Real Property Processing Training

1. Real Property Processing Training Colette McCain EDTC560 March 26th 2007

2. 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.

3. INTAKE PROCEDURES STEP ONE: • CHECK NO GOOD CHECKLIST. • Wand first document. • 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 a document is missing reject accordingly.

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

5. INTAKE CHECKLIST • Folded paper • Original signatures • Original notary • Date • Legibility • All Cross-outs on documents must be initialed. • 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.

6. INTAKE CHECKLISTCONT. • Shade in seal with china marker. • Check for SSN, and hide if visible. • Stamp seal next to notary for confirmation that the notary stamp is clear to the naked eye. • Check deed for E-Tax Forms • 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. Click here for deed sequence

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

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

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

10. 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. • INTAKE • 1. Are all documents a part of the same transaction? _____ • 2. Are documents prepped? ___ • 3. How many documents are in this transaction. _____ • 4. Initial here to confirm that all appropriate steps were taken. ____ • Supervisors Initials______ • Supervisors Comments____________________________________

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

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

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

14. DOCUMENT RETURN PROCEDURES • Check to see if checklist is attached to transaction. • Remove checklist from transaction. • Wand transaction out of the computer. • Answer automatic prompts given from the computer. • 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.

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

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

17. COURSE SCHEDULE

18. COURSE SCHEDULECONT.

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