This document discusses how Georgia Power integrated their land records document management system (LIMS) with their GIS system. It describes their old separate LIMS and GIS systems, the challenges with those, and their process of developing a new integrated LIMSGIS system. The new system combines GIS searching and mapping capabilities with document searching and retrieval through their Onbase document management system. This allows users to search for land records both spatially using GIS maps as well as through keywords to access associated documents. The integration project took two years to complete and has provided benefits like improved user experience and faster response times to research requests.

1. 2013 Esri International User Conference
July 8–12, 2013 | San Diego, California
Esri UC2013 .
Document Management and
GIS working together for Land
Records
Renato Salvaleon
Land Department, Georgia Power Company

2. SCOPE OF PRESENTATION
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• Intro
• Records and GIS
• Tools of the Trade - Old and New
• Lessons Learned
• Next Steps
Document Management and GIS working together for Land Records

3. Introduction
Renato Salvaleon GISP, CSM – GIS Senior Info Analyst
Esri UC2013 .
• 14 years of in the areas of military intelligence
and operations, transmission, IT, and currently
Land
• BS degree from the Philippine Military Academy
• MSIS and GIS Certificate from Kennesaw State
University
• Pursuing a Certificate in Land Surveying
Document Management and GIS working together for Land Records

4. Georgia Power
Largest operating company of Southern Company
• 2M residential, 300K commercial, 8K plus
industrial serving 2,375,304 as of 2012
• Total Georgia Power kW capacity of close
18M kW from more than 40 plants with the
following generation sources: coal (39%),
nuclear (27%), oil and gas (33%), hydro
(1%)
• More details on the Facts and Figure page
of georgiapower.com
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5. Land Department Organization
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Document Management and GIS working together for Land Records
Land
Land
Management
Land Sales
Land
Acquisition
Land
Engineering
Revenue generation varies from $19M to $100M dollars per
year coming from Land sales and donations; quit claims; fiber
optic agreements; easements; lake lots; forestry, water
withdrawals, and park income.

6. Land Department
Acquire, protect and manage company
real property assets
Esri UC2013 .
Document Management and GIS working together for Land Records
• 17 generation sites
• 60,000 reservoir acres and
1,400 shoreline miles
• A total of 76,750 acres of land
- 21,750 leased to the Georgia DNR
for public recreation and hunting
- 18,000 plus total lake residents
with lease lots, access, and
easements

7. Land Projects
Generation, Transmission, Distribution, Corporate Services
• New construction (plants,
transmission line, substation)
• Rebuild and Reconductor
• Substation and Plant expansions
• DOT Relocations
• Customer relocations
• Distribution feeder additions
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Document Management and GIS working together for Land Records

8. Land Rights in Georgia
Stored in GIS and Land Information Management System
 150,000 acres fee simple
 Easements for
 Fee is also stored as bulk property in
GIS
 Georgia is Headrights and Land lots
and Districts; not PLS
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 Plants
 Lakes
 Substations
 Operating HQ
 Offices
 Communications sites
 12,000 miles transmission
 60,000 miles distribution
Document Management and GIS working together for Land Records

9. Land Records and GIS
In support of property and project management
• Records custodian for property
records (half a million) and
maps (60K)
• 6 million supporting
documents available offsite
• Conducts property research
for all projects
• Uses technology tools
• Over 150 years of records
Esri UC2013 .
Document Management and GIS working together for Land Records

10. Tools of the Trade - Old
Land Information Management System (LIMS)
 In use since 1995
 Developed initially by Land and later
by IT in its 2nd version
 Includes image management,
storage and retrieval tool (PCDocs)
 Indexed manually using clip boards
 Not a document management
system
 In 2009, IT recommended its
replacement because VB/Oracle
lifecycle issues
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Document Management and GIS working together for Land Records

11. Tools of the Trade - Old
GIS – ArcMap desktop and Citrix versions with managed MXDs with
200 plus layers
Esri UC2013 .
Document Management and GIS working together for Land Records

12. OLD INTEGRATION METHOD
LIMS on the left; GIS on the right
Esri UC2013 .
Document Management and GIS working together for Land Records

13. LIMS Rewrite
Business Needs and Challenges
 Must be GIS centric
 Minimize the impact of change in terms of user look and feel
 Must increase productivity
 Improve the time to respond to customer needs
 Easy to use and web-based
Challenges to agile team
 Configurable by application admins
 Scalability and Reuse the application
 Should not impact desktop version upgrades
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Document Management and GIS working together for Land Records

14. LIMSGIS – new tool
GIS viewer started in March 2011 and completed in November
Esri UC2013 .
Document Management and GIS working together for Land Records
• Developed in Silverlight
• Common GIS web tools
• Overlay image
(Georeferencing) on the map
• User selectable and admin
configurable base map
selection
• User and admin configurable
Operational layer management
including adding tiled, dynamic,
image, and xy layer types
• Customizable printing,
overview, and right context
menu
• User and application profiles
(MXD on the web)
• User feedback reporting
mechanism
• Sharepoint based Support &
Help site

15. LIMSGIS – new tool
Document Management integration LIMSGIS Phase 2
 In 2011, management decided to purchase Hyland’s
Onbase system
 Potential uses for Onbase beyond replacing PCDOCS
Challenges to IT/Land team
 Database and document migration – separate project
 Lack of Onbase knowledge – contract partner consultant (ISSI)
 Data integration between documents and GIS – not attributes,
but location
 ArcGIS Server 10.1 migration - postponed
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Document Management and GIS working together for Land Records

16. LIMSGIS – new tool
Results – completed in May 2013
• Added ONBASE search button and
• Migrated the Onbase database twice
• Replaced PCDOCS with Onbase thick
• Replaced manual indexing with
• Improved communication between
• Integrated scanner
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Onbase doc Popup in LIMSGIS viewer
client which improved the document
storage workflow including QC
eForms
records center and requestors of index
numbers using Onbase workflow and
eforms
Document Management and GIS working together for Land Records

17. LIMSGIS – new tool
GIS Search (maps only) – benefits of a massive data project
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Document Management and GIS working together for Land Records

18. LIMSGIS – new tool
Onbase Keyword Search
• Cross-referenced
document types
• Detail window
• Dynamic and
interactive hit list
(search result)
• Email results
• Save results to Excel
• Save results to file
• Download documents
• Open documents to
Onbase Docpop
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Document Management and GIS working together for Land Records

19. Return on Investments
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• Improved user experience
• Shorter turnovers on research requests or
products
• Increase number of GIS users; less number of
adhoc requests
Document Management and GIS working together for Land Records

20. LESSONS LEARNED
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• Do not evaluate and learn a software as part of
a project
• Look at the big picture - data migration projects
can be planned ahead of time
• Let the GIS Analysts own the web services and
not lock down ArcGIS server
• Seek the expertise of vendor partners
Document Management and GIS working together for Land Records

21. NEXT STEPS
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Add a Geolocate widget for points
lines and polygons
Develop LIMSGIS Mobile –
Javascript/HTML5 with ArcGIS
integration
Explore Onbase capabilities on
data management, workflow, and
project management
Cross reference GIS search results with Onbase property and map
document types
Sync the GIS data with Onbase keywords to get better Onbase
keyword search - leverage the purchase of tax parcel data from
Corelogic

22. Esri UC2013 .
QUESTIONS
Document Management and GIS working together for Land Records