eRecording Portals: What are they?
NACRC 2007 Annual Conference
Richmond, VA
New Jersey – Jay Ruparel
Iowa – Phil Dunshee
Different View – Paul Clifford
Session Overview
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Two Models
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New Jersey
Iowa
Introduction of presenters
Panel discussion
Audience Q&A
So What’s a Portal?
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Term is broadly used on the Internet
Some eR vendors call themselves
portals
Some LRMS vendors call themselves
portals
So What’s a Portal?
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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.
New Jersey’s Multi-County
eRecording Portal
Jay Ruparel
Sunrise Systems, Inc.
NACRC Annual Conference
Richmond VA - July 13, 2007
NJCOUNTYRECORDING.COM
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Project History
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Strategic planning initiated circa 2002 to address key
challenges:
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Increase in recording volumes
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Rejection Rates in the order of 15 to 20%
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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:
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More than 20% compounded per year - growing backlog
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
eRecording Portal Design
“An all inclusive standards based design”
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eRecording Portal initiative led by a “Single County”:
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Monmouth County Clerk office
Monmouth County Information Services department
Key Business Requirements:
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Open to all submitters:
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Support for all Document Types
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Deeds, Mortgages, Lien Releases, Notice of Settlement, UCCs, etc.
Concurrent support for evolving levels and standards of eRecording
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Government submitters: Municipalities and IRS
Private submitters: Law Firms, Title companies, Banks and Lenders, Service
Bureaus, eRecording vendors, etc.
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:
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State of New Jersey and Property Records Industry Association (PRIA)
eRecording Portal Solution
“Portal is a Service from County for all constituents”
not just an electronic delivery option for a few
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Solution:
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DSMS Portal - www.njcountyrecording.com
Developed, maintained, and supported by Sunrise Systems, Inc.
Solution Hosting and Operation:
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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
Non-Portal Implementation Model
Submitters to ER Vendors
Law Offices
Vendor 1
Vendor 2
Title Companies
Banks & Mortgage
Companies
New Vendor
Without Portal
Multiple connections amongst
counties and submitters
County A
How will each County:
· manage complex technical issues?
· provide multiple levels of eRecording?
· manage evolving State-level and Industry standards?
County B
County C
New
County
Portal – Value Proposition
Submitters to ER Vendors
Law Offices
Vendor 1
Vendor 2
Title Companies
Banks & Mortgage
Companies
Vendor 3
External Interfaces such as:
eNotary verification
DSMS Portal
www.njcountyrecording.com
Portal manages:
County A
County B
County C
County D
A) single interface for each County and
Submitter – No complex technical issues
B) implement standards in a single spot for all
participating counties
C) multiple levels of eRecording for individual
county and submitter
What is the scope of eRecording ?
“100+ Document Types including All Real Property Documents”
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Level 1 eRecording
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Submitter enters:
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Document Mailed with Document Summary Sheet to county
Level 2 eRecording
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Indexing information, performs fee calculation, selects payment
method, creates Document Summary Sheet on Portal
Level 1 functions, PLUS
Electronic submission of the Image of original signed document
Level 3 eRecording
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Fully electronic Document includes electronic signature(s) and
may include electronic Notary (eNotary)
Document is executed electronically and not printed for
signatures
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Full Level 3 implementation is pending NJ law revision
Is Portal generic or county-specific ?
“Single Portal with personalization for each County”
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County-specific personalization:
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Administrative and Quality control functions on Portal
Seamless integration with County’s Land Record System
Interface directly with County’s bank for electronic payment
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County Logo
Document-specific indexing rules
Fee Calculation (recording fees and realty transfer fee)
Payment options (Checks, Escrow, ACH)
No intermediary parties involved in money movement
Management Reporting for Individual County and Submitters:
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Audit Reports
eRecording Status Reports
Payment Reports
Customer Activity Report
… and many other customized management report
How Do Submitters Access?
“A Trusted relationship between County and Submitters”
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Services Offered
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Public Domain Web Site www.njcountyrecording.com
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Submitter Registration and Authorization
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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
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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)
Ideal for small and medium size submitters
Submission through a Secured, System to System interface
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Ideal for large submitters such as:
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Banks, Service Bureaus, and eRecording Vendors
Based on PRIA and industry standards
There is no additional fee to use this service
How Does It Work ?
“Counties focus on Quality of submission and data integrity”
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Submitter process:
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County process:
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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 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:
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Submitter receives continuous Status Update from Portal including:
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Book & Page number or Instrument number
Copy of the Image of the Recorded Document (View, Print, or Download)
Payment details and receipt
Legislation and Funding
“Leverage current legislation and all funding sources”
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Legislative / Regulatory Requirements
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Adopted New Jersey’s existing legislation to enable:
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Collaboration with State of New Jersey Division of Archives and
Records Management (NJDARM)
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NJDARM promulgates standards for records management
Ensured continuous involvement of NJDARM in:
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Design and development of Portal
Adoption of requisite standards
NDARM certifies:
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Level 1 and Level 2 eRecording
Individual County and Submitters for Level 2 eRecording
Funding sources:
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County Clerk Trust Fund (Records Improvement Fund)
State of New Jersey PARIS Grants
eRecording Portal Status
Recipient of “NJ Excellence in Technology” award (October, 2005)!
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Current Status
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Portal adopted by 12 out of 21 counties
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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:
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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:
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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
Portal – Then and Now!
“Making Counties Efficient - beyond speedy recordings”
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Ongoing expansion of Portal includes:
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Self-Service tools for users:
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Integration with other Government agencies
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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
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)
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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
Success Factors
“A clear vision, some early adopters, and a little bit of
perseverance; heavy lifting has been done!”
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Clear Vision:
“An all inclusive approach for Counties and Submitters”
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Contributing Factors
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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!
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State and County officials, Submitters, and Employees
Phased Implementation Approach
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Crawl, Walk, Run
“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
Iowa Land Records
Phil Dunshee
ILR Project Manager
NACRC
Richmond, VA
July 13, 2007
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.”
ILR E-Submission Origin
2004 Legislation …
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Eliminate Requirement for
Duplicate Paper Copy
Modifications to Digital/Electronic
Signature Requirements
2006 Legislation …
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Eliminate Auditor Action on
Conveyance Documents Prior to
Recording
ILR Project Update
The Purpose of the County Land
Record Information System is to…
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Create a Statewide Land Record
Indexing and Imaging Database
Make Land Record Information
Internet Accessible through …
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Land Record Information System Web Site
Enable Electronic Submission of
Documents for Recording
The CLRIS Project had Two “Simple”
ILR Project Update
Activities
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Design and Build the CLRIS Application
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Create a Very Large Database – DB2
Create Standard Formats Provide Access Through the Internet
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Enable Search and Retrieval of Indexes and Images
Help Recorders Participate in CLRIS
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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
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https, LCM, First Page Application
ILR Project
Update
Status
- Portal
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The Iowa Land Records Portal has been
completed
More than 24,000 Registered Users
99 Counties Connected and Uploading Data
Ongoing Development & Enhancements
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Now Version 2.10
Status
– E-Submission
ILR Project
Update Service
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ILR E-Submission Service completed
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Blend of Level 1 and 2 – Level 3 Capable
89 Counties Accepting Electronic Submissions
(As of July 1, 2007)
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Mortgages, Satisfaction of Mortgage, Power of
Attorney, Assignments, Deeds, UCC
Groundwater Hazard
Integration with Ingeo, Simplifile and others
Coming Soon
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Only a few document types remain to be enabled
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Based on PRIA/MISMO Standards
ILR
FeaturesUpdate
ILRKey
Project
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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:
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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 …”
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ILR
Update
ILRProject
Current Priorities
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Continue Loading of Historical Data
Complete Installation of E-Submission in
remaining 10 counties
Version 2.11 Planning
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Integration Agreements with External Organizations
PRIA/MISMO Version 3.0 Standards
Training, Education, Customer Support
ILR
Project Update
An Illustration:
STARBUCKS !
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STARBUCKS is not a franchise
STARBUCKS does have high franchise value.
STARBUCKS represents premium quality and
price!
How can Iowa Land Records Have
High Franchise Value?
ILR Project Update
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Statewide System – Consistent In All Outlets
Current Data
Clean Data
Great Customer Service
Fast Document Processing
High Value (Tangible Benefit to the
Customer)
Search Illustration
Search Illustration
E-Submission Illustration
ILR More Information?
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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/
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Test Drive the E-Submission Service?
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http://iowalandrecords.abcv.com/esubmission/
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User ID: guest Password: iowa
User ID: customer Password: customer
Review the Tutorials
Become an Iowa E-Submitter? Sign Up!
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http://www.clris.com/
Phil Dunshee
Enterprise MidAmerica
ILR Project Manager
5408 NW 88th Street, Suite 120
Johnston, IA 50131
515.491.8939
phil@clris.com
A Different View
Paul Clifford
Simplifile
NACRC
Richmond, VA
July 13, 2007
Conceptual View:
Single Access Point Portal
Conceptual View:
Internet / Open Market Portal
Is a Central State Portal Really
Simpler to Integrate With?
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PRIA [Do We Believe…]
URPERA Rules Simplify Inner-State
Integrations
Land Record Vendors
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Web Services
Inner-State Requirement Must Be
Handled In Either Case…
The Colorado Experience
Over 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
Colorado Electronic Recording
Volume by Month [Past 18 Months]
General Portal Model
Comparison…
Attribute
Higher & Ongoing
Free Market
Portal
Free
Gov’t Taxes
Cost Savings
Adoption
Slower
Faster
Deployment
Slower
Faster
Less Choice
Monopoly
Open to All
Portal Control
Counties
Counties
Cost
Cost Allocation
Central State
Portal
Contact Information:
Simplifile.com
(800) 460-5657
4844 North 300 West, Suite 202
Provo, Utah 84604
Statewide eRecording Portals
Jay Ruparel –Sunrise Systems
jruparel@sunrisesys.com
Phil Dunshee – Enterprise MidAmerica
phil@clris.com
Paul Clifford – Simplifile
Paul.Clifford@Simplifile.com