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 recording offices.
In busy population centers, recording offices constantly struggle to keep up with the never-ending flow of documents. In order to meet the growing demands of their constituencies and to comply with local laws and regulations, many offices are taking advantage of new technologies like eRecording in order to provide more efficient service and to make their jobs easier.
When eRecording processes were first developed in the 1990s, some recording offices were already providing access to stored documents from county web sites or through subscription-based services. The next logical step was to move the entire recording process out of the 17th century and into the digital age.
The adoption of new document and information collaboration standards, coupled with digital signature technology, finally provided a viable framework for electronic recording:
Receive and Examine the Document
In an eRecording process, the incoming document is examined at the recording office for accuracy and compliance with local recording regulations. Since the incoming document is completely digital, it can be analyzed without human intervention based on the laws and standards that apply to that recording office. However, the option still exists for manual document review as needed or desired.
Calculate and Accept Payment
Since both sides use the same fee calculations, the payment submitted should match the payment required.
Endorse the Document
Once the document and payment are accepted, the document is endorsed, including the recorder’s digital signature.
Generate the Receipt
The receipt contains the payment and endorsement information for the recorded document. It is a separate record that is returned with the official document at the end of the process.
Index the Document
What has previously been a manual and time consuming process is now done in seconds. The indexing information is already tagged in the electronic document. This information is simply filed in the digital document storage and retrieval system for quick and easy access.
Since the index information is passed electronically, there is less chance for error, resulting in more complete, accurate indices.
Image the Document
Most digital document storage systems maintain an image of the document on file. To meet that requirement, an image of the document is generated and stored for later viewing. People who need to view the document can access the image and print it as needed.
Return the Document
An endorsed copy of the electronic document is now returned to the recipient, along with the receipt. The return takes place using the same transmission medium as the incoming transaction, usually the Internet.