PRESERVE IMPORTANT RECORDS & SAVE TIME
Cott Systems has been working with Chenango County, New York, since 2000 to manage their land documents with systems that increase revenue for their county, improve office efficiencies, and preserve and protect official documents. Chenango County engaged Cott to handle not only their electronic records but also to provide access to Grantor and Grantee Indexes and land documents filed prior to their all-electronic system implementation in 1990.
Chenango County was able to procure funding for the implementation of Online Index Books (OIB) to move their historical information online with a state grant. Now more than 400 books and tens of thousands of documents are available online to the public with OIB. “OIB has significantly reduced staff time from handling books and making copies. Our cross-trained staff has time to work on other projects,” said Mary Weidman, Chenango County Clerk. “Best of all, Cott’s e-commerce feature and our subscriber program has been able to generate revenue for the county. Cott Systems provides peace of mind by backing up every single document to our servers. Weidman says that having a digital system in place is significant for disaster recovery. “Since working with Cott, I have real confidence in never losing a record,” said Weidman.
OIB software is fully customizable to meet the needs of each county based on its individual indexing system. Cott staff works closely with each county to understand their needs and how we can specifically help each office, staff, and end-users.
With many counties dealing with funding stream changes in states like New York, Weidman considered the big picture and took a number of things into consideration when applying for the grant that funded OIB. “You have to think about your means for staffing in the future, consider public access to information and workstations, and more. Implementing OIB is about more than just backfile scanning and making things accessible,” said Weidman. “It is important to look at the systems you currently have in place, consider future funding changes and public expectations, and determine how to make your office more efficient for the future.”