Standards

Standards Based Post-Closing and e-Recording System
The Q-Close system provides title companies a tool to efficiently fill the space between eClosing and eRecording. It has been used to record over 490,000 orders and can be used to record in any county that will accept electronic documents (as of 2/9/15 more than 1190 counties).

  • Assemble

    Assemble the Post Closing document package.

  • Scan

    Scan the package for delivery to a central server.

  • Setup

    Split and identify the documents.

  • Examine

    Select highest priority recording package, review and approve.

  • Release

    Release by escrow officer and recording desk examiner needed to record.

  • Record

    Send to county via submitter (Simplifile, CSC, e-Recording Partners).

  • Notify

    Deliver recording information and recorded images to escrow officer.

  • Archive

    Store archive file containing documents, actions and costs.

The following should be considered “standard” features of recording systems.  

1. Eliminate Couriers

Moving documents via a computer network rather than physical couriers improves security, eliminates cost and speeds up the process.

2. Full Audit Trail

Keeping a record of who, when and what is done during the recording process allows easy verification that the proper procedures are performed; and allows management to optimize the employee training when procedures need improving.

3. Convenient Collaboration

Recording documents is a title company team activity with participation by escrow officers, title officers and the recording desk.  An efficient recording process makes it easy for all parties to see the status of an order and communicate to the other parties when necessary.

4. Dual Approval

Most title companies require that both an escrow officer and the recording desk approve the recording package prior to sending the documents to the recorder.  The recording system should insure that both parties approve the recording package.

5. Automatic Datedown

The recording process should have controls that insure that current datedowns are reviewed prior to sending a recording package to the county.  If the title company is using a title plant with an automated interface the recording system should automatically retrieve a current datedown report.

6. Scalable

Because of the huge variability in the number of recording packages that need to be processed near the end of the month it should be easy to add staff to the recording process workforce and easy to train this temporary staff in the proper use of the recording system.

7. Paperless

Scanning documents as close as possible to their source prevents lost documents, speeds communication, improves document security, allows remote workers to participate in the work and reduces physical storage requirements.

8. Consistent Work Priorities

When a large number of recording packages are being processed by multiple employees sometimes working at different locations the recording system should automatically prioritize the work so that the most important recording packages are worked on first.

9. Minimize County Differences

Each county has their own unique list of document types and recording rules.  When recording in multiple counties the recording system should minimize the employee’s view of the differences whenever possible and give guidance when needed so that they do not have to remember every county difference.

9. Minimize County Differences

Each county has their own unique list of document types and recording rules.  When recording in multiple counties the recording system should minimize the employee’s view of the differences whenever possible and give guidance when needed so that they do not have to remember every county difference.

10. Near Real-Time

It is an advantage for a title company to be able to record when closing a transaction late in the day.  A recording system should have the capability to scan, review, approve and transmit recording packages to the county in minutes not hours or days.

11. Immediate Recording Notification

Usually escrow officers perform other customer related activities after documents record.  A recording system should automatically provide the escrow officer with the recording information and copies of the recorded documents within a few minutes of successful recording.

12. Reduce Operating Cost

The net effect of the additional cost of a recording system and the reduction of labor, courier and other expenses should be a reduction in operating cost.

13. No Capital Investment

There should be no capital investment required to implement a recording system.

14. Improves Client Satisfaction

The increased visibility of the recording process, the reliability of recording on time, the ease of use, and the prompt delivery of the recording information and documents should result in improved client satisfaction.

15. Improves Client Business Outcomes

A customer focused recording system should give the title company a competitive advantage.

16. Private Information Safe and Compliant

A recording system should protect non-public private information.

17. Document Image Editing Tools

Fixing and enhancing document images (rotating, changing contrast, increasing margins, cleaning speckles, fixing resolution, adjusting page size, etc.) during the recording desk checking step minimizes rescanning and county rejections.

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