Page 5 - Guilford County ROD Process Reengineering

Assessment Result(s)

We are pleased to present this report along with recommendations. A summary of the key

recommendations include:

• Implement a kiosk at the ROD location for customers to input their Vital Records

and Passports requests;

• Store the Success Letters on the ROD server;

• Implement a separate Kiosk location to track all Passport requests;
DRAFT
• Eliminate the manual reconciliation steps of the daily reconciliation process and

create system reports that encompass all relevant data to be reconciled, and

• Integrate the Recording ACH payments from the e-Recording vendors to the BIS

system to account for all payments once received.

Also, I5O Consulting Services noted Guilford County Register of Deeds (ROD) accepts

electronic submitted real estate documents for recording. To aid in this process, the ROD

engages Guilford County Information Services, BIS, and real estate electronic filing vendors.

There are five vendors that provide a fast and efficient way of filing real estate documents:

Corporation Service Company (CSC), Electronic Document Logistics (EDL), Electronic

Recording Partners (ePN), Indecomm Global Services (IGS), and/or Simplifile. I5O identified a

potential weakness in the system integration implemented to process Recording transactions.

In conclusion, ROD has effective processes that requires changes based only on the doctrine

of continuous improvement. The changes are mainly leveraging technology as a means of

improvement. The staff at ROD are meticulous in their operations and deserve credit for their

effective transactional processes. 5