ERecording Portals: What are they? NACRC 2007 Annual Conference Richmond, VA New Jersey – Jay...

eRecording Portals: What are they?

NACRC 2007 Annual ConferenceRichmond, VA

New Jersey – Jay RuparelIowa – Phil Dunshee

Different View – Paul Clifford

Session Overview

Two Models New Jersey Iowa

Introduction of presenters Panel discussion Audience Q&A

So What’s a Portal?

Term is broadly used on the Internet

Some eR vendors call themselves portals

Some LRMS vendors call themselves portals

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.

New Jersey’s Multi-County eRecording Portal

Jay Ruparel Sunrise Systems, Inc.

NACRC Annual ConferenceRichmond VA - July 13, 2007

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

NJCOUNTYRECORDING.COM

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)

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

Vendor 1

Submitters to ER Vendors

Vendor 2

County A County CCounty B

Law OfficesBanks & Mortgage

CompaniesTitle Companies

How will each County:

· manage complex technical issues?· provide multiple levels of eRecording?· manage evolving State-level and Industry standards?

Non-Portal Implementation Model

Multiple connections amongst counties and submitters

Without Portal

New Vendor

New County

County A County B County C County D

Vendor 1

www.njcountyrecording.com

Vendor 2

Law OfficesBanks & Mortgage

CompaniesTitle Companies

Portal – Value Proposition

DSMS Portal

Portal manages:

A) single interface for each County and Submitter – No complex technical issuesB) implement standards in a single spot for all participating countiesC) multiple levels of eRecording for individual county and submitter

Vendor 3

Submitters to ER Vendors

External Interfaces such as: eNotary verification

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

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

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

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

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

eRecording Portal StatusRecipient 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

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

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

Thank You!

Jay RuparelSunrise Systems, Inc.(732) 603 2200 x 226

email: [email protected]: www.ncountyrecording.com

“Portal is a Service from County for all constituents”

not just an electronic delivery option for a few

Iowa Land RecordsPhil Dunshee

ILR Project Manager

NACRCRichmond, VAJuly 13, 2007

Iowa Land Records Origin

2003 Legislation …2003 Legislation …““for the purposes of for the purposes of

planning and implementing planning and implementing electronic recording and electronic recording and electronic transactions in electronic transactions in each county and developing each county and developing county and statewide county and statewide internet websites to internet websites to provide electronic access to provide electronic access to records and information.”records and information.”

ILR E-Submission Origin

2004 Legislation …2004 Legislation … Eliminate Requirement for Eliminate Requirement for

Duplicate Paper CopyDuplicate Paper Copy Modifications to Digital/Electronic Modifications to Digital/Electronic

Signature RequirementsSignature Requirements

2006 Legislation …2006 Legislation … Eliminate Auditor Action on Eliminate Auditor Action on

Conveyance Documents Prior to Conveyance Documents Prior to RecordingRecording

ILR Project Update

The Purpose of the County Land The Purpose of the County Land Record Information System is Record Information System is to…to… Create a Statewide Land Record Create a Statewide Land Record

Indexing and Imaging DatabaseIndexing and Imaging Database Make Land Record Information Make Land Record Information

Internet Accessible through …Internet Accessible through … Land Record Information System Web Land Record Information System Web

SiteSite Enable Electronic Submission of Enable Electronic Submission of

Documents for RecordingDocuments for Recording

ILR Project Update The CLRIS Project had Two “Simple” The CLRIS Project had Two “Simple” ActivitiesActivities Design and Build the CLRIS ApplicationDesign and Build the CLRIS Application

Create a Very Large Database – DB2Create a Very Large Database – DB2 Create Standard Formats - Create Standard Formats - Provide Access Through the InternetProvide Access Through the Internet

Enable Search and Retrieval of Indexes and ImagesEnable Search and Retrieval of Indexes and Images

Help Recorders Participate in CLRISHelp Recorders Participate in CLRIS Align With 99 Systems and Business RulesAlign With 99 Systems and Business Rules Align With Seven Different Local Indexing and Align With Seven Different Local Indexing and

Imaging Service ProvidersImaging Service Providers Align With Multiple Image Formats – PDF stand.Align With Multiple Image Formats – PDF stand. Enable Data Export from Local Systems to CLRISEnable Data Export from Local Systems to CLRIS

https, LCM, First Page Applicationhttps, LCM, First Page Application

ILR Project UpdateStatus - PortalStatus - Portal The Iowa Land Records Portal has been The Iowa Land Records Portal has been

completedcompleted More than 24,000 Registered UsersMore than 24,000 Registered Users 99 Counties Connected and Uploading 99 Counties Connected and Uploading

DataData

Ongoing Development & Ongoing Development & EnhancementsEnhancements Now Version 2.10Now Version 2.10

ILR Project UpdateStatus – E-Submission ServiceStatus – E-Submission Service

ILR E-Submission Service completedILR E-Submission Service completed Blend of Level 1 and 2 – Level 3 CapableBlend of Level 1 and 2 – Level 3 Capable

89 Counties Accepting Electronic Submissions89 Counties Accepting Electronic Submissions(As of July 1, 2007)(As of July 1, 2007)

Mortgages, Satisfaction of Mortgage, Power of Mortgages, Satisfaction of Mortgage, Power of Attorney, Assignments, Deeds, UCCAttorney, Assignments, Deeds, UCC

Groundwater HazardGroundwater Hazard Integration with Ingeo, Simplifile and othersIntegration with Ingeo, Simplifile and others

Coming SoonComing Soon Only a few document types remain to be Only a few document types remain to be

enabledenabled

Based on PRIA/MISMO StandardsBased on PRIA/MISMO Standards

ILR Project UpdateILR Key FeaturesILR Key Features

Software, Equipment and Data Software, Equipment and Data Owned and ControlledOwned and Controlled by the Iowa County Recorders Association – Open by the Iowa County Recorders Association – Open standards - Not captive to proprietary services – standards - Not captive to proprietary services – Resource that can be sharedResource that can be shared

Governed by Intergovernmental Agreement among all Governed by Intergovernmental Agreement among all counties – standards adopted by the Association apply counties – standards adopted by the Association apply to all membersto all members

Key Challenges:Key Challenges: Coordinating with local service providers - Supports Coordinating with local service providers - Supports

Multiple Local PlatformsMultiple Local Platforms Adoption of Standards by RecordersAdoption of Standards by Recorders

Terms of Use Govern Participation - Access to the Terms of Use Govern Participation - Access to the Portal and E-Submission Service – If you sign up you Portal and E-Submission Service – If you sign up you agree …agree …

Famous Iowa Phrase - “If you build it …”Famous Iowa Phrase - “If you build it …”

ILR Project Update ILR Current PrioritiesILR Current Priorities Continue Loading of Historical DataContinue Loading of Historical Data Complete Installation of E-Submission in Complete Installation of E-Submission in

remaining 10 countiesremaining 10 counties Version 2.11 PlanningVersion 2.11 Planning

Integration Agreements with External OrganizationsIntegration Agreements with External Organizations PRIA/MISMO Version 3.0 StandardsPRIA/MISMO Version 3.0 Standards

Training, Education, Customer SupportTraining, Education, Customer Support

ILR Project Update An Illustration: STARBUCKS !An Illustration: STARBUCKS !

STARBUCKS is not a franchiseSTARBUCKS is not a franchise STARBUCKS does have high STARBUCKS does have high franchise valuefranchise value.. STARBUCKS represents premium quality and STARBUCKS represents premium quality and

price!price!

ILR Project Update

How can Iowa Land Records HaveHow can Iowa Land Records HaveHigh Franchise Value?High Franchise Value?

Statewide System – Consistent In All Statewide System – Consistent In All OutletsOutlets

Current DataCurrent Data Clean DataClean Data Great Customer ServiceGreat Customer Service Fast Document ProcessingFast Document Processing High Value (Tangible Benefit to the High Value (Tangible Benefit to the

Customer)Customer)

Search Illustration

E-Submission Illustration

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/

Phil DunsheeEnterprise MidAmericaILR Project Manager5408 NW 88th Street, Suite 120Johnston, IA [email protected]

A Different View

Paul CliffordSimplifile

NACRCRichmond, VAJuly 13, 2007

Conceptual View:Single Access Point Portal

Conceptual View:Internet / Open Market Portal

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…

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

Colorado Electronic Recording Volume by Month [Past 18 Months]

General Portal Model Comparison…

Attribute Central State Portal

Free Market Portal

Cost Higher & Ongoing

Free

Cost Allocation

Gov’t Taxes Cost Savings

Adoption Slower Faster

Deployment Slower Faster

Less Choice Monopoly Open to All

Portal Control

Counties Counties

Contact Information:

Simplifile.com(800) 460-56574844 North 300 West, Suite 202Provo, Utah 84604

Statewide eRecording Portals

Jay Ruparel –Sunrise [email protected]

Phil Dunshee – Enterprise [email protected]

Paul Clifford – [email protected]

ERecording Portals: What are they? NACRC 2007 Annual Conference Richmond, VA New Jersey – Jay...

Documents

Transcript of ERecording Portals: What are they? NACRC 2007 Annual Conference Richmond, VA New Jersey – Jay...