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Sussex County records manager demonstrates parcel document viewer and digitization progress
Summary
Sussex County records manager Dan Fried presented the county’s parcel document viewer and described a decade-long effort to digitize records, maintain 72,000 parcel records, and integrate document management (OnBase), GIS (Esri) and CityWorks asset management for cross-department use.
Dan Fried, records manager for Sussex County, presented an overview of the county’s document digitization program and demonstrated the parcel document viewer to the Hopatcong Planning Board.
Fried said the county has scanned and indexed millions of document pages into a document management system and integrates that content with GIS parcel layers and an asset-management application (CityWorks). He described the county’s in-house imaging center, the disaster recovery work after a 2011 flood in county records, and a backfile conversion that he said resulted in about 10 million document pages now accessible through the parcel document viewer. A tutorial video played for the board showing how to search parcels by block and lot, draw a map rectangle to select parcels, and retrieve documents such as well and septic records, site plans and municipal tax information.
Fried said the county maintains roughly 72,000 parcel records in its GIS, runs a monthly reconciliation between assessor/tax-map changes and GIS layers, and indexes deeds and other documents to keep records current; he encouraged municipal board members and constituents to use the online system and said the county’s digital repository has been validated for long-term migration by state archivists.
Board members asked questions about integration with Highlands mapping and about retention of original paper site plans; Fried said scanned documents in the approved system do not require retention of the paper originals but that certain site plans sent for county approval are kept in a subset of original records.
Ending: Fried offered to provide training materials and a longer tutorial video to board members and suggested municipal staff coordinate further on data-sharing and indexing practices.
