eRecording Portals: What are they? NACRC 2007 Annual Conference Richmond, VA New Jersey – Jay Ruparel Iowa – 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 Conference Richmond 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 - 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

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 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 Status Recipient 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 Ruparel Sunrise Systems, Inc. (732) x visit: “ Portal is a Service from County for all constituents” not just an electronic delivery option for a few

Iowa Land Records Phil Dunshee ILR Project Manager NACRC Richmond, VA July 13, 2007

Iowa Land Records Origin 2003 Legislation … 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 … 2004 Legislation … Eliminate Requirement for Duplicate Paper Copy Eliminate Requirement for Duplicate Paper Copy Modifications to Digital/Electronic Signature Requirements Modifications to Digital/Electronic Signature Requirements 2006 Legislation … Eliminate Auditor Action on Conveyance Documents Prior to Recording Eliminate Auditor Action on Conveyance Documents Prior to Recording

ILR Project Update The Purpose of the County Land Record Information System is to… The Purpose of the County Land Record Information System is to… Create a Statewide Land Record Indexing and Imaging Database Create a Statewide Land Record Indexing and Imaging Database Make Land Record Information Internet Accessible through … Make Land Record Information Internet Accessible through … Land Record Information System Web Site Land Record Information System Web Site Enable Electronic Submission of Documents for Recording Enable Electronic Submission of Documents for Recording

ILR Project Update The CLRIS Project had Two “Simple” Activities The CLRIS Project had Two “Simple” Activities Design and Build the CLRIS Application Design and Build the CLRIS Application Create a Very Large Database – DB2 Create a Very Large Database – DB2 Create Standard Formats - Create Standard Formats - Provide Access Through the Internet Provide Access Through the Internet Enable Search and Retrieval of Indexes and Images Enable Search and Retrieval of Indexes and Images Help Recorders Participate in CLRIS Help Recorders Participate in CLRIS Align With 99 Systems and Business Rules Align With 99 Systems and Business Rules Align With Seven Different Local Indexing and Imaging Service Providers Align With Seven Different Local Indexing and Imaging Service Providers Align With Multiple Image Formats – PDF stand. Align With Multiple Image Formats – PDF stand. Enable Data Export from Local Systems to CLRIS Enable Data Export from Local Systems to CLRIS https, LCM, First Page Application https, LCM, First Page Application

ILR Project Update Status - Portal The Iowa Land Records Portal has been completed The Iowa Land Records Portal has been completed More than 24,000 Registered Users More than 24,000 Registered Users 99 Counties Connected and Uploading Data 99 Counties Connected and Uploading Data Ongoing Development & Enhancements Ongoing Development & Enhancements Now Version 2.10 Now Version 2.10

ILR Project Update Status – E-Submission Service ILR E-Submission Service completed ILR E-Submission Service completed Blend of Level 1 and 2 – Level 3 Capable Blend of Level 1 and 2 – Level 3 Capable 89 Counties Accepting Electronic Submissions 89 Counties Accepting Electronic Submissions (As of July 1, 2007) Mortgages, Satisfaction of Mortgage, Power of Attorney, Assignments, Deeds, UCC Mortgages, Satisfaction of Mortgage, Power of Attorney, Assignments, Deeds, UCC Groundwater Hazard Groundwater Hazard Integration with Ingeo, Simplifile and others Integration with Ingeo, Simplifile and others Coming Soon Coming Soon Only a few document types remain to be enabled Only a few document types remain to be enabled Based on PRIA/MISMO Standards Based on PRIA/MISMO Standards

ILR Project Update ILR Key Features 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 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 Governed by Intergovernmental Agreement among all counties – standards adopted by the Association apply to all members Key Challenges: Key Challenges: Coordinating with local service providers - Supports Multiple Local Platforms Coordinating with local service providers - Supports Multiple Local Platforms Adoption of Standards by Recorders Adoption of Standards by Recorders Terms of Use Govern Participation - Access to the Portal and E-Submission Service – If you sign up you agree … 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 …” Famous Iowa Phrase - “If you build it …”

ILR Project Update ILR Current Priorities ILR Current Priorities Continue Loading of Historical Data Continue Loading of Historical Data Complete Installation of E-Submission in remaining 10 counties Complete Installation of E-Submission in remaining 10 counties Version 2.11 Planning Version 2.11 Planning Integration Agreements with External Organizations Integration Agreements with External Organizations PRIA/MISMO Version 3.0 Standards PRIA/MISMO Version 3.0 Standards Training, Education, Customer Support Training, Education, Customer Support

ILR Project Update An Illustration: STARBUCKS ! An Illustration: STARBUCKS ! STARBUCKS is not a franchise STARBUCKS is not a franchise STARBUCKS does have high franchise value. STARBUCKS does have high franchise value. STARBUCKS represents premium quality and price! STARBUCKS represents premium quality and price!

ILR Project Update How can Iowa Land Records Have How can Iowa Land Records Have High Franchise Value? Statewide System – Consistent In All Outlets Statewide System – Consistent In All Outlets Current Data Current Data Clean Data Clean Data Great Customer Service Great Customer Service Fast Document Processing Fast Document Processing High Value (Tangible Benefit to the Customer) High Value (Tangible Benefit to the 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: Test Drive the ILR Portal? User ID: guest Password: iowa Test Drive the E-Submission Service? User ID: customer Password: customer Review the Tutorials Become an Iowa E-Submitter? Sign Up!

Phil Dunshee Enterprise MidAmerica ILR Project Manager 5408 NW 88th Street, Suite 120 Johnston, IA

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? 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 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… AttributeCentral State Portal Free Market Portal Cost Higher & Ongoing Free Cost AllocationGov’t TaxesCost Savings AdoptionSlowerFaster DeploymentSlowerFaster Less ChoiceMonopolyOpen to All Portal ControlCounties

Contact Information: Simplifile.com (800) North 300 West, Suite 202 Provo, Utah 84604

Statewide eRecording Portals Jay Ruparel –Sunrise Systems Phil Dunshee – Enterprise MidAmerica Paul Clifford – Simplifile