Title operations teams were spending excessive time navigating separate county and federal portals to assemble one complete search package. XtractSol introduced an automation-first workflow that improves speed, consistency, and review readiness while maintaining source traceability.
- Faster preparationwith standardised multi-source aggregation
- Better consistencywith normalised output across record systems
- Improved review confidencewith linked source evidence for validation
Challenge
Multiple sources, one analyst, one browser
Every file started the same way. An analyst with a parcel number and a row of open tabs: recorder, auditor, clerk of court, probate, tax, municipal offices, federal liens, and whatever else that particular county required. Each one visited in turn because none of them talk to each other. Log in, search, download, repeat, then start again on the next source.
Half the retrieved documents were not the right property
Name searches return everything attached to that name. A common surname in a mid-size county could pull dozens of instruments, most belonging to somebody else entirely. Sorting real hits from false ones was the slowest part of the job, and it happened before any actual title work began.
Nobody could promise a date
Because the same order behaved differently depending on where it came from, turnaround ranged from about four hours to a fortnight. Operations could not give lenders a reliable date, and examiners received files in bursts rather than a steady flow.
Solution
The workflow splits the job into two halves that behave differently, because treating them as one problem is what made the old process slow.
Collection runs in one pass, unattended
Instead of an analyst working through sources in sequence, the workflow queries all of them together and pulls what it finds. The analyst is not waiting on any single portal, and nothing is missed because somebody forgot a tab.
Relevance is decided before a human sees it
Retrieved documents are classified and scored against the subject parcel, not just the name. False matches drop out. What reaches the analyst is already the shortlist, which is the step that used to eat the morning.
Every field carries its source
Extracted values stay linked to the instrument image they came from. An examiner who questions a legal description opens the record rather than repeating the search. Anything the workflow is not confident about is flagged for a person instead of written silently into the package.
Preparation time, order to package