Nassau County Clerk’s Office:  System Update – Three (3) Weeks Since “System Upgrade”

1.       On any given day there are up to 100 searchers (examiners) using the Nassau County Clerk’s Office. Most are in the basement where the majority of the searching takes place. 

2.       There are 17 computer terminals available in the basement for one (1) hour use only. These 17 terminals are on the ”New System” (by Xerox) which contains data from January 1, 1992 to June 30, 2015.

3.       Searchers must sign in to get a place in line for the next available terminal.  Clerks monitor the terminal time use and move people out when their 1 hour expires.

4.       Printing requests go to a queue where the clerk must print and paperclip everything. The clerk has run out of paper and then has to place a service call for a paper delivery delaying everyone.

5.       Documents are missing from the new system (for example 2007, 2013) and more are being discovered.  When recorded documents are identified as missing, the clerks are notified and they in turn will have the I.T. staff search the old system for them and transfer copies to the new system.

6.       There are two (2) terminals (called A & B) available for use in the basement that access the “Old System”.  They can only be used by an examiner for one half (½) hour.  The effective date for that data system is currently 10/1/2015. 

7.       There are another two (2) terminals  working on the “Old System” upstairs on the first floor.  They have a 15 minute time limit.

8.       As of 10/20/2015 there is no word on when the “New Online System” will be ready for use.  No one has seen it yet, nor do they know the costs surrounding its use.

9.       The clerk is placing blame for the problem on the county manager for not allowing greater spending on a new system (rumored to be $30K).  The county manager is blaming the clerk and Xerox for all the delays.

10.   The old “Examiner Room” is now full of disconnected terminals that are no longer being used.

11.   “It is What It Is” so searchers/Examiners are all on a level playing field, albeit challenging and wrought with pitfalls.  Each must manages the back and forth between new and old systems, scheduling terminal time, all while negotiating the print queue and waiting, waiting, waiting.

12.   E-recordings are up and working and I believe people can also  walk on papers if necessary (although it is frowned upon).

The problems continue with the County Clerk's computer system in Nassau County.

The uncertainty and disruption during this change-over has not always brought out the best in any of us.

I have no doubt that this situation was not what County Clerk O'Connell or her staff ever wanted.

There will be days when progress is two steps forward and one step back - get used to it. That is the 21st Century world of software enabled commerce.

We will continue to monitor and report on this situation as it resolves and we look forward to improved channels of communication with Clerk O'Connell on a regular basis.

Members are encouraged to comment and non-members may email comment to me for review and posting.

Here is what you will not find in Nassau County this morning:

• Lis pendens are not indexed in the new system
• All three major eRecording companies are no longer accepting documents for Nassau County
• You won't find a County Clerk (or her staff)

I called the Clerk a few minutes ago. Understandably she and her entire staff are in a meeting. One hopes they are working to address these issues.

Members have called to say additional computers have been connect to the old system and there are computers running both systems to enable checking the completeness of the recorded data.

The eRecordng companies say they will resume eRecording in Nassau AFTER they have completed their independent testing of the system integrity.

It would be wrong to say Clerk O'Connell and her staff are doing nothing.  I cannot believe they are happy about this and I am certain they want things fixed and running smoothly.

In my message, I requested additional staff be put on to accept walk-in recordings and I urged them to communicate the status on a regular basis.  That would help diminish the fear and concern borne of uncertainty.

To Members - please note the Title Section is meeting to consider remedies.  I will report on the progress of that initiative as best as I am able.

Members can add comments. Non-members can email comments for posting to rgt@nyslta.org AND rcapone@nyslta.org.

On September 30, the Nassau County Clerk’s computerized real property index was scheduled for an upgrade and transition to an online system.  The change-over experienced massive failure, resulting in the disruption of examining records.

The Nassau County Clerk has not responded to multiple calls and emails requesting information and comment, as of 3:45 PM Oct 2, 2015.

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Certain Underwriters have notified their agents that all closing transactions must be cleared by the legal department until further notice.

The following report is compiled from verbal accounts provided by examiners and agents familiar with the situation. 

THE FOLLOWING INFORMATION HAS NOT BEEN INDEPENDENTLY VERIFIED BY NYSLTA.

As part of the conversion, eight computers were removed from the public computer bank.

On Thursday Oct 1 , three print-capable computers were available to the public to access the old system.  Examiners were restricted to a 15 minute session.

On Friday, October 2, four more computers were added to view the old system but these newly added machines were not connected to printers.

Access to the old system is to be maintained until the new system is fully functional.

The Clerk has announced no plans to computerize records prior to 1992.

The new system is designed to cover 1992-current date. It was discovered that data from July 1 – September 30, 2015 was not found. On-site techs stated this should be fixed by next week.

The new system was also found to have gaps and omissions on the data prior to July 1, 2015, making this system unreliable.

Examiners in Mineola reported the technicians were helpful and professional, talking to Examiners and taking note of problems.

When the new system is operational it will be accessed online without a fee, however it will provide recording information such as page count and dates. To get document images, users download the document in its entirely at the rate of $2/page.

This report will be updated as information is available.

NOTE – IF YOU HAVE FIRST HAND INFORMATION ABOUT THE SITUATION IN MINEOLA, PLEASE POST A COMMENT.

COMMENTS SHOULD HAVE A BASIS IN FACT AND NOT DISPARAGE ANY INDIVIDUAL OR ORGANIZATION.  

KEEP IT CLASSY.