Land & Property

Process management, cashiering, and public access for vital land and property records.

Process Management

Designed for government offices, we allow the holder of land and vital records to automate the processes required to record documents and serve the public. Our local government partners operate in a more efficient and cost-effective manner, better utilizing resources and serving their constituents.

Some highlights include:

  • Configurable workflows for each process
  • Suite of automated services & processes
  • Reporting & audit trails

The Kofile system provides a flexible and configurable approach to meet the unique needs of each of our clients.

Cashiering

Our solution includes a robust, user-friendly cashiering module that tracks all monies taken and dispersed. The system allows the government office to accept and process multiple payment types, including cash and check transactions, pre-paid escrow accounts, debit accounts, ACH electronic payments, and credit card fund processing. The system provides customer account statements, the ability to invoice customers, allows counties to correct errors, and monitors all activity through detailed audit trails. Each transaction can be tracked by user and by workstation to allow detailed reporting.

Features include:

  • Running receipt pane to display charges as a transaction is being created
  • Audit trail to enable easy research transactions
  • Flexible cash-out & reporting

The system provides transparency to the office’s fiscal process. Our intuitive interface makes it easy to reconcile and report to other departments.

Scanning

The automated processes used during Kofile’s capture process are customizable and allow for each individual to set their preferences. This can automate routines like cropping, de-skewing, de-speckling, etc. Some documents, such as back file scanning of older books, may require these functions.

Features include:

  • Automated image enhancement tools
  • Single and/or batch scanning modes
  • Sectional image enhancement

We employ turn-on and turn-off enhancement tools and simple image replacement processes to ensure our solution follows industry and office standards.

eRecording

Our eRecording offering has been designed so that it is integral to the system and does not require third parties. Documents submitted via eRecording are handled the same way as if they were submitted in person or by mail. The only change is an office process has been simplified by eliminating all or most of the indexing requirements and scanning needs.

Features include:

  • Integration to all major submitter partners
  • Enhanced security
  • Streamlined workflow

Our eRecording solution is also seamless for the county. The office will have an additional method of receiving documents and can reduce the handling of paper within the office.

Automated Indexing

Utilizing intelligent character recognition (ICR) and optical character recognition (OCR) technologies, Kofile streamlines the data entry and verification process with advanced indexing capabilities. This proprietary capability automatically identifies predetermined information within documents, such as parties to a contract, dates, legal descriptions, addresses, dollar amounts, and other important information from unstructured documents.

OCR and ICR expedite indexing and improve accuracy through the following:

  • Automatic validation by comparing the data entered into the system with what we extract from the document. Indexers can quickly identify areas that require attention
  • Automatic identification by looking up fields in the document to allow ‘drag & drop’ of suggested text

Automated indexing with Kofile greatly speeds indexing time, lowering costs, and accelerating recording time.

Records Archival

We can help our government partners secure the future by providing state-of-the-art backup and file protection services to keep public records protected from catastrophic loss. In addition, we are experienced in helping recording offices proactively develop a strategy for preserving, protecting, and recovering records in post-emergency situations.

Features include:

  • Redundant off-site, distributed and clustered servers
  • Disaster preparedness and recovery
  • Multiple levels of replication ensuring data is automatically stored in multiple locations and on different media
  • Records accessible 24/7

Kofile strives to provide services that protect the publics most important documents.

Public Access

Our system was designed with input from public users and title searchers from across the country. This feedback was critical to ensure the interfaces used to access indexes, perform searches, view images, and print documents are intuitive and easy to use. This proven interface is available for citizens from public workstations in the county office.

Our solution provides counties with the following:

  • Secure website allowing users to search, view and print from home, office, or public workstations
  • Option to charge for access (subscription fee) to the website with complete financial reporting and history
  • Simple search and advanced search functionality to improve experience for various levels of users

In addition, the Public Access site is mobile-ready, allowing users to access documents from a variety of mobile devices.

Fraud Alert

Property fraud has become an increasingly common concern in the United States. According to the FBI, it is the fastest growing white-collar crime. Property fraud has the potential to be devastating, especially when a portion of the required information to commit the crime is on public record.

FraudSleuth aids in the detection of possible fraudulent activity regarding documents filed in offices where land records are maintained. The client office can take steps to protect your constituents’ rights to their homes with FraudSleuth’s easy-to-use features. Local governments can prevent the loss of time and money associated with correcting mortgage and deed fraud by directing the public to search their own name and property for documents recorded on public record, or signing up for email alerts to be notified when a document is recorded on their name and/or property.

Reporting

Our software solution is packaged with a robust reporting module allowing for various types of reports to suit any client’s needs. The system is able to generate any type of customized financial, administrative, or performance report to either provide a quick summary or detailed listing. Reports can be generated on demand or scheduled to run and automatically distributed to stakeholders.

Reports can be tailored to address specific reporting needs. This includes additional detail within a report, different ways to visualize reporting data, or new reports to address county specific needs.