To:  Tax Collectors and License Plate Agents

From:  Carl A. Ford, Director

Subject:  Unopened Certified Letters and Document Scanning

Advisory Date:  05/17/10                                          Implementation Date:  Immediately                       

Advisory Number:  T10-02



The Production Control Unit images title documents from tax collector offices and license plate agencies.  Regularly, this unit receives unopened certified mail within these title transactions.  This delays scanning because we must open these envelopes and identify the enclosed documents.  Our Quality Review Unit is identifying these cases and including them on the agency’s error report.


Please remember that tax collector offices and license plate agencies are responsible for opening certified envelopes, identifying their contents, and submitting these with the title documentation.  Additionally, we require the tax collector or tag agency member to initial and date the envelope as assurance that these documents pertain to the title transaction.


We clarify this responsibility in TL-26 (Towing and Storage); however, we have identified several other procedures where we do not expressly require this.  Until we have an opportunity to update these procedures, please ensure that you open certified mail, examine its contents and initial envelopes before submitting the title documentation to the department.


                        We appreciate your help in this matter.


                        If you have any questions or need further assistance, please contact your Field Support Center Help Desk Representative.