The LANDEX software is an information and imaging system designed for recording of land records in county governments.  The application consists of recording, scanning, indexing, accounting, public retrieval, and remote-client modules.  LANDEX is completely modular in function.  This allows for configurations that best suit the client's needs and provides an orderly path for future growth.  LANDEX incorporates a client/server architecture with a consistent Window's interface. Most input fields are user-definable.  Staff, management, and the using public quickly recognize LANDEX's power and ease of use.  

Five modules plus many additional smaller components comprise the LANDEX software.  Each module contains many state-of-the-art features available for use by the operators.  The LANDEX software is completely configurable to fulfill the requirements of each county.

The most common workflow in practice is.

1. Receive and screen mail.  Reject if needed.

2. Record instrument entering basic or all indexing information

3. Scan instrument

4. If applicable, index remaining instrument information

5. Proof indexing information either on screen or using a printed proof report

6. Perform final verification of instrument

7. Return instrument

Accounting is essentially performed during the recording process as fees are calculated and assigned to an appropriate account.  Drawers are closed and deposits are saved typically at the end of the workday or the next morning.

Following is a brief explanation of each of the modules.  

738 Cumberland Street

Lebanon, PA  17042

717-274-5890

oss@landex.com

RECORDING/FEES:  This module provides for the entry of indexing information and calculation of the required fees for recording the document.  

A Fee Collection station includes a combined Slip and Receipt printer for printing the recording validation stamp on the document, printing endorsements on checks, and printing a receipt for the fees collected.  A cash drawer is convenient when handling a large amount of cash and/or checks.  A laser printer is needed if printing cover/ending pages and full-page receipts.

The Fee Collection process consists of the following major functions:

1.        Entry of document presenter information.

2.        Entry of charge (instrument) information and
           calculation of fees.

3.        Validation (stamping) of the instrument or printing a
           cover/ending page.

4.        Entry of payment information.

5.        Saving the transaction and printing a receipt.

Instrument information entered is immediately available for search and retrieval upon completion of the recording process.  Fee and payment information is then carried forward to drawer closings, deposits and reports.

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SCANNING:  This function provides capabilities to capture and store the document images.   Scanning may be performed via bar code, instrument workflow queue or backfile conversion.  

All typical scanner features are available such as paper size, brightness, rotating, deleting, etc.  Images may be viewed as either full page or thumbnails.  

Cropping, crop regions, redaction, and annotations are just a few of the features Landex customers are utilizing.

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INDEXING AND VERIFICATION:  The index function provides the ability to review, and if necessary, correct information captured at the time a document was recorded.  Additional indexing information not entered when the document was recorded is also entered at this time.  This information includes all remaining party names, reference instrument (marginal notation) information, book and page numbers, parcel numbers, and any comments necessary to qualify the instrument.  

Other features include copying names and other information from previous instruments and the ability to edit the scanned image.

The verify process marks the instrument as completed and moves the information and image to permanent storage.  Once verified, the instrument is no longer accessible for any changes through normal indexing procedures.

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RETRIEVAL:  This module provides advanced search and retrieval capabilities that are comprehensive, fast, and easy to use.  It offers flexible search criteria definition and the ability to combine various field search criteria for executing more restrictive searches.  The search results can be viewed and printed.  If the document images are stored on the system, they may also be viewed and/or printed.

The primary steps involved in performing an instrument search and retrieval are:

1.        Defining the search criteria.

2.        Executing the search.

3.        Selecting instruments from the search results.

4.        Viewing index data only or index data and scanned
           image together.

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ACCOUNTING:  The Accounting module of the LANDEX software allows the client to perform:

• drawer reconciliations

• bank deposits

• invoice adjustments (modifying fees and voiding charges)

• ability to print various reports ranging from daily transactions to monthly tax accounting transactions

• distribute funds to municipality, county and state governments.

• configure customers for debit and credit accounts

• export data to financial software for bank reconciliations

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ADMINISTRATION:  The Administration Function allows the county to customize and maintain various aspects of the LANDEX software.   Sections are available to maintain accounts receivable customers, parcel numbers and grantor/grantee agencies.

System administrators may maintain various settings defined at the time the system was installed.  Some of these include adding new fees, instruments, and charge types.  Employees may be added,  passwords changed, and employees deleted if they are no longer employed by the county. 

Many reports are available ranging from reports relating to recorded data to information regarding the system configuration of the county.  A Return Instrument utility is available to document how, when and where a document is being returned.

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REMOTE:  The Remote Client software provides search and retrieval capabilities from a  remote location such as a home, office or a laptop computer.   The search criteria, features, and keystrokes are identical to the Retrieval module found in the county courthouse.  The search results may be viewed on the screen and/or printed to a local printer.  If the document contains an image on the system, it may be viewed, printed to a local printer, or sent to a fax machine.

The primary steps involved in using the Remote Client search and retrieval are:

1. Connecting to the internet through a local internet service provider.

2. Starting the LANDEX Remote Client Software.

3. Choosing a county and logging on.

4. Defining the search criteria.

5. Executing the search.

6. Selecting instruments from the search results.

7. Viewing and/or Printing Information.

8. Disconnecting from the County.

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DOCKET MANAGEMENT/FORMS GENERATION:  This module provides county offices with an integrated method to handle all kinds of case/docket-type files.  A file number links all the instruments recorded into one estate or case.  From the Docket Management screen, the following functions may be performed:

·       existing instruments/dockets may be viewed

·       new instruments/dockets may be created or recorded

·       instruments may be scanned, indexed and verified

·       information regarding the file may be entered and  
        printed, and

·       printed documents may be produced by merging the file
        information into a word processing program

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MISCELLANEOUS FEATURES

Many other features and products are available.  Please contact one of our Partners for more information.

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