1. 1 October 16, 2015 Iowa County Land Record Information System (CLRIS)

2. 2 CLRIS Project Update u The Purpose of the County Land Record Information System is to … –Create a Statewide Land Record Indexing and Imaging Database –Enable Electronic Submission of Documents for Recording –Make Land Record Information Internet Accessible through … »Local Web Pages »Land Record Information System Web Site »County Services Web Portal

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4. 4 CLRIS Project Update u The CLRIS Project has Two “Simple” Activities –Design and Build the CLRIS Application »Create a Very Large Database »Create Standard Formats »Provide Access Through the Internet uEnable Search and Retrieval of Indexes and Images –Help Recorders Participate in CLRIS »Align With 99 Systems and Business Rules »Align With Seven Different Local Indexing and Imaging Service Providers »Align With Multiple Image Formats »Enable Data Export from Local Systems to CLRIS

5. 5 CLRIS Project Update What Services Will CLRIS Provide? What Services Will CLRIS Provide? –Property Record Index Searches »Single County »Multiple County »Statewide –Search Parameters: »Name, Legal Description, Book, Page, Date Range, Document Type and More … –Name and Save Search Parameters »Save Frequent Searches and Use Them Again

6. 6 CLRIS Project Update What Services Will CLRIS Provide? What Services Will CLRIS Provide? –View Document Images »PDF Format –Monitor Documents »Receive e-mail Notification About Activity On Selected Documents –Provide Access to Frequently Used Forms »Download Recorders’ Forms (PDF Format) –Provide Web Pages for All County Recorders

7. 7 CLRIS Project Update What Future Services Will CLRIS Provide? What Future Services Will CLRIS Provide? –Electronic Submission of Documents –Access to Other Public Land Record Information »Possibly Information From Other County Offices –Access to Other County Services Through A Common Web Portal »Common User ID and Login System »Common Payment Methods

8. 8 CLRIS Project Update When Will CLRIS Be Operational? When Will CLRIS Be Operational? –Iowalandrecords.org became operational on January 31, 2005 »CLRIS File Transfer Module »Installation »Loading Historical Data All Counties installed by June 30, 2005 »County Project Plans »Historical Data 2004 to Present »Dynamic Updating of New Information »Historical Data 2003 and Prior Years

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10. 10 CLRIS Project Update  Design and Architecture –Web Site Organization: access, structure –Database Schema: PRIA XML –Communications Protocols: https, messaging –Standards: Document Types, Names, PDF

11. 11 CLRIS Project Update  Standards –Document Types »Mapping/conversion? –Names (prefix, last, first, middle, suffix) »Mapping/conversion? –PDF »Orientation

12. 12 CLRIS Project Update  Electronic Submission –Target Operational Date – July 1, 2005 –Portal Application –Recorders Accept or Reject Documents in the Electronic Submission Application –If Accepted, index and image data accepted into local index and image system –Information updated to CLRIS after acceptance –If Rejected, Portal Notifies Submitter

13. 13 CLRIS Project Update  Electronic Submission –Authentication Issues »Recorder Acceptance »Submitter Acceptance –Legal Issues »Electronic Transactions Act Compliance

14. 14 CLRIS Project Update  County Project Plans –Local Service Providers »Cost  License Agreement  Maintenance Agreement (three years)  Installation  Data Transfer »Cost Structure  Counties/Master Agreement

15. 15 CLRIS Project Update  Recorder Responsibilities –Review and Validation of Data Mapping/Conversion »Document Types »Names »Other Index Data »Images

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18. 18 CLRIS Project Update Will There Be A Cost To Use CLRIS Services? Will There Be A Cost To Use CLRIS Services? –No Charge for basic index search –Enhanced search will require user login, but at no cost –Search results will display document image thumbnails at no cost –*Fees may be charged for full display and downloading of document images »Fees on a per page basis »Recorders determine whether fee is charged

19. 19 CLRIS Project Update Will There Be A Cost To Use CLRIS Services? Will There Be A Cost To Use CLRIS Services? –Fees will be charged for other services »E-Submission »Document Monitoring Services »Ordering certified document copies »Data export u XML Format

20. 20 CLRIS Project Update Fees and Payment Fees and Payment –Credit Card –Merchant Account »EDS/Bank of America –Treasury Management  Revenue –Individual Counties Budgets –CLRIS Operations

21. 21 CLRIS LESSONS LEARNED  Things We’ve Done Right –Recorders In Control –Stakeholder Input – Communications –Recorders Input – Communications n –Service Provider Engagement (Compensation) »Not a Replacement of Local Systems –“Open” Architecture – Recorders in Control »This knowledge can be shared with other jurisdictions »Version 2.0 is in our hands! –Adoption of PRIA Standards (with modifications) –The Right Development Team

22. 22 CLRIS LESSONS LEARNED  Things We Could Have Done Better –Stakeholder Input – Communications –Recorders Input – Communications »Polk County –Service Provider Communications –Adoption of PRIA Standards (with modifications) –More County Affiliate Involvement –More Time!

23. 23 CLRIS Project Update  What’s Next? –Load Historical Information – June 30, 2005 –Fully Implement Version 1.0 – June 30, 2005 –E-Submission – June 30, 2004 –Transition From Development to Operations –Develop and Implement Version 1.1 – January 1, 2006 –Share Knowledge with Other Organizations »PRIA »Wisconsinlandrecords.org??? –Incorporate Other Real Estate Information –Be Open To New Ideas

24. 24 Iowa County Land Record Information System (CLRIS) Project Web Site: www.clris.com CLRIS Task Force – Co-Chairs Sue Vande Kamp – svandekamp@storycounty.com Joan McCalmant – Joan.McCalmant@linncounty.org CLRIS Project Manager Phil Dunshee – phil@clris.com (515) 491-8939FAX (515) 309-0144www.clris.com CONTACT US!

25. 25 Iowa County Land Record Information System (CLRIS) THANK YOU!