Benefits of using eCVIs

Use of paper Certificates of Veterinary Inspection (CVIs) require accredited veterinarians to order, store, and track an inventory of these official documents. This process, while still acceptable, is becoming outdated with the advent of eCVIs. A significant amount of time is spent transmitting and processing information from each paper CVI. Out of 34 states surveyed in 2017, more than half charge a fee ($0.12 – $7 per certificate) to supply and process the paper forms.

eCVIs meet the State of Minnesota’s paperless goals, increase efficiency and decrease transcription errors during processing. Accredited veterinarians have several eCVI options. After one is issued, the completed form can be printed for airline travel and other animal movement scenarios, and/or emailed to the consignor/consignee/carrier of the animals. A copy is also emailed or digitally available to the state of origin and destination. The transition to these digital documents improves the Board’s Animal Disease Traceability Program, and helps meet its mission of protecting animal health.

Some states waive requirements for import permits when eCVIs are used to move livestock interstate. Please check with the state of destination to see whether this applies in your situation. Effective April 18, 2018, for cattle imported into Minnesota that previously have required an import permit, this requirement is now waived for cattle documented on an electronically issued Certificate of Veterinary Inspection that is available to the Board in the original electronic format within 24 hours of issuance and complies with Minnesota Administrative Rule 1721.0040.

Minnesota-approved eCVI options

The Minnesota eCVI fillable form (MN eCVI)

The MN eCVI is a free fillable PDF using a digital signature. Accredited veterinarians can complete it using the free version of Adobe Reader on a computer (PC or Apple). After issuance, the form is emailed to the Board. Several states use a tailored version of this eCVI. The MN eCVI is only for use by Minnesota accredited veterinarians. For veterinarians accredited in other states, check with your state animal health officials about the availability of this free eCVI.

Following an initial set up of the form, it can be saved with the clinic and veterinarian’s information pre-filled; templates can be created to save time for consignors each veterinarian sees regularly. A template can be saved under the consignor’s name for quick access in the future. If repetitive information needs to be completed on a template being used, populate those fields in the eCVI, and save that information within the template before beginning to populate fields with information unique to the current document. The next time a CVI needs to be issued, the template MN eCVI can simply be opened, and unique fields completed, digitally signed, saved, and emailed to the Board and your client.

Instructional videos:

  1. How to create an eCVI vet template [click here for video]
  2. How to create cosignor/consignee templates [click here for video]
  3. How to create animal lists [click here for video]
  4. How to create a digital signature [click here for video]
  5. How to use the submit button [click here for video]

Contact to receive the latest version of the MN eCVI. First time users need a User Agreement Form, which must be completed with each interested accredited veterinarians’ information and signature. The User Agreement Form is available in two formats, Microsoft Word or a fillable Adobe PDF that can be digitally signed.

AgConnect® mCVI

The second free option is the mCVI, which is a downloadable application (or app) for Android or Apple smartphones and tablets. The mCVI can import client information stored on a phone or tabled, and use it to populate fields in the mCVI. In addition, there is an option to upload individual animal information, including breed, age, gender, and official identification numbers electronically via a spreadsheet file. Detailed directions are provided in the import tutorial below, and Board staff are available to assist. Rural practices or veterinarians working in the field will be pleased to know there is another feature that allows mCVI’s to be created and stored on a device without internet or cellular service. Once the device acquires an internet connection, the mCVI application can be reopened after connection, and certificates are then automatically sent to both the state of origin and destination. Additionally, the documents can be emailed to clients, carriers, or the veterinary clinic office. They can also be printed.

Download the mCVI mobile app through the Apple App Store or Google Play Store by searching for “mCVI.”

mCVI import tutorial

  1. Download the Excel template to your computer. To keep a copy for future usage, save it as a new file using a filename that is relevant to the shipment and date for this group of animals.
  2. Using the copy of the template, add your animal IDs and test results required for animal movement traceability.
  3. Save the Animal List sheet as a .CSV (Comma Separated Value) file. Also, save the file to a cloud based storage location, such as Google Drive, Dropbox, Box, One Drive, iCloud.
  4. On your device, open the mCVI App. Go to the “Animals” page of the CVI. Choose either “Import CSV” (for Apple devices) or press the paper clip icon (for Android devices) and find your file sharing site to select and find your saved Animal List sheet.
  5. Match up the files headers/import fields. Meaning; Species = Species, Head = Head (the headers in the animal list sheet are labeled to match the import fields listed in the Animals Section of the mCVI app).

If you have a licensed Microsoft Office 365 account for Excel to be used with mobile devices, you can also edit the template using the Microsoft Excel App. Unfortunately, the lookup tables don’t work with the other Spreadsheet apps. However, the CSV file can still be edited with them.

Veterinary Services Process Streamlining (VSPS)

VSPS is our third free option. VSPS is web-based and was developed and is administered by the United States Department of Agriculture’s Animal and Plant Health Inspection Service. [click here to access the VSPS website]. VSPS requires accredited veterinarians to have level 2 USDA eAuthentication to allow secure access to their web applications and services, including submitting forms electronically. VSPS issued eCVIs are limited for use in the following species: alpaca, bison, bovine, caprine, cervidae, equine, llama, ovine, and porcine.

Some enhanced features include:

  • An animal upload capability that allows an Excel spreadsheet or CSV file of individual animal information to be uploaded with multiple animal identifiers.
  • The capability for a user to create a number of CVI templates and certificate statements and save them to an account for future use.
  • Storage and access to commonly shipped individual animal or group descriptions for one-click data entry on future documents.
  • Rapid addition of lab tests and vaccination information to each individual animal or a group of animals.
  • Online Coggins submission form for Equine Infectious Anemia.
  • Accredited veterinarians and labs can enter and process Coggins forms for multiple horses at one time.
  • A quick-copy auto-fill feature that allows copying of age, breed, sex, test results, and more from one animal to all the following animals with just one click.
  • Storage of an electronic copy of an issued CVI for future reference.
  • It’s free.
  • VSPS/Veterinary Services Process Streamlining – All the steps to create an account and extra information.
  • Register for Level 2 Account

GlobalVetLINK (GVL)

GlobalVetLINK is a private eCVI provider with a fee based service, which is online. Contact GVL for details on fees and features.

Vet Sentry

Vet Sentry is another private eCVI provider with a fee based service, which is online. Contact Vet Sentry for details on fees and features.