Success Stories

"Extract Systems responded to our need for a fast, smooth installation to bring Santa Barbara County into compliance with AB 1168 redaction legislation. Implementing the FLEX Index software resulted in a 66% capture rate and a projected average savings of 450 hours per year in staff time. After one week of reviewing ID Shield results, the software was able to identify 100% of the SSNs in a queue for validation whereas our manual review process was resulting in a 94.5% accuracy rate."

Melinda Greene

Project Manager

Santa Barbara County, California Office of the Clerk-Recorder

Success Stories

Linn County, Iowa – How a Proactive County Recorder Successfully Navigated the 2008 Flood

Cott Systems, an Extract Systems technology partner, has provided Linn County with document management services for over 30 years. When the flood jeopardized the operations of the Linn County Recorder's office, Cott's E-backup System ensured that mission critical data and records were securely stored electronically in a secure offsite location. Linn County's purchasing department acted quickly to secure temporary office space in a mall about a week and a half after the flooding. Cott's Web Hosting service enabled Linn County to maintain an internet presence while their offices were still under water. "Surprisingly, I was one of the first county offices to be back up and running after the flood. We had our disaster recovery plan in place for less than a year and it was a good insurance policy," Joan explained.

Montgomery County, Ohio Courts Install ID Shield Automated Redaction

Ohio residents filed 7, 178 identity theft complaints in 2007. In May 2008, Ohio Governor Ted Strickland responded to this alarming trend by signing into law legislation mandating all county agencies to redact private information from public records by September 2008. Prior to the mandate, Montgomery County Clerk of Court Gregory Brush recognized the threat posed to the county’s 542,250 citizens and issued an RFP for automated redaction in November 2007. Extract Systems was selected because of ID Shield’s ability to accurately locate sensitive information in a wide array of records. Other factors cited in selecting Extract were the successful redaction solution Extract Systems delivered for the Ohio Secretary of State, and ID Shield’s easy integration with Montgomery County’s existing document management systems.

Secretary of the Commonwealth of Massachusetts Balances Public Records Access and Fraud Protection with ID Shield Automated Redaction Software

Secretary of the Commonwealth Galvin faced the challenge of protecting access to publicly filed documents while still protecting the individuals identified in those documents from identity theft. The office of the Secretary of the Commonwealth maintains hundreds of thousands of commercial loan records (UCC filings) that include details of purchases ranging from furniture to farm machinery. Between 2001 and 2005 Social Security numbers were sometimes used to identify borrowers. An average of 85,000 filings per year were recorded and more than 5,000 contained Social Security numbers. By law, documents pertaining to loan origination are considered public records and are accessible via the Internet. The office of the Massachusetts Secretary of the Commonwealth needed a way to quickly cull through hundreds of thousands of documents, find those with Social Security numbers and remove or redact the SSNs.

California Secretary of State Sets the Redaction Bar High – ID Shield Surpasses RFQ Requirements

Kindred created an accelerated implementation plan utilizing existing and temporary employees for the verification process. Extract Systems provided rigorous ID Shield Automated Redaction Software training for verification employees to ensure that accuracy rates and the timeline would be met. As ID Shield redacted documents, the processed images were split into different queues based on the number of redactions and the number of pages in each image. Based on the complexity of the document, each queue was routed to the computer of a particular verifier, specifically trained to work with documents of that type.

ID Shield for Laserfiche: York / Poquoson Clerk of Circuit Court

A Laserfiche document management system client, York County needed to find a redaction solution that could be tightly integrated with Laserfiche. York County uses Laserfiche WebLink™, a web-based document distribution tool that provides secure document accessibility. They sought a solution that would leverage the functionality of this tool by maintaining only one copy of the record with secure redaction zones protecting sensitive information in publicly facing records. York County needed to redact a variety of record types, including financing statements, wills, judgments and land records.

Lee County Property Appraiser Streamlines Mapping with IcoMap

IcoMap’s advanced optical character recognition technology (OCR) is optimized to accurately identify mathematical content. IcoMap automatically highlights bearing and distance information from scanned images of legal descriptions. Users simply click on the highlighted calls to create vector line work in ArcMap. This "pointnclick COGO" feature saves time without sacrificing accuracy and was exactly what the Lee County Property Appraiser’s Office was looking for. The Property Appraiser’s Office has reaped significant efficiency benefits. Implementing IcoMap requires very little maintenance or other intervention from the IT staff. Immediately following a two-day onsite training course, most mapping staff were already mapping faster than they were before and speed continued to increase as users became more accustomed to using IcoMap.

Santa Barbara County Clerk-Recorder Implements ID Shield Automated Redaction and FLEX Index for Data Capture

Santa Barbara County provided a comprehensive sample set along with thorough documentation detailing their unique document types and indexing standards. After the project was underway, the county was very involved. Their goal was to present a seamless implementation to the residents of Santa Barbara County. After a month of rigorous testing, ID Shield and FLEX Index were installed in January 2009. The County records approximately 450,000 pages annually and is redacting a backfile of approximately ten million image pages. Santa Barbara is one of 15 California counties using ID Shield. Five California counties use FLEX Index.

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