How One Recorder's Office is Modernizing the Records Process
June 10, 2019 by
Erie County, Ohio, Sees Success with Eagle™
In Erie County, Ohio, the already-progressive Recorder’s Office sought to ensure that its operations were optimal for the county not just for today, but well into the future. Meeting this goal meant moving towards greater digitization – a move that would also enhance the public’s experience with the office.
The existing records management software fell short in keeping up with the county’s pace of growth, and staff turnover within the vendor hampered a strong relationship.
A Flexible Solution
New Eagle™ records management and citizen self-service software from Tyler – a proven and steady vendor-partner – afforded the office immediate value by providing new flexibility. After moving to Tyler, staff could, for the first time, decide when, how, and who would receive, record, scan, index, and verify incoming requests.
Freedom from rigid workflows increased staff efficiency and simultaneously improved the constituent experience. Individualized workstations that met each staff member’s unique needs also serviced in-person customers on the spot, including payment. Residents appreciated being able to take their documents home immediately, and staff time spent on mailing back copies, indexing and verifying new recordings was reduced.
“Overall, I think our productivity and efficiency has really gone up with the flexibility of being able to do it the way we feel comfortable in doing it,” noted Erie County Recorder Barbara Sessler.
Public Self Service
Along with the new software, the county debuted a new resident self-service tool. Self-service kiosks line the recorder’s office. Visitors can conduct research and purchase copies entirely on their own. The same capabilities are also available to the public online, from the convenience of home, or from any PC with internet access.
This is particularly popular with title companies. Title company staff use the tool to record documents right from their offices without taking trips into county offices in person. With an automated process, the county can pre-set requirements for approval, and electronic document acceptance or rejection notices are sent immediately. This saves both parties significant time and effort. On both ends, that saved time is reallocated to higher-level tasks.
These innovations are moving the county to an increasingly efficient and digital future. In addition, access to digital records can continue seamlessly, even in the event of a disaster.