The County Clerk-Recorder Program is responsible for providing direct services to the public, including recording and maintaining real property transactions, issuing vital records (e.g., birth, death and marriage certificates), issuing marriage licenses, scheduling and performing wedding ceremonies, and filing fictitious business name statements as well as other para-professional registrations.
On a daily basis, staff receives 250-300 telephone calls, serves 100-150 walk-in customers, records approximately 500 land-transaction documents in house and over the counter and issues approximately 100 certified copies of vital records. The County Clerk-Recorder’s continued efforts in cross-training staff ensures proper staff coverage at each counter.
The Clerk-Recorder’s office recently implemented a “chat” function to its website which allows the public to have real time conversations via text for assistance. The “chat” function receives an average of 25 chats on a daily basis. Additionally, an appointment system has been created for customers to call in and make an appointment for any of the services.
The County Clerk-Recorder is the official custodian of certain historical records for the County. These historical records include maps, land transaction books containing all grantor and grantee names, vital records and microfilm/fiche of all recorded documents.
Electronic recording decreases the amount of time it takes to make records available to the public and streamlines the process greatly for the business sector. The Clerk-Recorder is currently e-recording with seven submitters and also serves local, state and federal agencies with electronic recording services. The Recorder’s office reviews and electronically records 350 to 400 documents per day.
Staying open to the public during the COVID pandemic is significant for San Mateo County residents who do not have access to a computer or internet access. Additionally, providing online services is also critical for people with differing technical abilities and for customers who are at high risk if they are potentially exposed to COVID.
The residents more likely to not have computer or internet access include those in lower income brackets, older residents, and residents with lower education levels. If the ACRE office closes, these residents will have a difficult time conducting essential business. Conversely, new online options open accessibility opportunities for those with disabilities or for those at high risk of potential COVID exposure.
ACRE missed the 170,000 Target by 7,408 due to the significant drop in the number of recorded documents as a result of the slowing real estate market.
The Clerk Recorder’s office serves as a business partner with the Sequoia Union High District’s “WorkAbility Work Training Program” which was designed to provide students with disabilities valuable entry level employment skills and experience. The department has hosted the students for the last several years.
Four to five students with disabilities participate along with school staff members. They come into the Clerk Recorder’s office once a week for two hours during the school year and assist in the preparation of recorded documents to be mailed out to the parties who originally submitted the document for recording. The participating students are awarded with a certificate of appreciation at the end of their school year by Mr. Mark Church, reflecting that the work that the students perform is greatly appreciated by the department.
The students’ visits have been suspended since March of 2020, as the students went to a distance learning program due to the pandemic. It is anticipated that the students will return sometime later in the year, however that decision will be determined by the school district. The Department’s partnering with the School District not only benefits the Department from the assistance provided by the students, but the community partnerships are an essential part of the school’s program and appreciated by the school district.
The primary purpose of the program is to provide students with disabilities valuable entry level employment skills and experience which will enable the students to develop appropriate work habits and vocational skills to enhance the students with a smooth transition from school to work.