The eRecording process uses several technologies that enable those involved to create, sign, transmit, record, index, archive and return documents electronically sometimes without paper. Here’s how it works for submitters.
With eRecording, many or all of the steps discussed in the previous chapter take place electronically perhaps even automatically. It is possible to complete the entire process in just minutes, with fewer document errors and no transcription errors. An electronic process changes a submitter’s recording workflow as follows:
Create and Review the Document
For documents that originate on paper, such as loan closing documents, the typical origination workflow remains the same. Documents are physically prepared and reviewed as usual.
But where possible, such as with loan satisfactions and assignments, eRecording permits the creation of a digital document from a pre-approved template. Individual templates can be configured to meet the submission requirements for a specific county.
The process is simply a matter of filling in the blanks.
The templates maintain the proper formats and request all the necessary information. Use of these templates can greatly reduce errors in document creation and increase document acceptance at the recording office.
With digital documents, document review by the necessary parties can also be conducted online. Rather than moving the document from desk to desk, the individuals involved can simply call up the document on their computers and review the information.
Sign and Notarize the Document
With digital documents, your eRecording application will embed digital and digitized signatures and notaries, effectively eliminating the steps of manually signing and notarizing documents.
With documents that have been physically prepared, the responsible parties still sign the document to verify acceptance of the contents. The signed document is then signed again by a notary public, creating a notary stamp. Finally, the physical document is scanned into the electronic recording application, creating an electronic image.
From this point, the process of recording a document that was physically prepared vs. a digitally created document becomes virtually the same.
Examine Document, Calculate Fee & Attach Payment
The completed document is analyzed and checked using the specific recording office’s criteria. If there are no errors, the completed document is ready to be transmitted to the recording office.
Using the recorder’s fee schedule, the document preparation system will calculate the appropriate charges. This takes the guesswork out of fee calculations, greatly reducing the number of documents rejected because of incorrect fees.
Transmit the Document
While the previous steps are easier with digital tools, the most noticeable benefits occur in the remaining steps: the delivery and recording of the prepared documents.
When transmitted electronically (generally over the Internet) to the desired county recording office, the completed document arrives in seconds. This eliminates the necessity and expense of couriers or other delivery mechanisms and removes one of the major time constraints.
Once the recording office has processed the request, an authenticated copy of the electronic document and the receipt are returned to the recipient. The return takes place using the same transmission medium as the incoming transaction, usually the Internet.