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  1. eRecording Portals: What are they? NACRC 2007 Annual Conference Richmond, VA New Jersey – Jay Ruparel Iowa – Phil Dunshee Different View – Paul Clifford

  2. Session Overview • Two Models • New Jersey • Iowa • Introduction of presenters • Panel discussion • Audience Q&A

  3. So What’s a Portal? • Term is broadly used on the Internet • Some eR vendors call themselves portals • Some LRMS vendors call themselves portals

  4. So What’s a Portal? • Today’s session is focused on statewide cooperative efforts, sponsored by County Recorders (or their state association) that attempt to provide a single point of entry for eRecording in their state.

  5. New Jersey’s Multi-County eRecording Portal Jay Ruparel Sunrise Systems, Inc. NACRC Annual Conference Richmond VA - July 13, 2007

  6. NJCOUNTYRECORDING.COM • Project History • Strategic planning initiated circa 2002 to address key challenges: • Increase in recording volumes • More than 20% compounded per year - growing backlog • Rejection Rates in the order of 15 to 20% • Due to incorrect fees, Documents sent to wrong County • eRecording Vendors did not meet many of the county requirements • Vision of counties to adopt technology as a Service enabler: • Provide for better ability to handle recording volumes • Realize productivity gains for County and submitters • Improve data accuracy and reduce rejections • Led to a concept of a Multi-County Shared Services Portal

  7. eRecording Portal Design “An all inclusive standards based design” • eRecording Portal initiative led by a “Single County”: • Monmouth County Clerk office • Monmouth County Information Services department • Key Business Requirements: • Open to all submitters: • Government submitters: Municipalities and IRS • Private submitters: Law Firms, Title companies, Banks and Lenders, Service Bureaus, eRecording vendors, etc. • Support for all Document Types • Deeds, Mortgages, Lien Releases, Notice of Settlement, UCCs, etc. • Concurrent support for evolving levels and standards of eRecording • Level 1, Level 2, Level 3, eSignatures, eNotary, etc. • Single interface for Monmouth and other counties in New Jersey • Vendor-neutral to individual County’s Land Record systems • Based on standards published by: • State of New Jersey and Property Records Industry Association (PRIA)

  8. eRecording Portal Solution “Portal is a Service from County for all constituents” not just an electronic delivery option for a few • Solution: • DSMS Portal - www.njcountyrecording.com • Developed, maintained, and supported by Sunrise Systems, Inc. • Solution Hosting and Operation: • Funded, controlled, and operated by partner counties • Shared Services model for the central Portal infrastructure • Production system hosted at Monmouth County Data Center • Disaster/Recovery system hosted 50 miles away from Monmouth • Initial Portal launch included a single county (Monmouth) • Currently in use by more than 50% of the counties in NJ • Governed through an Inter Local Services Agreement • Counties maintain ownership of data and images • No additional fee for submitters to use Portal

  9. What is the scope of eRecording ? “100+ Document Types including All Real Property Documents” • Level 1 eRecording • Submitter enters: • Indexing information, performs fee calculation, selects payment method, creates Document Summary Sheet on Portal • Document Mailed with Document Summary Sheet to county • Level 2 eRecording • Level 1 functions, PLUS • Electronic submission of the Image of original signed document • Level 3 eRecording • Fully electronic Document includes electronic signature(s) and may include electronic Notary (eNotary) • Document is executed electronically and not printed for signatures • Full Level 3 implementation is pending NJ law revision

  10. Is Portal generic or county-specific ? “Single Portal with personalization for each County” • County-specific personalization: • County Logo • Document-specific indexing rules • Fee Calculation (recording fees and realty transfer fee) • Payment options (Checks, Escrow, ACH) • Administrative and Quality control functions on Portal • Seamless integration with County’s Land Record System • Interface directly with County’s bank for electronic payment • No intermediary parties involved in money movement • Management Reporting for Individual County and Submitters: • Audit Reports • eRecording Status Reports • Payment Reports • Customer Activity Report • … and many other customized management report

  11. How Do Submitters Access? “A Trusted relationship between County and Submitters” • Services Offered • Public Domain Web Site www.njcountyrecording.com • Partner Counties publish indexing rules, policies, and procedures • Offer Online HELP, FAQ, and Forms Download • Link to Partner County’s Record Search systems (Index and Images) • Submitter Registration and Authorization • Submitters register online with individual County • Individual County authorize submitters • Payment options include (Check, Escrow, and ACH) • Submission through a Secured, User-Friendly Web Site • Ideal for small and medium size submitters • Submission through a Secured, System to System interface • Ideal for large submitters such as: • Banks, Service Bureaus, and eRecording Vendors • Based on PRIA and industry standards • There is no additional fee to use this service

  12. How Does It Work ? “Counties focus on Quality of submission and data integrity” • Submitter process: • Submitter prepares eRecording request • Portal interface guide submitter through County-specific requirements • Request may include one or more documents • Submitter specifies payment settlement option • Submits to individual county through one of the access methods • County process: • County performs Quality Control and Audit of incoming Documents • County personnel will Accept or Reject documents on Portal • Accepted Documents are transmitted to County Land Record System • County follows the existing Policies and Procedures for Recording • Self Service Model: • Submitter receives continuous Status Update from Portal including: • Book & Page number or Instrument number • Copy of the Image of the Recorded Document (View, Print, or Download) • Payment details and receipt

  13. Legislation and Funding “Leverage current legislation and all funding sources” • Legislative / Regulatory Requirements • Adopted New Jersey’s existing legislation to enable: • Level 1 and Level 2 eRecording • Collaboration with State of New Jersey Division of Archives and Records Management (NJDARM) • NJDARM promulgates standards for records management • Ensured continuous involvement of NJDARM in: • Design and development of Portal • Adoption of requisite standards • NDARM certifies: • Individual County and Submitters for Level 2 eRecording • Funding sources: • County Clerk Trust Fund (Records Improvement Fund) • State of New Jersey PARIS Grants

  14. eRecording Portal Status Recipient of “NJ Excellence in Technology” award (October, 2005)! • Current Status • Portal adopted by 12 out of 21 counties • Population served nearly five (5) million • Monmouth County online since October, 2003 • Interfaces with multitudes of Land Record and Imaging systems • More than 600 submitters including: • Local Law Firms, Title Companies, and Banks • Regional Banks and Mortgage Lenders • National Service Bureaus such as: US Recordings • eRecording Vendors such as: ACS-eRx and Ingeo • Documents from these top lenders: • ABN AMRO, Bank of America, Citigroup, Countrywide, PNC Bank, • US Bank, Wachovia, Wells Fargo, and Washington Mutual • Monmouth County, NJ and Chester County, PA collaborate for Proof of Concept of a shared services portal for Chester and other counties in Pennsylvania

  15. Portal – Then and Now! “Making Counties Efficient - beyond speedy recordings” • Ongoing expansion of Portal includes: • Self-Service tools for users: • Performance metrics and statistics for County and Submitters • Online lookup of Property Owner, Block and Lot information • Lookup of up to 6 months of eRecording history • Streamlined delivery of documents from multiple counties • Integration with other Government agencies • Real property documents transfer and lookup amongst County Clerk, County Tax Board, and Municipal Tax Assessors • Continuity of Operations and Continuity of Government (COO/COG) • Shared services Disaster/Recovery site offers continuity of eRecording operations • Plans for electronic vaulting of all recorded documents • Contingency planning to support County recording operations

  16. Success Factors “A clear vision, some early adopters, and a little bit of perseverance; heavy lifting has been done!” • Clear Vision: “An all inclusive approach for Counties and Submitters” • Contributing Factors • Collaborate and partner with other counties in the state • Engage State authorities during design and implementation • Ensure Vendor Neutral approach towards Land record systems • Portal funding, operation, and control by partner counties • Open to all submitters (Direct submitters and eRecording Vendors) • Based on PRIA and other Industry standards • Education, Education, Education! • State and County officials, Submitters, and Employees • Phased Implementation Approach • Crawl, Walk, Run

  17. “Portal is a Service from County for all constituents” not just an electronic delivery option for a few Thank You! Jay Ruparel Sunrise Systems, Inc. (732) 603 2200 x 226 email: jruparel@sunrisesys.com visit: www.ncountyrecording.com

  18. Iowa Land Records Phil Dunshee ILR Project Manager NACRC Richmond, VA July 13, 2007

  19. Iowa Land Records Origin 2003 Legislation … “for the purposes of planning and implementing electronic recording and electronic transactions in each county and developing county and statewide internet websites to provide electronic access to records and information.”

  20. ILR E-Submission Origin 2004 Legislation … • Eliminate Requirement for Duplicate Paper Copy • Modifications to Digital/Electronic Signature Requirements 2006 Legislation … • Eliminate Auditor Action on Conveyance Documents Prior to Recording

  21. ILR Project Update The Purpose of the County Land Record Information System is to… • Create a Statewide Land Record Indexing and Imaging Database • Make Land Record Information Internet Accessible through … • Land Record Information System Web Site • Enable Electronic Submission of Documents for Recording

  22. ILR Project Update The CLRIS Project had Two “Simple” Activities • Design and Build the CLRIS Application • Create a Very Large Database – DB2 • Create Standard Formats - • Provide Access Through the Internet • Enable Search and Retrieval of Indexes and Images • Help Recorders Participate in CLRIS • Align With 99 Systems and Business Rules • Align With Seven Different Local Indexing and Imaging Service Providers • Align With Multiple Image Formats – PDF stand. • Enable Data Export from Local Systems to CLRIS • https, LCM, First Page Application

  23. ILR Project Update Status - Portal • The Iowa Land Records Portal has been completed • More than 24,000 Registered Users • 99 Counties Connected and Uploading Data • Ongoing Development & Enhancements • Now Version 2.10

  24. ILR Project Update Status – E-Submission Service • ILR E-Submission Service completed • Blend of Level 1 and 2 – Level 3 Capable • 89 Counties Accepting Electronic Submissions (As of July 1, 2007) • Mortgages, Satisfaction of Mortgage, Power of Attorney, Assignments, Deeds, UCC • Groundwater Hazard • Integration with Ingeo, Simplifile and others • Coming Soon • Only a few document types remain to be enabled • Based on PRIA/MISMO Standards

  25. ILR Project Update ILR Key Features • Software, Equipment and Data Owned and Controlled by the Iowa County Recorders Association – Open standards - Not captive to proprietary services – Resource that can be shared • Governed by Intergovernmental Agreement among all counties – standards adopted by the Association apply to all members • Key Challenges: • Coordinating with local service providers - Supports Multiple Local Platforms • Adoption of Standards by Recorders • Terms of Use Govern Participation - Access to the Portal and E-Submission Service – If you sign up you agree … • Famous Iowa Phrase - “If you build it …”

  26. ILR Project Update • ILR Current Priorities • Continue Loading of Historical Data • Complete Installation of E-Submission in remaining 10 counties • Version 2.11 Planning • Integration Agreements with External Organizations • PRIA/MISMO Version 3.0 Standards • Training, Education, Customer Support

  27. ILR Project Update An Illustration: STARBUCKS ! • STARBUCKS is not a franchise • STARBUCKS does have high franchise value. • STARBUCKS represents premium quality and price!

  28. ILR Project Update How can Iowa Land Records Have High Franchise Value? • Statewide System – Consistent In All Outlets • Current Data • Clean Data • Great Customer Service • Fast Document Processing • High Value (Tangible Benefit to the Customer)

  29. Search Illustration

  30. Search Illustration

  31. E-Submission Illustration

  32. ILR More Information? • For Information about the organization of CLRIS and how you can create an e-submission portal: • http://www.clris.com/landrecordportals/ • Test Drive the ILR Portal? • http://iowalandrecords.org/portal/ • User ID: guest Password: iowa • Test Drive the E-Submission Service? • http://iowalandrecords.abcv.com/esubmission/ • User ID: customer Password: customer • Review the Tutorials • Become an Iowa E-Submitter? Sign Up! • http://www.clris.com/

  33. Phil Dunshee Enterprise MidAmerica ILR Project Manager 5408 NW 88th Street, Suite 120 Johnston, IA  50131 515.491.8939 phil@clris.com

  34. A Different View Paul Clifford Simplifile NACRC Richmond, VA July 13, 2007

  35. Conceptual View:Single Access Point Portal

  36. Conceptual View:Internet / Open Market Portal

  37. Is a Central State Portal Really Simpler to Integrate With? • PRIA [Do We Believe…] • URPERA Rules Simplify Inner-State Integrations • Land Record Vendors • Web Services • Inner-State Requirement Must Be Handled In Either Case…

  38. The Colorado ExperienceOver Last Twelve Months • 39 Live Counties [64 Total in CO] • 12 Additional Counties In Next Two Months • 71,409 Documents Electronically Recorded • 250 In-State Submitters • 80+ Add’l Submitters in Next Two Months • Almost Every County Open by Year-End

  39. Colorado Electronic Recording Volume by Month[Past 18 Months]

  40. General Portal Model Comparison…

  41. Contact Information: Simplifile.com (800) 460-5657 4844 North 300 West, Suite 202 Provo, Utah 84604

  42. Statewide eRecording Portals Jay Ruparel –Sunrise Systems jruparel@sunrisesys.com Phil Dunshee – Enterprise MidAmerica phil@clris.com Paul Clifford – Simplifile Paul.Clifford@Simplifile.com