Daily E-Crash Load Report

Overview

TraCS transmits Accepted Long Form, Short Form, and Update crashes to FLHSMV once per day around midnight.

When crash files are received and loaded into their system, HSMV sends a Daily E-crash Load Report to the agency via email.   This email serves as a receipt from HSMV to the agency.

Each agency should have at least one recipient.   Email HSMV at crashrecords@flhsmv.gov with any additions or updates to the recipient list.   This email does not come from TraCS.   We cannot add or update recipients.

The load report shows a count of each type of form that was uploaded into the HSMV repository.   Any load errors are noted in the email.

The subject line of the email reads "Daily E-crash Load Report NEW FORMS" with the agency name.

A typical load report looks like the one below.   "No rows selected" means that there were no load errors.   No action is needed by the agency.

Daily E-crash Load Report NEW FORMS - Orlando PD
  Daily E-crash Load Statistics for 23-Apr-2024
  =============================================
                 Number of ZIP files = 1
                       Total Records = 60
         New Long Form Crash Records = 44
        New Short Form Crash Records = 15
     Updated Long Form Crash Records = 1
    Updated Short Form Crash Records = 0
                         Load Errors = 0
                        Abort Errors = 0
  =============================================
\n##########  Errors for 'crash391_20240423_new.zip'  ##########\n
no rows selected

Load Errors

If you email has "no rows selected" in the body of the email, this means there were no load errors.   No action is needed by the agency.

Examples of load errors errors that need to be handled are below.   Some may be handled by the agency and others will need to be handled with the assistance of TraCS.

DATE_OF_BIRTH = 2019-04- driver with dob: is too young(4.99 years old)

The current date or other random date was entered into the DOB field for the driver in the crash.   Normally this happens when officers enter a DOB for an unknown hit and run driver.   The DOB is not required and should be left blank in these cases.

Contact TraCS Support for assistance with getting the crash resubmitted.

DIAGRAM = diagram cannot be null for Long/Update Crash Reports

There is no diagram on the crash report.

DUP_CHECK = this is a duplicate crash report

HSMV performs what they call a "sanity check" when reports are submitted.   This rejection happens when enough has changed on a crash update that the HSMV system kicks it out as a duplicate instead of processing it as an update.

Check to verify that the crash that got rejected is indeed an update.   Once it's confirmed, forward the load email with the rejection to crashrecords@flhsmv.gov.   Let them know that the crash is not a duplicate and request that they push it through as an update.   You must include what exactly was changed/updated.   For instance, "The update changes the injury severity code from 4 to 5."

FORM_TYPE = an original crash report must be the first crash report loaded

The update loaded before the original crash.   Contact TraCS Support for assistance with getting the crash resubmitted.

NJURY_SEVERITY = 4 4 is an invalid value for a short form crash report

MOTOR_CARRIER_OWNER_NAME is not a valid value.

The name of the motor carrier is too long.   The HSMV system can only accept 53 characters.  Contact TraCS Support for assistance with getting the crash resubmitted.

OWNER_STATE = NO NO is not a valid value STATE_OF_REGISTRATION = NO is not a valid value

NO was entered in the State field on the crash.   NO is no longer a choice in the State field but you may see this error if the officer has completed an Update to an older crash report.   Contact TraCS Support for assistance with getting the crash resubmitted.

Not Receiving the Emails

If are not receiving the Daily E-crash Load Report for a particular day, there are several reasons for this.

You are not on the list of recipients.   Email HSMV at crashrecords@flhsmv.gov and request to be added.   This email does not come from TraCS.   We cannot add or update recipients.

You are on the list of recipients but the email is going to your spam folder.

You are on the list of recipients but the email is being blocked.   Contact your IT department.

HSMV did not receive any crash files for that particular day.

You may have crashes in Validated status that have not been Accepted.   Only Accepted crashes process for transmission.

Your officers haven't completed any long form, short form, or update crashes.   This is normal.   Some agencies do not have crashes occur on a daily basis.

If you are a non-hosted agency and none of the above reasons apply, services may have stopped on the application server.   See this page for how to restart them.