Daily E-Crash Load Report

From TraCS Florida Wiki

Overview

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

Once 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.   It is up to the agency to monitor these emails.

Each agency should have at least one recipient.   Agency administrators should email HSMV at crashrecords@flhsmv.gov with any additions or updates to the recipient list.

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

It is up to the agency to monitor these emails for any load errors.

If your 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.

If your email contains load errors, that means that your crash(es) were rejected by HSMV and must be resubmitted.

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 within the past 5 years 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 corrected and resubmitted.

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

There is no diagram on the crash report.
Contact TraCS Support for assistance with getting the crash corrected and resubmitted.

DUP_CHECK = this is a duplicate crash report

This error occurs for the following reasons:

1. The original report has already been submitted to HSMV.

2. The HSMV number has already been used by another agency.

3. An Update was submitted with no changes.

4. The Update is submitted, but several changes were made, causing the system to think it's a completely different crash.  

HSMV performs what they call a "sanity check" when reports are submitted.   The DUP_CHECK error may happen when enough has changed on a crash update that the HSMV system kicks it back as a duplicate instead of processing it as an update.
Check to verify that the crash that got rejected is indeed an update.   Once you have confirmed that the crash is an update, your agency administrator should forward the load email with the error 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 Incapacitating to Fatal." or "The agency case number and crash location have been changed."

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

The crash is already in the HSMV repository
No action is needed.

FORM_TYPE = no original crash report has been loaded

The update loaded before the original crash.
Contact TraCS Support for assistance with getting the original and update crashes submitted.

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

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.
If an officer updates a Short Form and changes the change the Injury Severity from None to any of the other injury types, it will be rejected by HSMV.
Your agency administrator should forward the load email with the error to crashrecords@flhsmv.gov and request that they purge the short form crash from their system.   Let them know that in injury severity has changed and that you will have the officer complete an original long form crash.   Once HSMV confirms that they have deleted the crash, contact TraCS Support for next steps.

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 corrected and resubmitted.

OWNER_STATE = NO   NO is not a valid value

NO was entered in the address State field for the Owner in the Vehicle section 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 corrected and resubmitted.

STATE = NO   NO is not a valid value

NO was entered in the address State field in the Driver, Passenger, or Non Motorist section section 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 corrected and resubmitted.

STATE_OF_REGISTRATION = NO   NO is not a valid value

NO was entered in the tag State field in the Vehicle section 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 corrected and 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.

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.   Many agencies do not have crashes occur on a daily basis.
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.
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.
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