Recorder of Deeds: Electronic Document Management Eases Management of Vital Documents
Every recorder of deeds faces the daunting task of managing vital documents of record. Decisions about public, private, and commercial use of property hinges on your ability to acquire and provide accurate, detailed information. With the responsibility of collecting, organizing, indexing, and managing vital documents that can be searched by interested parties, municipal government records have to be secure and tamperproof, yet easy to locate for diverse types of people who need them.
Paper land records, microfilm, and electronic documents such as deeds, mortgages, mechanics liens, and plats must all be available and indexed appropriately for easy search. Adding to the volume of information, many register of deeds offices maintain corporate charters, military discharges, marriage license applications, court judgements, and other records. Regardless of what information is managed, the recorder of deeds faces a never-ending growth in documentation, since new information is constantly added to existing material.
Optical Image Technology’s DocFinity suite of electronic document management (EDM) software products can help you organize your records, supporting documents, and other information into a central, electronically searchable document management system:
- Web-based access makes it easy for the recorder of deeds to access information and provide instant answers from any location.
- Integration capabilities let you communicate with other governmental agencies and departmental software applications, as well as making pertinent records available to the public via your web portal.
- Digital workflow automates document collection, approvals, and other items that require timely action by the register of deeds’ office.
In real estate development, meticulous recordkeeping is essential. DocFinity helps you find what you need using multiple indices for your records. It makes searches for grantors, grantees, tracts of land, neighborhoods, and maps easier, and puts an end to tedious, time-consuming, and frustrating manual searches. Furthermore, electronic transaction trails provide a clear record of who has viewed or acted upon each document or record, facilitating audits and compliance.
If you are looking for a way to organize and manage your information efficiently and provide better and faster service without the hassles inherent with paper files, contact us, or email Optical Image Technology at info@docfinity.com.
