Every document on the OnBase system is associated with a Document Type (all Document Types begin with "DM" which simply stands for Data Management). Document types define documents with similar characteristics. For example, a Document Type of "Driver's License" is used to define image files associated with a driver's license application. In addition, each document has keywords assigned to assist with document retrieval. Keywords allow you to narrow down your search by entering a specific piece of information. Keywords = customer number, customer name, title number, VIN, etc. You only need to enter one keyword to retrieve the document.

Logon Procedure

1. Log on to Secure Apps on myDMV (the Intranet) using your employee PIN.
2. If you do not have a PIN you will need to log on to Secure Apps on myDMV (the Intranet) and request a PIN. Your PIN will be sent to you through email.
3. Once you've successfully logged on with your Employee PIN, you'll be prompted to enter your name and password. This logon and password is the same as the logon you use to access your system in the morning (Novell Password).
4. At the time of your first logon to OnBase you will be asked to accept the terms, then click continue.

Document Retrieval Area

In the upper left-hand corner of the opening screen is the document retrieval area.

You can search OnBase for all documents listed by the particular document type or by all documents contained in OnBase for a particular customer that was processed on or after May 31, 2005 from the new system. If you are looking for a document processed prior to May 31, 2005, you will need to submit a microfilm request to customer records. Although, the agency has a 10 year standard retention period, some documents that were processed prior to May 31, 2005 may still be available.

<<<<<REVISION

• To search by "Document Type", scroll through the "Document Types" listed to find the particular document type you are looking for (i.e. Driver's License or Title.)
  • Click on the document type you are trying to retrieve.
  • Key in the applicable keyword(s).
    • All keywords assigned to that document type will become visible in the Keywords section.
• To begin a search to retrieve all documents in OnBase for a specific customer:
  • Click on the drop down arrow beside "Document Retrieval".
  • Select "Custom Queries" from the list.
    
    IMPORTANT: You must enter either the customer name or customer number to begin your search. END REVISION>>>>>
• Click once on the Binocular (search) icon located toward the bottom of the screen.
• Documents associated with the keywords entered or the customer information entered will display in a list in the right frame of the application.
• Double-click on the document you wish to view.
• Click once on the printer icon located directly above the image to print a copy of the document.

Note: DMV DIRECT Agents, you do not have access to retrieve Batch Title documents.

<<<<<REVISION
Copies of conviction reports, orders of suspensions, requested by the agent to help clarify a situation are for DMV use only and are not to be given to a customer without collection of the $8 fee per copy.

• DMV Direct agents cannot release police crash reports to customers that have been requested to help clarify or correct an issue on the customer's record. All police crash reports must be released from the Customer Records Work Center. (Refer to DLG-2410.) END REVISION>>>>>

Logoff Instructions

<<<<<REVISION

To log off the OnBase system, you MUST click on the "X" in the upper right hand corner of the navigation window. Otherwise, it will not log you out. END REVISION>>>>>

If you need assistance in using the new Document Imaging System please contact your Supervisor.

OnBase Useful Information

When completing a query by customer name, you must place an asterisk (*) before and after the name. If the customer name is John Quentin Public it is recommended that you do the search using last name (*PUBLIC*). This query will give you a list of individuals who have "Public" in their name, whether it would be their first, middle or last name.

Once information has been entered for the query, you may either hit ENTER or click on the binoculars near the bottom left side of the page.

All items in the Navigation Window only need to be clicked on once. However anything on the right hand side of the page must be double clicked.

To reduce the Navigation Window click on the small arrow in the gray boarder. To enlarge (view) the Navigation Window once it has been reduced, click on the same small arrow.

For certified mail items including undeliverable and return receipt items select "Return Receipt" for document type. You may retrieve certified mail documents many ways, however if you choose to pull using the certified mail number you only use the last 8 numbers and remove the 1st and last number of the last 8 digits. I.e., for a tracking number that ends in 12345678, it would be retrieved using only 234567. You can obtain the last 7 digits of the tracking # on the order screen, if you use this number, remember that you only have to remove the last digit.

All items printed will go to the printer where you normally print.

<<<<<REVISION
Although the navigation window presents the option to pull a police report by the Crash Date, it is not a valid query. The crash date on this system is actually the date it was posted to the customer record.

DMV Direct agents cannot request police crash reports for customers. All police crash reports must be released from DMV Headquarters Customer Records Work Center.

• Customers may mail requests (and payment) for police crash reports directly to the Customer Records Work Center at this address:
  
  Customer Records Work Center
  Department of Motor Vehicles
  Post Office Box 27412
  Richmond, VA 23269 END REVISION>>>>>