It’s easy to start eRecording today. A computer, Internet connection and scanner/printer are all you need to get started.
Questions to Ask Yourself About eRecording
- Do any of the jurisdictions where we record paper documents accept electronic records?
- Which document types could we submit electronically?
- How do we stay informed about jurisdictions as they adopt eRecording practices?
- How will we know if recording offices begin to accept additional document types electronically?
- Which eRecording service provider is the right fit for our company?
- How do we make our processes more efficient without increasing costs or headcount?
Find Out Where You Can eRecord
When you are switching to an electronic process, it helps to determine whether eRecording is offered in all the jurisdictions where you regularly submit documents. If you only record documents in one or two jurisdictions, you may already have a relationship with the staff at your county recording office(s) and can make your inquiry directly.
However, if your organization records documents in multiple jurisdictions, there are more efficient routes to determining where you can eRecord. Start by identifying your document recording footprint all the jurisdictions in which you currently record documents and estimate your monthly volume, if possible. Then contact CSC for a customized county report and quote.
Identify Which Document Types You Can eRecord
In order to start eRecording or to maximize your electronic recordings in the jurisdictions where you already eRecord, you’ll also need to know which document types are accepted electronically.
Many eRecording counties accept Level 3 (fully automated) recordings for post-closing documents like assignments, reconveyances or satisfactions. However, scanned documents are often still required for Level 1 or Level 2 processes.
Once you know where you can eRecord and are familiar with the acceptable document types in those jurisdictions, you’ll know whether you can completely eliminate paper from your process or whether you must maintain a process for paper recordings. In most cases, submitters will still be dealing with paper recordings in at least some jurisdictions and that’s where our next few tips become very important.
Identify the Major Service Providers
Most counties partner with an eRecording vendor or multiple vendors to accept electronic documents. Rather than submitting documents through a form on the county’s website, submitters use that vendor’s downloadable or web-based software to create and submit documents for recordation.
Your first step should be to identify the service providers who do business with the jurisdictions in which you need to submit documents. You can ask your contacts at the recording offices for recommendations, or check directly with a few service providers to see where they eRecord and which document types they support. Remember, you can contact CSC for a customized county report and quote.
Are all eRecording service providers created equal?
Certainly not. When you’re selecting an eRecording provider (and even if you already have a partner, it pays to play the field once in a while) look for the following:
- Which provider has the lowest document rejection rates Fewer rejections mean faster recordings, lower costs and greater efficiencie?
- Which provider’s system requires the fewest clicks and keystrokes to create and record documents?
- Which provider gives you comprehensive editing abilities for scanned documents, like adjusting to margins, darkening/lightening text, and de-skewing crooked text?
- Which provider enables you to edit all pages of a scanned document at once Pages can really add up in loan closing documents, so this can be a tremendous time savings?
- Which provider can handle document recordingsboth paper and electronic in every U.S. jurisdiction?
Your goal should be to select a partner whose technology and service makes your process for paper and electronic recordings less costly and more efficient.