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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
2
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?