Matthew Clark of Monmouth County explains how Monmouth is leading the way in posting public data.

1. MONMOUTH COUNTY
FORMS PORTAL
Leveraging the lessons learned from the development of the
County’s DSMS Portal and the Online Appeal System.
Creating a world where
“Monmouth County is always open for business”.
OpenDataNJ Thursday May 15th, 2014

2. RECORDS INVENTORY MANAGEMENT
(RIM) http://crim.co.monmouth.nj.us/
• RIM repository was created to provide the
county with a scalable and cost effective
environment to store all electronic records in
accordance with NJ DARM standards.
• County RIM currently holds 15.3 million pages.
• County RIM provides “Electronic Content
Management” (ECM) for other record formats

3. OPEN PUBLIC RECORDS SYSTEM
OPRS http://oprs.co.monmouth.nj.us/
• OPRS was created to provide the public with free
access to Monmouth County records
• Designed to “change the way the public intitially
interacts with the County” by providing initial
“records access” service via internet

4. APPEAL FILING SYSTEM
https://secure.njappealonline.com
• Currently in use by Monmouth, Union,
Burlington and Hudson counties.
• Completely automates the entire legal process
• Provides for unprecedented business
intelligence for decision makers.
• Positions custodians to become “transparent”

5. What is missing from Monmouth
County’s Online service offering?
• To take full advantage of the technology to store
records (RIM) or provide public access (OPRS) we
must first manually convert (scan) the existing
paper records and index (type descriptive data).
• To reduce the clerical costs of the current manual
process - agnostic technology is needed to
provide the submitter with the ability to
electronically deliver the records to the County.
• Having records “born digitally” completely avoids
the clerical cost of converting paper as well as the
cost of indexing images.

6. PROCESS OVERVIEW
• Current Process
• Proposed Process with FORMS Portal
Public
submits
paper records
County staff
manually
scans and
indexes paper
records into
RIM
Electronic
records
automatically
become
available
within OPRS
Public
electronically
creates
record within
FORMS Portal
Records
automatically
become
available
within RIM
and OPRS

7. FORMS PORTAL
• Designed to complete the Monmouth County
service process:
Records
Submission
Public
Access
OPRS
FORMS
PORTAL
RIM
Records
Retention
(move from paper scanning to electronic submission)

8. FORMS PORTAL OVERVIEW
FORMS
PORTAL
• Taxpayers can complete common forms via the FORMS PORTAL
• Forms are placed into RIM, data held in database, audit trail retained
• Where appropriate, files in RIM are accessible to public from OPRS
• Workflow for bi-directional exchange available
• Electronic fee payment available
• Intended to be a tool available for all County Departments
• Intended to provide enhanced public service
• Intended to reduce County clerical costs
OPRS RIM