Florida Citation Inventory System and Improvements to Citation / Adjudication Data 4/11/2016 4/11/2016

Background Who is Accountable? Department of Highway Safety and Motor Vehicles Law Enforcement Agencies Clerks of Courts Who is Accountable? . “Courts, enforcement agencies, and the department are jointly responsible to account for all uniform traffic citations in accordance with rules and procedures promulgated by the department.” 316.650(2) Florida Statutes

Background The Department shall; “Prepare and supply to every traffic Enforcement agency in this state an appropriate form traffic Citation” 316.650(1)(a) Florida Statutes. “Distribute to every traffic enforcement agency and to any others who request it, a traffic infraction reference guide”316.650 (1)(d), Florida Statutes The Law enforcement shall; “The chief administrative officer shall transmit, on a form approved by the department, within 5 days after submission of the original, groups of issued citations and transmittal data to the court” 316.650(6), Florida Statutes The Clerk of Courts shall; “Driver fails to comply with his or her statutory obligations, the clerk shall notify the department within 10 days after such failure”  318.15(1)(a), Florida Statutes

Background

Background Types of Citations Format 1. Paper Agencies 2. Electronic Types of Citations Standard Uniform Traffic Citation Driving under the influence UTC Red Light Camera Toll Agencies Law Enforcement State Attorneys Red Light Camera Toll Authority

Background Prior to 2009, Citation Processing was a manual process; Assigning Agency Identifying numbers Calculation of Citation Numbers Citation Accountability Statistics

Approach Grant Design of the Citation Inventory System UTC and Driver Records Management

Grant In 2009, the department applied for grant funding. Held statewide workshops with stakeholders on the best way to collect the citation data. Florida Court Clerks and Comptrollers (TCATS System) Clerk of Courts and their Record Management Vendors Law enforcement agencies and their E-Citation Vendors In 2011, the Citation Inventory System was implement for both paper and electronic citations

Citation Inventory Citation Inventory includes the following functionalities. Assign / Track Citations Agency Identifying Information Vendor Approval Uniform Traffic Citation and Driver Record Management

Assign/Track Citations Electronic numbers are generated by the system Citation numbers are tracked through the DHSMV inventory system Citation numbers consist of 7 alphanumeric Characters 1. 09QPULP - Paper 2. 09QPULE - Electronic

Agency Management Agency identifying information & citation numbers allows us to account for citations already used Add Agency Merge Agency

Vendor Approval E-Citation Providers Template Approval Florida Court Clerks and Comptrollers Structure testing Providers contact Clerk of Courts

UTC & Driver Record Management PROCESS Prior To 2009 2011 Forward Arrest Dispositions Sanction Supplemental Arrest copies of citations were mailed to the department and manually entered into the inventory system Disposition copies were mailed to the department, manually coded into the inventory system to update the drivers record within 4-5 days If a sanction is connected to the incoming disposition the sanction will update to the driver record within 4-5 days Supplemental dispositions were sent to the department and manually entered into the inventory system. These replaced the original dispositions within 3-4 days Arrest file is sent to the Department electronically through TCATS which does update citations inventory 24 hours Disposition file is sent to the Department electronically TCATS which update the driver record within 2 days. If a sanction is connected to the incoming disposition the sanction will update to the driver record within 2 days Supplemental are sent to the to the department electronically through TCATS. These will replace the original dispositions within 24 hours.

UTC & Driver Record Management Hard Errors – Return to the Clerk of Court (COC) via the Traffic Citation Accounting Transmission System (TCATS) Soft Errors – Errors that the department must manually review and act to resolve.

Lessons Learned Establish baseline metric for accuracy and completeness Continue to work with the LEA’s to move away from any manual updates Review and recommend edit tools for agencies in their e-citation software. Central Repository

Lessons Learned Central Repository

Resources Florida Department of Highway Safety and Motor Vehicles Court and Law Enforcement Website: http://flhsmv.gov/courts Data Element Dictionary (ICD) Uniform Traffic Citation Manual Regular Citation Driving Under the Influence (DUI) Citations Other Uniform Traffic Citation (UTC) information (i.e. Red Light Camera, Tolls)

Questions Deborah Todd, Program Manager Uniform Traffic Citation and Administrative Support Department of Highway Safety & Motor Vehicles Office: 850.617.2702 Email: deborahtodd@flhsmv.gov