Land Records Management System

The Vendor is required to provide for the purchase, delivery, installation, implementation, and ongoing support of a comprehensive land records management system (LRMS).
- The solution must modernize land records operations by accommodating the migration and management of approximately 25 million existing records and supporting an annual growth rate of approximately 550,000 new records annually.
- System Landscape
•    Current Systems: Mixed environment (manual and partial automation)
•    Annual Transaction Volume: ~average 550,000 recordings
•    Document Types: 52+ distinct types
•    Storage: 25 million digital records, 100+ boxes physical
- Solution must be able to allow XML transactions generated from our Courts application, Tyler Navigator, to transmit to e-Recording.
- Solution must be able to allow and receive back the response from the send transmission, after the recording process is complete in that system.
- The Instrument number would be expected to be returned and accurately link back to the original event to which the API will update that field in the database and appear in the field of that record in the CMS and to the end user.
- Solution will need to be able to create various marriage application types, record a marriage, and create other documents specific to marriage applications.
- Solution needs to be able to record Domestic Partnership Registry (DPR) with a separate instrument number from official records.
- Solution must be able to allow and receive back the response from the send transmission with the document management system, after the recording process is complete in that system.
- This ACH file will be created each morning, and will include transactions for the previous day.
- Solution will enable recreation of the file, if the data is incorrect, adjustments need to be made, or if incomplete.
- Solution will total transactions and provide balancing reports for Clerk’s Accounting.
- Solution will allow agents to log in and confirm escrow transactions, and escrow balance. Solution will provide online real time data, or allow access to agent detail / balance report daily.
- Solution will create Fidlar data file including recorded document data for fraud prevention.
- The solution will provide a web site for customers to retrieve, view and purchase certified copies of recorded documents.
- The solution will limit document viewing online to only those document types that can be viewed online, by law.
- The solution will also need to communicate via API to a second vendor, to retrieve the recorded/annotated document, format and send email / certified document to the requestor.
- Solution will need to be able to export data and/or images to select customers, as an example we currently do this process for Micro imaging Source Inc.
- Solution will need to provide user productivity statistics report and report of first and last instrument numbers per recording date.
- Solution will need to integrate with our existing credit card processing vendor (Civitek).
- The proposed Land Records Management System must fully support both core recording processes and tax deeds processes as distinct and mandatory business functions.
- The system shall provide robust, independent functionality for both processes to ensure compliance with organizational needs and operational efficiency.

- Contract Period/Term: 1 year