E-Recording is the process of filing and recording documents with the Clerk of Court and Comptroller Official Records Office, via a third-party vendor through the Internet, that would otherwise be sent by mail, express mail or courier service.
More than a trend in land record document submission, e-recording is a government priority. Federal (ESIGN) and State (UETA and URPERA) legislation has established the legal basis for secure electronic recording, and dozens of states and counties are e-recording official records today.
E-Recording Process
- The document submitter prepares the document and converts it into an electronic image.
- The submitter then reviews the image for accuracy and submits it via the third-party vendor/Internet to the Clerk of Court and Comptroller Official Records Office. Seconds after the document is sent, an audible chime notifies the Official Records deputy clerks that an e-Recording has arrived.
- A deputy clerk reviews the document image and accompanying data (fees, comments, legals, etc) and either rejects the document (returning it to the submitter via the web for resubmission, along with detailed comments) or accepts the document for recording.
- Once the deputy clerk accepts the document, the image is electronically stamped and recorded. Seconds after the document is recorded, it is returned to the submitter and is indexed for rapid and convenient online retrieval.
Benefits of E-Recording
Not only is e-recording a more cost-effective way of recording documents, but it also increases staff productivity and decreases business risk by enabling users to more efficiently and securely record their documents.
If the submitter has a PC with high-speed Internet access and a scanner, no additional hardware or purchased software is required.
Vendor software is quick and easy to install, and the system will be up and working in a matter of a few hours.
Automated Clearing House (ACH) is the same secure funds transfer network banks use to automatically transfer taxes and recording fees from the submitter to the Clerk of Court and Comptroller Official Records accounts.
Once scanned within the privacy of your office, documents are encrypted and sent directly to the Clerk. No longer can documents be misplaced, damaged, or delayed en route. Most vendors verify data transmissions using hash algorithms to protect against tampering and corruption.
Increases the productivity of staff by reducing document handling overhead associated with paper submissions.
Staff can track document workflow in real time.
Once the Clerk records the document, users can immediately retrieve a stamped image, issue title policies, and return files to lenders, reducing the risk and cost associated with the gap between document filing and recording.
E-Recording with any of the available vendors is a cost-effective alternative to courier fees and postage. The software provided through your chosen vendor also eliminates incorrect submission of fees and dramatically reduces costs associated with document rejection and resubmission.
Most of the vendors supplying e-recording software allow e-recording with any enabled county in the United States.
Vendors have proven that e-recording is the most cost-effective way of recording documents.
E-Recording Vendors
The Leon County Clerk and Comptroller’s Office has approved five 3rd party vendors to submit documents for e-recording. The contact information for these three companies is shown below in alphabetical order. The Clerk’s Office does not recommend a particular vendor, but strongly encourages customers to use the available e-recording services.