How do I start a property records system?Your site manager is away on a much-needed vacation. Can the substitute ranger Ranger Any of a series of unmanned probes launched from 1961 to 1965 by NASA. The project was NASA's earliest attempt to explore the Moon's surface. Ranger 4 (1962) became the first U.S. spacecraft to hit the Moon, crash-landing on its surface as planned. find the warranty for the hot water heater that quit working? Or the shut-off valve for the supply line that feeds the building? Maybe it is time to enhance your record keeping. A Property Records System is more than a filing system. It is organizing data to be utilized by the site/facilities department and integrated into other camp areas. By developing processes for your blueprints, receipts, contracts, newspaper clippings, pictures, etc., you can save time, money, and manage risks. But it can be overwhelming. Below are steps to help you organize your site/facility records today so you can be more viable in the future. Decide What Records to Keep You cannot possibly keep or manage all the site/facility data. But what is important? A good place to start is to assess the needs for regulatory, health/safety, stewardship stewardship the occupation of being a steward or custodian. Referring to animals it implies the caring sort of relationship based on an acceptance of the need to include the rights of animals in overall plans to maintain financial viability. , and managing the more valuable assets. Below are some questions to assist you: * What are the depreciable depreciable Of, relating to, or being a long-term tangible asset that is subject to depreciation. assets in the accounting records? * Which health/safety/program areas do you need risk management documentation (ACA ACA - Application Control Architecture standard OM 4)? * Where are the problem areas that data is needed for trend analysis? * What areas of the camp or surrounding sur·round tr.v. sur·round·ed, sur·round·ing, sur·rounds 1. To extend on all sides of simultaneously; encircle. 2. To enclose or confine on all sides so as to bar escape or outside communication. n. property do you need to externally monitor (encroachment An illegal intrusion in a highway or navigable river, with or without obstruction. An encroachment upon a street or highway is a fixture, such as a wall or fence, which illegally intrudes into or invades the highway or encloses a portion of it, diminishing its width or area, but , water rights, easements EASEMENTS, estates. An easement is defined to be a liberty privilege or advantage, which one man may have in the lands of another, without profit; it may arise by deed or prescription. Vide 1 Serg. & Rawle 298; 5 Barn. & Cr. 221; 3 Barn. & Cr. 339; 3 Bing. R. 118; 3 McCord, R. , mineral rights, etc.)? * What does the fire department need if the property is evacuated e·vac·u·ate v. e·vac·u·at·ed, e·vac·u·at·ing, e·vac·u·ates v.tr. 1. a. To empty or remove the contents of. b. To create a vacuum in. 2. ? * Where are the utilities buried bur·y tr.v. bur·ied, bur·y·ing, bur·ies 1. To place in the ground: bury a bone. 2. a. To place (a corpse) in a grave, a tomb, or the sea; inter. b. and the location of their shutoffs (ACA Standard SF-6)? * What does the insurance company recommend (or a property portfolio for documentation in making claims? When you and your team have decided what is important to keep, write it down. Then prioritize pri·or·i·tize v. pri·or·i·tized, pri·or·i·tiz·ing, pri·or·i·tiz·es Usage Problem v.tr. To arrange or deal with in order of importance. v.intr. the list so you know where to begin. Articulating the list on paper helps to ensure thoroughness and bring clarity, since several people will utilize the information. Find the Time Unfortunately, many camps want to keep good records, but keep putting it off for when" I have some spare time." Property records are critical and thus require special emphasis. One solution is to schedule a "meeting with the files"--Such as two hours every Monday. Another solution is integrating the record keeping with existing projects, e.g., "at tire end of every project that is identified in step #1, ten minutes will be spent recording the information." A third method is to find additional help, such as an intern intern /in·tern/ (in´tern) a medical graduate serving in a hospital preparatory to being licensed to practice medicine. in·tern or in·terne n. , volunteer, or alumni. Develop Consistent Procedures Developing consistent procedures gives a common groundwork for the many people who access the data, aids with staff transitions, and helps to ensure the work will continue over time. Organize Data Richard Wurman (1989) describes five ways to organize "like" information together--and one method is not preferred over another: * category--building, or waterline; time date built or serviced; location--area or unit; * alphabet--name of the equipment; and * continuum--appraiser value. Once you have a place to plug in the information, it becomes more useful. Problems only arise if you switch systems midstream mid·stream n. 1. The middle part of a stream. 2. The part of a course that is neither at the beginning nor at the end: the midstream of life. Noun 1. , such as keeping receipts chronologically chron·o·log·i·cal also chron·o·log·ic adj. 1. Arranged in order of time of occurrence. 2. Relating to or in accordance with chronology. , and later filing the receipts by type of project. Create a Catalog catalog, descriptive list, on cards or in a book, of the contents of a library. Assurbanipal's library at Nineveh was cataloged on shelves of slate. The first known subject catalog was compiled by Callimachus at the Alexandrian Library in the 3d cent. B.C. When you go to the library, the first place you visit is the catalog to tell you the location of different items. Similarly for sites/facilities, it is helpful to create a "catalog," since the data will probably be stored in different areas (see page 36). In a three-ring notebook record by hand or print out a computerized computerized adapted for analysis, storage and retrieval on a computer. computerized axial tomography see computed tomography. listing of a brief synopsis A summary; a brief statement, less than the whole. A synopsis is a condensation of something—for example, a synopsis of a trial record. of the data and the location of the actual data/document. By storing the notebook in a prominent location and using a bright color, everyone can find the data quickly. It becomes the "main brain," rather than having it only in one person's memory. See page 37 for a useful start-up tool. The confidence rating describes the confidence you have in the accuracy of the data--a 1973 map by a long-time volunteer may be more accurate than a 1998 map drawn by a new staff person. A more recent map does not mean that the map is more accurate. Back-up Copies Since both the data and the three ring, catalog notebook are very important, remember to keep a regularly updated, backup copy A disk, tape or other machine readable copy of a data or program file. Making backup copies is a discipline most computer users learn the hard way-- after months of work is lost. See backup and LAN free backup. off-site. A duplicate DUPLICATE. The double of anything. 2. It is usually applied to agreements, letters, receipts, and the like, when two originals are made of either of them. Each copy has the same effect. notebook helps if recovering lost items is necessary, as well as providing access to the information, if your site is evacuated. Develop Integrated Procedures A property records system needs to be integrated between the facilities department and other camp operations. * How will both the accounting department and the site/facility area get copies of the receipts? * If the summer staff is regularly checking the safety of the ropes course A ropes course is a challenging outdoor personal development and team building activity which usually consists of high and/or low elements. Low elements take place on the ground or only a few feet above the ground. , how can the facilities staff be a check and balance system to them? * When the staff is completing a yearend inventory, are you also asking them to record recommendations of repairs and purchases for the next year? * For the fund development and gift-in-kind projects, staff usually needs two or three years' lead-time. How will the facilities staff continually con·tin·u·al adj. 1. Recurring regularly or frequently: the continual need to pay the mortgage. 2. update and share the identified projects in a preventative maintenance plan? Use Software Tools There are different software tools to record and store site/facility information. Usually you will have a combination of different types of electronic files, which can be organized by using one of Wurman's five methods as well. The best system is one in which useful data is recorded and can be retrieved easily, not necessarily the most expensive. * Microsoft[R] Word is good for transcribing handwritten hand·write tr.v. hand·wrote , hand·writ·ten , hand·writ·ing, hand·writes To write by hand. [Back-formation from handwritten.] Adj. 1. notes that can later be inserted into different documents. Also, you can insert a picture into the document, which gives you the capability to associate an image with text. * Microsoft[R] Excel A full-featured spreadsheet for Windows and the Macintosh from Microsoft. It can link many spreadsheets for consolidation and provides a wide variety of business graphics and charts for creating presentation materials. is good for number calculations, sorting, formatting, and setting-up a basic maintenance record. One file could be for buildings, another file for waterlines, and another fur equipment. Then inside each file, make a separate worksheet for each building, utility line, etc. The top of the worksheet can be the description; the bottom is the maintenance record. * Databases are like using a deck of cards--you can pull out different hands, such as "all the diamonds." Similarly, with a relational database relational database Database in which all data are represented in tabular form. The description of a particular entity is provided by the set of its attribute values, stored as one row or record of the table, called a tuple. , you can easily pull (query) different pieces of data together, after only entering in the information once. "Show me a list of buildings that were built by the Rotary Rotary can refer to:
* Digital images and video are excellent for visually documenting what you have and how it has changed over time. Whenever you have the ground dug-up, it also an excellent way to record locations of septic tanks septic tank, underground sedimentation tank in which sewage is retained for a short period while it is decomposed and purified by bacterial action. The organic matter in the sewage settles to the bottom of the tank, a film forms excluding atmospheric oxygen, and and buried utilities, especially if you include a reference such as a tape measure from a stable landmark in the picture. * Computer Aided Drafting (CAD CAD: see computer-aided design. (Computer-Aided Design) Using computers to design products. CAD systems are high-speed workstations or desktop computers with CAD software. ). Using CAD software, buildings and utilities can be drawn for locations that do not have any maps or blueprints. There is a range of software packages available. * Geographic Information System geographic information system (GIS) Computerized system that relates and displays data collected from a geographic entity in the form of a map. The ability of GIS to overlay existing data with new information and display it in colour on a computer screen is used primarily to (GIS (1) (Geographic Information System) An information system that deals with spatial information. Often called "mapping software," it links attributes and characteristics of an area to its geographic location. ). Combines all your maps electronically into one location and goes beyond CAD to give you information behind your maps. Hire a consultant or partner with a college/university. A Proactive System By developing or enhancing a Property Records System, you can move from being in a crisis mode into a proactive, well-managed site/facility. Not only can you save time by quickly finding the information you need for today's project, you can use your records to create a maintenance plan to forecast expenses five to ten years out. As a result, you can include alumni in the plans, adjust your fees, and se cure fund development--all of which aids in the future viability of your camp.
Property
Below is a property record catalog. Complete the information and
store in a visible location for all staff to easily access.
Date Date last
Created modified
Legal Documents of the Property
Covenants
Easements: Conservation
Easements: Right-of-way
Easements: Utility
Historical buildings registered
Property Deed, Title, lease
Program leases, permits
Rights: grazing, timber
Rights: gas, oil, mineral
Water rights
Wells, springs permits
Wildlife sanctuaries, wetland desig.
Maps--Entire Property
Aerial photographs
Adjoining property maps
Base map
Commercial: Trials illustrated, etc.
Government: forest, land plat, etc.
Owner generated (current & past)
USGS quadrangle map
Studies/Surveys
Erosion, soil conservation
Evacuation maps
Flood plain, drainage
Forest management plan
Geology
GPS
Historical/Cultural/Archeological
Land use
Professional Engineers
Surveyor
Soil studies, testing, analysis
Vegetation, habitat, noxious weeds
Water basins
Wildlife
Maps--Utility
Electric lines/meters
Gas/propane lines/storage
Septic/sewer
Storm drainage
Telephone/data lines
Waterlines/wells/fire hydrants
Well test holes
Building/Structures Plans (attach a detailed list)
Property Plans
Operational plan (1-2 years)
Long-range property (5-10 years)
Master plan (10+ years)
Systems
Contact info (utility, services, etc.)
Financial records
Historical records and images
Inspection/examinatian schedule
Replacement schedule
Risk management
Work request/order
Inventory
Animal inventory
Equipment--kitchen
Equipment--plant
Equipment--other
Tools--hand and power
Vehicle
format *
paper scan digital
Legal Documents of the Property
Covenants
Easements: Conservation
Easements: Right-of-way
Easements: Utility
Historical buildings registered
Property Deed, Title, lease
Program leases, permits
Rights: grazing, timber
Rights: gas, oil, mineral
Water rights
Wells, springs permits
Wildlife sanctuaries, wetland desig.
Maps--Entire Property
Aerial photographs
Adjoining property maps
Base map
Commercial: Trials illustrated, etc.
Government: forest, land plat, etc.
Owner generated (current & past)
USGS quadrangle map
Studies/Surveys
Erosion, soil conservation
Evacuation maps
Flood plain, drainage
Forest management plan
Geology
GPS
Historical/Cultural/Archeological
Land use
Professional Engineers
Surveyor
Soil studies, testing, analysis
Vegetation, habitat, noxious weeds
Water basins
Wildlife
Maps--Utility
Electric lines/meters
Gas/propane lines/storage
Septic/sewer
Storm drainage
Telephone/data lines
Waterlines/wells/fire hydrants
Well test holes
Building/Structures Plans (attach a detailed list)
Property Plans
Operational plan (1-2 years)
Long-range property (5-10 years)
Master plan (10+ years)
Systems
Contact info (utility, services, etc.)
Financial records
Historical records and images
Inspection/examinatian schedule
Replacement schedule
Risk management
Work request/order
Inventory
Animal inventory
Equipment--kitchen
Equipment--plant
Equipment--other
Tools--hand and power
Vehicle
Storage Backup copy
Location location
Legal Documents of the Property
Covenants
Easements: Conservation
Easements: Right-of-way
Easements: Utility
Historical buildings registered
Property Deed, Title, lease
Program leases, permits
Rights: grazing, timber
Rights: gas, oil, mineral
Water rights
Wells, springs permits
Wildlife sanctuaries, wetland desig.
Maps--Entire Property
Aerial photographs
Adjoining property maps
Base map
Commercial: Trials illustrated, etc.
Government: forest, land plat, etc.
Owner generated (current & past)
USGS quadrangle map
Studies/Surveys
Erosion, soil conservation
Evacuation maps
Flood plain, drainage
Forest management plan
Geology
GPS
Historical/Cultural/Archeological
Land use
Professional Engineers
Surveyor
Soil studies, testing, analysis
Vegetation, habitat, noxious weeds
Water basins
Wildlife
Maps--Utility
Electric lines/meters
Gas/propane lines/storage
Septic/sewer
Storm drainage
Telephone/data lines
Waterlines/wells/fire hydrants
Well test holes
Building/Structures Plans (attach a detailed list)
Property Plans
Operational plan (1-2 years)
Long-range property (5-10 years)
Master plan (10+ years)
Systems
Contact info (utility, services, etc.)
Financial records
Historical records and images
Inspection/examinatian schedule
Replacement schedule
Risk management
Work request/order
Inventory
Animal inventory
Equipment--kitchen
Equipment--plant
Equipment--other
Tools--hand and power
Vehicle
Conf.
Rating
Legal Documents of the Property
Covenants
Easements: Conservation
Easements: Right-of-way
Easements: Utility
Historical buildings registered
Property Deed, Title, lease
Program leases, permits
Rights: grazing, timber
Rights: gas, oil, mineral
Water rights
Wells, springs permits
Wildlife sanctuaries, wetland desig.
Maps--Entire Property
Aerial photographs
Adjoining property maps
Base map
Commercial: Trials illustrated, etc.
Government: forest, land plat, etc.
Owner generated (current & past)
USGS quadrangle map
Studies/Surveys
Erosion, soil conservation
Evacuation maps
Flood plain, drainage
Forest management plan
Geology
GPS
Historical/Cultural/Archeological
Land use
Professional Engineers
Surveyor
Soil studies, testing, analysis
Vegetation, habitat, noxious weeds
Water basins
Wildlife
Maps--Utility
Electric lines/meters
Gas/propane lines/storage
Septic/sewer
Storm drainage
Telephone/data lines
Waterlines/wells/fire hydrants
Well test holes
Building/Structures Plans (attach a detailed list)
Property Plans
Operational plan (1-2 years)
Long-range property (5-10 years)
Master plan (10+ years)
Systems
Contact info (utility, services, etc.)
Financial records
Historical records and images
Inspection/examinatian schedule
Replacement schedule
Risk management
Work request/order
Inventory
Animal inventory
Equipment--kitchen
Equipment--plant
Equipment--other
Tools--hand and power
Vehicle
* format
Paper: blueprint, handdrawn maps, xeroxed copies, etc.
Scan: an graphical image of the document
Digital: CAD files, GIS, Word documents, etc.
Confidence Rating
How you feel about the quality of the information/data
1=no confidence (replace)
2=okay confidence (useable)
3=high confidence (preferred)
[c] 2001-2003 Callippe Solutions, LLC. All rights reserved.
#300005
Callippe Solutions, LLC
P.O. Box 26624
Colorado Springs, CO 80936-26624
info@callippe.com
htt://www.callippe.com
Voice: (719) 591-7307
Fax: (719) 591-7457
References Whyman, Mael, and Kunkel. Building Assets with Community Effort: Computerized Mapping Aids Ling ling: see cod. term Planning, ACA Camping Magazine, Sept./Oct. 1999. Wurman, Richard. Information Anxiety, 1989. New York New York, state, United States New York, Middle Atlantic state of the United States. It is bordered by Vermont, Massachusetts, Connecticut, and the Atlantic Ocean (E), New Jersey and Pennsylvania (S), Lakes Erie and Ontario and the Canadian province of : Doubleday, pp. 58 63. Missing Data Your Camp Is Not Alone. There are many resources that can help you: * Finance department for a list of depreciated Depreciated may refer to:
* Alumni: former campers, directors, and site staff * Adjoining property owners * Local organizations County Seat, utility companies, soil conservation districts, Forest Service flood plain, watersheds, historical society, library, etc. * Previous contractors, architects, and master planners for blueprints and sometimes CAD files * The camp's safe deposit box A safe deposit box (sometimes incorrectly called a safety deposit box) is a type of safe usually located in groups inside a bank vault or in the back of a bank or post office. at a bank * USGS USGS United States Geological Survey (US Department of the Interior) Aerial photographs Web Resources * Mitsui Archival CD-R (CD-Recordable) A writable CD technology using a type of compact disc that can be recorded, but not erased (CD-Rs are "write once" discs). CD-R discs are used to master CD-ROMs, to back up data and to make copies of data for distribution. . Most reliable CD on the market www.mitsuicdr.com/products/gold/ archive.html * Listing of over twenty CAD software packages available www.b4ubuild.com/links/cadd.shtml * National Aerial Photography This article or section may contain original research or unverified claims. Please help Wikipedia by adding references. See the for details. This article has been tagged since September 2007. Program (USGS) edc.usgs.gov/Webglis/glisbin/finder_ main.pl?dataset_name=NAPP NAPP National Association of Photoshop Professionals NAPP National Association of Patent Practitioners (Williamsburg, VA) NAPP National Aerial Photography Program (USGS) * Property Records Search www.uspropertyrecords.com/local_ governments.htm * Soil Survey soils.usda.gov/soil_survey/main.htm Wynne Whyman, MA., M.S.S., is president of Callippe Solutions, LLC (Logical Link Control) See "LANs" under data link protocol. LLC - Logical Link Control . She has twenty years TWENTY YEARS. The lapse of twenty years raises a presumption of certain facts, and after such a time, the party against whom the presumption has been raised, will be required to prove a negative to establish his rights. 2. in the camp industry with a variety of positions including staff, board member, and ACA visitor. She has extensive software work experiences in databases, Web pages, and teaching. She can be reached at wwhyman@callippe.com. You can request an Excel file of the start-up tool via e-mail. |
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