1 october 16, 2015 iowa county land record information system (clris)

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April 20, 2023

Iowa County Land Record Information System (CLRIS)

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CLRIS Project Update

The Purpose of the County Land Record The Purpose of the County Land Record Information System is to …Information System is to …– Create a Statewide Land Record Indexing and Create a Statewide Land Record Indexing and

Imaging DatabaseImaging Database– Enable Electronic Submission of Documents for Enable Electronic Submission of Documents for

RecordingRecording– Make Land Record Information Internet Accessible Make Land Record Information Internet Accessible

through …through …» Local Web PagesLocal Web Pages» Land Record Information System Web SiteLand Record Information System Web Site» County Services Web PortalCounty Services Web Portal

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The CLRIS Project has Two “Simple” ActivitiesThe CLRIS Project has Two “Simple” Activities

– Design and Build the CLRIS ApplicationDesign and Build the CLRIS Application» Create a Very Large DatabaseCreate a Very Large Database» Create Standard FormatsCreate Standard Formats» Provide Access Through the InternetProvide Access Through the Internet

Enable Search and Retrieval of Indexes and ImagesEnable Search and Retrieval of Indexes and Images

– Help Recorders Participate in CLRISHelp Recorders Participate in CLRIS» Align With 99 Systems and Business RulesAlign With 99 Systems and Business Rules» Align With Seven Different Local Indexing and Imaging Align With Seven Different Local Indexing and Imaging

Service ProvidersService Providers» Align With Multiple Image FormatsAlign With Multiple Image Formats» Enable Data Export from Local Systems to CLRISEnable Data Export from Local Systems to CLRIS

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What Services Will CLRIS Provide?What Services Will CLRIS Provide?– Property Record Index SearchesProperty Record Index Searches

» Single CountySingle County» Multiple CountyMultiple County» StatewideStatewide

– Search Parameters:Search Parameters:» Name, Legal Description, Book, Page, Date Range, Name, Legal Description, Book, Page, Date Range,

Document Type and More …Document Type and More …

– Name and Save Search ParametersName and Save Search Parameters» Save Frequent Searches and Use Them AgainSave Frequent Searches and Use Them Again

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What Services Will CLRIS Provide?What Services Will CLRIS Provide?– View Document ImagesView Document Images

» PDF FormatPDF Format

– Monitor DocumentsMonitor Documents» Receive e-mail Notification About Activity On Receive e-mail Notification About Activity On

Selected DocumentsSelected Documents

– Provide Access to Frequently Used FormsProvide Access to Frequently Used Forms» Download Recorders’ Forms (PDF Format)Download Recorders’ Forms (PDF Format)

– Provide Web Pages for All County RecordersProvide Web Pages for All County Recorders

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What Future Services Will CLRIS Provide?What Future Services Will CLRIS Provide?– Electronic Submission of DocumentsElectronic Submission of Documents– Access to Other Public Land Record Access to Other Public Land Record

InformationInformation» Possibly Information From Other County OfficesPossibly Information From Other County Offices

– Access to Other County Services Through A Access to Other County Services Through A Common Web PortalCommon Web Portal» Common User ID and Login SystemCommon User ID and Login System» Common Payment MethodsCommon Payment Methods

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When Will CLRIS Be Operational?When Will CLRIS Be Operational?– Iowalandrecords.org became operational on Iowalandrecords.org became operational on

January 31, 2005January 31, 2005» CLRIS File Transfer ModuleCLRIS File Transfer Module» InstallationInstallation» Loading Historical DataLoading Historical Data

All Counties installed by June 30, 2005All Counties installed by June 30, 2005» County Project PlansCounty Project Plans» Historical Data 2004 to PresentHistorical Data 2004 to Present» Dynamic Updating of New InformationDynamic Updating of New Information» Historical Data 2003 and Prior YearsHistorical Data 2003 and Prior Years

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Design and ArchitectureDesign and Architecture

– Web Site Organization: access, structureWeb Site Organization: access, structure– Database Schema: PRIA XMLDatabase Schema: PRIA XML– Communications Protocols: https, messagingCommunications Protocols: https, messaging– Standards: Document Types, Names, PDFStandards: Document Types, Names, PDF

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StandardsStandards– Document TypesDocument Types

» Mapping/conversion?Mapping/conversion?

– Names (prefix, last, first, middle, suffix)Names (prefix, last, first, middle, suffix)» Mapping/conversion?Mapping/conversion?

– PDFPDF» OrientationOrientation

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Electronic SubmissionElectronic Submission– Target Operational Date – July 1, 2005Target Operational Date – July 1, 2005– Portal ApplicationPortal Application– Recorders Accept or Reject Documents in the Recorders Accept or Reject Documents in the

Electronic Submission ApplicationElectronic Submission Application– If Accepted, index and image data accepted If Accepted, index and image data accepted

into local index and image systeminto local index and image system– Information updated to CLRIS after Information updated to CLRIS after

acceptanceacceptance– If Rejected, Portal Notifies SubmitterIf Rejected, Portal Notifies Submitter

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Electronic SubmissionElectronic Submission– Authentication IssuesAuthentication Issues

» Recorder AcceptanceRecorder Acceptance» Submitter AcceptanceSubmitter Acceptance

– Legal IssuesLegal Issues» Electronic Transactions Act ComplianceElectronic Transactions Act Compliance

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County Project PlansCounty Project Plans

– Local Service ProvidersLocal Service Providers» CostCost

License AgreementLicense Agreement Maintenance Agreement (three years)Maintenance Agreement (three years) InstallationInstallation Data TransferData Transfer

» Cost StructureCost Structure Counties/Master AgreementCounties/Master Agreement

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Recorder ResponsibilitiesRecorder Responsibilities

– Review and Validation of Data Review and Validation of Data Mapping/ConversionMapping/Conversion» Document TypesDocument Types» NamesNames» Other Index DataOther Index Data» ImagesImages

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Will There Be A Cost To Use CLRIS Will There Be A Cost To Use CLRIS Services?Services?– No Charge for basic index searchNo Charge for basic index search– Enhanced search will require user login, but at Enhanced search will require user login, but at

no costno cost– Search results will display document image Search results will display document image

thumbnails at no costthumbnails at no cost– **Fees may be charged for full display and Fees may be charged for full display and

downloading of document imagesdownloading of document images» Fees on a per page basisFees on a per page basis» Recorders determine whether fee is chargedRecorders determine whether fee is charged

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Will There Be A Cost To Use CLRIS Will There Be A Cost To Use CLRIS Services?Services?– Fees will be charged for other servicesFees will be charged for other services

» E-SubmissionE-Submission» Document Monitoring ServicesDocument Monitoring Services» Ordering certified document copiesOrdering certified document copies» Data exportData export

XML FormatXML Format

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Fees and PaymentFees and Payment– Credit CardCredit Card– Merchant AccountMerchant Account

» EDS/Bank of AmericaEDS/Bank of America

– Treasury ManagementTreasury Management

RevenueRevenue– Individual Counties BudgetsIndividual Counties Budgets– CLRIS OperationsCLRIS Operations

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CLRIS LESSONS LEARNED

Things We’ve Done RightThings We’ve Done Right– Recorders In ControlRecorders In Control– Stakeholder Input – CommunicationsStakeholder Input – Communications– Recorders Input – CommunicationsRecorders Input – Communicationsnn

– Service Provider Engagement (Compensation)Service Provider Engagement (Compensation)» Not a Replacement of Local SystemsNot a Replacement of Local Systems

– ““Open” Architecture – Recorders in ControlOpen” Architecture – Recorders in Control» This knowledge can be shared with other jurisdictionsThis knowledge can be shared with other jurisdictions» Version 2.0 is in our hands!Version 2.0 is in our hands!

– Adoption of PRIA Standards (with modifications)Adoption of PRIA Standards (with modifications)– The Right Development TeamThe Right Development Team

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CLRIS LESSONS LEARNED

Things We Could Have Done BetterThings We Could Have Done Better– Stakeholder Input – CommunicationsStakeholder Input – Communications– Recorders Input – CommunicationsRecorders Input – Communications

» Polk CountyPolk County

– Service Provider CommunicationsService Provider Communications– Adoption of PRIA Standards (with modifications)Adoption of PRIA Standards (with modifications)– More County Affiliate InvolvementMore County Affiliate Involvement– More Time!More Time!

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What’s Next?What’s Next?– Load Historical Information – June 30, 2005Load Historical Information – June 30, 2005– Fully Implement Version 1.0 – June 30, 2005Fully Implement Version 1.0 – June 30, 2005– E-Submission – June 30, 2004E-Submission – June 30, 2004– Transition From Development to OperationsTransition From Development to Operations– Develop and Implement Version 1.1 – January 1, 2006Develop and Implement Version 1.1 – January 1, 2006– Share Knowledge with Other OrganizationsShare Knowledge with Other Organizations

» PRIAPRIA» Wisconsinlandrecords.org???Wisconsinlandrecords.org???

– Incorporate Other Real Estate InformationIncorporate Other Real Estate Information– Be Open To New IdeasBe Open To New Ideas

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Project Web Site: www.clris.com

CLRIS Task Force – Co-ChairsSue Vande Kamp – [email protected]

Joan McCalmant – [email protected]

CLRIS Project ManagerPhil Dunshee – [email protected]

(515) 491-8939 FAX (515) 309-0144

CONTACT US!

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THANK YOU!

1 october 16, 2015 iowa county land record information system (clris)

Documents

clrisclris project update

againclris project update

clris applicationcreate

county officesaccess

image data

statewide land record

local systems

future services