Hi Everyone,We hold about 550 preservation easements across the state and are looking for a more efficient way of managing the properties including inspections, approved alterations, and communication with the owners. We have one staff person to manage this program and we currently use Excel to keep track of all things easements. If your organization holds easements, how are you managing your programs? Is there any advice you can give?Thank you!
Great question! We are fortunate in that we manage our easement program in an all-digital environment, with almost all of our program archives digitized. This certainly makes managing our program easier, especially in having quick reference to easement documents, past communications, inspection photos, etc. The key to having an all-digital program is organized/standardized folders and file naming conventions. If you could obtain financial resources to digitize your files, I think you would find it would go a long way in helping you streamline your operations.
I also highly recommend reviewing the Land Trust Alliance Standards and Practices, particularly Standard 9G for Recordkeeping and Standard 11 for Conservation Easement Stewardship. I'm constantly getting ideas on how to improve our program based on these guidelines, and since each program is going to be a little different, it is always important to find tools that will work best for you.
Thank you to all those who work in the preservation easement community who have shared your questions and resources here on Forum Connect! Thinking big picture about your easement program, what are current pressing and emerging issues with your easement program? We are developing discussion topics for this year's Easement Roundtable at PastForward and want to hear from you on what issues are at the forefront of your easement work.
We know each easement program is unique and what may be applicable for one program may not be for another. We hope to develop discussion topics that meet the current needs of a variety of preservation easement programs and look forward to hearing your suggestions. We will share the topics ahead of time on Forum Connect, so you can come prepared with your questions or success stories to provide examples to other easement practitioners.
Kirk, thank you for your great suggestions!
We're looking forward to the Easement Roundtable at PastForward on Wednesday 11/15 at 3 p.m. This year's Easement Roundtable format will be guided small group discussions regarding four topics related to easement stewardship and program management. This year's Easement Roundtable topics are:
If you are unable to attend the Easement Roundtable in person, but still want to be part of the conversation, feel free to contribute your questions or comments on any of these topics here on Forum Connect. For those of you joining us in Chicago, we hope you'll come with your burning questions and look forward to lively conversations!
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