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Top 5 Document Rejection Reasons and How to Avoid ThemNovember 16, 2017
Jason StaleyJason is the product manager of eRecording Solutions. He works with the CSC® development team, recording jurisdictions, title underwriters, and lending institutions to develop solutions and products to better serve the real estate document recording market.
Meet your presenters
Matt NettaMatt is a national consultant and manager who’s dedicated to CSC’s eRecording program. He works with leading title underwriters, real estate firms, and lending institutions throughout the country. Matt frequently presents to real estate bar associations and state land title associations to share information and understanding about electronic document recording best practices. He’s also engaged with title underwriters and their counsel members to provide training on the effects and benefits of eRecording in the real estate and title industries.
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Agenda
• Introductions
• What are the most common reasons?
• Rejection reasons: Why does this happen, and how can it be avoided?
• How a system like CSC eRecording can help you reduce rejections
• Demo
• Q&A
Where We are Today
180,000+Corporate
customers
10,000Law firm
customers
3,000+Financial
market
customers
65%+Best global
brands
2,500+Employees
worldwide
We serve more than 180,000 businesses, including
90% of the Fortune 500®
We support 10,000+ law
firms, including the most
prominent in the U.S.
We providesolutions to
3,000+financial market
customers
We protect more than 65% of the 100 Best Global
Brands®—including
7 of the Top 10
We have more than 2,500
employees in over a dozen
countries, and in all 50 states
4November 22, 2017 | Proprietary and Confidential
CSC Conducted Analysis of Most Common Reasons
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• CSC offers paper recording and eRecording
• Looked at rejections in paper
• Assessed nationally
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CSC Quick Guide of Common Document Rejections
Incorrect
Fees
Missing legal
description
Incorrect
office or
jurisdiction
Missing or
illegible
notary
information
Missing or
incorrect
book, page,
or instrument
number
Many jurisdictionsrequire exact fee
payments, but often exact fees are
difficult to calculate
The legal description is
missing from the document and is
required for recording
The document was sent to the wrong office or recording
jurisdiction
This could be the notary stamp or
signature
Many documents have to reference
another document by book, page, or
instrument
1 2 3 4 5Missing
PIN
The document is missing the ParcelIdentifier Number
(PIN)
6
Incorrect Fees
1
Incorrect fees
In paper recording, check is attached to documentation.
Even if the document is perfect, if payment is off by a penny, the document will be rejected by the recording office.
Why Does This Happen?
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Accurate fees are difficult to calculate.
• Fee schedules are complicated
• Even some of the best calculators struggle
• Some counties do not allow for not to exceed (NTE) checks.
Miscalculations:
• Page numbers
• Indexing requirements
• Document type
• Consideration amount
• Loan amount
How Can Filers Avoid This?
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Start eRecording
• Payments are fronted for you
• Don’t have to estimate fees
• Paid upon record
Missing Legal Description
2
Missing Legal Description
The legal description is missing from the document and is required for recording.
Typically includes:
• Description of land
• Metes and bounds
• Lot and block survey
• Fractional designation
• Quantity of land
Why Does This Happen?
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Two types of legal descriptions:
• Long
• Short
Each jurisdiction will determine what is required.
Oftentimes, legal descriptions are missed because they are treated like an appendix or simply added to the end of the document.
How Can Filers Avoid This?
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Check, check, and check again.
• When eFiling, the legal description is sometimes required in the indexing.
• This requirement helps make it easier to remember to add it.
• However, just because it is not required for indexing does not mean it is not required.
Incorrect Office or Jurisdiction
3
Incorrect Office or Jurisdiction
The document was sent to the wrong office or recording jurisdiction.
Why Does This Happen?
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Similar or identical county names
• 31 Washington counties
• 26 Jefferson counties
Jurisdictions in jurisdictions
• St. Louis County
• The City of St. Louis
Jurisdiction split into districts
• Berkshire County, MA is divided into three regions: North, Middle, and South
How Can Filers Avoid This?
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• Navigating these scenarios is tricky, especially if you are not familiar with a specific jurisdiction.
• Research is your best weapon. Look up an address and validate the location.
• In ePrepare, search by county first. The state shape will display in lookup.
4Missing or IllegibleNotary Information
Missing or Illegible Notary Information
Sometimes documents are sent that are missing, or have illegible, notary information.
Includes:
• Notary stamp
• Signature
Why Does This Happen?
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• Seal or signature is too light
• Poor scanner quality
• Aberrations caused by scanner
How Can Filers Avoid This?
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• A tool like CSC’s eRecording solutions can help you darken up the seal or signature element.
• Viewing window can help users identify if image is legible.
Missing or Incorrect Book,Page, or Instrument Number
5
Missing or Incorrect Book,Page, or Instrument Number
• Many documents have to reference another document by book, page, or instrument number.
• In this case, the document is missing the proper values to reference these supplementary documents.
Why Does This Happen?
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Not paying attention!
How Can Filers Avoid This?
Pay attention!
Missing PIN
6
Missing PIN
The Parcel Identifier Number is unique to a particular parcel within the county and comprises important coding information for the county.
Why Does This Happen?
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Not paying attention!
How Can Filers Avoid This?
• Paying attention up front will prevent issues later.
• Review the documents prior to submit
Reduce Your Rejections with eRecording Solutions from CSC
• Fewer clicks to eRecord
• Faster image upload
• Superior image tools to ensure successful recording
• Single screen management of all pages
• Mark and blemish elimination
• Billing and payment preference accommodation
• Report reconciliation
• Maintenance-free .NET framework
• SOC 2 audited, secure, web-based
DEMO:Reduce Rejections with eRecording Solutions from CSC
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Questions?
Phone:
1.866.652.0111
Email:
Website:
www.erecording.com