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General Info . Please sign in or leave a business card so that we have record of your attendance.Please include a company e-mail address that you know will be checked regularly, even if you have staff turn-over.Restroom locationsPlease silence all cell phones
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1. WELCOME ALLto this Inaugural PREP Meetingpresented byBill GarrettDavidson County Register of Deeds&Tennessee Land Title Association
2. General Info Please sign in or leave a business card so that we have record of your attendance.
Please include a company e-mail address that you know will be checked regularly, even if you have staff turn-over.
Restroom locations
Please silence all cell phones & pagers
3. Agenda
9:45-10:15 Legislative Update
(Marie Murphy – Executive Director, COAT)
10:15-11:15 How to Reduce Document Rejections
(Kim LeGate – Chief Deputy of Operations,
Davidson Co. Register of Deeds Office)
11:15-11:30 Break
11:30-11:40 Denise Allis, TLTA President
11:40-12:30 Review of Register of Deeds Website
(document requirements & fee calculator)
(Steve Moore, Chief Deputy of Information Technology, Davidson Co. Register of Deeds)
12:30-1:00 Remote Filing
(Steve Moore, Chief Deputy of Information Technology, Davidson Co. Register of Deeds)
1:00 Questions / Survey
4. What is PREP? Property Records Education Partners
A designated PRIA Work Group
PRIA (Property Records Industry Association) www.pria.us
Local Chapters
5. The goal/mission of the Davidson County Register of Deeds office is to provide the most professional, efficient service possible while fulfilling all responsibilities given to us by the Tennessee State Legislature and the Metropolitan Charter.
6. PREP Goals Improve working relationships
Open and enhance lines of communications
Networking
Education
7. Legislative UpdatePresented By: Marie MurphyExecutive Director County Officials Association of Tennessee
8. How to Reduce Document Rejections?
Use our List of Requirements
Use our on-line Fee Calculator
Open an Escrow Account
9. Advantages of Escrow Reduces checks written and processed
Shortages automatically taken from escrow funds
Overages posted to escrow
10. Escrow Account SetupRequirements Complete an application
Deposit of $50.00 to set-up
List of agents given permission
to use the account.
11. Common Recording Problems Incorrect reference numbers
Incorrect recording fees
Derivation clause needed or incorrect
Wrong county
Notary missing or seal needed
Prepared by
12. WARRANTY DEEDS 1. Self-addressed stamped envelope
2. Name and address of preparer
3. Date
4. Grantor(s) (sellers), grantee(s) (buyers)
5. Notarized signature and seal by grantor(s) (sellers).
6. Map and Parcel
7. Name and address for tax bill
8. Name and address of the new owner
9. Legal description (must be in Davidson County)
10. Current derivation clause
11. Oath of consideration, signed and notarized
13. DEED OF TRUST 1. Self-addressed stamped envelope
2. Grantor(s) (borrower)
3. Trustee
4. Name and address of preparer
5. Dated
6. Legal description (must be in Davidson County)
7. Signed by grantor(s) (borrowers)
8. Notarized and sealed
9. Current derivation clause
10. “Maximum principal indebtedness for Tennessee recording tax purposes if $________________.” The indebtedness amount must be filled in. Taxes are due on the indebtedness and should be paid with the recording fees.
14. ASSIGNMENTS 1. Self-addressed stamped envelope
2. Name and address of preparer
3. Dated.
4. Assignors and names of Assignee.
5. “Maximum principal indebtedness for Tennessee recording tax purposes is $0.”
6. Signed by assignor
7. Notarized and sealed
8. Legal description in Davidson County
15. Releases 1. Self-addressed stamped envelope
2. Parties being released (debtors).
3. Original instrument number or book and page of the instrument(s) being released (Increase your recording fee check by $5.00 for each additional reference.)
4. Dated.
5. Signed by grantor(s)
6. Notarized and sealed
7. If it is a partial release make sure the property is Davidson County
16. Modification or Amendment to Deed of Trust 1. Self-addressed stamped envelope
2. Name and address of preparer
3. Original document number of the deed of trust(s) being modified.
4. Dated
5. Name(s) of the grantor(s) and the grantee (lender, beneficiary).
6. Signed by grantor(s) (borrowers)
7. Notarized and sealed
8. “Maximum principal indebtedness for Tennessee recording tax purposes if $________________.” The indebtedness amount must be filled in. Taxes are due on the indebtedness and should be paid with the recording fees. There is no exemption of $2,000 on new money advanced on an existing loan. If over 60 days you pay double the tax or $250.00 whichever is greater. If there is no new money and just a change in terms, etc., the amount is zero.
9. Property in Davidson County.
17. Fixture Filings 1. Property must be in Davidson County.
2. Self-addressed stamped envelope
3. Name and address of all debtors.
4. Name and address of the secured party.
5. Maximum principal indebtedness for Tennessee recording tax purposes if $________________.” If the taxes were paid on a deed of trust being recorded prior to the Fixture Filing, “Taxes were paid on Deed of Trust recorded in Instrument #____________. Taxes paid at the State you should include a copy of the receipt.
6. Needs to state that it is a fixture filing.
18. Fixture Filing Release 1. Property must be in Davidson County.
2. Self-addressed stamped envelope
3. Name all debtors.
4. Name the secured party.
5. Instrument number(s) of the document being released
20. Reviewing Our WebsitePresented By:Steve MooreChief Deputy of Information Technology
21. Davidson County Register of Deeds Remote Filing
22. Logging in
23. Remote Recording Steps 1. Create a transaction
24. Creating Transaction
25. Remote Recording Steps 2. Create a document within that transaction
26. Creating a document within the transaction
27. Choose document type
28. Information screen
29. Remote Recording Steps 3. Perform data entry
30. Enter date of document.
31. Enter consideration if any.
32. Enter one grantor name.
33. Enter one grantee name.
34. Remote Recording Steps 4. Scan original document
35. Scanning original document
36. Scanner interface
37. Document image scanned into software
38. Remote Recording Steps 5. Clean up document image or rescan if necessary
39. Prepared
40. Remote Recording Steps 6. Post transaction
41. Posting the transaction
42. Submitted
43. Remote Recording Steps 7. Retrieve post updates
44. Retrieving post updates
45. Rejected transactions
46. Transaction status 8. If the transaction is rejected make the necessary corrections, repost the transaction and check for subsequent updates.
47. Reasons for rejection
48. Accepted transactions
49. Transaction Status When the transaction is accepted print the receipt first.
50. Opening receipt
51. Printing Receipt
52. Receipt
53. Transaction status After printing the receipt retrieve and print the instrument number on the original document
54. Retrieving instrument number
55. Printing instrument number on original document
56. Recorded document
57. Completed transaction
58. Remote Recording Steps Create a transaction
Create a document within that transaction
Perform data entry
Scan the document
Clean up image
Post transaction
Retrieve post updates
If the transaction is rejected make corrections, repost and check for subsequent post updates. ***If the transaction is accepted print the receipt.
Print the instrument number on the original document
Transaction completed
59. Questions/Surveys