Policy

A registry agent must review and reconcile microfilm documents on a regular basis using the MOVES Microfilm Document display function.

• High volume registry agents must reconcile the microfilm documents daily.
• Lower volume registry agents must reconcile the microfilm documents a minimum of once per week.

Process

A registry agent must:

• Print the MOVES Microfilm Document Display screen print(s) of all microfilm documents entered since the last reconciliation date.
• Compare the 17 digit document numbers that appear on the actual documents to the MOVES Microfilm Document Display screen print.  Ensure all documents have been accounted for.
  • Support document(s) must be paper clipped to the original microfilm document.
• Initial and date the MOVES Microfilm Document Display screen print and retain, for your records, in the event that a discrepancy is identified by Registries Performance and Accountability.
  • When applicable, ensure the total document count is updated to include support documents.
• Forward the microfilm documents to Motor Vehicles.
  • All documents submitted for microfilming must not be folded.

Missing Document(s)

A registry agent who is unable to reconcile the microfilm documents against the MOVES Microfilm Document Display screen print must:

• Highlight the document number(s) of any missing document(s) on the MOVES Microfilm Document Display screen print.
  • Ensure the total document count is changed to reflect the actual number of documents submitted.
• Record an explanation for the missing document(s) on the MOVES Microfilm Document Display screen print(s), sign and date the screen print, and forward it to Motor Vehicles.  
  • Motor Vehicles will modify the document(s) status to lost on MOVES.
  • Retain a copy of the screen print with the explanation for your records.

Found Document(s)

When a registry agent finds the microfilm document(s) that was previously recorded as missing they must:

• Contact Registries Assurance to advise the document(s) has been found.
• Immediately forward the document(s) and a copy of the signed and dated written explanation to Registries Assurance to the attention of their Registries Specialist.
  • District Office will update the status of the document(s) on MOVES and submit it for imaging.

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