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Getting Started With Electronic Recording

There are several steps that must be completed in order to start recording documents electronically. These high-level steps include:

  • Complete the Letter Of Intent required by the California Attorney General's ERDS Program Office. (Counties)
  • Obtain a board resolution authorizing the county to participate in the electronic recording process. (Counties)
  • Establish an MOU with CeRTNA to participate in the electronic recording process. (Counties)
  • Obtain hardware that will be dedicated to transporting electronic recording transactions. (Counties / Agents-Submitters)
  • Identify individuals that will have a 'Secure Access' role and complete the Department of Justice (DOJ) fingerprint and background check process. (Counties / Agents-Submitters)
  • Electronic Recording Delivery System (ERDS) to local system integration. (Counties / Agent-Submitters)
  • Create County ERDS Operating Procedures document. (Counties)
  • APEX installation. (Counties / Agent-Submitters)
  • Initial DOJ ERDS audit. (Counties)
  • Initial ERDS workstation audit. (Agent-Submitters)
  • Training. (Counties / Agent-Submitters)

Each of these high-level steps are documented in the following paragraphs:

Complete the Letter Of Intent required by the California Attorney General's ERDS Program Office.

Each year, the California Attorney General's office distributes a letter to all California County Recorders, to identify the California counties that will be participating in the electronic recording process for the upcoming calendar year. This communication includes a Letter Of Intent (to participate) form that must be completed and returned by each California County Recorder. The Letter Of Intent initiates a process for determining the annual fee that is paid to the Attorney General's ERDS Program office and for establishing an MOU between the County Recorder and the Attorney General's ERDS Program office.

For additional information about the Letter Of Intent or the ERDS Program, you can contact the Attorney General's ERDS Program Office by clicking this Contact Form link.

Obtain A Board Resolution Authorizing The County To Participate In Electronic Recording

Counties must obtain a board resolution before they can start recording documents electronically. CeRTNA can provide a template resolution document to help get you started.

Obtain Hardware That Will Be Dedicated To Transporting Electronic Recording Transactions

The DOJ Electronic Recording Delivery System (ERDS) regulations state that ERDS workstations must be sole-purpose. This means that those workstations are used only for the purpose of electronic recording. Depending on your availability requirements, you will need to purchase one or more computer workstations. Counties that plan to process Government To Government (G2G) transactions will need a second workstation to transport the G2G transactions and the G2G workstation can serve as a failover option should the primary ERDS workstation fail. Agent-Submitters should also consider acquiring and certifying a secondary workstation to ensure uninerrupted access to the CeRTNA ERDS.

Workstation specifications are documented in CeRTNA's APEX HW & OS Requirements document, which is available to registered users on the CeRTNA Wiki.

Identify 'Secure Access' Users And Complete A Fingerprint & Background Check

Individuals that will be responsible for transporting electronic recording transactions must complete a fingerprint and background check process, along with some additional forms. The following sections outlines the process for adding individuals to CeRTNA's ERDS platform.

IMPORTANT: It can take approximately 3-4 weeks to receive the Secure Access approval letter once your LiveScan process is completed. The completed LiveScan form (BCIA 8016 ERDS) form and approval letter are included in the application package that is submitted to the DOJ, by CeRTNA, when adding a county to the CeRTNA ERDS platform.

Adding An Employee To CeRTNA

There are classifications of users for CeRTNA - Reports Only User or Secure-Access User.

If your are requesting a Reports Only User, please email a completed and signed ERDS 0012 to CeRTNA (Rich Sherman). Please write the employee’s email address and phone number on the ERDS 00012 Form. Forms without the e-mail address and form numbers written on them will be rejected. Including the information in the e-mail is not sufficient because the forms are filed in a folder and the e-mail may be purged.

Adding an employee with a 'Secure Access' role to CeRTNA, requires a fingerprint & background check. The following steps are required to complete this process:

California residents will send the employee to local Live Scan provider utilizing a BCIA 8016ERDS form. Please fully complete the employee and employer sections prior to the appointment. Note that this form is a fillable PDF and utilizing acrobat to complete the form really helps the legibility.

Non-California residents should contact CeRTNA to obtain a 'Roll-Card' which will be taken to one of your local agencies to complete the fingerprint roll process. Your local police and/or sheriff departments typically offer this service.

IMPORTANT: Scan and send the completed Live-Scan or Roll-Card along with a completed and signed ERDS 0012 to CeRTNA (Rich Sherman) for submission to the DOJ. Please add the employee’s email and phone number to the Form 12.. Forms without the e-mail address and form numbers written on them will be rejected. Including the information in the e-mail is not sufficient because the forms are filed in a folder and the e-mail may be purged.

  • If CeRTNA does not receive and submit these forms, the DOJ will not respond with the results of the live scan.
  • Please keep the originals of the forms in your CERTNA documentation for future audit.

The employer and employee should each receive a results letter from the DOJ within 3-4 weeks from submission.

  • Notify CeRTNA if you have not received the letter within 4 weeks of providing CeRTNA the submission material.

Upon receipt, scan and send CeRTNA a copy of the DOJ results letter to CeRTNA (Rich Sherman) and put a copy of the Approval Letter in your ERDS binder so that it is available for future audits.

  • Upon verification that CeRTNA has a complete file for the employee, CeRTNA will create a token and ERDS access credentials.
  • The token will be sent by USPS Priority mail and the credentials are sent to the employee via email.

The token remains the property of CERTNA and must be surrendered upon termination, or a change in role no longer requiring access to CERTNA, or upon request.

Electronic Recording Delivery System (ERDS) To Local System Integration

The CeRTNA ERDS platform uses a shared folder in the clients local evironment to exchange transaction files. (CeRTNA Standardized XML structures.) How the client puts XML files in the shared folder or picks up XML files from the shared folder is managed by the client.

Counties will need to speak to the vendor that provides their recording/cashiering software application to determine if their vendor supports an electronic recording interface with CeRTNA. Several vendors currently provide a CeRTNA interface, however, some level of vendor specific installation and configuration is typically required. Please contact your recording/cashiering software vendor for additional information about integrating with CeRTNA

Agent-Submitter firms that intend to create CeRTNA Standard XML files and place them in the shared folder will need to review the CeRTNA Systems Integration Guide and the CeRTNA Standardized XML schema definitions to gain an understanding of how to create XML files that can be picked up and delivered to the counties by CeRTNA.

Create County ERDS Operating Procedures Document

For counties, one of the requirments of the preliminary certification/audit process is to create a County ERDS Operating Procedures Document. CeRTNA can provide a template document that can save you time in completing this step.

APEX Installation

Once you have received and installed your ERDS and/or G2G workstation(s), you will need to install CeRTNA's APEX software. APEX is the CeRTNA client-side application that provides the functionality required to transport secure electronic recording transactions between Agent-Submitters and Counties. Additional information about APEX can be viewed in the APEX User Guide which is available to registered users on the CeRTNA Wiki.

Initial DOJ ERDS Audit

Before a county can start e-recording, they must receive a certification number from the DOJ. In order to receive a certification number the county must complete an initial audit that is conducted by a DOJ certified security auditor. The security auditor will review the various documents, some that have already been referenced in this Getting Started With Electronic Recording document. These include:

  • A County Board Resolution document.
  • A list of users authorized for a 'secure-access' role.
  • A County Operating Procedures document.
  • A high-level network diagram that shows the major connections between the ERDS workstation and the Internet (CeRTNA). High-level can be characterized as ERDS workstation –> Network Switch –> Router –> County Firewall –> Internet. There is no need to know if you have 10 switches in the rack or 5 routers in the network. Just the high-level connection points. List the Manufacturer, Model, and OS or IOS versions for the components shown on the diagram.
  • A completed/clean Microsoft Baseline Security Analyzer (MBSA) report.
  • Additionally a visual inspection of the premises and the area where the ERDS workstation resides will take place. In the case of a remote audit, a county will be asked to complete a questionairre and provide photographs of different areas of the premises.
  • An audit of ERDS workstations will be completed as well to verify that the ERDS workstation has been configured as outlined in the Preparing For Your System Audit document, which is available to registered users on the CeRTNA Wiki. For remote audits, this audit will be conducted via a web meeting.
erds/getting_started_erds.txt · Last modified: 2019/08/28 23:14 by brett.zamora

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