Chapter 36 – NCIC/TCIC 2000 PDF

CHAPTER 36 – NCIC / TCIC 2000 REV. NOVEMBER 30, 2012 36.01 GENERAL The National Crime Information Center (NCIC 2000) is a nationwide computerized information system established as a service to all criminal justice agencies: local, state and federal. The goal of NCIC 2000 is to help the criminal j...

CHAPTER 36 – NCIC / TCIC 2000 REV. NOVEMBER 30, 2012 36.01 GENERAL The National Crime Information Center (NCIC 2000) is a nationwide computerized information system established as a service to all criminal justice agencies: local, state and federal. The goal of NCIC 2000 is to help the criminal justice community perform its duties by providing and maintaining a computerized filing system of accurate and timely documented criminal justice information readily available to all criminal justice agencies. The Texas Crime Information Center (TCIC 2000), located at the Texas Department of Public Safety (DPS) headquarters in Austin, Texas, is a statewide information database. TCIC operates under the same policies and guidelines, with the same purposes and goals as NCIC 2000. A. The NCIC/TCIC computers operate as members of the National and Texas Law Enforcement Telecommunications System (NLETS/TLETS). Access to NCIC/TCIC 2000 is available directly to any local law enforcement agency that has a NLETS/TLETS terminal such as the one currently located in the Public Safety Communications Center. The Bexar County mainframe is directly connected to DPS as an interface agency. This connection, through the use of the IC System in CJIS, allows access to NCIC/TCIC from any connected mainframe terminal. B. NCIC/TCIC 2000 entries, inquiries, etc., are sent across the NLETS/TLETS network. Data obtained over the NLETS/TLETS may only be disseminated to authorized criminal justice agencies. C. NCIC/TCIC 2000 are designed to allow users the ability to enter, modify, cancel, clear, locate and inquire on stolen property or wanted, missing, and unidentified persons. Stolen and wanted information in the system is the property and responsibility of the local law enforcement agencies that make the record entries. The responsibility for system security and dissemination of information rests with Bexar County. 36.02 TERMINAL AGENCY COORDINATOR / ALTERNATE TAC The Bexar County Sheriff’s Office is required by NCIC 2000 to designate one individual to function as their NCIC 2000 Terminal Agency Coordinator (TAC). Alternate Terminal Agency Coordinators (ATAC) may also be designated. These persons are responsible for ensuring compliance with NCIC/TCIC 2000 policy and act as liaisons between the Bexar County Sheriff’s Office, Bexar County and the Crime Records Service (CRS) of the Texas Department of Public Safety (DPS). Specifically, the TAC and/or ATAC will: A. Ensure that the NCIC/TCIC Operating Manual and NCIC Code Manual are current and updated as necessary and are available to all operators. B. Ensure that the TCIC Newsletters/CR Newsletters are reviewed by all parties using NCIC/TCIC. C. Ensure that all Public Safety Communications Center personnel, records, warrants, investigative personnel and others accessing the NCIC/TCIC/NLETS/TLETS system are trained in their use of the terminals as well as NCIC/TCIC policy and procedures as well as maintain NCIC/TCIC training records for NCIC/TCIC/FBI Audits. Effective date April 30, 2014 326 D. Ensure that all Quality Control Messages from NCIC/TCIC are reviewed and corrected as soon as possible. E. Ensure that NCIC/TCIC records are validated correctly each month and the signed certification letter is returned to the Crime Records Service/TCIC Control Terminal within the specified time. F. Ensure that all Operators are trained in the “Hit Confirmation Process” and that all original warrants and original or updated copies of theft reports that document all NCIC/TCIC records are available 24 hours a day, 7 days a week. G. Ensure that all NCIC/TCIC record entries are checked by a second person. H. Ensure that all Department personnel are aware that NCIC/TCIC Computerized Criminal History (CCH) information is confidential and restrictions apply to the purpose for which it can be requested and how it may be disseminated. I. Ensure that the agency has written policies regarding NCIC/TCIC related issues. J. Advise DPS/CRS of any change in your agency’s TAC, Agency’s Administrator, address, or telephone number. K. Ensure that the agency’s NCIC “QO” file is correct and updated as necessary. L. Check NCIC/TCIC daily, weekly and monthly-computerized exception lists to determine the proper status of all reported exceptions and ensures that each is validated or corrected. M. Perform all functions necessary to ensure that NCIC validation letters are signed and mailed as required by NCIC standards, to prevent the records from being purged from NCIC/TCIC. N. Ensure that all recovered vehicles are cleared out of the State and National files after they have been cleared locally. O. Check, validate and make proper notification for all stolen vehicles identified through Daily computerized impoundment records. P. Ensure civilians and sworn personnel are trained to become NCIC/TCIC certified. Q. Handle all quality control messages concerning NCIC/TCIC computer records, from outside sources. R. Ensure contact with complainant and/or Insurance Companies of active stolen vehicle records that are 90 days or older. S. Assist other Offices/Departments, Divisions and Sections when encountering difficulties entering, modifying, clearing or canceling stolen property records. T. Has the duty, responsibility and authority to see that existing policies are carried out. Effective date April 30, 2014 327 36.03 CONTACTING THE TEXAS DEPARTMENT OF PUBLIC SAFETY (DPS) Inquiries to DPS regarding NCIC/TCIC policies and procedures must be coordinated through the TAC or ATAC. The TAC and ATAC are the designated points of contact between Bexar County and DPS. If anyone, other than the TAC, ATAC and select technical staff, contact DPS, their request may be denied and redirected to contact the TAC. Persons working within the Public Safety Communications Center who experience TLETS technical issues or need immediate assistance with the Hit Confirmation process may still contact TCIC Network Control for assistance. 36.04 AUDITS In 1984, the FBI began a nationwide audit program to determine the effectiveness of the State Control Terminal Agency in presenting and enforcing NCIC policy in their respective states. In Texas, the CTA is the Texas Department of Public Safety. As a result of those audits, the FBI mandated that all CTAs establish in-state audits on a biennial or triennial basis. A. The NCIC/TCIC audit will be an on-site review of Bexar County Sheriff’s Office policies and procedures. B. The auditors will check to ensure that we have the current NCIC/TCIC and NLETS/TLETS Manuals, and CR Newsletter and TLETS Newsletter. C. They will also ask us to run four inquiries from the hot and Interstate Identification Index files in order to test the system’s standard response time. D. The actual audit will consist of two phases. 1. The first phase is an interview with the Terminal Agency Coordinator / Alternate Terminal Agency Coordinator covering the following: Security, Training, Dissemination of information over TLETS, NCIC/TCIC Quality Control, Validation or records entered into NCIC and TCIC, Hit Confirmation, Records Keeping procedures, Role of the TAC/ATAC, Use of CCH, ORI use, Written Guidelines/Policies pertaining to NCIC/TCIC and Current TLETS and Interagency Agreements. 2. The second phase involves a review of our wanted person and vehicle record entries to find invalid, incorrect and incomplete records. E. The auditors will meet with the TAC/ATAC and the Sheriff to review their findings. Based on their findings, they will compile a report which will be sent to the Sheriff. Any areas of non-compliance are noted in the audit report. F. Within 45 days, the Bexar County Sheriff’s Office must respond to the Deputy Administrator of Crime Records with corrective action taken to comply with NCIC/TCIC policies and procedures. G. The TAC may initiate internal audits as deemed necessary to ensure continued compliance with policies and procedures and/or to identify specific areas of concern. Effective date April 30, 2014 328 36.05 TRAINING A. Each State Control Terminal Agency (in Texas, the Department of Public Safety’s Crime Records Service) is required to maintain a policy for training, record-keeping and monitoring of training. The appropriate level of TCIC training is required of persons employed or utilized to effectuate access or initiate transmission of NCIC/TCIC information. Only personnel employed and law enforcement recruits sponsored by a criminal justice agency (local, state, or federal) may attend NCIC/TCIC training. The only exceptions are: 1) non-sponsored students attending a Less than Full Access class for basic peace officer certification, and 2) volunteers of criminal justice agencies, such as interns. Both classifications must have been subject to a criminal background investigation prior to attending. B. Personnel who have experienced a break in service of one-year or more, although previously certified, must re-attend the appropriate level of training. Personnel who have had a break in service less than one year may be required to re-attend the appropriate training at the discretion of the TAC. 1. Full Access Terminal Operators (16 hours) perform all NCIC/TCIC functions, including inquiry, entry, modification, clearing, canceling and III functions. Operators must receive this training within the first six (6) months of assignment or employment, regardless of whether these duties are performed on a full-time or part-time basis. In order to comply with federal requirements, operators must retest within two years of certification or most recent re- certification date. 2. Less than Full Access Terminal Operators (8 hours) perform NCIC/TCIC functions at any level lower than Full Access. Generally, this pertains to inquiry only, including MDT/MCT users. Operators must receive this training within the first six months of assignment or employment. In order to comply with federal requirements, operators must retest within two years of certification or most recent re-certification date. 3. Peace Officer Access (4 hours) is designed for sworn law enforcement officers who receive or contribute to NCIC/TCIC records but do not operate a terminal. Officers are required to attend training within the first year of assignment or employment. No retesting is required. 4. Criminal Justice Practitioner Access (2 hours) is designed for system users who handle, receive, or benefit from the NCIC/TCIC system but do not operate a terminal. Practitioners must be trained within the first year of assignment or employment. This includes, but is not limited to, non-sworn criminal justice personnel such as records clerks, probation and parole officers and prosecutors. No retesting is required. 5. Agency Administrator Access (2 hours) is designed for administrators and upper level managers. This type of training describes the rules, regulations and sanctions applicable to agency administrators responsible for the operation and maintenance of a criminal justice information system. No retesting is required. 36.06 SECURITY The data stored in the NCIC/TCIC 2000 system and the Interstate Identification Index file (NCIC III) are documented criminal justice information and must be protected to ensure correct, legal, and efficient dissemination and use. The individual receiving a request for criminal justice information must ensure that the person requesting the information is authorized to receive the data. Unauthorized request or Effective date April 30, 2014 329 receipt of NCIC/TCIC 2000 material could result in administrative or criminal sanctions. The ultimate sanction available to TCIC management for enforcement of system policy is to discontinue system access to NCIC 2000 and TCIC criminal history record information. A. Updated criminal history inquires / background checks will be initiated by the TAC for all persons who are promoted or have significant changes in status. Additionally, all employees who have access to NCIC/TCIC will have updated criminal history inquiries / background checks every five (5) years. This process will ensure that no new disqualifications exist that would restrict the person from accessing NCIC/TCIC information. DPS uses TCOLE licensing rules to determine whether a person may have access to criminal justice information. Any new information revealed by the updated criminal history / background check that would limit access will be brought to the attention of the person’s Division Chief by the TAC for appropriate action. B. Primary NLETS/TLETS terminals on the system must be physically secured in a secure location within the agency. Access to the terminals should be restricted to the minimum number of authorized employees needed to complete the work. In high traffic areas, security screens will be used to minimize accidental viewing by persons not sitting directly in front of the terminals. C. All visitors in terminal areas will be accompanied by staff personnel at all times. D. Locations or vehicles having MDT/MCT devices capable of accessing FBI CJIS records information also applies. Blanking the screen of the MDT/MCT by use of a password-protected screensaver is required when the officer or operator is away from the device. E. Officers may only request and/or receive criminal justice information if they have met the necessary NCIC/TCIC training certification requirements and it is for authorized criminal justice purposes, as defined by the FBI and DPS. F. Chapter 25.04 of the General Manual stipulates that officers who are off duty must identify themselves using the word “BRAVO” followed by their badge number when using their radio. Only officers who are actually on duty may use their assigned call signs. G. Officers who use a call sign will be provided all requested criminal justice information. Officers who use the word “Bravo” and their badge number will be provided local (CJIS, JP, Juvenile and CoSA Municipal) criminal justice information only. H. To minimize the dissemination of sensitive information and to increase officer safety, the Information Dispatcher will use “10-99” and the appropriate suffix code (“a” – Felony, “b” – Misdemeanor, “c”- Municipal, “d” – DPS or “v” – Vehicle), as specified in Chapter 25, when providing wanted person / stolen vehicle responses. Officers who identify themselves using the word “Bravo” will be provided the full return associated with local criminal justice information as requested. Any other information (TCIC and NCIC Wanted Person, DL and Registration Inquiries) may not be fully disclosed. If an inquiry indicates a positive / affirmative response, the Information Dispatcher will advise the Officer to “use Caution and stand-by for a field unit.” 36.07 RETENTION PERIODS AND REMOVAL GUIDELINES ($.P MESSAGES) Each NCIC 2000 and TCIC 2000 record has been assigned a specific Retention Period or amount of time it will be allowed to remain in the system. The intent of assigning retention periods is to remove records Effective date April 30, 2014 330 that may become unreliable because of age. Once a record meets the retention period, the record is automatically retired. Record Retention Period Stolen Gun Indefinitely Lost Gun Indefinitely Felony Gun Indefinitely Wanted Person (NCIC and TCIC) Indefinitely Missing Person Indefinitely Unidentified Person Indefinitely Supervised Release Indefinitely Convicted Sexual Offender Registry Indefinitely Threat Against Peace Office Alert Indefinitely Protective Order Date of Expiration Identity Theft 5 years (unless designated for less) Stolen License Plate (non-expiring) Year of entry + 4 more years Stolen Vehicle (with VIN) Year of entry + 4 more years Stolen Vehicle / Boat Part Year of entry + 4 more years Stolen Boat (with BHN) Year of entry + 4 more years Stolen Security Year of entry + 4 more years H.E.A.T. Vehicle 4 years from month of entry Recovered Gun Year of entry + 2 more years Stolen Security (Money Order / Travel Check) Year of entry + 2 more years Wanted Person (TCIC only) 2 years from date of entry Stolen Article Year of entry + 1 more year Stolen License Plate (expiring plate) Expiration of the plate + 1 year Abandoned / Stored Vehicle 1 year from date of entry Abandoned / Stored Boat 1 year from date of entry Stolen Vehicle (without VIN) 90 days Felony Vehicle 90 days Stolen Boat (without BHN) 90 days Temporary Felony Person 48 hours A. Agencies are not notified on all retention purges. Dollar P Messages ($.P) are only received on Temporary Felony Wanted persons (48 hours), Felony Vehicle records (90 days), Vehicle records not containing a VIN (90 days), Boat record not containing a BHN (90 days), Protective Orders (date of expiration) and Located records. B. Agencies with active Protective Order file records will receive a $.P message five (5) days prior to the expiration date. Agencies with active Protective Order file records will receive the $.P message five (5) days prior to the expiration date. All other retention purges are accomplished by NCIC and TCIC without any notification to the agency, with one exception. When TCIC-ONLY Wanted Person records are purged at the end of their two-year retention period, DPS mails a list of those records to the entering agency at the beginning of each month. 36.08 RETENTION OF TERMINAL-PRODUCED PRINTOUTS NCIC/TCIC 2000 records must be maintained in a secure records environment and adhere to specific retention and filing standards. When an inquiry on an individual or property yields a hit, the terminal Effective date April 30, 2014 331 produced printout showing the inquiry and the record(s) on file need to be retained. Retention is required because it may be useful for documenting probable cause for the detention of a missing person, arrest of a wanted person, or seizure of property. The printout may be valuable in a civil suit alleging false arrest, a false imprisonment, a civil rights violation, or an illegal seizure of property. The printout should be retained until all possible levels of appeals are exhausted or the possibility of a civil suit is no longer anticipated. A. All files must be clearly marked regarding their type and for what purpose they are being retained. B. Stolen Vehicle and Abandoned Vehicle files are to be filed by the last digit in the VIN. If no VIN is available, they are to be filed by the last digit in the license plate. If the vehicle has no VIN or license plate, an Owner Assigned Number, if available, can be used in lieu of the VIN. C. If no number of is available, no entry into NCIC/TCIC is permissible and no vehicle record is stored in our files. D. Stolen License Plates are to be filed by the last digit in the license plate. E. Daily, at midnight, file/archive the TLETS folder and replaces it with a new manila folder. Punch two holes in the center of each side of the folder and put the current date on the folder tab. F. Shred any sensitive criminal justice information that has accumulated. 36.09 NEWSLETTERS AND TOU’S Newsletters and TOUs provide information to persons interacting with NCIC/TCIC as updates are released by NCIC/TCIC and DPS. A. On a monthly basis, the TAC and ATAC will login to the TCIC 2000 Website and download any new newsletters or TOUs. B. Downloaded material will be emailed to CID, Civil, Criminal Warrants and any other Division or Section that has employees with NCIC/TCIC Full Access security privileges. C. For the Public Safety Communications Center, a master copy of each document will be printed for each shift and will be reviewed by each shift. D. For other Divisions and Sections, it is imperative that all employees who have Full Access security privileges review each document. E. All employees will initial and date the copy after reviewing it. F. Employees in other Divisions and Sections must return a dated and initialed copy to the TAC within one month of receipt. G. The TAC will forward these copies to the Public Safety Communications Center where along with the three master copies distributed to each shift in the Public Safety Communications Center they will be collated and placed in the TLETS Newsletter Binder for reference. Effective date April 30, 2014 332 36.10 SPECIAL FILE HITS RELATED TO WANTED PERSON INQUIRIES The NCIC and TCIC Systems cross-search various files in response to Wanted Person inquiries. A. The Immigration Violator File enhances officer safety by identifying deported criminal aliens who may re-enter the United States without permission and foreign-born individuals who have violated some section of the Immigration and Nationality Act. All records are entered by the U.S. Immigration and Customs Enforcement (ICE). B. The Foreign Fugitive File enhances officer safety by identifying fugitives wanted on Canadian warrants or by an INTERPOL member country. All records are entered by the Royal Canadian Mounted Police or INTERPOL. C. The Violent Gang and Terrorist Organization File (VGTOF) provides law enforcement personnel identifying information about violent criminal gangs, terrorist organizations and their members. This file serves to warn officers of the potential danger posed by individuals and promote the exchange of information about these groups and members to facilitate criminal investigations. VGTOF information is exclusively for the use of criminal justice agencies for criminal justice purposes. The primary purpose of VGTOF has shifted from gangs to terrorists. Read the returns carefully and follow the directions as presented on the returns. New criteria codes to better define terrorists and the following handling instructions for officers have been added: 1. Handling Code 1 – Arrest (Will also have a NCIC warrant on file). 2. Handling Code 2 – Detain (Immediately contact Terrorist Screening Center (866) 872-9001). 3. Handling Code 3 – Caution (Contact Terrorist Screening Center and follow their directions). 4. Handling Code 4 – Miscellaneous (Contact Terrorist Screening Center and follow their directions). D. The U.S. Secret Service Protective File has been designed to aid the USSS in its efforts to protect the President and other authorized protectees by providing the whereabouts of those individuals who may pose a threat to them and by advising the USSS of an individual’s criminal activity which may be related to one of the protectees. This information also assists law enforcement personnel by advising officers of the fact that the person in question may pose a threat to a USSS protectee. A NCIC inquiry that receives a hit on a USSS record automatically alerts the USSS of the transaction. E. The Supervised Release File contains information on probationers and subjects of supervised releases convicted of federal crimes, felonies, or serious misdemeanors and released under its supervision. F. The Identity Theft File establishes a procedure to prevent the fraudulent use of an individual’s identity in circumstances affecting proper law enforcement and to assist law enforcement agencies in verifying that an individual’s identity has been used by another person. The individual whose identity has been used by another person specifies a password which is used for identity verification. The password is limited to 20 alpha/numeric characters including spaces. Effective date April 30, 2014 333 G. The Threat against Peace Officer Alert File establishes a database to collect threat information to help protect peace officers and to provide rapid, statewide access to information about threats made against peace officers. This file is intended to be an alert for any officer(s) at risk due to a recorded threat by a known individual. A record entered in this file indicates a potentially dangerous individual, not necessarily a wanted person. An officer or agency may only use an officer threat alert to take reasonable action to protect the officer or citizens. A person who threatens a peace officer (as assigned by Section 1.07, Penal Code) can be entered into this file at the discretion of the entering agency if the following criteria have been met: 1. The threat consists of an individual’s expression of intent to inflict serious bodily injury or death on a peace officer, and; 2. The threat is not from an anonymous source. H. The Concealed Handgun License File is used to track when a concealed handgun license is issued. It is also entered into the TCIC Concealed Handgun Licensee file. Concealed handgun license reciprocity with Texas includes Arkansas, Oklahoma, Louisiana, Arizona, Florida, Tennessee, Kentucky and Wyoming. I. The Protective Order File is used to alert law enforcement personnel that an active Protective Order is on file and associated with the person involved in the inquiry. J. The Registered Sex Offender File is a central database containing sex offender registration information. State law requires that DPS maintain these records. If a person is in the database and is the subject of a Wanted Person inquiry, active records will be retrieved. 36.11 HIT CONFIRMATION A NCIC/TCIC 2000 hit alone is not probable cause to arrest or seize property, but indicates that a stolen report, missing person report, or warrant, etc., may have been filed. A hit is only one element comprising sufficient legal grounds for probable cause to arrest or seize property. Correct NCIC/TCIC 2000 procedures require the agency which placed the record in the file be contacted by the inquiring agency to confirm that the data is accurate and up to date. In some circumstances, the hit confirmed with the originating agency may be the major or only element necessary to detain or make an arrest. A. During “hit” confirmation, whether requesting it from another agency or providing it to another agency, it is our responsibility to: 1. Ensure that the person or property inquired upon is identical to the person or property identified in the record. 2. Ensure that the warrant, missing person report, protective order, or theft report is still outstanding. 3. Obtain a decision regarding the extradition of the wanted person. 4. Obtain information regarding the return of the missing person to the appropriate authorities. Effective date April 30, 2014 334  5. Obtain information regarding the return of stolen property to its rightful owner. 6. Obtain information regarding the terms and conditions of a protective order. B. Threat Against Peace Officer Alert, Individual Identity, Violent Gang and Terrorist Organization, Convicted Person on Supervised Release, Convicted Sexual Offender Registry, US Secret Service Protective and Wanted Person hits coded as “NOEX” in the MIS field are files that do not require hit confirmation. These files are designed to provide law enforcement officers with a warning regarding individual who have had involvement in criminal activities or are known to represent a potential danger to the public. Wanted Person hits coded as “NOEX” in the MIS field indicate the entering agency is not willing to extradite outside their state. C. Every agency entering records into the system must be able to provide hit confirmation for all records on a 24-hour basis. D. Hit confirmation procedure is based on two levels of priority. 1. Urgent requests means the hit must be confirmed within ten minutes. This type of request is used in those instances where the hit is the only basis for detaining a suspect, or the nature of a case requires urgent confirmation. 2. Routine requests mean the hit must be confirmed within one hour. Generally, this request will be used when the person is being held on local charges, property has been located under circumstances where immediate action is not necessary, or an urgent confirmation is not required. E. Upon receipt of a hit confirmation request, a substantive response must be returned within the designated timeframe. Valid substantive responses include a Positive or Negative confirmation, or notice of the specified amount of time necessary to confirm or reject the hit. If a positive confirmation is provided, the requesting agency will be advised to place a locate and hold the subject. F. Upon receipt of a Hit Confirmation – First Request, if it is not feasible to reply within the allotted timeframe, contact the requesting agency by telephone and verbally advise them of the validity of the record. 1. Follow the telephone call with a YR using “P” for the CON field. 2. If you use “P” in the CON field, you must also indicate the amount of time it will take to confirm or reject the hit. 3. The Hours for Confirmation field (HOURS) is mandatory. 4. You must also state how long it will take you to reply in the REM field. 5. Include TCIC Control in the message. 6. As soon as feasible, reply with a formal Hit Confirmation Response. Effective date April 30, 2014 335 G. When replying to Hit Confirmation Requests for Wanted Persons, it is important to clearly state whether the Wanted Person will be extradited. 1. Records entered in TCIC will be extradited. It is a TCIC requirement that any person entered be extradited anywhere in the State of Texas. 2. Wanted Person hits in NCIC coded as “NOEX” in the MIS field do not require Hit Confirmations. 3. Extradition information should be identified in the NCIC record under the EXL code and in the MIS field. If no EXL code is used, Full Extradition will apply. Applicable EXL codes are: a. 1 – Full Extradition (Default code if left blank). b. 2 – Limited Extradition (Additional details explaining limitations must be in the MIS field). c. 3 – Extradition (Surrounding States). d. 4 – No Extradition (NOEX listed as the first 4 characters in the MIS field). e. 5 – Pending Extradition (Additional details and location information in the MIS field). H. Hit Confirmation Requests and Responses can be initiated from both the TLETS terminal as well as from any terminal within the Public Safety Communications Center. 1. To use either terminal, the Operator must be TLETS certified. 2. Enter the requesting Officer’s Name and Badge number in the AUTH field when using the TLETS terminal. To access the appropriate entry screen using a terminal other than TLETS, do the following: a. Go to the Bexar County Crime Information System (IC) and select “OT” from the menu. b. Choose “YQ.” or “YR.” c. Enter the mnemonic of the agency you are sending the Request or Response to, add our mnemonic, “SASZ” so that a copy will be forwarded to the TLETS printer and add the Warrants – Extradition TLETS printer mnemonic, “SNTF” so that a copy of the Wanted Person Request or Response will be forwarded to Warrants. d. In the details of the message, it is imperative that you place the phrase, “RESPOND TO SASZ.” This is done because when you use the IC System, the mnemonic that appears is BEX which does not print in the Public Safety Communications Center. I. Upon receipt of a Hit Confirmation – First Request, the following procedures will be used when dealing with Wanted Persons, Missing Persons, Protective Orders, Stolen License Plates, Stolen Boats, Stolen / Felony Vehicles, Stolen / Felony Guns, Stolen Securities and Stolen Articles Hit Confirmation Requests: Effective date April 30, 2014 336  1. Notify the Supervisor or Public Safety Dispatcher II in charge that you are handling a Hit Confirmation and place yourself unavailable in the ACD. 2. Answer all requests in the time allotted. 3. Run an Administrative Query (ZW / ZPO / ZV / ZB / ZG / ZS / ZA). 36.12 WANTED PERSONS A. Check the CJIS Warrant System to confirm if the Warrant is valid or invalid. Status codes are A – Active, E – Extradition Process, C – Cleared / Returned, or R – Recalled. B. Print two copies of the Warrant. C. If the Warrant is active, contact the requesting agency by telephone and advise them accordingly. Advise the agency to place a locate and hold the subject. If the agency is local (within Bexar County), advise the agency that they must transport the wanted person; the Bexar County Sheriff’s Office does not provide extradition / transportation services to agencies within the County’s borders. D. Operators will clearly identify themselves in the Name of Confirmer field by using their Title, First Name and Last Name. Supervisors will use “PSCS”, the TAC will use “TAC”, the Alternate TAC will use “ATAC”, Dispatchers will use “PSD” and Operators will use “PSO” as their Title. E. If the reply will take longer than the time allotted due to equipment problems or workload, send the requesting agency a YR using “P” in the CON field. If “P” or “E” is used in the CON field, indicate the amount of time it will take to confirm or reject the hit. The Hours for Confirmation field (HOURS) is mandatory when the CON field is “E” or “P.” Include TCIC Control in the message. As soon as feasible, reply with a formal Hit Confirmation Response. F. When sending a YR using the IC System to agencies outside of Bexar County, use the following templates to maintain uniformity: 1. SUBJ HAS 1 WARRANT / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / WE WILL EXTRADITE / CONTACT EXTRADITIONS AT SNTF AND (210)335-6040 M-F 8A-5P / RESPOND TO SASZ. 2. SUBJ HAS 2 WARRANTS / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / WE WILL EXTRADITE / CONTACT EXTRADITIONS AT SNTF AND (210)335-6040 M-F 8A-5P / AM TO FOLLOW FOR OTHERS / RESPOND TO SASZ. G. When sending a YR using the IC System to agencies inside of Bexar County, use the following templates to maintain uniformity: 1. SUBJ HAS 1 WARRANT / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / AGENCY MUST TRANSPORT / CONTACT WARRANTS AT SNTF AND (210)335-6040 M-F 8A-5P / RESPOND TO SASZ. Effective date April 30, 2014 337  2. SUBJ HAS 2 WARRANTS / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / AGENCY MUST TRANSPORT / CONTACT WARRANTS AT SNTF AND (210)335-6040 M-F 8A-5P / AM TO FOLLOW FOR OTHERS / RESPOND TO SASZ. H. When sending a YR using TLETS to agencies outside of Bexar County, use the following templates to maintain uniformity: 1. SUBJ HAS 1 WARRANT / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / WE WILL EXTRADITE / CONTACT EXTRADITIONS AT SNTF AND (210)335-6040 M-F 8A-5P. 2. SUBJ HAS 2 WARRANTS / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / WE WILL EXTRADITE / CONTACT EXTRADITIONS AT SNTF AND (210)335-6040 M-F 8A-5P / AM TO FOLLOW FOR OTHERS. I. When sending a YR using TLETS to agencies inside of Bexar County, use the following templates to maintain uniformity: 1. SUBJ HAS 1 WARRANT / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / AGENCY MUST TRANSPORT / CONTACT WARRANTS AT SNTF AND (210)335-6040 M-F 8A-5P / RESPOND TO SASZ. 2. SUBJ HAS 2 WARRANTS / #01234567 ASSAULT BODILY INJURY – FAM ISSUED ON 12-19-97 FOR AFF SURETY TO SURR OUT OF CC7 / $7000 BOND / AGENCY MUST TRANSPORT / CONTACT WARRANTS AT SNTF AND (210)335-6040 M-F 8A-5P / AM TO FOLLOW FOR OTHERS / RESPOND TO SASZ. J. Administrative messages (AM) sent on subjects that have multiple active warrants will include all of the information normally provided in a YR to include the Extraditions TLETS printer (SNTF) and their contact information. K. Clear the Warrant from NCIC/TCIC. L. Attach all paperwork to the Hit Confirmation Request. M. Have the Supervisor or Public Safety Dispatcher II in charge review and initial the response. N. Clearly mark the Confirmation paperwork with “PSCC” or “WARRANTS” on the top, right corner. O. Send a copy of all paperwork to Criminal Warrants - Extraditions. P. Re-route the Hit Confirmation Response to the Warrants - Extraditions TLETS printer (SNTF). Q. File two copies of all information in the TLETS folder. Effective date April 30, 2014 338 36.13 MISSING PERSONS, PROTECTIVE ORDERS, STOLEN LICENSE PLATES, STOLEN BOATS, STOLEN / FELONY VEHICLES, STOLEN / FELONY GUNS, STOLEN SECURITIES AND STOLEN ARTICLES A. Pull the Missing Person, Protective Order, Stolen License Plate, Stolen Boat, Stolen / Felony Vehicle, Stolen / Felony Gun, Stolen Security Record or Stolen Article record. B. Determine if the Record is active. C. If the Record is active, contact the requesting agency by telephone and advise them accordingly. D. Operators will clearly identify themselves in the Name of Confirmer field by using their Title, First Name and Last Name. Supervisors will use “PSCS”, the TAC will use “TAC”, the Alternate TAC will use “ATAC”, Dispatchers will use “PSD” and Operators will use “PSO” as their Title. E. If the reply will take longer than the time allotted due to equipment problems or workload, send the requesting agency a YR using “P” in the CON field. If “P” or “E” is used in the CON field, indicate the amount of time it will take to confirm or reject the hit. The Hours for Confirmation field (HOURS) is mandatory when the CON field is “E” or “P.” Include TCIC Control in the message. As soon as feasible, reply with a formal Hit Confirmation Response. F. When sending a YR using the IC System, use the following templates to maintain uniformity: 1. SUBJ IS ACTIVE MISSING / WILL THIS SUBJ BE RELEASED TO PARENTS OR TAKEN TO BC JUVENILE / PLACE A LOCATE ON SUBJ SO WE CAN CLEAR SUBJ FROM SYSTEM / RESPOND TO SASZ. 2. BOAT IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER, OFFICER INFORMATION AND WHETHER YOUR AGENCY WILL BE TOWING THE BOAT / PLACE A LOCATE ON THE BOAT / WE WILL NOTIFY OWNER AND CLEAR BOAT FROM SYSTEM / RESPOND TO SASZ. 3. VEH IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER, OFFICER INFORMATION AND WHETHER YOUR AGENCY WILL BE TOWING THE VEH / PLACE A LOCATE ON THE VEH / WE WILL NOTIFY OWNER AND CLEAR VEH FROM SYSTEM / RESPOND TO SASZ. 4. GUN IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER AND OFFICER INFORMATION / PLACE A LOCATE ON THE GUN / WE WILL CLEAR GUN FROM SYSTEM / RESPOND TO SASZ. 5. PROPERTY IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER AND OFFICER INFORMATION / PLACE A LOCATE ON THE PROPERTY / WE WILL CLEAR PROPERTY FROM SYSTEM / RESPOND TO SASZ. G. When sending a YR using TLETS, use the following templates to maintain uniformity: 1. SUBJ IS ACTIVE MISSING / WILL THIS SUBJ BE RELEASED TO PARENTS OR TAKEN TO BC JUVENILE / PLACE A LOCATE ON SUBJ SO WE CAN CLEAR SUBJ FROM SYSTEM. Effective date April 30, 2014 339  2. BOAT IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER, OFFICER INFORMATION AND WHETHER YOUR AGENCY WILL BE TOWING THE BOAT / PLACE A LOCATE ON THE BOAT / WE WILL NOTIFY OWNER AND CLEAR BOAT FROM SYSTEM. 3. VEH IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER, OFFICER INFORMATION AND WHETHER YOUR AGENCY WILL BE TOWING THE VEH / PLACE A LOCATE ON THE VEH / WE WILL NOTIFY OWNER AND CLEAR VEH FROM SYSTEM. 4. GUN IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER AND OFFICER INFORMATION / PLACE A LOCATE ON THE GUN / WE WILL CLEAR GUN FROM SYSTEM. 5. PROPERTY IS ACTIVE IN OUR SYSTEM / NEED YOUR ASSIGNED CASE NUMBER AND OFFICER INFORMATION / PLACE A LOCATE ON THE PROPERTY / WE WILL CLEAR PROPERTY FROM SYSTEM. H. Complete the Clear / Locate / Cancel portion of the Missing Person, Protective Order, Stolen License Plate, Stolen Boat, Stolen / Felony Vehicle, Stolen / Felony Gun or Stolen Security Record Form. I. Print and verify all information from the Officer’s report. J. Attach a copy of the Officer’s report to the Record Form. K. Clear / Locate the Missing Person, Protective Order, Stolen License Plate, Stolen Boat, Stolen / Felony Vehicle, Stolen / Felony Gun, Stolen Security or Stolen Article from NCIC/TCIC. L. Attach all paperwork to the Hit Confirmation Request. M. File the paperwork. N. Upon receipt of a Hit Confirmation – Second Request, the Operator will immediately notify the Supervisor or Public Safety Dispatcher II in charge. Second Requests are not acceptable; they signify that we did not meet our requirements and they expose us to scrutiny by DPS and can, if continued violations occur, impact our DPS and FBI Audits. 1. The Supervisor or Public Safety Dispatcher II will contact the requesting agency and assist the Operator in resolving the response. 2. Any and all resources will be placed into service to assure the successful reply to the Second Request. 3. A copy of all paperwork associated with the Second Request will be filed in the Hit Confirmation – Second Request binder. 4. A report from the Operator answering the Hit Confirmation – Second Request will be required by the end of the shift. It will explain in detail why the Operator failed to adhere to the time requirement. 5. The Supervisor will forward a copy of this report along with a copy of all paperwork associated with the Second Request to the Operations Supervisor and the TAC for review. Effective date April 30, 2014 340 O. Upon receipt of a Hit Confirmation – Third Request, the Operator will immediately notify the Supervisor or Public Safety Dispatcher II in charge. Third Requests are inexcusable. They expose us to intense scrutiny by DPS and the FBI and potentially will cause mandatory, remedial training of all Operators. They also seriously impact our DPS and FBI Audits. 1. The Supervisor or Public Safety Dispatcher II in charge will handle the call from DPS and the FBI and will take whatever action is required to assure the successful reply to the Third Request. 2. A report from the Operator answering the Hit Confirmation – Third Request along with the Supervisor or Public Safety Dispatcher II in charge will be required by the end of the shift. 3. A copy of all paperwork associated with the Third Request will be filed in the Hit Confirmation – Third Request binder. 4. Both reports will explain in detail why the Operator and Supervisor failed to adhere to the time requirement and what corrective steps were done to resolve the request. 5. The Supervisor will forward a copy of these reports along with a copy of all paperwork associated with the Third Request to the Operations Supervisor and the TAC for review and corrective action. P. When we ask another agency for confirmation of one of their records, we are requesting hit confirmation. 1. The Operator will read the return carefully to verify that the person or property in the record is a good possible match with the person or property in custody and that extradition will take place. 2. Notify the Officer and advise them that a hit confirmation is being requested. It is critical that the Officer understands that the hit alone is not probable cause to arrest. The hit confirmed with the originating agency is one factor to be added to other factors at the scene to arrive at an arrest decision. 3. Send a message to the Entering Agency using the “YQ” format asking for hit confirmation. 4. Place a “1” in the REQUEST NUMBER field and “U” or “R”in the PRIORITY field. 5. Call the entering agency to expedite the hit confirmation process. NLETS/TLETS should be used regardless for documentation. 6. If a substantive response is not received within the time limit specified in the first request, use the “YQ” message format to send a second request to the Entering Agency. This will cause the message to be sent automatically to the state CTA as well as the Entering Agency. 7. If a substantive response is not received within the time limit specified in the second request, use the “YQ” message format to send a third request to the Entering Agency. This will cause the message to be sent automatically to the Entering Agency, the appropriate state CTA and the FBI/NCIC2000. Effective date April 30, 2014 341  8. When all of these steps have been completed, no further action needs to be taken. Every agency, upon taking a person into custody or recovering property and after confirming the hit, must place a locate on the corresponding record. 9. The purpose of a locate is to indicate (until the originating agency clears the record) that the wanted person has been apprehended or the property has been located. For Missing Person records, a locate indicates the whereabouts of the missing person has been determined and retires the record from the file. The only exception occurs when a hit contains an extradition limitation or NOEX in the MIS field, and the agency finding the person is outside the geographical area of extradition. In such a case, the record should not be located. M. When locating a Missing Person, Wanted Person, Stolen License Plate, Stolen Boat, Stolen / Felony Vehicle, Stolen / Felony Gun, Stolen Security Record or Stolen Article that was entered by another agency, the Operator will run a QV / QB / GWI / QW / QU / QG / QA / QS Query to determine if the record in question is active. 1. If the TLETS Operator is available, give them the return and have them send a Hit Confirmation Request to the agency that entered the record. If the TLETS Operator is unavailable, the Information Dispatcher will send the Hit Confirmation Request. 2. Upon receipt of the response, file one copy in the TLETS folder. The other two copies will be retained by either the TLETS Operator or the Information Dispatcher to assist them in placing a Locate on the record. N. Staple the QV / QB / GWI / QW / QU / QG / QA / QS return, Hit Confirmation Request, Hit Confirmation Response and the Locate paperwork to the Located Records form. 36.14 DETAINED WANTED PERSONS A detainer is an official notice from a government agency to a correctional agency requesting that an individual wanted by the first agency, but subject to the correctional agency’s jurisdiction, not be released or discharged without first notifying the wanting agency and giving it an opportunity to respond. Typical reasons for detainers include the individual is wanted for trial or wanted to serve a sentence in the requesting jurisdiction. Only Wanted Person File records in located status may receive detainer information. When an inquiring agency receives a positive response, confirms that the warrant is outstanding, and authorizes extradition, that agency must perform a locate transaction to place the record in located status. A Wanted Person record will remain active in NCIC/TCIC as long as the detainer is appended. Five (5) days prior to the date of sentence expiration, the wanting agency is notified of the impending release. 36.15 CRIMINAL HISTORY INFORMATION There are three sources of criminal history data available through the National and Texas Law Enforcement Telecommunications System (NLETS/TLETS). A. Texas Computerized Criminal History files (CCH) are records of Texas arrests stored at the CRS of DPS, Austin. These files are compiled from arrest fingerprint cards, prosecution and disposition information from courts, probation and parole reports, Texas Department of Criminal Justice receiving Effective date April 30, 2014 342 reports, etc. Local agencies can only inquire into the CCH files. All Texas CCH record entries and updates are performed by CRS. B. FBI Interstate Identification Index files (NCIC 2000 III) represent people born in 1956 or later with an FBI record, person born prior to 1956, whose first arrest fingerprint card was submitted to the FBI in 1974 or later, older records converted to the automated system, and certain fugitives and repeat offenders. C. Individual State Repositories (IQ, FQ and AQ) offer a means to request out-of-state criminal history information not presently available on NCIC 2000’s III. Identify Inquiry (IQ), Full Record Inquiry (FQ) and Additional Information Inquiry (AQ) are used as secondary inquiry after one has inquired into III and received a “No Record” response, or one has received a record, but feels that there may be additional data in the state files. D. Criminal History information is confidential and certain restrictions apply to the purposes for which it can be requested, and how it can be disseminated. 1. Within the Bexar County Sheriff’s Office, only commissioned officers and other authorized persons can request criminal history information. 2. Requests from outside the Bexar County Sheriff’s Office require identification and verification of the requestor as a commissioned officer, or other authorized person (corrections officer, district or county prosecutors and magistrates, federal law enforcement agents, peace officers, probation officers and parole officers, etc.) before honoring the request. 3. Requests for CCH and III information must be for criminal justice purposes as defined under the administration of criminal justice. This includes the detection, apprehension, detention, pre-trial release, post-trail release, prosecution, adjudication, correctional supervision, or rehabilitation of accused persons or criminal offenders. 4. Information may also be requested for criminal justice applicant screening at any criminal justice agency. It does not include applicants at other city or county departments, such as the tax office, water department, city legal department, or fire department for fire fighter applicants, etc. 5. No one shall request inquiries for unauthorized purposes or persons. Criminal History information cannot be requested for unauthorized purposes regardless of a person’s status and/or rank. 6. If an unauthorized purpose has been identified by anyone, that person has an obligation to bring the violation to the immediate attention of their supervisor and the TAC/ATAC. E. Criminal History information must be logged. An automatic logging process occurs when an Operator completes the OPR (Operator), REQ (Requestor), and/or ATN (Attention) fields in a criminal history inquiry. 1. NCIC/TCIC 2000 automatically records these fields as well as the reason requested and identifiers used in the inquiry. Effective date April 30, 2014 343  2. All IQ, FQ and AQ transactions must be logged manually. 3. Secondary dissemination occurs when a CCH is released to an authorized source outside of the requesting agency. All secondary disseminations must be manually logged. 4. The Public Safety Communications Center shall bear the responsibility to log all criminal history information requests initiated by or received by them. F. Criminal History information requests are made by various Divisions and Sections within the Bexar County Sheriff’s Office. 1. Requests will use the ORI associated with the Bexar County Sheriff’s Office. 2. The REQ and ATN fields shall contain the Title, First Name and Last Name of requesting party. 3. The person actually operating the terminal must be identified in the OPR field. The same format (Title, First Name, Last Name) used for the REQ and ATN fields will apply. 4. The use of badge numbers or operator numbers is not authorized; they are not unique and are re-issued to other employees. G. Criminal History information requests are also made by various Departments and Offices outside of the Bexar County Sheriff’s Office, both within Bexar County government and externally. 1. Requests will use the ORI associated with the requesting agency. 2. The REQ and ATN fields shall contain the Title, First Name, Last Name and Agency Name and Telephone number; for example, REQ/Officer Richard Morales Somerset PD 8938787. H. In general, all returns print at the primary TLETS terminal located in the Public Safety Communications Center. When a CCH or III prints, the following procedures will be followed: 1. Document all Criminal History information responses in the Criminal History Log Book. 2. File the Criminal History information responses in the rolling file cart adjacent to the TLETS terminal. 3. Call the Department, Office or Agency who ran the CCH / III to advise them that their information has been received and is available for pickup. 4. Only those persons designated in advance by the requesting agency or the person identified in the REQ, ATN or Criminal History Log may retrieve it. 5. If the Department, Office or Agency has not retrieved the Criminal History information after five (5) days, the information will be shredded. 6. Update the Criminal History Log Book to reflect the disposition of the information. Effective date April 30, 2014 344 I. Criminal History information will not be broadcast or transmitted over any radio or wireless data system unless an Officer determines there is an immediate need to further an investigation or if there is a situation affecting the safety of an officer or the general public. 1. Due to DPS security concerns, information will not be transmitted via the internet, cell phone or alphanumeric pager. 2. Officers receiving Criminal History information are responsible for keeping the information secure at all times. 3. When the information is no longer needed, it will be returned to the appropriate file or shredded. 4. Facsimile machines may be used to transmit Criminal History information if both agencies involved in the transmission are authorized to receive criminal history information and the sender notifies the receiving agency by telephone prior to transmitting the information. This ensures proper retrieval of information and serves to certify the authenticity of the receiving agency. J. Personnel found to be in violation of any NCIC/TCIC or NLETS/TLETS policies are subject to administrative and/or criminal sanctions based on the severity of the violation. Violations will be handled according to established Bexar County Sheriff’s Office corrective and disciplinary procedures. The TAC will provide support to management as to the severity of the violation and any possible ramifications that may impact the status of the Agency with DPS and/or the FBI. 36.16 QUALITY CONTROL MESSAGES The TCIC Control Center reviews all records entered into the system. Administrative message(s) are used to notify originating agencies of possible errors. Agencies are given 24 hours to review the records and make corrections, cancel the record, or notify the TCIC Control Center that the record is correct as entered. FBI CJIS personnel reviews NCIC 2000 record entries and cancels records they believe may result in a false arrest or improper seizure of property. Agencies are notified of such “Serious Errors” by a Dollar E Message ($.E) which indicates a record has been cancelled. The record must be corrected and re- entered, or left out of the system if it cannot be corrected, or the FBI must be notified that the record is correct. A. When a Quality Control or a dollar ($) message is received by the Public Safety Communications Center from DPS or the FBI, the person working the TLETS position will read, review and determine who is responsible for resolving the issue. B. $.E. messages are for serious errors identified by NCIC 2000 Quality Control and will be immediately corrected by the TLETS Operator on duty. C. A copy of all messages will be logged by the Public Safety Communications Center and a copy will also be forwarded to the TAC and ATAC. Effective date April 30, 2014 345 D. Messages will be distributed, as listed below, so that each Division or Section who entered the record will have an opportunity to correct it and learn from the error. Messages will be placed in an interoffice envelope with a Quality Control coversheet attached. Indicate, where appropriate, on the Quality Control coversheet the types of messages contained in the envelope so that the recipient can properly prioritize them. The envelope should be forwarded to the appropriate person responsible for resolving quality control issues. 1. Messages related to Articles, Weapons and Securities will be forwarded to CID – Property Room. 2. Messages related to Wanted Persons (Civil and Criminal) will be picked up at the PSCC by a Criminal Warrants Officer. Before releasing the packet, the Officer will be required to sign the Warrant QCM Receipt Log maintained in the PSCC. 3. Messages related to Missing Persons, Unidentified Persons, Stolen Vehicles, Stolen Boats, Stolen License Plates and Abandoned Vehicles will be handled by the Public Safety Communications Center. E. Messages received by the Public Safety Communications Center for Criminal Warrants / Civil will be handled as follows: 1. Criminal Warrants / Civil will handle all quality control messages to include second and third requests Monday thru Friday. 2. On Saturday, Sunday and Weekday Holidays, the Public Safety Communications Center will handle Criminal Warrant / Civil quality control messages. a. Corrections that are complex and require either specialized entry skills or are too time consuming such as but not limited to clearing a warrant and re-entering it, may be deferred to Criminal Warrants pending the authorization of the Supervisor or Public Safety Dispatcher II in charge. b. If a quality control message is deferred and the Operator determines that the message requires immediate attention, the Operator will contact DPS and advise them that Criminal Warrants will correct the message immediately during normal business hours. Access to the actual warrant information is limited for the Public Safety Communications Center. c. If DPS advises that the correction must be done or the record will be purged, the Operator will immediately cancel the record and forward copies of all associated transactions to Criminal Warrants for re-entry at a later time. The word, “CANCELLED” will be written in RED ink on the top of the cancellation message. 3. Messages handled by the Public Safety Communications Center for Criminal Warrants / Civil will be logged in the Criminal Warrant / Civil Quality Control Log and forwarded to Criminal Warrants / Civil as indicated below. The word, “COMPLETED” will be written in RED ink on the top of the correction message. Effective date April 30, 2014 346  4. Upon receipt of an applicable message, the Operator on duty will forward a copy of the transaction to the Criminal Warrants printer, SNTF. 5. Staple a copy of the message to the original quality control message and forward to Criminal Warrants using an envelope with a Quality Control coversheet. a. If a second or third request is received and it is not a weekend or holiday, the Operator working TLETS will immediately notify the Supervisor or Public Safety Dispatcher II in charge that will contact the appropriate Division or Section by telephone and advise them that a correction is required immediately to prevent further action from DPS. b. Copies of all third requests will be placed in the Third Request - Quality Control Log. c. A copy will also be sent to the TAC and ATAC for resolution with the Division, Section or Unit who failed to meet NCIC/TCIC and Bexar County Sheriff’s Office correction guidelines. 6. Retain copies in our files and forward a copy to the TAC for follow-up. F. With the exception of messages that require immediate correction by the Public Safety Communications Center, messages must be corrected within 24 hours. Messages not corrected within a timely manner will trigger subsequent message requests. G. Upon receipt of second request Quality Control messages for any Division and Section other than Criminal Warrants / Civil, the Operator working TLETS will immediately notify the Supervisor or Public Safety Dispatcher II in charge who will contact the appropriate Division or Section by telephone and advise them that a correction is required immediately to prevent further action from DPS. H. The Public Safety Communications Center will not allow any message for any Division or Section other than Criminal Warrants / Civil to go uncorrected after receipt of a third request. 1. The Supervisor or Public Safety Dispatcher II responsible for the shift will time and date the request when it has been corrected. 2. A copy will be placed in the Third Request - Quality Control Log. 3. A copy will also be sent to the TAC and ATAC for resolution with the Division, Section or Unit who failed to meet NCIC/TCIC and Bexar County Sheriff’s Office correction guidelines. 36.17 VALIDATION Validation is an important part of our participation in NCIC/TCIC 2000. It is a major effort on NCIC 2000, TCIC 2000 and the Bexar County Sheriff’s Office to keep records accurate and up to date. Every month, DPS will send one month of records entered by the Bexar County Sheriff’s Office for review and validation. A validation certification letter is sent along with the records, with a deadline for completion and return to DPS. The certification letter must be signed by the TAC and returned to the TCIC Control Center prior to the stated deadline. Effective date April 30, 2014 347 A. Article records have a short retention period and are not included in the validation process. All other records are validated sixty to ninety-days after entry and annually thereafter. In this manner, each record is validated once a year. B. Validation requires that the Bexar County Sheriff’s Office confirm that the record is complete, accurate, and still outstanding. Validation is accomplished by reviewing the original entry and current supporting documents, and by recent consultation with any appropriate complainant, victim, prosecutor, court, motor vehicle registry files or other appropriate sources or individual. If the Bexar County Sheriff’s Office is unsuccessful in its attempts to contact the victim, complainant, etc., the validating authority must make a determination based on the best information and knowledge available whether or not to retain the original entry in the file. C. If DPS does not receive a validation certification letter by the deadline, the records entered for the stated validation period will be cancelled as required by NCIC 2000 policy. The TAC and/or ATAC will direct activities to accomplish the validation by the stated deadline. Validation is a high priority records- keeping control and all employees, regardless of Division, Section or Unit, who participate in the record entry process, will assist the TAC or ATAC as appropriate. D. Each Division and/or Section responsible for record entry will be provided their monthly Validation List, under normal conditions, not less than 20 days from when it must be completed. Each Validation List will be accompanied by an Internal Validation Certificate that must be signed and returned to the TAC with a copy sent to the Public Safety Communications Center. Due dates will be clearly identified on the Internal Validation Certificate. Any Division or Section who fails to return the Internal Validation Certificate by the stated due date will be contacted by the TAC for immediate resolution. The TAC will also submit a report of any violations to the appropriate Executive Staff. E. Upon receipt of the Validation List from DPS, the TAC or ATAC will extract, where possible, the electronic data contained on the DPS-provided CD, reformat it for distribution, and email it along with a copy of an internal Validation Certification Form to the correct Divisions and/or Sections for processing. If an electronic version is not possible, copies of the DPS provided Validation List will be distributed as listed below: 1. Stolen/Lost/Found Guns, Articles and Stolen Securities – CID – Property 2. Wanted Persons (Criminal & Civil) – Criminal Warrants 3. Stolen/Abandoned Vehicles, Stolen License Plates, Stolen Boats, Missing Persons, Unidentified Persons, Identity Theft and Protective Orders – Public Safety Communications Center F. The Public Safety Communications Center will use the steps listed below to properly validate records. Any deviation from these steps must be coordinated through the TAC. 1. General a. Pull all the files on the Validation List that the Public Safety Communications Center is responsible for and separate them into the following categories: STOLEN VEHICLE, STOLEN BOAT, STOLEN LICENSE PLATE, MISSING PERSON / UNIDENTIFIED PERSON and PROTECTIVE ORDERS. Effective date April 30, 2014 348  b. If a file cannot be located, make a duplicate file and at the top of the file, mark in red “DUPLICATE.” c. Run all the files through NCIC/TCIC using the administrative queries (ZV / ZB / ZW / ZPO) and staple the return to the file. Please remember to remove the previous staples from the file so that the file does not become hazardous to the next person who pulls the file. d. Review each file and correct any mistakes such as misspellings, incorrect case numbers, incorrect or incomplete descriptors or additional supplemental identifiers in NCIC/TCIC using the modification codes. Any modifications made to an entry must be annotated on a Record Modification Supplement and appended to the file. e. Double-check any updates by running an administrative inquiry (ZV / ZB / ZW / ZPO) and attach the return to the file. 2. Stolen Vehicle a. Call the complainant listed and determine if the vehicle is still stolen, recovered or if the insurance company paid a claim on the vehicle. b. If the insurance company paid a claim on the vehicle, get the name of the insurance company, the policy / claim number and a telephone number. c. Call the insurance company and determine if they recovered the vehicle. Once the insurance company pays out a claim on the vehicle, the vehicle becomes the property of the insurance company. d. If the complainant’s telephone numbers are incorrect, use any and all resources available to find a correct telephone number. e. If a telephone number cannot be found, dispatch an Officer to the complainant’s address (Bexar County only) listed on the file. f. If the stolen vehicle is still stolen, document it on the file and enter the DOV on the Stolen / Felony Vehicle Record Form. g. Return the file back to the cabinet and order the file by the last digit of the VIN. If the VIN is not known, order the file by the last digit of the License Plate. If neither a VIN or License Plate number are available, use any Owner Applied Number in lieu of the VIN and explain what the number is in the MIS field. h. If the vehicle has been recovered, gather all recovery information, append it to the file, clear / locate the entry from NCIC/TCIC, place a copy of all information in the TLETS folder and place a copy in the Clear File. i. If no complainant can be located, either by telephone or by Officer, mail a Validations Letter to the last known address and file. Effective date April 30, 2014 349  3. Stolen Boat a. Call the complainant listed and determine if the boat is still stolen, recovered or if the insurance company paid a claim on the boat. b. If the insurance company paid a claim on the boat, get the name of the insurance company, the policy / claim number and a telephone number. c. Call the insurance company and determine if they recovered the boat. Once the insurance company pays out a claim on the boat, the boat becomes the property of the insurance company. d. If the complainant’s telephone numbers are incorrect, use any and all resources available to find a correct telephone number. e. If a telephone number cannot be found, dispatch an Officer to the complainant’s address (Bexar County only) listed on the file. f. If the stolen boat is still stolen, document it on the file and enter the DOV on the Stolen Boat Record Form. g. If the boat has been recovered, gather all recovery information, append it to the file, clear / locate the entry from TCIC/NCIC, place a copy of all information in the TLETS folder and place a copy in the Clear File. h. If no complainant can be located, either by telephone or by Officer, mail a Validations Letter to the last known address and file. 4. Stolen License Plate a. Call the complainant listed and determine if the license plate is still stolen or has been recovered. b. If the complainant’s telephone numbers are incorrect, use any and all resources available to find a correct telephone number. c. If a telephone number cannot be found, dispatch an Officer to the complainant’s address (Bexar County only) listed on the file. d. If the license plate is still stolen, document it on the file and enter the DOV on the Stolen License Plate Record Form. e. Return the file back to the cabinet and order the file by the last digit of the License Plate. f. If the license plate was recovered, gather all recovery information, append it to the file, clear / locate the entry from NCIC/TCIC, place a copy of all information in the TLETS folder and place a copy in the Clear File. Effective date April 30, 2014 350  g. If no complainant can be located, either by telephone or by officer, mail a Validations Letter to the last known address and file. 5. Missing Person / Unidentified Person a. Call the complainant listed and determine if the missing person / unidentified person is still missing or has been located. b. If the complainant’s telephone numbers are incorrect, use any and all resources available to find a correct telephone number. c. If a telephone number cannot be found, dispatch an Officer to the complainant’s address (Bexar County only) listed on the file. d. If the missing person / unidentified person is still missing, document it on the file and enter the DOV on the Missing Person or Unidentified Person Record Form. e. Return the file back to the cabinet and order the file by the Last Name of the Missing Person / Unidentified Person (if known). f. If the missing person / unidentified person was located, verify the complainant’s address and dispatch an Officer to the residence for a recovery report. g. After an officer has made contact with the complainant and verifies that the missing person or unidentified person is no longer missing, gather all recovery information to include a copy of the Officer’s report, verify the report matches the Missing Person or Unidentified Person Record, append it to the file, clear / locate the entry from NCIC/TCIC, place a copy of all information in the TLETS folder and place a copy in the Clear File. h. If no complainant can be located, either by telephone or by Officer, or if a complainant does not contact you back by the next business day, mail a Validations Letter to the last known address and file a copy. 6. Protective Orders a. Run a CCH and a DL check on the Petitioner and Respondent and use any additional personal descriptors returned to PACK THE RECORD(S). b. Verify that the addresses listed on the Protective Order matches the addresses in the record. The addresses in the record MUST match the addresses in the actual Protective Order unless separate documentation that is attached to the file indicates differently. c. Attach the returns from the CCH and DL check to the record, update the Protective Order Quality Control Coversheet with DOV, and return the file back to the cabinet. d. If the record has expired, remove them from the file drawer and verify that their status in TCIC reflects the expired status. Protective Orders automatically become Effective date April 30, 2014 351  inactive in TCIC when they expire. Once this happens, modifications of any kind to include clearing or canceling the record become unavailable. e. To verify the status of the Protective Order, the Operator will run a Protective Order Query (QPO) to determine if the person(s) associated with the Protective Order reflect the same expired status. f. Each status verification check or locate will include a review by a second person to ensure quality control standards are maintained. Staple the QPO return to the Protective Order Quality Control Coversheet form. 36.18 DOLLAR ($) MESSAGES NCIC 2000 automatically sends notification to local agencies regarding certain status changes in a record. These automatic messages will begin with a dollar sign ($), period, letter and our ORI. A. $.D messages are sent to the ORI when a locate, clear or cancel vehicle transaction is processed by NCIC 2000 and there are duplicate records on file. B. $.E messages are sent when the FBI Data Integrity Staff has found a serious error within a record and has canceled the record. C. $.H messages are sent to an agency when a delayed hit notification / hit response notification is made within five days or when the NOA flag is set to “Yes.” D. $.J messages are sent when a juvenile in the Wanted Juvenile file or Missing Person file has reached their date of emancipation as entered in the record. E. $.K messages are sent 30 days after a missing/unidentified record is entered in NCIC 2000. They are sent as a reminder to the entering agency that they have an additional 30 days to review the record and update the entry. F. $.I messages are sent to an entering agency whenever a locate is placed on any of its records. G. $.M messages are sent to the ORI initiating an entry/modification transaction that results in a potentially positive hit during the automated missing/unidentified person cross-search. H. $.N messages are sent to the ORI initiating an entry/modification of a missing or unidentified person record. I. $.P messages are sent to the entering agency when a record has been purged due to the expiration of its retention period. J. $.R messages are sent to the ORI of the transaction when the System is in statistics mode and NCIC 2000 formatted locate or clear transaction is entered without benefits data and benefits data have not been previously supplied for the record. K. $.S messages are sent when the NCIC 2000 system enters and leaves the statistics mode. Effective date April 30, 2014 352 36.19 ADMINISTRATIVE MESSAGES Administrative messages are sent by NCIC/TCIC 2000 as well as from other agencies with the intent of conveying pertinent information. It is important to read all messages carefully before filing them or distributing them. Not every routing situation can be anticipated; use common sense and if in doubt, ask someone. A copy of all messages will be routed to the TAC/ATAC. A. Messages will be distributed daily to Patrol substations, CIU, CID, Training and Records. B. Criminal Warrants will send an Officer daily, Monday thru Friday, to pick up their messages. C. Messages that are for ICE need to be routed to Booking. ICE (Immigration Customs Enforcement) messages have an “AX0000000 – header” or “VTN – header.” They are not Criminal Histories. D. Messages received that are Hit Confirmation Responses, regardless of if they are received as Administrative Messages (AM) or as formal Confirmations, that relate to an Agency giving a time they will transport an inmate need to be routed to Booking. E. When printing multiple Criminal Histories, make sure no other messages are interlaced between them. F. $.H messages received but run by another agency (other than SAPD) need to be distributed to the Agency / Department that is responsible for the follow-up. G. Messages for transportation arrangements, requests for apprehension information, warrants for other agencies that have been returned / recalled or any other warrant information need to be routed to Criminal Warrants. H. Messages for 10-Print inquiries, III Responses, IAFIS information or any other Agency requests including faxes received for Criminal Histories need to be routed to Central Records. I. Messages related to training announcements need to be routed to the Training Academy. J. Messages related to criminal investigations need to be routed to CID. 36.20 HOMELAND SECURITY MESSAGES Homeland Security Messages provide valuable information to include local, regional, state and federal warnings and alerts related to terrorist activity or other incidents which may pose a hazard. A. Incoming messages will be reviewed promptly by the Supervisor or Public Safety Dispatcher II in charge to determine the nature of the message. Hazardous material (Nuclear, Biological or Radiological) convoys, explosive ordinance shipments, terrorist warnings and similar situations constitute Urgent messages if they impact Bexar County or the surrounding metropolitan area. B. Messages determined to be of an urgent nature that directly impact Bexar County or the surrounding metropolitan area will be summarized and recorded by the Supervisor or Public Safety Dispatcher II in charge to the Homeland Security Electronic Bulletin Board. This Bulletin Board is Effective date April 30, 2014 353 accessible to authorized personnel. The Supervisor or Public Safety Dispatcher II in charge will be responsible for updating the message(s) on the Bulletin Board as needed but at least daily. The Supervisor or Public Safety Dispatcher II will notify appropriate Sheriff’s Office and Fire Marshal’s Office staff about the urgent message by sending an email to all the LE Captains and notifying the Bexar County Fire Alarm Dispatcher. C. Messages determined to be routine or informative only that do not directly impact Bexar County or the surrounding metropolitan area will be distributed as listed below. D. Copies of all received messages and notices will be distributed to the Bexar County Sheriff’s Office Homeland Security Liaison Officer, Patrol Administrative Sergeant, TAC, ATAC, Public Safety Communications Center Operations Supervisor, Public Safety Communications Manager and all LE Captains. E. A copy will be filed in the Public Safety Communication Center’s TLETS folder. 36.21 GENERAL RECORD ENTRY GUIDELINES A. All records must be documented by a theft report, warrant, missing person report, or other appropriate documentation. All records must contain a numeric identifier and must be double-checked by a second party for accuracy. All records must be entered as soon as possible after receipt but no later than 72 hours. After a record has been entered, only the entering agency can modify, clear or cancel an NCIC/TCIC 2000 record. Pack the record with all information available at the time of entry. Additional information may be obtained by searching state driver records, vehicle registration and criminal history files, and by using the “Missing or Unidentified Person – Data Collection Entry Guides.” B. The Sheriff’s Office, due to its size and volume of transactions, uses a distributed model of record entry. Except under exigent circumstances (Section 36.31), Wanted Person records are entered by the Criminal Warrants Division. Property (Articles, Parts, Securities and Guns) are entered by the CID Property Section. All other entries are handled by the Public Safety Communications Center. This distribution of entry is critical to maintain maximum operational efficiency. Any modification to this distribution model must be coordinated and approved by the TAC. Unless specifically noted in Sections 36.20 thru 36.37, the following procedures will be followed: 1. Before making any entry into TCIC/NCIC via the IC System or TLETS, the Operator will run an appropriate Query (QV / QB / GWI / QW / QU / QG / QA / QS) to determine if the vehicle, boat, person, license plate, unidentified person, gun, article or security is already in the system. Any modifications required after the initial entry will be clearly annotated on a Record Modification Supplement and appended to the file following the same guidelines identified below. 2. Each entry will include a review by a second person to ensure quality control standards are maintained. 3. After entering the vehicle, boat, person, license plate, unidentified person, gun, article or security, run an appropriate Administrative Query (ZW / ZPO / ZV / ZB / ZG / ZS / ZA) to verify the information that was entered. Effective date April 30, 2014 354  4. Staple the Query return, the entry response and the Administrative Query return to the appropriate Record form. 5. After each record is entered into TCIC/NCIC via the IC System or TLETS, the Supervisor or other designated internal, Quality Control Auditor will immediately run an Administrative Query (ZW / ZPO / ZV / ZB / ZG / ZS / ZA) on the record, if one was not run by the Operator after entry, to verify that the information has been properly entered and that all supporting attachments have been included. 6. The Supervisor or Auditor will initial or sign the paperwork where appropriate to indicate that the record was reviewed internally. Copies of the paperwork will be distributed to appropriate downstream sources (CID, CIU, etc.) under normal conditions using interoffice mail. Urgent entries will be faxed immediately to downstream sources but will also be sent via interoffice mail as indicated above. 7. If the record exhibits errors, the Supervisor or Auditor will share the erroneous information with the Operator who entered the record and immediately correct it. 8. More than two errors within 30 days will result in remedial / refresher, agency specific training. 9. Before a record is cleared, located or cancelled, the Operator will run the appropriate Query (QV / QB / GWI / QW / QU / QG / QA / QS) to determine if the vehicle, boat, person, license plate, unidentified person, gun, article or security is still active in the system. 10. If we entered the record, clear the entry. 11. Each clear, locate or cancel will include a review by a second person to ensure quality control standards are maintained. 12. After clearing the record, run an Administrative Query (ZW / ZPO / ZV / ZB / ZG / ZS / ZA) to verify the record has been cleared from the system. 13. Staple the Query return, the clear response and the Administrative Query return to the appropriate Record form. 36.22 STOLEN / FELONY VEHICLES A vehicle is any motor-driven conveyance designed to carry its operator except a boat. Aircraft and trailers meet entry requirements. Some examples of vehicles include a car, truck, motorcycle, construction equipment, farm equipment that the operator drives, dune buggies, go-carts, riding lawnmowers, motorized wheelchairs, gliders, hot air balloons, etc. Vehicles used in the commission of a felony may be entered immediately in the Felony Vehicle file if the whereabouts of the vehicle are unknown. A. The Operator will use VIN Assist to verify the vehicle information. B. The Owner Applied Number (OAN) field may not be used by Texas agencies unless the VIN field has been filled. If there is an OAN, but no VIN available, then the OAN must be placed in the VIN field Effective date April 30, 2014 355 with a notation in the MIS field indicating that the “VIN is an OAN.” Texas users cannot cancel or clear using an OAN or NIC. C. Stolen / Felony Vehicle entries will use the Stolen / Felony Vehicle Record form. 36.23 STORED ABANDONED / RECOVERED VEHICLES Vehicles which have been found abandoned and the registered owner is unable to be contacted are entered into the TCIC 2000 Abandoned / Stored Vehicle file if there is no stolen vehicle record already on file. A. Abandoned vehicle files will be validated daily. B. Call Texas Towing (220-1000) and inquire if the vehicle is still at their facility. C. If it is, no further action is necessary. If it is not, do the following: 1. Get the date the vehicle was released, auctioned and sold. 2. Cancel the abandoned vehicle from TCIC. 3. Document the information on the Abandoned / Recovered Vehicle Record Form. 4. Print and verify all information from the Officer’s Report. 5. Attach the Officer’s Report to the Abandoned / Recovered Vehicle Record Form. D. The Operator will use VIN Assist to verify the vehicle information E. When entering Abandoned Vehicles, the name of the Vehicle Storage Facility (aka Pound) where the vehicle is stored must be identified in the PND field and the Vehicle Storage Facility license number issued by TXDOT should be placed in the MIS field. Vehicle Storage Facility reference numbers are available at www.dot.state.tx.us. F. Abandoned / Recovered Vehicle entries will use the Abandoned / Recovered Vehicle Record form. 36.24 H.E.A.T. VEHICLES H.E.A.T. (Help End Auto Theft) entries are made when a person registers a vehicle in the Texas H.E.A.T. Program. H.E.A.T. records are maintained in TCIC only. When entering a vehicle into the H.E.A.T. file, a Texas H.E.A.T. registration form must be on file. Only street legal vehicles (except motorcycles) registered through TXDOT can be entered in the H.E.A.T. vehicle file. Motorcycles, farm and construction equipment are not allowed entry into this file. A. All fields are mandatory except the FAX, ALT1, ALT2, MIS and CONTROL fields. B. H.E.A.T. Vehicle entries will use the H.E.A.T. Vehicle Record form. Effective date April 30, 2014 356 36.25 STOLEN LICENSE PLATE ENTRY A regular license plate, as defined by NCIC, is a standard 6” x 12” plate issued for use on a passenger automobile and containing no embossed wording, abbreviations, and/or symbols to indicate that the license plate is a special issue. All plates other than regular passenger automobile plates are classified as special plates. Examples of special plates are: aircraft, motorcycle, commercial, trailer, truck and U.S. Government vehicles. NOTE: Stolen License Plate entries will use the Stolen License Plate Record form. 36.26 VEHICLE / BOAT PART FILE A part is defined as any serially-numbered component which has been stolen from a vehicle or boat. A stolen vehicle identification number (VIN) plate, certificate of origin / certificate of title), or a serially- numbered backhoe, hay baler, engine, transmission, battery, carburetor, door, bumper, hubcap, etc., may be entered if a theft report is on file. If a part is stolen in conjunction with a vehicle, the part information should be entered “EP”, the vehicle should be entered “EV” and the NIC numbers cross- referenced in the MIS field. Stereo, radio equipment or other entertainment equipment must be entered into the Article file using “EA.” NOTE: Stolen Vehicle or Boat Part entries will use the Stolen Vehicle and Boat Part Record form. 36.27 STOLEN BOAT ENTRY A boat is defined as a vessel for transport by water, constructed to provide buoyancy by excluding water and shaped to give stability and permit propulsion. If additional information is needed to complete a stolen boat record, registration information may be obtained from the Texas Parks and Wildlife Department (PWLZ). The Operator must specify the request is for stolen boat entry to obtain the most complete registration information. Boat trailers stolen in conjunction with a boat should be entered separately into the Vehicle file using transaction code EV and both records cross-referenced in the MIS field. NOTE: Stolen Boat entries will use the Stolen Boat Record form. 36.28 ABANDONED BOAT ENTRY Boats which have been found abandoned and the registered owner is unable to be contacted are entered into the TCIC 2000 Abandoned/Stored Boat file if there is no stolen vehicle record already on file. A. When entering Abandoned Boats, the name of the Pound where the boat is stored must be identified in the PND field and the Pound license number issued by TXDOT should be placed in the MIS field. B. Abandoned boat files will be validated daily. C. Call Texas Towing (220-1000) and inquire if the boat is still at their facility. D. If it is, no further action is necessary. If it is not, do the following: Effective date April 30, 2014 357  1. Get the date the boat was released, auctioned and sold. 2. Cancel the abandoned boat from TCIC. 3. Document the information on the Abandoned / Recovered Boat Record Form. 4. Print and verify all information from the Officer’s Report. 5. Attach the Officer’s Report to the Abandoned / Recovered Boat Record Form. E. Abandoned Boat entries will use the Abandoned Boat Record from. 36.29 GUN FILE A gun is any weapon, including a starter gun, which will or is designed to or may readily be converted to expel a projectile by air, carbon-dioxide, or the action of an explosive. Weapon silencers are destructive devices such as grenades, mines, missiles, and rockets are also included in the Stolen Gun file. BB Guns are excluded and should be entered into the Article file using transaction code “EA.” A. Abandoned, seized, or found weapons should be entered into the Recovered Gun file using transaction code “ERG” if there is not a stolen or lost gun record already on file. The weapon must remain in the possession of the entering agency or be readily available as long as the record is in NCIC. B. A record for a lost or missing weapon may be entered using transaction code “ELG” if the entering agency has supporting documentation. C. Stolen / Felony Gun entries will use the Stolen / Felony Gun Record form. D. Lost / Recovered Gun entries will use the Lost / Recovered Gun Record form. 36.30 ARTICLE FILE A stolen article is any item which does not meet any other file criteria. A stolen article may be entered into this file if a theft report has been made and the following circumstances are met: A. Any item in the theft report valued at $500 or more and having a unique manufacturer-assigned serial number and/or owner-applied number may be entered. Office equipment, computer equipment, televisions and bicycles may be entered regardless of their value. B. If the total value of the property in one theft exceeds $5000, any item in the theft report may be entered regardless of value. C. Any item in the theft report, regardless of value, may be entered, regardless of value if the circumstances of the theft indicate that there is a probability of interstate movement or the seriousness of the crime dictates that an entry should be made for investigative purposes. D. Officers may call the following numbers for information on the following major credit cards: American Express – 800-528-4800; MasterCard – 800-231-1750 and Visa – 800-367-8472. Effective date April 30, 2014 358 E. Category TYP code “T” has been created for entry of stolen toxic, hazardous articles. When using TYP: T the Article Name Code must follow, such as EPAHAZ, EXPLOS, POISON, BIOLOG, etc. F. Category TYP code “I” now represents items of identification. G. Category TYP code “J” has been created for the entry of items such as food stamp books, lottery tickets, phone cards and property titles. H. Stolen Article entries will use the Stolen Article Record form. 36.31 SECURITIES FILE Securities are currency, those documents or certificates which are generally considered to be evidence of debt or ownership of property, documents which represent subscription rights, and other types traded in securities exchanges in the United States except for commodities futures. A. Postal and other types of money orders, traveler’s checks, warehouse receipts, saving certificates, and interest coupons on stocks and bonds may also be entered. B. Personnel checks, government checks, cashier’s checks, bank d