reglab/statecodes huggingface dataset:
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.5 - Eligible costs

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The following expenses directly related to the project are eligible for grants:
1. Document imaging systems and bar coding equipment;
2. The cost of retaining consultants to make studies or prepare reports, recommendations, or inventories;
3. Registration, accommodations and travel to selected professional conferences, seminars, meetings and courses;
4. Purchase of supplies and materials directly related to a grant project;
5. Capital expenditures for equipment, including computer equipment;
6. Cost of producing publications directly related to a grant project;
7. Purchase or construction of records storage facilities or additions to existing structures and lease or rental of temporary records storage facilities or services;
8. Repairs to a records storage facility or that component of a building used exclusively for storage of and access to public records;
9. Standard archival and records center boxes and containers, acid free folders and other specialized archival supplies;
10. Shelving, map cabinets, open-shelf lateral files and file cabinets, and two or more hour fire-resistant file cabinets;
11. Vehicles used exclusively in the transportation of records and records storage and retrieval equipment;
12. Professional consultants and temporary or permanent personnel directly related to the grant project;
13. Design studies to provide county archival and records storage facilities, including county-wide needs assessment for shared services with municipal governments, user requirements, feasibility study, schematic drawings and estimate of construction costs;
14. Planning projects to develop, test and implement disaster and recovery plans and systems and projects to inhibit damage and/or restore records damaged in a disaster, including, but not limited to, personnel such as conservation/preservation consultants, clerical workers, and laborers; purchased services such as freeze drying, microfilming, freezer storage, transportation and rental; and supplies, such as acid free boxes, folders, and other enclosures, cleaning materials, plastic milk crates, and storage boxes;
15. Salary and benefits for a Professional Records Manager and/or Archivist and Archives and records management technicians and technical support staff; and
16. Lease or rental of temporary office space for records triage or disaster recovery or office space for records management pending a move to a new facility, upon approval by the State Records Committee, upon written application, by the agency to the head of the PARIS grant program in the Division of Archives and Records Management and review and approval by the State Records Committee. Such office space must meet the requirements set forth at N.J.A.C. 15:3-6.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.6 - Ineligible costs

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The following expenses are ineligible for grants:
1. On-going expenses such as routine repairs, building maintenance, or systems maintenance;
2. Hiring a grant writer or project manager;
3. Purchase of photocopier, fax machine, telecommunication or other office equipment;
4. Standard office filing cabinets, motorized filing cabinets and equipment, files and file folders;
5. Office furniture such as desks, chairs, tables or work stations;
6. Office supplies, including tape measures, calculators and marking pens;
7. Wooden shelving of any kind;
8. Cartons or boxes other than the standard archival and records center boxes or containers;
9. Administrative or operational costs of the agency receiving funding;
10. Academic degree programs; and
11. Salary and benefits for clerical and administrative support personnel not directly related to a grant project.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.7 - Procedures

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Annual announcement of grant submission dates shall be published in the New Jersey Register and posted on the DARM website
www.njarchives.org
.
(b) The following four basic steps shall constitute the PARIS grant application procedure:
1. The applicant's project manager shall attend at least one mandatory training session on PARIS grant applications presented by DARM. This training session will review the grant application forms and guidelines that are available on DARM's website. Times and locations for these training sessions shall be posted on the DARM website.
2. The applicant shall submit an application on forms provided by DARM. The application forms shall be available at the address below and posted on the DARM website. A separate original signed written application and seven copies of the complete application shall be submitted to: PARIS Grants Administrator
Division of Archives and Records Management
P.O. Box 307
Trenton, NJ 08625-0307
Fax: (609) 530-6121
Email:
mailto:paris.grants@sos.state.nj.us
Delivery: 2300 Stuyvesant Avenue, Ewing
Township, Trenton, NJ 08618-3226
3. A notice of receipt for each application shall be sent by DARM to each applicant.
4. Completed applications shall include:
i. The amount of grant and completion date;
ii. The project period;
iii. The project scope;
iv. Special requirements;
v. A projected completion date;
vi. Personnel and budget, including an organizational chart and resumes;
vii. Governing body authorizations;
viii. Annual or most recent fiscal action plan; and
ix. Authorized signature.
(1) The governing body of a county shall designate by resolution the signatory for the grant application. The signatory on the application shall be a full-time management-level executive or officer of the county with authority and subject matter knowledge to oversee the fulfillment of the grant terms.
(2) Pursuant to the provisions of 40A:9-133(e)(6), the Municipal Clerk shall serve as signatory for any application for a PARIS grant for a municipality. A Municipal Clerk may delegate his or her responsibilities as signatory to a designee, provided such designee is approved by the State Records Committee, upon written application to the head of the PARIS grant program in the Division of Archives and Records Management and review and approval by the State Records Committee. Such delegation shall be to a municipal employee having the authority to oversee grant projects at an enterprise-wide level.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.8 - Awarding of PARIS grants

Current through Register Vol. 56, No. 14, July 15, 2024
(a) In each grant cycle, PARIS grants shall be allocated according to a ranking of applications in a given grant cycle, subject to the availability of funds.
(b) The ranking of applications shall be based on criteria established in 15:3-7.9.
(c) The State Records Committee reserves the right to award less or more funding than requested.
(d) The State Records Committee may award grants on an outright or contingent basis.
(e) Grant decisions of the State Records Committee are final.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.9 - Criteria for review and ranking of applications

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Within a given grant cycle, applications shall be reviewed and ranked on the basis of need and the following specific competitive evaluative criteria:
1. Soundness of the plan of work, including its timetable;
2. Qualifications or suitability of persons who will be paid with grant funds;
3. Appropriateness of the budget for the planned work;
4. Whether the applicant has satisfied each of the requirements for relevant project categories as identified in these rules and elaborated upon in the application and guidelines for PARIS grants;
5. Potential of the project to develop or enhance the management, storage, or preservation of records, rather than to support such on-going activities;
6. Demonstrated support for, and progress towards, developing a records management, storage or preservation program; and
7. Demonstration that the project will adhere to and meet all relevant standards and guidelines for the management, storage and preservation of the related records in accordance with Title 47 of the New Jersey State statutes and implementing rules.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.10 - Annual public notice

Current through Register Vol. 56, No. 14, July 15, 2024
(a) DARM shall annually publish a notice in the New Jersey Register and post on the DARM website
www.njarchives.org
a listing of the categories, subcategories, and specific projects that have been targeted for funding in a given grant cycle and an annual timetable for the grant cycle.
(b) The Division of Archives and Records Management shall annually publish a public notice in the New Jersey Register and post on the Division website a timetable for grant applications in a given grant cycle. The annual public notice shall include:
1. Application submission deadlines;
2. Notification of award dates;
3. Start dates of projects;
4. Completion dates of projects;
5. Interim report due dates, if any;
6. Final report due dates;
7. Minimum and maximum grant award amounts; and
8. Priorities established by the State Records Committee, including a listing of categories, subcategories, and specific projects that may be funded during the current grant cycle.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.11 - Commencement of project and payment

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Upon receipt of a grant award, payments shall be made based on the following schedule:
1. Up to 50 percent of total grant awarded after notification of approval of application and budget and receipt by DARM of resolution accepting grant award and executed contracts;
2. Additional funds up to 90 percent of total grant based upon estimates of need for funds to continue project and timely submission of any interim reports; and
3. Remainder of total grant awarded after submission of final report on project within approved project period.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.12 - Grant amounts and duration

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The State Records Committee shall establish minimum and maximum amounts for PARIS grant awards based on the funds available pursuant to P.L. 2003, c. 117, sections 38 and 39, and shall post these amounts on the DARM website
www.njarchives.org
and publish them in a public notice in the New Jersey Register.
(b) Grants shall be for a period of not more than one year; however, applications for multi-year projects will be accepted and awarded on an annual basis, provided adequate progress on the project during the previous year of the grant cycle is demonstrated by the applicant.
(c) Continued ongoing funding for dedicated archives and records management staff shall be a priority of the PARIS grant program according to the following schedule, but subject to the criteria in (c)1 through 3 below:
Funding Year 1 -- Funded 100 percent
Funding Year 2 -- Funded 100 percent
Funding Year 3 -- Funded 75 percent
Funding Year 4 -- Funded 50 percent
Funding Year 5 -- Funded 25 percent
Funding Year 6 and beyond -- Funded 0 percent
1. All PARIS grants shall be for one year only, and nothing in this section shall be construed to be a binding commitment to fund archives and records management beyond one year.
2. All PARIS grant proposals requesting funding of staff positions in subsequent years shall be subject to competitive review in future grant cycles, including demonstration in a county or municipal government's second-round grant application that the staff achieved success in developing and improving the local government's records program in the first year.
3. Future grants for continuation of staffing shall be subject to availability of sufficient funds in the New Jersey Public Records Preservation Account.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 7 - NEW JERSEY PUBLIC ARCHIVES AND RECORDS INFRASTRUCTURE SUPPORT (PARIS) GRANTS › Section 15:3-7.13 - Termination of grants

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Grant award recipients that fail to fulfill the terms of the grant will receive notice that their grant funding will be terminated.
(b) Failure to complete all interim or final reporting or other requirements outlined in the grant award shall result in withholding of grant payments.
(c) Grant award recipients shall have 30 days from the notice of termination to satisfy all terms of the notice of termination or remaining grant payments shall be withheld.
(d) Grant award recipients not in good standing shall be ineligible to apply for other PARIS grants.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.1 - Purpose

Current through Register Vol. 56, No. 14, July 15, 2024
This subchapter constitutes the rules of the Records Disaster Recovery and Triage grant program for the award of grants to county and municipal governments where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records damaged by man-made or natural phenomena.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.2 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The words and phrases used in this subchapter shall have the same meaning as defined in 15:3-1.2, as amended and supplemented, except the following words and phrases which shall have the designated meanings, unless the context clearly indicates otherwise.
"Applicant" means any duly chartered and incorporated county, city, township, town, borough, or village government in New Jersey.
"DARM" means the Division of Archives and Records Management in the Department of State, as established by the Governor's Reorganization Plan filed April 25, 1983, as set out under 18A:73-26.
"Director" means the Director of the Division of Archives and Records Management in the Department of State, who also serves as the Secretary of the State Records Committee.
"Emergency disaster and response efforts" means a response to damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
"Project Manager" means the full-time management-level executive or officer designated by the governing body to have the authority and subject matter knowledge to oversee the fulfillment of the grant terms. Pursuant to the provisions of 40A:9-133(e)(6), the Municipal Clerk shall serve as project manager for any application for a PARIS grant for a municipality.
"State Records Committee" means the body established by P.L. 1953, c.410, Section 6 et seq. (47:3-20 ), comprised of the State Treasurer, the Attorney General, the State Auditor, the Director of the Division of Local Government Services in the Department of Community Affairs, and the Director of the Division of Archives and Records Management in the Department of State, or their designee.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.4 - Eligible costs

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Costs attendant to the following shall be eligible for grants:
1. Personnel such as conservation/preservation consultants, clerical workers, and laborers;
2. Purchased services such as freeze drying, microfilming, freezer storage, transportation and rental;
3. Supplies, such as acid free boxes, folders, and other enclosures, cleaning materials, plastic milk crates, and storage boxes; and
4. Lease or rental of temporary office space or records storage for disaster recovery, upon approval by the State Records Committee, upon written application, by the agency to the head of the PARIS grant program in the Division of Archives and Records Management and review and approval by the State Records Committee. Such office space must meet the requirements set forth at N.J.A.C. 15:3-6.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.5 - Procedures for applying for a grant

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Applicants shall immediately contact the Records DIRECT Grants Coordinator in the Division of Archives and Records Management (DARM) after records have sustained damage caused by fire, water, man-made or natural phenomena where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
1. The contact information for the Records DIRECT Grants Coordinator is as follows:
Records DIRECT Grants Coordinator
Division of Archives and Records Management
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.6 - Awarding of Records DIRECT grants

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The application shall be reviewed and acted upon by the State Records Committee within five working days of receipt.
(b) The State Records Committee reserves the right to award less or more funding than requested.
(c) The State Records Committee will notify the applicant by fax, telephone or e-mail whether the application has been approved or denied. A formal notification letter shall follow.
(d) All grant decisions of the State Records Committee shall be final.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.7 - Criteria for review

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Grant applications shall be reviewed based on the following:
1. Recommendations of DARM staff based on site visit(s) and other information gathered by the same;
2. Recommendations of preservation/conservation consultants, if any;
3. All expenditures shall be fully described and justified as to need, cost and choice of method for responding to the emergency; and
4. Applicants shall account for any associated insurance or other funds received in compensation from any liable parties.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.8 - Commencement of project and payment

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Payment of up to 90 percent of the grant award shall be issued upon receipt by DARM of a resolution of the governing body of the applicant and an executed agreement accepting the award.
(b) The remainder of the total grant shall be awarded after submission of a final report on a form provided by DARM.
(c) Grant award recipients who fail to submit a final report shall be ineligible to apply for other Records DIRECT grants.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 8 - RECORDS DISASTER RECOVERY AND TRIAGE (RECORDS DIRECT) GRANTS › Section 15:3-8.9 - Grant amounts

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The State Records Committee shall establish minimum and maximum amounts for Records DIRECT grant awards based on the funds available pursuant to P.L. 2003, c. 117, sections 38 and 39, and shall post these amounts on the DARM website
www.njarchives.org
and publish them in a public notice in the New Jersey Register.
(b) DARM shall establish and maintain a stock of emergency disaster supplies for distribution to a county or municipality in response to a natural or man-made disaster where immediate response is necessary to prevent the irretrievable loss of vital, permanent or archival records.
(c) DARM shall provide a full accounting to the State Records Committee for supplies and funds expended for each Records DIRECT award.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.1 - Purpose

Current through Register Vol. 56, No. 14, July 15, 2024
The purpose of this subchapter is to establish electronic submission standards and practices for documents affecting real property and to provide for integrity and security of transmissions when county recorders accept and record real property documents using electronic methods.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.3 - General requirements

Current through Register Vol. 56, No. 14, July 15, 2024
(a) By no later than May 1, 2017, all county recorders shall accept electronic documents and electronic document packages that are submitted for recordation pursuant to this chapter. Electronic submissions may include electronic synopses as set forth at 15:3-9.13.
(b) A trusted submitter shall submit an electronic document or an electronic document package to a county recorder in a manner that is consistent with procedures and technology adopted by individual county recorders. An electronic document or electronic document package submitted to a county recorder shall be received using procedures and technology as determined by the county recorder in accordance with this subchapter.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.4 - Standards

Current through Register Vol. 56, No. 14, July 15, 2024
(a) General technical standards and implementation for recording of electronic submissions is as follows:
1. Electronic documents and electronic document packages shall be submitted in a manner consistent with the business requirements, technology, and technical standards for the submission of electronic documents adopted by the Property Records Industry Association. Information on PRIA and the specific requirements and standards are found on the PRIA website at:
www.pria.us
.
2. The following standards for document formatting and document data fields promulgated by PRIA are incorporated herein by reference, as amended and supplemented, and available via the PRIA Resource Library at
www.pria.us
:
i. PRIA Request Version 2.4.2;
ii. PRIA Response Version 2.4.2;
iii. Document Version 2.4.1;
iv. Notary Version 2.4.1;
v. eRecording XML Implementation Guide for Version 2.4.1, Revision 2;
vi. URPERA Enactment and eRecording Standards Implementation Guide, January 2006;
vii. PRIA "Electronic Recording Security Considerations," adopted by the PRIA Board on July 6, 2009;
viii. PRIA "Models of eRecording: A Continuum of Electronic Recording Updated," adopted by the PRIA Board on July 14, 2009; and
ix. PRIA "Position Paper: e-Document Index Data," adopted by the PRIA Board on March 28, 2012.
3. County recorders may adopt, change, or revoke policies to provide the data and transmission elements and attributes of the electronic document submission system used by the county recorder to permit submitters to design applications to submit directly to the system, not inconsistent with existing laws or rules.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.5 - Business requirements and guidelines for electronic documents

Current through Register Vol. 56, No. 14, July 15, 2024
In addition to any individual county recorder's developed business requirements for electronic submissions, when a county recorder accepts electronic submissions, a trusted submitter shall comply with the requirements contained in "eRecording Business Requirements (Business Requirements Document)" dated March 2008, developed by PRIA and MISMO, which is incorporated herein by reference, as amended and supplemented. A copy of the current standards and guidelines for submission of electronic documents is available via the PRIA Resource Library at
www.pria.us
.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.6 - Notarization of documents

Current through Register Vol. 56, No. 14, July 15, 2024
An electronic document shall be notarized under provisions contained in the New Jersey Uniform Electronic Transactions Act, 12A:12-11, Notarized signatures or records. County recorders have no responsibility for verifying or authenticating notary signatures.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.7 - Return and rejection of documents

Current through Register Vol. 56, No. 14, July 15, 2024
The submitter of a recorded electronic document is the party entitled to the return of the document. Electronic documents that are recorded shall be returned with recording information upon recordation. A document may be rejected only if it does not meet the requirements set forth in 46:26A-6.a. If a document is rejected, the document shall be returned to the submitter along with a statement of all grounds for its rejection in accordance with 46:26A-6.c. If a document is rejected for technical reasons (for example, the county recorder's requirement is to accept a TIFF document for recording and the submitter submits a PDF document) the county recorder shall return the document to the submitter along with a statement of all grounds for technical rejection.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.8 - File formats

Current through Register Vol. 56, No. 14, July 15, 2024
Electronically submitted documents shall be converted to TIFF format and stored in accordance with N.J.A.C. 15:3-4. Additionally, county recorders shall maintain, store, and preserve recorded documents in their "native" or original format for such periods of time as required by the State Records Committee, such as MISMO SMART Doc(R), eSigned PDF and Adobe Intelligent Document Format, and Microsoft(R) Word with embedded-XML.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.9 - Records retention and preservation

Current through Register Vol. 56, No. 14, July 15, 2024
County recorders must retain all records in their custody in accordance with New Jersey law and the requirements detailed in records retention schedules published by the Division applicable to county recorders at
http://www.state.nj.us/treasury/revenue/rms/retention.shtml#gs
. Maintenance and preservation of permanent or long-term imaged documents shall be in accordance with this chapter.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.10 - Method of payment

Current through Register Vol. 56, No. 14, July 15, 2024
Each county recorder receiving electronic documents shall accept payment of recording fees by electronic means. Each county recorder may collect fees from electronically submitted electronic documents or electronic document packages in a manner compatible with its internal software, financial practices, and N.J.A.C. 5:30-9.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.11 - Business policies and procedures

Current through Register Vol. 56, No. 14, July 15, 2024
(a) County recorders shall post business policies and procedures to assist customers submitting documents electronically. The policies and procedures shall set forth the county recorder's implementation of this chapter.
(b) Business policies and procedures may be in electronic or hard copy format and may appear on a third-party service's or the county recorder's website. All parties' electronic acknowledgement of the terms of the business policies and procedures is acceptable.
(c) Business policies and procedures must cover, at a minimum, the implementation of the following:
1. The types of documents that can be submitted as an electronic document or electronic document package and the technical specifications for submission;
2. Guidance concerning the use of any third-party portal for submission of documents;
3. Indexing specifications;
4. Hours of operations and processing schedules;
5. Payment options; and
6. A statement that any amendments or alterations to the business policies and procedures will be published with a minimum advanced notice of 30 days before taking effect.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.12 - Agreements for electronic submission

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Submissions to the county recorder shall be as follows:
1. Every trusted submitter or transmitting party, including third-party servicers, shall complete and sign a Trusted Submitter Agreement application with the county recorder(s). Upon notice of acceptance of the Trusted Submitter Agreement by the county recorder, the trusted submitter or transmitting party shall be authorized to submit documents electronically subject to policies established by the county recorder pursuant to 15:3-9.11. A Trusted Submitter Agreement application can be obtained from the county recorder's office.
2. The trusted submitter or transmitting party and the county recorder shall enter into an agreement specifying the terms and conditions of participation in the county recorder's electronic submission program. The provisions of the agreement shall be consistent with 46:26A-1 et seq., and 46:26C-1 et seq. At a minimum, the agreement shall address the following items:
i. Accepted electronic submissions in the county;
ii. Accepted document types in the county;
iii. Defined technical specifications for data formats, document formats, electronic transmissions, and security;
iv. Indexing fields required for each document type;
v. Electronic signature and notarization requirements;
vi. Payment options for recording fees and applicable taxes;
vii. Hours during which electronic submissions will be accepted and processing schedules that affect order of acceptance;
viii. Liabilities and responsibilities of the parties transacting electronically;
ix. Document acceptance and rejection requirements and procedures when documents do not comply with technical specifications for data formats, document formats, electronic transmission, or security;
x. Communication methods and contact information; and
xi. Breach of agreement by the trusted submitter or transmitting party.
3. A county recorder may include in the agreement other procedures and requirements consistent with 46:26A-1 et seq., and 46:26C-1 et seq., in order to implement fully an electronic submission program.
New Jersey Administrative Code › Title 15 - STATE › Chapter 3 - RECORDS RETENTION › Subchapter 9 - RULES REGARDING ELECTRONICALLY SUBMITTED DOCUMENTS AFFECTING REAL PROPERTY IN THE OFFICES OF NEW JERSEY COUNTY CLERKS AND REGISTERS OF DEEDS AND MORTGAGES › Section 15:3-9.13 - Standards and use of electronic synopsis and cover sheets

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Use of electronic synopsis. Effective May 1, 2017, or as implemented by individual county recorders prior to that date, electronic documents and electronic document packages may include an electronic synopsis that is consistent with this section.
1. The following data fields shall constitute an electronic synopsis and shall meet PRIA attribute and technical standards. The data fields shall state:
i. The nature of the document;
ii. The date of the document;
iii. The names of the parties to the document and any other names by which the document is to be indexed;
iv. If the document is a deed conveying title to real property:
(1) The lot and block number or other real property tax designation of the real property conveyed or a statement that the information is not available;
(2) The consideration for the conveyance; and
(3) The mailing address of the grantee; and
v. If the document is an assignment, release, or satisfaction of a mortgage or an agreement respecting a mortgage, it states the book and page number or the document identifying number of the mortgage to which it relates if the mortgage has been given such a number.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.1 - Purpose and scope

Current through Register Vol. 56, No. 14, July 15, 2024
This subchapter identifies the responsibilities of the Secretary of State, as the State Chief Election Official, to provide voter registration applications to the offices of voter registration agencies, public agencies, and other sources for forms availability as directed under 19:31-1 et seq., and those agencies responsibilities to provide voter registration applications to their clients and collect completed forms. This section also provides definitions for terms that are utilized in this subchapter and 19:31-1 et seq., and delineates the procedures for citizens to file a complaint on voter registration activity and obtain an appropriate response from the Secretary of States office.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.2 - Definitions

Current through Register Vol. 56, No. 14, July 15, 2024
The following words and terms, when used in this subchapter, shall have the following meanings, unless the context clearly indicates otherwise.
"Applicant" means a person applying to register to vote, or a person applying for participation in Federal or State programs, or renewing participation in said programs, administered by State and county agencies designated as voter registration agencies.
"Application" means the voter registration form described in 19:31-6.4.
"Attorney General" means the State officer designated as the chief Election Official of this State under the Voter Registration Act, the National Voter Registration Act of 1993, 42 U.S.C. §
										1973gg, and the Help America Vote Act of 2002, 42 U.S.C. §
										15301, and who has further specific regulatory authority under N.J.S.A. Title 19. The Division of Elections in the Department of Law and Public Safety shall perform the activities listed in this chapter on behalf of the Attorney General.
"County commissioner of registration"means either the superintendent of elections in a county where there is a superintendent, or the county board of election member who is the secretary-commissioner of registration in all other counties.
"Public agency" means those agencies and their offices explicitly named in 19:31-6.3.
"Registered voter" means a person who has completed a voter registration which has been accepted by the appropriate county commissioner of registration and has not been removed from the registry list for any reason.
"Secretary of State" means the State officer designated as the Chief Election Official of this State pursuant to the Voter Registration Act, the National Voter Registration Act of 1993, 42 U.S.C. §
										1973gg, and the Help America Vote Act of 2002, 52 U.S.C. §
										20901, and who has further specific regulatory authority pursuant to N.J.S.A. Title 19. The Division of Elections in the Department of State shall perform the activities listed in this chapter on behalf of the Secretary of State.
"Voter registration agencies" means those agencies and their offices, explicitly named or which administer programs specified in 19:31-6.11.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.3 - Voter registration applications; availability, printing, distribution, and reporting

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The Secretary of State shall cause to be printed a sufficient supply of voter registration applications in English, Korean, and Spanish languages and in any other language the Secretary of State deems appropriate for utilization by voter registration agencies and public agencies. The return address shall not be changed by any person or entity. The application shall bear a postage paid return address of the Secretary of State's office in Trenton, except those applications which are printed for the county commissioners of registration and municipal clerks within their jurisdiction which bear the return address of the appropriate county commissioner of registration.
(b) Each public agency shall prominently display voter registration applications and voting instructions at each public office, make applications readily available to their applicants for benefits or customer service and collect completed applications if the applicant so chooses.
(c) Each voter registration agency shall offer a notice of the opportunity to register to vote with each application, recertification, renewal of service, or change of address; provide assistance where necessary; collect completed voter applications for transmittal to the Secretary of State or county commissioners of registration; and maintain a record of the number of clients who accept or reject the opportunity to register to vote and related information on a form provided by the Division of Elections and forward a copy of said completed form on a quarterly basis to the Secretary of State by filing same with the Division of Elections.
(d) Each voter registration agency and public agency shall prepare and maintain a list of the public offices where voter registration services are offered and provide an updated list to the Secretary of State, as changes occur. The agency office address, street location if different, and telephone number shall be listed.
(e) Through coordination with each State department and the offices of the county commissioners of registration, the Secretary of State shall distribute a sufficient supply of applications, including Korean and Spanish language applications, and in any other language the Secretary of State deems appropriate, to the coordinating office or individual offices of each department.
(f) The coordinating office of each department and the county commissioners of registration shall notify the Secretary of State when their applications inventory needs to be restocked.
(g) When the supply of voter registration applications has reached a level of 25 percent of the amount of such applications previously allocated to a county, the county voter registration official shall notify the Office of the Secretary of State, which shall then take appropriate steps to supply the county with an adequate number of applications to meet reasonably expected needs.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.4 - Availability of voter registration applications; reasonable quantity defined; reorder notification

Current through Register Vol. 56, No. 14, July 15, 2024
(a) An organization or candidate for public office may request a reasonable quantity of voter registration applications from the county commissioners of registration or the Secretary of State. The number of applications requested may be limited to two percent of the total number of voter registration applications which the county commissioners of registration has available at the time of the request, or 2,500 forms if request is made to the Secretary of State. There shall be no limit to the number of requests an organization or candidate may make. The county commissioner of registration shall maintain a record of all organizations and candidates requesting more than 100 applications. Requests will be met at an agreed upon time at the office of the county commissioner of registration or the Secretary of State.
(b) An individual may request in person up to 25 voter registration applications from the county commissioners of registration or the Secretary of State. There shall be no limit to the number of requests an individual may make. An individual making a telephone request shall be entitled to at least two application forms.
(c) The county commissioners of registration may adopt a method of identifying a supply of voter registration applications provided to any organization, candidate, or individual for the sole purpose of reporting any deficiencies in returned registrations.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.5 - Photocopies and reproduction of voter registration application

Current through Register Vol. 56, No. 14, July 15, 2024
(a) The voter registration application may be photocopied or reproduced except that the return address portion of the voter registration application shall not be photocopied or reproduced. Any completed voter registration application form which includes a reproduced return address portion shall be rejected. Any photocopies or reproductions to be utilized by individuals completing the form or soliciting other individuals to register to vote must be true facsimiles of the application.
(b) Any completed voter registration which is entirely unintelligible will be rejected. A voter registration application which is distorted or altered in such a manner that all the required information is not provided will be deemed incomplete. In the case of an incomplete application, the applicant will be notified to provide the missing information as long as the application contains a name and mailing address.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.6 - Completion of application

Current through Register Vol. 56, No. 14, July 15, 2024
(a) An applicant shall complete all required portions of the voter registration application. If an applicant is unable to personally complete the form, another individual may complete the form for the applicant. The individual who completed the form for the applicant shall enter his or her name in the appropriate section of the voter registration application. If possible, the applicant shall sign or make his or her mark on the signature line of the application. If applicant cannot sign or make his or her mark, the assisting individual shall write "unable to mark" on the signature line.
(b) The county commissioner of registration may reject an application if the applicant has failed to sign the voter registration application and/or if applicant's name and street address are not properly completed or are unintelligible. Failure to properly complete other portions of the application may cause the county commissioner of registration to return the form for proper completion. Prior to rejection, a commissioner of registration shall take all steps necessary to provide the voter with the opportunity to complete his or her voter registration application.
(c) The absence of an optional telephone number of the applicant or the absence of the applicant's last voter registration information shall not cause the application to be rejected.
(d) The county commissioner of registration shall accept and process voter registration applications, including signatures that have been electronically transmitted by the Motor Vehicle Commission. Digitized signatures shall constitute the original signature of a registrant for voter registration purposes.
New Jersey Administrative Code › Title 15 - STATE › Chapter 10 - ELECTIONS › Subchapter 1 - VOTER REGISTRATION › Section 15:10-1.7 - Acceptance and transmittal of applications

Current through Register Vol. 56, No. 14, July 15, 2024
(a) Employees of a voter registration agency, charged with the responsibility to provide voter registration opportunity forms and assistance to the applicant, shall accept the application from the applicant when the applicant has determined it is complete. Those applicants who have agreed to the offer of assistance shall be advised if the application is not complete or is unintelligible. Employees of a public agency are required to provide the application, assistance if requested and acceptance of the completed application. Acceptance is for transmittal purposes only. The employee does not determine if the information is acceptable. An applicant may also choose to complete the application and personally mail the form.
(b) Applications completed at a voter registration agency or public agency and given to an employee thereof shall be batched at each office on a weekly basis and sent to the Secretary of State or county commissioner of registration, except that batching shall be done on a daily basis during registration deadline dates.
(c) Upon acceptance of an application, the employee shall mark or stamp the date of receipt on the application.
(d) Any application returned to an employee of a voter registration agency or public agency up to close of business 21 days prior to an election covered under N.J.S.A. Title 19 shall be deemed timely for the purposes of qualifying an eligible applicant as registered for an ensuing election.