TECHNICAL ADVISORY

DIVISION OF MOTOR VEHICLES

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To:  Tax Collectors, License Plate Agents, and Field Offices

From:   Sandra C. Lambert, Interim Director

Subject:  Scanning of Stop Documents and Reporting Requirements

Advisory Date:  04/27/11                              Implementation Date:  Immediately                                   

Advisory Number:    T11-01

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The Department is working towards creating a single high-speed scanning process for archiving motor vehicle and driver license documents. Field locations and Tax Collector offices are currently filing stop documents at their locations, as well as sending originals to Tallahassee. The work is labor intensive for all. The Department’s plan is to improve efficiency and effectiveness by:

 

(1) Changing a paper intensive process to a high-speed electronic process

(2) Reducing supply costs of copying, filing, and handling paper documents

(3) Improving safety and security of information by going from paper to electronic storage

(4) Freeing up field and tax collector resources to address other issues, and

(5) Improving access time with electronic access versus paper access          

 

Therefore, effective May 1, 2011, the Department will start scanning documentation for stops, which will affect how Tax Collectors, License Plate Agents, field offices, and other internal units place and remove stops, as well as the documentation and reports they must provide the Department.

 

When you create or satisfy a stop transaction, the Scan Maintenance screen will be displayed (See Exhibit 1). At the bottom of the screen, press the CREATE NEW COVERSHEET button. This will print a coversheet with a barcode for scanning the documents that support the transaction (See Exhibit 2). Before creating the coversheet, you may add comments in the COMMENT field to notate pertinent information related to the transaction. Comments will print on the Stop coversheet; however, they are not stored in Stop History. 

 

Three title transactions that create a stop transaction will now be handled differently.

 

Return Title Stop: You may satisfy/remove a return title stop a couple of ways. Process the transaction as you normally do. This will not create a scan coversheet; however, it will create an 82041 as usual. Submit the documents associated with the transaction. You may also satisfy/remove a return title stop using Miscellaneous/STOPS. At the bottom of the screen, press the CREATE NEW COVERSHEET button. This will print a coversheet with a barcode for scanning the documents that support the transaction. Attach the supporting documentation to the scan coversheet and submit to the Department.

 

Wrecker Operator Lien Stop: Adding/Satisfying/removing a wrecker operator lien stop will be changing significantly. First, the form HSMV 82041 will print with no barcode and only one form HSMV 82041 will now print during this transaction. You will give this one 82041 to the customer. Please do not reprint the 82041. The second copy of the 82041 is being replaced by the new scan coversheet that you will generate. At the bottom of the screen, press the CREATE NEW COVERSHEET button. This will print a coversheet with a barcode for scanning the documents that support the transaction.   

 

Subsequent Lien/Without Title: Process the transaction as you normally do. The form HSMV 82041 will print with no barcode and only one form HSMV 82041 will now print during this transaction. You will give this one 82041 to the customer. Please do not reprint the 82041. The second copy of the 82041 is being replaced by the new scan coversheet that you will generate. At the bottom of the screen, press the CREATE NEW COVERSHEET button. This will print a coversheet with a barcode for scanning the documents that support the transaction.   

 

If you forget to create a coversheet for a stop and realize later you have documents for imaging, make an inquiry using Miscellaneous/Inquiry/STOPS, retrieve the stop record, and select SCAN from the menu. On the Scan Maintenance screen, press the CREATE NEW COVERSHEET button.

 

If multiple coversheets are created for the same transaction, you should void the extra coversheets. If a coversheet is created for a STOP and there are no documents to be imaged, you should void the coversheet. To void a coversheet, a supervisor with the role of Image Correction must make an inquiry using Miscellaneous/Inquiry/STOPS, retrieve the stop record, select SCAN from the menu, tab to the VOID box, and then press the spacebar to enter a check mark in the VOID box. Once the coversheet is voided, the scan number will no longer appear on the Scan EOD Detail Report.

 

            If you misplace a stop coversheet or if it is damaged or flawed, make an inquiry using Miscellaneous/Inquiry/STOPS, retrieve the stop record, and select SCAN from the menu. On the Scan Maintenance screen, press the REPRINT button to create a duplicate copy of the stop coversheet. If you try to reprint a stop coversheet that has never been printed, you will receive the error message SCAN PRINT FAILED.

 

If you obtain additional documents for a stop after already submitting the original coversheet and documents for imaging, make an inquiry into using Miscellaneous/Inquiry/STOPS, retrieve the stop record, and select SCAN from the menu. On the Scan Maintenance screen, press the CREATE NEW COVERSHEET button to obtain a new coversheet for that stop transaction. 

 

Images of stop documents are available for viewing from the Stop Inquiry or the Stop History Inquiry screens. After retrieving the stop record, select SCAN from the menu. On the Scan Maintenance screen, use the F8 key to advance to the desired occurrence and press the IMAGES button. Use the F7 and F8 keys to scroll forward and backward through the images.   

 

 A new report, Scan EOD (end of day) Detail Report, is provided to assist you in assembling all documents to be sent to DHSMV for imaging (See Exhibit 3). The report itself does not need to be submitted. It displays all transactions that should contain documents to be imaged for that day’s report. Both title transactions and stop transactions (customer stops, registration stops, vehicle stops) where coversheets were created are shown on this report.

 

The report is grouped by scan type and scan number. For every item listed on the report, documents and either an 82041 or a coversheet must be sent to DHSMV for imaging. The fields shown on the report for each item are printed on the coversheet or the 82041 created for that item. Use this report to ensure that you send all coversheets, 82041s, and their associated documents to the Department. If an item appears on the report but the Department does not receive either an 82041 or a scan coversheet with its supporting documents, the Department will consider this an error requiring further investigation.

 

Continue to use page one of the Transaction Summary Report with the barcode as the top sheet for all the documents (both titles and stops) that you send to the Department for imaging. The total number of scan items (coversheets and 82041s) you should send with the day’s report is shown on this page with the label #SCANS in the box beside #TRANS.

 

Thank you for your assistance in this matter.  If you have any questions, please contact the Field Support Center.

 

SCL/mem


 

Exhibit 1 Scan Maintenance Screen

 

 

 

 

 


 

Exhibit 2   Scan Coversheet

 

 

 

 

 

 

 

Exhibit 3 Scan EOD (End of Day) Report