ARCC Improves Property Recording System

Employees who need to work with property documents will have some new options when the County’s Assessor/Recorder/County Clerk (ARCC) office rolls out its first new recording system in 20 years on Dec. 15. The upgrade is just the first step in updating the department to efficient, real-time electronic recording systems.

The department’s first phase focuses on modernizing its internal recording system and grantor/grantee index. This system records and stores real property documents pertaining to sales or changes in ownership associated with individual parcels. It’s used by various County departments, including the Treasurer-Tax Collector, Public Works and several other departments in the Land Use & Environmental Group.

The new recording system takes three systems—the recording, imaging and grantor/grantee index—and merges them into one for ease of use. In addition, it expands searches back through 1970. Currently, the index goes back to 1982.

Many of the changes are “behind the scenes” and will not be noticed by employees using the systems or outside customers, according to Val Wood, Chief Deputy Recorder/Clerk.

“The system is similar from the public’s perspective, but we’ll have more flexible searching capabilities and functionality to do electronic recording,” Wood said.

For internal users, the biggest change is that documents, such as recorded maps, will be viewable from a new link on Monday. A link will be added on InSite’s Departments tab under Internal Services. The documents can be accessed as images and reviewed or printed from this link.

For walk-in customers, the biggest change will be that documents will be scanned at the counter.

Phase two of upgrades in ARCC come early next year with the move towards e-recording official records and adding vital records, birth and death certificates, marriage licenses, and clerk functions such as Fictitious Business Name filings.