Melody A. Currey, Commissioner State of Connecticut Out of State Compact Notice Scanning and Data Entry System
We’re PAPERLESS!!!! (Well, not yet ….) Out of State Compact Notice Scanning and Data Entry System
Background Many States and Jurisdictions send Compact- related notices for motor vehicle convictions DMV currently receives 5,000-8,000 Compact notices from DLC and NRVC Compacts that must be processed manually by DMV
Out of State Compact Notice Scanning and Data Entry System Background Process was entirely manual: Research Review Eliminate those notices that DMV cannot legally process Data enter Review and correct errors on work processed Place in file and send to paper storage
Out of State Compact Notice Scanning and Data Entry System Background- Metrics Staff can process 150 Compact notices per week Staff assigned to this process varies between 5-7 individuals Staff could produce approximately between 750—1050 notices per week
Out of State Compact Notice Scanning and Data Entry System Manual Processing End Result =
Out of State Compact Notice Scanning and Data Entry System Project Goals: Develop an application system for DMV to more efficiently and effectively process Compact notices electronically capture and store data and documents in a database Post applicable Compact notice convictions to driver history record files (mainframe) accurately, efficiently, and in a timely manner
Out of State Compact Notice Scanning and Data Entry System Solution Scan Compact notices to create electronic data transactions by using Optical Character Recognition (OCR) software and computer applications that result in corrected and verified data for posting to DMV’s driver history records file
Out of State Compact Notice Scanning and Data Entry System Database Mainframe
Out of State Compact Notice Scanning and Data Entry System Project Benefits Provides DMV staff more efficient and timely data entry methods, reducing time to process Compact-related notices Provides more timely and electronic posting of Compact offenses/convictions to DMV’s driver history record file
Out of State Compact Notice Scanning and Data Entry System Project Benefits Prioritizes, using ACD Codes, Compact convictions by importance factors such as Driving Under the Influence Improves data accuracy and data consistency Provides an efficient means for staff to respond to Connecticut motorists queries, telephone, and mailed contact regarding convictions and specific case detail
Out of State Compact Notice Scanning and Data Entry System Project Benefits Provides an efficient means for staff to respond to Connecticut motorists queries, telephone, and mailed contact regarding convictions and specific case detail
Out of State Compact Notice Scanning and Data Entry System Project Benefits Data and original documents are captured and stored in real-time processing, auditable, and available for DMV review and processing as needed Provides capability for DMV to research out- of-state convictions from electronic stored Compact notices
Out of State Compact Notice Scanning and Data Entry System Project Benefits Provides real-time data search of Compact- related convictions previously unavailable to DMV (name, date-of-birth, credential number, partial or full key data values) Provides a reduction in the amount of, and the cost of, paper that requires storage
Out of State Compact Notice Scanning and Data Entry System Since Project Implementation: Initially started with the largest volume of Compact notices from a state/jurisdiction and have added more state/jurisdiction’s Compact notices Project successfully met and exceeded its project goals while reducing the resource level needed to carry out this specific function
Out of State Compact Notice Scanning and Data Entry System Since Project Implementation: Project successfully leveraged modern technologies to resolve resource intensive manual processing issues Even with the reduction in staff for processing, DMV is able to handle an increasing number of Compact notices and is processing up to 8,000 notices on a weekly average BEFORE AFTER
Out of State Compact Notice Scanning and Data Entry System Since Project Implementation: DMV is able to respond more efficiently, accurately, and effectively to customer contact and questions Documents are available electronically at each authorized staff member’s workstation
Out of State Compact Notice Scanning and Data Entry System Since Project Implementation: Recommended for a “Best Practice” award by the Association of Transportation Safety Information Professionals in its upcoming Traffic Records Forum
Out of State Compact Notice Scanning and Data Entry System SOLUTION COSTS Software license procurement- $1,000 Software license renewal- $1,000 annually Hardware- Two scanners for a total of $1,200 Production maintenance and support- within DMV’s budgeted resources
Out of State Compact Notice Scanning and Data Entry System QUESTIONS? Thank You!
State of Connecticut Melody A. Currey, Commissioner