DIVISION OF LAND TITLES & RECORDS
SOUTHWEST REGION – ALBUQUERQUE, NM
AUGUST 23, 2014
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BUREAU- REGIONS- DLTRS
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SOUTHWEST AREAS OF JURISDICTION
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States Served
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New Mexico
Arizona
Utah
Colorado
Nevada
States Served – Portions thereof
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California
Texas
Idaho
Oregon
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BUREAU OF INDIAN AFFAIRS
 HOME
OWNERSHIP
 MORTGAGE PROCESSING
 HIGHLIGHTS
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KEY PLAYERS IN THE MORTGAGE PROCESS
Applicant - applies to Tribal Housing Authority for a homesite lease.
Tribe - approves Applicant for HS lease and prepares Tribal Resolution. Tribe submits
survey (legal description) to Home Agency.
Home Agency (Realty) - assembles the homesite (HS) leasing package— environmental
impact statement, Superintendent approval, encodes (data enters) data into trust
system (TAAMS). Agency sends title request (TSR) via email to DLTR.
Recording (DLTR): Agency submits approved document through TIR (TAAMS Image
Repository) instantaneous to recorders. Mortgage documents approved by Agency
Superintendent and submitted via TIR to DLTR for encoding and recording.
DLTR - quality review of encoded lease and records document. TSR request is routed
to title examination unit. Mortgage encoded into trust system. Certified TSR sent
to Agency and/or Lender.
Lender - verifies income, credit, employment. Lender requires approved HS lease with
environmental clearance, and a TSR. BIA does not close loans.
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DLTR Recording/Title Examination Process Flowchart
Agency prepares Lease Package.
Encodes Lease in TAAMS. Scans
document into TAAMS Imaging.
RECORDING UNIT
TIR Log completed by Agency
TITLE EXAMINATION UNIT
 TIR automatically sends email
to DLTR Recorders for document review of encoding.
 Request for title report
received via email from
Agency – paperless.
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Documents no longer sent by
mail to LTRO –paperless.
CARTOGRAPHY
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Legal Description submitted
for plotting.
 Once encoding is accepted,
document is automatically
recorded in TAAMS.
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 Title Examination conducted and TAAMS
updated.
 Quality Assurance by Unit
Supervisor
Agency able to immediately
review recorded document.
 TSR Certified
Returned to Agency and/or 3rd party
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BIA AGENCY-DLTR MORTGAGE PROCESSING RESPONSIBILITIES
AGENCY
DLTR
• Agency is the primary contact for tribal housing entities and
mortgage lenders in the initial stages of home ownership and
mortgaging processing.
• Agency is the primary client/customer of the DLTR.
• Agency is the “middleman” between the tribes / lenders and
DLTR.
• DLTR is Indian Country’s “County Recording
Office”—or title/abstract company.
• DLTR is the final entity for determination of title
documents that convey or encumber
ownership on Indian land.
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IMPROVEMENTS TO MORTGAGE PROCESS
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Scanning the Lease/Mortgage documents from agency directly
to LTRO via the TIR process (paperless).
LTRO uses Google Docs for email to be sent to DLTR recorders
for notification purposes.
Notification from Agency that Title Report and/or document is a
‘Priority Recording’ is noted in the “Comments” section of the
TIR process.
Request for Title Report (TSR) sent via email to Title
Examination Unit for immediate notification.
The TSR is being automated in TAAMS, so that upon completion
of examination, the report is “Certified” on-line and stored in
the TIR.
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MORTGAGE IMPROVEMENTS CONT’D
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The agency is notified that a ‘certified’ report is in TAAMS and
they can retrieve the report directly from their work station
(paperless).
The ‘certified’ report can be sent to lenders, etc. from the
Agency Realty Office.
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WHERE LOANS ARE STALLED
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The legal description for HS lease cannot be plotted.
Problems with Environmental Impact Statement;
Agency has no realty personnel to encode the lease into TAAMS;
Agency does not submit the lease via TIR to DLTR;
DLTR is backlogged with submitted documents from 3 Regions (27
agencies)
Agency does not send a request for a title report;
The encoded lease document is incorrect and requires correction;
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