Job Descriptions
Davidson County Register of Deeds
Sommet Center • 501 Broadway
Nashville, TN 37203
(615) 862-6790
(Directions) (Mapquest
Map)
Most Register of Deeds employees are cross-trained meaning they can perform a variety of duties. Cross-training gives the office more flexibility in deploying personnel.
Receptionist
The receptionist is responsible for directing all clients that
visit the office as well as answering and routing all telephone calls.
The receptionist also has various other administrative duties.
Document preparation
In document prep each document is checked for recording requirements
and the recording fee is calculated. In this phase, the documents are
prepared for scanning as well as recording. Documents failing to meet
the requirements are returned to the sender for corrections.
Document recording
Cashiering
In the document recording phase the documents are input into
our document recording/retrieval computer system. The system we use is
TrakRecord which we purchased from Document Technology Systems in Akron,
Ohio. In document recording a barcode containing the recording information
is placed on the first page of each document.
Scanning
In this phase, all documents are scanned and the digital image
of the document is placed in our image storage vault. We currently have
approximately two terabytes of storage.
Disposition
Document disposition is the last phase of the recording process.
In this phase, all barcodes are scanned once again to make sure the document
is properly stored in the image vault. Documents are then placed in file
boxes to be picked up or they are mailed back to the sender.
Document indexing
The document indexing phase is where all information necessary
to find the document is entered into the computer system. Entry of different
fields is required for different document types. The information is keyed
into the system by employees in data entry and is keyed again by employees
in quality assurance. This re-key verification is the best method to
insure the accuracy of the index data.
Document information and research
The document information and research staff is responsible
for assisting clients with obtaining whatever information they need.
The information clerks assist clients in the office as well as over the
telephone. The assistance required may range from obtaining a copy of
a deed to getting trained on how to use the office computer system. All
regular clients, mainly title searchers, are assisted by the print center
clerk who is also a member of the information and research team.