Mississippi Administrative Code › Title 36 - Technology › Part 201 - Electronic Recording Commission Rules and Standards › Chapter 3 - Declaratory Opinions › Attachment 36-201-3-A - Technical Specifications

Current through June 25, 2024
1.
Accepted Models for Electronic Recording
The three models of automation are as follows:
Level 1: Submitting organizations transmit scanned images of
				  original ink signed documents to the office of the Chancery Clerk. The office
				  of the Chancery Clerk completes the recording process in the same way as paper
				  using the imaged copy as the source document. Once the office of the Chancery
				  Clerk accepts the documents for recording, the scanned image is "burned" with
				  the recording information, including recording date and time as well as the
				  unique recording reference number, such as instrument number. Indexing is
				  performed by the indexing staff of the Chancery Clerk's office, as with paper
				  documents. A copy of the recorded images is returned to the submitter, together
				  with the recording endorsement data.
Level 2: Submitting organizations transmit scanned images of
				  ink signed documents or an electronic document electronically signed and
				  notarized, along with data necessary for processing, indexing, and returning
				  the document, to the office of the Chancery Clerk. The office of the Chancery
				  Clerk performs an electronic examination of the imaged document and indexing
				  data, and then completes the recording process using the imaged copy and
				  electronic indexing information. The electronic version of the recorded
				  document is returned to the submitter, together with the recording endorsement
				  data.
Level 3: Submitting organizations transmit documents which
				  have been created, signed and notarized electronically containing the
				  electronic indexing information, or SMART" documents which are a single object
				  containing the electronic version of the document in such a way that enables
				  the electronic extraction of data from the object. SMART" documents are
				  required to be signed and notarized electronically. Electronic signatures must
				  comply with the Uniform Electronic Transaction Act (UETA). The office of the
				  Chancery Clerk performs an electronic examination of the electronic documents
				  and indexing information, then completes the recording process using the
				  electronic documents. Images of electronic and SMART" documents are made, and
				  returned to the submitting organization, along with recording endorsement
				  data.
2.
Format of the Transmitted File
Property Records Industry Association (PRIA)/Mortgage
				  Industry Standards Maintenance Organization (MISMO) file format standards will
				  be used. The file format shall be TIFF or PDF, and must be so specified.
3.
Communications Protocol and Options
Transmission Control Protocol/Internet Protocol (TCP/IP),
				  HTTP and HTTPS will be used.
4.
Security
				Framework
Encryption will be a minimum 128 bit file and image
				  encryption. Secure Socket Layer (SSL) and user login/password will be employed.
				  User passwords are controlled by the Submitter and should be monitored/or
				  changed periodically to ensure security. Computers on which documents originate
				  must have all critical operating system patches applied, must have a firewall
				  (hardware or software) installed, and must have up to date virus scan
				  software.
5.
Returned File Format
Property Records Industry Association (PRIA)/Mortgage
				  Industry Standards Maintenance Organization (MISMO) file format standard will
				  be used. Documents will be returned in the file format (TIFF or PDF) specified
				  by the submitter.
6.
Electronic Signatures and Use of Digital
				Certificates
The use of Electronic Signatures and Digital Certificates
				  will need to adhere to the guidelines set out in any applicable Mississippi
				  Statutes and Mississippi Secretary of State administrative rules.
7.
Imaging
				Standards
Documents will be scanned at a minimum of 200 dpi. Documents
				  will be scanned in portrait mode. Document images will be captured in single
				  page
[or specify multi page]
storage format. Scanned documents
				  will be legible and reproducible including signatures and notary seals.
				  Document details, such as margins, font size, and other similar requirements,
				  must meet all applicable state or local standards. Documents must be scanned to
				  original size.