Mail Upfront Scanning and Tracking System

About the Program

Category: Information Technology (Best in Category)

Year: 2016

The Los Angeles County Registrar-Recorder/County Clerk (RR/CC) implemented the new Mail Upfront Scanning and Tracking system in March 2015 to efficiently and effectively track and scan real property documents and fees received via mail. The new system streamlined a completely manual paper process from 8 handoffs (across 3 floors) down to 3 handoffs (1 floor). The system allows the RR/CC to ensure that all legal recording requirements are met and to fully track all customer requests and reasons for rejections. The Mail Upfront Scanning and Tracking system provides efficiencies that reduce production backlogs, expedites the financial deposits, eliminates the need for manual movement of the documents from floor to floor and provides a complete searchable record of each request to answer customer inquiries. The new Mail Upfront Scanning and Tracking system also provides a complete audit trail of the real property document transaction submitted through the mail