Property recording consists of two connected processes: document origination and document recording. Here?s how submitters handle paper real estate document preparation and recording.
Successful document origination requires the submitter (the title company, law firm, or lender) to correctly prepare, sign, notarize, and submit the document to the recording office. Though the actual process may vary slightly between jurisdictions depending upon local laws and practices, a typical paper recording process for document submitters is as follows:
The Document Submitter?s Process
Create the Document
There are many document creation methods, but preparing a land record in paper format requires special care. Each property document’s format must match the business rules and recording criteria of the specific county where it will be recorded. This necessitates maintaining multiple forms or templates and making sure the correct form is used in the preparation process.
Review the Document
Once all of the appropriate information is included in a document, it is reviewed for accuracy and completeness. If anything is missing or incorrect, the document is corrected and reviewed again.
Sign and Notarize the Document
When a property document passes review, it is signed and notarized by the appropriate individuals. With the signatures and seals, the document is now ready to be delivered to the recording office.
Calculate and Attach Payment
Recording offices require that payment accompany each document. Incorrect payments may result in a rejected document and a delayed recording.
Transmit the Document
Document delivery may take several forms, based on the proximity of the recording office and the urgency of the filing. Some businesses employ full-time couriers who deliver documents for recording several times throughout the day. Others may mail their documents or send them via a delivery service like UPS, FedEx or courier.
All of these methods involve time, money, personnel and risk.
Why risk? From the time a real estate closing ends to the time the recording acknowledgment is received, submitters risk having their documents lost or altered or losing their “place in line” in recording a document against the property in question. (Because eRecording reduces the time involved in recording, it also reduces the associated risk.)
At this point, the document leaves the originator?s control and passes into the public domain. While a person may hand carry the document to the recorder?s office, the remaining steps are performed by recording personnel.