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Impacts of REAL ID to Recorders…Are You Ready?

The REAL ID deadline – October 1, 2020 – is quickly approaching. This article delves into:

  • What is the REAL ID Act
  • Who will need one
  • Documents are required to obtain a REAL ID; and most importantly,
  • Potential effects on the offices of Clerk Recorders and Registry of Deeds?
  • How Clerk Recorders Are Dealing with REAL ID Across the Country
  • Suggested Tips to Prepare Your Office

About REAL ID ACT

In the years following 9/11, laws have been put in place to combat terrorism. One of those laws is the REAL ID Act, which was passed by Congress in 2005 and created to increase the “set standards for the issuance of sources of identification, such as driver’s licenses.”

Who Needs A REAL ID…and Who Does Not

Passports are still required for international travel, however, beginning October 1, 2020, a REAL ID (or another TSA-approved ID such as a passport) will be required to:

  • Board a commercial aircraft and fly domestically
  • Enter a secured Federal facility or military base
  • Enter a nuclear power plant

Certainly, not everyone will need a REAL ID, and people may choose to not obtain one if they:

  • Are under 18 years old
  • Only need an ID for purposes of identification (i.e., to vote, serve on a jury, driving)
  • Bring another TSA-approved ID (like a passport) after Oct. 1, 2020
  • Reside in state that was granted an extension: Oklahoma or Oregon

 

Requirements to Obtain REAL ID

Although not required, it’s anticipated that a large percentage of the population will secure a REAL ID to increase their ease of use when flying and entering secured Federal spaces. States may impose additional requirements, but at a minimum, securing a REAL ID requires:

  • Proof of Identity (S. birth certificate, U.S. passport, employment authorization document, permanent resident card or foreign passport with an approved form 1-94)
  • Proof of your Social Security number (Social Security Card, W-2, or paystub with full SSN)
  • Proof of Residency
  • If applicable, original or certified copy of name change document (marriage certificate, divorce decree)

 

Effects on Clerk Recorders / Registry of Deeds

So how does this affect the offices of Clerk Recorders and Registry of Deeds? Lines to the DMV to obtain a REAL ID will start to grow longer as we draw closer to the October 1, 2020 deadline. That means people will also have to get their required documentation, which will result in an increase for demand to the documents.

How Clerk Recorders Are Dealing with REAL ID Across the Country

Many County Clerk/Recorder Offices across the U.S. have found some creative ways to tackle REAL ID in their county. Here are just a few great examples of what we’re seeing:

  • Some County Clerk Recorder Offices are teaming up with their local DMV office. For example, Contra Costa County Clerk Recorder’s Office teamed with the California Department of Motor Vehicles to make it easier for county residents to get the documents needed to obtain a “Real ID.” Together they are offering two dates in February, when county residents will be able to buy certified copies of vital records, including marriage and birth certificates.
  • Iredell County in NC promotes on their website that they have “access to the North Carolina Vital Records database, which allows us to print birth certificates from other counties as long as the birth occurred after 1971.”
  • In Tennessee, the Tennessee Department of Safety and Homeland Security trained County Clerk offices so that they are now able to issue Real ID driver license and identification cards. Hamilton County (TN) Clerk Bill Knowles said, “I’m pleased that our Courthouse office is able help accommodate local citizens by issuing the REAL ID Tennessee Driver’s License.

Suggested Tips to Prepare Your Office

Many Avenu County Clerk Recorder Offices are getting ahead of the curve by scanning and digitizing their records due to rising requests for these documents.  Avenu customers are looking to produce the records faster and handle requests timely to satisfy their constituents and avoid long lines in their offices.

Today, Birth Certificates and Marriage License are standardized by mandated state forms, however these records did not start out that way. In most county offices you will find these vital records has gone through a metamorphosis:

  • In the 1900’s births were recorded by being handwriting in bound books
  • Some counties stored them on microfilm
  • Other have Photostats of these records created from film displayed in black pages with white letters “The cost of toner/ink to print these pages very costly.
  • Others are created from Hospitals & State Health departments.

Over the last 50 years vitals have changed and been store on multiple medias so digitizing them can be challenging. Avenu can guide you and provide the services to digitize these records:

  • Decide what date ranges you want to digitize?
  • Microfilm conversion to digital images is more cost effective than scanning paper at your offices. Check to se if you have the microfilm of these records?
  • To electronically store and retrieve you will need to index these records, we suggest just indexing recording #, DOB and Child name to reduce indexing costs that average .005 per character.

Partner with Avenu and we will get you ready for “REAL ID”!

Some County Clerk Recorder Offices are teaming up with their local DMV office. For example, Contra Costa County Clerk Recorder’s Office teamed with the California Department of Motor Vehicles to make it easier for county residents to get the documents needed to obtain a “Real ID.” Together they are offering two dates in February, when county residents will be able to buy certified copies of vital records, including marriage and birth certificates.

Learn more about the REAL ID Act by going to the official site of the Department of Homeland Security @ https://www.dhs.gov/real-id.