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E-recording will improve the recordation process from the point of origin (title company, bank, attorney office, etc.) to the County Clerk's Recording Office. It will improve work flow; increase productivity; speed up the recording process; improve data accuracy, and reduce rejections (specifically- incorrect fees, missing return address, missing party names, missing tax lot & block info, missing marginal notations, etc).
For Level I e-recording, the submitter creates a Batch Summary Sheet and individual Document Summary Sheets for each document from the web-site and prints them. They are then attached to the original documents and delivered to the County Clerk’s office for recording. The Document Summary Sheet is stamped with the recording information and remains as part of the original recorded document. If re-recording is necessary, the Document Summary Sheet must be included as part of the original document. After recording, the document is returned to the party indicated on the Document Summary Sheet.
For Level II e-recording the submitter creates a Batch Summary Sheet and individual Document Summary Sheets for each document from the web-site and then scans in the original document. The system automatically inserts the Batch and Summary Pages as the first pages of the document and transmits the document to the appropriate County Clerk for recording. The County Clerk’s office examines the image, and either accepts it for recording or rejects it back to the submitter with explanation for rejection. If accepted, the document is then recorded in the County Clerk’s office and the recording information is added to the first page of the Document Summary Sheet. After verification, a recorded image is returned to the submitter; where it can be either printed, or downloaded. As with all other documents, the index and image remain as permanent records within the County Clerk’ Office. Level II e-recording requires the submitter to have an escrow account with the County Clerk.
Supported Platforms:
Microsoft Windows 7 (or latest versions) and MAC
PC:
Minimum 2GB RAM
Display Resolution 1280 x 1024
Hardware:
Scanner
Internet Browsers:
Microsoft Internet Explorer 10 (or above), Microsoft Edge, Chrome and Firefox.
Internet Connection - Broadband
Requirements for pre-scanned images that will be uploaded:
Each page of the document should be given as a separate file.
Format: Single page Tiff with G4 compression
Bit Depth: Black and White
Resolution: 200dpi
Windows: Direct scan and upload to DSMS website is possible
MAC: Need to create tif file seperately with scanner and then upload into the website.Direct scan to DSMS website is not possible in MAC PCs.
Check with each individual County to determine which documents are supported. Document types are county specific. Log in to the county you will be sending the document to and check the help file to find document types.
Payment types are specific for each individual County. Log in to the county you will be submitting documents to and check the help file for payment criteria.
Please click on "New Users Register Here" in the homepage to register.
A batch is a group of documents; it may consist of one document or many documents. Usually documents that relate to each other are grouped together in one batch (ie deed, mortgage, and assignment). However, a batch may consist of many documents that are not related to each other (i.e. mortgages from lending institutions).
The Batch Summary page summarizes the content of the documents and payments included in the entire batch. A Batch Summary may contain more than one page of information depending on the number of documents contained within the batch. The Batch Summary Page must accompany the documents when submitted to the County Clerk for recording.
You will need:
- The documents that you wish to be recorded by the County Clerk (i.e., mortgage, deed, agreement, notice of settlement, etc.)
- Supporting documents (affidavit of exemption from Realty Transfer Tax etc.), if any
- Payment method (checks, account number with County Clerk)
Start by giving the batch a name. Choose a name that will help you track the batch throughout the process. Some users will choose the client name as a batch name; others use a file number. After choosing a batch name enter the number of documents being submitted. This will help you later in determining if all of your documents have been entered. If the number of documents submitted differs from the original number entered, the system will prompt you, asking if you are certain the number of documents is correct. The prompt may be over-ridden if the number has changed. Next select the Document Type from the drop-down list. Determine the Document type from the original document. It is usually in the form of a title at the top of the first or second page of the document. Document types are defined by the County Clerk.
Determine the Document type from the original document. It is usually in the form of a title at the top of the first or second page of the document. Document types are defined by the County Clerk. Find and select your document type from the drop-down list.
A Document ID represents a single document to be recorded (such as a mortgage, deed, or notice of settlement). A batch may consist of one or more documents that share a Batch ID. For example, a deed and a mortgage might be submitted together in a single transaction. Each document in a transaction requires a Document Summary Page. The fees and taxes are calculated individually for each document; however, charges are combined into one total payment for the transaction on the Batch Summary Page.
If the password has been forgotten, you may enter user ID and the system will generate a temporary password and send it to your user email address. This temporary password has to be changed once you re-login into the system.
The Preparer is the individual or business organization that is submitting the Batch to the County Clerk.
The Return To Address is the individual or business organization to which the County Clerk is to return the document after recording.
Yes. There are several ways to copy names and addresses. Within a transaction, names and addresses can be copied from a prior document to the current document by using the copy buttons on the Document and Party Tabs. Also, the Submitted By name and address will automatically be copied from the customer account profile of a registered Frequent User. The name and address will be retrieved immediately after the Frequent User logs into the program and begins a Summary page session.
No, there is no fee for submitting the Batch Summary Page or for the individual Document Summary Pages. However, these document summary pages now become a part of the recorded document and must remain attached. If the document is re-recorded for any reason, these pages must be included in the page count for re-recording. A detailed description of State mandated taxes and fees can be found on the various individual County Clerk web-sites and on the NJ State Division of Taxation web-site.
Fees and taxes are automatically calculated for you on the fee summary page. Follow the step-by-step instructions and the program will calculate the appropriate fees for each individual document type based on the information entered (i.e. number of pages, amount of consideration, number of marginal notations, abstracts etc).
The affidavit of exemption counts as a page within the document. Select the exemption type being submitted when choosing the document type. Check off the exemption type being submitted and the program will then calculate the appropriate fees (i.e. totally exempt, senior citizen, blind or disabled, low/moderate income housing).
The preferred way to save your work is to complete all required entries on a Summary Page tab, such as the Party Names Tab, and click on the save & continue button. This should display a checkmark in front of the completed tab on the checklist at the left of the screen. The checkmark indicates all required entries for that tab have been made. You can return to the tab any time before the transaction is finished and change your entries.
Yes. As you complete each portion of the Cover Page process by clicking the "SAVE & CONTINUE button to progress to the next tab, the information is saved. It can be retrieved later by logging on and retrieving the batch. Once the Batch is retrieved, select the Document ID and continue working.
After logging back in to the program select "MANAGE BATCH" tab from the Summary Page menu. The user may then enter a Batch name and click the Search button to retrieve the data, or select all batches and then choose the appropriate batch from the list. Until a batch is submitted to the County Clerk, documents in the transaction can be edited, deleted, added, etc using the buttons on the same line as the document.
Summary pages can be printed at any time after they have been successfully completed. However, they will be marked as "draft" pages, signifying that the transaction has not been submitted. Only after submission can the completed Batch Summary and Document Summary pages be printed. This removes any danger of information being altered after submission but before receipt by the County Clerk. A user can also print cover pages up to 120 days after submission if needed. Document Summary pages must be printed and attached to each document submitted for recording.
No, once a batch has been submitted over the Internet, it cannot be changed or altered in any way.
You will need to bring in a complete transaction, which should be assembled as follows:
- Batch Summary Page
- Original Documents being recorded, each with it's own Document Summary Pages
- Check or cash in the amount indicated on the Batch Summary Page
- Realty Transfer Fees must be paid by Attorney Trust Account, Certified or Official Bank check or cash
- Place the completed package in the basket marked "E-File"
The contents of submission a package are the same whether mailed or hand delivered. Of course, cash cannot be accepted via mail.
- Batch Summary Page
- Original Documents being recorded, each with it's own Document Summary Pages
- Check or cash in the amount indicated on the Batch Summary Page
- Realty Transfer Fees must be paid by Attorney Trust Account, Certified or Official Bank check or cash
Mark the envelope in red "E-File"
Documents that are not clearly identified as "E-File" will be processed as regular mail
All documents should be delivered to the appropriate County Clerk or Registers in the usual manner.
A user can check the status of a document by logging on the Summary Page Home page. The status of each document within a transaction will be displayed in the "Status" field.
Checks for Recording Fees, Filing Fees, Realty Transfer Tax should be made payable to the appropriate County Clerk or Registers according to each county’s specific requirements. Again, check the individual County Clerk or Registers help file for specific information.
An escrow account is a depository account maintained with the County Clerk’s Office. The account holder periodically sends funds to be applied to this account and recording fees are deducted from the account when documents are recorded. Not all County offices support Escrow accounts, so be sure to check the individual County Clerk or Registers Office help file for County specific information.
An escrow account eliminates the need to write individual checks for each recording. It also Eliminates the chance of rejection due to incorrect check amount. The only responsibility is to maintain enough funds in the account to cover documents submitted.
| Error |
Description / Impact Of Error
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Wrong Document Type
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The document type determines the requirements for recording. If
the document type is incorrect, the fee calculation will be incorrect and the
document will probably be returned unrecorded. If unsure of document type,
contact County's Clerk via e-mail DSMSInfo@NJCountyRecording.com
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| Page Count
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If the wrong page count is entered, the total fees due will be
incorrect. This will result in the wrong fee being submitted and the document
will be probably be returned unrecorded. If the transaction is being charged to
an account with the County Clerk, the Clerk will enter the correct number of
pages as long as there are enough funds in the account to cover the fee.
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| Missing Affidavit of Exemption from Realty Transfer Fee
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If the affidavit is missing or not properly executed when
received by the County Clerk's Office the deed will be returned unrecorded.
Exemption forms may be obtained from the State of NJ Website at www.state.nj.us/treasury/taxation select forms, then select print &
download tax forms, then local property tax forms and select and print RTF-1.
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| Documents not signed, not dated or not properly acknowledged
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Documents will be returned unrecorded.
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| Charge account lacks funds
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Documents will be returned unrecorded.
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| Checks not signed or enclosed
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Documents will be returned unrecorded.
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| Missing reference information
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Documents that require reference information cannot be recorded
if it is missing. Example-discharge of mortgage must include the reference
information (book and page) for the original mortgage that is being discharged.
However, if there is no reference information to enter and the red * asterisk
does not appear above the reference entry screen, you may skip that page and
continue.
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| Possibilities |
Reasons
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Omitted a sub-tab: Completed some of the document summary pages
but not all
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There are 4 or 5 sub-tabs on the Document Summary Tab: ADDRESS.
PARTY, PARCEL, REFERENCE, FEE. If all the required fields for each tab have not
been successfully completed, the Summary Page transaction cannot be completed.
Each tab must have a check mark next to it for the transaction to be marked
valid.
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Wrong Deed Type
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An incorrect deed type may cause the total realty transfer fees
due amount to be incorrect and the deed will probably be returned unrecorded.
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Number of Parties
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Omitting party names may result in names being omitted from the
final index in the County Clerk's Office, which can hinder chain of title and
future searches.
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Printing Problems
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You must have Adobe acrobat reader 4.0 or higher in order to
print Summary Pages. Printing problems are usually internal matters and must be
solved by your resident software/hardware expert.
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Closed Adobe Print window without clicking Print icon
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The Adobe print window will open when the user clicks Print
Summary Page. However, the user must click the Print icon on the
Adobe print window in order to complete the printing process. After printing,
click Close the Window to continue.
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Did not print Batch Information Sheet
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The Batch Sheet is required in order for payment to be accepted
at the County Clerk's Office. If the Batch Summary Sheet is not printed,
customers will be asked to print a copy before payment is accepted.
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Did not print Document Summary Sheet
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The Document Summary Sheet is required for each document in
order for payment to be accepted at the County Clerk's Office. If the Document
Summary Sheet is not submitted, customers will be asked to print a copy before
document is accepted.
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Missing return address
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Missing Party names or portions of names
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Missing tax lot & block on deeds
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Missing reference information on documents where it is mandatory
(assignments, discharges, etc)
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Missing signatures
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Acknowledgement missing
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Acknowledgement defective - information missing; not signed by
notary or attorney; not dated
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Endorsement Page missing for cancellations
Endorsement defective-missing name of lending institution authorizing
cancellation, not dated
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Name in caption does not agree with signature
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Affidavit of Consideration or Exemption -missing or incomplete
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Illegible document
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Unsigned checks
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Illegible check
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Check not made out to County Clerk
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Incorrect recording fee
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Incorrect realty transfer fee
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Incorrect amount on check/ insufficient funds for documents in
attorney account
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Consideration on RTF-1 does not match deed
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RTF-1 not properly executed- ie: not signed by notary or
attorney; names and addresses or signatures missing; consideration amount
missing; reasons for exemption not properly marked
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Property not located in the County
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"Prepared By" missing from face of deed
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