Maricopa County Digital Recording

The purpose of the following presentation is to provide you

with a brief overview of the Maricopa County Recorder’s digital recording upload program.

To get started, you will want to first select the Acct Login link located on the right side of the menu bar. If you have a smaller monitor you will have a Menu option, and then select Acct Login.

You will have 2 separate login fields. One as an“Admin” or “User” on the account. All fields

must be completed.

- Your name – Who is logging into the account- Customer ID – This will be your account number- Password – Password is created by you the customer - Captcha code - required

Admin

User

- User login will be directly beneath the Admin login, you may need to scroll down. - User ID – There can be up to 5 users on the account. Each is assigned the same user ID.- Password – Admin will create a unique password for each user.

You have successfully logged in.

As admin you will have full access to:• Account Administration – You can check your account balance, replenishthe account, update the account and also run a detailed account report. • Digital Recording – Upload, view orders with errors, view/print receipts.• Recorded Documents – This is the recorded document search page. You can search by recording number, individual(s) nameor company name. You have the option to purchase official copies or certified copies.

Users

• Users will only have access to Digital Recording.

Order Status – will refresh thepage and return you to the current business date. After you upload you will want to select order status to refreshthe page.

Contact Us

• Support Inquiry – allows you to contact the digitaldepartment directly with any questions/concerns. • Void Request – allows you to request that a document be voided within the first 24 hours of recording (keep in mind that not all void requests arehonored and this is at the discretion of the Recorder’soffice). • Accounting Support – allows you to contact the accounting team directly with any questions relating to your account with our office. • Request Production – this option is used when youare ready to move from “test” mode into production.

Upload Docs

The upload page will open in a new window. You will want toensure your browser enables pop-ups. You can upload 10 documents atonce.

• The calendar will default to the current business date. You canselect any date up to 30 days from the current date. • Any time you submit after 5 pm, on a holiday or over the weekend and when our office is closed you will need to select the next business date on the calendar. Our office does not automatically move these files over. • Once you have browsed for your files you will then select “upload”. A message will be returned “Files has been uploaded successfully” at the bottom of page. • You can now close out of this window to confirm that the file(s) are now in ourqueue waiting to be recorded.

Create User Accounts

Admin access allows you to create up to 5 users on the account. Users have limited access. They cannot navigate to AccountAdministration or Recorded Documents.

Users are given the same user ID, the password is created by the admin on the account. They will also use the USER login section on the main log in page.

View/Print Receipts

Receipts are provided by date. They are available to you for 45 days. To view/or printa receipt for a different date utilize the calendar on the left.

• Receipts are provided individually by recording number.

Receipts can also be obtained on the Account Administrationpage.

Helpful Tips

This provides you with some useful information pertaining to digital recording.

• Digital Recording Standards – naming requirements, correct formatting and labeling the recorded document. (Map standards applyto full size maps (18x24 – 24x36)• VPN Instructions – contains information for setting up a VPN connection with the Recorder’soffice (typically high volume recording)• E-Recording Web Services – A feature offered by the Recorder’s office and offers fully customized recordingfor those comfortable with programming. • Fee Calculator – will help you determine cost of your recording. • Cover page – You will want to include a cover pageif your document does not have enough room for ourrecording label. • Digital Upload Training Demo – Step by step overview of the entire recording process. • Label Instruction – How to make recording labelsin Microsoft Word. • Multiple File Instruction – If you expect to record abatch of documents that contain the same page countyou can consider recording these files in this method. • Affidavit of Property Value/Exemption Code –All deeds are required to have either an exemption code or Affidavit of Property Value. An exemption code is forA transfer of a property; an Affidavit is for a sale of aproperty.

Calendar

The calendar is defaulted to the currentdate. The recorded image and label linkare provided on this calendar for 45 days. To retrieve this information select the date of recording on the calendar.

Order Tracking

This tool allows you to search for a document using the File/Order number that you assigned it. Once a filehas been successfully recorded the file name can no longer be used with the exception that it needs to bere-recorded. (any time a document is submitted using a previously used File/Order number, it will receive an automatic error.) To utilize this tool; first enter the complete file name and then click “go” to complete your search. The file name is everything before the first dash.

Order Tracking will confirm if in fact a certain file name has been used. The results will return the datethe order was recorded with recording number or itwill give the date of rejection and reason of rejection.

Digital Recording Messages

Occasionally the Recorder’s office will sendupdates/holiday reminders to all of ourdigital customers using this tool. If you have amessage, this box will be flashing redfor you to view. The message however, is not removed once viewed.

Navigation

As an admin user you will have access to navigate to the following pages; AccountAdministration, Digital Recording & Purchase Online Copies.

Have a document to record?

• Scan and name your document(s)(see below or refer to digital recording standards).• You will then select Upload Docs from the menu bar. • On the upload page you will select browse and locate the file in question and hit “open”. • Once selected you will then hit “upload” at the bottomof the page. • Bottom of the page will confirm “file has been uploadedsuccessfully”.• You can now close out of this window and return to the View Order status page to check the status of the order.

Order Status

Your document has now been uploaded, you must refresh your page by selecting “orderstatus”. This will confirm that your order is currently in the queue waiting to be recorded. If for some reason you realize the file was named incorrectly or missing an exhibit you can retrieve the document from the queue while it is still waiting to be recorded. Simplycheck mark the box next to the file in question and select “Remove checked documentsfrom queue?” A pop up box will confirm you want the file in question removed. If removed, the system will confirm the order was successfully removed.

Documents are normally recorded within the first hour of submitting. At our busiest it can take up to 2 hours. You will need to periodically refresh the page every 30 minutes toan hour to check the status.

Orders Successfully Recorded

The file will be returned with a label link and an image of the recorded copy. By selecting the recording number this allows you to view/print or save the recorded image. This is available to you for 45 days. If you download the image it is considered a recorded copy. The original is the one that was scanned to us and contains an original signature. You will need to create a label to affix onto the original. This is considered the original recorded document.

Orders with Errors

If the document(s) does not meet the recording requirements for any reason the document will be returned with a rejection. It will also include the time of rejection.

A rejection can be automatically generated by the system and it will say “Automatic Error”. Or it canbe rejected from the reviewer who notices something is incomplete/illegible.

Once you have made the correction the file can be re-uploaded. The order will alsoremain in orders with errors for 45 days, then they will be cleared out.

You are now ready to record digitally using the Maricopa County Upload Program!

Thank you for choosing to participate in digital recording with the Maricopa County Recorder’s Office, we look forwardTo serving your recording needs.

Feel free to use the “Contact Us” tool to ask us any questions you may have regarding digital recording.