Everything the program requires
Built around §27297.7 and the way Recorder offices already work: a staff console, a notice pipeline, and an optional public alert portal.
All features
Every document matched
Every recorded deed, deed of trust and mortgage is matched to Assessor ownership, with the reason for each outcome stored. 100% agreement with the reference answer key on the test set.
Pre-recording address
Assessor owner history is kept automatically, so the notice goes to the tax-bill address established before the document was recorded.
APNs read from the document
When the Recorder index has no APN, it is read from the image: page one first, then later pages up to 10, each reading with a confidence score.
Never the wrong parcel
Uncertain readings go to staff with the page shown and the APN outlined. Zero wrong-parcel notices on the synthetic image test set.
Signer checks without false alarms
Companion purchase deeds, trustees and trusts, LLC and Inc. names, attorneys-in-fact, executors, conservators and nicknames are recognized. Unexplained signers are flagged for fraud review while the notice still goes out.
Your template, accessible output
Use the county’s own Word template or fillable PDF. Output is always a PDF/UA notice validated with veraPDF, plus an editable Word copy, in English and Spanish.
Print-ready batches
One combined PDF sized for a #10 window envelope, a mail-house manifest and a cover sheet. Approve, download, print, mark mailed.
30-day tracking
Every document carries a due date from its recording date. Exception queues sort by days left, and admins are alerted before anything goes overdue.
Process a backlog
Start from any date with “Process backlog from”. Due dates stay tied to recording dates, and anything past its window is flagged overdue.
Four queues
Needs action, Signer review, Returned mail and Data issues, each with an open count and deadline colors.
Resident alerts
Property alerts are sent only after the APN is confirmed; name alerts go out the day the index loads. English and Spanish, with automated axe-core checks.
Monthly reports
Monthly statistics and a monthly transaction report with recording and mailing dates, plus cost per notice. CSV, XLSX or PDF.
Tamper-evident log
Every login, run, action and export is recorded in an append-only, hash-chained audit log.
Signer checks without false alarms
Common, legitimate reasons a signer isn’t the owner on the roll are recognized automatically, and each one is written into the document’s decision trail. Signers that stay unexplained go to Signer review, and the notice still goes out.
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Companion deed: auto-accepted
A purchase: the deed of trust signer isn’t on the roll yet, but they are the buyer on the same-day grant deed, so the notice goes out without a false alarm.
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Trustee for the owner
The signer signs as trustee (TR) of the trust that owns the parcel, so the signer check passes and the notice goes out.
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Acting for the owner
An attorney-in-fact under a power of attorney signs for the owner of record. The check recognizes it; no fraud flag is raised.
Build your own alert sign-up page
Prefer the county website to the hosted portal? The County Alerts API lets your web server search properties and start a double opt-in sign-up, with the same rules: consent, confirmation email, no owner data, one-click unsubscribe.
AI that helps staff, never decides
The rules that decide who gets a notice are fixed, tested code, so every outcome can be explained and audited. AI Assist works alongside them on the cases that need a person, and every suggestion waits for staff to accept it. AI Assist is optional and off by default; each county decides whether to turn it on.
A second look at APNs read from images
On the synthetic test set (98 deed images, 7 scan variants) it read 98 of 98 APNs correctly, invented none on pages without an APN, and led to 0 wrong-parcel notices through the matching rules. It can only confirm an OCR reading it matches exactly; it never decides alone and never clears fraud signals.
Document-type suggestions
Suggests how to classify a document type the county has not mapped yet. Spot-checked, still under evaluation; staff apply the suggestion.
Government-grantee suggestions
Suggests whether an uncertain grantee is a public agency. Advisory only: anything that would mean “no notice” is never pre-selected.
Shadow, suggest, corroborate
For the APN reader, a county starts in shadow mode, then shows suggestions, then lets it corroborate OCR, after a trial on the county’s own images.
Your county's data stays your county's
One platform serves many counties, and each is isolated at the application and database level. Read the security overview, or ask for the full version written for county reviewers.
Approve, print, mark mailed
Each morning's batch is one combined PDF, a mail manifest, and a cover sheet with counts and the oldest due date. Notices are sorted by ZIP for presort, with flagged signer-review notices kept at the end.
See it run on your files
We'll walk your Recorder and Assessor teams through a full cycle: upload, run, resolve exceptions, approve a batch, and download notices. Send a few days of sample exports and we'll show the results on your own data.