In-person and online services will be unavailable during statewide data system upgrade
A major step forward in modernizing the state’s vehicle information database is approaching as transportation officials migrate to a new system. All County Clerk offices will temporarily pause in-person and online motor and vessel-related services in early January to accommodate the transition. The suspension of services starts Jan. 1, 2024, lasts between four to 10 business days, and may cause longer wait times when services resume in January.
The following services will be unavailable during the migration: vehicle and boat registration renewals, vehicle and boat titling and transfers, disabled parking permit issuance and license plate issuance. Vehicle owners due to renew in December are encouraged to do so early, before holiday closures.
“Although transitions are never easy, the upgrade to our 40-year-old system is necessary,” said Muhlenberg County Clerk Crystal Smith. “We look forward to the benefits of the new system and appreciate your patience moving forward.”
Smith said the Muhlenberg County Clerk’s Office will remain open on Dec. 29, a state holiday, in order to allow people as much time as possible to complete December renewals and transfers. There will be no motor vehicle, boat, or disabled parking transactions between Dec. 30 and Jan. 11.
The tentative date for the clerk’s office to reopen with their new system is Jan. 11, but any delay with statewide implementation may delay their reopening date.
“Once our office reopens, please be prepared for extended wait times, due to a backlog of work and the learning curve a the new system,” Smith said.
Administered by the Kentucky Transportation Cabinet (KYTC), the state’s current system will sunset this year, and the seventh and final module of the new KAVIS (Kentucky Automated Vehicle Information System) will be fully integrated by early January. The system upgrade is a part of KYTC’s commitment to enhancing operational efficiencies within the Department of Vehicle Regulation, the Division of Motor Vehicle Licensing and County Clerks’ offices throughout the state.
A statewide break of services is necessary to allow for an optimal transfer of more than 350 million records. The move to KAVIS will not impact driver license issuance at Driver Licensing Regional Offices.
“It was necessary to migrate this final phase of KAVIS statewide at one time instead of in stages since vehicles are transferable between counties and running two different systems at the same time could impact data integrity,” said KYTC Office of Information Technology director Heather Stout. “We are committed to making the process as seamless as possible for all involved and have reduced the closure timeline to days versus weeks. We appreciate the public’s understanding and patience as we replace an old mainframe system with a modern and improved solution.”
Online vehicle registration renewal will be unavailable starting Dec. 28. Online renewal will be restored the week of Jan. 8, 2024. Visit drive.ky.gov for updates.
The project to migrate to KAVIS kicked off in 2015. Since then, six module releases have been implemented, including a standardized point of sale system, disabled placard improvements, print on demand decals and new flat license plates. With KAVIS fully in place in early January, new special license plate designs will be available for request at County Clerk offices.
“The move to digital plates has resulted in more reflective and readable plates, reduced storage requirements and increased on-demand printing capabilities,” said Stout. “Once in place, we’ll be able to continue a stream of new advancements like offering more than 20 new specialty license plates to choose from that promote nonprofit organizations in Kentucky.”
