Unfortunately, the countywide shutdown of all computer services is still in effect. Our County Clerk IT, County IT and cyber security experts have been working around the clock to try and get us back up and running as soon as possible. This is an enormous task and the county is putting all of it’s resources towards it.

While we do not have much new news to offer, County Clerk staff will be available in the cafeteria in the Riverhead County Center on Friday at 10:00 a.m. to answer any questions that we can. As many of those who have visited the building over the last couple of days can attest to, there are still many questions that we can not answer both in the short term and long term.

We understand the impact the shutdown has had on the title and real estate industry as well as your businesses and livelihoods. We greatly appreciate your continued patience as we try to move through this collectively.

NYSLTA Land Records Committee has received the following information from the Office of the Suffolk County Clerk.

LAND RECORDINGS CONTINUE IN SUFFOLK COUNTY

Due to the COVID19 outbreak and out of an abundance of caution, the Suffolk County Clerk’s Office has closed its building operations to the public.  The health and safety of our employees and constituents is of utmost concern.   By executive order, our on-site staff has been severely reduced with the majority of employees working remotely.

 Business continuity has been achieved as we are able to process documents remotely with minimal processing impact.

As a recording office, we know our job is essential to the economy and we are very much aware that the land title and mortgage banking industries rely heavily on documentation obtained from our office and the timely processing of same.

Title Examiners 

The SCCO has provided a NO COST 24/7 remote access portal for viewing all records that are currently in the system which dates back to 1987 for land records and 2004 for judgements, liens, lis pendens and uniform commercial codes. Automated requests for documents beyond these dates will also be accommodated through the same remote access portal.  Those that wish to download images have that capability as well with a new convenient feature that accepts credit cards.  Help Desk resources are also available to account users.

Communications 

The status of our office operations is available on the Clerk’s website www.suffolkcountyny.gov/clerk.

 Here is a quick view:

·      Closed to the public, but processing

o   E-Recording  (Simplifile, CSC, EPN)

o   Mail (we strongly recommend FED EX, UPS, USPS express)

o   Drop-offs in the Lobby (subject to change)

·      Documents being processed

o   Paper recordings

o   E-Recordings (Simplifile, CSC, EPN)

o   E-Recordings – Most documents accepted

o   Documents will be processed in date-received order for all incoming submissions (E-recording, mail and drop-offs)

·      Website

o   www.suffolkcountyny.gov/clerk

o   Recording questions recording@suffolkcountyclerk.com

o   E-Recording questions erecording@suffolkcountyclerk.com

o   Map questions maps@suffolkcountyny.gov

o   Judgement questions judgements@suffolkcountyny.gov

·      Searching

o   Index (1987)

o   Grantor/grantee books on line (1893 forward)

o   Document images (1987 mortgages /deeds)

o   Document images (2004 liens/judgments/UCC/LP)

o   *Document images (1973 to 1984 deeds)

o   *Real Property Tax Maps (1976 images)

o   *Sub-division Filed Maps (1952 west end towns/all east end)

o   Building Loan Agreements (1984 index/2004 images)

o   Mechanics Liens (1984 index/2004 images)

o   Print options (available remotely thru kiosk)

o   *Certified copy requests (available remotely thru kiosk)

o   *Hard copy request program (available remotely thru kiosk)

*New enhancements

·      Acceptance of Remote On-Line Notarization (RON)

o   Yes.  We will accept RON provided that the notary acknowledgment language includes it to be in full compliance within the requirements set forth in Gov. Executive Order 202.7

·      Anticipated return to regular business operations

o   Unknown

·      Outreach

o   Website updates www.suffolkcountyny.gov/clerk

o   Automated VOIP system 631-852-2001 x800

o   Social media (County Clerk Pascale FB page)

o   NYSLTA, PRIA, E-Recording providers 

Office of the Suffolk County Clerk

Judith A. Pascale

www.suffolkcountyny.gov/clerk

631-852-2001 x800

We received the following update from Chris Como, Official Examiner of Title, Suffolk County Clerk's Office.

In accordance with directives from the Governor and County Executive, staffing at the County Clerk’s Office will be extremely limited in the upcoming weeks until further notice.

It is advised that all documents required to be recorded or filed be sent in via a trackable mail service as drop off availability in the lobby may be ending shortly without notice.

We are currently working on making printing available to those accessing our office remotely and have accounts within the next 48 hours.  Accounts can be credited by mailing in checks to the County Clerk’s Office (attention Public Access).  We also anticipate you will have the ability credit your accounts using credit cards once the printing function is available.   A separate e-mail will be sent once this is available.

While we are absorbing the licensing fees that permit off site access to our records, the County Clerk does not have the authority to waive any fee set by statute.  We will gladly comply with any State law or order directing these fees be waived.

For those seeking copies of previously recorded/filed documents or maps not available via remote access, they may purchased by using the attached form submitted to recordrequest@suffolkcountyny.gov.  Requests may also be made by mail using the same form.

Questions regarding filings/recording that are strictly of an immediate nature should be make directly to the appropriate department (see website for more info).

We are continuing to do our best with the limited resources to provide as much access to our records and staff as possible.  Since circumstances and government mandates are changing by the hour, any and all current practices are subject to change with no or very limited notification.  We will do our best to keep you informed as we have additional information. Please continue to check our website for updates as well.

Christopher Como, Esq.

Official Examiner of Title

Suffolk County Clerk's Office

310 Center Drive

Riverhead, New York 11901

(631)852-2000 ext. 112

Executive Committee member and NYSLTA Law Committee Chair, Vincent Danzi, is presenting a CLE for the Suffolk Academy of Law on Thursday.  As I understand it - this is a high level perspective on the regulation of title insurance providers.

The flyer is attached.

Here are the key points:

REGULATION OF NEW YORK TITLE INSURANCE PROVIDERS
Thursday, November 30, 2017

12:30 pm – 2:30 pm
Registration at 12:00
Suffolk Bar Association
560 Wheeler Road
Hauppauge, NY 11788

(See the flyer for webcast details)