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30 Guide for Implementing a Geospatially Enabled Enterprise-wide Information Management System
Taxing and Other Agencies
You can consider partnering with your state's taxing agencies or other jurisdictional entities
if they have a geospatial parcel layer. This option can be challenging for several reasons including
the number of agencies involved, difficulty in identifying who has geospatial layers, and the need
to work out mutually acceptable agreements.
Point Locations
If you have access to a comprehensive list of properties that include a set of coordinates or other
readily geo-locatable information representing their locations, you can use this to create a point layer
within your GIS and then use the points in place of boundaries for many geospatial activities.
Your Own Parcel Layer
It is usually impractical for a state transportation agency to create and maintain a statewide
parcel layer. Although less than ideal, you can work with your engineering and mapping group
to extract parcels from the right-of-way maps for new projects and add those parcels to a parcel
layer that you have created as part of your system on a project-by-project basis. Applications exist
that can convert CADD drawings to GIS or, in some cases, interact directly between the two sys-
tems. You will need to add the associated information about owner and other attributes that you
specify in the design. Using this method limits the dataset to only those parcels that are part of a
transportation project; so again, your functionality will be limited. This approach may not meet
the standards set by the Federal Geospatial Data Committee for a cadastral layer of the National
Spatial Data Infrastructure, so it should be used with care for other purposes.
Document Management
Document management should not be confused with reporting. A document management
system is a computer system used to track and store electronic documents and/or images of
hardcopy documents. Reporting systems are used to generate readable reports from various data
sources. In many cases, these reports will be stored in the document management system, but
these two systems are distinct.
Most right-of-way activities include a multitude of documents to meet legal, auditing, or
business needs and requirements. These documents may come from other agencies or offices,
such as titles, tax records, or right-of-way design drawings, or they may be generated by business
activities in the right-of-way office, such as a certificate of appraisal or a written offer to an owner.
As with databases, many transportation agencies have implemented an enterprise document
management system which should be leveraged. If such a system is not available, including a
system in the design is worth consideration given the benefits of near-instant desktop access by
any approved stakeholder; the ability to search for documents using key words, names, dates, or
other attributes beyond project and parcel numbers; reducing the possibility of misfiling or not
re-filing a document; freeing up physical storage space; and, with appropriate backup procedures,
eliminating the possibility of loss due to fire or flood, etc.
Remember that the document management system contains only those documents that have
been entered into it. Your agency may or may not have invested in adding historical documents
(documents from before the implementation) to the system. Any documents prior to that time
will still be in hardcopy and you will want a way to reference their location if those documents
are necessary to your business.
