GIS DATA SUBMISSION FOR 2014 Florida DOR Basic Requirements

Cadastralist: A person who is trained in the mapping of property commonly focused on the details of ownership, tenure, dimensions and precise locations of individual parcels of land.

Presentation Goals Why submit GIS data to DOR? When must GIS data be submitted to DOR? What GIS data must be submitted to DOR? What opportunities are there to improve our data and its value?

Why submit GIS data to DOR?

Section 193.1142, F.S. Approval of Assessment Rolls (1)(a) Each assessment roll shall be submitted to the executive director… (c)2. …Additional parcel level data that may be required by the executive director include… …parcel-level geographical information system information. Amended 2008 Legislative Session

When must GIS data be submitted to DOR?

(Final) GIS Data Files Are Due April 1 1.2 Required 2014 Electronic File Submissions. The electronic files that must be submitted for 2014 are summarized below, in chronological order: 2. Parcel-level geographic information (Map File), due by April 1, 2014. 2014 Complete Submission and Roll Evaluation Standards

Test GIS Data Files GIS data test files may be submitted for review by DOR between January 2, 2014 and March 15, 2014. Submission of test GIS data files is offered as an opportunity to assist in the identification of formatting or data quality issues prior to final GIS data submission. Technical review feedback is provided.

What GIS data must be submitted to DOR?

Level 4 Requirements File Name Join Field Name Join Field Data Structure Map Projection Map Units

Level 4 Requirements File name format PARCELNO (join field) F_alachua_04012014_parcels.shp (final delivery) T_alachua_02012014_parcels.shp (test delivery) Date in file name corresponds to delivery date PARCELNO (join field) PARCELNO data is same format as NAL PARCELID field data This is NAL data field #2 NAD83/90, Zone, US Survey Feet Units

Level 3 Requirements Based on Florida Statutes and Florida Administrative Code Rules

Level 3 Requirements 12D-1.009 Mapping Requirements. (1) Each county property appraiser shall have and maintain the following: (a) Aerial photography suitable for the needs of his office. (b) Property ownership maps which will reflect the following: 1. Recorded subdivisions and/or unrecorded subdivisions, if being used for assessing, in their entirety on the property ownership maps including lot and block division and dimensions if known. 2. Dimensions and acreage, where known, on all parcels over one acre in size. 3. Parcel number (normally the last four digits of the property identification number).

Level 3 Requirements 1. Recorded subdivisions and/or unrecorded subdivisions, if being used for assessing, in their entirety on the property ownership maps including lot and block division and dimensions if known. Edits 1 – 4 review for boundary, annotation, attribution. Note: “If Known” as used in the Rule means according to Public Records.

Level 3 Requirements  2. Dimensions and acreage, where known, on all parcels over one acre in size. Edits 5 & 6 review for annotation or attribution. Note: “Where known” as used in the Rule means according to Public Records.

Level 3 Requirements 192.011  All property to be assessed. --The property appraiser shall assess all property located within the county, except inventory, whether such property is taxable, wholly or partially exempt, or subject to classification reflecting a value less than its just value at its present highest and best use. Extension on the tax rolls shall be made according to regulation promulgated by the department in order properly to reflect the general law. Streets, roads, and highways which have been dedicated to or otherwise acquired by a municipality, a county, or a state agency may be assessed, but need not be.

Level 3 Requirements 193.085 Listing all property. -- (1) The property appraiser shall ensure that all real property within his or her county is listed and valued on the real property assessment roll. Streets, roads, and highways which have been dedicated to or otherwise acquired by a municipality, county, or state agency need not, but may, be listed.

Level 3 Requirements 12D-8.001 All Property to Be Assessed.  (1) General.      (a) The property appraiser shall make a determination of the value of all property (whether such property is taxable, wholly or partially exempt…

Level 3 Requirements (b) The following are specifically excluded from the requirements of paragraph (a) above: 1. Streets, roads, and highways. The appraiser is not required to, but may assess and include on the appropriate assessment roll streets, roads, and highways which have been dedicated to or otherwise acquired by a municipality, a county, or a state or federal agency. a. The terms "streets", "roads", and "highways" include all public rights-of-way for either or both pedestrian or vehicular travel. b. The phrase "or otherwise acquired" shall mean that title to the property is vested in the municipality, county, state, or federal agency and shall not include an easement or mere right of use.

Level 3 Requirements Edit 7 reviews whether, or not, all real property is assessed and listed. This is accomplished by a visual scan of the parcel shapefile for obvious areas where polygons (parcels) have not been created. The most recent NAL is joined with the parcel shapefile. The PARCELNO and the PARCELID (NAL data field #2) fields are sorted to identify “Nulls”.

Level 3 Requirements 3.5.2 Letter of Intent for GIS Map Submissions. The Department recognizes that some counties may have difficulty complying with the GIS data submission requirements. Property appraisers experiencing difficulty must notify the Department in writing and include a plan to achieve compliance. The letter must be submitted by May 1. * *2014 Complete Submission and Roll Evaluation Standards This form is available for download at: http://dor.myflorida.com/dor/property/gis/

Continual Improvement Identify opportunities to support the tax roll process.

Continual Improvement Document our products. Metadata can be a good thing.

Continual Improvement Account for all real property in the “primary parcel shapefile”. DOR recommends that all real property parcels should be included in the parcel polygon shapefile.* *2014 Assessment Roll Edit Guide For Parcel Level Geographical Information System (GIS) Information (Edit 7)

Statewide Practices for Land Records in GIS Florida’s annual statewide-standardized parcel data aggregation, parcel data publishing and distribution have been a recognized best practice for many years. Florida was one of the first states to complete statewide digital parcel mapping and was also one of the first to make this data freely available for download. January 2013 Nancy Von Meyer and Sharon Schiebold

Contact Information For 2014 GIS data submission requirements, 2014 GIS data edit guide, GIS and mapping resources, and more, visit: http://dor.myflorida.com/dor/property/gis/

Contact Information Tom Canter cantert@dor.state.fl.us 850-617-8872 Charles Russell russellc@dor.state.fl.us 850-617-8867