From Bus Stop to Quick Stop
When Donna M. Loglisci was elected Town Clerk of Stamford, Connecticut,
she found that lines at the counters in her office were so long “it
looked like people were queued up at a bus stop.” She also was appalled
to learn that the turnaround time for documents needed by customers was
Mrs. Loglisci has a reputation for getting things done, and get things
done she did. There are no more lines at the Clerk’s office, and
document turnaround has been cut to one day. The technology partner she
chose to help implement her vision of a highly functional, customer-oriented
Clerk’s office was NewVision Systems, which happened to be headquartered
down the street at the time.
“It was nice that NewVision was local, but that’s not why
we chose them,” she says. “It’s a cliché, but
you really do need a partner when replacing a paper-based, manual system
that accommodated Clerks, their staffs and the public for literally 100
years or more. I wanted to go beyond trading paper for digital images,
as critical as that is, and create a Clerk’s office every bit as
efficient and customer-friendly as any private business. I wanted a partner
that would share my vision, my commitment, and help me apply technology
to every appropriate facet of the Clerk’s office. That’s what
NewVision gave, and continues to give.”
NewVision worked closely with Mrs. Loglisci and her staff to customize
its Official Records System to fit the precise requirements of the Clerk’s
Office. The system is fully integrated, from handling deeds, mortgages,
and plats to cashiering that can support a variety of payments to scanning,
indexing and public view.
With the lines clogging her offices in mind, Mrs. Loglisci wanted to
make public access particularly easy. That was accomplished by putting
a few workstations in the Clerk’s facilities and, more importantly
for most, making documents available using NewVision’s internet
“Lawyers and others can now do their searches from their office
or their home,” she says. “We had people at our counters going
thru a few folders for hours. Now that same person can search an unlimited
number of documents using a variety of criteria and filters. The new system
also is much more accurate – documents no longer get lost, damaged
or misfiled. NewVision’s system also offers excellent security,
which is an important concern these days.
“The public isn’t the only one happy with the new system.
Our staff is too. NewVision did a terrific job of training our people.
The system is very user friendly, but introducing a brand new process
can be intimidating. NewVision made the transition easy.
Mrs. Loglisci renewed NewVision’s contract in October 2007 in order
to continue transforming her office. Working with specifications from
the Clerk, for example, NewVision created a special module to handle claims
against the city. Claims are recorded, scanned and indexed and emailed
to the affected City department, enabling the person responsible for handling
a claim to easily access relevant documents.
A particularly innovative application spearheaded by Mrs. Loglisci is
a module that enables the Clerk’s office to record, scan and print
maps off the NewVision system. Stamford has literally thousands of property
maps for which the Town Clerk is responsible, the oldest dating from July
1, 1874. Many are yellowed and frayed. The Clerk’s office has already
digitized many, with many more to go. When completed, attorneys, title
searchers and the general public will be able to quickly and comfortably
review the digitized maps without worrying that they’ll fall apart
or get misfiled.
“We’ve achieved a real productivity breakthrough,”
according to Mrs. Loglisci. “Our workload has expanded significantly
over the past 10 years as Stamford became an important financial center.
Our budget and head count haven’t kept up. We just couldn’t
function effectively without the NewVision system. Best of all for my
staff and the public, there are no more lines!”