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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.