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San Bernardino County Business Case for Electronic Recording

San Bernardino County Business Case for Electronic Recording. Presented By: De Ana Thompson Chief Deputy Recorder For Larry Walker Auditor/Controller-Recorder of San Bernardino County. Introduction.

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San Bernardino County Business Case for Electronic Recording

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  1. San Bernardino CountyBusiness Case for Electronic Recording Presented By: De Ana Thompson Chief Deputy Recorder For Larry Walker Auditor/Controller-Recorder of San Bernardino County

  2. Introduction • The Recorder’s office is under continual pressure to record title companies’ property-related documents as quickly as possible. • Due to the competitive nature of the real estate industry, title companies rely on timely and accurate recordation of documents. The release of funds to escrow and payoffs of existing loans and other encumbrances depend upon the documents being recorded. • Multiple parties, such as real estate agents, escrow officers, title companies, lenders, and buyers wait for confirmation that documents are recorded. • In some cases, the buyer is waiting for the above-mentioned to move into their home and moving vans are waiting for the go ahead. • The real estate industry is extremely competitive and each party involved has an important stake in the outcome.

  3. Title Co. Recorder The Title Company Submission Process in 2001

  4. Why the Industry needs E-Recording • Title Company or Service Company clerk would deliver documents and wait and wait until all documents were examined, recorded and cashiered. (This might take most of the day.) • Title Company or Service Company clerk might have to travel long distances to meet the specific timeframes for recording. San Bernardino County is the largest geographic county in the country (over 20,000 square miles). This makes it very difficult for these companies to plan their days. • County budget restraints resulted in the inability to increase staff to meet the increasing workloads.

  5. 00/01 01/02 02/03 03/04 • Documents Recorded 492,293 671,000 860,496 949,864 • % increase over the previous year 36% 28% 10% • Average Docs recorded per day 2001 2728 3498 3861 • # of Examiners 10 10 10 15 • # of Docs Per Examiner per day 200 273 344 257 • * Based on a 246 day year • Many recorders saw a significant increase in the number of documents

  6. Fiscal Years 01-04

  7. Reasonable Expectation For Examiners • Examiners need to examine and record documents with care and diligence. But… • The Title Company clerk wrote everything manually, relating the recorded instrument number to the order number, occasionally making errors. • The examiner explains why documents were rejected to the Title Clerk or Service Agent. By the time that information made it to the Title Company, it may be incorrect, misunderstood or untimely resulting in phone calls to and from the Title Company to explain the rejection and resolution again. • Examiners worked overtime frequently to meet the requirements of the day. • The Title Company clerk sat with the examiner and they became very chatty which could take away from timely recordings. • A reasonable average of documents to be examined, recorded and cashiered is • about 35 per hour on a 6.5 hour work day. Some examiners can examine more • and some examine less. • We must also consider vacations, sick leave, and just being tired.

  8. Title Co. Recorder The Title Company Submission Process in 2002When Implementing E-Confirmation

  9. The Title Company Submission Process in 2004 When Implementing E-Recording

  10. What are the costs of E-Recording? RecorderSubmitter One – Time Software development $103,000 Hardware $ 8,000 Larger monitors ($1,500.00 ea.) $ 22,500 (Equivalent of 3.5 examiners for one year) $133,500 Annual Maintenance $ 25,000 Less Tangible Training (Operational staff time) $ 650 (Average of 24 hrs./title co.) Technical support/title company $ 400 (12 hrs. per title company) Hardware $6,392 Software $1,275 Maintenance $1,043 Ongoing Maintenance ? Postage $ .35/doc Less Tangible Training of operational end technical staff

  11. What are the savings? RecorderSubmitter Less Tangible Better utilization of staff Increased productivity Savings estimates Postage - Per document $ .35 Annual overtime $36,808 Annual cost of 1 document examiner $37,736 • Ability to submit documents throughout the day. • Leveling of workflow (submissions, confirmations, closings, payoffs, release of funds). • Number of lost documents. • Documents can be corrected quickly and usually re-submitted the same day. • Happier customers. • Better utilization of staff. • Transportation costs for remote offices.

  12. For Any Questions or Comments please contact: De Ana Thompson Chief Deputy Recorder For Larry Walker Auditor/Controller-Recorder of San Bernardino County (909) 386-8924 dmthompson@acr.sbcounty.gov

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