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TRDMVD Document Management System. Initiation and Planning Phase Certification Request. Agenda. Need Goals of the Project Scope Budget Estimated Project Schedule RFP status to date Questions. Need.
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TRD\MVD Document Management System Initiation and Planning Phase Certification Request
Agenda • Need • Goals of the Project • Scope • Budget • Estimated Project Schedule • RFP status to date • Questions
Need • The New Mexico Taxation and Revenue Department (TRD) processes approximately 12,483,480 Motor Vehicle Division (MVD)-related documents per year. • All documents that are required to be preserved and available for later reference are currently photocopied and microfilmed. • Retrieval of the current images is probably about 10X more time consuming that would be possible with a DMS. Currently, the personnel accessing microfilm images have no method to find the correct image by Driver’s License or VIN, except to scan through the proper day’s transactions. • A Document Authentication System that attempted to authenticate documents submitted for Driver’s License application was decommissioned last year. This system at least retained some of the document images required of MVD.
Goals • Completely eliminate microfilm process for MVD documents. • Eliminate the need to print multiple copies of documents simply in order to exchange the data between Revenue Processing Division at Lujan with Motor Vehicle Division at Montoya. • Comply with the current retention policy on various MVD documents. • Streamline all processes that involve document capture and relation of those documents to MVD transactions.
Scope • Provide DMS capabilities to all MVD Field Offices, “Munis”, and any MVD unit that is currently involved with document capture and retention. • Obtain an “open architecture” such that existing web and thin or thick client applications are interfaced with the DMS, eliminating double data entry. • Support a new process and potentially new equipment, at Revenue Processing Division in Lujan, where USPS documents are received and processed. • Open Architecture would also be able to be interfaced with the SRCA Records Management, when that system becomes available for data transfer from agency systems.
Budget • TRD\MVD has $2 million for the project • All of these funds are from Federal Grants specifically for a DMS. • Approximately $734,000 must be spent before September 30, 2012. • The remaining grants expire in 2013 and 2014.
Estimated Project Schedule • It is estimated that the entire project will be complete in one calendar year.
