County cuts paper from land docs
- By Matt Caterinicchia
- Jun 06, 2002
The Maricopa County Recorder's Office in Arizona announced June 4 the availability
of an electronic document recording system that would cut a days-long process
down to seconds.
The new electronic recording capabilities integrate with an existing
system that enabled title companies to electronically submit scanned documents
for review and recording, according to the county. The new system allows
title companies to eliminate the scanning step for lien releases because
the documents are now created, signed and recorded electronically.
Cindy Yates, vice president of marketing at Ingeo Systems Inc., the
creator of the electronic recording system, explained that anyone involved
in a mortgage closing process benefits from this solution. "This process
used to take days," she said. "Now it takes seconds."
In addition to increased efficiency, significant savings in paper handling
and postage are evident. A typical day sees 5,000 to 8,000 documents submitted
to the county, the fourth largest in the nation. Each and every document
— all of which are multiple pages long — must be processed and returned
by mail to the sender. County officials expect 20 percent of that paper
load to disappear because of the new system.
The electronic recording solution is composed of two software solutions,
ePrepare, which is sold to mortgage servicers, title companies, attorneys
or anyone that submits documents to a county recorder; and eRecord, the
electronic recording part of the system.
The system has automated the paper-based procedure of recording land
records, Yates said. But like any software product, continual upgrades can
lead to "trouble" in certain areas.
"The weaknesses are apparent in limited document types we are able to
electronically record," Yates said. "A template has to be built for each
document type, such as a reconveyance, an assignment or a deed of trust.
There are hundreds of document types."
Later this year, Ingeo plans to upgrade its software to Version 3.0.
"This new edition, which will implement an architectural change, allows
more flexibility in building document types and expanding applications into
other business to government applications," Yates said. These applications
include elctronically creating and applying tax liens on the federal, state
and county levels, she added.