Overview/Strategic Plan

Overview

The Register of Deeds office is a constitutional office which was established in 1796 by the Tennessee State Legislature. It is an elected office which carries a four year term. The original purpose of the register was to be the custodian of land transactions, and to this day it remains the primary purpose.

The Register of Deeds office in today’s world has become a very important and useful office to the public in that we record all documents which affect the title to real estate. Our office is used by many people to search titles for the purpose of purchasing their homes or businesses; therefore, it is very important to keep these records in a safe and accurate format. Our records are currently preserved on microfilm and computer with a copy also kept in an underground offsite storage facility.

As you can see, the responsibility given to this office is very important to the citizens of Montgomery County. Nearly every citizen of Montgomery has owned or will own real estate in his or her lifetime, possibly being the largest investment they will ever make. Therefore, the integrity of recording and protecting these documents is an essential part of Montgomery County government.

Strategic Plan

Mission Statement

Promoting a professional government office through knowledgeable friendly customer service.

Vision Statement

To become one of the many avenues in county government which provides citizens with the highest quality of service for their tax dollars.

Issue Statements

• Growth in Montgomery County is steadily increasing, therefore, increasing the demand for services to be delivered in a timely manner with current number of employees.
• Tennessee Code Annotated (TCA) dictates the operation of our office. New laws and changes in existing laws make it necessary to constantly re-educate the staff.
• Records available to the public in hard copy form are becoming worn, therefore, needing to be archived for preservation purposes.

Goal Statements

• To cross-train all employees to insure knowledgeable and expedient customer service.
• To educate employees by enrollment in County Official Training Program (COCTP).
• To scan and archive books for preservation purposes.

Services

Document Management

• Receives, records, and scans a variety of incoming legal documents
• Validates and determines the type, accuracy and relevant requirements of original documents as they are received and recorded
• Operates and helps maintain computers, printers, etc. to enter, store and retrieve data to prepare and produce reports and other documents, and disseminate information to others on the system
• Calculates and collects a variety of fees and taxes and issues payment receipts

Customer Service

• Assists departmental supervisors and employees, county and city employees, attorneys, paralegals, secretaries, bankers, surveyors, appraisers, title searchers, realtors and customers with their requests for documents, information, guidance, advice, etc.
• Record and/or certify copies of military discharges as a courtesy to Fort Campbell and the Military
• Answers the telephone, provides information, takes and relays messages and/or directs calls to appropriate personnel

Cash Management

• Prepares financial reports, annual budget, collection register, daily bank deposit reports and maintains monthly copy accounts along with financial statements and billing statements
• Balance and close cash drawers, and perform daily computer backups

Closing Statements

The management and staff of the Register of Deeds office strive to maintain an efficient, up-to-date and courteous office while at the same time projecting a professional and friendly atmosphere for the citizens of Montgomery County.

Our office is very fortunate in the fact that in 1998 the Legislative body enacted law (TCA-8-21-1001) that enables the Register of Deeds office to collect a $2.00 per document data processing fee (approximately $80,000 per year) allocated for the purpose of purchasing computer equipment, software upgrades, supplies and hardware as well as software maintenance. We utilize these monies wisely in order to provide the most efficient and up-to-date data processing services to our customers.

While our goals for the office are of a very high standard, other than the issues stated above and our yearly operating costs, achieving many of our goals are not cost-driven for the budget year.