In Brief: Background

In the County of San Diego, CA, Maps, plans, and records related to land information could only be obtained by going to the counties survey records office. The county wanted to provide a solution that could deliver land information online and allow users to purchase the data via an e-commerce capability.

Solution

The county selected PTFS’ and our Knowvation GS application to meet the needs of San Diego County’s customers for simplified discovery, review and online ordering of content from the Survey Record System (SRS). The system can be searched geographically using an online map, or by metadata such as address, intersection, record number, etc.

Map Data is provided by the San Diego County Esri server that provides lot/parcel data and county maps. Knowvation GS was configured to consume the map services provided by this server. PTFS implemented an Online Payment System service by integrating Knowvation’s shopping cart with PayPal. Esri desktop software is used to convert incoming survey TIFF files into GeoTIFFs that are loaded into Knowvation GS.

Initially it was request that PTFS utilize (MS Azure) to the server, storage, and networking required to host the SRS Knowvation GS instance. PTFS is migrating the system form Azure to Amazon Web Services. PTFS interfaces with cloud based resources to allocate the necessary resources to provide a secure, high performance, fail-safe solution.

Benefits

• The GeoTIFFs and other San Diego County land information are discoverable over the internet via a geospatial map search, metadata or text searches and can be overlaid on a base map in the users interface.
• The information can be discovered purchased online immediately 24×7 at the convenience of the user.
• In the land record office kiosk(s)using Knowvation are now available to provide walk-in customers with the ability to discover and print large and regular format surveys and other land information.

Deeper Insights: Knowvation’s Digital Storefront Functionality

Capabilities of the San Diego County Survey Records System (SRS) Though Knowvation’s Digital Storefront Functionality

Executive Summary 

The San Diego County Survey Records System (SRS), accessible at srs.sandiegocounty.gov is a sophisticated web-based platform powered by PTFS’s Knowvation software, designed to provide efficient access to survey records, plans, and geospatial data. A key feature of the San Diego system is its fee-based digital storefront, which enables users to purchase and download land records, including maps, plans, and media, through an integrated e-commerce system. This whitepaper explores the San Diego County Survey Records System core capabilities, with a detailed examination of the storefront’s functionality, its integration with Knowvation, and its role in modernizing land records access for San Diego County’s diverse user base, including surveyors, engineers, and the public.

Introduction 

The San Diego County Survey Records System (SRS) revolutionizes access to survey-related documents by replacing an outdated, in-person-only system with a modern, cloud-hosted platform powered by PTFS’s Knowvation Digital Storefront application. The SRS provides a centralized digital archive for survey records, integrating advanced search capabilities, geospatial indexing, and a secure fee-based storefront for document purchases. This whitepaper details the system’s capabilities, with a particular focus on the storefront’s role in enabling 24/7 access to land records, its e-commerce integration, and its impact on operational efficiency and user experience.

Key Capabilities of the San Diego County Survey Records System 

1.  Comprehensive Document Repository   

The SRS serves as a centralized archive for critical land records, including: 

Survey Plans and Maps: Detailed records of property boundaries, subdivisions, and infrastructure improvements. 

Easements and Legal Documents: Information on property easements, vital for real estate and development planning. 

GeoTIFFs and Geospatial Data: Georeferenced survey documents that integrate with geographic information systems (GIS) for precise spatial analysis. 

Historical and Current Records: A comprehensive collection spanning recent filings and historical archives, supporting both current and retrospective research.

This repository supports a wide range of users, from professional surveyors to public users researching property details.

2.  Advanced Search and Retrieval   

Knowvation’s intelligent search capabilities power the SRS’s robust discovery tools: 

Contextual Search: Users can search by metadata such as document number, address, intersection, or 10-digit Assessor Parcel Number (APN, available only at in-person kiosks due to Assembly Bill 1785). 

 Geospatial Search: Integration with ArcGIS and Knowvation GS allows users to search records by drawing polygons or boxes on a map interface, leveraging San Diego County’s Esri server for lot/parcel data and county maps. 

Full-Text Search: The system scours document content and metadata, enabling precise retrieval of relevant records.   See More: Esri Land Surveys

These features ensure users can quickly locate records, whether through text-based or geospatial queries.

3.  Secure Digital Storefront for Fee-Based Document Access   

The SRS’s fee-based storefront, powered by Knowvation’s e-commerce capabilities, is a cornerstone of its accessibility and operational model: 

Online Payment Integration: The storefront integrates with PayPal, allowing users to purchase records securely via an online shopping cart. This enables 24/7 access to documents, eliminating the need for in-person visits to the County Survey Records Office. 

Fee Structure: Downloads incur a small fee to cover administrative costs, such as $2 for the first page of a property record and $0.05 for each additional page, aligning with broader County pricing for public records.  Go to the Assessor’s office

Watermark-Free Downloads: While records can be viewed for free, downloading watermark-free documents requires payment through the storefront, ensuring controlled access and compliance with County policies. 

In-Person Kiosk Support: For users requiring APN searches (restricted online due to Assembly Bill 1785) or large-format prints, the storefront extends to in-person kiosks at the County Operations Center, where Knowvation enables discovery and printing of regular and large-format surveys.  Learn More 

Secure Transactions: Knowvation’s secure architecture ensures that sensitive land data, including GeoTIFFs and survey plans, is protected during purchase and download.   

The Knowvation storefront’s e-commerce capabilities streamline access to records, making them available immediately to users worldwide while generating revenue to support system maintenance.

4. Integration with County Services and GIS   

The Knowvation -SRS system integrates seamlessly with other San Diego County services and technologies: 

ArcGIS Integration: The system leverages ArcGIS Desktop and Server to georeferenced survey data, converting TIFF files into GeoTIFFs for geospatial searches. This integration links survey records to map coordinates, enhancing usability. 

County Esri Server: The SRS consumes map services from San Diego County’s Esri server, providing lot/parcel data and base maps for geospatial searches. 

Cross-Referencing with Official Records: The SRS connects with the San Diego Assessor/Recorder/County Clerk’s portal, allowing users to cross-reference survey data with property ownership records. 

Support for County Operations: The system aids departments like Public Works and the County Surveyor in managing land development, flood control, and infrastructure projects.

This integration ensures the SRS Digital storefront is a vital component of the County’s land use ecosystem.

5.  Support for Diverse Use Cases   

The SRS caters to a broad audience: 

Professional Users: Surveyors, engineers, and developers use the system for boundary disputes, easement verification, and project planning. 

Public Users: Residents can access records for property research, such as verifying lot boundaries or easements. 

Government Operations: County departments rely on the SRS for topographic maps, floodplain data, and infrastructure planning documents. 

The storefront’s flexibility ensures it meets the needs of both technical and non-technical users.

  6.  Real-Time Data Access and Cloud Hosting   

The SRS provides near real-time access to recently filed records, hosted in a secure cloud environment. This ensures users can access the latest data without delays, critical for time-sensitive applications like real estate transactions.

Deep Dive: The Storefront’s Fee-Based Functionality 

The SRS’s storefront, powered by Knowvation’s e-commerce capabilities, represents a significant advancement in public records access. Below is a detailed analysis of its functionality, implementation, and impact, drawing from PTFS’s description and related sources.

Implementation of the Storefront  

E-Commerce Integration: PTFS implemented the storefront by integrating Knowvation’s shopping cart with PayPal, enabling secure online payments. This allows users to purchase GeoTIFFs, survey plans, and other land records instantly, 24/7, from any location. 

Cloud-Based Delivery: The storefront operates within a secure cloud environment, ensuring scalability and reliability. This was a key goal for San Diego County, which sought to move away from in-person-only access to a fully online solution. 

Geospatial and Metadata-Driven Access: The storefront supports purchases based on searches conducted via geospatial map interfaces (e.g., drawing a polygon on a basemap) or metadata queries (e.g., document number, address). This dual functionality ensures users can locate and purchase precise records efficiently. 

In-Person Kiosk Extension: For users requiring physical access, the storefront extends to kiosks at the County Operations Center, where Knowvation enables discovery and printing of large-format surveys. This hybrid model ensures accessibility for all users, including those needing APN searches restricted by Assembly Bill 1785. 

Operational Mechanics   

User Workflow: Users search for records using the SRS’s intuitive graphical user interface (GUI), to the digital storefront, which integrates ArcGIS for map-based searches and Knowvation for full-text and metadata searches. Once a record is located, users add it to the shopping cart, complete payment via PayPal, and download watermark-free files.   

Fee Structure Details: The digital storefront aligns with County pricing standards, charging $2 for the first page of a record and $0.05 per additional page, consistent with fees for other County records like assessor maps. These fees help cover administrative costs and system maintenance.   

Security Measures: Knowvation’s secure architecture ensures that transactions and downloaded files purchased from the digital storefront are protected, with robust encryption and compliance with public records regulations. 

Large-Format Printing: At in-person kiosks, the digital storefront supports printing of large-format surveys, catering to professionals requiring physical copies for fieldwork or legal purposes. 

Impact of the Storefront   

Accessibility: The Knowvation storefront eliminates the need for in-person visits, making records available globally and at any time. This is particularly beneficial for professionals working across time zones or in remote locations.   

Revenue Generation: Fees collected through the digital storefront support the County’s administrative costs, ensuring the SRS remains sustainable without burdening taxpayers. 

Efficiency Gains: By automating document discovery and purchase, the digital storefront reduces the workload on County staff, who previously handled in-person requests manually.   

User Satisfaction: The intuitive GUI and seamless payment process have received positive feedback, with expectations of expanded use as users become familiar with the system. 

Compliance with Legislation: The digital storefront adapts to legislative changes, such as the removal of online APN searches under Assembly Bill 1785, by redirecting sensitive queries to in-person kiosks, ensuring compliance while maintaining accessibility. 

Comparison to Traditional Systems   

Before the SRS and its storefront, San Diego County’s survey records were accessible only through in-person visits to the County Survey Records Office, a slow and resource-intensive process. The storefront, powered by Knowvation, modernizes this workflow by: 

• Replacing manual searches with automated, geospatial, and full-text search capabilities. 
• Enabling instant online purchases, reducing wait times from days to minutes. 
• Supporting both digital downloads and physical prints, catering to diverse user needs.   

This transformation aligns with broader trends in enterprise document management, where intelligent search and e-commerce solutions enhance public access to records.

Technical Foundation: PTFS Knowvation  DS / GS

Knowvation, particularly its Digital Storefront and Geospatial (GS) modules, are the backbone of the SRS and its storefront: 

Intelligent Document Management: Knowvation uses AI-driven tools to categorize documents, extract metadata, and enable full-text search, ensuring accurate record retrieval. 

Geospatial Capabilities: The GS module integrates with ArcGIS to georeferenced records, linking them to map coordinates and enabling geospatial searches.   

E-Commerce Framework: Knowvation’s shopping cart and PayPal integration provide a secure, scalable platform for the storefront, supporting high transaction volumes. 

Cloud Hosting: The system’s cloud-based architecture ensures reliability, scalability, and 24/7 availability, critical for the storefront’s global accessibility. 

Security and Compliance: Knowvation adheres to strict security standards, protecting sensitive land data and ensuring compliance with public records laws.   

These features make Knowvation an ideal platform for the SRS, enabling both its core functionality and its advanced storefront capabilities.

Benefits and Impact 

The SRS, with its integrated storefront, delivers significant benefits: 

Enhanced Accessibility: The storefront enables 24/7 global access to records, reducing barriers for users.

Operational Efficiency: Automation of searches and purchases reduces staff workload and speeds up record delivery.

Cost Recovery: Fees collected through the storefront support system maintenance, ensuring long-term sustainability.

User Empowerment: The intuitive GUI and geospatial tools empower users to conduct complex searches without specialized training.

Support for Decision-Making: The storefront provides instant access to critical data, aiding real estate transactions, land development, and infrastructure planning.

Challenges and Considerations 

While the SRS and its storefront are transformative, users should note: 

Fee-Based Access: The requirement to pay for watermark-free downloads may deter some users, though fees are modest and align with County standards.

Legislative Restrictions: Assembly Bill 1785 limits online APN searches, requiring in-person kiosk access for certain queries, which may inconvenience remote users.

Technical Expertise: Complex survey records may require professional knowledge to interpret, though the storefront’s intuitive design minimizes barriers for non-experts. 

Learning Curve: New users may need time to familiarize themselves with the geospatial and metadata search tools, though positive feedback suggests the system is user-friendly. 

The County mitigates these challenges through support channels, including the SRS Coordinator and in-person services at the County Operations Center.

Conclusion 

The San Diego County Survey Records System, powered by PTFS’s Knowvation’s Digital Storefront, represents a paradigm shift in land records management. Its fee-based storefront, integrated with PayPal and supported by cloud-hosted, geospatial, and full-text search capabilities, ensures secure, 24/7 access to survey records for professionals and the public alike. By replacing an antiquated in-person system with a modern e-commerce solution, the SRS enhances efficiency, transparency, and user satisfaction while complying with legislative requirements. The storefront’s seamless integration with ArcGIS and Knowvation’s robust architecture positions the SRS as a model for other jurisdictions seeking to modernize public records access. For further assistance, users can contact the SRS Coordinator via this link or visit the County Operations Center.

References   

– San Diego Lands Record Management System, https://ptfs.com/2024/05/20/san-diego-lands-record-management-system/   

– San Diego County Survey Records System, https://srs.sandiegocounty.gov/ 

– San Diego County Public Records, https://arcc-acclaim.sdcounty.ca.gov/   

– Esri ArcNews: Land Survey Searches Made Simple, https://www.esri.com/about/newsroom/arcnews/land-survey-searches-made-simple

– San Diego County Assessor/Recorder/County Clerk, https://www.sdarcc.gov/content/arcc/home/divisions/assessor/property-records.html