From the counter to the public index, in one system.
RecordOne is an official records management platform for county clerk and recorder offices. It handles the order, the payment, the image, the index and the search, and it lets the county configure all of it.
- Built for
- County clerk and recorder offices
- Starts with
- Real property recording
- Runs in
- The browser, with a small workstation utility for scanners and printers
- Modeled on
- Texas county clerk requirements
01The life of a record
Five steps, one continuous record.
Every document follows the workflow its county configured. This is the standard path for a real property recording.
One order, every document the customer brought in.
Recording starts with an order. Add an item for each document, and fees calculate from the quantities you enter, such as pages and names.
- Up to 50 items on one order, each with its own fields, parties and return address
- Finalizing posts the payment, assigns document numbers and sends each document to Scan in one step
- If finalizing fails, no numbers are used up
Order items
- Warranty Deed4 pages · 2 names$34.00
- Deed of Trust12 pages · 2 names$66.00
Payment
Document numbers are issued at finalization.
02Capabilities
What is in the box.
An index of what RecordOne does today, grouped the way a recording office is organized.
Counter and cashiering
Take the order, take the payment, hand over the receipt.
- Multi-item orders
- Record several documents for one customer on a single order and a single receipt.
- Fees from quantities
- Fees calculate from pages, names and other quantities, with discounts by user group.
- Split payments
- Collect one or more payments by cash, check, card reference or company account.
- Cash drawers
- Open, share, count and close drawers, with a close report for each session.
- Company accounts
- Billed and prepaid accounts for title companies and other repeat filers, with activity and balances.
- Voids and corrections
- Void an order or selected items, correct fees, and record refund checks and returned checks.
Documents and images
Get a clean, stamped image attached to the right record.
- Scan and assign
- Scan at the workstation or attach files, then assign pages to each recorded document.
- Page tools
- Rotate, crop, redact or despeckle a page from Scan, Indexing or Verification.
- County stamps
- Design recording and certification stamps, place them on the page and preview the result.
- Rescan and reindex
- Replace images or correct index data on a published document without changing its recorded identity.
- Digitization
- Load older documents with their original numbers and dates, with a duplicate-number check.
- Rejection letters
- Preview and print a return letter for mail or counter documents without creating an order.
Indexing and verification
Fast for the indexer, independent for the verifier.
- Side-by-side indexing
- Fields scroll in their own pane while the page image stays in view.
- Second-monitor viewer
- Undock the image viewer to another screen; it follows each document you open.
- Keyboard flow
- Save, complete and pull the next document from the queue without touching the mouse.
- Blind verification
- Chosen fields start empty for the verifier and are compared on the server.
- External indexing
- Route selected item types to an outside indexing service and track each request.
- Work ownership
- Documents are claimed from queues, so two people never work the same record.
Search and public access
One published record, shown to each audience as the county decides.
- Name search
- Names match in any order by starts-with, exact or sounds-like, with wildcards and a browsable name index.
- Page text search
- Find documents by words on the page and open at the first match, highlighted.
- Public search site
- Each county gets its own search page. No account is needed to search.
- Visibility rules
- Choose which departments, groups and types the public sees, with or without images.
- Copies and certified copies
- Collect documents in a cart, price copies and apply certification stamps.
- Saved searches and alerts
- Signed-in users save searches and can be emailed when a document is recorded against a watched property.
Intake beyond the counter
Documents and requests that arrive without a customer in the lobby.
- eRecording intake
- Receive PRIA XML packages through a sender’s company account, then review, record or reject each package as a whole.
- Online applications
- Let the public start Assumed Name, Marriage, Marks and Brands, and Birth or Death certificate requests online or at a kiosk.
- Application inbox
- Clerks review what was submitted, accept it as an order or return it with a note.
- Birth and Death recordings
- Receive certificate scans as drafts, with OCR suggestions for a clerk to review.
Administration and oversight
The county runs its own configuration.
- Document types and fees
- Organize departments, document groups and types, and define services and their fees.
- Financial settings
- Define GL funds and payment types, and decide how overpayments, voids and refunds are handled.
- Users and permissions
- Grant abilities by user group and working location, including what each group can search and see.
- Numbering
- Control how instrument numbers are formatted, pooled and reset.
- Dashboard
- See recording volume, queue depth, collections, account balances and eRecording outcomes by period and location.
- Report builder
- Run standard reports or build county reports with trends, charts and drill-down to the records behind a total.
03Beyond real property
The rest of the clerk’s office, too.
Starters set up the document types, fields, forms and fees for other departments, ready for the county to review and switch on.
Marriage licenses
Applicant entry and a county-styled certificate form.
Assumed names
Applications, terms and fees for business name filings.
Marks and brands
A registration helper with an editable county application.
Birth and death
Recording intake with OCR review, plus certified copies.
DD214
No-fee recording and certified copies, hidden from public search by default.
Commissioners court
Minutes, agendas and attachments indexed under the court’s own numbers.
04Implementation
A go-live you can verify.
RecordOne is covered by an automated regression suite, and each county signs off on its own configuration, data and devices before the first live document is recorded.
The core platform
- Multi-item ordering, checkout and permanent numbering
- County-scoped queues and work ownership
- Document preparation, stamping, publication and search
- Drawers, company accounts, voids, refunds and fee corrections
- Copy ordering, reindex, rescan, reports and form printing
Departments and integrations
- Marriage, assumed name, and marks and brands helpers
- Birth and Death copy ordering and recording OCR
- Workstation scan and print utility
- External indexing services
- eRecording intake
Your go-live
- Your document types, fees and workflows configured
- A reconciled conversion of your historical indexes and images
- Validation with your devices and outside vendors
- An acceptance run in your office, signed off by you
- Backup, restore and rollback rehearsed before day one
We are selecting a small group of counties for the first RecordOne implementations. Talk to us about yours.
05Questions
What counties ask first.
How does an implementation work?
Your document types, fees and workflows are configured first. Then a sample of your historical records is converted and reconciled, and your office runs an acceptance with its own documents and devices. You sign off at each step before the first live recording.
Can our historical indexes and images be brought over?
RecordOne is designed to import historical indexes and images. Every conversion is scoped against your actual source inventory, and we reconcile a sample from your data before committing to a cutover plan.
Which scanners and printers work with it?
A small workstation utility connects RecordOne to local scanners and printers, and each person saves their own device defaults. The specific models in your office are validated as part of implementation.
Does RecordOne accept eRecordings?
RecordOne receives PRIA XML packages through a sender’s company account and lets a clerk review, record or reject each package. Certification with a specific eRecording provider is completed with that provider and your county before go-live.
Can we change fees and document types ourselves?
Yes. Departments, document types, fees, fund distributions, workflows, stamps and permissions are county settings. A county administrator can change them without a code change.
How do we see it?
Request a demo. We will walk through a recording from order to search using a demonstration county, and talk through how your own document types and fee schedule would be set up.
See RecordOne with your own document types.
We are meeting with county clerk and recorder offices now. Bring a deed, a fee schedule and your hardest question.