Assessor-County Clerk-Recorder: County Clerk-Recorder (1340P)

Program Outcome Statement

Record property transactions, issue official certificates/licenses, preserve records
Program Services
  • Recording real property transactions
  • Issuing vital records
  • Issuing marriage licenses
  • Performing wedding ceremonies
  • Fictitious business names
  • Paraprofessional filings
  • Notary

Overview

The County Clerk-Recorder Division is responsible for providing direct services to the public, including recording and maintaining real property transactions, issuing vital records (e.g., birth, marriage, and death certificates), issuing marriage licenses, performing wedding ceremonies, and processing fictitious business name statements as well as notary and paraprofessional registrations.
On a daily basis, staff receives 250-300 telephone calls, serves  100-200 walk-in customers, records approximately 600 land-transaction documents and issues approximately 50-100 certified certificates of vital records. Staff continues to cross-train in order to ensure proper coverage at each counter.
The office offers twenty public workstations and easy access to searchable databases that immediately yield information. In addition, the County Clerk-Recorder is the official guardian of certain historical records for the County. These historical records include maps, land transaction books containing all grantor and grantee names, and microfilm of all recorded documents that date back to 1856.
Electronic recording decreases the amount of time it takes to make records available to the public and streamlines the process greatly for the business sector. All vital records from 1966 to current are available electronically.

Percent of Documents Recorded Electronically Increased


Percent of Surveys Rating Services Good or Better Increased

Number of Recorded Documents per Recorder Staff Member Remains Steady

FY 2017-18 Year-End Story Behind Performance

Percent of Documents Recorded Electronically

In FY 2017-18 the percent of documents recorded electronically was 27%. The number of eRecordings has increased 49% from the previous fiscal year.  Since the implementation of the eRecording middle-ware in 2016, document processing is faster and eRecording submissions are slowly increasing.

Percent of Surveys Rating Services Good or Better

The Good and Better rating in FY 2017-18 totals to 95%; this is an 18 point increase from the previous year.  There will be a continued emphasis on training and development in the areas of customer service, team building, and cross training.

Number of Recorded Documents per Recorder Staff Member

The number of recorded documents per recorder staff in FY 2017-18 was 22,208. The 6% decline from the previous fiscal year is due to less refinance activity and home sale inventory.

Future Priorities

Preservation and digital conversion of Historical Records.
Author: Jeff Bokura, Administrative Services Manager     Contact Email: jbokura@smcare.org     Date Created: 08-28-2018