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BROWNtech's Document Management & Imaging
System is designed to address the needs of Registries of Deeds, County Clerk
Offices, and office environments responsible for receiving and indexing Land
records, Court/Judgements, UCCs, Vital records, Passports, Licenses,
Notaries, etc. The systems include all the functions needed to receive &
cashier documents, assign relevant numbers, imprint these on the document or
use bar codes, index, proof, scan, view, and fax them. Reports generated by
the system are designed to increase the productivity of your staff and
provide accurate, concise information to the public. It includes Internet and
dial-in access, complete with billing and receivables. Whether you are
looking to improve your productivity, data availability, data integrity,
hardware reliability or simply to reduce your cost of doing business, BROWNtech has the solution.
Extremely high hit rate due to our “intelligent ” database, punctuation
inconsistencies are eliminated (ABC, A.B.C., or A B C ) all combinations are
found regardless of how they were indexed. Search by name, book-page,
document #, property address, certification #, and more. Optional
“wildcards ” (‘?’ and ‘*’) can be
substituted for unknown character(s), for example “Johns?n” or
PC Network WIN
Our most common configuration includes an IBM database and application server
running BROWNtech’s application which is connected to, and communicating
with, a PC WinNT/2000 network running office applications such as MSWord,
Excel, email, etc.
Imaging and Faxing -
The imaging module is tightly integrated with all system operations; it is
not a stand-alone system. Document images can be accessed for viewing,
printing and faxing. View images side-by-side with index details. Print books
and generate microfilm from scanned documents. Users can request faxes of
documents and/or index listings any time of day or night from within the
public inquiry programs. The system allows the user to indicate which pages
they want, then automatically retrieves their fax number and sends the fax.
User Friendly -
Users can customize the system to meet the specific needs of each department.
The staff can add/change document codes, fee rates, town codes, customer
profiles, book codes, etc. “Variable prompts” improve data entry
and public search accuracy by allowing the staff to assign descriptions to
fields that can change according to document type.
Generate revenues by automatically tracking & billing remote users such
as title examiners, attorneys and realtors. The system permits restricted
access to registered users, but only after passing rigid security and credit
checks. Access is provided through standard communications software or
through the Internet via a web browser. Users can
view, print and/or fax images and research listings. An integrated accounts
receivable system captures all billing and generates invoices.
Data Integrity and
Audit Controls -
A Grantor / Grantee spell check function minimizes spelling errors. Automatic
retrieval of Defendant & Plaintiff names. An audit trail tracks all
changes made to critical data items for a document. Each audit record shows
the initial value entered, what change was made, the date, time and person
who made the change. Extensive copy and dupe key options help to reduce data
entry errors and improve productivity.
Document Recording -
The system can automatically assign and imprint each document with
information such as the book, page, reference number, instrument number,
recording date and time. This reduces errors and eliminates the need to
manually hand stamp the documents. It also eliminates the need for Registry
staff to key this information thus making your staff more productive. Bar
codes and cover sheets can also be used as an alternative to imprinting each
A Gartner Group study (Data: InformationWeek, May 18, 1998) showed the AS/400
server as experiencing an average outage of only 5.24 hours per year. This
compared to 89.98 hours for Windows NT systems in the same study.
AS/400 models range from the entry level systems, designed for small
recording offices filing less than 10,000 documents per year, to large
corporate systems with the processing power to handle millions of documents
Connectivity and OPEN
The IBM AS/400 offers a wide range of platform portability. The AS/400 also
complies with industry standards such as SQL for databases, TCP/IP for open
network and Internet connectivity, and standard TIFF image formats for easy
optical conversions. Any Windows supported device, such as printers,
scanners, modems, image capable workstations and fax systems are supported by
AS/400 security is built to meet rigid Department of Defense standards (C-2).
If your plans include e-commerce and/or Internet access to your records, the
AS/400 has the security features to meet your needs.