Amy Urbanek, GIS and Records Manager at Williamson CAD, and Jessica Miller, Director of Operations at Williamson CAD, shared their experience with Just Appraised's flagship product, Deeds Automation. Amy oversees a team of six people in mapping and deeds records, including three Records Technicians who use Just Appraised daily to process deeds.

Before adopting Just Appraised, Williamson CAD relied on a labor-intensive process. The County Clerk’s office sent a CD of uploaded documents once a week, which were then sorted into folders. Technicians would either print the documents or view them on one screen while manually keying information into the Tyler Orion CAMA system on another screen. Williamson CAD was fortunate to have two highly experienced Recorder Technicians who had been processing deeds for decades. However, their retirement necessitated hiring and training new staff from scratch.

Williamson CAD became an early adopter of Just Appraised, implementing the product in 2018. Just Appraised uses advanced artificial intelligence and machine learning to streamline ownership transfer processes for local government tax assessment and county clerk offices. Its flagship Deeds Automation product incorporates optical character recognition (OCR) and natural language processing (NLP) to improve efficiency and accuracy.

The solution integrates with the CAMA system, offering:

• Automated import of deeds and recorded documents from the County Clerk’s office.
• Automated Parcel matching to the CAMA system.
• Field extraction and population into the CAMA with 95%+ accuracy, shifting the focus from manual data entry to data review.

Williamson CAD has also implemented full automation for select documents and data fields. Most data is reviewed by technicians before being populated in the CAMA system. However, for fields where AI accuracy is known to be 100%, full automation is utilized. Amy estimated that 15% of data fields benefit from this full automation.

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The impact of implementing Just Appraised has been substantial. Amy and Jessica emphasized that over the past six years, the product has continually evolved and improved. According to Amy, each technician is now approximately 60% faster at processing documents, reducing the time required for basic deeds from 4-5 minutes to just 2 minutes.

When Williamson CAD experienced a surge in ownership deed changes in 2021—a trend mirrored by many Texas counties—they managed the increased workload without hiring additional staff, despite the loss of two seasoned technicians.

Beyond automation, Amy and Jessica highlighted the time savings from document filtering. An estimated 30% of documents received from the County Clerk’s office do not require processing. Previously, reviewing and filtering these documents required time and a trained technician.

Amy also praised the accuracy improvements: “Any time you remove human data entry on the first pass, you’re going to see fewer misspelled names, typos, and other errors.”

She concluded, “I would recommend Just Appraised to other districts; it certainly is a time saver.”