Agenda - 05-30-2013 - 2 - Laserfiche WebLink

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Register of Deeds - continued Vital Records — Issued certified copies of Birth, Death & Marriage Certificates within 5 minutes of application approximately 99% of the time. Issued marriage license within 20 minutes of application approximately 99% of the time. Indexed births, deaths the same day received approximately 95% of the time. Customers comment frequently on the efficiency of the Vital Records section. Implemented ROAM (Rapid Online Access Method) software within AMCAD system, June 25, 2012. Special Projects: Real Estate Imaging Project - Vendor started scanning permanent records beginning with the year 1991 back to 1752 on October 11, 2011 and completed the scanning on February 6, 2013. The implementation of the images within the AMCAD system and the completed project will be finalized in 2013/2014. Citizens frequently request that images of records prior to 1991 be available on the internet. The project is being funded from the Register of Deeds Automation Fund (NCGS 161 - 11.3). Performance Measures 2010 -11 Actual 2011 -12 Actual 2012 -13 Budget 2012 -13 Projected 2013 -14 Budget Service: Recording, Scanning, & Indexing all of documents Deeds, Deeds of Trust, D/T Cancellations, other documents, UCC's 22,541 22,901 22,500 25,428 25,700 Service: Vital Records Indexed Births Indexed 3,823 3,839 3,875 3,970 3,875 Deaths Indexed 1,455 1,473 1,490 1,460 1,460 Service: Marriage Licenses & Certified Copies of Vital Records Issued Marriage Licenses Issued 743 772 720 730 750 Certified Copies of Vital Records Issued 18,776 18,188 18,100 18,126 18,200 FY 2013 -14 Objectives • Real Estate Imaging Project — Complete the project with AMCAD by uploading and implementing the scanned images of permanent records beginning with the year 1991 back to 1752 into the AMCAD system. Once the images are uploaded into the system they will be available online and in the Register of Deeds office. The project will be funded from the Register of Deeds Automation Fund (NCGS 161- 11.3). • Real Estate Indexing Project — Once the images are uploaded, index permanent records beginning with year 1931 back to 1752. This project will be completed in the Register of Deeds office by staff. Vital Records Project — Scan Vital Record documents including Birth, Death and Marriage records. This project will be completed in the Register of Deeds office by staff. Budget Highlights The increase in Revenues, both in the 12 Month Estimate and in the FY 2013 -14 Commissioner Approved Budget, is due to an increase in recordings from re- financing as well as increased building activity. 1114!