There is no "right way," as far as I know. Tne question is do the people involved know what they are doing? Do they know how to quote a payoff? Do they know escrows? Do they know how to process a payoff? Do they know how to release a mortgage?
Best practices, IMHO, would be that the person processing the payoff not be the one preparing the release of mortgage. Beyond that is totally up to management's option.
Hello, triple a? I got locked out of my mind...