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Barbee recently fulfilled another of her many goals when she told to county commissioners that all real estate records from 1976 to 2004 are now available online as well as all survey maps dating back to 1818. There were over 601,000 records that were converted to digital format and 8,300 maps according to Barbee.
“People don’t realize how important this office is,” said Barbee. “We’ve got your records from birth to death and anything in between.”
Barbee said the office’s records go back to 1732. At that time, each record was entered by hand. When typewriters came along document processing sped up considerably. Survey maps were put on microfiche, and that helped the government as well as citizens in gaining access and copies, but printing was tedious. “We had to pull up the map then print on four separate sheets, then tape them together if someone wanted a copy of the map before everything was entered.”
In 1995, the first index system using “Resolution” software and servers was put in. In 2000, fees were streamlined into the system, doing away with the cash register. “It improved our receipt process and reports we have to do.”
Barbee said in 2004, her office stopped keeping hard copies of documents and went to digital. “Book 2294 is the last hard copy we have, everything after that is only available online.”
Once the Register of Deeds office went online, Barbee knew the next step was to convert older documents to digital files as well. “It streamlined the whole process,” she said.
All the older files between 1976 and 2004 were scanned and saved. She said there were few challenges during the conversion, it was more a matter of getting people use to using the system. “I’m very well pleased with the end result.”
To access documents, one now has a choice. One can come in the office and use the computers there. Barbee said her staff will be happy to train you in looking up the records. You can also access records from your home or office by going to halifaxnc.com. The records are found in the E-government section under the Register of deeds index search. You have to create an account with a password one time, and use that each time you log in, but using the service is free.
“Really all you need to know is a name, and you can find any real estate transaction you like,” said Barbee. She went on to say if a citizen has any problems using the system or if they have questions, you can call 533-2101. She and her staff can walk you through the process. “And of course, they’re welcome to come in at any time,” she said.
Barbee said the office is working now to enter all birth and death records, and those can also be accessed online, but you have to come to the office. “We’re scanning birth and death records, but only for in-house use. That’s for identity theft and security reasons.” Barbee said online records have helped her office provide better service to citizens and that things move a lot faster.
She said her new goals are to upgrade the “Resolution” software and equipment as funds become available. This will give her office the capability of accepting documents electronically as well. “I already accept satisfaction documents, as when someone pays off their mortgage, but there are no fees involved with those document. This was a baby step in e-recording. I’ll need the upgrade to ‘Resolution 3’ to be able to do documents with fees,” she said.
Barbee said having online records cut down a lot of foot traffic in her office, so she’s happy to see people when they come in. “We still people looking up genealogy, and anyone is welcome to come in anytime.”
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