GOVERNMENT

CASE MANAGEMENT SYSTEM AT DEPARTMENT OF JUSTICE

KARIBE is our new web application solution developed for the Department of Justice of Puerto Rico. The application is a database that not only connects the land registry’s 29 sectors and its parent agencies, but also the Treasury Department, Planning Board, Municipal Tax Collection Center (CRIM), and the Permits Management Office (OGPe). ​

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The Department of Justice of Puerto Rico is the institution responsible for enforcing Puerto Rican law, aspiring to the highest principles of equality and human dignity. ​

CHALLENGE

Be it for a prospective buyer trying to close a deal on a property in Puerto Rico, or a lawyer investigating current owners in an inheritance settlement, title searches were often the case of frustrating delays. Obtaining a clean certification or registering any real estate transaction required an in-person visit to any of the locations of Puerto Rico’s Property Registry where the land record or deed was registered. ​

“Supervision of the registrars and other personnel was difficult for lack of adequate tools.”

-Mayra Huergo
Department of Justice Associate Secretary.

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Department of Justice” case study.

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DISADVANTAGES

Puerto Rico’s Property Registry had a decade-old system that served sectors individually without a centralized place to access the information. Likewise, the system was extremely complicated with over 300,000 documents waiting to be processed, resulting in loss of revenue as lawyers withdrew documents before they were registered. ​

“Our country’s heritage was desintegrating.”

-Mayra Huergo
Department of Justice Associate Secretary.

FACTS

$5M

In revenue thanks to the new paperless process

5

Different interconnected agencies

15K+

Users from different agencies

10

Processes simplified

260K

Documents accessed anywhere

THE SOLUTION

DIGITALIZATION

Once the digitalization of the registry volumes was in place, the Department of Justice adopted a new business model that increased revenue. By saving money through a digital system, the department can now provide more efficient services to citizens. ​

TECHNOLOGY INFRASTRUCTURE

Implementing this new system meant creating a robust technology infrastructure for the registry’s archives and providing better services to the public, like online access, inscriptions errors, and electronic payments. Apart from this, new legislation was required to allow electronic signature, payments, and document delivery. ​

BENEFITS

All users can access the system 24/7.

Notaries can submit all supplemental documents in PDF format.

Receive timely notification via email of any defects that may prevent registration of documents they have filed.

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NEW AND POWERFUL INTEGRATIONS

The new Puerto Rico Digital Registry now connects:

Land registry’s 29 sections
It’s parent agency the DOJ
Treasury Department
Planning Board
Municipal Tax Collection Center (CRIM)
Permits Management Office (OGPe)

TECHNOLOGIES

CLIENT

HTML5
CSS3
Bootstrap
Javascript
Backbone
Node
Jade
JSON
JQuery

API

RESTful API architecture
.Net, C#
Entity Framework
LINQ
JSON

TOOLS

Microsoft Visual Studio
Microsoft SQL Server
Reporting Services (SSRS)

IMPLEMENTATION

For this project, we implemented the Microsoft SQL Server 2014 over a Windows Server Failover Clustering cluster, while the AlwaysOn Availability was also enabled. INVID developed stored procedures for all data queries, CRUD and data business logic.  Reporting Services, a web service used to obtain a PDF instead of using a report viewer component, was implemented for generating reports, receipts, and other necessary documents.​

The API application is hosted on a dedicated IIS server web farm with load balancing. All data is transmitted using JSON format.​

Karibe’s web application is hosted on another dedicated IIS server web farm with load balancing. It’s a single-page web application that uses HTML templates with MVC as its architectural development pattern. Jade was also used to create HTML and CSS files faster. It uses a Bootstrap framework for a responsive adaptation to mobile or desktop browsers. Cloud Backup is provided by Microsoft Azure to protect data and critical applications in case of natural disasters. ​

THE IMPACT

Interconnection with five other public agencies not only benefits the government but also quickens transactions and services for citizens. The Treasury of Puerto Rico receives the revenues generated by transaction fees directly, while agencies have instant access to the information needed to fulfill their responsibilities.​

By integrating the department’s system with CRIM and OGPe, citizens can now verify if a property they are registering is in the correct location or has any municipal tax issues. Citizens and notaries can avoid long lines at multiple agencies by accessing information about deeds, property maps, leans and embargos, tax debts, and permits through a single web application. ​

With our system, the revenue generated exceeded all expectations, making the project self-liquidating. The cost of the entire Digital Registry transformation, including the digitalization process, IT infrastructure, development, and implementation, was paid for with the revenue generated in the first two months. ​

TESTIMONIALS

This project not only means a significant service improvements for citizens, lawyers, financial institutions and other government agencies, but it also has the potential of increasing revenue by allowing us to capture approximately $5 million that were lost annually due to inefficiencies.

Cesar Miranda, Former Justice Department Secretary

The system now streamlines processes and automatically assigns cases preventing arbitrary selection of documents presented for processing. Registrars access documents pending their approval with their digital fingerprint.

Mayra Huergo, Former Department of Justice Associate Secretary

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