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Council approves county-deeds electronic delivery agreement despite objections over destroying paper originals
Summary
The Common Council approved an agreement allowing the Jefferson County Register of Deeds to return recorded instruments electronically rather than mailing stamped paper originals. Some alderpersons raised concerns about whether other agencies will accept printed copies and about digital security if the county destroys originals.
The Watertown Common Council on Jan. 21 approved an agreement with the Jefferson County Register of Deeds to accept recorded instruments in electronic form rather than receiving stamped paper originals by mail.
Under the agreement described in the packet and at the meeting, the county would stamp documents, scan them into its records system, destroy the physical copy and provide the city an electronic certified copy. City staff said the electronic file would become the official record and that the city clerk could certify the copy for outside agencies when needed.
Several councilmembers voiced objection and skepticism. One alderperson said they could not support a process that “destroys the original” because some organizations require a certified physical original; the speaker also raised digital-security concerns about placing deed records entirely in electronic form. City staff responded that state statutes allow the register of deeds office to convert original documents to electronic files and that certified printed copies could be produced by the register or by the city clerk as needed.
Why it matters: The procedural change affects how the city will receive, store and certify recorded documents it submits to the county. Council debate focused on whether destroying paper originals would complicate interagency acceptance of documents and on the security of electronic records.
The motion to approve the agreement was moved by Moldenhauer and seconded by Davis; the measure passed 8–1. Staff were directed to coordinate with the Register of Deeds on the transfer and certification workflow.
Ending: The council approved the agreement while recording dissent; staff and the clerk noted that state statute provides for electronic conversion and outlined steps by which either the register of deeds or the city clerk could certify copies if an outside agency requested a physical original.
