Doña Ana County



Doña Ana County Clerk Lynn Ellins has formally launched e-filing capabilities for banks, title companies and other high-volume users of the Doña Ana County Clerk’s Office recording and filing systems.

In conjunction with Professional Document Systems of El Paso and Simplifile of Provo, Utah, the Doña Ana County Clerk’s Office can now accept documents electronically for review and filing, then affix electronic signatures and time stamps to the documents for return to the companies that originated them. The service costs Doña Ana County nothing to implement and sustain.

“This is a win-win for everyone,” Ellins said. “The banks, title companies and other users will save time and expenses related to travel and postage. From our side, it frees up a considerable amount of staff time that has been spent scanning documents, and it allows recording fees to be deposited directly into our account in the Doña Ana County Treasurer’s Office at the moment the transaction occurs. And we also save on postage.”

Ellins said entities wishing to utilize the e-file option will create accounts with either Simplifile or PDS, then upload site-scanned documents to their contracted vendor. The vendor will transfer the documents and relevant fees to Doña Ana County using proprietary Clerk Track software. After the documents are recorded and scanned, they’ll be returned electronically to the vendors for return to the originating client.

“Essentially,” Ellins said, “everyone saves money and time. It’s the same process without the clients having to come physically to our building, and it allows my staff to concentrate on customer service for the people who visit our office for a wide range of other services.”

Ellins estimated that e-filing will improve efficiency in the recording and filing areas by up to 70 percent. Already, he said, 10 area title companies and banks have signed on for the service, and many began using it late last week when testing of the system began. He said the system is working seamlessly today.

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Reporters seeking more information or interviews may call county Public Information Director Jess Williams at (575) 525-5801.