Recording Assistant

What this assistant does

Suggested index values with the evidence beside them

The Recording Assistant supports Recorder staff preparing documents for indexing. It reads approved document sources, proposes values using your office’s indexing conventions, and highlights information that needs a second look. Suggestions remain provisional until staff confirm them; the assistant does not determine whether an instrument is legally recordable.

From document to reviewed index

1. Receive and identify. Read the document and intake information from permitted SBS Portals records. Suggest a document type from the office-approved list. Unknown types, unreadable pages and incomplete scans go to staff.
2. Extract candidate values. Suggest party names, document dates, instrument type and referenced recording numbers where present. Capture parcel identifiers or legal-description text only where configured and supported by the document. Keep absent or uncertain values visible rather than inventing them.
3. Apply indexing conventions. Prepare candidate values using approved rules for name order, formatting and document categories. Keep the source wording available so staff can distinguish a formatting suggestion from the original text.
4. Compare and flag. Highlight conflicting name spellings, inconsistent dates, missing identifiers and references that do not match permitted records. A possible duplicate or a similar name is a review flag, not a reason to merge or reject a record automatically.
5. Present the evidence. Build a field-by-field review sheet showing the suggested value, its source page or field, and any unresolved question. Route the document and findings to Recorder staff.
6. Confirm and hand off. Staff correct or approve the proposed index values. Where authorized, the assistant can transfer approved values into the SBS workflow and retain a history of suggestions and corrections. Official recording and publication remain controlled by staff.

Example: two spellings of the same party name

An intake form names a party as “Taylor Morgan,” while the attached instrument reads “Taylor Morgon.” The assistant displays both spellings with their sources and flags the difference. It does not select a legal identity or silently overwrite either value. Recorder staff resolve the discrepancy under the office’s procedures before approving the index.

How it works with SBS Portals

Configure access to the relevant document images, intake fields and permitted reference records. Suggested index values, supporting references and exception notes can be attached to the SBS review task. Staff permissions govern approval and any subsequent updates; the assistant cannot bypass those controls.

Configure around your recording practice

Start with one document category, its index fields, approved formatting rules and representative scans. Include handwritten, low-quality, amended and inconsistent examples during testing. Staff define which sources may be compared, how uncertainty is shown, who handles exceptions and which updates require explicit approval.

Can be configured to

• Suggest document type using approved categories
• Extract candidate names, dates and recording references
• Apply office-approved index formatting conventions
• Show supporting page or field references for suggested values
• Flag inconsistent values, missing information and uncertain matches
• Prepare an index review sheet for Recorder staff
• Transfer staff-approved values through configured SBS Portals workflows