Goals

To comply with AB 1168 requiring California Clerk-Recorders to redact sensitive information from all public documents filed from 1980 to the present, effective January 2009.

To implement auto-indexing software with strong ROI that integrates easily with the County’s existiing records management software.

Solution

ID Shield Automated Redaction Software
FLEX Index Automated Data Capture Software

Challenge

In 2007, with 43,892 identity theft complaints, California ranked second only to Arizona in complaints per 100,000 residents. When California passed legislation requiring Clerk-Recorders to redact sensitive information from all recorded documents filed from 1980 to the present, effective January 2009, Santa Barbara began evaluating redaction vendors. They quickly decided that implementing redaction software provided an excelllent opportunity to pursue greater efficiencies by implementing a data capture solution at the same time. Their selection criteria included software that provided an excellent capture rate and integrated easily with the county’s existing recording system (Recorder Information and Image Management System - RiiMS™) to minimize staff disruption and training. After an extensive evaluation process, Santa Barbara selected ID Shield and FLEX Index. DFM Associates, the county’s existing recording system’s provider, partnered with Extract Systems to ensure the implementation went smoothly. Within 60 days of signing the contract, Santa Barbara County Clerk-Recorder’s Office successfully implemented ID Shield and FLEX Index.

Outcome

Santa Barbara County provided a comprehensive sample set along with thorough documentation detailing their unique document types and indexing standards. After the project was underway, the county was very involved. Their goal was to present a seamless implementation to the residents of Santa Barbara County. After a month of rigorous testing, ID Shield and FLEX Index were installed in January 2009. The County records approximately 450,000 pages annually and is redacting a backfile of approximately ten million image pages. Santa Barbara is one of 15 California counties using ID Shield. Five California counties use FLEX Index.

Customer Profile

 “Extract Systems responded to our need for a fast, smooth installation to bring Santa Barbara County into compliance with AB 1168 redaction legislation. Implementing the FLEX Index software resulted in a 66% capture rate and a projected average savings of 450 hours per year in staff time. After one week of reviewing ID Shield results, the software was able to identify all of the SSNs in a queue for validation whereas our manual review process was resulting in a 94.5% accuracy rate.”
- Melinda Greene
Project Manager