Jeff L. Thigpen Register of Deeds

Tuesday, January 11, 2005

Current and completed projects and updates in the Deeds office...



UPDATES:

1) Today we released an important RFP for imaging index books back to 1771. (An important service for our users and important part of implementing a new computer system). The process has included several meetings with Guiford County Information Services, Purchasing, and consultation with our County Attorney.

2) Met with Guilford County Budget office. We are working on a spreadsheet to do long term planning on our budget and automated enhancement fund revenues. (New project for Register of Deeds office).

3) Moved data storage from Snap Servers to the Guilford County SAN (Storage Area Network).
As a result, we have eliminated the problems from the Snaps and have quicker, easier back up of information. The SAN has a high speed back up solution. Many thanks to Bridget Lindsey and crew from IS who devoted several weekends to get the job done! (THIS WAS A CAMPAIGN ISSUE!)

4) Attorney's no longer have to pay postage fees initiated under the former Register of Deeds.

5) Working with GIS (Geographic Information Services) on a Plat Enhancement project to be implemented in the next few weeks.

6) Changed merit based increase procedure for staff (so they are given their raises the month after their evaluations are completed).

7) Hired a part time staff member to help in scanning old books and doing "temp to perm" index checking.

8) Starting an E-Newsletter for the public and users. First Edition should go out at end of January. Already have 100 users signed up!

9) Working on changes to our website (ie., home page, phone #'s for specific areas in our office, etc.)

10) We are changing our automated phone system in the office.

11) We'll be purchasing dividers for our indexing staff so they can have less distortion and ability to focus on their important tasks.

12) Our employees selected the colors for new carpet for our office. It will be several months before we actually get the carpet, but it was a fun process!

13) I've had individual meetings with supervisors in every area of the Register of Deeds office.

14) Attended the General Statutes Committee meeting in Raleigh on Friday, January 7th. The meeting had to do with a bill re: Electronic Recording and a E-Recording council to have some kind of relationship to the Secretary of State's office. No big decisions were made. (I learned about the relationship between rules, standards, and procedures....whatever.

15) Working on changes to the employee vacation policy and creating an overall personal policy handbook instead of a book of memos related to policies.

Whew, man, I actually have to work for a living.... haha








8 Comments:

  • You mean you joined the working world, Jeff? Woo hoo! Now join the bloggers meet up later this month. See you there :)

    By Blogger Sue Blogs, at 8:50 PM  

  • I think you are doing an excellent job!! Keep up the good work :)

    By Anonymous Anonymous, at 10:29 PM  

  • Jeff- how do i access records prior to 1982 via the deeds website? Thanks.

    By Anonymous Anonymous, at 9:35 AM  

  • Good question on viewing documents. Yes, you can view documents from 1982 forward on our website with our current indexing system. But here is where it gets complicated. Images are online back to 1913 (Book 257). If you know the exact book and page # you can retrieve documents back to that date. If you do not have the exact information, you cannot access the data.

    We are working on the solution. It's #1 on my updates (scanning indexes back to 1771) and we are also scanning the images in-house (I've hired a part time staff member whose helping as well). We hope to finish scanning the images by May. We hope to finish scanning indexes by the end of December.

    Until then, search capacity is limited.



    The RFP project re: imaged indexes will allow you to research those documents

    By Blogger Jeff L. Thigpen, at 4:22 PM  

  • Great work, Jeff! I'm happy to say I voted for you and look forward to more of your open and transparent way of doing business on our behalf.

    By Blogger Billy Jones, at 11:12 PM  

  • Jeff:

    I couldn't be happier that you have a bathroom key, that offices are being updated, and that staff no longer has to wear pantyhose (which male staff must have especially hated!), but I was wondering if there are plans in place to move to a better system for online access of records? The current system doesn't work well with many browsers, and rather than requiring users to download software that enables them to use your system, wouldn't it be better to just use a newer, better system? Any plans along those lines? PS - I'm excited for you and for us as a county that you're our new ROD! I (confidently) expect great things!

    Cara

    By Anonymous Anonymous, at 2:10 PM  

  • Cara, good query!

    We hope to begin the bid process on a new computer system for the office in mid-April. Implementation of the new system is projected to be January 06. This is my top priority as Register of Deeds. We stopped the former Register of Deeds process and are making changes to better serve our users and taxpayers.

    Do you use other counties? Which ones do you believe are the best? Any input on what you'd like to see?

    By Blogger Jeff L. Thigpen, at 11:17 AM  

  • Internet Technology's WebROD (Dublin County) gives basic info and is user-friendly. Mecklenburg and Harnett both use Hart Information System's records management product. I really like Harnett's. It looks great and has good info. But in looking outside North Carolina, I discovered that at least one governor has ordered vital records removed from the internet because of identity theft. Interesting, and disheartening. Frankly, I hadn't even thought about that being a problem. I access online records to quickly verify info for clients who can't afford certified records. But unfortunately, as with all internet technologies that can be used for good, it sounds like it didn't take long for someone to find a way to use it for evil, too! Oh well. I'm sure that aspect of it is part of the dialogic process for your team as you look at new technology. I wish you well in finding the right solution for Guilford County.

    By Anonymous Anonymous, at 8:12 PM  

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