Property Records Industry Association. PRIA GIS Workshop. PRIA Winter Symposium 2011 Washington, DC March 2, 2011

Transcription

1 Property Records Industry Association PRIA GIS Workshop PRIA Winter Symposium 2011 Washington, DC March 2, 2011

2 Welcome! Introductions Housekeeping

3 Property Records Industry Association Overview of a Contemporary Recorder s Office Kay Wrucke Martin County, MN

4 Multiple Duties for Recorders Types of jurisdictions and titles Multiple functions & combination offices Torrens, abstract & other documents

5 County Workflow Example Workflow Document recording Time frame

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11 erecording erecording is a different process that just happens to be very efficient for any side jurisdiction. Issues with internal connectivity Solutions

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14 erecording Martin County Style Process ACH Submitters

15 Creative Problem Solving Issues with internal connectivity Solutions Document routing GIS benefits

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20 Online Access Subscription Searching Credit Card Searching Fee Structure

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23 MN Flat Recording Fee Involvement of business partners Title association Attorney association Banker association Technology funds

24 What is the difference? Why does a county with 15,322 parcels push for erecording, internal connectivity, and change the past county model of recording documents? What is the difference between a county with 15,322 parcels and a county with 153,220 parcels?

25 What is the difference? a ZERO

26 Property Records Industry Association Contact Info Kay Wrucke (507)

27 Property Records Industry Association A Brief History of GIS Brent Jones ESRI

28 Mr. Jones slides are in a separate PowerPoint presentation. This presentation is also posted on the PRIA website.

29 Property Records Industry Association Contact Info Brent Jones

30 Property Records Industry Association GIS and Land Records Integration Joyce A. Watts and Valdis J. Kalnins Allegan County, Michigan

31 Processing Land Records Land Record Treasury Tax Certification Clerk Register Recording & Scanning Add Parcel ID to Land Record & Index Equalization GIS Parcel Mapping Assign Parcel ID Update Property Info

32 GIS Parcels from Legal Descriptions

33 GIS Parcels from Scanned Images Plat Outline in GIS Scanned Image of Plat

34 GIS Parcels from Scanned Images Georeference Plat Trace Lots and Parcels

35 Allegan County Parcel Layer 66,000 Parcels!

36 Laying a Good Foundation Section corners are extremely important!

37 Laying a Good Foundation Use sub-meter or survey-grade GPS!

38 Laying a Good Foundation Michigan Remonumentation Program Locate and re-establish section corners GPS is optional, not required GPS collection requirements have not kept up with advances in GPS technology.

39 What about GIS and Land Records? Original Doc Land Records Search Text Form Recording Doc Index Database Results List Scanning Doc Image Doc Image Doc Image

40 Search using Text Form Problem: Still need a map to locate the property described in the land record.

41 Linking Land Records to GIS Land Records Search Text Search Map Search Doc Index Database 1. Enable GIS Map based search For Land Records & 2. View Property Described in Land Record on Map Results List Doc Image Doc Image Doc Image Doc Image

42 Linking the Land Record to GIS Possible links between Land Records and GIS Address: - Vacant parcels don t have addresses - Address quality (too much variability) - Single address may cover multiple parcels - Single parcel may have multiple addresses (Mobile Homes) Section or Quarter Section - Geography is too broad, search returns too many documents. Plat (Lot) - Most areas of the county are not platted. Legal Description - Very time consuming and requires tools & skills to read and map legal.

43 GIS Integration with Workflows Tax Roll Appraisals & Sales Studies Tax Certification Drain Assessment GIS Planning & Zoning Link to GIS Using PID Forfeiture & Foreclosure Permits & Inspections

44 Issues and Challenges Redacting before allowing public access for older records. Documents may be recorded with incorrect legal descriptions Michigan is a race state. Parcel IDs are reused by county and may represent different areas over time. Legal description associated with Parcel_ID is only valid for the historical period of the land instrument. Level of geography to which record is indexed Need Parcel_ID to link with GIS Parcels.

45 Issues and Challenges Recorded Warranty Deeds Deeds Recorde ed Warranty PID Missing PID Recorded County-wide GIS Parcel Layer Completed Year

46 Treasury Get Tax Info The Public Experience Health Dept Get Address Land Information Services Get Maps Address Map KEY Location INFO! Road Commission Get Road Name Parcel ID Owner Equalization Get Parcel ID Map Legal Land Records Local Govt. Get Assessment &ZoningInfo Register of Deeds Get Land Records

47 Benefits Internal / External Goal is to develop a unified, publicly accessible web-based environment for retrieving all Key Info and Land Records related to parcels in the county. Address Owner Map KEY Location INFO! Parcel ID Land Records Cost savings to the county, the public and the private sector are enormous.

48 Property Records Industry Association Contact Info Joyce A. Watts - Clerk-Register (269) jwatts@allegancounty.org Valdis J. Kalnins GIS Director (269) vkalnins@allegancounty.org

49 Property Records Industry Association Common Denominators and Sample Applications Franklin Peirce Eichelberger International Land Systems

50 Session Agenda Status on the PRIA LR/GIS Initiative Common Denominators Land Records GIS/Mapping Sample Applications Demonstrate the power and utility of Integration Some Other Thoughts and Ideas

51 Status on PRIA s LR/GIS Integration Initiative Three-year work plan approved by Board Briefs overview, revenue, keys, state initiatives, 12- steps of LR Modernization, time slice mapping Workshops four, one-half day with components to mix and match (PREP style local gatherings) Podcasts, wikis, Blogs, FAQ s Case studies White papers and standards

52 Initiative Schedule

53 LR Updates Triggers GIS Actions Property boundary updates Subdivision plats and development Other GIS layer maintenance, i.e. pipelines Condominiums, residential and commercial Parking Cell towers Tax exempt properties--eleemosynary

54 GIS A Major Consumer of LR Review instruments for map/record update Read legal descriptions Map legal description Update maps Correct maps Maps are a model Only real map is what s on earth s surface!

55 Transfers Trigger Assessment

56 LR Feed to Assessment/CAMA

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58 GIS Common Denominators PIN s, AIN s (Unique or not? Over time?) Tax map ids GPINs, centroids (different kinds) UPI Uniform/Universal Property/Parcel Identifier X-Y-Z coordinates (State Plane Coordinates) Flat map Latitude/Longitude Round globe Subdivision Names Property Owner(s) Name(s) (who gets the tax bill?) Situs (Location) Address Vs. Mailing Address Place names and landmarks

59 Monuments in Legals on Maps A H N M referenced on both G F E M1 B Current Situation C J D M1 I K M L A H N G B I M F Preferred Situation C J D E K L

60 Common Denominators Only Some are Geographic Instrument numbers Deed Book and Page Grantor/Grantee names (Unique names) Jose Gonzales Legal descriptions (Coordinates attached?) SSN (Redaction time) Over time

61 Why Timing is Good for Land Records/GIS Integration Maturing Technologies GIS and land records, www GIS and CAMA--major consumers of your records Geography and ownership are major determinants of almost all other things Need to provide more and better services to the title community and the general public Reduced backlogs and improved efficiencies Value added, greater information content, ease of record access synergy Increased record accuracy and need to minimize i i errors Substantial new revenue possibilities--$$

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63 Ideal Situation (12 Steps) LR/GIS integration (over time too) Monuments referenced in legal descriptions State Plane Coordinates in all legals Full ASCII text for legals, not just scanned pixels!

64 Land Record Modernization in Chester County-- 12 Steps Electronic Submission of Records Tax Roll 1st Quarter Deed Full Parse Legal Descriptions 2nd Quarter Time Sensitive GIS Mapping Recorder of Deeds UPI Numbers Legal Description Reference Legal Descriptions/ Vector Flow Geodetic Control Network GIS Map Building + Historical Data Conversion Total Record Integration Clean Keys, Names and Addresses Assessments ecommerce/eland Records

65 Time-slice View of Land Records PIN Numbers UPI Numbers Recorded Instruments Over time GIS Maps Point in time Census Oblique First Photos Photos Photos Photos Census Photos

66 GIS/Mapping Staff w/ GPS

67 CORS Site w/ University

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69 Which is the Real Corner?

70 GPS Capture of Street Trees

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72 Org. Chart

73 Parent/Child Queries by UPI

74 Property Records Industry Association Questions? Thank You.. F. Peirce Eichelberger International Land Systems (610)

75 Property Records Industry Association The Case for Integration Diane Swoboda Peterson Sioux City, Iowa

76 LR/GIS Integration What it s NOT One office taking over or being subsumed by another office Blending of records series to the point of being indistinguishable Making g things more complicated than they need to be just because we can

77 LR/GIS Integration What it IS Cooperation between government agencies for the benefit of the citizens of our communities Best practices and standards that facilitate the flow of data between offices

78 Why integrate? Citizens, becoming aware of the power of the internet will no longer accept the idea that government services have to be slow or inefficient. Bill Gates the Speed of Thought

79 Why integrate? We can improve the quality of data We can improve the quality various processes: Lending Zoning Planning & Development Human Services Law Enforcement

80 Why integrate? It makes sense Our customers {spelled v-o-t-e-r-s} expect it

81 What can PRIA do? Compare our data standards to those of other organizations No need to recreate the wheel Draft white papers to educate our members about issues and benefits Present t workshops and webinars Leverage the PREP network

82 What Next? FAQ & Work Plan documents are completed Monthly Workgroup conference calls to work on deliverables in Work Plan for details

83 Property Records Industry Association The Case for Integration Diane Swoboda Peterson

84 Property Records Industry Association PRIA GIS Workshop Thanks for coming! Enjoy the Conference!