CATIC
Agent Information Bulletin: Recording
CATIC has sent out recent Agent Alerts in order to provide you with the most current information concerning CATIC’s procedures and underwriting guidance.
We understand that both you and your clients have questions that have arisen over the past several weeks. This bulletin is the third in an ongoing series of bulletins and other communications designed to answer them. Click here to see our previous Information Bulletins on
gap coverage
and
searching
.
RECORDING
Connecticut’s town clerks are continually adapting during this crisis. Some town halls are completely closed, while others offer only limited services.
CATIC recommends that you call and/or check the website of each town before deciding on the method of recording.
The available options in a particular town will determine whether you may e-record, record in person, or send the documents for recording by mail or by overnight courier.
If
any
method of receiving documents for recording is available, you should record
now
.
The Connecticut Title Association recently suggested that the Town Clerks Association adopt certain
recording protocols
during town hall closures. At least one town clerk has accepted these protocols, and others are likely to follow suit. Whether or not a town implements the suggested protocols, if that town is still accepting documents for recording while being closed to the public, holding documents in your office and recording them after the town clerk reopens to the public may jeopardize their priority
as to other documents received by the town during the closure.
What resources does CATIC offer to help keep me informed of the constantly changing town hall closures and operations?
Among CATIC’s Agent Alerts are regular reports detailing the status of town halls in all of Connecticut’s 169 towns. Those status alerts include a link to a complete list of the towns along with notations regarding certain services the town is providing. While this list (referred to in this Bulletin as “CATIC’s List”) is updated as soon as new information is received and is posted on our
dedicated webpage
, CATIC recommends contacting individual towns to confirm whether and how the town is presently receiving instruments for recording.
Is it still possible to bring documents to a town hall to record in person?
A few town halls continue to receive documents that are personally delivered. In general, towns accept these in-person deliveries by appointment or during certain times on a limited schedule. While handing the documents directly to the town clerk may not be possible, one can nevertheless deliver the recording package to the town hall, and the documents may be recorded as one waits or at a later time.
Is e-recording a viable option?
A list of towns that accept electronic recordings may be found in CATIC’s List, which is posted on
our
dedicated webpage
.
At this time, most towns are not able to e-record deeds because they are not linked with the DRS portal for paying conveyance taxes and filing an OP-236. Because the portal was only recently launched, this may change. Mortgages and many other documents, however, may be e-recorded.
In order to e-record, you must set up an account with each town having e-recording capability and with a town-approved e-recording service such as Simplifile, CSC, ePN or Indecomm, to name a few. Check with a town’s website for that town’s particular requirements. (Only town-approved vendors will be permitted.)
CATIC is also able to e-record your clients’ mortgages in Fairfield County, depending upon the availability of e-recording in the particular town. For more information, see the section on CATIC services below.
Even though a town clerk’s office is closed to the public, it may be possible to have documents delivered by overnight courier service or by U.S. mail, but before sending any documents by those methods, confirm that the town hall will be able to receive them.
Some town halls have a drop box or similar system for accepting overnight or courier packages, though a town may pick up the packages on a limited schedule and hold them for a certain period before opening. Regardless of the process for accepting overnight or courier deliveries, no signature confirming delivery should be required.
Other towns, however, will not accept overnight or courier deliveries while the town hall is closed. Since you don’t want documents returned to you, it is important to check with the town beforehand.
Even if certain town halls do not accommodate delivery by overnight courier, many are still accepting delivery of documents by mail. While not necessarily as fast or preferred as the previously discussed options, sending the executed deed or mortgage by mail soon after the closing is a reliable method of delivering documents to the town clerk’s office—and may get your document in line for eventual recordation.
What if the town hall is completely closed and will not receive documents sent by any means for recording?
If the Town Clerk will not accept mailed or delivered documents, CATIC is recommending that its agents hold the executed documents and then record those documents as soon as possible after the town hall reopens.
CATIC SERVICES: RECORDING & E-RECORDING
In Fairfield County, CATIC continues to provide its recording service for towns that are still open for recording, and CATIC also can e-record in those Fairfield County towns that accept e-recordings.
CATIC will continue monitoring this situation closely. We are always available to answer your questions, whether those questions have to do with recording executed documents or with any other subject that concerns your practice. Just call or e-mail a
CATIC Underwriter.
