Scanning Documents and Creating Online Images

Maintaining document records and creating online images of documents is a vital part of the MVS system. Scanning and document image creation is integrated into system transactions relating to customer information, vehicle title and registrations, permits, plate maintenance, security interests, and all money transactions. Scanning and image creation can be processed in real time or in nightly batch processing. If you have the appropriate scanning hardware at your facility you can select to scan the documents as you receive them. If you do not have the equipment at your facility or if your business processes require batch processing, you can collect the proper documents and choose to scan later. When you finalize the transaction, the scan later option will create a bar coded cover sheet for the documents and place the scanning and image creation for the transaction into a queue for nightly batch processing.

You can scan and create online document images while completing the following procedures:

• Issuing a New Title and Registration.
• Issuing a Junking Certificate.
• Issuing a Salvage Title.
• Renewing a Single Registration through Standard Renewal.
• Associating a Security Interest Holder with a Vehicle.
• Releasing a Security Interest Holder from a Vehicle.
• Suspending a Registration.
• Reinstating a Registration.
• Updating an Active Registration.
• Correcting a Mistake on a Title.
• Ordering a Special Plate.

To scan documents and create online images immediately

1. On the Documents tab of the transaction window, select the check box in the Received column for the document you are scanning.
2. Click the Scan button.

   After the document is scanned, you should see a check mark in the Scanned column.

3. Click Pay to finalize the transaction.

   An Image Cover Sheet for the documents is generated.

To scan documents and create online images later

1. On the Documents tab of the transaction window, select the check box in the Received column for all of the documents that will be scanned later.
2. Click the Scan Later button.
3. A check mark appears in the Scan Later column for all of the documents you marked as received.