Integrating Easements with the Design System June 13, 2012 John McMurray Manager of Engineering...

Integrating Easements withthe Design System

June 13, 2012

John McMurray

Manager of Engineering Services

Sumter Electric Cooperative, Inc.

SECO Overview

2,000+ sq. miles

7 counties

178,000 members

15,000 easements

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15,000+ in boxes & cabinets

• 4,000 from 1938 - 1945 in boxes not recorded• Remainder organized by S-T-R in cabinets

Stored at HQ – time consuming for employees at remote locations to research

2005 Easement Storage Situation

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SECO easement map books (by county) in poor condition• Ripped covers & torn sheets• Dating from the 1940’s• Illegible handwriting

No duplicate or backup documents

Easement Issues

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SECO’s oldest easements• faded & difficult to read• torn pages• no duplicate or backup

1937 easement

Easement Issues (cont.)

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Easement Issues (cont.)

Not available to all required personnel

Some easements misfiled

Research efforts were painstakingly time-consuming

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Easement Integration Steps

1. Scan all easements

2. Index easement fields in Laserfiche

3. Send RFP to hyperlink easements in GIS

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1. Scanning Easements

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High school student scanned all easements

2. Indexing in Laserfiche

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Index & search up to 30 fields

Established enterprise storage solution - Laserfiche• Easements• Work orders• Accounting• Much more

3. RFP for Easement Linkage to GIS

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Request for Proposal

Access to all employees who require it

Digital archiving Quicker access for employees Visual overlay in GIS Multi-field searchable database Improved member response

Easement Integration

Merged land data from each county into GIS

Normalized the data to fit our GIS formats

Infotech programmers (India) • created easement polygons in GIS • linked easements to polygons.

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Easement Status

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Easement Polygons

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Easement Hyperlink in GIS

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Construction Work Plan (CWP) Extract

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RECONDUCTOR ROUTE

Construction Work Plan Extract

Extract of parcel owners along reconductor route • retrieved in 2 hours• previously took 2 to 3 days using county records

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Easement Acquisition Process

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Redefined with process improvements

All easements scanned, stored in Laserfiche & linked to GIS Easement records are accessible at remote locations Created spin-off application for retrieving parcel owners Redefined easement acquisition process Significantly reduced time to research easements Improved member response

Easement Summary

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Easement Integration

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Questions?