PROVEN LAND RECORD INDEXING SERVICES

Daily AI Indexing

We create a Private LLM specifically trained for your document types, fields, and rules.

Unindexed e-recorded and scanned documents are automatically transmitted from the Land Records Management System (LRMS).    Our custom Agentic AI classifies and indexes each document to your rules and performs multiple custom confidence scoring tests within seconds.  

Our experienced indexing staff then meticulously verify indexes, make corrections, and continuously improve accuracy moving forward.  

Completed indexes are returned to the LRMS for County staff to verify and modify, if necessary, prior to public release.

Daily Verification

If your staff or system perform the initial indexing, we can increase accuracy and reduce costs by performing a second-pass index and verification.

We compare your first pass with our second pass, identify mismatches, make corrections and return an accurate dataset.

On-Demand Indexing

If you normally complete daily indexing internally but experience unexpected volume, or one of your staff take time off,  we can help!

Email us anytime and our experienced team will connect to your system via VPN and index the documents day or night, to help you stay current.

On-Demand Verification

Similar to on-demand indexing, when verification gets behind, new staff are being trained, indexing accuracy needs improvement, or a second opinion is needed to confirm current indexing accuracy.  We can help with that too!

Backfile AI Indexing

Backfile AI Indexing applies the same approach as Daily AI indexing but focuses on historical digital images that lack computerized indexes and rely on cumbersome Index Books or Index Book images.   

Historical documents present unique challenges, such as:

• Handwritten script can be difficult to read
• Pages often contain multiple documents (1600-1960)
• Duplicate or conflicting document numbers exist and vary by LRMS

Luckily, US Imaging has performed over 1,275 Land Record projects and has been the preferred imaging and indexing vendor for every LRMS vendor in America for over 20 years.  We know exactly how to back index and format data for each specific LRMS.

Backfile Verification

Over the past 50-75 years, Land Record indexing has been completed by various methods and staff.  As a result, some documents are difficult – or impossible – to locate due to indexing errors.  We verify existing indexing independently or in collaboration with your staff to correct those errors.  Land is forever, and so are the digital images and indexes that prove ownership – let’s make them right.

Backfile Transcription

Handwritten Script appears throughout Land Records, especially from 1600-1930 and many constituents today are unable to read it.  Transcription into typed text is essential.

Our patented Hand Recognition AI is the best in the world and provides:

• 95% accuracy for hand written script
• 97% accuracy for hand written print
• 99% accuracy for typed text

Our experienced team then inspects and corrects the errors to achieve 99.9% accuracy and deliver fully searchable text.

Our AI also maintains XY coordinates for redaction and highlighting, and displays typed text in the same location as the original handwritten script.

Backfile Book & Roll Grouping

During backfile scanning of books or rolls, directories are created to digitally replicate the existing filing system. Images are grouped and indexed minimally to the book or roll level and we provide free ImageXpress software to make browsing through images fast and easy for your staff and constituents.

Backfile Automatic Document Grouping

During backfile scanning of books or rolls, single page images need to be grouped together and indexed to the document level before import into the LRMS.

If your LRMS already has an existing Book-Page # references for the first page of each document (typically years 1960-2000) our ImageXpert production software can automatically group and name the scanned images together at the document level more economically than manually processing.

Our team reviews for synchronization to ensure images and indexes match perfectly, making corrections as needed. We report any inconsistencies in the existing index data, allowing you to update your LRMS to  maintain 99.9% accuracy.

Backfile Manual Grouping

During backfile scanning of books or rolls, if no indexing data exists, our experienced staff manually groups pages together at the document level and names them by a unique key field (such as Book-Page #, Document #, or both).  This allows you to defer the full backfile indexing investment before import into the LRMS.

Backfile Indexing of all fields can be completed by your staff or our staff at anytime in the future.