FOR THE PEOPLE WHO WORK FOR THE PEOPLE

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eRecording Get The Facts Wednesday, October 19,
2005 Arkansas Circuit Clerk Educational Conference
FOR THE PEOPLE WHO WORK FOR THE PEOPLE
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Presentation Overview

• What is eRecording?
• Industry Terminology
• Levels of eRecording and Workflows
• Benefits of eRecording
• eRecording Legislation
• Getting Started
• Questions and Answers

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What is eRecording?

• Created
• Submitted
• Recorded digitally

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Industry Terminology

• Catcher
• The recorders part of the system that receives
  the electronic document.
• Certificate Authority
• A trusted third party that issues digital
  certificates to subscribers. A CA vouches for an
  individuals identity and effectively binds that
  person to a key pair, including a public key
  contained in a digital certificate. Some common
  CAs are Digital Signature Trust Co., VeriSign,
  USERTrust.
• Client
• A software program that runs on a personal
  computer or workstation and connects to a network
  server to perform certain operations. For
  example, the email client, which allows a user to
  access the contents of an email account hosted on
  a remote server.

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Industry Terminology

• Common Gateway Interface
• Industry Standard that assists communication
  between computers and web servers.
• Digital Certificate
• An electronic file that is issued to a user by a
  certificate authority (CA). The primary purpose
  of a digital certificate is to link the
  certificate holder to a public key. Digital
  certificates generally include the following
  information
• Name of the subscriber
• Subscribers public key
• Name of the CA that issued the certificate
• The issuing CAs public key
• Digital signature of the CA
• Expiration date of the certificate

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Industry Terminology

• Digital Notarization
• A notary public signs an electronic document to
  endorse the signers acknowledgement with
  digital notarization. In an electronic
  environment, the notarization process is
  identical to the creation of a digital
  signature, where in a paper environment a notary
  stamp is applied to the original paper document.
  
• Digital Signature
• Electronic data that is embedded in an
  electronic document. The purpose of the data is
  to verify the document integrity and signer
  identity.

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Industry Terminology

• Electronic Signature
• Different methods that link a person to a
  document or action using electronic data. Most
  common methods are digitized signature, digital
  signature, voice authorization, text-based
  signature, and biometric signature.
• Schema
• A method for specifying the structure and
  content of specific types of electronic
  documents. Created in XML format.
• Submitter
• System or party sending the document.

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Industry Terminology

• TIFF File Format
• Industry standard used in many image based
  computer applications. The goal of the format is
  to allow easy exchange of the image data between
  different computer systems. TIFF files are very
  commonly used in the recording industry when
  scanning and storing images.
• Validation
• A process by which a digitally signed document
  is authenticated and then checked for validity
  based on specific external requirements. During
  signature authentication, the embedded digital
  signature is decrypted using the signers public
  key, to verify the signers identity and the
  documents integrity. The second part of the
  process involves making sure that the document
  follows a specific set of conventions. For
  example, the document must have the required
  elements, and all information must be in the
  correct format.

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Industry Terminology

• Wet Signature
• An original representation of persons name,
  written by hand with pen and ink, applied to a
  legal document. This type of signature is
  referred to as wet to distinguish it from other
  kinds of signatures photocopies or facsimiles
  of handwritten signatures.
• XML
• Data language format used to carry information
  between different computer systems.

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Levels of eRecording

• Level 1
• Allows for the electronic transmission of
  documents
• Only process taken out is the mailing aspect
• Maricopa, AZ is the only county currently doing
  Level 1 eRecording

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Level 1 eRecording Workflow
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Levels of eRecording

• Level 2
• Electronic transmission of documents
• Includes electronic data for indexing
• Uses image copy of wet signed documents

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Levels of eRecording

• Level 3
• Complete electronic document
• Only XML file is submitted
• Deals with a Trusted Submitter
• Utilizes an electronic signature

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Benefits of eRecording

• Recording Offices
• Records documents faster
• Reduces indexing, imaging and filing time
• Generates fewer rejections due to incorrect
  formats and/or fees
• Reduces traffic in the office

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Benefits of eRecording

• Document Originators
• Reduces document errors
• Reduces payment errors
• Eliminates mailing and other document
  transportation time and fees
• Reduces document turnaround time

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What eRecording will NOT do?

• eRecordingwill not run on its own
• eRecordingwill not eliminate the paper trail
• eRecordingwill not change the business process

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eRecording Legislation

• The Uniformed Electronic Transaction Act (UETA)
• The Electronic Signatures in Global and National
  Commerce Act (E-Sign)

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UETA Uniformed Electronic Transaction Act

• Introduced by NCCUSL in the late 1990s
• NCCUSL approved UETA as a starting point for
  removing barriers to the electronic commerce.

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States that have adopted UETA
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E-Sign Electronic Signatures in Global and
National Commerce Act

• June 30, 2000 President Clinton signed Bill
• Adopts UETA provisions

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Getting Started

• Alleviate paper document load coming into the
  county
• Support a product that provides highly accurate
  and timely eRecording
• Support a product that will continue to evolve
  with standards
• Support a product that will continue to evolve
  with technology
• Partner with a vendor who can deliver volume
  through eRecording
• Partner with a vendor who can implement without
  a lot of disruption

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Other Commonly Asked Questions

• Are electronic documents recorded as soon as they
  arrive at the courthouse?
• If a submitter is filing several documents and
  wants them recorded in a specific way, should
  they be recorded in a particular way?
• How does the county get its recording fee for an
  eRecorded document?
• What type of turnaround time can a submitter
  expect to have if using eRecording?

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Other Commonly Asked Questions

• What does eRecording do other than transmit
  information electronically?
• Do I have to move towards eRecording?
• Why develop Standards for eRecording?
• Who sets the standards for eRecording?
• Who is representing County Recorders?

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Other Commonly Asked Questions

• If I adopt eRecording, can I still accept paper
  documents?
• What types of documents can be eRecorded?
• Can I legally accept electronic records?
• How do I return an electronic document?

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Thank you
For more information on eRecording and for a copy
of todays presentations visit http//seminars.f
idlar.com
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Educational Seminars
Fidlar Software offers FREE Educational Seminars
on current issues facing county governments in a
non-vendor, non-product specific environment. Our
current Educational Seminar topics include
  Who Moved My Technology? The Technology
Maze This presentation is designed to address the
ongoing issues of changing technology in our
industry.   eRecording This presentation
discusses the driving forces behind eRecording,
where we are, where we are going, the benefits of
eRecording, technology, etc.   Disaster
Recovery This presentation is designed to help
county officials understand the need for a
Disaster Recovery plan and to begin thinking
about a way they can adopt a plan for their
office.   Privacy in a Public World Protecting
your Constituents Identity This presentation is
designed to provide information about the eminent
need for the privacy and the protection your
constituents personal information, specifically
Social Security Numbers. If you would like more
information on Fidlars Educational Seminar
program or would like to make suggestions for new
topics, please contact Vanessa Laviada at
309.794.3270 or vanessal_at_fidlar.com