#03 Action to publish property ownership information on website
CITY MANAGER’S OFFICE MEMORANDUM
May 14, 2010
TO: City Council
FROM: Maxwell Gagin, Administrative Intern
SUBJECT: Action on a request from city staff to publish property ownership information on
the City’s website
Background
In May 2002, the names of property owners were removed from the City’s online property
database. The primary catalyst for considering the topic was requests for removal of online
ownership information from property owners. The major factors considered when reevaluating
this issue in 2003 were: requests for privacy, minimizing data management efforts, and data
accuracy. Currently, the names of property owners are not published on the City’s online
property database. Even though this information is not available via the City’s website, citizens
may obtain this information through a computer terminal outside the Assessor’s office, or by
contacting the Assessor’s office directly.
The City Council is being asked to readdress this issue since the City has upgraded its
property records software which will resolve some of the prior concerns. With the City now
using the MSGovern application, it is an appropriate time to bring forth this issue.
Staff Recommendations
Staff recommends that property ownership information be listed in the online property search
application accessed through the City website. Owners’ names should not be used as a search
criterion in the online application.
Assistant City Manager Recommendation
The Assistant City Manager concurs with the staff recommendation. Requests for property
ownership information continue to be one of the most frequent requests received by staff.
Providing the ability to retrieve this information online is one additional way to provide 24 hour
service to our customers. This is all public information, and concerns over residents safety can
be mitigated by disabling the ability to search by owner name.
Peer City Survey
Staff conducted a survey of twelve comparable cities with online property search applications
to determine if property ownership information is listed. Eight of the comparable cities surveyed
list property owners’ names in their online property search application. Of those eight
communities, three allow citizens to remove their name through an opt-out process. In
addition, three of those eight communities allow users to search by owner’s name.
Analysis
Staff believes the major factors considered in 2002-2003 are moot concerns against publishing
property ownership information on the City’s online property search application.
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Property ownership information is public record and anyone can access this information either
through a computer terminal outside the Assessor’s office or can request property ownership
information through the Assessor’s office. Even if ownership information is removed through an
opt-out process, ownership information remains public record and could still be found in these
two locations. Also, property ownership information is already available and easily accessible
online through the Rock County GIS website. Thus, removing property ownership information
upon request creates a false sense of security and false expectation of privacy since names
cannot be removed for the Rock County GIS website.
In 2002-2003, it was noted that staff time spent on data management and maintaining data
accuracy would increase if property ownership information is published online since home
ownership changes frequently. The City’s old software did not live link the Assessor’s database
to the online property search database. Thus, any updates to the Assessor’s database would
need to be made manually to the online property search application. The new software live
links the Assessor’s database to the online property search application, meaning online
records are automatically updated when the Assessor’s database is updated.
Currently, the Assessor’s database is updated monthly. Publishing names online would not
increase staff time above current levels since the Assessor’s database is already updated
monthly. Also, the online property ownership information would be accurate up to a month.
Staff time managing data would increase if an opt-out process is adopted because staff will
have to manually remove names from the online property search application.
Lastly, staff feels it is inappropriate for users to search for property information by name. The
purpose of the property search database is for users to find information about a specific
property. If owner’s names are a searchable criterion, then the purpose of the online property
search application shifts from finding information about a specific property to finding all
property owned by an individual. Also, using owner’s names as a searchable criterion
increases the potential for users to maliciously misuse owner’s personal information.
Option 1 – Do not publish owners’ names
Pros
?
Maintain current staff time spent updating property ownership information.
?
Creates digital obscurity, thus protecting misuses of personal information.
?
Non-duplication of service (Owners’ names can currently be found on Rock County’s
online GIS property search).
Cons
?
Maintain current staff time spent answering inquiries for property owner’s names
?
Less accessibility to public record information.
?
Exclusion of public record information.
Option 2 – Publish owners’ names, but allow owner’s to opt-out upon request
Pros
?
Maintain current staff time spent updating property ownership information.
?
Staff time decreases due to answering fewer inquiries for property owner’s names
?
Greater accessibility to public record information.
?
Citizens’ right to privacy.
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Cons
?
Staff time increases due to creating an opt-out process, handling opt-out requests, and
manually updating property ownership information in the online property search
application.
?
Staff time may increase due to answering inquiries for property owner’s names that are
not published on the City’s website.
?
Duplication of service (Owners’ names can currently be found on Rock County’s online
GIS property search).
?
Exclusion of public record information.
?
Potential increase in misuse of personal information.
?
False sense of security and false expectation of privacy (Citizens who opt-out still have
their information online through the Rock County GIS website, so their personal
information is still accessible even if not included in the City of Janesville’s online
property search application).
Option 3 – Publish owners’ names, but do not allow owner’s to opt-out
Pros
?
Maintain current staff time spent updating property ownership information.
?
Staff time decreases due to answering fewer inquiries for property owner’s names.
?
Greater accessibility to public record information.
?
Fully published public records with ownership information.
Cons
?
Duplication of service (Owners’ names can currently be found on Rock County’s online
GIS property search).
?
Potential increase in misuse of personal information.
?
Perceived invasion of privacy.
cc: Eric Levitt, City Manager
Jacob J. Winzenz, Director of Administrative Services/Assistant City Manager
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