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We are working to keep the economy moving.
It has now been three full weeks since we started performing all services online, by mail or virtually using video technology. This is an update on what the staff is doing plus some statistics on activity.
For work in our office in a typical month, more than $1 billion in capital flows and $7 million in income is generated for local people. All our staff members are still working and providing all services to keep the economy moving.
Information on how to access Register of Deeds services is at this link: http://www.wakegov.com/rod/Pages/temporary-office-policy.aspx
Recording Status
So far in April recording volume is up 23% compared to the same recording days in 2019.
Since the middle of March, a dozen or more staff have been home eRecording and indexing legal instruments. They are all well and working productively.
Our home eRecording and indexing operation do not need to have support from staff physically present in our office. Even if in-office operations were shuttered remote eRecording and indexing would be able to continue.
So far in April, 98% of deeds and deeds of trust were received through eRecording as were 90% of all instruments. The balance was received by mail. This compares to 91% of deeds and deeds of trust and 80% of all instruments eRecorded during April 2019.
Of the 10% of instruments that were mail submissions, 49% were satisfactions. On March 25 we advised financial institutions that submitting satisfactions by mail could be beneficial. At this point, it would be satisfactory for financial institutions to send all satisfactions by eRecording. It remains beneficial to send bulk submissions of satisfactions mid-morning or after 16:46 eastern time to help keep the eRecording internet pipes clear for time-sensitive documents, and financial institutions should please do so.
Vital Records Status
All staff remain well and are working productively.
Marriage Licenses. So far in April, our staff has been issuing an average of 19 marriage licenses a day virtually by video conference. This compares to a 2019 average of 29 a day.
On March 27 Wake County magistrates stopped performing civil marriages, but they resumed today, April 20. Magistrate marriages are now performed at 3301 Hammond Road, 11:00 am – 3:00 pm Monday – Friday.
The Governor’s executive order of March 27 appears to have effectively curtailed traditional marriages. It is still permitted to get married in Wake County by arrangement with a minister provided no more than ten people are present for the ceremony and they can remain at least six feet apart.
Couples should allow ample time for the hard copy marriage license to be received from us via the mail.
Notary Publics are being processed by the staff virtually by video conference. So far in April, we have done 8 a day compared to a 2019 average of 16 a day.
Births and Deaths. Hospitals, funeral homes and others in the chain are performing their birth and death documentation processing duties although there have been some changes in their work procedures.
Once we receive birth or death certificate information the staff turns it around within 24 hours, as usual. Some staff are now recording and indexing birth and death certificates online from home. The staff is processing some certificates at night to shorten the elapsed time.
Special arrangements are in place with funeral homes to keep the workflow moving to benefit bereaved families.
Certified Vital Records. This is the link to order a certified copy of a Wake County vital record https://wakerod.permitium.com/rod
Online certified birth and death certificates orders are being processed by staff working in our office. We are not experiencing delays in processing online requests if we have the certificate. When a person orders a birth or death certificate soon after the underlying event, we might not have information about the event. In that case, the order is held in suspension and fulfilled when we have the information. The public should understand that the process of getting the information to us can take longer than before. You can search here to see if we have a certificate https://vitalrecords.wakegov.com/web/action/ACTIONGROUP224S1 .
We do not have specifics on the impact of the virus situation on post office schedules, but common sense indicates people should expect mail delivery could take more time than before.
Information Technology
Our IT staff has kept the computing and other infrastructure running. When we went live with our virtual vital records services technology on March 27 our IT and vitals staff had piloted the system and the transition went smoothly.
We have not experienced technical difficulties in eRecording with staff working at home operating under our emergency recovery plan or with vital records working partly from home but mostly in the office.
IT staff do not need to be present physically in our office to maintain the system. Operations can be maintained by IT from home.
The Public Vault (Information Room) remains open but is rarely used by law offices or the public. We expect to keep it open unless there develops a reason to close it.
Keeping up to date. If there is a development important to you, the quickest way to see an announcement is likely to be via social media. If you use Facebook, you can go to these pages and “like” the page. That will put the page in your news feed. Facebook.com/JudgeGilliam and Facebook.com/WakeRegisterOfDeeds. If you use Twitter, go to @WakeNCRoD and “follow”.
We have no “inside information” on when or how the Governor, Chief Justice or County Commissioners may initiate Phase 1 of reopening the economy or parts of the government. Because we are not closed, we do not have to reopen.
This too shall pass.
Charles P Gilliam
Register of Deeds of Wake County
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