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County approves migration of property records and PropNexus data‑verification contract
Summary
Columbia County authorized migration of property-records hosting and a PropNexus tablet-based data verification contract intended to modernize public access and speed field assessment work; staff said the contract includes a discounted bundle and a trial period.
Columbia County authorized a two-part upgrade to its real property systems, approving a migration from ImageMate to a Star Pros/Beacon-hosted property records platform and a contract with GAR Associates for PropNexus field data verification software and support.
Real property staff said the new hosting and services are budgeted and will better support public access, user security and future add-ons. The staff presentation explained that the county shares logins with the Board of Realtors and that the new platform would authenticate users by email addresses rather than simple usernames.
On PropNexus, staff described a tablet-based workflow that preloads property record cards for offline field verification, automatically resizes and attaches photos, and syncs collected data when staff return to county Wi‑Fi. The contract was described as including a discounted bundle price and a 30–60 day trial; staff said the county would be locked in at the negotiated price for three years before renegotiation.
Supervisors asked practical questions about refusal rates, marked vehicles and name badges for field teams; staff said residents can refuse entry, refusals are logged and follow-up letters are sent, and vehicles and badges are clearly marked as “Columbia County real property.” A motion to authorize both pieces was moved, seconded and approved by the committee.
Staff identified implementation tasks including migration of assessment-roll and shape-file data and potential quarterly shape-file updates tied to the county’s existing Esri license. The county also said it is actively recruiting a data-collection staffer to expand field capacity.
