DAVID TINSLEY CLEVELAND COUNTY ASSESSOR. 201 S. Jones, Room 120, Norman, OK RECORDS REPRODUCTION POLICY. December 20, 2011

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1 DAVID TINSLEY CLEVELAND COUNTY ASSESSOR 201 S. Jones, Room 120, Norman, OK RECORDS REPRODUCTION POLICY December 20, 2011 In order to ensure and facilitate the public s right of access to the records of the Cleveland County Assessor s Office and in order to implement procedures whereby the essential functions of the Cleveland County Assessor s Office shall not be disrupted the following Records Reproduction Policy is hereby adopted: 1. GENERAL COPYING REQUESTS 1-1. The County Assessor shall provide a real or personal property owner or his/her/its authorized agent with a copy of a single property record card or assessment record covering his/her/its property(ies) free of charge A charge for providing copies of public records is authorized by state law. These charges are set at a level to compensate the County for the actual costs incurred in honoring your request. The County Assessor s office will charge $1.00 for each copy of a single property record card or assessment record. Requests for five (5) to twenty (20) copies shall require 24 hours advance notice to complete. Requests for more than twenty (20) copies shall require 72 hours advance notice to complete.

2 2. PLATTED ADDITION OWNER REPORTS 2-1. Upon three (3) days prior written notice, reports may be generated with the following information: owner name and mailing address, parcel situs address, legal description and account number This report will be free of charge for authorized homeowners associations. The charge for others will be: $10.00 minimum or $.01 per parcel if more than 1000 accounts. 3. COMPUTER GENERATED OUTPUT 3-1. Upon two (2) weeks prior written notice, copies of the complete Real Estate Assessment Roll Files shall be copied by the Cleveland County Assessor s Office to CD-ROM for delivery. CD-ROMs will be provided by the Cleveland County Assessor s Office. Payment shall be made according to section 7 of this document. Costs for this service are set forth in the attached Schedule of Costs. The Cleveland County Assessor s Office will provide record layouts depicting the format of the CD-ROM with the delivery thereof. Format of these files is standard and will not be modified The complete Assessment Roll data will be provided as an ACCESS database on CD-ROM Record layouts will be contained on the CD-ROM in a WORD document Periodic update files for assessment data are not available.

3 4. ASSESSMENT MAPS/COLOR AERIALS 4-1. Upon three (3) weeks prior written notice, the Cleveland County Assessor s Office will provide copies to any person or firm desiring copies of all or any portion of the Assessment Section Maps. Copies will be in paper form and one color on white paper in standard sizes as set forth in the attached Schedule of Costs pursuant to Title 28 O.S. Section Requests for a single copy will be handled immediately. Individual property owners obtaining a copy for their own records shall be exempt from the provisions of this law concerning payment Assessment Maps are also available on CD-ROM with two (2) weeks prior written notice. The information will be delivered as an ARC- INFO file. We currently do not have the manpower to allow us to customize or select particular areas. We will provide all sections, including geo or parcel identification information. We cannot provide individual ownership information at this point. Payment shall be made according to section 7 of this document. Costs for this service are set forth in the attached Schedule of Costs Color digital aerials are also available on DVD with two (2) weeks prior written notice. The aerials will be delivered in a SID format. Payment shall be made according to section 7 of this document. Costs for this service are set forth in the attached Schedule of Costs. 5. THEMATIC COLOR MAPS 5-1. Upon three (3) weeks prior written notice, the Cleveland County Assessor s Office will provide copies to any person or firm desiring copies of all or any portion of the Thematic Color Maps. Costs for this service are set forth in the attached Schedule of Costs Requests for a single copy requires only 24 hours advance notice. If the copy of a particular map is already printed and kept in reserve, it would be immediately available.

4 6. PICTURES AND SKETCHES 6-1. Upon two (2) weeks prior written notice, the Cleveland County Assessor s Office will provide copies to any person or firm desiring copies of all available pictures and/or sketches Due to the size of these files, the requesting party shall provide an external hard drive. The drive will be returned for an additional charge for shipping of $25 or the requestor may send prepaid shipping labels or the drive may be picked up at our office Payment shall be made according to section 7 of this document. Costs for these services are set forth in the attached Schedule of Costs. 7. PAYMENT / COSTS 7-1. Payment for all copies of records made by the Cleveland County Assessor s Office shall be made to the deputy assessors in the Records Department. Large copy orders must be paid for in advance Cash, certified check or company check made payable to David Tinsley, Cleveland County Assessor shall be the required method of payment All dishonored checks shall be turned over to the Cleveland County District Attorney s Bogus Check Division for prosecution and collection All costs for copies of records not specified in this policy shall be reviewed and the cost therefor determined on a case-by-case basis and all such requests shall be handled so as not to disrupt the essential functions of the Cleveland County Assessor s Office The costs for the services set forth herein shall be revised as necessary by the Cleveland County Assessor s Office to reflect increases in computer service costs, increases or decreases in wages, costs of necessary supplies and other applicable and necessary expenses.

5 8. RESERVATION OF RIGHTS 8-1. The Cleveland County Assessor s Office reserves the right to reschedule the times set forth herein for the reproduction of documents and computer information in the event that the production of the same would cause excessive disruption of the essential functions of this office. 9. POSTING OF RECORDS REPRODUCTION POLICY 9-1. This Records Reproduction Policy was posted in the Cleveland County Assessor s Office on July 26, This Records Reproduction Policy was revised for May 1, 2003 and delivered for posting in the Cleveland County Clerk s Office on April 30, This Records Reproduction Policy was revised for February 25, 2004 and delivered for posting in the Cleveland County Clerk s Office on February 24, This Records Reproduction Policy was revised for January 9, 2006 and delivered for posting in the Cleveland County Clerk s Office on January 6, This Records Reproduction Policy was revised for July 18, 2008 and delivered for posting in the Cleveland County Clerk s Office on July 21, This Records Reproduction Policy was revised for November 1, 2008 and delivered for posting in the Cleveland County Clerk s Office on October 31, This Records Reproduction Policy was revised for December 10, 2009 and delivered for posting in the Cleveland County Clerk s Office on December 11, 2009.

6 9-10 This Records Reproduction Policy was revised for December 21, 2011 and delivered for posting in the Cleveland County Clerks Office on December 22, SCHEDULE OF COSTS (If not picking up in person, must furnish a pre-paid mailing tube or envelope, or prepaid shipping labels) Real Property Ownership Display or Property Record Card Each ownership display $1.00 Platted Addition Ownership Reports Minimum charge $10.00 OR Per parcel charge if over 1000 parcels $.01 Computer Generated Output AA/CAMA CD-ROM (Access Format) Complete AA/CAMA $50.00 per hour ** Assessment Maps (Digitized Maps are in Coverage Format) B size approximately 11 x 17 $1.25 (Requires 6 this size for entire section) D size approximately 22 x 34 $7.00

7 CD-ROM of all digitized maps $50.00 per hour ** Single Section - digitized map $10.00 Maps from books (to scale) $5.00 Scanned copies to (81\2 x 11) $1.25 Pictures and Sketches (DVD) Pictures $50.00 per hour ** Sketches $50.00 per hour ** Color Digital Aerials (DVD) Entire County $ **See attached Policy adopted by State Board of Equalization effective December 1, 2011.