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TRDMVD Document Management System . Implementation Phase Certification Request. Agenda. Need Goals of the Project Scope Budget Estimated Project Schedule Questions. Need.
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TRD\MVD Document Management System Implementation Phase Certification Request
Agenda • Need • Goals of the Project • Scope • Budget • Estimated Project Schedule • 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. Retrieval currently requires a partial *.xls log of document to microfilm reel, entries in “green screens”, all with no indexing except the date and sometimes the MVD office.
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. • Gradually move all centralized scanning of MVD documents to the Montoya building, utilizing MVD personnel.
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. • Move MVD scanning, and payment processing to the Montoya Building. • 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.
