Oncore Recordation Audit Queue Message System

About the Program

Category: County Administration and Management (Best in Category)

Year: 2012

Prior to Clark County's new Audit Queue process, the Deputy Recorder would contact the Audit Team by telephone to assist by reviewing a document for transfer tax purposes. The Audit Unit was not always sure which document was to be audited and the order in which the documents were received. This caused an increase in the customer’s wait time as well as an increase in interactions between the Deputy Recorders and the Audit Team. With the addition of the icon to the current recordation software system, the Audit Team could retrieve, review, make necessary comments and approvals before returning the transaction back to the Deputy; or they could opt to suspend the transaction. This allowed for the Deputy Recorder to continue providing services to other customers while the Audit Team reviewed the transaction. The program consists of the current Oncore Recordation Software feature which provides an additional icon that alerts the Audit Team of the customer’s transaction resting in the audit queue pending their review. The Deputy Recorder records the document, and if there is a pending transaction for the auditors’ review, the deputy sends an email message to the auditor requesting their review and comments concerning the documents. The Deputy Recorders process on the average approximately 600 E-recordings with Real Property Transfer Tax (RPTT) documentation involved on a daily basis, (13,000 per month; 21 working days). With E-recording, information is sent via email as a read only document. If the document needs an Audit review, the Deputy Recorder previously walked the document to the Audit Team with the transaction note, and comments for their review and recommendation. The total wait time for the Deputy to receive an answer from Audit was 15 minutes.