Real Property Processing Training Colette McCain EDTC560 March 26 th 2007

Performance Based Objection The purpose of this training is to ensure that clerical employees are recording real property documents accurately by keeping documents from the same transaction number together when in taking, scanning and document returning Real property documents. This will serve as a step- by- step instruction on how to record real property documents with the use of a checklist that will serve as a reinforcement to ensure that documents are kept together at all levels of the recording process. The purpose of this training is to ensure that clerical employees are recording real property documents accurately by keeping documents from the same transaction number together when in taking, scanning and document returning Real property documents. This will serve as a step- by- step instruction on how to record real property documents with the use of a checklist that will serve as a reinforcement to ensure that documents are kept together at all levels of the recording process.

INTAKE PROCEDURES STEP ONE: CHECK NO GOOD CHECKLIST. CHECK NO GOOD CHECKLIST. Wand first document. Wand first document. Check documents to see if the transaction numbers are all accounted for, and in sequence. Check documents to see if the transaction numbers are all accounted for, and in sequence. If all documents are accounted for, proceed and wand all other documents. If all documents are accounted for, proceed and wand all other documents. If a document is missing reject accordingly. If a document is missing reject accordingly.

INTAKE PROCEDURES CONT. STEP TWO: Prep all documents in the transaction. Prep all documents in the transaction. Use the following check list to ensure that documents are meeting the Intake requirements. Use the following check list to ensure that documents are meeting the Intake requirements. Click here to view checklist.

INTAKE CHECKLIST Folded paper Folded paper Original signatures Original signatures Original notary Original notary Date Date Legibility Legibility All Cross-outs on documents must be initialed. All Cross-outs on documents must be initialed. Hand-written information on cover page and E-tax forms are not permitted. Hand-written information on cover page and E-tax forms are not permitted. Any alteration in the document must have written “SO IN ORIGINAL” next to the correction. Any alteration in the document must have written “SO IN ORIGINAL” next to the correction.

INTAKE CHECKLIST CONT. Shade in seal with china marker. Shade in seal with china marker. Check for SSN, and hide if visible. Check for SSN, and hide if visible. Stamp seal next to notary for confirmation that the notary stamp is clear to the naked eye. Stamp seal next to notary for confirmation that the notary stamp is clear to the naked eye. Check deed for E-Tax Forms Check deed for E-Tax Forms Check to see if E-Tax supporting cover pages are associated with the document cover page. Check to see if E-Tax supporting cover pages are associated with the document cover page. If a deed is a part of the transaction see deed sequence attachment. If a deed is a part of the transaction see deed sequence attachment. Click here for deed sequence

DEED SEQUENCE ATTACHMENT Cover page Cover page Deed Deed Supporting document cover page Supporting document cover page Rptt Real property transfer Report Rptt Real property transfer Report Signature page first for 5217 Signature page first for 5217 Unsigned copies of tax forms in the back of signed tax forms. Unsigned copies of tax forms in the back of signed tax forms. Smoke Detector Affidavit Smoke Detector Affidavit DEP DEP

DEED SEQUENCE ATTACHMENT CONT. RPTT Supporting documents. RPTT Supporting documents. Signature page first for RPTT. Signature page first for RPTT. Unsigned copies of tax forms in the back of signed tax forms. Unsigned copies of tax forms in the back of signed tax forms. Contract of Sale and/or Power of Attorney/ Closing Statement. Contract of Sale and/or Power of Attorney/ Closing Statement. NYC HPD Affidavit in lieu of registration statement. NYC HPD Affidavit in lieu of registration statement. RETT Supporting document cover page. RETT Supporting document cover page. Signature page first for RPTT Signature page first for RPTT Unsigned copies of tax forms in the back of signed tax forms. Unsigned copies of tax forms in the back of signed tax forms. ITT2663/2664 (checks should not be attached). ITT2663/2664 (checks should not be attached).

INTAKE PROCEDURES CONT. STEP THREE: Clip all transactions together. Clip all transactions together. Attach the City Register Control Sheet checklist to transaction. Attach the City Register Control Sheet checklist to transaction. Place in the Box labeled to be scanned for supervisory review. Place in the Box labeled to be scanned for supervisory review. Click Here to view City Register control sheet checklist

CITY REGISTER CONTROL SHEET CHECKLIST Must be completed when processing real property documents. Upon completion attach to each transaction, and place in designated box for supervisory review. Must be completed when processing real property documents. Upon completion attach to each transaction, and place in designated box for supervisory review. INTAKE INTAKE 1. Are all documents a part of the same transaction? _____ 1. Are all documents a part of the same transaction? _____ 2. Are documents prepped? ___ 2. Are documents prepped? ___ 3. How many documents are in this transaction. _____ 3. How many documents are in this transaction. _____ 4. Initial here to confirm that all appropriate steps were taken. ____ 4. Initial here to confirm that all appropriate steps were taken. ____ Supervisors Initials______ Supervisors Initials______ Supervisors Comments____________________________________ Supervisors Comments____________________________________

CITY REGISTER CONTROL SHEET CHECKLIST CONT. SCAN SCAN 1. Are all documents a part of the same transaction? ____ 1. Are all documents a part of the same transaction? ____ 2. How many documents are in this transaction. ____ 2. How many documents are in this transaction. ____ 3. Initial here to confirm that all appropriate steps were taken. ____ 3. Initial here to confirm that all appropriate steps were taken. ____ Supervisors Initials ______ Supervisors Initials ______ Supervisors Comments_______________________________ ________ Supervisors Comments_______________________________ ________

CITY REGISTER CONTROL SHEET CHECKLIST CONT. DOCUMENT RETURN DOCUMENT RETURN 1. Are all documents a part of the same transaction? ___ 1. Are all documents a part of the same transaction? ___ 2. How many documents are in this transaction. ____ 2. How many documents are in this transaction. ____ 3. Initial here to confirm that all the appropriate steps were taken. ____ 3. Initial here to confirm that all the appropriate steps were taken. ____ Supervisors Initial________ Supervisors Initial________ Supervisors Comments_______________________________ ____________________ Supervisors Comments_______________________________ ____________________

SCAN PROCEDURES Place transaction into the scanner. Place transaction into the scanner. Quality Control transaction to ensure image is clear. Quality Control transaction to ensure image is clear. Save image into the scanner. Save image into the scanner. Staple transaction. Staple transaction. Complete checklist that was initially attached to transaction in the area provided for Scan. Complete checklist that was initially attached to transaction in the area provided for Scan. Initial the checklist. Initial the checklist. Attach checklist to transaction. Attach checklist to transaction. Place in the Box labeled to be document returned for supervisory review. Place in the Box labeled to be document returned for supervisory review.

DOCUMENT RETURN PROCEDURES Check to see if checklist is attached to transaction. Check to see if checklist is attached to transaction. Remove checklist from transaction. Remove checklist from transaction. Wand transaction out of the computer. Wand transaction out of the computer. Answer automatic prompts given from the computer. Answer automatic prompts given from the computer. Print either recorded cover page (s) or rejection slip. Print either recorded cover page (s) or rejection slip. Attach cover page (s) for recorded documents or rejection slips for rejected documents, and mailing labels. Attach cover page (s) for recorded documents or rejection slips for rejected documents, and mailing labels.

DOCUMENT RETURN PROCEDURES Complete checklist that was initially attached to transaction in the area provided for document return. Complete checklist that was initially attached to transaction in the area provided for document return. Initial checklist. Initial checklist. Attach checklist and mailing label to transaction. Attach checklist and mailing label to transaction. Place documents in the box to be mailed out for supervisor review Place documents in the box to be mailed out for supervisor review.

INSTRUCTIONAL MATERIALS The following materials will be needed: Intake, scan, and document return checklist Intake, scan, and document return checklist Sample of Real property documents from various transactions. Sample of Real property documents from various transactions. Evaluation Survey Evaluation Survey

COURSE SCHEDULE TIME TRAINING EVENTS 9:00- 9:05 Introduction- Power point presentation describing the problem 9:05- 9:35 An overview on the Intake, scan, and document return functions- Power Point presentation. An overview on the Intake, scan, and document return functions- Power Point presentation.

COURSE SCHEDULE CONT. TIME TRAINING EVENTS 9:35- 9:45 Practice session- hands on training on the actual functions for Intake, scan and document return. 9:45- 9:50 Question and Answer forum- open the floor for questions. 9:50- 10:00 Evaluation Survey – Allow employees to rate the effectiveness of the workshop.

REQUIRED RESOURCES The following resources are needed for the workshop, and will be used throughout the training process: Computer terminals Computer terminals Wands Wands Scanners Scanners Sample packages of Real Property documents Sample packages of Real Property documents City Register checklist City Register checklist