ArcGIS for Land Records

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ArcGIS for Land Records

ArcGIS for Land Records

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  • 1. ArcGIS®for Land RecordsAn Esri®White PaperJuly 2012
  • 2. Copyright © 2012 EsriAll rights reserved.Printed in the United States of America.The information contained in this document is the exclusive property of Esri. This work is protected under United Statescopyright law and other international copyright treaties and conventions. No part of this work may be reproduced ortransmitted in any form or by any means, electronic or mechanical, including photocopying and recording, or by anyinformation storage or retrieval system, except as expressly permitted in writing by Esri. All requests should be sent toAttention: Contracts and Legal Services Manager, Esri, 380 New York Street, Redlands, CA 92373-8100 USA.The information contained in this document is subject to change without notice.Esri, the Esri globe logo, ArcGIS, esri.com, and @esri.com are trademarks, service marks, or registered marks of Esri in theUnited States, the European Community, or certain other jurisdictions. Other companies and products or services mentionedherein may be trademarks, service marks, or registered marks of their respective mark owners.
  • 3. J10138Esri White Paper iArcGIS for Land RecordsAn Esri White PaperContents PageIntroduction........................................................................................... 1Background..................................................................................... 1Challenges in Land Records ........................................................... 1Standards and Data Models ............................................................ 2ArcGIS for Land Records..................................................................... 3Efficient Data Management Tools.................................................. 4Duplicate, Disparate Data—The Need for EnterpriseSolutions ................................................................................ 4Data Sharing.............................................................................. 5Benefits of ArcGIS Online........................................................ 5GIS and CAMA Integration...................................................... 6Spatial Analysis .............................................................................. 6Data Access in the Field—Efficient Field ManagementTools ............................................................................................ 6Executive Dashboards..................................................................... 7Citizen Communication .................................................................. 7Communicating with Maps....................................................... 8Achieving Enterprise GIS..................................................................... 8Delivering Ongoing Benefits................................................................ 8Conclusion ............................................................................................ 9
  • 4. J10138Esri White PaperArcGIS for Land RecordsIntroductionBackground Managing land records thoroughly and efficiently yields manydownstream financial, organizational, and cross-organizational benefits.While assessors work toward the goal of complete and efficientmanagement, they face the added struggle to meet citizens and officialsever-increasing expectations of quality and transparency of and access toinformation. Add to that the reality of tight budgets and reduced availablestaff. By using appropriate, purpose-built technology, such as EsrisArcGIS® for Land Records, assessors and land records staff achieveessential efficiencies and enjoy many new capabilities.Departments throughout local governments increasingly rely on assessors authoritativedata. This is evolving the role and challenges of the assessors office and creating newchallenges and opportunities. Assessors are becoming the data manager for essential datain local government. With this responsibility, new efficiencies are needed. Governmentsare looking for sustainable solutions that grow and evolve with changing needs. Nolonger can we build data systems from scratch. Standards-based, supported, purpose-builtsystems are required for the assessor.ArcGIS for Land Records, a commercial off-the-shelf (COTS) solution, offers a reliable,efficient path to better land records management. With a COTS solution, assessors areable to speed deployment, lessen reliance on internal and third-party applicationdevelopment, deploy new releases of core technology as they become available, and getstandardized technical support and training.By using ArcGIS standards and data models, each jurisdiction no longer needs to investscarce time and money in costly customization. Out-of-the-box, comprehensivecapabilities and rich geographic data available in ArcGISSMOnline, Esris cloudenvironment, enable effective management of all types of geospatial data such asimagery, basemaps, and parcels. The ArcGIS solution includes analysis capabilities forunderstanding valuation patterns and trends that help assessors predict future valuationand assist in reducing appeals. This complete solution contains an executive dashboard toprovide real-time information on valuation, sales, appeals, and status of work inside anorganization. ArcGIS for Land Records has online and smartphone and tabletapplications that can be used by citizens to locate a propertys official assessment oraccess other public information.Challenges in LandRecordsThere are many challenges that come with keeping land record data current, complete,and accurate. The decline of property values has led to tightened budgets and reducedstaff, while citizens and officials continue to hold high expectations for qualityinformation. Complex, highly customized workflows that rely on specific softwareversions are cumbersome, costly, and less efficient. Reliance on third-party serviceproviders can be costly and can inhibit technology capacity development within anorganization. More efficient processes and systems are needed. Assessors need a way to
  • 5. ArcGIS for Land RecordsJ10138July 2012 2eliminate duplicated efforts and data, share information across the organization, andaccess data from anywhere.Public access applications are a priority in every land records organization. Manyexisting public access applications are outdated and fail to deliver the capabilitiesexpected by todays information user. Even casual Internet users can now findnonauthoritative values and assessments through online data aggregators and real estateservices. However, there are many inaccuracies in an automated interpretation of valueand real estate sales data. This creates an environment for increased valuation and taxappeals. Appeals can be reduced when authoritative, accurate, accessible, and timely dataand valuation information are provided.Demands for data quality go beyond the land records and assessors office. Newinformation products are requested and desired by a broader user base. Coordination withthe many downstream data users—including those in public works, engineering, andutilities—requires timely and accurate information, often more accurate and current thanthe traditional mandate of assessors. Fulfilling these demands with limited resourcesplaces additional strains on an assessor.Clear, accessible, and easy-to-use information from government websites andmodernized workflows, combined with e-government initiatives and increased citizenexpectations from technology, give land records professionals new challenges as well asnew opportunities to provide better resources for citizens and officials. Assessors need aframework for deploying specific maps and applications to citizens, real estate brokers,and knowledge workers for use on the web, smartphones, and tablets.ArcGIS provides a comprehensive land records system to address these challenges.Geographic information system (GIS) technology has been an essential component ofassessor operations for many years. Esri developed ArcGIS for Land Records to providea complete system for addressing todays ongoing demands. Easy web map publishingprovides quick and simplified access to authoritative data. Advanced analytical andvisualization capabilities allow assessors to efficiently defend appeals. New, definedparcel workflows allow internal standardization and resource tracking. Online datasharing and viewing capabilities reduce queries in the office and deliver transparency toother organizations as well as the public. All these benefits come from a single system,specifically built for assessors and their operations.Standards and DataModelsLocal government offices throughout the United States operate a bit differently from oneanother but perform similar mandated functions. The common patterns provide anopportunity to improve work efficiencies and meet new demands in maintaining landrecords. Esri has developed standard data models based on these fundamental commonpatterns and uses. The data models are useful, time-tested, and extensible—which meansusers can extend the contents of the data model without redesigning the core elements.Extensibility is important because it gives the user access to the capabilities of COTSsolutions without costly software development and customization. COTS solutionapplications, such as those created with ArcGIS technology, are configurable and requireno software development.ArcGIS for Land Records—with its standard data models, applications, and maps—offersmany user benefits. New releases, capabilities, and data are attainable with software
  • 6. ArcGIS for Land RecordsJ10138Esri White Paper 3version upgrades. Standard data models allow users to configure workflows to meet aparticular environment.An example of a standard data model is the parcel fabric, which is designed specificallyfor managing parcels and to power improvements and efficiencies in parcel workflows.With the parcel fabric, parcels are managed in a contiguous, topologically correct dataset.Workflows improve data integrity by providing specific tools for parcel operations suchas merging new parcels and entering subdivisions within existing data. Built-in historytracking maintains the historic parcel data, both legal data and system data.The ArcGIS Resource Center for land records, a valuable set of resources for localgovernment GIS users, hosts end-user data and applications such as those for web mapviewing, value and revenue analysis, mobile phone map viewing, and basemaps. Datamodels and applications for land records are part of the Local Government InformationModel and designed to be used with other data models and resources—such as elections,infrastructure, planning and development, and public safety—available at the ArcGIS forLocal Government Resource Center. An additional benefit of ArcGIS for Land Recordsis the COTS solution, ArcGIS Workflow Manager, which enables organization-specificworkflows to be created and managed. ArcGIS Workflow Manager also providesstandard out-of-the-box benefits such as job tracking, QA/QC reporting, data reviewing,and efficiency analysis, while offering management an executive view into the status ofwork throughout the organization.ArcGIS for LandRecordsArcGIS for Land Records is a complete solution for land records management. New,open, standards-based data models provide the backbone for the implementation ofmodern, cost-effective solutions to common local government challenges. ThroughArcGIS, assessors and their staff members gain access to many valuable resources toassist with managing data, performing spatial analysis, accessing data in the field,monitoring work progress, and communicating with citizens.ArcGIS is the system supporting local government functions, including many outside ofland records such as public works, planning, and engineering. ArcGIS provides tools,data, and applications for cost-effective, efficient land records management. Esris localgovernment data models are compatible with each other and designed to work together asa foundation for deploying ArcGIS across the enterprise. New applications continue to bedeveloped by Esri and Esri partners on standard data models to deliver new capabilitiesand ongoing return on the ArcGIS investment without costly custom programming.Efficient licensing models such as enterprise license agreements (ELAs) provide cross-departmental access to ArcGIS and simplify the tasks of planning, deployment, andbudgeting.Local entities within the United States have the responsibility to inventory legal recordsand assess property. Land records information has always been a vital part of many localgovernment operations, though it has been historically undervalued and underutilized. Toaddress this, Esri developed the ArcGIS for Land Records solution, which uses thecommon implementation patterns that, combined, form a complete GIS system. For landrecords, these patterns include efficient data management, spatial analytical tools forvalue analysis, data access in the field, executive dashboards for decision making, andcommunication of information to citizens.
  • 7. ArcGIS for Land RecordsJ10138July 2012 4Efficient DataManagement ToolsArcGIS provides a comprehensive set of data management tools for all types ofgeospatial data, including imagery, basemaps, and parcels. Parcel data is critical in localgovernment and is used by many organizations outside the land records office includingthose that support disaster response, public safety, engineering, and public works as wellas assessors, planners, real estate professionals, and developers. As local governmentsstrive to support other organizations, they are charged to provide authoritative data thatincludes timely, accurate parcel information.Landowners themselves are important users of parcel information. With informationavailable publicly 24 hours a day, citizens are scrutinizing online property data. There arenew expectations. The data on local government GIS sites is generally accepted asauthoritative when compared to other aggregated online mapping data. For departmentcredibility, it has become important to maintain property characteristics and positionalaccuracy that overlay correctly on high-quality basemaps.Esri provides a land records solution as a core part of the ArcGIS platform to help usersproduce web maps from a variety of ArcGIS data sources available online, implementefficient data management workflows, and incorporate best practices from the landrecords industry. The parcel maintenance solution included in ArcGIS helps usersimprove the integrity of parcel data and increase its usefulness throughout theorganization.The parcel maintenance solution has three key parts:■ Parcel Editor toolbar: Contains the tools to edit and manage parcel data■ Parcel Fabric Data Model: Provides the spatial and topological relationships specificand unique to parcels■ Tax Parcel Editing template: Supports local government workflows and provides amultiscale editing map that organizes subdivisions, lots, and tax parcelsArcGIS for Land Records supports the use of all types of georeferenced imagery.Current, low-cost oblique imagery, orthophotography, and satellite imagery andworkflows to manage imagery are all core to ArcGIS technology. Assessors find the useof imagery can prove valuable for creating basemaps and new datasets. Imagery can beparticularly valuable for reviewing site-specific conditions to identify unmappedimprovements.Duplicate, DisparateData—The Need forEnterprise SolutionsIn local government there are many legacy systems that contain duplicate data and aremaintained in multiple places. This is costly and time-consuming. For example, in manyorganizations, addresses are maintained in several locations and in different formatsfollowing various standards. An enterprise-wide ArcGIS system, with a central datarepository, helps to eliminate duplication and resultant inefficiencies and provides broadaccess to geospatial data and applications throughout the organization. The advantages todeploying ArcGIS across the enterprise include the following:■ A platform for building and deploying applications and web maps
  • 8. ArcGIS for Land RecordsJ10138Esri White Paper 5■ Extended geospatial capabilities and data access to all of local government■ Enhancement of other enterprise systems by leveraging the value of geographicinformation■ Increased overall operating efficiency using GIS across local governmentWhen ArcGIS is deployed across the enterprise, the GIS professionals maintain controlof the information and applications, yet productivity increases throughout the entireorganization as more users have access to the authoritative information and can eliminatemaintaining duplicate data. Geospatial information can also be integrated with otherenterprise applications, such as tax billing and collection. ArcGIS capabilities can beleveraged in e-government applications to enable executive analysis and decision-supportsystems.The creation and maintenance of an effective enterprise ArcGIS system ensures thatgeospatial capabilities can be distributed throughout many departments, including policefor crime analysis, public safety for emergency dispatch, and public works for assetmanagement. All use a common basemap and basic data, including addresses and parcels.By managing the common information in one place, a local government is able toeliminate the redundancy that typically occurs when each department uses its own dataand applications.Data Sharing The increased types and volume of data used by assessors—including parcels, assessmentinformation, orthophotography, satellite imagery, oblique imagery, and digitalphotographs—put a strain on IT department resources by requiring costly storage andcomputing infrastructure. This is compounded when outside departments rely on theassessors office to provide accessible maps and data online. Esris cloud environment,ArcGIS Online, delivers cost-effective, fast access to data from the field, in the office, viathe web, or on mobile devices. This data can be shared across departments and with thepublic. ArcGIS Online combines cloud computing and data storage with a wide selectionof basemaps and mapping services, thereby enhancing system value to government andthe public.Through Esris Community Basemaps Program, organizations can contribute localgeographic content to become part of a community map that Esri publishes and hostsonline. Each contributors data is integrated with data from other providers and thenpublished through ArcGIS Online as a map service. This program is available to any Esriuser organization and other geographic data providers interested in making data contentbroadly available.Benefits of ArcGISOnline■ Users inside and outside the assessors office, including the local businesscommunity and the general public, will be able to use the online maps and servicesto access current, authoritative tax and assessment information and other localgovernment data. Users will be able to use this data inside applications withoutmaintaining their own GIS infrastructure.■ Costs associated with making data widely available are reduced.
  • 9. ArcGIS for Land RecordsJ10138July 2012 6■ Map data is hosted and maintained by Esri at one or more data centers in the UnitedStates to ensure high availability, performance, and security.■ Each organization retains all ownership of its data.■ Access to map data is available through online maps and applications.■ ArcGIS Online is included with enterprise license agreements.GIS and CAMAIntegrationComputer-assisted mass appraisal (CAMA) is the standard technology used for managingproperty characteristics, tracking sales, and calculating fair and equitable valuations. Theintegration of GIS and CAMA enables the tax assessment function to be concurrent withspatial data that is relevant to the tax valuation model; supports the creation andmaintenance of a more accurate land records basemap using the tools and functions ofArcGIS; and provides a single repository for parcel geometry and descriptive data tosupport workflow, updates, and mass appraisal input.GIS adds value to CAMA systems by providing advanced spatial analysis capabilities foridentifying valuation trends, overlaying demographics with other data, analyzingneighborhoods, and performing better QA/QC. Visualization capabilities in ArcGIS giveassessors the ability to see on a map any assessment anomalies that would otherwise goundetected and result in increased appeals. ArcGIS enables local assessment staff andofficials to work as efficiently as possible and ensures that work results in a defendablevalue at the most reasonable effort and cost by government.Spatial Analysis How much tax revenue will be produced next year? How can we reduce the number ofappeals? How do we identify trends in valuation and detect assessment anomalies? Theseare questions often asked of assessors. Spatial analysis with ArcGIS provides the abilityto visualize trends and patterns in assessment data. Advanced capabilities, such asoverlaying demographic data with assessment data, can reveal trends in valuation.Understanding these trends helps assessors provide accurate, defendable assessments.Public officials are constantly challenged to provide quality data. By using spatialanalysis and visualization to identify anomalies and outliers, officials can help improvethe accuracy and quality of that data. The ability to visualize trends helps officials andassessors understand the year-to-year changes and answer the toughest questions.ArcGIS Online provides the assessor with access to rich online geographic anddemographic data. This data can be simply overlaid while reviewing assessments,neighborhoods, and comparable sales, or it can be incorporated into detailed analytics andspatial analysis. Additionally, this information can be shared easily throughout localgovernment or with the public.Data Access in theField—EfficientField ManagementToolsField verification of assessment data is an ongoing requirement. Many jurisdictionsrequire that staff physically visit property. By efficiently routing field staff and providingfield-workers with accurate, up-to-date information in real time, assessors can ease theeffort of mandated field inspections. Many organizations have realized efficiency gains ofup to 40 percent by implementing ArcGIS to help logistically organize this work.
  • 10. ArcGIS for Land RecordsJ10138Esri White Paper 7It can be difficult to access data in the field and efficiently update data in the office.ArcGIS for Windows Mobile provides the capabilities to send data, including digitalphotos and forms, directly from the field to the office and from the office to the field,using a variety of mobile devices. Office workers can have immediate access to datacollected in the field. This eliminates the need for paper maps in the field and improvesthe accuracy of data as well as the speed at which data is incorporated into the GIS. Byemploying standard data models and applications, users can take advantage of newmobile GIS advances without obtaining costly custom applications.ExecutiveDashboardsExecutive dashboards provide real-time and historical information including valuationtrends, comparable sales (comps), appeals status, and status of work inside theorganization such as parcel editing backlog and field inspection scheduling. Assessorswho have implemented a dashboard consult it each morning and throughout the day tomake decisions on allocating resources and reporting status.The Value Analysis Dashboard, part of ArcGIS for Land Records, provides up-to-dateinformation on the impact of property sales, foreclosures, and assessment appeals on realestate values and tax revenue. Custom dashboards can be easily created using standardFlex or Silverlight for a quick overview of the status of work, location of areas ofconcern, and general organizational data.CitizenCommunicationAccording to the US Office of Management and Budget, more than 60 percent of allInternet users interact with government websites. E-government will save governmentssignificant amounts of money and add value as taxpayer needs are better met. Citizensinteract with government websites daily by looking at parcels and assessmentinformation. Public access to land records information is an essential element in the goalof government transparency. ArcGIS supports web standards and is the most commontechnology used in government portals. ArcGIS is used by citizens for applicationsdesigned to help locate polling places, reserve a campsite, report on traffic conditions,locate a property for lease or sale, record crime statistics, identify planned development,and show the location and community impact of emergency events.The Internet has introduced the citizenry to a whole new way to interact withgovernment. ArcGIS makes that interaction more powerful and presents data in a formatthat makes viewing and understanding easier. Governments are increasingly usingArcGIS as a platform to build mapping applications that engage citizens, delivertransparency, and enhance policy making. ArcGIS integrates geospatial services in thecloud, real-time data, citizen-generated content, mobile applications, and social networksto promote open government practices that leaders and citizens expect. This is known asGov 2.0. Gov 2.0 engages citizens and helps improve data and services. For example,citizens can easily overlay new, accurate imagery with parcels and locate anydiscrepancies in the parcel data and communicate that back to the office.Another example of Gov 2.0 citizen engagement is the Community Addressingapplication, which allows the general public to contribute missing site address locationsand provide citizen contact information for current addresses. This interactive webapplication includes a simple tool to review existing addresses and submit new addressand contact information.
  • 11. ArcGIS for Land RecordsJ10138July 2012 8Communicating withMapsMaps help assessors quickly communicate large amounts of complex information topublic officials and citizens. Maps showing specific analysis, such as valuation trends,public facilities, or tax exempt property, can provide citizens with access to informationand reduce counter traffic in the office. ArcGIS for Land Records enables assessors togenerate and publish maps in many ways. Standard maps, such as tax maps, can becreated using the Map Book Generator included in the solution. Additionally, ad hoc andself-service mapping is supported online or at custom kiosks.Esri® Maps for Office provides new mapping capabilities for all of local government.With ArcGIS Online (included in an ELA), Microsoft Office users have access tomapping capabilities that leverage the content and capabilities of ArcGIS Online whileusing Excel and PowerPoint.AchievingEnterprise GISNew software licensing models are available for local government. ELAs from Esri arean efficient and effective way to manage enterprise software deployment. Essentially, foran annual fixed fee, the ELA ensures that an organization can have nearly unlimitedaccess to the ArcGIS system including all desktop, server, online, and mobiletechnologies. Bundled with an ELA is access to many types of geospatial data useful tolocal government, including basemaps, demographics, and imagery. The ability to use asmuch software as needed delivers considerable flexibility. For example, additionalassessment value analysis may be required toward the end of the tax year, which wouldcall for more GIS analysis capabilities than are needed during the rest of the year. Or, inanother example, a new web viewer with advanced capabilities may become availablemidyear and can be obtained at the fixed cost of software. The ELA simplifies budgetingand planning. Hundreds of communities across the country have implemented ArcGISacross the enterprise using the ELA licensing model.There are different paths that organizations take to implement the ArcGIS for LandRecords solution. You need to start by examining your organizations business needs andthen determine the applications that will provide the greatest value. Begin by reviewingthe content on the resource center; preview the applications, read the blogs, watch thevideos, and so forth. When you are ready to begin implementing the ArcGIS for LandRecords solution, have a plan for working through this organizational shift. There areadditional resources available to help with this process: white papers for loading data intothe parcel data model; Esri Professional Services, which has various packages availableto assist in the process; and Esri partners that have experience and expertise in this area.Delivering OngoingBenefitsGIS implementations often begin with a return on investment (ROI) analysis. Manycommunities have a minimum ROI that must be achieved to authorize and fundtechnology implementations such as GIS. ROI can be accurately calculated with GIS (seeThe Business Benefits of GIS), but GIS doesnt stop with the initial implementation. GIShas countless uses, and new applications are developed daily. Organizations canimplement new GIS applications to deliver ongoing ROI and additional benefits.New applications that leverage standard data models, and which are available to allArcGIS users, are posted often to the ArcGIS Resource Center. These new, freeapplications empower the organization and its GIS to deliver ongoing benefits withdemonstrated ROI.
  • 12. ArcGIS for Land RecordsJ10138Esri White Paper 9Conclusion In summary, ArcGIS is a system for land records management that includes thefollowing:■ Tools and workflows that support your editing environment and the analysis youneed to perform to make effective decisions■ A growing collection of applications that are easy to implement and use to meet yourbusiness requirements■ Online resources delivered as ready-to-use content and services■ A platform for collaboration and sharing geographic information■ Flexible deployment options
  • 13. Printed in USAContact Esri380 New York StreetRedlands, California 92373-8100  usa1 800 447 9778t  909 793 2853f  909 793 5953info@esri.comesri.comOffices worldwideesri.com/locationsEsri inspires and enables people to positively impact theirfuture through a deeper, geographic understanding of thechanging world around them.Governments, industry leaders, academics, and nongovernmentalorganizations trust us to connect them with the analytic knowledgethey need to make the critical decisions that shape the planet. Formore than 40 years, Esri has cultivated collaborative relationshipswith partners who share our commitment to solving earth’s mostpressing challenges with geographic expertise and rational resolve.Today, we believe that geography is at the heart of a more resilientand sustainable future. Creating responsible products and solutionsdrives our passion for improving quality of life everywhere.