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Document Indexing
Document Indexing
          for Local Governments		 Printable PDF       
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A Full-Featured Powerful Document Recording and Indexing Solution for You
Features Include:
Maintain Document Recording And Indexing Database
  • Maintain complete document including: unique Document number, Date and Time of actual recording, actual Document Date, Kind of Instrument, number of Pages, 5 different types of Fees, Charge customer, Deliver to/Return to name and address information and Property tax ID number.
  • Maintain unlimited number of Grantors, Grantees, other document references, Misc. legal lines/information, re-namable field, and misc. notes.
  • Maintain unlimited number of specific Township-Range-Section quarter, quarter, quarter description, unlimited subdivision descriptions.
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    Affix Recording Information To Document By – Options are:
  • Printing to a 4x1” label to an Eltron (brand) label printer.
  • Printing to 8.5 x 11 blank label stock to create an 8x5/16ths inch printed area that is then cut and applied to document – fits top and edges easier when little space available.
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    Optional Built In Document Scanning – System supports scanners using TWAIN drivers. Supports multi-page, duplexer (two sided) scanning. Allows for rescanning of entire document, selected page(s) or removal of scanned pages if necessary.
    Collect Other Fees – Miscellaneous receipts function allows fees such as copies, certified copies, etc to be collected and included in reporting of total daily fees for cash reconciliation.
    Public or Internal Inquiry Access – Provides Indexes or document ordering by:
  • Grantor
  • Grantee
  • Township/Range/Range
  • Subdivision, Lot, Block
  • Legal Text
  • Document Number
  • Recording Date
  • Book and Page
  • Tax ID #
  • Advanced Search
  • Public can perform real time inquiry on documents clerk is still entering that returns Doc #, Kind of instrument, Grantor and Grantee
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    View and Print Scanned Images – From any document record, instantly view each page of the scanned document. While viewing image print all pages or selected pages in a single action.
    Advanced Search – use a combination of values to return a specific group of records. Combine values such as:
  • Township, Range, Section, Quarter, Quarter/Quarter and Quarter/Quarter/Quarter
  • Subdivision, Block, Lot
  • Grantor
  • Grantee
  • Recording Date Range
  • Kind of Instrument
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    Printing Advance Search Results – Options are:
  • Single selected Record
  • List of all returned records with key information
  • List of all returned records with complete detail
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    Report Features in Document Indexing
    A Variety of Reports built right in Featuring easy to use filters and sorts
  • Fee and Reception Edit List – provides data entry proofing tool
  • Fee and Reception History – provides complete information on each document and can be run by recording date range
  • Daily Recap Report – provides for reconciliation of fees collected using fee type break out and indicating cash or charge
  • Summarized Recap Report – Run by Date range, typically for a month. Shows total fees per day with fee type broken out
  • Grantor Index – Lists all documents in order of Grantor
  • Grantee Index – Lists all documents in order of Grantee
  • Legal Search – provide report of documents with free form legal
  • Reference Other Document Search – Provides documents with references to other documents
  • Charge List – produces, per charge customer, list of documents that payment was not immediately received
  • Review and/or reprint previously generated reports – system retains copy of any report generated during same day for reference purpose. Automatically purged each day
  • Most Reports can be printed to screen for preview, directly to printer, to a file or to email
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