Title Insurance and Settlement Company Best Practices. American Land Title Association

Transcription

1 Title Insurance and Settlement Company Best Practices American Land Title Association

2 Future of the Land Title Industry Working groups helping to identify steps to ensure the title industry continues to identify and meet evolving expectations of consumers, regulators, and policyholders Industry communication and best practices Model Agency Contract Insurer solvency Agency solvency and bonding State law and claims experience Producer oversight for property & casualty Causes of escrow theft Market conduct

3 Current Forces at Work Regulatory Guidance to Lenders Consumer Financial Protection Bureau Created June 2011 CFPB was created by Congress as part of the Dodd Frank Act to Protect consumers by carrying out Federal consumer financial laws. Office of Comptroller of Currency 2001 Federal Deposit Insurance Corp Federal Government and state attorneys general CFPB Bulletin April 2012

4 Current Forces at Work CFPB Enforcement Action American Express $85 million Discover $200 million Capital One $210 million The Message: Lenders are responsible and liable for acts of thirty party providers that harm consumers

5 Current Forces at Work Lender Expectations Response Centralized Funding MSAs / Requirement Letters Third party vetting ALTA Response to Market Demands Title and Settlement Company Best Practices

6 Best Practices Title Insurance and Settlement Company Best Practices Comply with All State and Local Licensing Procedures and Controls Regarding Escrow Trust Accounts Reconciliation Physical and Network Security Protecting Confidential Customer Information and Trust Accounts Recording and Pricing Procedures Title Policy Delivery, Premium Reporting and Remittance Errors and Omissions Insurance / Fidelity Coverage Dealing with Consumer Complaints

7 Best Practices Establish and Maintain Current License(s) as Required Purpose: Maintaining state mandated insurance licenses and corporate registrations (as applicable) ensures that the company remains in good standing with the state. Procedures to meet this best practice State doing business licenses State insurance licenses ALTA Policy Forms license

8 1. Establish and Maintain Current Licenses Step Description When Completed Applicable business licenses Have applicable business license(s) and maintain compliance with licensing, registration, or similar requirements with the applicable state regulatory department or agency ALTA s Policy Forms Licensing requirement Any issuing agent of title insurance is required to hold a license for the continued use of ALTA s policy forms. For more information, go to license_faq.pdf Collect licensing information Maintain an electronic or hard copy folder with up to date licensing information

9 Best Practices Written Procedures and Controls for Escrow Trust Accounts Purpose: Appropriate and effective escrow controls and staff training help title and settlement companies meet client and legal requirements for the safeguarding of client funds. These procedures ensure accuracy and minimize the exposure to loss of client funds. Procedures to meet this best practice Monthly three way reconciliations Separation of duties Employee background & credit checks

10 Member Survey Does your company maintain appropriate written procedures and controls for escrow trust accounts allowing for electronic verification of reconciliation? Yes 78.8% No 10.0% Not sure 11.2%

11 Member Survey Does your company maintain separate operating and escrow accounts? Yes 99.5% No 0.1% Not sure 0.4%

12 Member Survey Does your company perform monthly three way reconciliation (checkbook, bank statement & file) of its accounts? Yes 94.1% No 2.1% Not sure 3.7%

13 2. Written Procedures and Controls for Escrow Trust Accounts Step Description When Completed Include account numbers and type for each bank account on checklist Image into a Controls and Procedures file for external audit Document conversation(s) and image all written correspondence/ authorizations into escrow file or Controls and Procedures File Provide your banking institution with names of authorized personnel to initiate or approve all banking transactions Determine number of approvals and approval level required to initiate an outgoing wire List all authorized signors in a secure banking file Perform a three way reconciliation at least monthly Reconcile receipts and disbursements at least daily Segregate duties so reconciliation is not performed by an escrow trust account signatory or approver of bank transactions Create and approve complete reconciliation in electronic format for your records, underwriter(s) or audit(s) Verify operating account and escrow trust account(s) are separate Utilize positive pay, automated clearing house blocks and international wire blocks, if available Reconcile Escrow Trust Accounts

14 Best Practices Written Privacy and Information Security Program to Protect Non Public Personal Information Purpose: Federal and state laws require title companies to develop a written information security program that describes their procedures to protect non public customer information. The program must be appropriate to the company s size and complexity, the nature and scope of the company s activities and the sensitivity of the customer information the company handles. Gramm Leach Bliley 1999 Reasonable procedures based on company size and book of business Procedures to meet this best practice Physical & network security Disposal of company records Disaster management plan

15 Member Survey Does your company have a clean desk policy requiring employees to close files containing non public personal information when not at their desk? Yes 72.5% No 21.5% Not sure 6.0%

16 Member Survey Does your company lock all documents, portable devices and electronic media containing non public personal information in a desk, file cabinet or secure room overnight? Yes 60.8% No 34.3% Not sure 4.9%

17 Member Survey Does your company use strong passwords (8+ characters including numbers, symbols, upper & lower case) for its computers and require frequent password updates? Yes 80.7% No 17.7% Not sure 1.6%

18 Member Survey When ing documents, does your company transmit non public personal information via password protected attachments or other secure connections? Yes 37.1% No 51.1% Not sure 11.8%

19 3. Written Privacy and Information Security Program to Protect NPI: Physical Security Step Description When Completed Establish a policy for conducting background checks for all employees with access (or potential access) to NPI Password protect or encrypt devices, data and files with NPI Create a policy limiting an employee s ability to leave documents, portable devices or electronic media containing NPI in a location (unlocked vehicle, hotel room, etc.) accessible to others Establish a policy that it is the user s responsibility to protect portable devices in their possession from theft or unauthorized access Establish procedures for couriers and closers to protect against un authorized disclosure of NPI Close paper and electronic files containing NPI when they are away from their desks At the end of the work day, all documents, files, portable devices, and electronic media containing NPI should be locked in a desk, file cabinet, or secure room overnight Have secure points of entry to the building and any interior offices where NPI may be stored Security systems should include individual access codes or personal keys/fobs Restrict access to Non public Personal Information to authorized employees who have undergone background checks at hiring Protect NPI stored on removable media, especially when media is carried while traveling Protect NPI when delivering information to parties outside the company security system boundaries or firewall Implement a Clean Desk Policy Maintain physical security for every company location where NPI may be stored

20 Best Practices Adopt Written Policies Ensuring Compliance with Federal and State Consumer Financial Laws (as applicable) Purpose: Adopting appropriate policies and conducting ongoing employee training can ensure a real estate settlement company can meet state, federal and contractual obligations governing the settlement process and provide a safe and compliant settlement. Procedures to meet this best practice Submit documents for recording within 2 days of closing Procedures to ensure consumers are charged established rates Post closing quality check

21 Member Survey On average, how long after closing a transaction does it take your company to record documents? 1 3 days 90.0% 4 6 days 7.8% Up to two weeks 1.9% More than two weeks 0.3%

22 Member Survey Does your company have procedures to ensure that customers are charged the appropriate rates? Yes 96.6% No 1.6% Not sure 1.9%

23 4. Adopt Written Policies Ensuring Compliance With Federal and State Consumer Financial Laws Step Description When Completed Submit documents for recording to the county recorder (or equivalent) or the person or entity responsible for recording in a timely fashion (generally within two business days of settlement) Determine your legal and contractual requirements for recording documents and incorporate into procedures Use electronic recording where available Track shipment of documents being recorded Respond timely to recording rejections Maintain a record verifying documents were recorded Utilize rate manuals and online calculators Ensure discounted rates are charged when appropriate, including refinance and reissue rates Develop procedures to ensure customers are charged established rates for services Review files after settlement to ensure consumers charged proper rates Timely refund consumers when overpayment is detected

24 Best Practices Adopt Written Procedures Related to Policy Production, Delivery, Reporting and Premium Remittance Purpose: Appropriate procedures for the production, delivery and remittance of title insurance policies ensures title companies meet their legal and contractual obligations. Procedures to meet this best practice Policies delivered within 30 days of closing Premiums remitted by last of month after closing

25 Member Survey On average, how long after closing a transaction does it take your company to deliver title policies to customers? Up to two weeks 26.1% Two weeks to a month 53.2% More than a month 20.6%

26 Member Survey Does your company remit title premiums to your underwriter by the last day of the month following the month in which the insured transaction was consummated? Yes 77.9% No 12.1% Not sure 10.0%

27 5. Title Policy Production, Delivery, Reporting and Premium Remittance Step Description When Completed Develop a procedure for delivery of policies to insureds Develop mechanism to track when insureds receive policies Transmit title policy data and policy images to underwriter using a standard format as part of an integrated process to avoid rekeying and errors Title insurance policies are issued and delivered to customers in a timely manner to meet statutory, regulatory or contractual obligations. Issue and deliver policies within 30 days of settlement if terms and conditions of title insurance commitment have been satisfied. Title insurance policies are reported and premiums are remitted to the underwriter in a timely manner to meet statutory, regulatory or contractual obligations. Remit premiums from trust or premium accounts to underwriter by the last day of the month following the month in which the insured transaction was settled Confirm receipt of policy data and premiums with underwriter

28 Best Practices Maintain Appropriate Professional Liability Insurance and Fidelity Coverage Purpose: Appropriate levels of professional liability insurance ensure that title agencies and settlement companies have the financial capacity to stand behind their professional services. Procedures to meet this best practice Professional liability or E&O insurance Fidelity coverage Surety coverage

29 Member Survey Does your company carry errors and omissions insurance? Yes 95.3% No 4.0% Not sure 0.7%

30 Member Survey If your company has errors and omissions insurance, how much coverage do you have? Up to $1 million 49.7% $1 million to $2 million 37.4% More than $2 million 12.9%

31 Member Survey Does your company carry any other professional liability insurance (fidelity, surety)? Yes 67.3% No 21.1% Not sure 11.6%

32 6. Maintain Appropriate Professional Liability Insurance and Fidelity Coverage Step Description When Completed Explain to an insurance broker that you require an E&O policy covering the risks inherent in your business mix or model Secure an E&O policy covering the risks from the taking of an order through policy issuance If you rely upon independent searchers, verify your broker obtains a policy covering searching errors from these sources Respond thoroughly to questions concerning title search procedures, closing services, transaction volume, revenue and number of employees Ensure policy covers the risks created by your title agency s size, services and procedures and avoid off the shelf policies Determine if fidelity coverage is required by state law or contractual obligations Contact an insurance broker and get the necessary coverage Determine if surety coverage is required by state law or contractual obligations Determine if your underwriter for the transaction carries an agent surety bond Obtain an amount of professional liability insurance that is acceptable to your underwriter, given the company s size, complexity and scope of operations in an amount not less than agreed to in your underwriting agreement(s). Obtain the required amount of fidelity bond coverage from a carrier that is acceptable to your underwriter. If not required, obtain coverage given the company s size and scope of operations. Obtain the required amount of surety bond coverage from a carrier that is acceptable to your underwriter. If not required, appropriate amount of surety coverage from a carrier that is acceptable to the underwriter.

33 Best Practices Adopt and Maintain Written Procedures for Resolving Consumer Complaints Purpose: A process for receiving and addressing consumer complaints is important to ensure that any instances of poor service or non compliance do not go undiscovered. Procedures to meet this best practice Consumer complaints procedures

34 Member Survey Does your company have a policy in place to respond to consumer complaints? Yes 81.7% No 13.3% Not sure 5.0%

35 Member Survey Does your company have a policy in place to respond to consumer complaints? Yes 81.7% No 13.3% Not sure 5.0%

36 7. Adopt and Maintain Procedures for Resolving Consumer Complaints Step Description When Completed Point person for consumer complaints Document complaint handling process Identify a key person on staff responsible for handling customer complaints. This person should have experience with customer relations as well as industry experience in order to understand nature of any complaints. Create an electronic or paper file to document company s process of handling customer complaints. Maintain log of consumer complaints Create an electronic or paper file to record consumer complaints. Document the call, the concern and any necessary follow up.

37 What s Next? Get Started Now Obtain & file up to date license information Compile your current processes Create a list of all IT products Set Deadlines for Completion Communicate with your lenders Submit sample policies and procedures at Use ALTA s Best Practice Tools Weekly Title News Online dedicated to Best Practices Checklist to help organize your efforts to meet the Best Practices Monthly Title Topics Webinars Advertisements in Trade Publications Visit for more tips and tools

38 Assisting Members

39 Assisting Members

40 Call for Sample Policies/Vendors Submit sample policies Help ALTA produce standard policies or guidelines Creation of directory of vendors

41 Formalize the Structure Creation of Certification New ALTA Best Practices Task Force Allow for Revisions and Comments

42 More Information Executive Summary Details of Best Practices Best Practices Tool Kit Survey Results of Industry Best Practices Articles about Best Practices FAQs

43 Disclaimer This information is not a substitute for legal advice, is for your reference only, and is not intended to represent the only approach to any particular issue. This information should not be construed as legal, financial or business advice, and users should consult legal counsel and subject matter experts to be sure that the policies adopted and implemented meet the requirements unique to your company.