IOWA LAND RECORDS 2021 Drake Law Seminar Presentation
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IOWA LAND RECORDS 2021 Drake Law Seminar Presentation
What We’ll Cover
Legislative Update – Next Steps – Looking
ILR & County Response to HF 527 – ILR Budget at E-Submission 2.0
the COVID-19 Pandemic Flexibility Bill and Beyond!
2021 Expected Search Engine Future Expected
Development Focus Development Development Focus
ILR & COUNTY RESPONSE TO THE COVID-19 PANDEMIC
County Operations
Information
• Iowa County Recorders Adapted to Continue
Services During the Pandemic
Drop Boxes
Meeting By Appointment Only
PPE including Plexiglass Shields
• Recorders Did What Was Needed to Keep
Delivering Services
ILR & COUNTY RESPONSE TO THE COVID-19 PANDEMIC County Operations Information • https://iowalandrecords.org/coronavirus-response/
ILR & COUNTY RESPONSE TO THE COVID-19 PANDEMIC County Operations Information
ILR & COUNTY RESPONSE TO THE COVID-19 PANDEMIC E-Submission Adoption • E-Submission Increased During the Pandemic
ILR & COUNTY RESPONSE TO THE COVID-19 PANDEMIC Records Online and Searching • Now More Than 21.1 million public records online statewide • In 2019, an average of over 7,750 users per month conducted more than 3.8 million county searches for land records and other recorded public documents • Will be updating a county-by-county chart later this spring • Recent additions from Adams (1980-2002), and Wapello (1997)
LEGISLATIVE UPDATE: HF 837, ILR BUDGET FLEXIBILITY BILL ILR Budget Forecast and Constraints • ILR Backlog of Desired Improvements is Long • E-Submission volume is up, and so is project income • But … current law limits uses to E-Submission and related systems … cannot be used for search engine, redaction, or other things not related to E-Submission • Additional Income is being placed in reserve • Legislation has been proposed to provide greater budget flexibility
LEGISLATIVE UPDATE: HF 837, ILR BUDGET FLEXIBILITY BILL
Redaction, Search Engine,
Data Integration
• HF 837 Passed the House
• Now Before the Senate Ways and Means Committee
• Codifies the $3 E-Submission Service Fee
• Authorizes:
development, operation, and maintenance of the
county land record information system and internet
sites
systems for electronic filing for recording
associated payment systems
security systems
the land records databases
methods for searching the databases
processes for the redaction of personally identifiable
information posted for public online access
processes for the integration of land records
information with other property information systems
LEGISLATIVE UPDATE: HF 837, ILR BUDGET FLEXIBILITY BILL
Backfile Scanning
• Do we/you want more older records online?
• This purpose was removed from the Iowa Code:
“Expanding access to records by encouraging electronic
indexing and scanning of documents and instruments
recorded in prior years.”
• Proposed by the Iowa Land Title AssociationNEXT STEPS: CUSTOMER E-SUBMISSION INTERFACE Focus Groups • Recorder’s Interface Recently Updated
NEXT STEPS: CUSTOMER E-SUBMISSION INTERFACE
Focus Groups
• Next Step – Submitter Interface Update
• Basic Development Work Has Started
• Customer Focus Groups Planned – April 14, 15, 20
Attorneys
Financial Institutions
Others (e.g., surveyors)
• What Do You Like about the Current System?
• What Do You Dislike about the Current System?
• Blank Sheet – Describe Your Perfect Submission System
• Review Concepts Currently Being Planned
• If you are not in a focus group – now is the time to share
your ideas … Send Comments To:
SUPPORT@CLRIS.COMNEXT STEPS: CUSTOMER E-SUBMISSION INTERFACE Expected New Workflow and Features • All Document Information On One Page (No File Folder Tabs) • Less Information to Submit (No Location or Legal Description Field, Only 1 Part Allowed) • Easier Communication With The Recorder • Familiar Concepts Retained Groups Document Sequence Standard Document Types Standard Decline Reasons
NEXT STEPS: CUSTOMER E-SUBMISSION INTERFACE Development and Production Schedule • Development – Summer 2021 and Into Fall 2021 • Customer Training – Fall Seminar Series • New Video Training • New Webinar Series • New Step-by-Step Guides Published • Published at https://iowalandrecords.org/resources/
NEXT STEPS: RFQ - PROCUREMENT To Be Issued Spring, 2021 • Internal Development Team Focused on E-Submission Submitter Interface • Other Development Work Exceeds Internal Capacity • RFQ to Solicit Development Resources • Funded From Project Reserves • Planned Contracts Beginning July 1, 2021 • Separate Project Plans for Different Components
2021 EXPECTED DEVELOPMENT FOCUS KEY AREAS • Modernize ILR Application Platform – circa 2004 • Update Payment Application and Increase Payment Security and Reporting • User Administration – Restructure Account Management • Improve and Simplify Search Engine • More Mobile Friend (App?) • There will be addition efforts to gather customer input as they projects are planned
SEARCH ENGINE DEVELOPMENT: Legacy Application
Interim Changes Planned
• Search Constraints
Remove Statewide or Multi-County Searches
Enforce Constraints (120 searches per user
per day)
Fine Tune the Search Index
• Site Not Designed To Facilitate Volume DownloadsFUTURE EXPECTED DEVELOPMENT FOCUS Data Completeness, Quality, Normalization • Good Standards For Grantor/Grantee Names • Variability In Location/Legal Description Formats – Basics Are “Parsed” • Some Inconsistency for Associated References • Date Range for Electronic Indexes and Images Variable – Some Gaps exist • Mapping of Document Types May Vary
FUTURE EXPECTED DEVELOPMENT FOCUS Data Integration • Integration with Other Land Data Systems • Assessors/Auditors • GIS Systems • Limited Use of Parcel ID Numbers Example: https://beacon.schneidercorp.com
QUESTIONS
House File 837 - Reprinted
HOUSE FILE 837
BY COMMITTEE ON WAYS AND MEANS
(SUCCESSOR TO HF 520)
(SUCCESSOR TO HSB 97)
(COMPANION TO SF 441 BY
COMMITTEE ON LOCAL GOVERNMENT)
(As Amended and Passed by the House March 25, 2021)
A BILL FOR
1 An Act relating to the use of fees collected by a county
2 recorder or governing board of the county land record
3 information system for processing and recording instruments.
4 BE IT ENACTED BY THE GENERAL ASSEMBLY OF THE STATE OF IOWA:
HF 837 (4) 89
js/ns/mdH.F. 837
1 Section 1. Section 331.604, subsection 3, paragraph b, Code
2 2021, is amended to read as follows:
3 b. (1) For the period beginning July 1, 2004, and ending
4 June 30, 2009, the county recorder shall also collect a fee of
5 one dollar for each recorded transaction, regardless of the
6 number of pages, for which a fee is paid pursuant to subsection
7 1 to be used for the purpose set forth in paragraph “d”.
8 (2) For the period beginning July 1, 2009, and ending
9 June 30, 2011, the recorder shall also collect a fee of three
10 dollars for each recorded transaction, regardless of the number
11 of pages, for which a fee is paid pursuant to subsection 1 to be
12 used for the following purposes:
13 (a) Maintaining the statewide internet site and the county
14 land record information system.
15 (b) Integrating information contained in documents and
16 records maintained by the recorder and other land record
17 information from other sources with the county land record
18 information system.
19 (c) Implementing and maintaining a process for redacting
20 personally identifiable information contained in electronic
21 documents that are displayed for public access through an
22 internet site or that are transferred to another person.
23 (3) Beginning July 1, 2011, the The recorder shall also
24 collect a fee of one dollar for each recorded transaction,
25 regardless of the number of pages, for which a fee is paid
26 pursuant to subsection 1 to be used for the purposes in
27 subparagraph (2) and for the following purposes:
28 (a) Establishing and implementing standards for recording,
29 processing, and archiving electronic documents and records.
30 (b) Expanding access to records by encouraging electronic
31 indexing and scanning of documents and instruments recorded in
32 prior years.
33 (b) Maintaining the statewide internet site and the county
34 land record information system.
35 (c) Integrating information contained in documents and
HF 837 (4) 89
-1- js/ns/md 1/3H.F. 837
1 records maintained by the recorder and other land record
2 information from other sources with the county land record
3 information system.
4 (d) Implementing and maintaining a process for redacting
5 personally identifiable information contained in electronic
6 documents that are displayed for public access through an
7 internet site or that are transferred to another person.
8 (4) (2) Notwithstanding subparagraph (2), the The fee
9 collected by the recorder under this subsection for recording
10 a plat of survey is one dollar, regardless of the number of
11 pages. For purposes of this subparagraph, “plat of survey”
12 means the same as defined in section 355.1, subsection 9.
13 (5) (3) Fees collected in excess of the amount needed
14 for the purposes specified in this subsection shall be used
15 by the county land record information system to reduce or
16 eliminate service fees for electronic submission of documents
17 and instruments.
18 Sec. 2. Section 331.605B, subsection 2, Code 2021, is
19 amended by striking the subsection and inserting in lieu
20 thereof the following:
21 2. A recorder or the governing board of the county land
22 record information system shall collect only statutorily
23 authorized fees for land records management. The governing
24 board of the county land record information system shall not
25 collect a fee for viewing, accessing, or printing documents in
26 the county land record information system unless specifically
27 authorized by statute. The governing board of the county land
28 record information system may collect a fee of not more than
29 three dollars per recorded document for using the system to
30 process electronic documents for recording. An additional
31 service charge may be added for credit or debit card payments.
32 Fees collected for the processing of electronic documents for
33 recording may be used for the purposes specified in section
34 331.604 and other purposes including but not limited to
35 development, operation, and maintenance of the county land
HF 837 (4) 89
-2- js/ns/md 2/3H.F. 837
1 record information system and internet sites, systems for
2 electronic filing for recording, associated payment systems,
3 security systems, the land records databases, methods for
4 searching the databases, processes for the redaction of
5 personally identifiable information posted for public online
6 access, and processes for the integration of land records
7 information with other property information systems.
HF 837 (4) 89
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