The first step in getting started with electronic recording on the G2G platform is to establish a communication between the County Recorder and a Department/Agency. This communication can be initiated by the County Recorder reaching out to a Department/Agency or visa-versa.
On the G2G platform, MOU's are not needed between local departments and CeRTNA.
CeRTNA supports a couple of different models for submitting electronic recording transactions on the CeRTNA G2G platform:
|Bulk Submission|| This model is used by departments and/or agencies that have the ability to generate CeRTNA compatible XML files and interface with CeRTNA's SecureFTP server.
Examples of clients that typically use this model are California State Agencies, like Franchise Tax Board, Employment Development Department, Department Of Child & Support Services, California Department of Tax & Fee Administration, and Treasurer Tax Collectors
|Direct Entry|| This model is used by departments and/or agencies that do not have the technical resources available to write programs that create CeRTNA compatible XML. These departmental clients use CeRTNA's APEX client software to interactively create orders (transactions) and electronically exchange those transactions with their County Recorder.
Clients that typically use this model include various local county departments/agencies and local city departments/agencies. For example, City Clerks, Health Departments, Police Departments, Land Use Services, and a variety of other local departments/agencies.
If you are an Assessor Department who uses Megabyte software, you should reach out to Megabyte because they have an interface module that builds CeRTNA compatible XML files and getting started with electronic recording on the CeRTNA G2G Platform can be a very quick process with the Megabyte software.
The following matrix provides a general guideline as to the process flow that you can expect as you moved toward electronic recording using the CeRTNA G2G Platform. Columns are identify the party that is completing the task.
|Initial contact.||Initial contact.||Intial contact.|
| Send an e-mail to the County Recorder e-mail and provide details required for electronic recording. Include the following: |
Name of organization
Billing Contact Name
Billing Contact Phone#
Billing Contact Email
Required for each user account:
| County Recorder sends e-mail to CeRTNA requesting to have a SUBMITTER_ID assigned and user records created. |
Detail information provided by the new agency/submitter is provided to CeRTNA including user details.
Note: Please be sure to indicate the department type of the new submitter, for example City Clerk or Planning Department or Engineering, etc.
| CeRTNA creates AGENT/SUBMITTER records. (SUBMITTER_ID is assigned.)
CeRTNA creates user records with temporary passwords.
CeRTNA provides SUBMITTER_ID and AGENCY name to County Recorder.
CeRTNA provides submitter userid's and temporary passwords to County Recorder. (These may included APEX user ids and/or SecureFTP users ids.)
| Submitter acquires hardware and software based on the HW & OS Requirements document which is available on the CeRTNA Wiki. |
This ends the flow for Bulk Submission because they use the CeRTNA SecureFTP (SFTP) server to transmit their files.
|County uses information provided by CeRTNA to create house account for billing purposes.|
| Once the hardware is installed, the Submitter configures their G2G workstation according to the ERDS & G2G Workstation Setup document, which is available on the CeRTNA Wiki. |
Submitter provides clean MBSA report to CeRTNA.
| CeRTNA reviews submitters MBSA report and if the report is clean, CeRTNA notifies the County Recorder that the Submitter is ready and that training and testing can be scheduled.
If the report is not clean, CeRTNA will provide guidance to the Submitter to assist them in generating a clean MBSA report.
|Once the workstation is configured, APEX is installed and a clean MBSA report has been provided, the submitter can coordinate with the County Recorder to schedule training.|| County Recorder is notified that the Submitter workstation is ready so that planning can be started for training. |
County provides APEX and/or SecureFTP credentials to Submitter.
County Recorder 'Authorizes' the new Submitter record, so that the submitter can send transactions during training and/or testing.
|Once training is complete, production transactions can be submitted.||County Recorder can process production transactions from the new Submitter.||CeRTNA provides second-level support to the County Recorder who provides first-level support to the new Submitter.|
Note: Some areas of this Wiki are secured, including the User Guides section, which contains the ERDS & G2G Workstation Setup document. To obtain a userid and password for this Wiki, please contact your County Recorder and they will reach out to CeRTNA to request a userid for your department/agency.