>County computers might need new upgrade

CLERK-RECORDER: Fixing 3-year-old bug-riddled software could cost $1.2 million more.

By Charles Levin, Staff writer
April 6, 2002

Nearly three years ago, county supervisors spent $1.3 million for computer hardware and software that would scan real estate deeds and marriage licenses at the Clerk-Recorder's Office.

The purchase was supposed to eliminate paper, transfer documents as data, and make it easier for the public to access information.

But it didn't quite work out as planned. The software was riddled with bugs. It wasn't user friendly; it lost data; and the manufacturer was unwilling to offer system support.

On Tuesday, Ventura County supervisors will consider spending $1.2 million to upgrade the system again. Most of the money, $740,800, would pay for new software. The balance would pay for some minor hardware upgrades and guaranteed support from AmCad, the manufacturer.

Assistant Clerk-Recorder Phil Schmit conceded the county got taken on the first package, which he and others expected to work fine. Seven other counties used it at the time.

"The last time we had to change the system, we were under pressure to get it in place for Y2K," Schmit said.

But the county's demands overwhelmed the system. Schmit declined to name the first system's manufacturer.

Local taxpayer watchdogs are shaking their heads with skepticism about Tuesday's possible action.

"If it didn't work before and we were told it would work, how do I know it's going to work now?" said Don Facciano, president and CEO of the Ventura County Taxpayers' Association.

"They better have someone know what it is that they're buying and make sure it's not the last guy who bought the last program," said Jere Robings, a longtime board watcher and taxpayer advocate. "Those kinds of things in private industry cause heads to roll."

The county's Information Services Department did not evaluate AmCad's Land Information System software, said Vern Holzwarth, Ventura County's deputy chief information officer.

Information Services staff did review it to ensure compatibility with the county's computer hardware, he said.

Schmit said AmCad's program has already passed muster with two years of research by his office, which understands the software needs better than the Information Services department.

The contract ensures that AmCad will supply software support or pay financial penalties or refunds, he said. Also, a committee made up of staff members from the Clerk-Recorder, Information Services and the County Executive Office will monitor the software's progress.

Schmit stressed that no general fund money would be used for the purchase. The money would come from a portion of Recorder fees that are set aside by law to purchase these kinds of upgrades.

Clerks and recorders need the software because of the increased text in paperwork. For instance, a single real estate deed of trust is considered one document. It's now roughly seven pages long, up from two pages a few years ago, Schmit said.

The program will scan documents, record fees, transfer money to different departments, and allow title companies and other government agencies to transmit documents as data, Schmit said. It also applies to documents in the Clerk's Office, such as notary bonds and fictitious business name documents.

The new software will be friendlier for public use, freeing up staff who now spend time explaining the old software to customers in the Recorder's Office, Schmit said.

Schmit expects the new system to be up and running in six to eight months. "If we really push it hard and there are no bugs, we can have it in place in four to six months," he said, "but we always anticipate that there's always something that comes up."

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-- Anonymous, April 06, 2002