CASE STUDY

State Property Tax Dept.

For a state Property Tax Department’s Land Title Registry, we scanned more than 100 million records and implemented a new digital document workflow.

The Challenge

The state Property Tax Department’s Land Title Registry provides citizen access to all state real estate records, as required by law. Over the years, however, as the volume of record books grew, storage and organization of records became increasingly difficult, creating multiple challenges:

  • Difficulty locating records in a timely manner
  • Physical deterioration of record books
  • Need for large quantity of staff for administration and service delivery
  • High operating costs
  • Low tax collection
  • Poor transparency and access to information; Slow response time to citizens' requests for land title information
  • Confidentiality issues, as the process allowed citizens unrestricted access to entire books of information, instead of specific records
  • Legal certainty in question

The Solution

When the Kodak Government Modernization Services team stepped in, we:

  • Consulted with client to assess situation and understand their needs and desired outcome
  • Took a comprehensive physical inventory of all printed records, to ensure the integrity of their information
  • Digitized millions of documents, creating an electronic backup of land title records
  • Keyboarded required metadata for every digital file, so any record could be easily searched and located
  • Implemented a new digital document workflow to streamline processes
  • Enabled selection of the right indexes to explode the relevant information

The Benefits

As a result of the Kodak Government Modernization Services engagement:

  • All land title records now have a digital backup, preventing loss in the event of a flood, fire or other disaster
  • Customer service time for citizen requests has been improved by 90%
  • Property tax and fee collection have been accelerated
  • Unauthorized citizen access to records is automatically prevented
  • Handling of paper registration books has been minimized, reducing the risk of loss and misuse
  • Among its main uses:
    • Testimony of legal acts
    • Conflict resolution
    • Access to research for the continued construction of history (urban development)
    • Legal certainty about the requested data.