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Broward County

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Broward County

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    1. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Tom McGrath Records Automation Manager County Records Division Broward County Chris Stewart Information Technology Director APTItude Solutions

    2. Broward County/Aptitude Solutions Electronic Recording Case Study Brief Overview of Electronic Recording

    3. Aptitude Solutions and Broward County What is an Electronic Recording? An Electronic Recording is the electronic submission of a digital document to a Recording Entity and the electronic return of the digital document to the document originating organization. An “Electronic Submission” can be made via an E-mail, SSL, Dedicated Connection, VPN or even a file stored on a disk. A “Digital Document” can be a scanned image, a scanned image and associated data or a complete digital representation of the document. TIFF TIFF XML Tagged PDF XHTML Broward County/Aptitude Solutions Electronic Recording Case Study

    4. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Why Electronic Recordings? Time savings Documents submitted for recording within seconds as opposed to hours (via courier) or days (via mail) Cost savings Reduces or eliminates redundant indexing, no courier fees Accuracy of recording index information Streamlines overall workflow for Title Companies, Recording Entities and Lenders

    5. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Other Contributing Factors Acceptance of UETA and E-SIGN legislation Pressure from lending institutions The GSE’s and Lenders are the major entities advocating Electronic Recording with the compression of the loan cycle as the main goal.

    6. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Where Electronic Recordings are happening nationally Electronically Active Counties 20+ counties are currently accepting some form of digital document including: Orange CA, Maricopa AZ, Broward FL, Fairfax VA, Salt Lake UT, Lancaster PA, Racine WI, Washington WI, Riverside CA, Oakland MI, San Mateo CA, Washington DC, Douglas CO) Many other counties, nationally, are working towards various electronic recording initiatives.

    7. Broward County/Aptitude Solutions Electronic Recording Case Study Presently implemented/accepted methods

    8. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Currently Accepted Electronic Recording Models Level I - Image only (OK – low tech) Documents are executed in a traditional method, scanned and transmitted to the County. No data is sent. Level II - Images with data (Good – has most potential) The documents are executed traditionally (or electronically), scanned, data (XML) is attached and transmitted “securely” to the to the County. Level III – Images with data sent securely transaction with partial digital security (Best – expensive and complicated) The images and data are digitally “wrapped” and transmitted securely. Level IV – Document and data are the same and transmitted securely, sometime referred to as a Smart Documents (IE. Smartmortgage) (Future) Document format is XHTML and executed digitally, encrypted and transmitted securely.

    9. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Currently accepted payment methods Escrow accounts Pre-signed blank checks ACH ECH Credit Cards

    10. Broward County/Aptitude Solutions Electronic Recording Case Study Broward County and Aptitude Solutions History and Timeline

    11. Aptitude Solutions and Broward County Broward County Electronic Recording Case Study July 2000 - Broward County records their first true electronic recording. Although this was a step in the right direction the recording was a time consuming and cumbersome process. Why? There were no document or transmission standards to base the electronic recording process on. Therefore prospective customers and vendors were forced to custom code if they wanted to trade with Broward County. The initiative quickly lost traction.

    12. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study July 2001 - Broward County entered into a contract with Aptitude Solutions to develop a Recording Package that would, among many things, incorporate an open electronic recording structure. April 2002 - Broward County went live with Oncore, Aptitude Solutions county recording software. Oncore has subsequently been installed in 10 other counties since April 2002 and there are presently several pending counties for install.

    13. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study March 2004 - Broward County records over 400 Level II (Tiff/XML) documents (various Satisfaction and Assignments of Mortgages) using OnCore. Broward County used PRIA 1.2 DTD and Aptitude Solutions developed standards to allow Ingeo, an e-recording service provider to package the submissions. This has become an ongoing process for Broward County. March 2004 - Broward County records a closing submission (Deed and DR219) using Level II (PDF/XML) recording standards. Broward County used PRIA 1.2 DTD and Aptitude Solutions developed standards to allow E-Cloz, a title company Trusted Business Partner. Broward County expects to continue to receive electronic closing package submissions.

    14. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study April 2004 – Broward County expects to start receiving Level III XHTML submissions for e-recording of child enforcement support liens via Applause, Aptitude Solutions e-recording packaging software. This milestone will indicate that Broward County and Aptitude Solutions software the first to accommodate all three PRIA standard formats.

    15. Broward County/Aptitude Solutions Electronic Recording Case Study Discussion of the Recording Model in Broward County

    16. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study

    17. Aptitude Solutions and Broward County Broward County Electronic Recording Case Study Establish a trading partner agreement. Determine Payment method. This will vary from county to county. Trading partner must obtain a Digital Certificate to register with the county. Begin test submissions using pre-established standards until all parties are satisfied with validity of submission data and returned data. Begin submitting electronic transactions. The county may decide to go “lights out” with a partner if they are satisfied with the accuracy and quality of the submissions. (Optional)

    18. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Lesson Learned Standards are of the utmost importance. Using the PRIA standard (1.2 DTD) was critical to the success of this initiative. Broward County and Aptitude Solutions developed additional standards during development that will be proposed for the next PRIA standard revision (2.0 DTD). Aptitude Solutions and Broward County are officially a part of the PRIA recording standards DTD committee.

    19. Broward County/Aptitude Solutions Electronic Recording Case Study What’s next in Electronic Recording, related trends and observations

    20. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Obstacles Acceptance by consumers, lenders, title industry and Counties. Traditionally accepted practices will have to change. Will a consumer be willing to “electronically sign” a document? Will lenders accept electronically recorded documents, as opposed to documents with “wet” ink signatures? Getting all involved parties to consent to a electronic closing. Software compatibility (LOS, Closing Packages, County Government, Loan Servicing, GSE). When will be they be able to pass information between each other? This is where MISMO, PRIA and Legal XML standards development are so important. Universally accepted “data warehouses” that will vault digital documents.

    21. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Where are we going? Internal Governmental Recordings (Court, Probate, Tax Liens, Hospital Liens, Child Support Enforcement Liens, Building Departments). These areas reflect 30% or more of current recording volume and are areas where counties should be able to get the most cooperation. Continued development and refinement of recording standards. (MISMO and PRIA)

    22. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study What can you do? Reality is Electronic Recordings will probably be one county at a time due to the various complexities. However, as standards are developed and the process is refined, this initiative will gain momentum. Talk to your customers. What are their thoughts? Do they have any initiatives? What will they accept? Talk to your software vendors. What are their plans?

    23. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Organizations active in Electronic Recordings Aptitude Solutions www.AptitudeSolutions.com Broward County www.broward.org/records Property Records Industry Association (PRIA) taskforce.cifnet.com/priaus National Association of County Recorders, Election Officials and Clerks (NACRC) www.nacrc.org International Association of Clerks, Recorders, Election Officials, and Treasurers (IACREOT) www.iacreot.com Mortgage Industry Standards Maintenance Organization (MISMO) www.mismo.org National Notary Association www.nationalnotary.org Legal XML www.legalxml.org

    24. Aptitude Solutions and Broward County Broward County/Aptitude Solutions Electronic Recording Case Study Questions?

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