Lowell Deeds

The latest on real estate recordings and new technology from the Middlesex North Registry of Deeds in Lowell

January 10, 2007

“POR” Scanning Update

by @ 11:26 am. Filed under Registry Ops


POR???? ………….Point of Recording!
Our “point of recording” scanning experiment has taken a number twists and turns that I didn’t anticipate when we first began the project. At this time I am not completely satisfied with the document flow…but, this is my fault. I keep changing the way we do things looking for the best results (of course, the quality of the work hasn’t suffered)…

Here are some of the things we have tried so far:

Using one experienced scanner located at the recording counter designated to do all the scanning. My objective here was to see if one person could keep up with the pace of recording. This worked fine…but truthfully our pace of recording right now isn’t very challenging. I am doubtful if this method would work if/when volumes increase to 2003 levels again.

We also trained our recording counter personnel to scan documents. I tried using them rather than a designated scanner. This worked very well also…I think even better than the single, experienced scanner…and I believe we could handle high recording volumes by adding more “recorder/scanners” when we get busy and a second ADF scanner.

Right now, we are using a combination of both of the above methods… After a short period of experimentation it seems the best path is using recording counter employees to do the scanning along with a separate employee assigned to do iamge QC duties only.

We have decided to handle our mail differently. A separate scanner will be put in the mailroom to be used only to scan mail. On an average we record about 700-800 pieces of mail a week. This volume will not require an employee to scan full time.

We have seen the most success with our new certified copy policy. All certified copies requested at the “time of recording” are made from scanned images. This is faster and more economical.

“POR” (Point of Recording) I like it. It has a nice ring to it.

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