Weapons Manual PDF

**West Virginia Automated Police Network** **WEAPON**  http://images.google.com/images?q=tbn:RcJ1l3-FWEYUlM:http://i10.ebayimg.com/01/i/06/92/58/57\_2.JPG![http://images.go...

**West Virginia Automated Police Network** **WEAPON**  http://images.google.com/images?q=tbn:RcJ1l3-FWEYUlM:http://i10.ebayimg.com/01/i/06/92/58/57\_2.JPGhttp://images.google.com/images?q=tbn:RcJ1l3-FWEYUlM:http://i10.ebayimg.com/01/i/06/92/58/57\_2.JPG  fbi badge  **Nlets** **CIB** **TRAINING GUIDE** **[WEAPON - WEST VIRGINIA AUTOMATED POLICE NETWORK]** The WEAPON System is a computerized message switching system that links state, local, and federal law enforcement agencies together to allow for the exchange of criminal justice information in West Virginia. WEAPON serves as the point of entry for NLETS and NCIC providing interstate access to all states, as well as critical data on persons and property through NCIC. WEAPON is managed by the West Virginia State Police and is the control point for setting and maintaining security standards, system access, availability of service and system discipline by user agencies. For system access each WEAPON Terminal Agency must sign a Terminal Agency Agreement and each Non-Terminal Agency must sign a User Agency Agreement with a Terminal Agency. **[NLETS -- NATIONAL LAW ENFORCMENT TELECOMMUNICATIONS SYSTEM]** *(**Now** called The International Justice and Public Safety Information Sharing Network)* Nlets is an international, virtual, information-sharing network that links together state, local, and federal law enforcement, justice and public safety agencies for the purpose of exchanging critical data. The primary goal of the Nlets system is to save lives and improve security for Americans. NLETS is the link to all states and federal and international systems using a state-of-the-art, high-speed secure frame relay network. The primary Nlets operational site is located in Phoenix, Arizona. The types of data exchanged vary from motor vehicle and drivers' data to Canadian "hot file" records, to INS databases, to state criminal history records. **[CJIS] - CRIMINAL JUSTICE INFORMATION SERVICES DIVISION** FBI's CJIS Division is located at the FBI complex in Clarksburg, WV. There are currently six (6) programs under the management of the CJIS Division which provide services to the criminal justice community. These programs are the Integrated Automated Fingerprint Identification System (IAFIS), the Law Enforcement National Data Exchange Program (N-DEx), the Law Enforcement Online (LEO), the National Crime Information Center (NCIC) that includes the Interstate Identification Index (III), the National Instant Criminal Background Check system (NICS), and the Uniform Crime Reporting Program (UCR). **[NCIC -- NATIONAL CRIME INFORMATION CENTER]** NCIC is a nationwide, computerized information system, established as a service to all criminal justice agencies. The goal of NCIC 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. NCIC is best described as a computerized index of documented criminal justice information concerning crimes and criminals of nationwide interest and a locator file for missing and unidentified persons. **[WATCH - WEST VIRGINIA AUTOMATED CRIMINAL HISTORY]** The WATCH system is the automated West Virginia Criminal History Record Information (CHRI) files managed by the West Virginia State Police, Criminal Identification Bureau (CIB), Criminal Records Section. The WATCH database stores records on subjects who have been arrested in West Virginia, **providing** a fingerprint card has been submitted on the individual's arrest. These are **commonly known as STATE CIB checks.** **[WV GOT -- WV GOVERNOR'S OFFICE OF TECHNOLOGY ]** GOT (Governor's Office of Technology) oversees the Department of Transportation, Division of Motor Vehicles. WV driver and vehicle information is obtained through the GOT's automated computer system. **[DMV - DIVISION OF MOTOR VEHICLES]** The Division of Motor Vehicles has a WEAPON terminal located in Kanawha City. There is only one transaction that is sent to the DMV terminal. The **AM**/Administrative Message is a free text message, much like an email, where the ORI (Originating Agency Identifier) would serve as an email address. These may be sent to five destinations (ORIs or State/Regional codes on one Message). **[WEST VIRGINIA STATE POLICE, WV INTELLIGENCE EXCHANGE (WVIX)]** The West Virginia Intelligence Exchange (WVIX) is a centralized statewide depository and exchange for criminal information and intelligence. WVIX serves as a link to bring together officers from different agencies or areas that may have useful information about an individual or organization that may be engaged in criminal activity. A wide-ranging background is included with a WVIX criminal intelligence report that is given to the requesting law enforcement officer to augment the efficiency and effectiveness of his/her investigation. In order to promote respect and protection of individuals' rights to privacy, WVIX and its participating member agencies adhere to the US Department of Justice Criminal Intelligence Systems Operating Policies, 29 Code of Federal Regulations (CFR) Part 23. The products produced by WVIX are the result of research conducted against a multitude of law enforcement and open-source databases. WVIX products draw comparisons, make links, and provide crossover information. WVIX strives to produce investigative leads, develop suspect profiles, and exploit links between individuals and/or organizations. WVIX is tasked with facilitating the timely sharing of criminal information and intelligence among law enforcement agencies in a manner that conforms to the privacy and constitutional rights of individuals. Participation in WVIX is open to federal, state, county and local law enforcement or criminal justice agencies. There are currently over 250 participating agencies. Information can be submitted in person, via mail, telephone, facsimile, or by using WVIX's VPN Internet connect. WVIX can only collect and maintain criminal intelligence information if there is "reasonable suspicion" that the individual or organization is involved in definable criminal activity or enterprise. **[NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS INDEX)]** In November 1993, the Brady Handgun Violence Prevention Act of 1993 (Brady Act), Public Law 103-159, was signed into law requiring Federal Firearms Licensees (FFLs) to request background checks on prospective firearm transferees. The permanent provisions of the Brady Act, effective November 30, 1998, required the US Attorney General to establish the National Instant Criminal Background Check system (NICS). FFLs may contact the NICS by telephone or other electronic means to determine whether the transfer of a firearm would violate Section 922 (g) or (n) of Title 18, United States Code (U.S.C.), or state law. The NICS is a national system that checks available records in the National Crime Information Center (NCIC), the Interstate Identification Index (III), and the NICS Index to determine if prospective transferees are disqualified from receiving firearms. The NICS Index contains information provided by local, state, tribal, and federal agencies of persons prohibited from receiving firearms under federal law. The NICS Index contains prohibiting information which may not be found in the NCIC or III. **[HOW THE NICS WORKS]** All states have the option to implement a state based NICS program. Such states serve as a point of contact (POC) between the NICS and the state's FFLs. The FFLs conducting business in these POC states contact a state-designated agency to initiate all background checks. The FFLs conducting business in the states that do not operate in a POC capacity, otherwise known as non-POC states, contact the FBI Criminal Justice Information Services (CJIS) Division's NICS Section to initiate background checks. Also, several states share responsibility with the FBI for processing background checks for the state's FFLs. These Partial-POC states process the FFL's handgun checks while the FBI processes the FFL's long gun checks. When an FFL initiates a NICS background check, a name search is conducted for matching records in three (3) national databases. The databases are the NCIC which contains information on wanted persons and protection orders; the III which contains criminal history records; and the NICS Index which contains the names of prohibited persons as defined in the Gun Control Act of 1968. The NICS Index includes individuals who have been determined to be federally prohibited from possessing a firearm and the disqualifying information may not be available through the NCIC or III systems. Also, a search of the applicable databases of the Department of Homeland Security's U.S. Immigration and Customs Enforcement (ICE) is conducted on all non-U.S. citizens. The majority of NICS checks are determined within seconds to minutes after the background check search is initiated. If the NICS does not match any records in the databases searched, the transaction is proceeded. However, if the search yields a valid match to prohibiting information, the transaction is denied. If the search is matched to any potentially prohibiting records, the NICS Section must reach to judicial and/or law enforcement agencies for the information needed to render a final decision. The Brady Act allows three (3) business days for these purposes. If the information is not obtained within the three-business-day time frame and a final decision of proceed or deny is not made, the FFL has the option to legally transfer the firearm. A deny message from the NICS indicates the subject of the background check has been matched with a similar name and/or similar descriptive features located on a criminal history record with the following federally prohibitive criteria or state law: - Has been convicted in any court of a crime punishable by imprisonment for a term exceeding one year - Is under indictment for a crime punishable by imprisonment for a term exceeding one year - Is a fugitive from justice - Is an unlawful user of or addicted to any controlled substance - Has been adjudicated as a mental defective or committed to a mental institution - Illegally or unlawfully in the United States - Has been discharged from the Armed Forces under dishonorable conditions - Having been a citizen of the United States, has renounced U.S. citizenship - Is subject to a court order that restrains the person from harassing, stalking, or threatening an intimate partner or child of such intimate partner - Has been convicted in any court of a misdemeanor crime of domestic violence **[INTERSTATE IDENTIFICATION INDEX (III) PROGRAM & NATIONAL FINGERPRINT FILE]** **[(NFF) PROGRAM]** **The [III Program] provides for the decentralized interstate exchange of criminal history record information** **(CHRI) and functions as part of the FBI's Criminal Justice Information Services (CJIS) Division's Integrated Automated Fingerprint Identification System (IAFIS).** **The III provides a means of conducting national criminal history record searches for criminal justice and other purposes as specified by existing local, state, and/or federal laws. Any authorized criminal justice agency may access the III. Each criminal history record is supported by a criminal fingerprint submission. In the sole-source participating states/territories, the arresting agency submits fingerprint images to the State Identification Bureau (SIB) for processing and assignment of a SID Number. The SIB updates its state file and sends the arrest information to the FBI. If no prior FBI record is on file, the FBI establishes a new record in the III and creates an index of the subject's descriptors.** **When the FBI receives an online request for a record supported by a III participating state, the III automatically sends a message through the NCIC to the participating state's computer system. The state responds directly to the requesting agency of Nlets.** **The FBI's CJIS Division responds to requests for records for federal and foreign offenders; for persons arrested in non-III states, the District of Columbia, and U.S. Territories; and for criminal arrests that III states are unable to support.** Fifty-one State Identification Bureaus are responsible for providing their state's available criminal records. Agencies in all states have direct access to III. **The [NFF Program] is a decentralized system that replaces the FBI's record keeping responsibility for state offenders by making state repositories primarily responsible for record dissemination and maintenance.** **An NFF state submits a single fingerprint image for each offender to the FBI to identify the offender at the national level. Arrest fingerprint images and related disposition and expungement documents for subsequent arrests are used by the state to update its own records; only those fingerprint images that a state is unable to identify will be forwarded to the FBI. Accordingly, state repositories will become the only sources of state criminal history records for these arrests, for both criminal and noncriminal justice purposes.** **[QH AND QR MESSAGES]** **The III provides two (2) basic inquiry messages: the QH inquiry message and the QR record request message. The QH inquiry message, also referred to as a name search, allows an inquiry using a combination of personal and numeric identifiers such as name (NAM), sex (SEX), race (RAC), date of birth (DOB), Social Security Number (SOC), FBI Number (FBI), and/or state identification number (SID). The QR record request message, referred to as a criminal history record request, must always include either the FBI or SID Number of the record's subject.** **[PURPOSE CODES]** **All III inquiry and record request messages must include the purpose for which the criminal history record information (CHRI) is to be used. In addition to the purpose code requirement for each III transaction, all users are required to provide the reason for the III transaction. Requiring the reason for all III inquiries assists in ensuring that III transactions are run for authorized purposes and that purpose codes are used correctly.** **Purpose Code A\--Administrative File Maintenance** Purpose Code A is used by authorized participating state agencies to retrieve records for internal review. Purpose Code A responses cannot be disseminated for any other purpose. A QR for Purpose Code A allows a state to review CHRI, want, and sex offender registry notifications that are in the III for that state. **Purpose Code C\--Criminal Justice** Purpose Code C is used for official duties in connection with the administration of criminal justice. The following examples provide clarification of authorized uses of Purpose Code C in situations that are not part of a criminal justice investigation but are duties of the agency where a criminal record check is necessary to accomplish the agency\'s mission. These examples are not all encompassing. 1. Authorized uses of Purpose Code C in relation to the security of the criminal justice facility include: A. Vendors or contractors at the criminal justice agency who are *not* involved with the actual administration of criminal justice at the criminal justice agency, e.g., carpet cleaners, individuals responsible for maintaining vending machines, janitors, and cooks.\   B. Volunteers at a criminal justice agency who are *not* involved with the actual administration of criminal justice at the criminal justice agency, e.g., participants in community ride-along programs and volunteers at a confinement facility who are providing social or community services rather than rehabilitative services.\   C. Confinement facility visitors.\   D. Inmates of a confinement facility.\   E. Inmate mail (a prisoner\'s list of names and addresses of those wishing to correspond with the prisoner). The III may be used when there is reason to believe that criminal activity is occurring or has occurred.\   F. Participants of law enforcement-sponsored firearms training classes held at a public firing range that are handling firearms, and individuals attending firearms training events held at law enforcement facilities. 2. Purpose Code C is used by Governmental Social Service agencies with child protection responsibilities and the National Center for Missing and Exploited Children to access FBI criminal history record information under Section 151 of the Adam Walsh Child Protection and Safety Act of 2006 (Public Law 109-248). An NCIC Originating Agency Identifier (ORI) ending in the alpha character \"F\" has been established for Section 151 access. **Purpose Code D\--Domestic Violence and Stalking** Purpose Code D is used when the III transaction is for use by officials of civil or criminal courts in domestic violence or stalking cases. Civil courts may be issued ORIs containing a D in the ninth position, at the discretion of the appropriate state CJIS Systems Officer (CSO) and the FBI\'s CJIS Division. ORIs ending in D are limited to QH and QR transactions for Purpose Code D. **Purpose Code F\--Weapons-Related Background Checks** Purpose Code F is used by criminal justice agencies for the purposes of (a) returning firearms to their lawful owners; and (b) enforcing federal and state laws prohibiting certain persons with criminal records from possessing firearms in circumstances in which firearms have been pawned. **Purpose Code J\--Criminal Justice Employment** Purpose Code J is used when the III transaction involves employment with a criminal justice agency or the screening of employees of other agencies over which the criminal justice agency is required to have management control. Such screening may include the use of III on friends, relatives, and associates of the employee or applicant, unless restricted or prohibited by state statute, state common law, or local ordinance. Criminal Justice Employment (Purpose Code J) has been separated from other Criminal Justice Purposes (Purpose Code C) due to the varying requirements of some state agencies participating in the III. Purpose Code J is used for initial background checks of agency personnel as well as the following: A. Noncriminal justice agencies that are involved with the administration of criminal justice on behalf of the criminal justice agency.\   B. Vendors or contractors who are involved with the administration of criminal justice for the criminal justice agency, e.g., personnel involved with maintenance of computer systems, upgrading records systems, data entry clerks, etc.\   C. Volunteers at the criminal justice agency who are involved with the administration of criminal justice for the criminal justice agency, e.g., volunteer dispatchers, volunteer data entry clerks, volunteers at a confinement facility who are providing inmate rehabilitation, etc. **Purpose Code X\--Exigent Procedures** Purpose Code X is used when a QH is made during an emergency situation when the health and safety of a specified group may be endangered. Following a QH, a QR may be used to review the individual\'s record. All requests for background checks for exigent purposes must be accompanied by fingerprints. When the SIB does not make a positive identification, the delayed submission of fingerprints to the FBI must occur within the time frame agreed to by the National Crime Prevention and Privacy Compact Council. Purpose Code X must be used by agencies authorized under an approved statute to receive criminal history record information preceding the delayed submission of fingerprints or by law enforcement agencies servicing the record needs of such agencies. Purpose Code X must be pre-approved before it can be used. The FBI may assign a T in the ninth position of the ORI for use by authorized noncriminal justice agencies. **[WV does not have a state statute providing us authority to use Purpose Code X]**. "The III shall be accessed only for an authorized purpose. Further, CHRI shall only be used for an authorized purpose consistent with the purpose for which III was accessed. Dissemination to another agency is authorized if (a) the other agency is an Authorized Recipient of such information and is being serviced by the accessing agency, or (b) the other agency is performing personnel and appointment functions for criminal justice employment applicants," (*CJIS Security Policy*, 4.2.2.1. Proper Use of CHRI) **[SECURITY AND CONFIDENTIALITY OF III INFORMATION:]** 1. Authorization to obtain records via III is governed by federal laws, and state statutes approved by the U.S. Attorney General, applicable to NCIC users. 2. Operators shall use the terminal for those purposes which are authorized. 3. Copies of III data obtained from terminal devices must be afforded security to prevent any unauthorized access to or use of the data. 4. III records shall be maintained in a secure records environment. Such storage of records may be for extended periods only when the III records are key to the integrity/utility of the case files/criminal record files in which they are retained. 5. When retention is no longer required, final destruction shall be accomplished in a secure manner so as to preclude unauthorized access/use. 6. III records should be properly destroyed when the record is no longer current. Because additions or deletions may be made at any time, a new copy should be required for each subsequent use. 7. III shall not be used to access a record to be reviewed and/or challenged by the subject of the record. Record requests for this purpose must be submitted in writing either to the FBI Criminal Justice Information Services (CJIS) Division or to the state of record. 8. The CJIS Systems Agency (CSA) shall ensure that all NCIC hot file transactions (both QH/QR) which access NCIC through the state system be maintained on an automated log. The log must clearly identify the requester and the secondary recipient. **[Records Provided by the FBI:]** **[ORIGINATING AGENCY IDENTIFIER (ORI)]** Most records are placed directly into the NCIC system by an originating agency (agency holding warrant, missing person report, or theft report; registration information on sex offender, person on supervised release, etc.), through a terminal tied into the network. Each agency is assigned a Originating Agency Identifier (ORI) by the FBI CJIS Staff. The ORI identifies the agency that is the owner of the record that has been placed in NCIC. The ORI is 9-characters. The first 2-characters represent the state followed by 7-characters. **[Logging of III Transactions:]** All III transactions must be maintained on an automated log for a period of up to one year (for the record). The automated log must clearly identify the operator of the III transactions as well as the authorized receiving agency. (Terminal Operator's name, the Requesting Agency's ORI, and the requesting officer's name (do not use a Unit Number). The terminal agency must be able to identify the individual requester and/or secondary recipient of the data by the unique identifier that is logged. **[INQUIRY OF THE III FILE:]** There are four (4) transactions that used to inquire of the III file, QH, QR, ZR and QWI: 1. [**A QH is used to determine if an individual has a criminal history record in the III**.] In response, the III will provide: single matching index record, multiple matching index records, or no record responses. The response will include information regarding the identity of the database(s) maintaining the criminal history record information. 2. **[A QR is used to obtain a specific criminal history record]**. Only the FBI or SID Fields can be used to identify the record being requested. A QR response will provide the criminal history record for the FBI or SID Number provided. The response may include portions of the record from the FBI and/or one or more III states. Additional information can be found in Section 4 of this chapter. 3. A ZR is used to determine if a record for a particular FBI or SID Number is available through the III. The response will advise whether the record is on file. Additional information can be found in Section 5 of this chapter. 4. A QWI performs a check of NCIC person files (QWA) and simultaneously conducts a III QH transaction. The NCIC and III Systems will return positive and/or negative responses independently. Additional information on procedures for conducting QWI inquiries can be found in the Wanted Person File chapter. **GO TO THE FORMS MENU OR TREE MENU** **SELECT NCIC** **SELECT III** **SELECT QH, QR, ZR, OR QWI** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **QUERIES MUST BE MADE UNDER THE ORI OF THE [INQUIRING AGENCY], WHICH IS NOT ALWAYS THE WEAPON TERMINAL AGENCY ORI.** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **The III QH inquiry must contain one of the following combinations; mandatory fields are denoted by a red asterisk on the forms:** 1. Name, Sex, Race and Date of Birth, or 2. Name, Sex, Race, Date of Birth, and Social Security Number, or 3. Name, Sex, Race, Date of Birth, and Miscellaneous Number 4. Name and Social Security Number (SOC) 5. Name and MNU (Miscellaneous Number) 6. State Identification Number (SID) or Name and State Identification Number (SID) 7. FBI or State Identification Number (SID). Use of either identifier limits the scope of the search and eliminates multiple record responses. **[PURPOSE CODES & REASONS FOR III RECORDS AND STATE CRIMINAL HISTORY RECORDS]** The Privacy Act of 1974 requires the FBI to maintain an audit trail of the purpose of each disclosure of a criminal history record. Therefore, inquiries and record requests must include the purpose for which the information is to be used. The purposes for which an agency may use CIB and III and the appropriate codes for use in West Virginia are: C - Criminal Justice Used for official duties in connection with the administration of criminal justice (criminal investigations) and site security. J - Criminal Justice Employment Used when the III transaction involves employment with a criminal justice agency or the screening of employees of other agencies, over which the criminal justice agency maintains management control. Criminal justice employment has been separated from other criminal justice purposes due to the requirement of some state agencies participating in III. F - Weapons-related Check Used when the III transaction involves weapons-related background checks authorized by the state, for firearms-related permits and explosives permits pursuant to state law, regulation or local ordinance; returning firearms to the lawful owners; and enforcing federal and state law prohibiting certain persons with criminal records from possessing firearms in circumstances in which firearms have been pawned. D - Domestic Violence And Stalking Used by civil or criminal courts in domestic violence or stalking cases. ORIs ending in D (those issued to civil courts) are not allowed access to III for any other purpose. H - Housing Used when the III inquiry is made under the authority of the Housing Opportunity Extension Act of 1996. Limited to the QH inquiry only. No paper trail is given to the housing authority. X - Exigent Circumstances Used for the emergency placement of children with surrogate care providers. The social services agency must submit fingerprints to the CIB for processing within 5 business days of using this for III transactions. Sealed records are excluded from the response. WV recognizes purpose codes, C, J, F, AND D for state Criminal History record checks. NCIC and the WEAPON Communications Staff, strongly recommend that when performing any III or CIB inquiry, that the terminal operator place in the Attention field (ATN), following the requesting officer's name, the reason for the inquiry immediately following the requestor's name. Following are some abbreviations that were suggested to the WEAPON Staff: [\*The most commonly used PUR nationwide are C, J, F and D.] AR Arrest EC Employment w/ CJA PH Public Housing ---- --------------------------- ---- ----------------------- ---- --------------------- CO Corrections GI General Investigation RC Record Completeness CT Court Related GP Gun Permit SS Site Security CI Criminal Investigation GR Gun Release TS Traffic Stop DV Domestic Violence JL Jail TR Training DI Drug Interdiction MI Misuse UK Unknown EP Emergency Child Placement PP Probation/Parole VL Validation **[REQUEST FOR CRIMINAL HISTORY INFORMATION]** A Criminal History Record on: **Name:** [ ] **Sex/** [ ] **Race/** [ ] **DOB/** [ ] **SOC/** [ ] is requested for the following reason:  Arrest  Housing Authority  Criminal Investigation  Jail  Court Related  Misdemeanor Court  Drug Interdiction  NCIC Record Completeness  Domestic Violence (Court related)  Probation and Parole  Emergency Child Placement  Site Security  Employment with a Criminal Justice  Training Agency  Traffic Stop  Felony Court  Unknown  General Investigation  Validation of NCIC Records  Gun Permit  Gun Release \*\* See Purpose Codes Below **PURPOSE CODES for III and CIB Checks:** **C -- Criminal Justice:** Used for official duties in connection with the administration of criminal justice (criminal investigations) and site security. **J -- Criminal Justice Employment:** Used when the III/CIB transaction involves employment with a criminal justice agency or the screening of employees of other agencies, over which the criminal justice agency maintains management control. Criminal justice employment has been separated from other criminal justices purposes due to the requirement of some state agencies participating in III. **F -- Weapons Related Checks:** Used when the III transaction involves weapons-related background checks authorized by the state, for firearms-related permits and explosives permits pursuant to state law, regulation or local ordinance; returning firearms to lawful owners; and enforcing federal and state law prohibiting certain person with criminal records from possessing firearms in circumstances in which firearms have been pawned. **D -- Domestic Violence & Stalking:** Used by civil or criminal courts in domestic violence or stalking cases. ORI's ending in D (those issued to civil courts) are not allowed access to III for any other purpose. **H -- Housing Authority:** Used when the III inquiry is made under the authority of the Housing Opportunity Extension Act of 1996. Limited to QH inquiries only, and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he III QR inquiry must contain one of the following combinations; to obtain a specific criminal history record via the III. Mandatory fields are denoted by a red asterisk on the forms:** 1. Purpose for the inquiry = CHRI Purpose codes, C, J, F, D, H 2. Attention Field (ATN) = The requesting officer's, or other authorized persons name, and 3. Terminal Operator's Name = Your name not an operator number, and an 4. FBI Number or State Identification Record number (SIR) The FBI or SID number must be used to identify the record being requested; the III system will automatically generate notification to every database identified in the III record so that the most complete record possible is requested. 1. A states record will be sent via NLETS (National Law Enforcement Telecommunications System). 2. Each state provides the III in the format that is used by the state. 3. If you need assistance in record clarification, check that states Criminal History Help File. 4. A record provided by the FBI will be returned automatically by NCIC. \*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\* **NCIC III QUERY "QR" FORM** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **OBTAIN THE FULL CRIMINAL HISTORY RECORD VIA THE FBI NUMBER** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **QUERIES MUST BE MADE UNDER THE ORI OF THE [INQUIRING AGENCY], WHICH IS NOT ALWAYS THE WEAPON TERMINAL AGENCY ORI.** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **\*USE THE REQUESTING OFFICERS NAME, NOT BADGE NUMBER.** **\*USE THE TERMINAL OPERATORS NAME, NOT OPERATOR NUMBER.** **[NCIC]** NCIC contains records on people, property, known terrorists, and gangs. There are six (6) files that are inquiry only. \*\* See highlighted below \*\* **The 22 NCIC files are:** Article Boat Foreign Fugitive File Gang File Gun File Identity Theft File Image File Immigration Violator File Interstate Identification Index File Known or Appropriately Suspected Terrorist File (KST) License Plate File Missing Person File Originating Agency Identifier File Protective Interest File Protection Order File Securities File Supervised Release File Unidentified Person File Vehicle/Boat Part File Vehicle File Wanted Person File **Known or Appropriately Suspected Terrorist (KST) file records** are entered into NCIC by the Threat Screening Center (TSC). For Hit Confirmation on TSC records call 1-802-872-6020, ask for the Supervisory Agent on duty (if necessary) after normal hours and on weekends. **NCIC CATEGORIES**: There are six (6) NCIC categories. **[ENTRY]**: Places a new record into the NCIC system. All NCIC entries must be made using the requesting agency's ORI. NCIC entries must be made as soon as the agency has obtained enough information to fill the mandatory fields pertaining to each file. An entry is made once the supporting documentation for a particular NCIC file has been obtained. This includes the mandatory fields required to enter records into NCIC. It is the responsibility of the non-terminal agency to provide their responsible terminal agency with the information required to fill the NCIC fields. \*A Supplemental entry record is the entry of new and additional information to the base record. You are entering new aliases, SMT's, etc. and including them in the base record entry. When an agency then inquires on the record, they will receive a "packed" record HIT from NCIC. **[MODIFY]**: Modification of a message adds, corrects, or deletes a portion of data that is part of the NCIC record. \*It shall be the responsibility of the non-terminal agency to provide their responsible terminal agency with the corrected information to modify the NCIC record file. **[LOCATE]**: Places a locate notification to the entering agency indicating that the person or property has been located or apprehended. \*A locate is sent when the NCIC "hit" has been confirmed to be valid, extradition of the wanted person will take place, property has been recovered, etc. NCIC mandates that a locate message be placed on all files once the information is confirmed as valid when the individual is detained, incarcerated, or property has been recovered. \*It shall be the responsibility of the non-terminal agency to provide their responsible terminal agency with the information to place a locate on the NCIC record. **[INQUIRY]**: Inquiries are made into the NCIC files using the minimum data. An inquiry determines if a record has been entered into the NCIC system (NCIC Hit). \*For example, people may be queried by Name and Date of Birth, Vehicles by License Plate Number and License Plate State or via Vehicle Identification Number (VIN). **[CANCEL]**: Cancels the record from the NCIC file. The cancel message is used when the record that has been entered is based upon a false or fictitious theft report. The property may have been misplaced by the owner, or the person was not missing, but merely late, or a warrant was dismissed, etc. \*It shall be the responsibility of the non-terminal agency to provide their responsible terminal agency with the information to cancel the NCIC record file. **[CLEAR]**: The clear message is to indicate the location of a missing person, apprehension of the wanted person, or recovery of property on file in NCIC has been determined by officials. \*It shall be the responsibility of the non-terminal agency to provide their responsible terminal agency with the information to remove the record from the NCIC file. NCIC responds in two ways, Positive (NCIC HIT) and Negative (NO RECORD NCIC) **[NCIC WANTED PERSON FILE]** Agencies that enter Wanted Persons into NCIC may only do so once the following conditions are met: 1. A decision to arrest or authorize arrest has been made, and 2. A decision has been made regarding extradition of the Wanted Person. **INQUIRY ON THE WANTED PERSON RECORD:** The MKE's (Message Keys) for inquiry are: 1. QW/ZW limits responses to possible extraditable misdemeanor and felony records regardless of extradition. 2. **\*QWA** returns all felony and misdemeanor records regardless of extradition. **This is the recommended standard inquiry, and the default setting on the WEAPON System.** 3. QWE limits the responses to felony and misdemeanor records that are possibly extraditable from the inquiring agencies location. 4. QWF limits responses to felony records only - - regardless of extradition. 5. QWS is designed to serve states that use NCIC rather than a state warrant database. The QWS returns all felony records with an Extradition Field code of 1 through 5, possible extraditable misdemeanors with an EXL Field code of A, B, E, and C if the entering agency is an adjacent state. The Wanted Person File inquiry will also automatically cross-search the Foreign Fugitive, Missing Person, Violent Gang, Known or Suspected Terrorist, Protection Order, Immigration Violator, Convicted Sexual Offender Registry, Supervised Release, Identity Theft, and U. S. Secret Service Protective Files. If vehicle identifiers are used in the inquiry, the Vehicle, Boat, Vehicle/Boat Part, and License plate files are also searched. **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **NCIC QUERY WANTED (QW) PERSON FORM** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **QUERIES MUST BE MADE UNDER THE ORI OF THE [INQUIRING AGENCY], WHICH IS NOT ALWAYS THE WEAPON TERMINAL AGENCY ORI.** **\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*\*** **[STATE CRIMINAL HISTORY RECORD INFORMAITON (IQ/FQ MKE'S)]** The **WATCH** System provides automated West Virginia criminal history record information on subjects who have been arrested in West Virginia, **providing** a fingerprint card has been submitted on the individual's arrest. These are **commonly known as STATE CIB checks.** There are two types of queries available through the WATCH System. The first transaction, the **Identity Query** (Message Key or MKE, MKE/IQ), searches the automated criminal history record index, and determines if the individual has a criminal history record on file through a particular state. If an individual has an arrest record in West Virginia, a [State Identification Number (SID or SIR)] will be returned to the inquiring agency. The SID (or SIR) number is then used to obtain the full state criminal history record through the **Full Record Query (MKE/FQ)** transaction. **\*\*\* NOTE \*\*\*** **When these records are no longer needed by the requesting agency or officer, they must be destroyed by shredding.** **When CIBs are performed as part of an NCIC entry on Wanted and Missing Persons records, the record becomes a part of the supporting documentation and must be placed in the agency's case file.** The forms will mark the required fields with a **RED ASTERISK,** indicating the required field all formatted screens. **When sending an inquiry out of state, the two-character state code must be placed in front of the SID/SIR number.** The **ATN (Attention)** field must be filled with the requesting officer's name, or an identifying number that will be used for at least one year and is associated with the requester. (Mandatory Automated III Logging as required by FBI/NCIC) The NLETS HELP file for State Criminal History Records (CIB's) may be accessed in the Forms Menu; NLETS Administrative Message, Query HELP File. **To access the IQ & FQ forms click on:** **FORMS MENU or TREE MENU** **NLETS (STATE RECORDS)** **CRIMINAL HISTORY** **IDENTITY QUERY -- IQ** **FULL RECORD QUERY -- FQ** **WV IQ TEST RECORD: NAM/JOHN Q. PUBLIC** **DOB/DECEMBER 12, 1960 (YYYYMMDD)** **SEX/MALE** **RAC/WHITE** **AZ IQ TEST RECORD: NAM/DARTH VADER** **DOB/SEPTEMBER 23, 1936** **SEX/MALE** **RAC/UNKNOWN** **WV FQ TEST RECORD: SID/642629** **AZ FQ TEST RECORD: SID/AZ00000311** **EXPLANATION OF FIELDS FOUND ON A WV IR RESPONSE:** The IQ Query will supply the individual's State Criminal History record number and include the identifying information entered by the terminal operator. **REVIEW THIS INFORMATION TO VERIFY THAT THE INDIVIDUAL IS THE SAME AS THE PERSON YOU INQUIRED UPON.** **The records may contain Sex Offender, Felony Convictions, Domestic Violence Charge(s) and Domestic Violence Conviction information.** **Explanation of fields that may appear on the WV Identity Query Response:** **MATCHED RECORD** This will supply a SID (State Identification number) or SIR (State Identification Record) number that is unique to each individual. If the individual has a III record on file with the FBI, you will also receive an FBI number. **BAIL BOND ENFORCER STATUS/ACTIVE** This field provides law enforcement agencies with notification that the subject is what is commonly known as a "bounty hunter." There are approximately six (6) individuals throughout West Virginia that are bail bond enforcers. These individuals are issued an identification card by the West Virginia State Police's Criminal Identification Bureau (CIB). These individuals must notify the State Police, via fax or letter of the dates they are in the area, the individuals name and the charges against the individual. West Virginia requires the bail bond enforcers to notify the West Virginia State Police and local law enforcement agencies when they are in the area. **CONCEALED WEAPON PERMIT** Notifies law enforcement, and other authorized users that the individual is licensed to carry a concealed weapon. This also provides the expiration date, county of issue, and whether or not the subject is a licensed firearms dealer (LFD), and the status of the license (expired/valid, etc.). **SEX OFFENDER REGISTRATION INFORMATION** This field provides the starting and ending dates of registration, as well as the county of registration for the offender. **FIFS -- FELONY IDENTIFICATION FIREARMS SALES** This field notifies law enforcement, and other authorized users, if the individual has a felony arrest. NCIC hits may be received when running Criminal History record requests. The state of West Virginia does not automatically check for wants and warrants through NCIC. It is noted on the West Virginia CIB **Full Record Response (FQ)** that "The inquiring agency should run an NCIC check to verify wanted status." **[CRIMINAL HISTORY RECORD INFORMATION (CHRI)]** Criminal History Record Information (CHRI), sometimes informally referred to as "restricted data", is a subset of Criminal Justice Information (CJI). Due to its sensitive nature controls are required for the access, use and dissemination of CHRI. Information obtained from the III is considered CHRI. Proper access to, and use and dissemination of, data from these files shall be protected as CHRI. The following files shall also be protected as CHRI: Gang File Known or Appropriately Suspected Terrorist File Convicted Persons on Supervised Release File Immigration Violator file National Sex Offender Registry file Historical Protection Order File of the NCIC Identity Theft File The remaining NCIC files are considered "hot files". **[PURPOSE CODES AND REASONS FOR STATE CRIMINAL HISTORY AND III RECORDS]** The Privacy Act of 1974 requires the FBI to maintain an audit trail of the purpose of each disclosure of a criminal history record. Therefore, inquiries and record requests must include the purpose for which the information is to be used. The purposes for which an agency may use CIB and III and the appropriate codes for use in West Virginia are: **C - Criminal Justice** Used for official duties in connection with the administration of criminal justice (criminal investigations) and site security. **J - Criminal Justice** **Employment** Used when the III transaction involves **employment with a criminal justice agency** or the screening of employees of other agencies, over which the criminal justice agency maintains management control. Criminal justice employment has been separated from other criminal justice purposes due to the requirement of some state agencies participating in III. **F - Weapons-related** **Check** Used when the III transaction involves weapons-related background checks authorized by the state**.** May be used when returning firearms to the lawful owners; and enforcing federal and state law prohibiting certain persons with criminal records from possessing firearms (officer is on a traffic stop), or in circumstances in which firearms have been pawned. **D - Domestic Violence** **And Stalking** Used by civil or criminal courts in domestic violence or stalking cases. ORIs ending in D (those issued to civil courts) are not allowed access to III for any other purpose. **H - Housing** Used when the III inquiry is made under the authority of the Housing Opportunity Extension Act of 1996. **Limited to QH inquiries only. No paper trail is given to the housing authority.** **X - Exigent Procedures** Used for the emergency placement of children with surrogate care providers. The social services agency must submit fingerprints to the CIB for processing within 15 business days of using this for III transactions. Sealed records are excluded from the response. **WV recognizes purpose codes, C, J, F, AND D, for state Criminal History record checks.** NCIC and the WEAPON Communications Staff, strongly recommend that when performing any III or CIB inquiry, that the terminal operator place in the Attention field (ATN), following the requesting officer's name, the reason for the inquiry immediately following the requestor's name. Following are some abbreviations that were suggested to the WEAPON Staff: **AR** **Arrest** **EC** **Employment w/ CJA** **PH** **Public Housing** -------- ------------------------------- -------- --------------------------- -------- ------------------------- **CO** **Corrections** **GI** **General Investigation** **RC** **Record Completeness** **CT** **Court Related** **GP** **Gun Permit** **SS** **Site Security** **CI** **Criminal Investigation** **GR** **Gun Release** **TS** **Traffic Stop** **DV** **Domestic Violence** **JL** **Jail** **TR** **Training** **DI** **Drug Interdiction** **MI** **Misuse** **UK** **Unknown** **EP** **Emergency Child Placement** **PP** **Probation/Parole** **VL** **Validation** **CIB -- CRIMINAL IDENTIFICATION BUREAU** The CIB, criminal records section, houses criminal history record information, sex offender, and concealed weapon information for West Virginia. Criminal History Record Information (CHRI) is obtained through the automated WATCH system. At times, descriptive information, certified copies of histories, etc., may be required by an agency. There are three (3) types of transactions (AQ, AR, and AM) used to obtain non-automated information from the CIB. [To access the **AQ and AR Forms click on:**] **FORMS MENU or TREE MENU** **NLETS** **CRIMINAL HISTORY** **ADDITIONAL QUERY (AQ)** The AQ is used to obtain aliases, previous employers, additional descriptive information, scars, marks, tattoos, other social security numbers, dates of birth, etc. These inquiries may be sent to individual law enforcement agencies, in state or out of state, or directly to the CIB. **Mandatory fields for AQ's are marked with a RED asterisk within the MESSENGER forms and in [bold] text here.** **Example:** **AQ.WVWSP0050.WVWSP0050.** **PUR/C.ATN/TPR N TRAINING** NAME: RECORD, IMA TEST DOB: 19781214 SEX: F RAC: U **MESSAGE TEXT**: THIS AGENCY HAS RECEIVED COMPLAINTS REF THIS INDIVIDUAL VISITING ELEMENTARY SCHOOLS AT LUNCH TIME AND APPROACHING CHILDREN. The responding agency uses the **AR** (Additional History Response) to send the requested additional information to the inquiring agency, or to advise the requesting agency that they have no additional information on the individual. **AR -- Additional History Response,** located in the: **FORMS MENU or TREE MENU** **NLETS** **CRIMINAL HISTORY** **ADDITIONAL QUERY (AR)** **Mandatory fields for AR'S are marked with a RED asterisk within the MESSENGER forms and in [BOLD] text here.** **Example:** **AR.WVWSP0050.WVWSP0050.** **PUR/C.ATN/TPR N TRAINING** NAME: RECORD, IMA TEST DOB: 19781214 SEX: F RAC U \*\***MESSAGE FREE TEXT**: THIS SUBJ'S RACE IS WHITE; SUBJ HAS HISTORY OF MENTAL PROBLEMS AFTER LOSS OF CHILD. NO KNOWN TATTOOS, HAS SURGICAL SCAR ON ABDOMEN FROM C-SECTION. **\*\* The Message Free Text field may not be in noted with a red asterisk on the AR form; however, it is a required field. \*\*** **AM - Administrative Message** **Located in:** **FORMS MENU or TREE MENU** **ADMINISTRATIVE MESSAGE** **BROADCAST MESSAGE** The **AM** (Administrative Message) is used to check the status of the request sent to any agency, possibly inquiring when the agency will respond to the **AQ** message, or to the status of the request. The **AM** message is also a free text message form. The Forms Menu also has AM messages that are used to send messages to the DMV for certified copies of driving license records, and the WVBRDCAST messages on missing/wanted persons, and stolen property. **Example of an Administrative (Broadcast) Message:** **AM.WVWSP0050.WVWSP0050.** TXT JW00000191 FROM: SP HUNTINGTON, WV 01-31-2010 TO: SP CHARLESTON, WV ATTN: TPR N TRAINING REF: RECORD, IMA TEST, W/F, DOB/19781214 BE ADVISED THIS AGENCY HAS MAILED THE REQUESTED INFORMATION ON THE ABOVE SUBJECT THIS DATE. IF WE MAY BE OF FURTHER ASSISTANCE, PLEASE ADVISE. **AUTH: SP HUNTINGTON / TRP TRAINING / WVWSP1900 / OPR WEBB** **[NATIONAL SEX OFFENDER REGISTRY]** **CRITERIA FOR ENTRY** 1.     A sex offender or any other person required to register under a jurisdiction\'s sex offender registry program. 2.     Records for offenders who have moved internationally may be included in the NSOR even when the registering jurisdiction no longer maintains the records in their sex offender registry. 3\. Records for foreign individuals with a sex offense conviction for whom an INTERPOL Green notice has been issued. Entry of records for foreign sex offenders is limited to the U.S. National Central Bureau (USNCB). 4\. Records for offenders who have failed to register or are noncompliant **may** be entered into the NSOR with appropriate comments in the Miscellaneous (MIS) Field. States are encouraged to see warrants for these individuals and make corresponding entries in the Wanted Person s File. **MESSAGE KEY (MKE) CODES** ------------------------------------------------------------------------------------- **Message** **MKE** **Translation** ---------------------------- --------- ---------------------------------------------- Entry EXS SEXUAL OFFENDER or SEXUALLY VIOLENT PREDATOR Modify MXS   Cancel XXS   Inquiry  QXS\   QW\ QWA\ QWE\ QWF\ QWS\ QWB\ QWI\ ZW\ QV\ ZV Clear CXS CLEARED SEXUAL OFFENDER\ or\ CLEARED SEXUALLY VIOLENT PREDATOR Expired   EXPIRED SEXUAL OFFENDER Enter supplemental record EXSN   Cancel supplemental record XXSN   ------------------------------------------------------------------------------------- The message key is translated as SEXUALLY VIOLENT PREDATOR if the Sexual Predator Indicator (SXP) Field is set to Y. A caution indicator (C) may be entered as part of the message key code (EXSC) in which case the MKE is translated as SEXUAL OFFENDER - CAUTION or SEXUALLY VIOLENT PREDATOR - CAUTION. **RECORD RETENTION PERIOD** 1.         NSOR records will remain active until they are cleared or canceled by the entering agency or until the Ending Registration Date (ERD) is reached. Sex offender records with the ERD Field containing NONEXP are retained as active records until they are cleared or canceled by the entering agency. Records for sexual predators must have an ERD value of NONEXP. 2.         When the ERD is reached (ERD is equal to current date), the expired record MKE is changed to IXS, and the entering agency is notified with an unsolicited \$.P. administrative message. Expired records are retained in an inactive status (historical file) indefinitely. Expired records can be removed from the historical file using the cancel transaction. 3.         Sex offender records that have been cleared are retained in an inactive status (historical file) indefinitely. Cleared records can be removed from the historical file using the cancel transaction. 4.         Records that are canceled are retired immediately. 5.         In addition to active records, records in an inactive status (cleared or expired) can be retrieved using the QXS transaction. A QW, QWA, QWE, QWF, QWS, QWI, or ZW transaction will retrieve active records only. Canceled records can only be retrieved through a Global Inquiry (SPRQ). Additional information on SPRQ can be found in the Other Transactions chapter. **AUTOMATIC RETIREMENT**               Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and License Plate Type (LIT) Fields will remain in a NSOR base record for the year of entry plus 4 years, provided the license information has expired.               A non-expiring license plate (LIY/NX) contained in a NSOR record will remain on file until action is taken by the originating agency to remove the license data or the entire record is cleared, canceled, or expired. **SCOPE OF THE NATIONAL SEX OFFENDER REGISTRY AUDIT** 1\. **        Record Maintenance** - NCIC records must be kept accurate and up to date. Agencies that enter\             records in the NCIC System are responsible for their accuracy, timeliness, and completeness. For NSOR records, the following fields must be included for completeness, if **available\*** and if the state\ has programmed for the listed fields:   Name (NAM); Alias (AKA); Sex (SEX); Race (RAC); Place of Birth (POB); Citizenship (CTZ); Date of Birth (DOB); Height (HGT); Weight (WGT); Eye Color (EYE); Hair Color (HAI); Scars, Marks, Tattoos, and Other Characteristics (SMT); Caution and Medical Conditions (CMC); FBI Number (FBI); Miscellaneous Number (MNU) - to include Passport, Personal Identification, and Alien Registration Numbers only; Social Security Number (SOC); Operator\'s License Number (OLN), Operator\'s License State (OLS), and Operator\'s License Year of Expiration (OLY); License Plate Number (LIC), License Plate State LIS), License Plate Year of Expiration (LIY), and License Plate Type (LIT); Vehicle Identification\ Number (VIN), Vehicle Year (VYR), Vehicle Make (VMA), Vehicle Model (VMO), and Vehicle Style (VST); Conviction Resulting in Registration (CRR); Date of Conviction (CON); Sexual Predator Indicator (SXP); Offender Registration Date (ORD); Ending Registration Date (ERD); Originating Agency Case Number (OCA); Street Number (SNU); Street Name (SNA); City Name (CTY); County (COU); State Name (STA); ZIP Code (ZIP); Telephone Number (TNO); Address Type (ADD); State Identification Number (SID); Offender Status (OFS); Email Address (EML); Internet Identifiers (IID); Tier Level (TIR); Juvenile Offender Indicator (JUV); and Boat Color (BCO), Hull Serial Number (BHN), Overall Length (BLE), Boat Make (BMA), Model Name (BMO), Boat Name (BNM), Boat Type (BTY), Boat Model Year (BYR), Coast Guard Document Number (CGD), Home Port (HPT), Hull Shape (HSP), Outer Hull (HUL), Propulsion (PRO), Registration Number (REG), Registration State (RES), and Registration Year (REY). \*                     \* If a jurisdiction does not capture these data elements as part of the registration program,\                        it is not required to do so for a NSOR entry.* 2\. **Second-Party Check** - The accuracy of NCIC records is an integral part of the NCIC System. NCIC policy requires all entries into the NCIC be checked by a second party for accuracy of information included in the record. For NSOR records, all entered fields should be verified against the source document to ensure that the data in the NSOR record match the data in the registration report. 3\. **       Record Removal** - Every agency is responsible for the removal of an NCIC record as soon as it is\            aware that the record is no longer valid.        For NSOR records, the CJIS audit will ensure that records are removed within 3 days of receipt of the information by the entering agency. In addition, the CJIS audit will include a sampling of cleared and\ canceled records to ensure that the records were removed using the appropriate transaction. 4\. **       Validation** - Validation obliges the originating agency to confirm that the record is complete, accurate, and still outstanding or active. Validation is accomplished by reviewing the entry and current supporting documents, and by recent consultation with any appropriate complainant, victim, prosecutor, court, nonterminal agency, or other appropriate source or individual. Validation procedures must be formalized, and copies of these procedures must be on file for review during an FBI CJIS audit. In addition, documentation and validation efforts must be maintained for review during such audit.            For NSOR records, the source of the information in the NSOR record is considered the jurisdiction\'s registry. 5\. **     Criteria for Entry** - For NSOR records, the CJIS audit will ensure that records meet the NCIC\ entry criteria. 6\. **       Record Modification** - Modification of information is completed as soon as possible after information is available and information is processed and transmitted in accordance with standards as established by the CJIS Advisory Policy Board.            For NSOR records, the CJIS audit will review those records are modified within 3 days of receipt of the information by the entering agency. **ADDITIONAL GUIDELINES FOR ENTRY** 1.     The entering agency must account for all fields in the NSOR record format. All available data called\ for in the record format must be entered. In addition, all available critical data should be entered. Missing data obtained at a later time should be promptly added through the use of a modify message (MKE/MXS). Guidelines for the entry of aliases and/or other additional identifiers as a supplemental record to a NSOR record are located in Section 8 of this chapter. 2.     For training and administrative purposes, agencies may enter test records into NCIC by using the\ header TN01. The test records will not generate any notifications nor will batch processing be performed in the test system. 3.     If the MKE used in the NSOR data entry is EXSC (Enter Sexual Offender - Caution), then the CMC Field must contain a valid code. 4.     When a NSOR record includes information in the FBI Field, the NCIC will transmit information to\ the Integrated Automated Fingerprint Identification System (IAFIS) for flagging of the criminal history\ record. The IAFIS will notify the registering agency and the state/territory registry of activity on the\ criminal history record (examples of these notifications are in Section 9 of this chapter). 5.     If the MNU exceeds 15 characters, the first 15 characters should be entered in the MNU Field.\ The full MNU should be entered in the MIS Field. 6.     When additional numeric identifiers and personal descriptors regarding the subject of the record are\ found in other databases or documentation, the entering agency must make an informed decision as to whether or not the subject is the same as the one in the NCIC record. In the absence of biometric identifiers, the determination should be based on multiple factors such as known criminal activity,\ date of birth, scars, marks, tattoos, photographs, Social Security number, operators license number,\ passport, military identification, last known address, and aliases. Particular attention should be paid\ to discrepancies in height, age, etc. When uncertain, do not include the additional information in the\ NCIC record and maintain documentation in the case file. **MESSAGE FIELD CODE EDITS FOR ENTRY** 1.     ORIGINATING AGENCY IDENTIFIER (ORI)        The ORI represents the agency responsible for maintaining the NSOR record.\         The ORI can be the agency that operates the jurisdiction\'s registry or the local law enforcement\         agency where the offender is registered. 2.     DESCRIPTORS         Entry instructions for NAM, SEX, RAC, ETN, DOB, HGT, WGT, EYE, HAI, FBI, SKN, SMT, FPC,\         MNU, SOC, and OLN can be found in Personal Descriptors, *NCIC 2000 Code Manual*. Entry\         instructions for POB, PLC, CTZ, and STA can be found in State and Country Codes, *NCIC 2000\        Code Manual*. 3.     OFFENDER REGISTRATION DATE (ORD)         The ORD is the date of the initial registration under the current registration requirement within the\         jurisdiction. If the offender\'s registration requirements change based on subsequent convictions, the\         ORD may contain the initial date of registration under the new requirements. If any other date is\         used, the MIS Field should include appropriate comments. For example:         1.     Retroactive requirements for which the offender has never registered - MIS/ORD IS\                 REGISTRATION REQUIRED DATE.          2.     State registry only maintains date when registration was last updated - MIS/ORD IS LAST\                  REGISTRATION UPDATE.          4.     ENDING REGISTRATION DATE (ERD) 5.     SEXUAL PREDATOR INDICATOR (SXP)         If the SXP contains a Y, then the ERD Field must contain the value NONEXP, and data must be\         entered into the CMC Field. 6.     FBI NUMBER (FBI) 7.     CONVICTION RESULTING IN REGISTRATION (CRR)         1.     The valid NCIC-assigned codes appropriate for this field can be found in Uniform Offense\                 Codes, *NCIC 2000 Code Manual*. Any offense code can be used. For example, the\               conviction charge may have been \"assault,\" although the crime was \"sexual assault.\" The\                 offender may still have to register per plea bargaining, etc.         2.     The MIS Field should be used to further describe the offense, especially when codes are for\                general offenses and require explanation. If the registering agency cannot determine the\                 appropriate code, a generic offense code should be used with specific information in the\                 MIS Field. For example, MIS/CRR IS LEWD/LASCIVIOUS ACT W/MINOR.          3.     If registration is for civil commitment, the CRR Field should contain the offense code for the\                 criminal act that led to the offender\'s commitment. 8.     DATE OF CONVICTION (CON)         The CON is the date of the conviction which resulted in registration. Due to lack of disposition\         reporting, the date of conviction may not be available. In such cases, another date associated with\         the conviction (e.g., that of arrest) may be used with comments in the MIS Field. For example,\         MIS/CON IS DATE OF ARREST and MIS/CON IS DATE OF SENTENCE. In the case of\         civil commitments, the CON Field should contain the date of the commitment with appropriate\         comments in the MIS Field. 9.     ORIGINATING AGENCY CASE NUMBER (OCA)         The entering agency should ensure the OCA is a unique number assigned to the case within the\         agency. For NCIC records not related to an investigative case, the OCA Field must still be unique\         (e.g., state system-assigned number, filing system number, State Identification Number). 10.     MISCELLANEOUS (MIS) DATA        1.     Aliases, nicknames (monikers), vehicular data, dates of birth, Social Security numbers, and                  operator\'s license numbers should not be entered in the MIS Field. All additional searchable\                   data should be entered in a supplemental record (MKE/EXSN), as illustrated and explained\                   in Section 8 of this chapter, as this procedure increases the chance of a hit on this record.\                   Information in the MIS Field is not searchable.           2.     When specific information required for a mandatory field is not available, similar information\                   should be substituted in that field with appropriate comments in the MIS Field. 11.     VEHICLE OR LICENSE PLATE DATA           Entry instructions for vehicle and license plate information can be found in the Vehicle File chapter\           of this manual, Vehicular Data Codes, *NCIC 2000 Code Manual,* and State and Country Codes,*\ *       *NCIC 2000 Code Manual*. 12.     CAUTION AND MEDICAL CONDITIONS (CMC)          When a NSOR record is entered with a caution indicator (MKE/EXSC) and/or the SXP flag\           is set to Y, the CMC Field must contain data. Valid caution and medical codes can be found in\           Personal Descriptors, *NCIC 2000 Code Manual*. Section 8 of this chapter describes the process\           for entry of additional CMC codes as supplemental records to a NSOR record. The CMC code\           specifically applicable to Sexual Predator records is 30, translated as: SEXUALLY VIOLENT\           PREDATOR - CONTACT ORI FOR DETAILED INFORMATION. 13.     VICTIMS DATA           The AOV, SOV, and ROV Fields can provide valuable information to law enforcement regarding\           the offender\'s preferences or lack of preferences. The valid NCIC-assigned codes for the ROV\           Field can be found in Personal Descriptors, *NCIC 2000 Code Manual*. 14.     ADDRESS DATA          1.     The SNU, SNA, CTY, COU, STA, ZIP, ADD, BDA, and EDA Fields should include all\                  addresses for the offender.           2.     The street number and street name may be combined and included in the SNA Field if the\                   jurisdiction\'s registry captures data in one field.           3.     If offender has been deported or moved/traveled internationally, the NCIC- assigned\                  country code, as listed in the *NCIC 2000 Code Manual*, should be entered into the STA\                   Field.        4.     Punctuation should be omitted from the CTY and COU Fields. For example: St. Louis\                   would be entered as ST LOUIS or SAINT LOUIS.           5.     The use of standard address abbreviations are recommended (e.g., Street: ST).           6.     Additional address components such as Apartment Number should be included in the\                   SNA Field.           7.     Post Office Box address information should be included in the SNA Field as PO BOX\                   and the number.           8.     The type of address is entered into the ADD Field. The ADD Field is a valid NCIC-assigned\                   code as listed in Personal Descriptors, *NCIC 2000 Code Manual*. If code \"05 - Other\" is\                   used, agencies should include additional information in the MIS Field. If code \"09 - Temporary\                   Lodging\" is used, the BDA and EDA Fields must be included.           9.     Guidelines for the entry of additional addresses as a supplemental record to a NSOR record\                   are located in Section 8 of this chapter. 15.     TELEPHONE DATA          The TNO and TNT Fields should include the telephone numbers for the offender, not the\           entering agency\'s telephone number. The TNT Field must be a valid NCIC-assigned code as\           listed in Personal Descriptors, *NCIC 2000 Code Manual*. Guidelines for the entry of additional\           telephone numbers as a supplemental record to a NSOR record are located in Section 8 of this\           chapter. 16.     DNA DATA          The DNA Field has a default value of N, meaning no DNA data are available. When the user sets\         the DNA Field to Y, indicating DNA data are available, then specific information regarding the\          location of the DNA sample must be included in the DLO Field. The DLO Field can include\         contact information, type of DNA sample, and other information deemed appropriate by the\         agency. If the DNA Field is set to Y and the DLO is blank, then the record will be rejected. 17.     OFFENDER STATUS (OFS)          1.     The OFS Field must be a valid NCIC-assigned code as listed in Personal Descriptors,*\ *             *    NCIC 2000 Code Manual*.          2.     Registering agencies are encouraged to use the appropriate OFS code to indicate that the\                  offender is affiliated with a federal agency to assist the federal agency with identifying and\                  tracking the offender. For example, the Department of Defense may restrict a sex offender\                who is a military dependent from accompanying a service member during overseas duty.          3.     Guidelines for the entry of additional statuses as a supplemental record to a NSOR record\                  are located in Section 8 of this chapter. 18.      JUVENILE OFFENDER INDICATOR (JUV)          The JUV Field should include a \"Y\" to indicate the offender is required to register based on a\           juvenile adjudication. If the offender was convicted as an adult, regardless of age, an \"N\" should\           be included in the JUV Field. If unknown, the field should be left blank. 19.     STATE IDENTIFICATION NUMBER (SID)           Guidelines for the entry of additional SIDs as a supplemental record to a NSOR record are\           located in Section 8 of this chapter. 20.     TIER LEVEL (TIR)          The TIR Field represents the federal tier level as defined in Public Law 109-248, Section 111.\           The values for the TIR Field are as follows:          1 - TIER I SEX OFFENDER - The term \'tier I sex offender\' means a sex offender other than\               a tier II or tier III sex offender.          2 - TIER II SEX OFFENDER - The term \'tier II sex offender\' means a sex offender other than\              a tier III sex offender whose offense is punishable by imprisonment for more than 1 year and\--\              (A)     is comparable to or more severe than the following offenses, when committed against a\                        minor, or an attempt or conspiracy to commit such an offense against a minor:\                        (i) sex trafficking (as described in section 1591 of title 18, United States Code);\                        (ii) coercion and enticement (as described in section 2422(b) of title 18, United States\                             Code);\                       (iii) transportation with intent to engage in criminal sexual activity (as described in section\                              2423(a)) of title 18, United States Code;\                        (iv) abusive sexual contact (as described in section 2244 of title 18, United States Code);\              (B)     involves\--\                        (i) use of a minor in a sexual performance;\                        (ii) solicitation of a minor to practice prostitution; or\                        (iii) production or distribution of child pornography; or\             (C)     occurs after the offender becomes a tier I sex offender.         3 - TIER III SEX OFFENDER - The term \'tier III sex offender\' means a sex offender whose\              offense is punishable by imprisonment for more than 1 year and\--\              (A)     is comparable to or more severe than the following offenses, or an attempt or conspiracy\                      to commit such an offense:\                      (i) aggravated sexual abuse or sexual abuse (as described in sections 2241 and 2242 of\                           title 18, United States Code); or\                      (ii) abusive sexual contact (as described in section 2244 of title 18, United States Code)\                           against a minor who has not attained the age of 13 years;\             (B)     involves kidnaping of a minor (unless committed by a parent or guardian); or\             (C)     occurs after the offender becomes a tier II sex offender. 21\. LINKAGE DATA The Linkage ORI and OCA Fields are provided as separate fields to associate incidents that are handled by multiple departments. An agency entering a record which shares the same incident of a record entered by a different ORI and/or OCA can link the records by entering the associated ORI and OCA in the linkage fields (LKI and LKA). The NCIC System will automatically link records entered within 30 days of the original entry that contain the same ORI and OCA. An ORI may use the LKI and LKA Fields to link related records that contain the same ORI and OCA entered more than 30 days after the original record entry. The message will be rejected if the first seven characters o the LKA are the same as the first seven characters of the LKI. 22.     E-MAIL ADDRESS (EML) The E-mail Address (EML) Field contains the e-mail address for the sex offender. The NCIC 2000 formats do not permit inclusion of periods (.) in the EML Field. To represent a period, use open parenthesis DOT close parenthesis \[e.g., EML/ JOHNDOE\@YAHOO(DOT)COM\]. If using NCIC XML formats, periods may be included in the EML Field. Guidelines for the entry of additional EMLs as a supplemental record to a NSOR record are located in Section 8 of this chapter. 23.     INTERNET IDENTIFIERS (IID) The IID Field contains any designation used by the offender for purposes of routing or self-identification in Internet communications or postings, excluding e-mail addresses which are captured in the EML Field. The NCIC 2000 formats do not permit inclusion of periods (.) in the IID Field. To represent a period, use open parenthesis DOT close parenthesis \[e.g., IID/999(DOT)999(DOT)999(DOT)9\]. If using NCIC XML formats, period may be included in the EML Field. Guidelines for the entry of additional IIDs as a supplemental record to a NSOR record are located in Section 8 of this chapter.  24.     EMPLOYER NAME (EMP) The EMP Field contains the company name of the offender\'s employer. Guidelines for the entry of additional EMPs as a supplemental record to a NSOR record are located in Section 8 of this chapter. 25.     OCCUPATION (OCP) The OCP Field contains the occupation of the offender. Guidelines for the entry of additional\ OCPs as a supplemental record to a NSOR record are located in Section 8 of this chapter. 26.     PROFESSIONAL LICENSE DATA The PLN and PLT Fields contain any professional licenses held by the offender such as commercial\ driver, contractor, beautician, etc. Guidelines for the entry of additional OCPs as a supplemental\ record to a NSOR record are located in Section 8 of this chapter. 27.     SCHOOL NAME (SHN) The SHN Field contains the name of any school attended by the offender. The SHN should include\ any branch identification (e.g., SHN/INDIANA UNIVERSITY - PURDUE UNIVERSITY AT INDIANAPOLIS). Guidelines for the entry of additional SHNs as a supplemental record to a NSOR record are located in Section 8 of this chapter. 28.     BOAT DATA Entry instructions for boat information can be found in the Boat File chapter of this manual, Boat Data Codes, *NCIC 2000 Code Manual,* and State and Country Codes, *NCIC 2000 Code Manual*. Guidelines for the entry of additional boat information as a supplemental record to a NSOR record are located in Section 8 of this chapter. **WHEN TO USE A MODIFICATION MESSAGE** Modification of a record is restricted to the agency that entered the record. A modification message is used to add, delete, or change data in a NSOR record. A NSOR record cannot be modified if the record is in an expired or cleared status. For online validation, a modification message is also used to validate a record. Upon receipt of a modification message, the NCIC System will send a notification to the IAFIS. IAFIS will modify the sex offender flag in the criminal history record accordingly. An MXS message to delete information in the MNU, SOC, SMT, CMC, CTZ, OFS, EML, IID, SID, EMP,\ OCP, and SHN Fields of the base record will cause the oldest data in the supplemental record to move up to the base record. An MXS message to delete all fields in the OLN, ADD, TNO, AOV, and PLN datasets of\ the base record will cause the oldest dataset in the supplemental record to move up to the base record.\ Because the DOB is a mandatory field, it cannot be deleted even when supplemental DOBs exist. A\ modification message to change data in the DOB Field in the base record to the same as data in a supplemental DOB Field will place that data in the DOB Field in the base record and eliminate it from the supplemental record. **WHEN TO USE A CANCELLATION MESSAGE** Cancellation of a record is restricted to the agency that entered the record. A cancellation message is used\ when it is determined that the record is invalid, the original criminal offense is expunged or pardoned, or as otherwise defined by the registering jurisdiction\'s policy or procedures. The cancellation message is used to retire expired and cleared records. The NCIC System will notify the IAFIS of the cancellation, and the IAFIS will remove the sex offender flag from the criminal history record. **INQUIRY AND DISCLOSURE STANDARDS** 1.     The message key QXS is used for NSOR inquiries. It searches the NSOR and may retrieve a NSOR\         record that is active, expired, or inactive. If the QXS includes MNU, SOC, or OLN, the NCIC\         System will search them against the SER of Article File personal identifier records. 2\. All NSOR records are based on documented criminal history information and can only be disseminated in accordance with Title 28, USC, Section 534, or other federal statutes. Information in the NSOR should not be disclosed to the public. Publicly available information is accessible on the jurisdictions\' websites or by searching the Dru Sjodin National Sex Offender Public Website at \. 3.     The NSOR can be used to enhance the jurisdiction\'s process to locate noncompliant offenders. The\         following scenario is provided to demonstrate how NSOR can be used in these processes: **REQUIREMENTS FOR INQUIRY** 1.     A QXS inquiry of the NSOR may be made by name and one, more than one, or all of the following\       alphanumeric identifiers: DOB (including year, month, and day), FBI, MNU, SOC, OLN, LIC, VIN,\         REG, and/or BHN with each data element preceded by the proper MFC. Additionally, inquiries may be\         made using ZIP only, preceded by the proper MFC. 2.     When a QXS using name and an identifier is performed, active, expired, and cleared records will be\          returned. 3.     When a QXS using ZIP is performed, the Sex Offender Status (SOS) Field can be used to specify\         whether expired and inactive records should be returned. If the SOS Field contains Y or is blank, only\         active NSOR records will be returned. If the SOS Field contains N, then active, expired, and cleared\         records will be returned. 4.     A direct retrieval of an active NSOR record can be made using NAM and OCA only. Exact spelling\         of the name as contained in the entry is required when inquiring with only NAM and OCA. 5.     To directly retrieve a NSOR record using NIC, a wanted person inquiry (QW, QWA, QWE, QWF,\         QWS, or ZW) must be performed. Additional information on these transactions can be found in the\         Wanted Person File chapter. **ADDITIONAL GUIDELINES FOR INQUIRY** 1\. When the inquiry contains NAM and complete DOB as the only numeric identifier, the date of birth in the inquiry must match the exact date of birth in a record before a record will be retrieved. When the subject t of the inquiry uses more than one DOB, the person's name should be checked using each available birth date. NCIC will search for all matching records that contain the exact DOB and a surname that is a New York State Identification and Intelligence System (NYSIIS) match to the surname inquiry. 2\. Sex and race should be included to minimize multiple hits by limiting the scope of the name search.\ Including sex will cause NCIC to search only those records containing the same (or unknown) SEX\ code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry can limit the search made\ by the NCIC. A list of the Race Field codes and the race codes that will be searched when each is\ included in an inquiry are: **Race Code In Inquiry Race Codes Searched**        A     Asian or Pacific Islander All\        I      American Indian or Alaskan Native All\       B     Black All except W\        W    White All except B\        U     Unknown All 3.     When the inquiry contains a name and an alphanumeric identifier other than DOB, (i.e., the SOC, FBI, MNU, OLN, LIC, VIN, RES, or BHN) a name search is not generated. In this situation, only the\ alphanumeric identifier is searched. Including sex and race in this inquiry will not confine the search. 4.     If the MNU exceeds 15 characters, the first 15 characters should be entered in the MNU Field. The full MNU should be entered in the MIS Field. The MIS Field in the hit response should be reviewed to\ confirm that the first 15 characters are the same as the complete MNU. 5.     If an alphanumeric identifier is not available, an alphabetical search by NAM can be performed by\ requesting a Global Inquiry (SPRQ) from the CSA if additional descriptive identifiers are known.\ Additional information on the SPRQ can be found in the Other Transactions chapter. 6.     An inquiry can provide a secondary hit response only from within the NSOR when the primary hit contains an SOC, FBI, VIN, or BHN and those fields were not part of the original search criteria. A second\ computer search is automatically generated on the SOC, FBI, VIN, and BHN contained in the primary\ record response. If the hit response contains more than 20 hit responses (primary and/or secondary),\ the following will be included after the first 20 hit responses to indicate a file is being created with up to\ an additional 100 hit responses. ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW A \$.B. administrative message will be sent to the ORI to identify the file name to be requested to retrieve\ the hit responses. The File Transfer (FT) transaction in the Other Transactions chapter of this manual\ contains additional information on retrieving the file. 7.     A QXS transaction will not cause a cross-search of any other file except if the QXS includes MNU,\ SOC, or OLN, then the NCIC System will search against the SER of Article File personal identifier\ records. 8.     An inquiry of the Wanted Person (QW, QWA, QWE, QWF, QWS, ZW, QWB, or QWI), Vehicle (QV,\ ZV, or QVB), and/or Boat (QB, ZB, or QBB) Files will result in the automatic cross-search of the NSOR.\ Active records will be returned in a positive response; inactive records (expired and cleared) will not.\ Additional information concerning the above MKEs can be found in the Wanted Person File, Vehicle File,\ and/or Boat File chapters. 9.     IMAGE INDICATOR (IND)        QXS inquiries may also contain an Image Indicator (IND) to specify whether an image should be returned if available. If the image indicator is Y, image data related to each primary hit response will be returned if available. **WHEN TO USE A CLEAR MESSAGE**         A NSOR record should be cleared when an offender has relocated, and another jurisdiction has registered the offender; when a previously valid record is removed from the jurisdiction\'s registry; or as otherwise defined by the jurisdiction\'s policy/procedures. When offenders are relocating, jurisdictions are encouraged to keep their record active in NCIC until the new jurisdiction has entered a new record for the offender in the NSOR. The clear transaction will change the status of the NSOR record from active to inactive. Only the ORI that entered the record can clear the record.        **Expired records cannot be cleared.**        If the record being cleared contains an FBI Number, the NCIC System will notify the IAFIS of the clearance, and the IAFIS will remove the sex offender flag from the criminal history record. **ADDITIONAL GUIDELINES FOR CLEAR** 1.     When a NSOR record is cleared, any supplemental information appended to that record will be cleared automatically. 2.     When a NSOR record is cleared, its status will be changed to inactive. During this period of time, the\ record can be accessed via the QXS transaction. Inactive records cannot be modified; however,\ they can be canceled. Cleared records will remain in an inactive status until the agency cancels the record. 3.     Benefits and effectiveness data are not applicable to the NSOR record. **ENTRY OF A SUPPLEMENTAL RECORD**          Entry of alias(es) and/or other additional identifiers as a supplemental record to a NSOR record may be made only by the ORI that entered the NSOR base record. **FIELDS IN A SUPPLEMENTAL RECORD** 1.     The AKA Field and all additional data fields that may be included in a supplemental record are listed\ below with their field codes and the maximum number of occurrences for each field in the NSOR\ supplemental record. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ **Field** **Field Code** **Maximum Number Permitted** ------------------------------------------------------------------------------------------------------------------------------------------------------------------ ---------------- ------------------------------ Alias AKA 99 Date of Birth DOB 9 Scars, Marks, Tattoos, and Other Characteristics SMT 19 Miscellaneous Number MNU 9 Social Security Number SOC 9 Operator\'s License Number State and Year of Expiration\ OLN 9 (entered as a set) License Plate Number, State, Year of Expiration, and Type\ LIC 9 (entered as a set) Vehicle Identification Number, Year, Make, Model, Style, Color,\ VIN 9 and Ownership (entered as a set; model, color and ownership are\ not required for entry, but should be entered if known) Caution and Medical Conditions CMC 10 Citizenship CTZ 9 Offender Status OFS 9 State Identification Number SID 55 Relationship of Victim, Age of Victim, Sex of Victim ROV 9 Address Type, Beginning Date at Address, Ending Date at Address, Street Number, Street Name, City, County, State, Zip Code ADD 99 Telephone Number and Type TNO 9 E-mail Address EML 99 Internet Identifier IID 99 Employer EMP 9 Occupation OCP 9 Professional License Number and Type PLN 9 School Name SHN 9 Boat Registration Number, State, Year of Expiration, Boat Hull Number, Hull Material, Hull Shape, Propulsion, Length, Home Port, Name, and Coast Document Number REG 9 ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ 3.     A maximum of 99 AKAs, ADDs, EMLs, and IIDs; 55 SIDs; 19 SMTs; 10 CMCs; and 9 of each of the\ following: DOBs, MNUs, SOCs, OLNs, LICs, VINs, OFSs, ROVs, TNOs, EMPs, OCPs, PLNs, SHNs,\ and REGs may be added to a NSOR record.        For example, a record relating to JOHN HARRY SMITH might have an appended supplemental record of aliases and other additional identifiers consisting of three other names (AKAs), nine DOBs, five SMTs, two MNUs (an Army serial number and a mariner\'s document number), three EMLs, two sets of data describing operator\'s licenses known to have been issued in two states, three sets of data describing license plates known to be used by the offender, one set of data concerning an automobile known to be used by the offender; and one set of data concerning a boat used by the offender.        Entry of these additional data would require several supplemental record entry messages, as all of these additional identifiers could not be included in one supplemental record entry message. **MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL ENTRY**        A maximum of [nine] additional identifiers of [various kinds] may be entered in one supplemental record entry message. Additional messages are required if more identifiers are to be entered. Each alias (or variation of name spelling); date of birth; scar, mark, tattoo, etc.; miscellaneous number; Social Security number; citizenship; offender status; State Identification Number; e-mail address; Internet identifier; employer; occupation; school name; or caution and medical condition is counted as one identifier. Each set of data relating to an operator\'s license, a license plate, vehicle, victim\'s information, address, telephone number, professional license, or boat is likewise counted as one identifier. **ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL RECORD ENTRY** 1.     After the NSOR record has been identified, each field included in a supplemental record entry, except\ those entered in sets of data, must be identified by the appropriate field code followed by a slash and the\ item(s) of data. The data elements must be separated by a period. Fields that are not a part of sets of\ data may be entered in any order in a supplemental record entry. 2.     The field in the main record must contain data before