| October 5, 2004 |
| Ledyard, Connecticut Town Clerk Implements the Official Records System |
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The Ledyard, Connecticut Town Clerk has gone live with the NewVision Official Records System. The Town Clerk is using the system to cashier and record all of the land documents filed in its office. The Clerk then scans the documents, converting them into image form, and uses NewVision's Index/Verify Module to index party names and legal descriptions. Title searchers are able to retrieve index data and display document images using a public search workstation and recreate documents using a laser printer in the Town Clerk's office. The Official Records System also is being used to cashier all transactions in the Town Clerk's office, enabling the Clerk to streamline end-of-day financial processing with one consolidated closeout report.
In addition to making access to the land records easier, the system automates a great deal of the Town Clerk's behind-the-scenes work. For example, document recording is performed via a single screen interface, which collects key recording information, such as document type, page count and consideration amount. Taxes and fees are automatically calculated and presented on this screen, and data can be edited before recording, so that recording numbers are not assigned unless all necessary data and fees are collected.
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| The new system includes many more features to streamline the cashiering and recording process. The Town Clerk previously used a cash register to determine taxes and fees, a date/time stamping machine and a volume and page stamp to mark the documents, and the Town Clerk entered this data into an indexing system. The new system automatically assigns and stores this data.
Ledyard also has implemented electronic stamping, a process that eliminates the need to stamp documents with volume and page numbers-these numbers are "burned" onto the document images as part of the scanning process.
The Ledyard installation demonstrates the scalability of the Official Records System. Ledyard, which records approximately 6,700 documents per year, now uses the same system that is in place in Miami-Dade County in Florida, which records 820,000 documents per year. In addition to Ledyard, users of the NewVision Official Records System in Connecticut include the Town Clerk offices in Glastonbury, Norwalk, Norwich and Stamford.
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