Policy

A unique 17 digit document number must be assigned to all documents submitted for imaging by using any of the following:

• A MOVES controlled inventory assigned document number.
• A MOVES system generated document number.
• A preprinted peel and stick document number for non-system generated or controlled inventory documents.

Note:
A document submitted for imaging must not display more than one microfilm document number or bar code.

Imaging Requirements

All information captured on all Motor Vehicle documents, including supporting documents, must:

• Be printed clearly and legibly in the spaces provided.
• Be in black or blue ink.
  • Black ink images the best and fades the least over time.
• Never contain correction fluid or tape or be altered in any way.
• Never contain highlighter.
  • Highlighting covers information by making it too dark.

Document Preparation Process

When the same document is required for imaging for more than one transaction a registry agent must:

• Photocopy the original document.
  • Do not use recycled paper that contains print on 1 or both sides.
• Place a preprinted peel and stick number (over the original microfilm number if applicable) on the photocopied document.
• Send each document for imaging.

Note:
A registry agent may submit either 1-sided or 2-sided documents for imaging.

Support Documents (SD)

When imaging of more than one document is required for the same transaction these documents are called support documents. A registry agent must:

• Record SD followed by the last 4 digits of the 17 digit document number that appears on the original document.
  • The SD and 4 digit number must be recorded on each support document in the upper right hand corner on the document.
  • Bar codes on support documents must be blackened out with a black marker.
    • Bar codes appearing on the bottom of Alberta Transportation (AT) forms must not be blackened out, as AT may require the bar code at a later date.
• Submit original document and all support document(s) together (attach with a paper clip).
• Record the total number of pages that require imaging on the original document.

When preparing a document for imaging, a registry agent must ensure:

• Satin finished mending tape is used to repair any damaged/torn documents.
• Documents do not contain staples.
• That 2 separate documents are not taped or stapled together to form one 2 sided document.
• That all attached peel and stick document numbers do not overlap the edges of the document and are positioned as close to the top right hand corner as possible without covering any information.
• All documents submitted are larger than 2.5 inches by 3.5 inches.
  • Smaller documents must be securely taped with satin finished mending tape to an 8 ½ x 11 piece of paper.

Documents Not Submitted for Imaging

Some examples of documents that must not be submitted for imaging include:

• Surrendered driver licences or Identification cards.
• Driver licence/vehicle registration renewals (without any changes).
• Plastic or plasticized documents.
• Carbon copies of the original document.
• MOVES Microfilm Document Display screen prints (Reconciliation Sheets).

Date Originally Issued: Nov 14, 1989
Date Last Revised: Mar 14, 2019