Integrating Easements withthe Design System

June 13, 2012

John McMurrayManager of Engineering ServicesSumter Electric Cooperative, Inc.

SECO Overview

2,000+ sq. miles

7 counties

178,000 members

15,000 easements

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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?