3/23/2015
(NLTDS)
The NLTDS uses ColdFusion Architecture powered by the
Equation application.
Features of NLTDS:
• database
• document storage
• secure cloud environment
• and integrated software (SaaS)
for project management
• customer record management
instant reporting
• continuing improvement
• training and audit
In 2005, the Navajo Nation began planning a certified/noncertified Land Title Status search capacity for the Navajo
Nation; a Navajo Nation LTRO Office soon emerged as the
most feasible course.
The Navajo Nation developed the Navajo Land Title Data
System (NLTDS) from Navajo General Funds and in 2007,
the initial design for a title plant for the Navajo Nation was
completed.
In 2014 supplemental funding was obtained from Council
and Presidents Office to purchase the system.
1
3/23/2015
Phases of Development
• Phase I – Researching Various types of Data
Management Systems and make Selection
• Phase II – Developing Data Policies and
Procedures
• Phase III – Implement Data Structure and Work
flow Test with Minimal amount of Data
• Phase IV – Populate with Live Data and Import
Data from existing database and upload
documents
• Phase V – Go Live to all Agencies
NLTDS:
Combines mapping, reporting, training, customer
contact, improvement and auditing, document,
data and records control, online forms, regulatory
and work procedure reference, quality
management, project management and
scheduling, and documentation of memos and
notifications – individualized by user, by document
and by record and Training.
2
3/23/2015
The NLTDS application is a comprehensive solution
offering the following benefits:
• Provides cost-effective implementations of federal/tribal mandated
leasing requirements;
• The use of the application will reduce the costs associated with traditional
review processes;
• Provides web based systems for Corrective Actions for lease
enforcement; Internal Audit; Records/Data/Document Tracking under FOIA
and Navajo Nation/Federal Privacy Acts;
• Improves project continuity; project management tools allowing for
continual progress on Zero-Based budget goals and Federal Contract
reports and deliverables;
• Can be accessed by a PC with a web-browser and secured link to the
web, with no additional IT installation required for users; All activity is
conducted behind firewalls.
The NIST establishes the security level of the information on a sliding scale of 1, 2, 3 and
4; Level 3 is usually needed for information sets containing private information about
individuals. NIST standards were in place for years (developed in 2006), but underenforced. Directives for enforcement of NIST standards were issued in a series of
publications from the Chief Information Officer of the federal government in 2010 and
2011.
Even the of the Department Interior faced challenges with FISMA and the NIST
requirements. The requirements are the basis of processes now required in Federal
Information Security Plans from: the development of information, to data processes,
external firewalls, employee and contractor credentialing and other critical elements. The
Office of Inspector General for the Department of the Interior reported in the Semiannual
Report in 2011, that the DOI FISMA Evaluation revealed major inconsistencies:
Quality management, ANSI/ISO standards for document control, ANSI/ISO metadata
standards and ISO 1400 environmental management, tribal regulation, FOIA requirements
and digital privacy rules, are already incorporated into the application.
3
3/23/2015
Premier Tier “4” Data Center
WMH1
A side-by-side comparison of Trust Asset
Accounting Management System (TAAMS)
Bureau of Indian Affairs/Office of Special Trustee
and
The Navajo Land Title Data System (NLTDS)
powered by Equation and adapted by the Navajo
Nation
4
Slide 8
WMH1
W. Mike Holana, 3/4/2013
3/23/2015
TAMMS vs NLTDS
Architecture
The TAAMS is a standard Oracle‐like database with:
Standard Reports
Fixed Entry Screens
Static Data Indexing
Capacity to store PDF documents and Images. TAAMS
TAAMS is a fixed architecture (indexes are labor intensive to alter), with complex, multi‐
screen data entries
TAAMS ‐ yes
Navajo Land Title Data System powered by equation (NLTDS)
The NLTDS uses ColdFusion Architecture powered by the Equation application. The NLTDS has a database, document storage, secure cloud environment and integrated software (SaaS) for project management, customer record management, instant reporting, continuing improvement, training and audit
NLTDS ‐ yes
Metadata: Retains all metadata and can extract TAAMS ‐ no
text to assist users in locating documents
NLTDS ‐ yes; hold documents in their original application: Word, Auto CADD, GIS or Excel
Expand data capacity to include survey field notes, documents, studies and maps, current GIS maps, and historic title data. Data expansion is required to correct the historic data and validated new data.
TAAMS ‐ no
NLTDS ‐ yes; data storage is tied to size of sever desired by the Navajo Nation and is expandable. Data architecture is expandable
Expand existing data structure without upgrades or costs
NLTDS ‐ yes; ColdFusion technology allows for some programming/modification on the user side of the application. NLTDS has many features creating heat mapping or instant reporting; allows users to customize data records, audits, searches and reports. Older database can be loaded and linked
The TAAMS accounting lacks data linking to NLTDS has built‐in audits; audit requirements are customized. Transaction History Audit attaches to each documents, auditing capacity or verification of document and data record. Audit can be printed automatically. Special audits are created and monitored in transactions
the system such as COAs
TAAMS ‐ no
NLTDS ‐ yes
Audit. System should automatically track changes in the records or documents
Track changes were made to records; attach historic documents via links; track changes due to authorizing legislation
TAAMS ‐ no
Forecast and notify users of critical events, such TAAMS ‐ no
as expiring leases or expected revenue
NLTDS ‐ yes
Track an approval process (SAS); can automatically report current location or status TAAMS ‐ no
NLTDS ‐ yes
Create an automated choice of reporting in both TAAMS ‐ no several graphic analysis or text formats
NLTDS ‐ yes
Architecture
TAAMS
Navajo Land Title Data System powered by equation (NLTDS)
BIA/OST TAAMS contains unaudited "chain
of title" without correcting existing parcel
description documents
TAAMS - uncorrected data; The BIA has not
reconciled inaccuracies in historic title and
parcel description errors – legal descriptions
of land interest are not always accurate
TAAMS– at best it stores GPS latitude and
longitude data in flat files
TAAMS - no
NLTDS - corrected data or entered data with attached audited
findings and correction plan. The Navajo Nation, federal realty
services and the private sector are correcting the data on a
“case by case” basis for new or renewing lease
NLTDS has a geospatial map search function in development;
currently links documents to map points
NLTDS - yes
Integrate mapping with data and document
control
Self-audit transactions or provide records of
amendments, or self-report audit criteria
Track the location or the review status of a
document(s)
Link documents to records and maps, or
directly tie funds to records, documents and
maps
Utilizes standard practices for document
control and security. Is cost effective,
reduces government cost without reducing
accountability
Uses Voluntary standards, OMB standards,
GAO assessment standard, FISMA
System format is adaptable and accessible quick to learn and use.
Security Access and Training of all users is
tracked within the system by user and
document, meeting FISMA standards
TAAMS - no
NLTDS - yes
TAAMS - no
NLTDS - yes
TAAMS - no
NLTDS - yes; SAS process and tribal review is paperless and
much quicker. Reviews can take place at the same time;
responses are documented, document distribution is automated
TAAMS - no
NLTDS - yes; In 2007, the design for a title plant for the Navajo
Nation was completed. The NLTDS meets the American
National Standard Institute (ANSI) and International Standards
Organization (ISO) document control requirements. The Navajo
Nation, Division of Natural Resources (DNR) has moved forward
with implementation of the Navajo Land Title Data System Plan
within the Navajo Land Department as required by regulation.
The system is designed to expand service to other Divisions and
Departments, including local Navajo units of government.
NLTDS- - yes
TAAMS - no; several independent studies
including one by NCIA called the learning
curve for TAAMS challenging
TAAMS - no
NLTDS- - yes
5
3/23/2015
Architecture
TAAMS
Navajo Land Title Data System powered by equation (NLTDS)
Off-site backup of data, maps and
documents
Adaptable Data Structure
Tribal Lands may include several different
legal status types: fee simple; tribal trust
land; State trust land; public lands - forests,
grazing, National Parks; individual allotment;
or Land corporations such as tribal ranches,
enterprises. Each type has a different
process, shareholders and oversight.
Complexity requires adaptability.
Integrate mapping with data and document
control; Link documents to records and
maps
Self-audit transactions or records
Provide records of amendments, self-report
audit criteria
Create an automated multi-dimensional
choice of reporting in both graphic analysis
and text
Hold documents in their original application:
Word, Auto CADD, GIS or Excel
TAAMS - unclear
NLTDS- - yes
TAAMS - no
NLTDS- - yes
TAAMS - no
NLTDS - yes
TAAMS - no
TAAMS - no
NLTDS - yes
NLTDS - yes
TAAMS - no
NLTDS - yes
TAAMS - no; PDF or image files only without
metadata capture
Tie funds and payments directly to records,
documents and maps
Track an approval process
Emergency Response email notification to
all users
Track the location or the review status of a
document(s)
Track changes in documents or forecast and
notify users of critical events, expired leases
or expected revenue.
Be independently certified,
Quick Data Capture is needed for large
amounts of data or documents
TAAMS - yes
NLTDS - yes; Hold documents in their original application:
Word, Auto CADD, GIS, Excel, PDF and Image files. Each file
has metadata capture.
NLTDS - yes
TAAMS - no
TAAMS - no
NLTDS - yes
NLTDS - yes
TAAMS - no
NLTDS - yes
TAAMS - no
NLTDS - yes; Both Automated and Manual Notification
TAAMS - no
TAAMS - no; Loading is slow; TAAMS is a
fixed architecture, with complex, multi-screen
data entry;
NLTDS - yes
NLTDS - yes Bulk Loading tool can load 30 SAS Review
Packets at one time. The estimated size of all existing Navajo
lease records could be 80,000 record sets of approx. 100 pages
each
TAMMS vs NLTDS
Indexing is classification through the documents'
metadata or even through word indexes extracted
from the documents' contents. Indexing exists to aid
subsequent retrieval of documents from repositories
that contain thousands of documents. Of critical
importance for rapid data or document retrieval is the
creation of an Index Topology and Multiple Indexing
for Data Retrieval.
TAAMS - no; numeric/character index only
NLTDS - yes; Advanced searches can use a variety of methods to retrieve data.
New Indexes can be built without changing existing index. XML language allows
unique tagging of documents, data and maps
Advanced and Dynamic Searching
Automated Distribution of documents to other user,
and automated notification
Individualized Security for every document, user or
change to data.
Viewing Rights and Publishing is restricted by
automated application security to certain individuals
and team managers
Workflow - allows programmed workflow
Collaboration
Allows different tools and desktops for different
categories of collaborators from basic to multiple tools,
to administrative controls.
TAAMS - no
TAAMS - no
NLTDS - yes
NLTDS - yes
TAAMS - no
NLTDS - yes; meets Navajo Code for Navajo Privacy Act and Navajo Freedom of
Information Act. American National Standard Institute (ANSI) International
Standards Organization (ISO) certifies Equation for digital data control and
environmental management.
TAAMS - no
TAAMS - no; TAAMS has restricted access
inhibiting local government and consensus
tribal processes. Same for all users.
NLTDS - yes
NLTDS - yes Web based solutions are needed to reach many “stake-holders.” The
NLTDS uses a restricted cloud environment. The NLTDS has additional ‘software as
service”: Project Management tools, Audit and Continuing improvement, Customer
Record Management/Service Logs and collaborative review of documents (SAS).
Versioning: Version control for documents, policies,
data, keeps automated records on changes between
versions. Automated Security restricts users allowed
to create or alter documents/data.
TAAMS - no; TAAMS cannot be
independently certified, as it doesn't meet:
Voluntary standards; NIST standards, OMB
standards or GAO assessment standards.
All of these assessments require
automated version control. TAAMS lacks
automated version control. Any versioning
is manual
TAAMS - no
NLTDS - yes; These voluntary standards are approved by federal regulation to meet
requirements for: privacy, document control, digital records and tribal trust
documents, in regulations promulgated by the Chief Federal Information Office,
Federal Office of Management and Budget. All Versioning is automated.
Integrates Software as Service (SaaS): Gantt Charts,
Customer Record Management, Policy Reference and
Project Management Software. Integration of
Continuing Improvement with audit tools, documents
databases and maps
NLTDS - yes
6
3/23/2015
The Navajo Land Title Data Systems meets
standards for Land Title Records. It can also be
used for Specialized Business Architecture.
• Partners my view the Land Title Records + GIS and
Survey Maps and/or
• Partners may additionally run separate systems adapted
to their own business architecture.
7
3/23/2015
The NLTDS Business Architecture contains:
• project planning and tracking;
• instant reporting in charts and graphic format;
• employee on-line training management records;
• document control, indexing, and archival storage and
retrieval;
• data collection and data record management,
information security features;
•
emergency response notification, staff
communication, management and
• business continuity features.
8
3/23/2015
First window has your Notifications
Contact
Information
and Project
Status
9
3/23/2015
How long
will it take this
time?
The first time it
took three years to
get my lease.
The first step is to find you in the C.R.M.
database Mrs. Yazzie. M ay I have your
current contact information?
How ma ny places
will my family h ave to
drive me?
- let’s do
e verything
Today!
Jane
M.
Yazzie
If you h ave
the time -
I can update your information
and link it all information and
documents in our system.
Including your old lease.
I live with my siste r, just
down the road. She has
running water and
electricit y.
The NLTDS is a One Stop Shop.
My traditional home isn ’t
hooked up to tribal utilities.
Customer Service is tracked
Improvements or corrections
have a schedule
The Navajo Land Title Data System
Mrs. Yazzie must close a loan on her new home.
Under the BIA system, Mrs.Yazzie must: Visit
several offices and wait for years for a status
report, mortgage underwriting or lease.
The NLTDS can:
Track all documents and data
Holds ANY type of Federal Trust Transaction and issue reports
Remembers and automatically update Mrs.Yazzie’s information to all files.
Mrs.Yazzie can do many things in just one step and at one place.
10
3/23/2015
Document Page
Load and View
Upload all
types of
Documents
and
Assign
Authorization
11
3/23/2015
Search by Chapter, Agency, Name, Location,
Cense Number, Township, Range, Lots, etc…
Results can export list to Excel or PDF
12
3/23/2015
Glance at the NLTDS
Map view of Land Parcels with Utilities
Clicking on a land parcel to get the
Documents for that parcel
13
3/23/2015
Click on Document and View
Scanning of Documents in Mass
14
3/23/2015
Print whole document or single page
15
3/23/2015
The NLTDS Contains:
Applications, Requests for services
Site selection and field clearance
Application Searches for “Chain of Title”
Field Clearance
Technical studies such as EA and Archaeology
Surveys, Maps and GIS Shape files
Compliance Documents
Tribal Consent
Land Title Status Reports
16
3/23/2015
The Navajo Nation “CLOUD”
The Navajo Nation sees advantages in
developing its own systems and security plan
outside of the BIA. The most important reasons
the Navajo Nation has developed its own data
system are: the Navajo Nation has the ability to
direct its own path, create its own timelines for
full regulatory compliance while protecting
critical data, and can participate fully in the
economic benefits of owning and operating an IT
system.
17
3/23/2015
18
3/23/2015
The Navajo Leasing Act of 2000; allowed
the Navajo Nation to develop a general leasing
regulation and primary review process for surface land
leasing without the prior approval of the Bureau of
Indian Affairs.
The Purposes of the Navajo Leasing Act of 2000 was;
“To establish a streamlined process for the Navajo
Nation to lease trust lands.” The length of time required
for a BIA - LTRO to produce a certified title search on
tribal trust land remains 12 to 18 months.
United States
Government
Surface Leases & Permits
Authority
LEGISLATIVE
BRANCH
Department
Bureau of
of the
Indian Affairs
Interior
Rights of Way &
Minerals
Navajo Nation
EXECUTIVE
BRANCH
JUDICIAL
BRANCH
19
3/23/2015
The General Leasing Regulation of 2013 was pass by the Tribal Council on October 22, 2013. The Bill is a enabling legislation requesting the Secretary of Interior to give the Navajo Nation the authorization to approve all Surface Leases and Permits (excluding minerals) Secretary of Interior signed on May 16,2014.
These regulations apply to all leases and permits on Navajo Nation Trust Lands authorized under 25 U.S.C. §§ 415(a) and 415(e) and 635(a), including leases for the development or utilization of natural resources, renewable energy leases for wind and solar and agricultural leases, telecommunications site leases, and leases for public, religious, educational, recreational, or residential purposes, and business site leases which is authorized pursuant to separate regulations approved by the Secretary. 20
3/23/2015
21
3/23/2015
22
3/23/2015
23
3/23/2015
24
3/23/2015
25
3/23/2015
To Predict the Future,
you have to Invent it.
NAVAJO LAND DEPARTMENT
W. Mike Halona
928-871-6401
[email protected]
“Do not let circumstances control you, Control your circumstances”
26
3/23/2015
The Navajo Leasing Act of 2000; allowed the
Navajo Nation to develop a general leasing
regulation and primary review process for surface
land leasing without the prior approval of the Bureau
of Indian Affairs.
The General Leasing Regulation of 2013 is
currently waiting for Tribal Council to approve the
enabling legislation requesting the Secretary of
Interior to delegate the Navajo Nation authorization
to approve all Surface Leases and Permits (not
including ROW and minerals)
27
3/23/2015
United States
Government
Surface
Leases &
Permits
Authority
LEGISLATIVE
BRANCH
Department
Bureau of
of the
Indian Affairs
Interior
Navajo Nation
EXECUTIVE
BRANCH
JUDICIAL
BRANCH
The General Leasing Regulation of 2013 was pass by the Tribal
Council on October 22, 2013. The Bill is a enabling legislation
requesting the Secretary of Interior to give the Navajo Nation the
authorization to approve all Surface Leases which was approved May
16, 2014. (excluding minerals)
These regulations apply to all leases and permits on Navajo Nation
Trust Lands authorized under 25 U.S.C. §§ 415(a) and 415(e) and
635(a), including leases for the development or utilization of natural
resources, renewable energy leases for wind and solar, agricultural
leases, telecommunications site leases, and leases for public, religious,
educational, recreational, or residential purposes, and business site
leases which is authorized pursuant to separate regulations approved
by the Secretary.
28
3/23/2015
Eastern Grazing Units
Examples:
Grazing Management Plans
Eastern Grazing Units
29
3/23/2015
Grazing Districts
The Growth of the
Navajo Nation
30
3/23/2015
31
3/23/2015
32
3/23/2015
“District 6 Joint Council”
Strategic Work Session
- History of Navajo Nation
- Land Impacts
- Community Land Use Planning
October 2010
33
3/23/2015
November 2011
November 2013
34
3/23/2015
35
3/23/2015
36
3/23/2015
37
3/23/2015
38
3/23/2015
Grazing District Units Linked to
Roads with Right-of-Ways
Ownership Data
39
3/23/2015
GIS maps are linked to data and documents
and can open with all metadata and links…
Also CADD survey applications.
BIA/Navajo Nation forms can be complete in the
field and automatically saved to documents and
data bases
1. An existing backlog of lease request reviews;
2. Tribal base maps in the Public Land Survey System are protracted not
cadastral (only 30% of the townships and sections in the Navajo Nation, Public
Land Survey have been confirmed by cadastral survey by BLM), though the
Navajo Nation supports federal cadastral cost with a Navajo survey team.
3. GIS does not properly overlay the historic title records and these
discrepancies have not been resolved by BIA or BLM;
4. The Navajo Nation and other tribal land are still described in BIA files with
historic special meridians like the Navajo Special meridian and don’t line up with
the PLS;
5. The title chains describing ownership interests are missing or incomplete;
6. Conveyance documents are on every type of medium; there are many
conveyance formats.
7. An existing backlog of requested land appraisals;
8. Conveyance records are located within the Regional LTRO Offices (the
regional LTRO serving Navajo is in Albuquerque) and in tribal files. There is no
master list of file locations. Few records have been digitally reproduced; if
reproduced digitally, many are of poor quality or in unusable file formats.
40
3/23/2015
NLTDS is
completely automated with
computer-generated reports, computergenerated graphics, and time/date
signatures of all data. Document/record
audits, documents/records loading,
approval and document/record changes
are auto-generated. All activities are
recorded and linked.
The National Institute of Standards and Technology (NIST)
developed the current federally adopted standards for IT
security requirements. These requirements include redundant
systems for power lines, information lines, energy systems and
physical security.
The Federal government recognized that massive liability
would crush the research, development and use of anti-terror
technologies, and passed the “SAFETY Act” as part of the
Homeland Security Act of 2002, Pub. L. 107-296. The aim of
the SAFETY Act is to “encourage the development and
deployment of anti-terrorism technologies that will substantially
enhance the protection of the nation.”
41
3/23/2015
Future of Indian Nations
Indian Nations now enjoy the greatest freedom to
determine their own social and economic destinies using
their own homelands to assist in creating a sustainable
economy and better quality of life for themselves and future
generations to preserve their culture forever.
Tribes no longer need to ask the Federal government for
permission in advance, but make these strategic decisions
within a framework that protects the trust duties of the
United States of America to the American Indian people.
In 2005, the Navajo Nation began planning a certified/noncertified Land Title Status search capacity for the Navajo
Nation; a Navajo Nation LTRO Office soon emerged as the
most feasible course. The Navajo Nation developed the
Navajo Land Title Data System (NLTDS) from Navajo
General Funds and in 2007, the initial design for a title plant
for the Navajo Nation was completed.
NLTDS meets the American National Standard Institute
(ANSI) and International Standards Organization (ISO)
document control requirements; these voluntary standards
are approved by federal regulation to meet requirements for:
privacy, document control, digital records and tribal trust
documents.
42
3/23/2015
The NLTDS application is a comprehensive solution
offering the following benefits:
• Provides cost-effective implementations of federal/tribal mandated
leasing requirements;
• The use of the application will reduce the costs associated with traditional
review processes;
• Provides web based systems for Corrective Actions for lease
enforcement; Internal Audit; Records/Data/Document Tracking under FOIA
and Navajo Nation/Federal Privacy Acts;
• Improves project continuity; project management tools allowing for
continual progress on Federal Contract reports and deliverables;
• Can be accessed by any PC with a web-browser and secured link to the
web, with no additional IT installation required for users; All activity is
conducted behind firewalls.
43
3/23/2015
44
3/23/2015
Right‐of‐Way – Service Line Agreements ‐ Lease ‐ Permits
Right‐of‐Way:
•
•
•
•
•
•
Service Line Agreements:
Roads
• Utility Connection for (1) one Customer
Waterlines
(Electric, Water, Gas, Sewer & Fiber,)
Gas Lines
Transmission Lines
Distribution Lines (utility‐fiber)
Temporary Construction Easement
Lease:
•
•
•
•
•
•
•
•
•
•
Residential (HSL)
Renewable energy Wind
Solar
Agricultural
Telecommunications sites
Public use areas
Religious
Educational
Recreational
* Business site leases
Permits:
• Mission sites
• Revocable Use • Cell Phone Antennas
Mineral Lease:
• Sand and Gravel
*Business Site Lease is for Commercial Operation Compensation is Assessed 45
3/23/2015
Tier 3 Data Center
The Navajo Nation System
46