How To Update a Crash Form

Overview

Once a crash has been submitted to FLHSMV, any changes must be made via Update.

The updated crash will transmit to the state and overwrite the original crash in their system.

IMPORTANT NOTE:   Per HSMV, if the submitted crash is a Short Form, you cannot complete an update to change the Injury Severity from None to any of the other injury types.   If there is ANY indication or complaint of pain or discomfort by any of the parties involved, a Long form MUST be completed initially.   See FSS 316.066(1)(a) for details.

Tips for Completing FSBI Crash Updates

Per FLHSMV, when updating a Fatality/Serious Bodily Injury (FSBI) crash report, ensure that:

1. The vehicles are in the same order as the initial crash report

2. All persons involved in the crash are included

3. The crash date and time are unchanged

4. Previously marked traffic fatalities (Injury Severity - Fatal) are confirmed by the Medical Examiner's report

5. The type of median is reported accurately and not left Unknown

6. Exclude animals as decedents

See the Crash Fatality Reporting page for further information.

How to Update an Existing Crash

Driver Exchange Crashes

You cannot complete an Update to a Driver Exchange form.

If you need make changes to a Driver Exchange, open it and press Edit.   If you get a pop message that it has been approved by administration and cannot be edited, contact your administrator or TraCS Support and request that it be put back in Open status.

Be sure to revalidate once your changes are complete.

Long and Short Form Crashes

Crashes must be in Submitted status in order to complete an Update.   If you are updating to correct a case number, click here.

If the crash is in Accepted or Validated status, open it, press Edit to make changes, and revalidate when finished.

If the crash is in Submitted status, open the original crash, or, if the crash has already been updated, open the most recent update.

NOTE - When you open a version of the crash that has update(s), you will get a prompt telling you there is an update to the crash and it asks if you want to open it.   This is broken.   The update will not open in a new tab.   You should search for the crash by the 8-digit HSMV number to get a list of all versions of the crash.

Press the Update Crash Form button at the top.

If there is already an existing update, you will get a prompt telling you this and asking if you are sure you want to update this version of the crash.   If you are sure, press Yes.   If you are not sure, press No, exit out, and check to make sure that you are updating the most recent version.   To do this type the 8-digit HSMV number into the Form Number field and Search.   All versions of the crash will appear in the forms manager.   Find the most recent version by looking at the Form Date and update that version.

If you are updating the most recent version of the crash, you will get a prompt asking if you want to update the crash.   Press Yes.

On the next prompt, enter the reason you are updating the crash. The text entered here is for agency reference only and does not transmit to HSMV.

If you are not the officer who completed the original crash, you will get a prompt stating this and telling you that the original officer will be added as a witness.   Press OK.

Make any changes to the crash.   If you are adding additional information to the narrative, press the red bar that reads "Click Here to Add Another Narrative Page" to open a new narrative section.

Validate as usual.

Once the crash is accepted by a supervisor it will transmit to the state.

The original crash will show as form type L (long form) or S (short form).   Updates will show as form type U.

Correcting Case Numbers on Long and Short Form Crashes

As of Version 16, if a mistake is made on the Agency Case Number and the crash is in Submitted status (meaning it has transmitted to FLHSMV), it may be fixed.

You still have to complete an Update so that HSMV gets a corrected copy of the crash.   Steps are below.

1. Create an Update using the steps in the Long and Short Form Crash Section.
2. Change the case number on the update and validate as usual.
3. Contact TraCS Support (hosted) or your System Administrator (non-hosted) to request that the case number on the original be changed to reflect the correct number.

When you contact TraCS or your System Administrator to request the change, we will check to confirm that an update exists.   If there is no update, we will not change the case number until one is completed.

Steps for System Administrators (non-hosted):

The button will work in both Mobile mode and Workstation mode.

1. Verify that the officer has completed and validated a crash update with the corrected case number.
2. Search for the crash, highlight the original long or short form in the forms manager, and press the Update Case Number button.
3. Enter the new case number in the box that comes up and press OK.
4. Check the case number on the update against the case number on the original to verify that they match.

NOTE: This button will only work on crash forms.   It will not work on any of the other forms.

How to Update a Crash From a Previous Vendor

If you need to update a crash from a previous vendor, you will have to recreate the original crash into TraCS first.   Once the original crash is completed and flagged as Submitted, you may complete the Update.

You will need a copy of the original crash report with the HSMV number before starting the process.

Steps:

1. Create a new crash in TraCS.

2. Fill out the crash according to the information on the original crash report.

The information must match the original EXACTLY.   Do not change anything or add updated information to the fields or the narrative.
You will be required to use the Location Tool to plot the location of the crash.

3. If the crash is a long form, create a Signal 4 diagram and add the narrative.   If it is a short form, go to Step 4.

4. Fill out the Reporting Officer section according to the information on the original crash.

5. Press Validate.   A new HSMV number will be automatically added to the form.   A TraCS team member will change it to the original number in Step 7.

Validation warnings may be ignored.   If there are any validation errors, correct them and validate again.
When you get the pop-up message that the form has been successfully validated, press OK.

6. IMPORTANT - After the crash is validated, immediately press Edit to put the form back in Open status and then close out of the crash.

Do not revalidate.   You don't want a supervisor to see a validated crash and accept it.   If it's accepted it will transmit to the state be added to their system as a brand new crash under a new HSMV number.

7. Contact TraCS support and let us know that you are updating a crash from a previous vendor, you have recreated the original crash in TraCS, and it is in Open status.

Provide the following information:

The agency case number
The name of the officer who created the crash in TraCS.
The 8-digit HSMV number from the original crash form.

8. A TraCS team member will add the HSMV number, validate and accept the crash, and flag it as Submitted.

9. Once TraCS has flagged the crash as Submitted, we will notify you and then the officer may complete the Update.