Over the last 12 years, Rickhoff has engaged in a consistent process of improvement to his office. These enhancements have translated to improved services and a structured distribution of information. When he took office, for example, Rickhoff recognized that his existing system was not flexible enough to manage increased filing requirements and it could not manage changes in work flow. In 2001, he installed a new recordation system from San Antonio-based Landata Technologies Inc. that offered flexibility supporting new concepts and functionality.
Recognizing the value of the Internet and its role in government, Rickhoff upgraded to a newer recordation system in 2004. The Landata e-STAR system supports electronic recording and tight integration with Internet-based systems and is based on state-of-the-art hardware and software technology. Rickhoff wanted his constituents to be able to access all land records via the Internet -- for free. Today, Bexar County residents access more than 250,000 documents per month.
"You can research Bexar County land records from the convenience of your office or home," said Rickhoff. "This is a great savings for our constituents.
"In addition, we find that a large percentage of users come from out-of-state, so giving them online access to records means we do not have personnel tied up on those inquiries," he added. "Overall, Bexar County has reduced support costs to manage land document research by 50 percent."
In October 2003, Rickhoff used the Landata e-STAR system to file the first electronically recorded document in the state of Texas. After production testing, Bexar County went live and today processes about 70 percent of all title company submissions or about 40 percent of all filed documents electronically.
"Savings are derived from decreased costs for return-mail postage, document scanning, cashiering functions, document imprinting, no more delivery receipts and managing incoming checks," said Rickhoff. "The use of ACH transfers provides guaranteed same-day funding for filing fees, as well.
"In addition, e-recording allows title companies to receive their documents back the same day and they can generate insurance polices more efficiently, reduce costs and improve their customers' closing experience," he added.
"We have not had a fraudulent e-recorded document and the issues for potential fraud are more prevalent in paper submissions," said Rickhoff. Bexar County e-files with reputable title companies, and e-recording utilizes the state of the art in Internet security and encryption.
Over the next three years, Rickhoff estimates Bexar County will save more than $500,000 in administration expenses -- and improve the distribution of information as well.
Rickhoff constantly challenges his in-house IT staff to work with outside vendors to utilize technology that will enhance the flow of information. Recently, in support of the Open Records Act, he pioneered a high-speed image/database distribution system to provide all land records in digital format and provide daily updates through an automated system. The Landata system will handle more than one terabyte of data -- approximately 20 million pages of information, according to the company.
