Clerk Official Record (COR): Records Management Software Modules
COR: Clerk
Official Record Modules
Clerk Office Record (COR) was designed with the input of well over 300 years of experience from Collier County Florida Deputy Clerks who record and maintain the Official Records – combined with the computer science, software development, document imaging and workflow expertise of Image One. With its modular n-tiered architecture and leading edge .Net and .Net Core technology, COR’s forward-thinking implementation has stood the test of time, allowing for constant process and technology advancements without disrupting production.
COR Desktop Modules
COR Desktop Modules leverage your IT department’s active directory for security and allow recording supervisors to grant granular permissions to clerks with varying levels of experience and capabilities to access the appropriate modules and get their jobs done efficiently and accurately. Modules include:
COR Recording
The COR Recording module is an image-centric recording system that uses keyboard accelerators and customizable instructions that efficiently and accurately lead a clerk through the recording process with a minimal amount of training or memorization.
The recording module can also facilitate a sub ledger system that allows for tracking/using of credits and shortages for customers who do not have deposit accounts.
COR Verify
The COR Verify module is a mouse-driven application geared toward quick and efficient visual verification and correction of documents after recording but prior to public release.
COR Cashiering
The COR Cashiering module has three major functions:
- Processing work in queues submitted by the public at the kiosk terminals, including marriage license applications and certified copy requests
- Creating general receipts in the Recording Department, satellite offices and other departments like BMR and the courts.
- Making receipt and marriage license metadata corrections
COR Cashiering is also used by county finance departments to process refunds and to adjust deposit account balances.
COR Admin
The COR Admin module consists of three functional areas:
- Operations: near real-time system status and production statistics
- Configuration: includes Users and User Privileges, or Recording Document Types, Products, Fees, Templates and scheduling of server processes such as SAP Exports and Refund processing
- Reports: quickly produce reports on records management metrics
COR Vault
The COR Vault facilitates the storage and monitoring of USB cash drawers assigned to specific qualified personnel. It has an easy-to-use personalized graphic interface that relies on active directory (network) credentials to gain and monitor access to the drawers. It allows for an automated chain of custody for cash drawers.
COR Public Facing Websites
COR’s public facing websites are recommended to be installed in your IT Department’s DMZ on an IIS server. They utilize the COR Pub webservice for limited secure point-to-point access through the firewall when accessing document images and data necessary for the business portal. Public facing websites include:
COR Public Access
Fast, efficient, accurate and easy access to Official Records. Functional enough for title professionals, but easy enough for the general public. Some important or unique features include:
COR Fraud Alerts
Get fraud alerts that actually work. If a document is recorded that references another document with your alert set, COR will trigger an alert regardless of purposeful party misspellings by a bad actor.
Chain Searches
When search results include a document that has a related/affected document, simply click the chain icon and see all the documents in that chain.
Structured Legal Searches
When a large plat is scanned in, it specifies all the “identifiers” for a given named property: tract, unit, cabana, carport etc… Those are all reused in COR Recording when indexing the legal description for an OR with a given named property. Those constraints both help in accuracy and keep clerks from having to type them over and over. Start typing a named property and it will come up in an ever-shortening list. Select the named property and only its identifiers appear. This makes for fast, easy and accurate legal searches.
COR Business Portal
The COR business portal allows for simple and free electronic submission of documents (eRecording) for all registered businesses big or small. The portal allows customers to manage their deposit accounts, filling them with instantaneous low-cost ACHs and request refunds if needed. They can access their account history, receipts and all the Official Records they have submitted. It also allows them to self-manage their own employees’ access and permissions on the site.
COR Public Access Mirror
Secure cloud-based hot backup of your Official Records in case of emergency is always available on Microsoft Azure. In the case of disaster and extended down-time of your infrastructure, this means FEMA will still be able to access land records and cut checks to your constituents when they need them the most.
COR Server Components
COR server components reside safely inside your firewall on Microsoft servers. They leverage your IT department’s active directory for security and server components. Some important or unique features include:
COR Web Service
The COR Web service allows for secure programmatic access from the COR Desktop Modules to resources (images, templates etc.) without having to give all users direct file system access.
COR Court Web Services
COR has a web service that allows for third party court systems to submit documents directly for recording in the Official Record and to access customer deposit accounts for payment of services.
COR Windows Service
A COR Windows Service acts as a scheduler that runs various processes like updating the public access website with images and data, sends out risk alerts to subscribers and creates various exports. These exports include:
COR Microfilm Export
Configured in COR Admin, COR can create ad hoc, scheduled or upon event (book close or day close) exports of ArchiveWriter-compatible microfilm images. COR also can create these same exports with corresponding XML index data and make them available for FTP.
COR Financial Export
Custom tailored to your existing finance system, COR will create nightly financial exports to reconcile all financial transactions separated by clerk and or web service (ACHs, third party court system transactions etc.)
COR Vital Statistics Export
Monthly data transfers of electronic marriage license meta data that meet the state Vital Statistic Office specifications.
COR SQL Databases
There is a separate database for production, Pub Access and Public Access Mirrors.
COR File Servers
COR makes use of active directory security both for module access and file security.