Nassau County Clerk’s Office:  System Update – Three (3) Weeks Since “System Upgrade”

1.       On any given day there are up to 100 searchers (examiners) using the Nassau County Clerk’s Office. Most are in the basement where the majority of the searching takes place. 

2.       There are 17 computer terminals available in the basement for one (1) hour use only. These 17 terminals are on the ”New System” (by Xerox) which contains data from January 1, 1992 to June 30, 2015.

3.       Searchers must sign in to get a place in line for the next available terminal.  Clerks monitor the terminal time use and move people out when their 1 hour expires.

4.       Printing requests go to a queue where the clerk must print and paperclip everything. The clerk has run out of paper and then has to place a service call for a paper delivery delaying everyone.

5.       Documents are missing from the new system (for example 2007, 2013) and more are being discovered.  When recorded documents are identified as missing, the clerks are notified and they in turn will have the I.T. staff search the old system for them and transfer copies to the new system.

6.       There are two (2) terminals (called A & B) available for use in the basement that access the “Old System”.  They can only be used by an examiner for one half (½) hour.  The effective date for that data system is currently 10/1/2015. 

7.       There are another two (2) terminals  working on the “Old System” upstairs on the first floor.  They have a 15 minute time limit.

8.       As of 10/20/2015 there is no word on when the “New Online System” will be ready for use.  No one has seen it yet, nor do they know the costs surrounding its use.

9.       The clerk is placing blame for the problem on the county manager for not allowing greater spending on a new system (rumored to be $30K).  The county manager is blaming the clerk and Xerox for all the delays.

10.   The old “Examiner Room” is now full of disconnected terminals that are no longer being used.

11.   “It is What It Is” so searchers/Examiners are all on a level playing field, albeit challenging and wrought with pitfalls.  Each must manages the back and forth between new and old systems, scheduling terminal time, all while negotiating the print queue and waiting, waiting, waiting.

12.   E-recordings are up and working and I believe people can also  walk on papers if necessary (although it is frowned upon).