Data systems management property records

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Land Management software enables businesses and government agencies to handle land rights, permitting, inspections, mineral and surface leases. Compare product reviews and features to build your list. Reset all filters. Sponsored: Vendors bid for placement within our listings. This option sorts the directory by those bids, highest to lowest. Highest Rated: Sorts listings by overall star rating, based on user reviews, highest to lowest.

Most Reviews: Sorts listings by number of user reviews, most to least. Alphabetical: Sorts listings from A to Z. Why Capterra is Free. You have selected the maximum of 4 products to compare Add to Compare. View Profile. TotaLand by TotaLand Technologies 1 review. The acquisition of building-permit information facilitates the timely and efficient revision of cadastral records, particularly when the contemplated building activity is described.

Planning and Zoning Documents. Planning and zoning actions zoning changes, adoption of a master plan, urban renewal or redevelopment requirements, building-.

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To the extent that planning actions and land-use controls directly affect individual properties, infomation about such actions and controls should be indexed by cadastral parcel number. Aerial Photographs, Surveys, and Plats. Aerial photographs, cadastral surveys, and plats may provide information on the location, the size and shape, the use of parcels, and the occurrence of changes in the inventory of parcels, land uses, and improvements. Such information obviously is crucial to the origination and maintenance of cadastral records. Information Supplied Directly by Property Owners. Property owners themselves can be highly useful sources of land-parcel data.

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They may be called on to verify or supplement data on property characteristics, sales prices and terms, rental income and expenses, and construction-cost data. Formerly, in assessment administration, property owners were almost exclusively relied on as the source of information on the nature, extent, and value of their properties.

Such exclusive reliance resulted in the property tax being a tax on honesty, and great reliance on property owners became discredited. Recently, limitations in assessment budgets have caused assessors to revaluate property owners as a source of information. Some jurisdictions now provide property owners with detailed descriptions of their properties so that they can verify or contest the accuracy of the information on which their assessments are based.

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Field Canvasses. The preponderance of information required in local government functions such as planning, assessment, and code enforcement is obtained by staff or contractor personnel through on-site, visual inspections. These inspections provide information on the characteristics of land parcels and of improvements on those parcels. Some jurisdictions recently have experimented with video technologies as a means of obtaining a visual record of properties.

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The real estate industry, particularly real estate multiple-listing services, brokers, and private fee appraisers. Data-collection forms traditionally have been made of paper. Portable data-entry devices, which can be used to collect, edit, and update records, may make such forms obsolete in computerized land-record systems.

Nonetheless, some of the principles of forms design remain.

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Data-collection forms may serve several purposes, depending on the application in question and on the design of the record system. A major purpose is to serve as either a temporary or semipermanent repository for information collected in the field. In a fully computerized cadastral record system, the useful life of a data-collection form ends when the data have been entered in and accepted by the computer. In manual or partly computerized systems, data-collection forms also serve as repositories of information about events and transactions and about administrative processes and decisions.

In assessment, for example, manual data-collection forms, which are commonly known as property-record cards, also would contain information about sales, building permits, and assessment appeals and would document appraisal calculations and value conclusions see Exhibit 5. Data-collection forms also serve such purposes as facilitating the collection of property-characteristics data in the field, the conversion of such data into computer-readable form, and the making of those appraisal calculations done by hand.

Where the land-data registers are computerized, the design of a data-collection form is not likely to matter to any agency other than the one that collects and enters the data.

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Other users normally would want the data only in machine-readable form. However, where the shared data files are manual, the design of the forms will need to be a compromise among the needs of the several users. In the design of forms for computerized systems, roughly equal consideration should be given to facilitating field operations and data entry; it is not necessary to provide for manual calculations or to be concerned about the format of reports, since the computer can reformat the data in any convenient way.

If the system is a manual one, the compromise should consider ease of collection, ease of calculation, and ease of reading. Other format and design issues include the size of the form, the weight of paper, and whether the form should be a single sheet, an envelope, or a folder the latter two types being considered in manual systems in which supplementary documents may be part of a record.

It is generally desirable to employ several specialized property-record forms rather than one all-purpose form.

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For example, an assessor might want separate forms for single-family dwellings, income-producing properties, industrial properties, agricultural properties, and so on. However, the forms should all have a similar format.

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Data-collection forms should be designed to encourage accurate, complete, and consistent data. These objectives can be achieved by having variable labels that are clear, including variable numbers with each variable; having coding categories that are labeled, are exhaustive, and are mutually exclusive; providing sufficient space for recording numerical data; requiring a positive response for all variables, so that a blank means that the variable was overlooked and not that the property does not have the characteristic; and maximizing the use of checks or circles to ease and speed the recording of data.

A data-collection manual is an important element in a cadastral data-collection program. The objectives of a coding manual are to expand knowledge about the property characteristics being described, to achieve accuracy and consistency in describing and coding property characteristics, and to speed the data-collection effort. These objectives are achieved by describing and explaining the content of data-collection forms, with explanations of purposes, definitions, and instructions for each data item.

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The purpose of an item should be given in cases where its intent is not obvious. Explanations of the purpose of collecting various items can assist data collectors to make correct decisions when confronted with unusual situations in the field. Definitions of terms provide another crucial control on observations.