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New Land Records System Implementation By David G. Summerfield Information Technology Director If you work in the Legal Records Division you no doubt already know that in November of this year the Deed Room will be making some very important and long-awaited changes. Late last year the Jefferson County Clerks Office awarded a contract to Business Information Systems BIS a national leader in the development of government records management software for a new land records recording and indexing computer system. The new system is called The Registry and it will take the place of our current AS400-based ACS recording and indexing system. Several times throughout calendar year 2015 members of the BIS product installation team have conducted week-long visits to the Clerks Office working with staff members in the Legal Records Finance Motor Vehicles and Information Technology divisions to make preparations for the switch to the new system. The preparations are almost over and the transition is almost ready to begin The new system will come with a variety of new features and work- flow enhancements that will hopefully make the Deed Room an even more efficient accurate and customer-friendly place. One of the main features of The Registry is the use of automated document routing. Deeds mortgages and other recorded documents will be scanned into the system at the beginning of the recording process and electronically routed to the next person in the process. That feature allows Clerks across all Legal Records departments to work from the scanned images of the recorded documents as opposed to passing hundreds of pages of original paper documents from department to department. Other features include automated book and page number generation integrated Social Security Number redaction bar-code recognition and enhanced quality-control measures. The Registry also contains a module that will laser-print marriage license certificates. The new marriage license printers have already been shipped to the Branch Offices and the Professional License department. Additionally the JCCO will have a new enhanced online land records Web site. The Web site will provide access to images of recorded documents for JCCO employees members of the local title community and the general public. The new Web site will provide expanded search capabilities and faster access to more than 18 million pages of electronically scanned images that currently reside in the JCCOs land records database. In conjunction with the new Web site the Legal Records Division is planning 2016 initiatives that will substantially add to the number of scanned images stored in the new system. All subdivision and condominium plats will be scanned and indexed in 2016. As time and resources allow images will be added to already- existing index records that will push the date threshold for available scanned images back almost a decade to March of 1984. Our new land records system vendor Business Information Systems BIS is a data systems design partnership that was founded in 1977 to help local government agencies like the JCCO meet their records management system needs. BIS is located in Piney Flats Tennessee and has numerous local government agency customers located throughout states of Tennessee North Carolina South Carolina Kentucky Arkansas and Virginia. Before purchasing The Registry a JCCO contingent of Deputy Clerks from the Legal records and Information Technology divisions traveled to the office of the Shelby County Memphis Tennessee Register of Deeds a BIS customer to see the software in action and to be able to talk candidly to people who use the system every day. The Registry received a glowing endorsement. BIS will be back in Louisville beginning Monday October 26th to begin final preparations for the production installation of The Registry software. The following Monday the system will be live throughout the JCCO. 4