solution for San Mateo County designed to greatly increase their level of service without disrupting established processes."

Return to Archives