Florida Department of Highway Safety and Motor Vehicles Utilizes Security Imaging

Florida’s Department of Highway Safety and Motor Vehicles (DHSMV) issues drivers’ licenses, processes registrations for vehicles and boats, and helps and enforcement through the Florida Highway Patrol.  Headquarters in Tallahassee, the Medical Files Office had several rooms full of filing cabinets with paper records.  Not only were the records taking up too much space, but they were also at risk of loss and deterioration and were inconvenient.

The staff at DHSMV tried to tackle the paper records with an internal imaging project, but they lacked the equipment, hardware, software, procedures, and staff to be successful.  This long-term internal effort was not effective, so they turned to Docufree for imaging services that would achieve the paperless results they wanted.

Confidentiality was a key requirement of the DHSMV imaging services. The records had to remain at the Department, so the imaging had to be performed onsite.

Docufree provided all hardware, software, supplies, and staff as well as configured a closed network at DHSMV to perform the imaging.  There was a formal chain of custody processes where DHSMV and Docufree staff signed for delivery and return of physical documents.  The entire imaging process was vetted through a security team before the project began and was monitored throughout the project.

The process of imaging several million high security images took less than 6 months and replaced paper records with digital images that can be accessed quickly and easily by authorized staff members.