On Monday, October 19, PennDOT announced the transition to Online Agent Direct Scanning. PennDOT agents will now be able to scan documents directly from the dealership instead of mailing the paperwork.

Online Registration and Titlework Integrators, like Vitu, have been working to implement this new process, and the Vitu/PAA partnership has been testing direct scanning over the past several months.

If you are a Vitu customer who is ready to implement direct scanning, contact PAA at scanhelp@paa.org. PAA will provide information and assistance to quickly convert your dealership to direct scanning, saving you the cost of mailing titlework to the PAA office. Each Integrator will be communicating directly with their clients on conversion to direct scanning.

Vitu/PAA customers who do not contact PAA will be contacted over the next few months to transition to direct scanning. Direct scanning will become mandatory on July 1, 2027.
The new process will streamline transaction processing, reduce costs for agents, and minimize the need for paper copies.
Work will continue to be reviewed by the Integrator or its scanning partner before submission to PennDOT.

Key Changes:
• Online Agents have the ability to scan all supporting documentation as part of each transaction into the Online program Integrator’s system.
• Scanners used for this process must scan documents in color at a resolution of 300 DPI.
• Once scanning is complete, agents must retain the original supporting documentation - including proof of ownership documents in a secure storage area for one year after the title and registration application has been processed.
• This update reduces the existing 3 year record retention requirement under the Agent Services Agreement to 1 year for documents that are color scanned through the direct scanning process.

Implementation Schedule
Effective November 1, 2026, any new online agent with a new agent services agreement will be required to use online agent direct scanning with 300 DPI color scanning.

Effective July 1, 2027, Online Agent Direct Scanning will become mandatory for all online agents.

Retention Requirements
Agents must continue to retain copies of transactions that have not been processed online and scanned directly for 3 years. Record retention information is online at: https://apps.paa.org/files/recordretention.pdf

Currently PennDOT documents (yellow copies and supporting documents) must be maintained for 3 years (6 months in paper format, 2/12 years in electronic format). This is not changing for any transaction that is processed manual or online prior to direct scanning. (Agents must also retain reconstructed transactions at their business location and mail original documents to PennDOT as required under the current procedures.)

After the agent begins direct scanning, if the deal is scanned at the dealership into the Integrator’s system, the agent will retain the original supporting documentation - including proof-of-ownership documents in a secure storage area for 1 year after the title and registration application has been processed. These should be organized in the same fashion as they are currently organized, with manual and electronic organized together by plate, or date for transfers.

Vitu/PAA Customers
If you are a Vitu customer who is ready to implement direct scanning, contact PAA at scanhelp@paa.org.

PAA recommends that each title clerk has a desktop scanner. Scanners should be able to accept and scan duplex paper (front/back) and configured according to PennDOT specifications.
If you have scanners that meet the requirements, you may be able to begin scanning immediately. Your IT provider may be needed to set up and test functionality with your systems.

For recommended scanners, Canon USA has partnered with PAA to provide compatible scanning equipment, support and service throughout Pennsylvania.

Vitu/PAA customers can find recommended scanners at: https://hs.usa.canon.com/viewer/9e01a01838cb07ef36b127b283236a54