History of e-Recording in Sussex County

The Office of County Clerk has been responsible for maintaining a record of real property transfers in the county since 1794. Over the years, the types of records have evolved, as has the method for recording these documents. Today, with the implementation of new imaging technology and an updated electronic land records management system, the Sussex County Clerk’s office is proud to be able to offer its customers Level II e-Recording.

The Clerk first introduced e-filing in June of 2005; this first level of e-recording was limited to electronic submission of a document summary sheet for real estate transactions.

In 2008, the Clerk’s Office began offering Level 2 e-Recording, which includes the electronic submission of entire documents, along with electronic payment transfers. All that is needed to get started is a computer, Interent connection, and a scanner.

 

What are the benefits of e-recording?

E-recording will improve the recording process from the point of origin (title company, bank, attorney office, etc.) to the County Clerk’s Office. It will improve work flow, increase productivity, speed up the recording process, improve data accuracy, and reduce rejections (specifically,rejections due to incorrect fees, missing party names or signatures, missing tax lot & block information, missing marginal notations, etc. will be eliminated because the information is required prior to submission of the documents for recording).

 

What types of documents can be e-recorded?

Deeds & Mortgages
Notices of Settlement
UCCs
Tax Liens & Tax Sale Certificates

 

What is the cost to use the Level II e-Recording service?

There is no subscriber fee for this service. Registration with the Sussex County Clerk’s Office is all that is required to use the Web portal that facilitates this service. Standard recording fees and realty transfer taxes will apply as usual. (Fee schedules are available from our Recording Fees, Other Fees page.)

 

Are documents secure upon transfer?

In 2006, Sussex County joined a number of other New Jersey counties in a shared-services initiative to develop a backup site for the counties’ shared e-recording Web portal. In the event of a natural or other disaster, the clerks and registers have a system in place to safeguard their public records using an off-site backup vehicle equipped with the infrastructure and connectivity to provide mirror capacity for the operation of the portal, if the primary portal should become disabled.

 

How do I sign up for e-recording?

Go to: http://www1.njcountyrecording.com/njcr/home.aspx

 

How do I establish a recording account with my County Clerk?

• Provide a letter on your company letterhead, signed by a principal officer, stating that you would like to open a recording account with the Sussex County Clerk’s Office.
  
• Include a check for $250.00
  
• Contact Deputy County Clerk Brian McNeilly at 973-579-0900, ext. 1501, if you have any questions about your account.

 

Upon obtaining an account up ...

• You will be given an account number that must appear on all documents submitted for recording. Please place that number next to the RECORD AND RETURN address on your documents.
  
• There is no minimum balance required. It is your responsibility to maintain sufficient funds in your account. If documents are received by this office, and there are insufficient funds to cover the costs, the document will be returned unrecorded.
  
• Realty transfer fees cannot be charged to a recording account. Realty transfer fees of more than $10,000.00 must be an official bank cashiers check, or a certified trust account check.
  
• An account statement will be sent to you monthly.
  
• All deposits to the recording account must be submitted separately from the documents for recording. Please send all deposits to:

  Brian McNeilly, Dep. County Clerk
  Sussex County Clerk’s Office
  83 Spring St., Suite 304
  Newton, NJ 07860

Again, if you have any questions regarding the recording account, please contact Brian McNeilly at 973-579-0900, ext. 1501.