NCIC OPERATING MANUAL

ARTICLE FILE

INTRODUCTION

1.1 GENERAL INFORMATION

1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 IMAGE CAPABILITY
1.9 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF A SINGLE ARTICLE ENTRY

2.2 MESSAGE FIELD CODES FOR SINGLE ARTICLE ENTRY
2.3 MANDATORY FIELDS FOR SINGLE ARTICLE ENTRY
2.4 ADDITIONAL GUIDELINES FOR SINGLE ARTICLE ENTRY
2.5 MESSAGE FIELD EDITS FOR SINGLE ARTICLE ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A SINGLE ARTICLE MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINE FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A SINGLE ARTICLE CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION
INQUIRY OF A SINGLE ARTICLE RECORD

5.1 EXAMPLE OF A SINGLE ARTICLE INQUIRY WITH NEGATIVE AND POSITIVE

RESPONSES
5.2 MESSAGE FIELD CODES FOR SINGLE ARTICLE INQUIRY
5.3 REQUIREMENTS FOR SINGLE ARTICLE INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH INQUIRY (QAB)
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A SINGLE ARTICLE LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURES
6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE
6.7 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A SINGLE ARTICLE CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES IF AN ARTICLE IS RECOVERED BY THE AGENCY THAT
ENTERED THE RECORD
7.6 CLEAR PROCEDURES IF AN ARTICLE IS RECOVERED BY AN AGENCY OTHER
THAN THE ORI OF THE RECORD
7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

ENTRY OF A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES

8.1 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP ENTRY

8.2 MESSAGE FIELD CODES FOR GROUP ENTRY
8.3 MANDATORY FIELDS FOR GROUP ENTRY
8.4 ADDITIONAL GUIDELINES FOR GROUP ENTRY
MODIFICATION OF A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES

9.1 WHEN TO USE A MODIFICATION MESSAGE

9.2 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP MODIFICATION MESSAGE
9.3 MESSAGE FIELD CODES FOR GROUP MODIFICATION
9.4 IDENTIFICATION OF A GROUP RECORD TO BE MODIFIED
9.5 ADDITIONAL GUIDELINES FOR GROUP MODIFICATION

CANCELLATION OF A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES

10.1 WHEN TO USE A CANCELLATION MESSAGE

10.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP CANCELLATION
MESSAGES
10.3 MESSAGE FIELD CODES FOR GROUP CANCELLATION
10.4 IDENTIFICATION OF A GROUP RECORD TO BE CANCELED
10.5 ADDITIONAL GUIDELINE FOR GROUP CANCELLATION

INQUIRY OF A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES RECORD

11.1 EXAMPLE OF AN INQUIRY WITH A GROUP RECORD RESPONSE

11.2 ADDITIONAL GUIDELINES FOR INTERPRETING GROUP RECORD RESPONSE

LOCATE MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES

RECORD

12.1 WHEN TO USE A LOCATE

12.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP LOCATE MESSAGES
12.3 MESSAGE FIELD CODES FOR GROUP LOCATE
12.4 IDENTIFICATION OF A GROUP RECORD FOR LOCATE
12.5 ADDITIONAL GUIDELINES FOR GROUP LOCATE

CLEAR MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP OF ARTICLE

RECORDS
13.1 WHEN TO USE A CLEAR MESSAGE
13.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP CLEAR MESSAGES
13.3 MESSAGE FIELD CODES FOR GROUP CLEAR
13.4 IDENTIFICATION OF A GROUP RECORD TO BE CLEARED
13.5 CLEAR PROCEDURES IF ARTICLES ARE RECOVERED BY THE AGENCY THAT
ENTERED THE RECORD
13.6 CLEAR PROCEDURES IF ARTICLES ARE RECOVERED BY AN AGENCY OTHER THAN
THE ORI OF THE RECORD
13.7 ADDITIONAL GUIDELINE FOR GROUP CLEAR
 SECTION 1--INTRODUCTION

1.1 GENERAL INFORMATION

The Article File is supplemented by Article Data Codes found in the Article Name
Dictionary contained in the NCIC Code Manual.

1.2 CRITERIA FOR ENTRY

1. Records for stolen articles can be entered into the Article File if a theft report has been
made and the following circumstances are met:

1. A record for any item in the theft report which is valued at $500 or more and has a
unique manufacturer-assigned serial number and/or an owner-applied number may be
entered. Office equipment, television sets, and bicycles may be entered regardless of
value.

2. If the aggregate value of property taken in one theft exceeds $5,000, a record for any
item in the theft report, regardless of value, having a unique manufacturer-assigned
serial number and/or an owner-applied number may be entered.

3. A record for any item in the theft report, regardless of value, having a unique
manufacturer-assigned serial number and/or an owner-applied number may be
entered if:

1. The circumstances of the theft indicate that there is a probability of interstate

movement. Or

2. The seriousness of the crime dictates that an entry should be made for
investigative purposes.

2. Stolen or lost credit cards, bank drafts, Automated Teller Machine (ATM) cards, and
checks, including cashier, certified, company, government (local, state, and federal), bank
officer, personal, and U. S. Treasury, are not to be entered in the NCIC Article File or
any other NCIC file.

For information about the status of three major credit cards, law enforcement personnel
can call the following telephone numbers:

American Express 800 528-4800 Visa 800 367-8472

Master Card 800 231-1750

3. Agencies must have documentation (electronic or hard copy) on file to support an article
entry. Only the agency holding the theft report and having primary jurisdiction over the
place of actual theft can make an NCIC entry. An exception is that any criminal justice
agency or regional dispatch center may act as holder of the record for another agency
which has no telecommunications equipment. When such an entry is made, the agency
holding the record should place its own ORI in the ORI Field only when there is written
 agreement between the two agencies which delineates the legal responsibility for the
record. Additional information concerning these responsibilities can be found in the
Introduction of this manual.

4. The U.S. Customs Service (USCS) can make entries for property stolen abroad that has a
high likelihood of being transported into the United States. Once making the entry, the
USCS will be holder of the record and will be responsible for maintaining, canceling, and
confirming it.

5. A record for a lost Public Safety, Homeland Security, or Critical Infrastructure item of
identification (category Q) or equipment (category Z) may be entered in NCIC if the
entering agency has supporting documentation.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

EA STOLEN ARTICLE
ELA¹ LOST ARTICLE
Entry
EAA STOLEN ARTICLES
ELAA¹ LOST ARTICLES
MA
MLA¹
Modify
MAA
MLAA¹
XA
XLA¹
Cancel
XAA
XLAA¹
QA
Inquiry ZA
QAB
LA LOCATED STOLEN ARTICLE
LLA¹ LOCATED LOST ARTICLE
Locate
LAA LOCATED STOLEN ARTICLES
LLAA¹ LOCATED LOST ARTICLES
CA
CLA¹
Clear
CAA
CLAA¹

¹Only valid for category Q and Z records.

If the article entered in a single stolen article record should be held for latent fingerprint
examination, -P should be entered as part of the MKE. For example, EA-P translates to
STOLEN ARTICLE - HOLD FOR LATENTS.
1.4 RECORD RETENTION PERIOD

1. An article record containing a TYP Field code beginning with "Q", "T", or Z will be
retained in the NCIC Article File until it is cleared or canceled by the originating agency.
All other article records are retained for the balance of the year entered plus an additional
year. Following expiration of this retention period, the record is automatically retired.

2. An exception to record retention periods will occur in the event a serious error is detected
in the record on file. Additional details concerning serious errors can be found in the
Introduction chapter of this manual.

3. Ten days after the article(s) in a record is reported located, it is retired.

1.5 VALIDATION

Article File records containing a TYP Field code beginning with "Q", "T", or “Z” must be
validated. There is no validation requirement for other Article File records. For validation
policy and procedures, refer to the Validation Section in the Introduction of this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.6 MESSAGE FIELD CODES AND EDITS

Code Field Edits

BRA Brand Name Hyphens are permitted. Cannot be all X, Y, Z, L, UNK, UNKN,
UNKNOWN, or NONE. NO BRA must be entered when brand
name is unknown or unavailable.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD) equal to or less
than current date.
DOC Date of Must be a valid Gregorian date (YYYYMMDD) equal to current
Cancellation date or current date minus one
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD) equal to or less
than current date.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD). Cannot be
greater than the current date.
HMC Hazardous Free text.
Material Container
IMN Image NCIC A self-checking number consisting of an alphabetic character (I in
Number the Image file) followed by nine numeric characters automatically
assigned by NCIC to each accepted record. Must have valid check
digits when used to identify a record in a subsequent message.
IMT Image Type Must be an “I” when deleting an association to an image.
IND Image Indicator Must be Y or N.
LKA Linkage Case Must not contain a single zero only, a run of zeros only, a single
Number alphabetic only or the word NONE. The first seven characters of
the LKA cannot equal the first seven characters of the LKI. The
only valid special character is the hyphen. The LKA must be valid
for the LKI. (There must be an ORI and matching OCA in the
System).
LKI Linkage Agency Must be a valid NCIC-assigned ORI.
Identifier
LOT Lot Number Free text.
MIS Miscellaneous Free text.
MKE Message Key Must be a valid message key.
MOD Model Must be only alphabetic or numeric characters with intervening
blanks.
NIC NCIC Number A self-checking number consisting of an alphabetic character (A
in the Article File) followed by nine numeric characters
automatically assigned by NCIC to each accepted record. Must
have valid check digits when used to identify a record in a
subsequent transaction.
NOA Notify Originating Must be Y or N. Field will default to N if left blank.
Agency
NPA Number of Persons Count of persons arrested as a result of locating stolen article. Can
Apprehended be entered only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY LOCATED.
NPF Number of Missing First three characters must be numeric. Fourth character must be J
Persons for juvenile or O for other missing person. Fifth character must be
I or N for indexed or not indexed in NCIC. Can be entered only if
RPP is entered. Must be blank or 0 if RPP is OTHER MEANS or
PREVIOUSLY LOCATED.
OAN Owner-applied Single zero only, run of zeros only, single alphabetic only, or a
Number run of repeated alphabetics cannot be used. Cannot be identical to
SER. Cannot be used in an entry or modification of a
consecutively serialized group of article records.
OCA Originating Must not contain a single zero only, a run of zeros only, the word
Agency Case NONE, or a single alphabetic only. The first seven characters of
Number the OCA cannot equal the first seven characters of the ORI. The
only valid special character is the hyphen.
OPT Opt Type Must be either IN, OUT, or a valid Gregorian date
(YYYYMMDD) greater than current date.
ORI Originating Must be a valid NCIC-assigned ORI.
Agency Identifier
PLI Partial Lot Must be T, Z, C or P.
Indicator
RCA Recovering Must not contain a single zero only, a run of zeros only, the word
Agency Case NONE, or a single alphabetic only. The first seven characters of
Number the RCA cannot equal the first seven characters of the RRI. The
only valid special character is the hyphen
RPP Reason for Must be a valid NCIC-assigned code as listed in the Introduction
Property Record chapter of this manual.
Removal
RRI Recovering Must be a valid NCIC-assigned ORI.
Agency Identifier
RSH Related Search Hit Must be Y or N.
SER Serial Number Single zero only, run of zeros only, single alphabetic only, or a
run of repeated alphabetics cannot be used. Cannot be identical to
OAN. Sequential entries must have a single hyphen separating the
serial numbers.
TYP Type Consists of one alphabetic character which is used to categorize
the item of property and four to six alphabetic characters (the
article name code) that describe the item. If the first character is
other than Y, then the code used must be one listed in the Article
Name Dictionary found in the NCIC Code Manual, Article Data
Codes. Spaces are not allowed.
UNN United Nations Can be entered only if the first character of TYP is T or Z. Must
Number be numeric code as maintained in the NLETS Hazardous Material
File.
VLN Name of Validator Any valid characters representing validator.
VNP Value of Fair market value (in whole dollars) of the recovered stolen article
Recovered identified in the record. Can be entered only if RPP is entered.
Property Must be blank or 0 if RPP is OTHER MEANS or PREVIOUSLY
RECOVERED.
VOR Value of Other Fair market value (in whole dollars) of property recovered as a
Recovered result of locating the stolen article identified in the record. Can be
Property entered only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY RECOVERED.
VRC Value of Fair market value (in whole dollars) of any contraband recovered
Recovered as a result of locating stolen article which is identified in the
Contraband record. Can be entered only if RPP is entered. Must be blank or 0
if RPP is OTHER MEANS or PREVIOUSLY RECOVERED.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If data in the SER and/or OAN and the TYP, BRA, ORI, and OCA Fields of a stolen or
lost article message are the same as those field codes of a record already on file in NCIC,
the second entry will be rejected with message REJECT ON FILE. Whenever the
message REJECT ON FILE is sent, the record on file will also be transmitted.

2. A duplicate record will be accepted if the ORI or the OCA in the second entry is
different. If accepted, the first entry (record on file) will be furnished.

3. When there are three or more article records on file with matching data in the SER Field,
the TYP Field, and the BRA Field, the FBI CJIS staff cancels the nonunique serial
number records and enters an ATTENTION message containing the same SER, TYP, and
BRA. Any subsequent entry with the same SER, TYP, and BRA will be rejected as
follows:
 REJECT SERIAL NUMBER IS NOT UNIQUE, SEE FOLLOWING:

**ATTENTION**
IF SER/XXXXXXX-20-XXXXXXXX IS FOR TYP/XX-7-XX,AND BRA/XX-6-X, IT IS NOT UNIQUE
ACCORDING TO NCIC QUALITY CONTROL. ASCERTAIN CORRECT SERIAL
NUMBER.

1N01HEADER.EA.MD1012600.CPROJEC.XXXXXXX-20-XXXXXXXX.B HOWE.32S.MD

The same reject message and caveat will be furnished to any modify transaction resulting
in duplicate SER, TYP, and BRA.

1.8 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF A SINGLE ARTICLE ENTRY

1N01HEADER.EA.MD1012600.CPROJEC.123456789.B HOWE.32S.
MD6810122.19990922.OCA123456...SLIDE PROJECTOR.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/A000039206 SER/123456789
OCA/OCA123456

2.2 MESSAGE FIELD CODES FOR SINGLE ARTICLE ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE MANDATORY TYP 4-7 ALPHABETIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
BRAND NAME MANDATORY BRA 2-6 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MODEL OPTIONAL MOD 1-9 ALPHABETIC,
NUMERIC
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKAGE AGENCY OPTIONAL LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
LOT NUMBER OPTIONAL LOT 1-20 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
HAZARDOUS OPTIONAL HMC 1-25 ALPHABETIC,
MATERIALS NUMERIC,
CONTAINER SPECIAL
CHARACTERS
PARTIAL LOT OPTIONAL PLI 1-1 ALPHABETIC
INDICATOR
UNITED NATIONS OPTIONAL UNN 4-4 NUMERIC
NUMBER
OPT TYPE MANDATORY OPT 2-3 ALPHABETIC
8-8 NUMERIC
(DEFALT=OUT)
2.3 MANDATORY FIELDS FOR SINGLE ARTICLE ENTRY

1. The following fields are mandatory for acceptance of a single stolen article entry in
NCIC: HDR, MKE, ORI, TYP, BRA, DOT, OCA, OPT, and either a unique
manufacturer-assigned SER or an OAN.

The same fields are mandatory for a lost article record to be accepted. The date of loss
should be used in the DOT Field.

2. An entry can include both the SER and OAN Fields; however, these two numbers cannot
be the same.

3. The entry will be rejected if one of the mandatory fields is left blank or the transaction is
not completed.

2.4 ADDITIONAL GUIDELINES FOR SINGLE ARTICLE ENTRY

1. The originating agency must account for all fields in the article record. All available data
called for by the record format must be entered when the original entry is made. Missing
data obtained at a later time should be promptly added through the use of a modify
message (MKE/MA or MLA).

2. A separate entry is to be made for each item taken in a multiple theft, such as a television
and stereo stolen from one apartment. The MIS Field should be used to cross-reference
the related entries; for example, the MIS Field of the television entry might read SEE
NIC/A000012696, and the MIS Field of the stereo entry might read SEE
NIC/A000012698.

3. For training and administrative purposes, agencies may enter test records into NCIC by
using the header TN0. The test records will not generate any notifications nor will batch
processing be performed in the test system.

2.5 MESSAGE FIELD EDITS FOR SINGLE ARTICLE ENTRY

1. TYPE (TYP) FIELD

The code used in the TYP Field must be at least four characters with no punctuation or
spaces between characters.

The TYP Field is divided into two parts:

1. Category Code

A unique alphabetic character assigned to each of the major classifications of articles

listed in Article Data Codes, NCIC Code Manual.

2. Article Name Code

 1. The Article Name Dictionary, included in the NCIC Code Manual, Article Data
Codes, should be used for Article File entries and inquiries.

2. The article name code follows immediately after the category code best
classifying the article with no space between the category code and the article
name code.

3. If an article is not published in the Article Name Directory, it must be entered

with category code Y and the following procedures apply:

1. The complete name of the article must be used if possible. If the article name
is one word of more than six letters, the first six letters in the article name
must be used.

2. An article name which is two words must be treated as one word.

3. If an article name is three words, the initials of the first two words and the
first four letters of the last word must be used.

4. The entry will be rejected if the TYP code begins with an alphabetic character
other than Y and is not a code listed in the Article Name Dictionary.

2. SERIAL NUMBER (SER) FIELD

1. A serial number must be entered omitting spaces, hyphens, and symbols. If the serial
number exceeds 20 characters, the rightmost 20 characters should be entered in the
SER Field, and the complete serial number should be entered in the MIS Field.

2. Alphabetic characters which are part of the serial number should be included. The
true (manufacturer) serial number of the article, not a component or part number must
be entered.

3. If the number applied by the manufacturer of an article is not unique, but rather a
model number, stock control number, etc., the article should not be entered.

4. An owner-applied identification number which has been assigned in connection with

a theft prevention program must not be entered as a serial number but should be
entered in the OAN Field.

3. BRAND NAME (BRA) FIELD

1. The BRA Field must contain a minimum of two alphanumeric characters and cannot
contain more than six alphanumeric characters. A hyphen is the only special character
allowed in this field. The words AND, COMPANY, CORPORATION,
INCORPORATED, LIMITED, and the ampersand are not considered part of the
actual brand name.

2. BRA Field codes are listed in Article Data Codes, NCIC Code Manual.
 3. If the brand name is not listed in the NCIC Code Manual, the following instructions
apply:

If the brand name consists of:

1. A single word, the first six letters of the name must be used.

2. Two words, the first letter of the first word, followed by a space, and then the first
four letters of the second word should be entered.

3. Three words, the first letter of the first word must be used, followed by a space,
then the first letter of the second word followed by a space, and then the first two
letters of the last word.

4. An initial and on word, the initial, followed by a space, and the first four letters of
the word must be used.

5. Two initials and one word, the first initial, followed by a space, then the second
initial followed by a space, and then the brand name must be used.

6. Initials, the initials are to be entered omitting spaces and periods.

4. The BRA Field in an entry for stolen livestock must contain the breed of the animal.
The above coding instructions apply.

5. The BRA Field in an entry for a state auto inspection sticker or a license plate
renewal tab should contain the appropriate Two-character for the state issuing the
sticker or tab.

6. When stolen property does not have a brand name or if the brand name is unknown,
the code NO BRA must be entered in the BRA Field. A complete description of the
stolen article should be placed in the MIS Field when this code is used.

7. If the stolen or lost property is issued by a government or military agency, the BRA
Field should identify that agency, e.g., U.S. Army, FBI, etc. This applies to items
such as badges or credentials.

4. MODEL (MOD) FIELD

The model number or model name should be entered in the MOD Field, which has a
maximum of nine characters.

The following guidelines apply.

1. If the model number:

1. Exceeds nine characters, only the last nine characters must be used, with the
complete model number shown in the MIS Field. For example, model number
12345678987 would be entered in the MOD Field as 345678987. The complete
 model number (12345678987) should be entered in the MIS Field.

2. Is a single word, only the first nine letters should be used.

3. Consists of two words, the first letter of the first word, followed by a space, and
the first seven letters of the second word should be entered.

4. Consists of three words, the first letter of the first word, space, the first letter of
the second word, space, and the first five letters of the third word should be
entered.

5. Consists of an initial and one word, the first initial, space, and the first seven
letters of the word should be entered.

6. Consists of two initials and one word, the first initial, space, second initial, space,
and the first five letters of the word should be entered.

2. Model names consisting of alphabetic characters only should be entered omitting

spaces and periods.

3. If none of the preceding instructions apply because there is no model name or

number, the composition, design, size, style, type, or use should be entered. For
example:

lady's wristwatch MOD/L WRIST

19-inch TV MOD/19 INCH
paper shredder TYP/ESHREDD with MOD/PAPER
carpet shredder TYP/ESHREDD with MOD/CARPET

4. The MOD Field in an entry for stolen livestock should contain the sex and age
indicated by words such as bull, calf, steer, boar, sow, hog, mare, gelding, or stallion,
etc.

5. The MOD Field in an entry for stolen state auto inspection sticker or a license plate
renewal tab should contain the month and last two digits of the year of expiration; for
example, SEPT 99.

5. OWNER-APPLIED NUMBER (OAN) FIELD

1. An OAN which has been assigned in connection with a theft prevention program may
be entered in the OAN Field.

2. An OAN must be entered omitting spaces, hyphens, and symbols.

3. Alphabetic characters which are part of the OAN should be included in the field.

6. MISCELLANEOUS (MIS) FIELD

 The MIS Field consists of a maximum of 200 characters which should be used in the
following instances:

1. To further describe the stolen or lost article.

2. To describe the location of the serial number and/or owner-applied number on an

item of property.

3. To provide a complete description of the stolen article when the code NO BRA is
used in the BRA Field.

4. If the serial number exceeds 20 characters in which case the rightmost 20 characters
should be entered in the SER Field, and the complete serial number should be entered
in the MIS Field.

5. To contain the complete model number if it contains more than nine characters and
the last nine have been entered in the MOD Field.

This information should be entered in easily readable, abbreviated language. For

example:

OAN ENGRAVED ON BACK RADIO

OAN IS OP ID NO
SER TAG ON LEFT EAR

7. 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).

8. TYPE (TYP)

Category Code

Category code of T is available for the entry of stolen toxic, hazardous article records.
Category code Z is used for the entry of stolen or lost Public Safety, Homeland Security,
or Critical Infrastructure equipment or toxic or hazardous article records.

To obtain additional information on Toxic and Hazardous Chemicals, agencies should

contact the Chemical Transportation Emergency Center (CHEMTREC) or the U.S.
Department of Transportation (DOT).

CHEMTREC was established by the chemical industry as a public service hotline for
firefighters, law enforcement, and other emergency responders to obtain information and
assistance in emergency incidents involving chemicals and hazardous materials. The
CHEMTREC Emergency Call Center (800) 262-8200 can provide information and
technical assistance for emergencies involving their products. CHEMTREC maintains an
 extensive library of information on hazardous material, including an electronic database
of Material Safety Data Sheets. The CHEMTREC Web site (www.chemtrec.com)
contains links to the DOT Emergency Guide (ERG) and the CHEMTREC Guidebook for
First Responders.

The DOT ERG was developed jointly by the U.S. DOT, Transport Canada, and the
Secretariat of Communications and Transportation Mexico for use by firefighters, police,
and other emergency services personnel who may be the first to arrive at the scene of a
transportation incident involving a hazardous material. It is primarily a guide to aid first
responders (1) to quickly identify the specific or generic classification of the material(s)
involved in the incident and (2) to protect themselves and the general public during this
initial response phase of the incident.

Nlets maintains this information in its Hazardous Material File. The Nlets Hazardous
Materials File may be inquired using an Nlets (MQ) query. The Nlets Hazardous Material
File provides information on potential hazards, health effects, public safety, protective
clothing, evacuation procedures, emergency response procedures, spills and leak
procedures, and first aid.

Article Name Code

When entering a stolen toxic chemical, the category code T or Z must be followed by one
of the following codes in the article TYP Field:

Code For the Entry of:

EXPLOS Explosives
FLALIQ Flammable Liquids
FLASOL Flammable Solids
CORROS Corrosive
GGASES Gas
POISON Poisonous Substances
EPAHAZ Environmental Protection Agency
Hazardous Wastes
BIOLOG Biological
TORM Other Regulated Materials
(Miscellaneous Dangerous
Substances)

Entry of these codes will cause the issuance of the appropriate warning caveat in the hit
response.

9. BRAND NAME (BRA)

If the entry is for a toxic, hazardous chemical, then the BRA Field must contain the
name of the chemicals manufacturer.
10. MODEL (MOD) FIELD

If the entry is for a toxic, hazardous chemical, the MOD Field should convey the
chemical's physical properties by words such as LIQUID, GAS, POWDER, CRYSTAL,
SOLID, etc.

11. LINKAGE ORI AND OCA (LKI/LKA)

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. In the entry message the LKI and LKA Fields immediately follow
the OCA Field entry. The message will be rejected if the first seven characters of the
LKA are the same as the first seven characters of the LKI.

12. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the article is known, Y should be
entered into the NOA Field. If the NOA is blank, the field will default to N.The NOA
Field will be returned in record responses when the inquiring agency ORI matches the
entering agency ORI and in unsolicited notifications ($. messages) to the ORI of record.

13. LOT NUMBER (LOT)

This field is to be used to help identify a stolen chemical.

14. PARTIAL LOT INDICATOR (PLI)

The PLI indicates whether a stolen chemical represents a partial (P) or a complete (C)
shipment.

15. UNITED NATIONS NUMBER (UNN)

This code is used as a reference number to request additional information on a specific

chemical via Nlets. The UNN is a unique four-digit number preceded most often by UN
and sometimes by NA and ID. The purpose of the UNN is universal emergency response
identification.
 16. OPT TYPE (OPT)

The OPT Field is used to indicate whether a record should be made available for public
dissemination. Entering an IN will indicate that the record should be made available for
public dissemination. Entering an OUT will indicate that the record should not be made
available for public dissemination. If an agency enters a date in the OPT Field, the record
will not be made available for public dissemination until that date. All article record
entries that do not contain an OPT value will automatically be defaulted to OUT.

SECTION 3--MODIFICATION

3.1 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 stolen or lost article record. An article
record cannot be modified if the record is in a located status (MKE/LOCATED STOLEN
ARTICLE).

3.2 EXAMPLE OF A SINGLE ARTICLE MODIFICATION MESSAGE

1N01HEADER.MA.MD1012600.NIC/A000039206.OCA/12345678.BRA/E KODA.NOA/Y

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/A000039206

The above modification example contains: header (1N01HEADER), message key (MA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000039206 and
OCA/12345678), the fields being modified, and the data being changed (BRA/E KODA,
NOA/Y).

3.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by NIC and OCA, in that order; NIC and SER,
in that order; or NIC and OAN, in that order, with each data element preceded by the proper
MFC.

3.5 ADDITIONAL GUIDELINE FOR NCIC MODIFICATION

IMAGE DATA (IMN/IMT)

The Image NCIC Number (IMN) and Image Type (IMT) Fields may be deleted as a pair
only. The IMN/IMT may not be modified to another set of values. The only way to link an
article to a new image is to delete the existing linkage through the modify transaction and
then enter a new image including the NIC of the article record to which the image needs to be
associated. Additional information can be found in the Image File chapter of this manual.

SECTION 4--CANCELLATION

4.1 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, for example, a record that is
the result of a theft report which subsequently proves to be fictitious or false. If the record
contains an image, cancellation of the record results in the cancellation of the image
associated with the article as well.

4.2 EXAMPLE OF A SINGLE ARTICLE CANCELLATION MESSAGE

1N01HEADER.XA.MD1012600.NIC/A000039206.OCA/12345678.19990923.
CASE DROPPED.

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/A000039206

The above cancellation example contains: header (1N01HEADER), message key (XA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000039206 and
 OCA/12345678), date of cancellation (19990923), and reason for property record removal
(CASE DROPPED).

4.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL
REASON FOR OPTIONAL RPP 8-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NIC and OCA, in that order; NIC and SER,
in that order; or NIC and OAN, in that order, with each data element preceded by the proper
MFC. Date of Cancellation (DOC) must follow the two record identifiers. DOC must be the
current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When canceling a record in NCIC, the user is expected to enter the Reason for Property
Record Removal (RPP). The RPP Field is entered directly after the DOC Field. For a cancel
transaction, the RPP value will be either CASE DROPPED, NOT LOST, ADMIN
CLOSING, or NOT STOLEN.
 SECTION 5--INQUIRY OF A SINGLE ARTICLE RECORD

5.1 EXAMPLE OF A SINGLE ARTICLE INQUIRY WITH NEGATIVE AND POSITIVE

RESPONSES

An inquiry on an article gives access to single as well as group records in the Article File.

1N01HEADER.QA.WA1230000.TYP/CPROJEC.SER/123456789,MD6810122.IND/Y

Negative Response:

1L01HEADER
WA1230000

NO RECORD SER-OAN/123456789 OR MD6810122

Positive Response:

1L01HEADER
WA1230000

MKE/STOLEN ARTICLE
ORI/MD1012600 TYP/CPROJEC SER/123456789 BRA/E KODA
MOD/32S OAN/MD6810122 DOT/19990422
OCA/A222
MIS/SLIDE PROJECTOR
OPT/IN AS OF 20120806
NIC/A000039206 DTE/19990424 0000 EDT DLU/20120806 0115 EST
ORI IS ANY CITY PD MD 301 555-1212
IMMED CONFIRM RECORD WITH ORI

Example of an Inquiry on a Stolen Chemical:

1N01HEADER.QA.WA1230000.TYP/TCORROS.SER/123456789

Positive Response:

1L01HEADER
WA1230000

WARNING HAZARDOUS MATERIAL

MKE/STOLEN ARTICLE
ORI/MD1012600 TYP/TCORROS SER/123456789 BRA/US IM
MOD/LIQUID DOT/19990922
OCA/A2222
MIS/NAPHTHA DISTILLATE
LOT/L0P83H005001 HMC/PLASTIC DRUM
PLI/PARTIAL UNN/1268
OPT/IN AS OF 20120806
NIC/A000039206 DTE/19990924 1230 EDT DLU/20120806 0151 EST
ORI IS ANY CITY PD MD 301 555 1212
IMMED CONFIRM RECORD WITH ORI

DANGER - CORROSIVE SUBSTANCE - AVOID SKIN CONTACT - CAN BURN OR DISFIGURE

WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI
FOR MORE INFORMATION CONTACT NLETS HAZMAT, CHEMTREC OR THE DOT
5.2 MESSAGE FIELD CODES FOR SINGLE ARTICLE INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE CONDITIONAL TYP 4-7 ALPHABETIC
SERIAL CONDITIONAL SER 1-20 ALPHABETIC,
NUMBER NUMERIC
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IMN 1-1 ALPHABETIC
INDICATOR
RELATED OPTIONAL RSH 1-1 ALPHABETIC
SEARCH HIT

5.3 REQUIREMENTS FOR SINGLE ARTICLE INQUIRY

1. An inquiry of the Article File must include type of article (selected from the Article
Name Dictionary) following the MFC, TYP, and SER and/or OAN following the MFC
SER.

2. When making an inquiry using one number, the number must be preceded by the MFC
SER even if the inquiry is based upon an OAN.

3. When making an inquiry using two numbers (SER and OAN), the numbers must be
separated by a comma. The number(s) inquired upon will be searched as both a SER and
an OAN.

4. An inquiry can be made using the NIC only.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. An inquiry cannot contain a brand name.

2. An inquiry containing TYP/RTELEVI and SER/1234 could retrieve a record which

contains TYP/RRADIO and OAN/1234, TYP/RRADIO and SER/1234, or
TYP/YOTHER and SER/1234. When an inquiry is made with Type Field category codes
of I or Q, both categories will be searched. When an inquiry is made with Type Field
category code Y or Z, any record on file with an identical SER or OAN will be returned
regardless of the Type Field category code in the record.
3. The response to an inquiry on two numbers may contain a record identifiable with one of
the numbers and NO RECORD identifiable with the other number.

4. If the positive response (hit) includes information in the MIS Field indicating other items
were stolen or lost along with the article inquired upon, the file containing the items
should be queried using the identifier(s) cross-referenced to ascertain if the associated
item(s) is still stolen or lost. If the inquiry is in the NCIC with the RSH Field set to Y,
secondary hit responses will be returned for all linked records. The NCIC System links
records when 1) ORI/OCA matches the primary hit response and the dates of entry for
those records are within 30 days of each other and 2) the LKI/LKA are the same as the
ORI/OCA contained in the primary hit response.

5. Each Article File inquiry generates a search of all SER Fields and OAN Fields of records
on file with a matching TYP Field category code or TYP Field category code Y and Z.
(TYP Field category codes I and Q are cross-searched.) However, the QC ATTENTION
caveat message only applies to the number stored in the SER Field.

6. PERSON INQUIRY CROSS SEARCH OF ARTICLE FILE

A person inquiry containing MNU, SOC, or OLN will cross search the SER Field of TYP
I and Q Article File records. Matches will be returned as primary hits.

7. IMAGE INDICATOR (IND)

Inquiries may also contain an Image Indicator (IND). If the image indicator is Y, image
data related to each primary hit response will be returned. The following would be
returned after the immediate confirm caveat:

IMR/ISER:123456789
TYP/CPROJEC OAN/MD6810122
NIC:A000039206 IMN:I123456789
MIS: LEFT SIDE PHOTO

00256
<image>.

The Image Response (IMR) is composed of the following data: the Image Type (I for
identifying image) and standard article MFCs (SER, TYP and OAN). The NIC of the
base record is next, followed by the Image NCIC Number (IMN). Following the IMN is
the IMAGE MIS Field, then image size in bytes (00256), and, last, <image> would be
replaced with the actual image.

8. RELATED SEARCH HIT (RSH)

Inquiries may also contain a Related Search Hit (RSH) Field. If RSH is Y, secondary hit
responses will be returned for all linked records. The NCIC System links records when:
1) ORI/OCA matches the primary hit response and the dates of entry for those records are
within 30 days of each other and 2) the LKI/LKA are the same as ORI/OCA contained in
the primary hit response.
5.5 BATCH INQUIRY (QAB)

1. The batch inquiry allows users to create a file of individual QA/ZA inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the
inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to
each response, SEQUENCE NUMBER: <SEQ> will be returned to identify those
responses that follow as coming from the inquiry with that sequence number.

2. The sequence numbers do not have to be sequential but they should be unique. The HDR,
ORI, MKE, and SEQ are entered without the MFC. The identifiers available in the
QA/ZA inquiry are available for use in the QAB message, including the IND and the
RSH indicators, and are preceded by the proper MFC.

3. There is a limit of 1800 characters for a batch inquiry including the header and all control
characters.

1N01HEADER.QAB.DC1014300.001.TYP/CPROJEC.SER/123456789,
MD6810122&002.TYP/RRADIO.SER/21344,VA7779238&005.TYP/CPROJEC.
SER/MD6810122&010.NIC/A123456789

Acknowledgment:

1L01HEADER
DC1014300
BATCH INQUIRY RECEIVED

4. The results of the batch inquiry are transmitted via a file to be retrieved by the user. The
maximum number of batched inquiry hit responses is 2,000. If the maximum number is
exceeded, the Introduction chapter of this manual provides the necessary message
translation. The user is notified of the file by the $.B. administrative message. The
following is an example of the file:

1L01HEADER
DC1014300

SEQUENCE NUMBER: 001

NO RECORD TYP/CPROJEC SER-OAN/123456789 OR MD6810122

SEQUENCE NUMBER: 002

MKE/STOLEN ARTICLE
ORI/WV1014300 TYP/RRADIO SER/21344 BRA/PANASO
MOD/27TRC OAN/VA7779238 DOT/19981010
OCA/123456789
OPT/IN AS OF 20120806
NIC/A287654123 DTE/19981011 0000 EDT DLU/20120806 0848 EST
ORI IS ANY CITY PD WV 304 555-1212
IMMED CONFIRM RECORD WITH ORI

SEQUENCE NUMBER: 005

NO RECORD TYP/CPROJEC SER-OAN/MD6810122
SEQUENCE NUMBER: 010
NO RECORD NIC/A123456789
5.6 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit is not probable cause to arrest. A hit confirmed with the originating agency
may be adequate grounds to seize an article.

2. When an agency receives a record(s) in response to an NCIC inquiry and the whereabouts
of the article inquired upon is known and the article inquired upon appears to be identical
with the article described in record, the hit must be confirmed with the ORI of each
record.

3. "To confirm the hit" means to verify that the theft report is still outstanding; to verify that
the article inquired upon is identical to the article described in the record; and to obtain
information concerning return of the article to the rightful owner.

4. When an agency receives a record(s) in response to an NCIC inquiry and the whereabouts
of the article inquired upon is not known, the hit(s) should not be confirmed.

5. This system is based upon two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

7. To obtain additional information on Toxic and Hazardous Chemicals, contact the

Chemical Transportation Emergency Center (CHEMTREC) or the U.S. Department of
Transportation (DOT). Nlets maintains this information in its Hazardous Material File.
The Nlets Hazardous Materials File may be inquired using an Nlets (MQ) query.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that recovers a stolen or lost article
indexed in NCIC must place a locate message on the active article record. When an agency
receives a record or multiple records in response to an inquiry, the agency that can seize the
article(s) must contact the ORI of each record possibly identical with the article in question
to confirm the hit.

Following confirmation with the originating agency(s), a locate message must be transmitted
for each record that was hit and confirmed with the ORI of the record. Ten days after a
record is located, it is retired.
6.2 EXAMPLE OF A SINGLE ARTICLE LOCATE MESSAGE

1N01HEADER.LA.WA1230000.NIC/A000039206.OCA/1234333.19990930.9999.HIT NCIC
19990929.4..1500.400.1000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/A000039206

The above locate example contains: header (1N01HEADER), message key (LA), recovering
agency identifier (WA1230000), two record identifiers (NIC/A000039206 and
OCA/1234333), date of recovery (19990930), recovering agency case number (9999), and
benefits and effectiveness data: reason for property record removal (HIT NCIC 19990929),
number of persons apprehended (4), value of recovered property (1500), value of other
recovered property (400), and value of recovered contraband (1000).

6.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The record to be located must be identified by NIC and OCA, in that order; NIC and SER, in that
order; or NIC and OAN in that order, with each data element preceded by the proper MFC. The
OCA used as an identifier is the OCA of the agency that entered the record. This OCA is
contained in the response to the recovering agency inquiry.

6.5 LOCATE PROCEDURES

Following the two record identifiers, date of recovery and recovering agency case number are
next entered in that order and without field codes. The date of recovery (which cannot be prior to
the date of theft) must be entered or the locate message will be rejected.

6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the date of recovery and recovering agency case number, users are expected to enter
benefits and effectiveness data. The entry of benefits and effectiveness data is not MFC-
dependent. Therefore, any field not entered should be accounted for with a period. Additional
information on benefits and effectiveness data can be found in the Introduction chapter of this
manual.

6.7 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically notify
the entering agency of the placement of the locate with a $.L. administrative message. Additional
information on the $.L. message can be found in the Introduction chapter of this manual.
 SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency recovering the article is the agency that entered the record
.
2. When the agency that entered the record is officially advised that the article has been
recovered by another agency.

7.2 EXAMPLE OF A SINGLE ARTICLE CLEAR MESSAGE

1N01HEADER.CA.MD1012600.NIC/A000039206.OCA/123456789. 19990930.WA1230000.9999.HIT
NCIC 19990929.4..1500.400.1000

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/A000039206

The above clear example contains: header (1N01HEADER), message key (CA), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/A000039206 and
OCA/123456789), date of recovery (19990930), the recovering agency identifier
(WA1230000), recovering agency case number (9999), and benefits and effectiveness data:
reason for property record removal (HIT NCIC 19990929), number of persons apprehended
(4), value of recovered property (1500), value of other recovered property (400), and value of
recovered contraband (1000).

7.3 MESSAGE FIELD CODES FOR SINGLE ARTICLE CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING AGENCY OPTIONAL RRI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
RECOVERING AGENCY OPTIONAL RCA 1-20 ALPHABETIC,
CASE NUMBER NUMERIC,
SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY RECORD NUMERIC
REMOVAL
NUMBER OF PERSONS OPTIONAL NPA 1-3 NUMERIC
APPREHENDED
NUMBER OF MISSING OPTIONAL NPF 1-20 ALPHABETIC,
PERSONS FOUND NUMERIC
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by NIC and OCA, in that order; NIC and SER, in
that order; or NIC and OAN, in that order, with each data element preceded by the proper
MFC. The OCA used as an identifier is the OCA of the agency originally entering the record.

7.5 CLEAR PROCEDURES IF AN ARTICLE IS RECOVERED BY THE AGENCY

THAT ENTERED THE RECORD

If the agency that entered the record recovers the article, the date of recovery (which cannot
be prior to the date of theft) must be entered following the two record identifiers.
Additionally, benefits and effectiveness data should be included.

7.6 CLEAR PROCEDURES IF AN ARTICLE IS RECOVERED BY AN AGENCY

OTHER THAN THE ORI OF THE RECORD

If an agency other than ORI of the record recovers the article, the following procedures
should be used.
 1. If the record being cleared is in a located status (MKE/LOCATED STOLEN
ARTICLE), only the date of recovery must be entered following the two record
identifiers.

2. If the record being cleared is in an active status (MKE/STOLEN ARTICLE), the date of
recovery followed by the recovering agency identifier and the recovering agency case
number, in that order and without field codes, must be entered after the two record
identifiers. Additionally, benefits and effectiveness data should be included.

7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

Following the date of clear and recovering agency case number, users are expected to enter
benefits and effectiveness data. The entry of benefits and effectiveness data is not MFC-
dependent. Therefore, any field not entered should be accounted for with a period. Additional
information on benefits and effectiveness data can be found in the Introduction chapter of
this manual.

SECTION 8--ENTRY OF A CONSECUTIVELY SERIALIZED GROUP OF ARTICLES

8.1 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP ENTRY

1N01HEADER.EAA.MD1012600.CPROJEC.B123456700-B123456710.B HOWE.
32S..19990922.12344321...SLIDE PROJECTORS.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/A000049206 SER/B123456700-B123456710
OCA/12344321

8.2 MESSAGE FIELD CODES FOR GROUP ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE MANDATORY TYP 4-7 ALPHABETIC
SERIAL NUMBER MANDATORY SER 3-41 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
BRAND NAME MANDATORY BRA 2-6 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MODEL OPTIONAL MOD 1-9 ALPHABETIC,
NUMERIC
OWNER-APPLIED MANDATORY OAN 1-20
NUMBER
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKAGE AGENCY OPTIONAL LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
LOT NUMBER OPTIONAL LOT 1-20 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
HAZARDOUS OPTIONAL HMC 1-25 ALPHANUMERIC
MATERIALS
CONTAINER
PARTIAL LOT OPTIONAL PLI 1-1 ALPHABETIC
INDICATOR
UNITED NATIONS OPTIONAL UNN 4-4 NUMERIC
NUMBER
OPT TYPE MANDATORY OPT 2-3 ALPHABETIC
8-8 NUMERIC
(DEFAULT=OUT)

8.3 MANDATORY FIELDS FOR GROUP ENTRY

The following fields are mandatory for acceptance of a consecutively serialized group of stolen
articles in NCIC: HDR, MKE, ORI, TYP, SER-SER, BRA, OAN (must be blank), DOT, OPT,
and OCA.

The same fields are mandatory for a record of consecutively serialized group of lost articles to be
accepted. The date of loss should be used in the DOT Field.
8.4 ADDITIONAL GUIDELINES FOR GROUP ENTRY

1. The beginning and ending serial numbers of the sequence are entered with a hyphen
separating the two numbers. NCIC will accept two serial numbers containing an equal number
of characters, not exceeding 20 characters in each number, when the numbers are separated by a
hyphen and message key code EAA or ELAA is used. For numbers longer than 20 characters,
the rightmost 20 should be entered.

2. Serial numbers used in a group entry must be consecutive. Alphabetic characters may be
present as a prefix, suffix, or intermixed with the numeric characters; however, they must remain
constant throughout the sequence.

NCIC will accept group entries only when the rightmost numeric characters establish the
consecutive sequence. For example:

5387621-5387692 ABC6782-ABC680
5382961-5382968 AB67C53-AB67C68
1235BD-1274BD AB6782C-AB6808C

3. A consecutively serialized group of articles which have serial numbers with a common suffix
containing the letter O cannot be entered as a group entry because the NCIC System
automatically changes the letter O to a numeric zero causing the letter O suffix to be treated as
the rightmost numeric character. Therefore, separate entries (MKE/EA or ELA) must be
made for each number contained in such a serialized group.

4. When a group of consecutively serialized stolen or lost articles is entered, NCIC automatically
generates one NIC for the group record.

5. No more than 100 consecutively serialized articles can be entered as one group. If more
than 100 articles are to be entered, additional group entries must be made. Thus, to enter a group
of articles bearing serial numbers A526800- A526952, two separate entries would have to be
made and should be cross-referenced using the MIS Field. For example:

1N01HEADER.EAA.MD1012600.CLENS.A526800-A526899.BUSHNE.
187A..19990915.12345678...SEE SER/A526900

1N01HEADER.EAA.MD1012600.CLENS.A526900-A526952.BUSHNE.
187A..19990915.12345678...SEE SER/A562800

6. Additional information concerning the entry of the BRA, MOD, LKA, LKI, MIS, NOA, LOT,
HMC, PLI, OPT, and UNN Fields can be found in Section 2 of this chapter.
 SECTION 9--MODIFICATION OF A CONSECUTIVELY SERIALIZED GROUP
OF ARTICLES

9.1 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 consecutively serialized group of articles
record. A consecutively serialized group of articles record cannot be modified if the record is in a
located status (MKE/LOCATED STOLEN ARTICLES or MKE/LOCATED LOST
ARTICLES).

9.2 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP MODIFICATION

MESSAGE

1N01HEADER.MAA.MD1012600.NIC/A000049206.OCA/123456789.BRA/E KODA

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/A000049206

The above modification example contains: header (1N01HEADER), message key (MAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
OCA/123456789), the field being modified, and the data being changed (BRA/E KODA).

9.3 MESSAGE FIELD CODES FOR GROUP MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL CONDITIONAL SER 3-41 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
(except SER)

9.4 IDENTIFICATION OF A GROUP RECORD TO BE MODIFIED

The record to be modified must be identified by either NIC and OCA, in that order, or NIC
and SER, in that order, with each data element preceded by the proper MFC.

9.5 ADDITIONAL GUIDELINES FOR GROUP MODIFICATION

1. When serial numbers are used as an identifier for a consecutively serialized group record
modification, the lowest and highest of all serial numbers appearing in the existing group
record, including any numbers shown in a located status, must be used.

2. Except for the HDR, MKE, SER, and the blank OAN, all fields in a group article record
may be changed by a modification message (MKE/MAA or MLAA). However, if the
entire group record is in a located status, it cannot be modified.

3. Serial numbers of a consecutively serialized group record cannot be changed through use
of a modification message. Any error which relates to the serial numbers in the record
must be corrected by canceling the existing group and making a new entry.

4. Errors discovered subsequent to a group record entry which concern one or more, but not
all, of the articles in a group record, (for example, one half of a group of cameras having
a different model number than the other half), cannot be corrected with a modification
message. In such a case, it is necessary to cancel the original group entry and make
correct entries, singular or group, depending on the situation.

5. If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

SECTION 10--CANCELLATION OF A CONSECUTIVELY SERIALIZED GROUP

OF ARTICLES

10.1 WHEN TO USE A CANCELLATION MESSAGE

A cancellation message is used when the record is invalid; for example, a record is the result
of a theft report which subsequently proves to be fictitious or false. A cancellation message
must be used in place of modification message when making certain types of corrections to a
group record. Additional information can be found in Section 9 of this chapter.

Cancellation of a record is restricted to the agency that entered the record.

10.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP CANCELLATION
MESSAGES

Canceling All Articles in a Range:

1N01HEADER.XAA.MD1012600.NIC/A000049206.OCA/123456789.19990925

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/A000049206

The above cancellation example contains: header (1N01HEADER), message key (XAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
OCA/123456789), and date of cancellation (19990925).

Canceling Multiple Articles in a Range:

1N01HEADER.XAA.MD1012600.NIC/A000049206.SER/Bl23456700-Bl23456705.19990922

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/A000049206 SER/Bl23456700-Bl23456705

The above cancellation example contains: header (1N01HEADER), message key (XAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
SER/Bl23456700- Bl23456705), and date of cancellation (19990922). The SER/ represents
the articles to be canceled from the group record.

Canceling One Article in a Range:

1N01HEADER.XAA.MD1012600.NIC/A000049206.SER/B123456705-B123456705.19990922

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/A000049206 SER/B123456705-B123456705

The preceding cancellation example contains: header (1N01HEADER), message key (XAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
SER/B123456705-B123456705), and date of cancellation (19990922). The SER/ represents
a single article to be canceled from the group record.
10.3 MESSAGE FIELD CODES FOR GROUP CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-41 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

10.4 IDENTIFICATION OF A GROUP RECORD TO BE CANCELED

There are three options for canceling consecutively serialized group records:

1. Canceling all articles in a group record:

1. The group record to be canceled must have two identifiers: NIC and SER, in that
order, or NIC and OCA, in that order, preceded by the proper MFC.

2. When the SER is used, it must represent the lowest and highest serial numbers of
the consecutively numbered group of items that are in an active or located status.
When breaks in the consecutive order of the serial numbers exist, separate cancel
messages must be sent. DOC must follow the two record identifiers. DOC must
be the current date or the current date minus one.
3. It is recommended that NIC and OCA be used when the entire group record
is to be canceled. This procedure can be used even if there are breaks in the
consecutive order of the serial numbers. It cannot be used if the entire range is not
to be canceled as it will cause all records in the range to be canceled.
 2. Canceling more than one, but not all, articles in a group record:

1. The group record containing articles to be canceled must be identified by the NIC
and the SER in that order, with each data element preceded by the proper MFC.
The lowest and highest serial number of the consecutively numbered items being
canceled must be used.

2. When breaks in the consecutive order of the serial numbers exist, separate cancel
messages must be sent. DOC must follow the two record identifiers. DOC must
be the current date or the current date minus one.

3. NIC and OCA should not be used to identify the record as this will result in
cancellation of the entire group record.

3. Canceling a single article in a group:

1. The group record containing a single article to be canceled must be identified by

the NIC and SER in that order, with each data element preceded by the proper
MFC.

2. The serial number of the consecutively numbered item being canceled must be
used as the lowest and highest value. DOC must follow the two record identifiers.
DOC must be the current date or the current date minus one.

3. NIC and OCA should not be used to identify the record as this will result in
cancellation of the entire group record.

10.5 ADDITIONAL GUIDELINE FOR GROUP CANCELLATION

If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

No benefits and effectiveness data are collected for consecutively serialized group articles or
records.

If the serialized article record is associated with an image, then the image is canceled along
with the record.

SECTION 11--INQUIRY OF A CONSECUTIVELY SERIALIZED GROUP OF

ARTICLES RECORD

11.1 EXAMPLE OF AN INQUIRY WITH A GROUP RECORD RESPONSE

1. An inquiry on an article may result in a single record positive response or a group record
positive response.
 2. Only one serial number may be included in the SER of any inquiry of the Article File.
For example:

1N01HEADER.QA.WA1230000.TYP/CPROJEC.SER/B123456703

The following is a positive response for a group record in which some of the articles in
the group entered have been located, cleared, or canceled prior to the inquiry.

1L01HEADER
WA1230000

MKE/STOLEN ARTICLES
ORI/MD1012600 TYP/CPROJEC BRA/E KODA MOD/32S
DOT/19990422 OCA/123455432
MIS/SLIDE PROJECTOR
OPT/IN AS OF 20120806
NIC/A000049206 DTE/19990425 0000 EDT DLU/20120806 0259 EST
ORI IS ANY CITY PD MD 301 555-1212
SER/B123456700-B123456704

SER/B123456706-B123456710

MKE/LOCATED STOLEN ARTICLES 19990522 NB1977700 8462

SER/B123456701
MKE/LOCATED STOLEN ARTICLES 19990522 MI0999900 4232
SER/B123456703-B123456704
IMMED CONFIRM RECORD WITH ORI

The lowest and highest serial numbers of the articles originally entered in the example
record above were SER/B123456700-B123456710. Since the entry of this record, some
of the articles of the group originally entered have been located (SER/B123456701 and
SER/B123456703-B123456704) and cleared or canceled (B123456705) prior to the time
of the inquiry.

11.2 ADDITIONAL GUIDELINES FOR INTERPRETING GROUP RECORD

RESPONSE

1. Requirements for article inquiry can be found in Section 5 of this chapter.

2. An inquiry on a serial number contained in a group record (whether it is the first, last, or
a number in between) will reveal the complete group record on file.

3. The serial number follows the ORI translation line.

4. The NIC is printed after the main body of the record just above the ORI translation line.

5. Located articles of the group originally entered are identified by message key translation
LOCATED STOLEN ARTICLES, or LOCATED LOST ARTICLES, date of location,
locating agency identifier, locating agency case number, and serial number(s).

6. Cleared and canceled articles are not listed.

7. Upon receipt of a locate message which indicates all or the remaining unrecovered items
in the active group record have been located, the message key translation will be changed
 automatically. For example, STOLEN ARTICLES will change to LOCATED STOLEN
ARTICLES.

SECTION 12--LOCATE MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP

OF ARTICLES RECORD

12.1 WHEN TO USE A LOCATE

Any agency, except the agency that entered the record, that recovers any article indexed in
NCIC must place a locate message on the active article record. When an agency receives a
record or multiple records in response to an inquiry, the agency that can seize the article must
contact the ORI of each record possibly identical with the article in question to confirm the
hit. Following confirmation with the originating agency, a locate message must be
transmitted for each record on file for the articles. Once the entire group record has been
located, it cannot be modified.

12.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP LOCATE MESSAGES

Locating All Articles in a Range:

1N01HEADER.LAA.WA1230000.NIC/A000049206.OCA/123456.
19990922.4346

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/A000049206

The above locate example contains: header (1N01HEADER), message key (LAA),
recovering agency identifier (WA1230000), two record identifiers (NIC/A000049206 and
OCA/123456), date of recovery (19990922), and recovering agency case number (4346).

Locating Multiple Articles in a Range:

1N01HEADER.LAA.WA1230000.NIC/A000049206.SER/B123456707-B123456710.19990922.4346

Acknowledgment:

1L01HEADER
WA1230000
LOCATED NIC/A000049206 SER/B123456707-B123456710

The above locate example contains: header (1N01HEADER), message key (LAA),
recovering agency identifier (WA1230000), two record identifiers (NIC/A000049206 and
SER/B123456707-B123456710), date of recovery (19990922), and recovering agency case
number (4346). The SER/ represents only articles to be located from the group record.

Locating One Article in a Range:

1N01HEADER.LAA.WA1230000.NIC/A000049206.SER/B123456706-B123456706.19990922.4346
 Acknowledgment:

1L01HEADER
WA1230000
LOCATED NIC/A000049206 SER/B123456706-B123456706

The above locate example contains: header (1N01HEADER), message key (LAA),
recovering agency identifier (WA1230000), two record identifiers (NIC/A000049206 and
SER/B123456706- B123456706), date of recovery (19990922), and recovering agency case
number (4346). The SER/ represents a single article to be located from the group record.

12.3 MESSAGE FIELD CODES FOR GROUP LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-41 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

12.4 IDENTIFICATION OF A GROUP RECORD FOR LOCATE

There are three options for locating consecutively serialized group records:

1. Locating all articles in a group record:

1. The group record to be located requires two identifiers, NIC and SER, in that order,
or NIC and OCA, in that order, preceded by the proper MFC.
 2. When SER is used, it must represent the lowest and highest serial numbers of the
consecutively numbered group of recovered items. When breaks in the consecutive
order of the serial numbers exist, separate messages must be sent.

3. It is recommended that NIC and OCA be used when the entire group record is
to be located. This procedure can be used even if there are breaks in the consecutive
order of the serial numbers. The OCA used as an identifier is the OCA of the
agency that entered the record. This OCA is contained in the NCIC response to the
recovering agency inquiry.

2. Locating more than one, but not all articles in a group record:

1. The group record containing articles to be located must be identified by the NIC and
SER of the items being located, in that order, with each data element preceded by the
proper MFC.

2. The lowest and highest serial numbers of the recovered consecutively numbered
items must be used. When breaks in the consecutive order of the serial numbers exist,
separate locate messages must be sent.

3. NIC and OCA should not be used to identify the record as this will result in the
locate message applying to all articles in the group record.

3. Locating a single article in a group record:

The group record containing the article to be located must be identified by the NIC and
SER (serial number repeated as if it represented a range of numbers), in that order, with
each data element preceded by the proper MFC.

NIC and OCA should not be used to identify the record as this will result in the
locate message applying to all articles in the group record.

12.5 ADDITIONAL GUIDELINES FOR GROUP LOCATE

Following the two record identifiers, date of recovery and recovering agency case number are
entered next in that order and without field codes. The date of recovery (which cannot be
prior to the date of theft) must be entered or the locate message will be rejected.

If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

Benefits and effectiveness data are not collected for located serialized articles.
 SECTION 13--CLEAR MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP
OF ARTICLE RECORDS

13.1 WHEN TO USE A CLEAR MESSAGE

1. Clearance of a record is restricted to the agency that entered the record. A clear message
is transmitted:

1. When the agency recovering the article(s) is the agency that entered the record.

2. When the agency that entered the record is officially advised that the article(s) has
been recovered by another agency.

2. More than one clear message must be sent if the same recovery information is not
applicable to all articles being cleared in a group record. This ensures that recovery
information for each article will be accurate. If one of three stolen articles was recovered
by an agency other than the originating agency on December 4, 1999, for example, and
the other two articles were recovered by the originating agency on December 5, 1999,
two clear messages must be sent.

3. Upon receipt of a clear or cancel message which indicates all or the remaining
unrecovered items in the active group record have been accounted for, the group record
will be retired.

13.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP CLEAR MESSAGES

Clearing All Articles in a Group Record:

1N01HEADER.CAA.MD1012600.NIC/A000049206.OCA/123456.19990922.
WA1230000.4346

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/A000049206

The above clear example contains: header (1N01HEADER), message key (CAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
OCA/123456), date of clear (19990922), recovering agency identifier (WA1230000), and
recovering agency case number (4346).

Clearing Multiple Articles in a Range:

1N01HEADER.CAA.MD1012600.NIC/A000049206.SER/B123456700-
B123456705.19990922.WA1230000.4346
 Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/A000049206 SER/B123456700-B123456705

The above clear example contains: header (1N01HEADER), message key (CAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
SER/B123456700-B123456705), date of clear (19990922), recovering agency identifier
(WA1230000), and recovering agency case number (4346). The SER/ represents the article
to be cleared from the group record.

Clearing One Article in a Range:

1N01HEADER.CAA.MD1012600.NIC/A000049206.SER/B123456706-
B123456706.19990922.WA1230000.4346

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/A000049206 SER/B123456706-B123456706

The above clear example contains: header (1N01HEADER), message key (CAA),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/A000049206 and
SER/B123456706-B123456706), date of clear (19990922), recovering agency identifier
(WA1230000), and recovering agency case number (4346). The SER/ represents a single
article to be cleared from the group record.

13.3 MESSAGE FIELD CODES FOR GROUP CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-41 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

13.4 IDENTIFICATION OF A GROUP RECORD TO BE CLEARED

There are three options for clearing consecutively serialized group records:

1. Clearing all articles in a group record:

1. The group record to be cleared must have two identifiers: the NIC and SER in that
order, or the NIC and OCA, in that order, preceded by the proper MFC.

2. When the SER is used, it must represent the lowest and highest serial numbers of the
consecutively numbered group of items that are in an active or located status. When
breaks in the consecutive order of the serial numbers exist, separate clear messages
must be sent.

3. It is recommended that NIC and OCA be used when the entire group is to be
cleared. This procedure can be used even if there are breaks in the consecutive order
of the serial numbers.

2. Clearing more than one, but not all, articles in a group record:

1. The group record containing articles to be cleared must be identified by NIC and SER
in that order, with each data element preceded by the proper MFC. The lowest and
highest serial numbers of the consecutively numbered items being cleared must be
used.

2. When breaks in the consecutive order of the serial numbers exist, separate clear
messages must be sent.

3. NIC and OCA should not be used to identify the record as this will result in the
clear message applying to all articles in the group record.

3. Clearing a single article in a group record:

The group record containing the article to be cleared must be identified by NIC and
SER(serial number repeated as if it represented a range of numbers), in that order, with
each data element preceded by the proper MFC.
 NIC and OCA should not be used to identify the record as this will result in the
clear message applying to all articles in the group.

13.5 CLEAR PROCEDURES IF ARTICLES ARE RECOVERED BY THE AGENCY

THAT ENTERED THE RECORD

If the agency that entered the record recovers the articles, only the date of recovery
(which cannot be prior to the date of theft) must be entered following the two record
identifiers.

13.6 CLEAR PROCEDURES IF ARTICLES ARE RECOVERED BY AN AGENCY

OTHER THAN THE ORI OF THE RECORD

If an agency other than the ORI of the record recovers the articles, the following procedures
must be used:

1. If the record being cleared is in a located status (MKE/LOCATED STOLEN

ARTICLES), only the date of clear must be entered following the two record identifiers.

2. If the record being cleared is in an active status (MKE/STOLEN ARTICLES), the date of
clear followed by the locating agency identifier and the locating agency case number, in
that order and without field codes, must be entered after the two record identifiers.

13.7 ADDITIONAL GUIDELINE FOR GROUP CLEAR

If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

Benefits and effectiveness data are not collected for cleared serialized groups.
 NCIC Operating Manual
BOAT FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.9 IMAGE CAPABILITY
1.10 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF A STOLEN BOAT ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY
2.6 AUTOMATIC NOTIFICATION OF A RECORD ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 VALIDATION GUIDELINE FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
 4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RECORD

RESPONSES
5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 PROCEDURES FOR HANDLING A HIT
5.6 CANADIAN VEHICLE INDEX INFORMATION
5.7 BATCH INQUIRY (QBB)

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURE
6.6 ADDITIONAL GUIDELINE FOR LOCATE
6.7 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES
 SECTION 1--INTRODUCTION

1.1 DEFINITION

For NCIC purposes, 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.

1.2 CRITERIA FOR ENTRY

1. Any stolen boat which has a registration number (REG), document number (CGD),
permanently attached hull serial number (BHN), or owner-applied number (OAN) may
be entered in the file if a theft report has been made.

2. Loaned, rented, or leased boats not returned may be entered by an authorized agency if an
official police theft report is made or a filed complaint results in the issuance of a warrant
charging embezzlement, theft, etc.

3. Agencies must have a theft report (electronic or hard copy) on file to support a boat
entry. Only the agency holding the theft report and having primary jurisdiction over the
place of actual theft may make an NCIC entry. The only exception is that any criminal
justice agency or regional dispatch center may act as holder of the record for another
agency which has no telecommunications equipment. When such an entry is made, the
agency holding the record may place its own ORI in the ORI Field only when there is a
written agreement between the two agencies which delineates the legal responsibility of
the record. Additional information concerning these responsibilities can be found in the
Introduction of this manual.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EB STOLEN BOAT
Modify MB
Cancel XB
Inquiry QB
ZB
QBB
Locate LB LOCATED BOAT
Clear CB

1. If the boat should be held for latent fingerprint examination, -P should be entered as part
of the EB message key code; for example, EB-P translates as STOLEN BOAT - HOLD
FOR LATENTS.

2. If occupants are known to be armed, -A should be entered; for example, EB-A translates
as STOLEN BOAT - OCCUPANT(S) ARMED.
 3. If a combination of the above two conditions exists, -F should be entered; for example,
EB-F translates as STOLEN BOAT - OCCUPANTS(S) ARMED/HOLD FOR
LATENTS.

1.4 RECORD RETENTION PERIOD

1. If a record remains on file 90 days and it does not contain a BHN, CGD, or OAN, the
record is retired.

2. Stolen boat records which contain a BHN, CGD, or an OAN are retained in file for the
balance of the year entered plus 4 years. Following this retention period, the records in
the Boat File are retired.

1.5 AUTOMATIC RETIREMENT

Ten days after a record is located, it is retired.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

BCO Color Must be a valid color code as listed in Boat Data Codes,
NCIC Code Manual. If two color codes are used, they
must be separated with a slash (/).
BHN Hull Serial Number Single zero only, run of zeros only, single alphabetic
only, or run of alphabetics indicating that the hull serial
is not known cannot be used. Cannot be identical to the
OAN. If the BYR is 1985 or later and MISC is not
entered in the BMA, the BHN must be at least 12
characters. If it is a nonconforming BHN, the BMA
should be MISC.
BLE Overall Length Must be two numerics characters representing feet, not
inches.
BMA Make
If the generic code is used, the MIS Field must include
the manufacturer's full name. If the generic code is
used, positions 5 through 24 must include the
manufacturer's full name. The generic code MISC
should be used if the BHN is nonconforming.

BMO Model Name Free text.

BNM Boat Name Free text.
BRA Brand Name Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual, or the generic code
PART.
BTY Type Must be a valid NCIC-assigned code as listed in the
Boat Data Codes, NCIC Code Manual.
BYR Boat Model Year Represents the production (model) year during which
the boat was manufactured. Year cannot be more than 1
year beyond the current model year. When the entry has
a model year between 1972 and 1984 and positions 9-12
of the BHN contain numeric characters, the last two
characters of the BYR field will match the characters in
positions 11-12 of the BHN; or if the BHN has the
alphabetic character "M" in position 9, the last two
characters of the BYR must match the same characters
in positions 10-11 of the BHN. For entries of model
year 1985 or later and the BHN entry of 12 or more
characters, the last two characters of the BYR must be
the same as positions 11-12 of the BHN.
CAT Category Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
CDE Canadian Date of Must be valid Gregorian date (YYYYMMDD)
Entry Canadian Vehicle Index records only.
CGD Coast Guard Single zero only or run of zeros only indicating that the
Document Number document number is not known, cannot be used. Cannot
be identical to REG.
DCL Date of Clear Must be valid Gregorian date (YYYYMMDD). Must be
equal to or less than current date.
DOC Date of Cancellation Must be valid Gregorian date (YYYYMMDD). Must be
equal to current date or current date minus one.
DOR Date of Recovery Must be valid Gregorian date (YYYYMMDD). Must be
equal to or less than current date.
DOT Date of Theft Must be valid Gregorian date (YYYYMMDD). The
date of theft cannot be greater than the current date.
EPD Engine Power or Must be a valid NCIC-assigned code as listed in Boat
Displacement Data Codes, NCIC Code Manual. May be one to four
numerics followed by one alphabetic. The alphabetic
must be C, H, I, L, or P. This field can only be filled if
the CAT is EN or OB.
HPT Home Port Free text.
HSP Hull Shape Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
HUL Outer Hull Must be a valid NCIC-assigned code as listed in
Material Boat Data Codes, NCIC Code Manual.
A self-checking number consisting of an alphabetic
character (I in the Image file) followed by nine numeric
IMN Image NCIC Number characters automatically assigned by NCIC to each
accepted record. Must have valid check-digits when
used to identify a record in a subsequent message.
Must be a B representing a generic boat when
IMT Image Type associating a boat record to an image. May be B or I
when deleting an association to an image.
IND Image Indicator Must be Y or N.
LIC License Plate Number Must not be the characters UNK, UNKN, or
UNKNOWN. If the license plate number exceeds eight
characters, only the last eight characters should be
entered in the LIC Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in State
and Country Data Codes, NCIC Code Manual.
LIT License Plate Type Must be TL.
LIY License Plate Year of Must be a valid four-character year (YYYY) or the
Expiration alphabetics NX to represent a nonexpiring registration.
Must not contain a single zero only, a run of zeros only,
a single alphabetic only, or the word NONE. The first
seven characters of the LKA cannot equal the first seven
LKA Linkage Case Number characters of the LKI. The only valid special character
is the hyphen. The LKA must be valid for the LKI.
(There must be an ORI and matching OCA in the
System).
LKI Linkage Agency Must be a valid NCIC-assigned ORI.
MIS Miscellaneous If the BMA is MISC, the MIS Field must be used for
entering the actual BMA
MKE Message Key Must be a valid message key.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (B in the Boat File) followed by nine numeric
characters automatically assigned by NCIC to each
accepted record. Must have valid check digits when
used to identify record in a subsequent transaction.
Notify Originating Must be Y or N. NCIC will default to N if field is left
NOA
Agency blank.
Count of persons arrested as a result of locating stolen
Number of Persons boat. Can be entered only if RPP is entered. Must be
NPA
Apprehended blank or 0 if RPP is OTHER MEANS or
PREVIOUSLY LOCATED.
First three characters must be numeric. Fourth character
must be J for juvenile or O for other missing person.
Number of Missing Fifth character must be I or N for indexed or not
NPF
Persons Found indexed in NCIC. Can be entered only if RPP is entered.
Must be blank or 0 if RPP is OTHER MEANS or
PREVIOUSLY LOCATED.
OAN Owner-Applied Single zero only, run of zeros only, single alphabetic
Number only, or run of alphabetics only cannot be used. Cannot
be identical to the BHN.
OCA Originating Agency Must not contain a single zero only, a run of zeros only,
Case Number a single alphabetic only, the word NONE, or the first
seven characters of the ORI Field. The only valid
special character is the hyphen.
ORI Originating Agency Must be a valid NCIC-assigned ORI. In a supplemental
Identifier or boat add-on record entry, must be same as the ORI in
the base record.
PRO Propulsion Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
RCA Recovering Agency Must not contain a single zero only, a run of zeros only,
Case Number the word NONE, or a single alphabetic only. The first
seven characters of the RCA cannot equal the first seven
characters of the RRI. The only valid special character
is the hyphen.
Single zero only, run of zeros only, single alphabetic
only, or run of alphabetics only, indicating that the
registration number is not known, cannot be used.
REG Registration Number Cannot be identical to CGD. For entries coded with
"US" in RES Field, REG must be "DO" with six
numeric characters or "D" with seven numeric
characters.
Must be a valid NCIC-assigned code as listed in State
RES Registration State
and Country Codes, NCIC Code Manual.
 Must be a valid four-character year (YYYY) or the
REY Registration Year
alphabetics NX to represent a nonexpiring registration.
Reason for Property Must be a valid NCIC-assigned code as listed in the
RPP
Record Removal Introduction chapter of this manual.
Recovering Agency
RRI Must be a valid NCIC-assigned ORI.
Identifier
RSH Related Search Hit Must be Y or N.
Single zero only, run of zeros only, single alphabetic
SER Serial Number
only, or run of alphabetics only cannot be used.

Must be a valid NCIC-assigned code as listed in

VCO Vehicle Color Vehicular Data Codes, NCIC Code Manual. If two color
codes are used, they must be separated by a slash (/).
Single zero only, run of zeros only, single alphabetic
only, all alphabetics only, or spaces cannot be used. If
state-assigned or nonconforming 17-character VIN,
Vehicle Identification SVIN must be entered as the first four characters in the
VIN
Number MIS Field. If the vehicle identification number exceeds
20 characters, only the last 20 characters should be
entered in the VIN Field. The full VIN must then be
shown in the MIS Field. Cannot be identical to OAN.
VLN Name of Validator Any valid characters representing validator.
Must be a valid NCIC-assigned code as listed in
VMA Vehicle Make
Vehicular Data Codes, NCIC Code Manual.
VMO Vehicle Model Must be TL.
Fair market value (in whole dollars) of the recovered
Value of Recovered stolen boat identified in the record. Can be entered only
VNP
Property if RPP is entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY RECOVERED.
Fair market value (in whole dollars) of property
recovered as a result of locating the stolen boat
Value of Other
VOR identified in the record. Can be entered only if RPP is
Recovered Property
entered. Must be blank or 0 if RPP is OTHER MEANS
or PREVIOUSLY RECOVERED.
Fair market value (in whole dollars) of any contraband
recovered as a result of locating stolen boat which is
Value of Recovered
VRC identified in the record. Can be entered only if RPP is
Contraband
entered. Must be blank or 0 if RPP is OTHER MEANS
or PREVIOUSLY RECOVERED.
VST Vehicle Style Must be BT.
 Must represent the production (model) year during
VYR Vehicle Year which the vehicle was manufactured (YYYY). Year
cannot be more than one year beyond the current year.

1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS

The following criteria have been established for rejecting duplicate records:

1. If the BHN, BMA, and ORI Fields; the REG, RES, REY, and ORI Fields; or the OAN,
BMA, OCA, and ORI Fields of a stolen boat entry message are the same as those field
codes of a record already on file, the second entry will be rejected with the message
REJECT ON FILE.

2. If the CGD and ORI Fields of a boat record message are identical to the REG and ORI
Fields or CGD and ORI Fields of a stolen boat record already on file, the second entry
will be rejected with the message REJECT ON FILE.

3. If the REG and ORI Fields of a boat record message are identical to the CGD and ORI
Fields or REG and ORI Fields of a stolen boat record already on file, the second entry
will be rejected with the message REJECT ON FILE.

4. Whenever the message REJECT ON FILE is received, the record on file will also be
transmitted.

5. A duplicate record will be accepted if the ORI in the second entry is different. In this
case, the first entry will be furnished as a response to the second entry.

1.9 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.10 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF A STOLEN BOAT ENTRY

1N01HEADER.EB.MD1012600.MD1234ZZ.MD.2005.WD.LBC035380880.OB.1980.LBC.RUN.17.RED.199
90901.234443333...BOAT HAS PICTURE OF MERMAID ON BOTH SIDES.Y.123456789...ANNAPOLIS
MD.SV.CRUISER V.LADY LUCK.B123456789.B
 Acknowledgment:

1L01HEADER
MD1012600
NIC/B000032685 REG/MD1234ZZ
OCA/234443333

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9- 9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
REGISTRATION CONDITIONAL REG 1- 8 ALPHABETIC,
NUMBER SET NUMERIC
REGISTRATION SET RES 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
REGISTRATION SET REY ALPHABETIC,
YEAR OF 4-4 NUMERIC
EXPIRATION
OUTER HULL OPTIONAL HUL 2-2 CODE AS
MATERIAL DEFINED IN
NCIC CODE
MANUAL
BOAT HULL CONDITIONAL BHN 1-20 ALPHABETIC,
SERIAL NUMBER NUMERIC
PROPULSION OPTIONAL PRO 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
BOAT MODEL MANDATORY BYR 4-4 NUMERIC
YEAR
BOAT MAKE MANDATORY BMA CODE AS
3-24 DEFINED IN
NCIC CODE
MANUAL
BOAT TYPE OPTIONAL BTY 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OVERALL BOAT OPTIONAL BLE 2-2 NUMERIC
LENGTH
BOAT COLOR OPTIONAL BCO 3-3 CODE AS
7- 7 DEFINED IN
NCIC CODE
MANUAL
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING 1- 9 ALPHABETIC,
AGENCY CASE 1-20 NUMERIC,
NUMBER MANDATORY OCA SPECIAL
CHARACTERS
LINKAGE OPTIONAL LKI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS ALPHABETIC,
1-200 NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
OWNER-APPLIED CONDITIONAL OAN 1- 20 ALPHABETIC,
NUMBER NUMERIC
VEHICLE CONDITIONAL VOD 1-1 ALPHABETIC
OWNERSHIP
DATE**
COAST GUARD CONDITIONAL CGD 1-8 ALPHABETIC,
DOCUMENT NUMERIC
NUMBER
HOME PORT OPTIONAL HPT 1-20 ALPHABETIC,
NUMERIC
HULL SHAPE OPTIONAL HSP 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
MODEL NAME OPTIONAL BMO 1-20 ALPHABETIC,
NUMERIC
BOAT NAME OPTIONAL BNM 1-20 ALPHABETIC,
NUMERIC
IMAGE NCIC OPTIONAL SET IMN 10-10 ALPHABETIC,
NUMBER NUMERIC
IMAGE TYPE SET IMT 1-1 ALPHABETIC

**Field must not contain data but must be included in record format.

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory to enable a stolen boat entry to be accepted into NCIC:
HDR, MKE, ORI, REG with RES and REY or BHN, or OAN, BYR, BMA, DOT, and OCA.
The entry will be rejected if one of the mandatory fields is left unfilled.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The agency entering the record must account for all fields in the Boat File record. All
available data must be entered when the original entry is made. Of particular importance
is the registration number which should be available for all boats except some new boats
stolen from a dealer's/manufacturer's lot. Missing data obtained at a later time should be
promptly added through the use of a modify message (MKE/MB).

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. An agency entering a record for a boat registered in another state should advise the CTA
in the state of registry about such an entry by separate communication.

4. In instances in which a boat, trailer, and any accessories have been stolen, a record(s)
should be entered by the following method:

1. The agency entering the records should make separate entries in the appropriate files
for the stolen boat and any accessories taken with it; that is, the boat must be entered
in the Boat File (MKE/EB), its outboard motor must be entered in the Vehicle/Boat
Part File (MKE/EP), and the boat trailer must be entered in the Vehicle File
(MKE/EV).

1. If an item(s) associated with the stolen boat is entered in another NCIC file(s),
each separate entry should be cross-referenced to the other(s) by entering the NIC
of the other related record(s) in the MIS Field of each entry.

2. CGD, HPT, HSP, BMO, and BNM are entered via the ENTRY message (EB) in
NCIC format (HDR\1N01).
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

1. BOAT COLOR (BCO)

Where a boat is one color, the appropriate three-character alphabetic code listed in the
NCIC Code Manual, Boat Data Codes, must be entered. For example:

BCO/BRO.

When a boat of two colors is described, the code for the dominant color of the boat's hull
above the waterline should be entered first followed by the code for the next most
prevalent color, and the fourth character must be a slash (/). For example:

BCO/WHI/BLK.

2. BOAT HULL SERIAL NUMBER (BHN)

The Code of Federal Regulations, Title 33, Section 181, requires that hull identification
numbers affixed to boats manufactured as of August 1973 must consist of 12 characters.
A manufacturer may display additional characters after the required 12; however, they
must be separated by a hyphen.

The complete hull number, including any alphabetic character(s), must be entered in the
BHN Field. Any spaces, hyphens, or special characters which may appear as part of the
hull number should be omitted from the BHN Field. If the hull number exceeds 20
characters, the first 20 characters must be entered in the BHN Field. The complete BHN
must be entered in the MIS Field. For example:

BHN: STM8528EM79B-34576YF

1. The first three characters are the identification assigned to the manufacturer: positions
one and two are alphabetic, position three is alphabetic or the numerics 1 or 2.

2. Characters four through eight are assigned by the manufacturer and are either
alphabetic or numeric except for the alphabetic characters I, O, and Q.

3. Characters nine through twelve indicate the date of certification or date of

manufacture. The characters are either:

1. All numerics with positions nine and ten indicating the month and positions
eleven and twelve indicating the year; or

2. The ninth character is the alphabetic M, the tenth and eleventh characters are
numerics indicating the model year, and the twelfth character is an alphabetic
indicating the month of the model year. August is designated by the alphabetic A,
 September by B, October by C, etc.; or

3. Characters nine and ten indicate month and year of the date of certification or date
of manufacture. Character nine is an alphabetic: the first month of the year,
January, is A and the last month of the year, December, is L. Character ten is the
last digit of the year of certification or manufacture, such as 2 for 1992 or 4 for
1994. Characters eleven and twelve are the model year, such as 94 for 1994 or 95
for 1995.

The NCIC System will accept records with nonconforming BHNs; the following
caveat will be included in the entry acknowledgement:

**VERIFY BHN/12M8528EM79B;
IT DOES NOT CONFORM TO BHN STANDARDS FOR 1973 AND LATER BOATS AS OUTLINED
IN THE NCIC OPERATING MANUAL.

3. BOAT MAKE (BMA)

Boat make codes are listed in Boat Data Codes, NCIC Code Manual. If the
manufacturer's name is not known, the MIS Field should be used to describe the boat and
any information which can lead to the determination of the manufacturer's name.

4. BOAT MODEL YEAR (BYR)

The BYR Field must contain the model year during which the boat was manufactured.
The BYR may be obtained from the BHN. The BHN will be 12 or more characters when
the model year is 1985 or later unless MISC is entered in the BMA Field.

5. BOAT NAME (BNM)

The complete boat name, if available, including any numeric characters should be entered
in the BNM Field.

6. BOAT TYPE (BTY)

The appropriate code as listed in Boat Data Codes, NCIC Code Manual, must be entered.

7. COAST GUARD DOCUMENT NUMBER (CGD)

1. Commercial vessels and certain motor yachts over five tons are documented as
vessels of U.S. registration under navigation laws administered by the U.S. Coast
Guard. An official identifying number is assigned to the vessel, and a valid marine
document reflecting the assigned number is issued. This unique number (commonly
referred to as a document number) is permanently marked on the main beam of the
documented vessel in addition to appearing on the official marine document issued to
the owner of the vessel.
 2. If the document number is the only numeric identifier, it must be entered in the REG
Field of the base boat record.

3. The CGD Field has been expanded to eight characters to provide extended capability
to provide for future Coast Guard needs. A document number can be eight numbers
or less; however, all characters of a document number will be numeric.

8. HOME PORT (HPT)

The home port of the boat should be entered in free form text. The name of the home port
will be located at the back end of the boat.

9. HULL SHAPE (HSP)

The appropriate two-character code as listed in Boat Data Codes, NCIC Code Manual,
should be entered.

10. MISCELLANEOUS (MIS)

1. If the BMA is MISC, the MIS Field must contain the complete identity of the boat
manufacturer.

2. Serialized home-built boats (except those built from boat kits) should be identified by
entering the words HOME BUILT. The words KIT BUILT should be entered to
identify boats constructed from a kit where the manufacturer's identity is not
displayed on the boat. For example:

HOME BUILT-NAME VALERIE ON TRANSOM

KIT BUILT-NAME BLACK RAT ON STERN

3. Additional descriptive information may be entered in the MIS Field. This data should
be entered in easily, readable abbreviated language. The field length is 200
characters.

1. Number of hulls. For example:

CATAMARAN
TRIMARAN

2. Number of person boat sleeps. For example:

SLEEPS – 3; BERTHS

3. Color of trim, cabin, deck, interior, cockpit cover, etc. For example:
 BRO DECK RED CANVAS COCKPIT COVER

11. Number of sails, color of mainsail with lettering or design appearing thereon. For
example:

2/SAILS, MAINSAIL YEL

CRAB AND US 491 ON MAINSAILMODEL NAME (BMO)

The boat model may appear anywhere on the boat but generally appears on either of the
sides. The model name including any numeric characters should be entered.

12. OUTER HULL MATERIAL (HUL)

The code best describing the material of which the boat's outer hull is made must be
placed in the HUL Field. Codes are listed in Boat Data Codes, NCIC Code Manual.

13. OVERALL BOAT LENGTH (BLE)

Generally, overall length is measured in a straight line from the foremost part of the bow
(front) to the aftermost part of the stern (back). The overall length must be expressed in
feet and then entered. (Fractions of a foot should be rounded off to the nearest foot.) For
example:

12 for 144 inches 16 for 16 ft. 3 in.

19 for 18 ft. 9 in. 08 for 8 ft.

14. OWNER-APPLIED NUMBER (OAN)

The OAN Field should contain one of the following:

1. An identification number assigned by the owner of the property in connection with a

theft prevention program.

2. A state assigned BHN. The OAN cannot be the same as the BHN.

15. PROPULSION (PRO)

The appropriate code as listed in Boat Data Codes, NCIC Code Manual, must be entered.

16. REGISTRATION NUMBER (REG)

A REG should be available for all boats except those stolen prior to their registration. The
REG is to be entered omitting spaces, hyphens, and symbols. All letters and numerals
which are part of the REG must be included. Partial numbers are not to be entered. If the
 REG is entered, the RES and the REY must be filled. The message will be rejected if the
REG field and CGD field are the same.

1. Registration Number for Domestic Boats

1. After an application for registration of a boat with a state or the United States
Coast Guard has been approved, the applicant is issued a Certificate of Number (a
registration certificate authorizing the boat's use primarily for pleasure) setting
forth the identification number assigned to the boat. The applicant is required to
display this number (commonly called the boat registration number) on each side
of the bow of the vessel. REG will be no more than eight characters; however, it
may be less.

2. The Code of Federal Regulations, Title 33, Section 174.23 sets out the
requirements for boat registration numbers. Each REG must consist of two capital
letters denoting the state of the issuing authority. These two alphabetics should be
followed by not more than four numerics and two alphabetics or not more than
three numerics and three alphabetics. For example:

REG: NH 1234 BD or NH 356 EFG

1. The two-character alphabetic code denoting the issuing state conforms to

those alphabetics set out by the aforementioned regulations.

2. The message will be rejected if the REG and CGD Fields are the same.

17. REGISTRATION STATE (RES)

The appropriate code for the state, province, etc., which issued the registration/
documentation certificate must be entered. If the REG is a document number, the country
of issue, e.g., US for the United States must be identified. The appropriate codes can be
found in State and Country Codes, NCIC Code Manual.

18. REGISTRATION YEAR (REY) OF EXPIRATION

The highest year in which the boat's registration or documentation certificate is valid
must be entered in the REY Field. If the REG is a document number, the REY must
contain NX for nonexpiring.

19. 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).
 20. IMAGE DATA (IMN and IMT)

A boat can be entered with an Image NCIC Number (IMN) and Image Type (IMT)
corresponding to a generic image on file. The user can query the image file to determine
if a generic image with the same BMA, BTY, BLE, and BYR is stored in the system. The
IMN and IMT returned in the response are then entered with the message.

The IMN must begin with an I and the IMT must be B. If the IMT is not B, a REJECT -
FIELD ERROR message will be transmitted. NCIC will verify the generic image is an
active record on the system by inquiring with the IMN. If the image is not found or the
image is not stored as a generic type, the message will be rejected.

21. LINKAGE DATA (LKA and LKI)

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. In the entry message the LKI and LKA Fields immediately follow
the OCA Field entry. The message will be rejected if the first seven characters of the
LKA are the same as the first seven characters of the LKI.

22. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the boat is known, Y should be
entered into the NOA Field. If the NOA is left blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

2.6 AUTOMATIC NOTIFICATION OF A RECORD ENTRY

When an agency enters, clears, cancels, modifies, or locates, or the system purges a
stolen boat record, NCIC will automatically notify the NICB and the U.S. Coast Guard
through separate $.8. administrative messages. If a boat record has registration data, a
$.8. Out-of-State notification will be sent automatically as necessary. Additional
information on $.8. administrative messages can be found in the Introduction chapter of
this manual.
 SECTION 3--MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

1. 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 an active boat record. A boat record cannot be modified if the record
is in a located status (MKE/LOCATED BOAT).

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MB.MD1012600.NIC/B000032685.OCA/A222.REG/MD1235ZZ

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/B000032685

The above modification example contains: header, (1N01HEADER),

message key (MB), Originating Agency Identifier (MD1012600), two
record identifiers (NIC/B000032685 and OCA/A222), the field being
modified, and the modification (REG/MD1235ZZ).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
BOAT HULL CONDITIONAL BHN 1-20 ALPHABETIC,
NUMBER NUMERIC
REGISTRATION CONDITIONAL REG 1-8 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA ALPHABETIC,
AGENCY CASE 1-20 NUMERIC,
NUMBER SPECIAL
CHARACTERS
 NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The modify transaction must contain two record identifiers. The first identifier must be one of
the following: NIC, BHN, or REG. The second identifier must always be the OCA. Each
identifier must be preceded by its MFC.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

1. If a modify transaction includes a BHN that does not conform to the BHN
standards, the following caveat is included in the modify acknowledgement:

**VERIFY BHN/12M8528EM79B;
IT DOES NOT CONFORM TO BHN STANDARDS FOR 1973 AND LATER BOATS AS OUTLINED IN THE NCIC
OPERATING MANUAL.

2. For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a boat record to indicate that the record has been validated. When data are entered
into the VLN Field, the NCIC stores the current date in the Date of Last Validation Field of
the record. If the user attempts to delete or modify the VLN Field to all blanks, the message
will be rejected. The acknowledgment for the modify message containing VLN Field data
will indicate the record has been validated. Each CSA can determine the specific data to be
included in the VLN Field for the validation of the record. For example:

1N01HEADER.MB.MD1012600.NIC/B000032685.OCA/2501.
VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/B000032685

SECTION 4--CANCELLATION

4.1 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; for example, a record is found to
be the result of a fictitious or false theft report.
 Any trailer or boat part not recovered with the boat must be entered into the Vehicle or
Vehicle/Boat Part File.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XB.MD1012600.NIC/B000032685.OCA/A222.19991205.NOT STOLEN

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/B000032685

The above cancellation example contains: header (1N01HEADER), message key (XB),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/B000032685 and
OCA/A222), date of cancellation (19991205), and reason for property record removal (NOT
STOLEN).

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
BOAT HULL CONDITIONAL BHN 1-20 ALPHABETIC,
SERIAL NUMERIC
NUMBER
REGISTRATION CONDITIONAL REG 1-20 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
 REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The cancel transaction must contain two record identifiers. The first identifier must be one of the
following: NIC, BHN, or REG. The second identifier must always be the OCA. Each identifier
must be preceded by its MFC. Date of Cancellation (DOC) must follow the two record
identifiers. DOC must be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

When canceling a record, the user is expected to enter the Reason for Property Record Removal
(RPP). The RPP Field is entered directly after the DOC Field. For a cancel, the RPP value will
be either CASE DROPPED or NOT STOLEN.

SECTION 5--INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RECORD

RESPONSES

1N01HEADER.QB.WA1230000.REG/MD1235ZZ.BHN/LBC123450874

Negative Response:

1L01HEADER
WA1230000
NO RECORD REG/MD1235ZZ BHN/LBC123450874

Positive Response:

1L01HEADER
WA1230000

MKE/STOLEN BOAT
ORI/MD1012600 REG/MD1235ZZ RES/MD REY/1999 HUL/WD
BHN/LBC123450874 BYR/1974 PRO/OB BMA/WEL BTY/RUN BLE/17
BCO/RED DOT/19981105
OCA/A222
MIS/BLUE STRIPING
NIC/B000032685 DTE/19981110 0000 EST DLU/19981215 0000 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI
 The above inquiry example contains: header (1N01HEADER), message key (QB), inquiring
agency identifier (WA1230000), registration number (REG/MD1235ZZ), and the hull serial
number (BHN/ LBC123450874).

If an inquiry transaction includes a BHN that does not conform to the BHN standards, the
following caveat is included in the response:

**VERIFY BHN/12M8528EM79B;
IT DOES NOT CONFORM TO BHN STANDARDS FOR 1973 AND LATER BOATS AS OUTLINED
IN THE NCIC OPERATING MANUAL.

5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
REGISTRATION CONDITIONAL REG 1-8 ALPHABETIC,
NUMBER NUMERIC
BOAT HULL CONDITIONAL BHN 1 -20 ALPHABETIC,
SERIAL NUMERIC
NUMBER
VEHICLE MAKE SET VMA 2-24 CODE AS DEFINED
IN NCIC CODE
MANUAL
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR
RELATED OPTIONAL RSH 1-1 ALPHABETIC
SEARCH HIT

5.3 REQUIREMENTS FOR INQUIRY

1. Inquiries can be made by using the REG and/or BHN. Complete registration number should
be used although it may exceed eight characters. NCIC will search the first eight characters.
The complete hull serial number should be used if it does not exceed 20 characters. If the hull
serial number exceeds 20 characters, the first 20 should be used. NCIC will search the first
eight characters. The state of registration cannot be used in an inquiry.
 2. Inquiries of the Boat File and any add-on records may also be made using the OAN, LIC,
VIN, CGD, and/or SER. An inquiry containing a REG, LIC, or CGD should be identified by
the MFC/REG. An inquiry containing a BHN, OAN, VIN, and/or SER should be identified
by the MFC/BHN.

3. Up to three numbers may be included in an inquiry after the MFC/BHN; however, the
numbers must be separated by a comma and may not contain any spaces.

For example:

1N01HEADER.QB.MD1012600.REG/MD1234ZZ.BHN/LBC035380874,MD9347625,8967341

4. Inquiries may be made using the NIC only, if available.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. When a record(s) is received in response to an inquiry, it is essential to match all identifying

data in the System with the boat in question before taking further action.

2. A QB or ZB inquiry using REG as an identifier will search the following: REG of Boat File
(EB) records, CGD of Boat File (EB) records, LIC of base Vehicle File (EV) records with
VMO/TL and VST/BT, and REG of National Sex Offender Registry records.

3. A QB or ZB inquiry using BHN as an identifier will search the following: BHN and OAN of
Boat File (EB) records, Vehicle/Boat File (EP) records, VIN and OAN of base Vehicle File
(EV) records with VMO/TL and VST/BT, and BHN of National Sex Offender Registry
records.

4. If the positive response (hit) includes information in the MIS Field indicating boat trailer
and/or boat motor was stolen along with the boat, the Vehicle and Vehicle/Boat Part Files
should be queried using the identifiers cross-referenced in the stolen boat record to ascertain
if the trailer and/or motor in question is still in an active stolen status.

5. An inquiry using only registration data can provide a secondary hit response from other
NCIC files when the primary hit contains a BHN. When this happens, another computer
search is automatically generated on the BHN contained in the record response. The
automatic second search may retrieve a record from the Boat, Vehicle, Vehicle/Boat Part
Files, or the National Sex Offender Registry if there is a match, regardless of the REG data
used in the original inquiry.

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.
6. If a hit response contains expired registration information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED REGISTRATION

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

7. A QXS inquiry containing BHN or REG will retrieve a Boat File record with matching boat
data.

8. IMAGE INDICATOR (IND)

Inquiries may also contain an Image Indicator (IND). If the image indicator is Y, image data
related to each primary hit response will be returned.

1N01HEADER.QB.WA1230000.REG/MD1235ZZ.IND/Y

The following would be returned after the immediate confirm caveat for a generic boat
image:

IMR/BBTY:RUN BLE:17
BYR:1997 BMA:WEL
IMN:I000001233 GENERIC BOAT
MIS:PHOTO PROVIDED BY MANUFACTURER

00256
<image>.

The Image Response (IMR) is composed of the following data: the Image Type (B for
generic image) and standard boat MFCs (BTY, BLE, BYR, and BMA). The Image NCIC
Number (IMN) is next followed by the image description (GENERIC BOAT). Following is
the Image MIS Field, then image size in bytes (00256), and, last, the <image> would be
replaced with the actual image.

The following would be returned after the immediate confirm caveat for an identifying boat
image:

IMR/IBHN:LBC035380874 REG:MD1235ZZ
BYR:1997 BMA:WEL
NIC:B000032685 IMN:I000431222
MIS:PHOTO OF STERN SHOWING NAME

00512
<image>.

The Image Response (IMR) is composed of the following data: IMT (I for identifying image)
and standard boat MFCs (BHN, REG, BYR, and BMA). The NIC of the base record is next
followed by the IMN. Following the IMN is the Image MIS Field, then image size in bytes
(00512), and, last, the <image> would be replaced with the actual image.
9. RELATED SEARCH HIT (RSH)

Inquiries may also contain a Related Search Hit (RSH) Field. If the RSH is Y, secondary hit
responses will be returned for all linked records. The NCIC System links records when: 1)
ORI/OCA matches the primary hit response and the dates of entry for those records are
within 30 days of each other and 2) the LKI/LKA are the same as ORI/OCA contained in the
primary hit response.

5.5 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit may not be probable cause to arrest. A hit confirmed with the originating
agency may be adequate grounds to recover a boat.

2. When an agency receives a record(s) in response to an NCIC inquiry and the whereabouts
of the boat inquired upon is known and the boat inquired upon appears to be identical
with one or more of the records, the agency that can seize the boat must contact the ORI
of each record possibly identical with the boat in question to confirm the hit(s) prior to
seizing the boat.

3. When an agency receives a record(s) in response to an NCIC inquiry and the whereabouts
of the boat inquired upon is not known, the hit(s) should not be confirmed. However, if
the code NOAH (Notify ORI of All Hits) is in the MIS Field of a record, the ORI of the
record should be contacted and furnished details concerning the inquiry.

4. "To confirm the hit" means to verify that the theft report is still outstanding and the boat
inquired upon is identical with the boat described in the record and to obtain information
concerning return of the stolen boat to its rightful owner.

5. The hit confirmation system is based on two levels of priority: urgent and routine, with a
different response time governing each level. Hit confirmation procedures are detailed in
the Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

5.6 CANADIAN VEHICLE INDEX INFORMATION

1. NCIC maintains an interface with the Canadian Police Information Centre (CPIC) that
allows searchable identifiers in CPIC records to be transmitted to NCIC for storage and
access, creating the Canadian Vehicle Index (CVI). The CVI contains stolen boat, part,
vehicle, and license plate records, including U.S. registered vehicles and boats stolen in
Canada. Based on the CVI response, the inquiring agency should perform an NLETS
 transaction to obtain current record information in CPIC, then perform any required hit
confirmation. Canadian agency names, addresses, and telephone numbers may be
obtained through a QO inquiry.

2. When a U.S. user queries NCIC and the query hits on a CPIC record, the user will receive
the following message as a hit response:

Positive Response:

YOUR TRANSACTION IS A POSSIBLE MATCH WITH AN INDEX RECORD FOR A

STOLEN BOAT IN CANADA
WITH THE FOLLOWING IDENTIFIERS: ORI/AB1012600 BHN/LBC0353808874.
ADDITIONAL INFORMATION MAY BE OBTAINED VIA NLETS
USING A CBQ TRANSACTION.
INTERNATIONAL USERS CONTACT INTERPOL OTTAWA.

5.7 BATCH INQUIRY (QBB)

1. The NCIC batch inquiry allows users to create a file of individual QB/ZB inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the
inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to
each response, SEQUENCE NUMBER: <SEQ> will be returned to identify those
responses that follow as coming from the inquiry with that sequence number. For
example:

1N01HEADER.QBB.MD1014300.001.BHN/LBC123450874&002.REG/MD1235ZZ.&005.BHN/SUN3210
4500012561.&010.NIC/B123456789

Acknowledgment:

1L01HEADER
MD1014300
BATCH INQUIRY RECEIVED

2. The sequence numbers, as shown in the example, do not have to be sequential (001, 002,
005, 010), but they have to be unique. The HDR, ORI, MKE, and SEQ are entered
without the MFC. The identifiers available in the QB/ZB inquiry are available for use in
the QBB message, including the IND and the RSH indicators, and are preceded by the
proper MFC.

3. There is a limit of 1,800 characters for a batch inquiry, including the header and all
control characters.

4. The results of the batch inquiry are transmitted via a file to be retrieved by the user. The
maximum number of inquiry batched records is 2,000. If the maximum number is
exceeded, the Introduction chapter of this manual provides the necessary message
translation. The user is notified of the file by the $.B. administrative message. The
following is an example of the contents of the file.
 1L01HEADER
MD1014300

SEQUENCE NUMBER: 001

NO RECORD BHN/LBC123450874

SEQUENCE NUMBER: 002

MKE/STOLEN BOAT
ORI/MD1012600 REG/MD1235ZZ RES/MD REY/1999 HUL/WD
BHN/CAT370431234 BYR/1996 PRO/OB BMA/CAT BTY/RUN BLE/17
BCO/RED DOT/20120110
OCA/A222
MIS/BLUE STRIPING
NIC/B723005317 DTE/20120112 1400 EST DLU/20120115 1100 EST
ORI IS ANY CITY PD MD 301 555-1212
IMMED CONFIRM RECORD WITH ORI

SEQUENCE NUMBER: 005

NO RECORD BHN/SUN32104500012561

**VERIFY BHN/12M8528EM79B;
IT DOES NOT CONFORM TO BHN STANDARDS FOR 1973 AND LATER BOATS AS OUTLINED
IN THE NCIC OPERATING MANUAL.

SEQUENCE NUMBER: 010

NO RECORD NIC/B123456789

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that recovers a boat which is indexed in
NCIC, must place a locate message on the active boat record. When an agency receives a record
or multiple records in response to an inquiry, the agency that can seize the stolen boat must
contact the ORI of each record possibly identical with the boat in question to confirm the hit.
Following confirmation with the originating agency, a locate message must be transmitted for
each record on file for the boat.

6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LB.WA1230000.NIC/B000032685.OCA/A222.19991205.1426.
HIT NCIC 19991205...2013.4000.9000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/B000032685

The above locate example contains: header (1N01HEADER), message key (LB), recovering
agency identifier (WA1230000), two record identifiers (NIC/B000032685 and OCA/A222), date
of recovery (19991205), the recovering agency case number (1426), and benefits and
effectiveness data: reason for property record removal (HIT NCIC 19991205), value of
recovered property (20000), value of other recovered property (4000), and value of recovered
contraband (9000).

When a locate is transmitted for a Boat File record, the message key translation changes from
STOLEN BOAT to LOCATED BOAT and the date of recovery, recovering agency ORI, and
recovering agency case number are added to the record.

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
REGISTRATION CONDITIONAL REG 1-8 ALPHABETIC,
NUMERIC
BOAT HULL CONDITIONAL BHN 1-20 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA ALPHABETIC,
AGENCY CASE 1-20 NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA ALPHABETIC,
AGENCY CASE 1-20 NUMERIC
NUMBER
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC.
MISSING NUMERIC
PERSONS
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VOR 1-8 NUMERIC
OTHER
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF RECORD TO RECEIVE LOCATE

The locate transaction must contain two record identifiers. The first identifier must be one of the
following: NIC, BHN, or REG. The second identifier must always be the OCA. Each identifier
must be preceded by its MFC.

6.5 LOCATE PROCEDURE

Following the two record identifiers, date of recovery and recovering agency case number are
next entered, in that order, and without field codes. The date of recovery (which cannot be prior
to the date of theft) must be entered or the locate message will be rejected. The recovering
agency case number should also be entered.

There are no locate procedures for CVI records.

6.6 ADDITIONAL GUIDELINE FOR LOCATE

Following the date of recovery and recovering agency case number, users are expected to enter
benefits and effectiveness data. The entry of benefits data is not MFC-dependent. Therefore, any
field not entered should be accounted for with a period. Additional information concerning
benefits and effectiveness data can be found in the Introduction chapter of this manual.

6.7 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically notify
the entering agency through a $.L. administrative message.
 SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message
is transmitted:

1. When the agency recovering the boat is the agency that entered the record.

2. When the agency that entered the record is officially advised that the boat has been recovered
by another agency.

Any trailer or boat part not recovered with the boat must be entered into the Vehicle or
Vehicle/Boat Part Files.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CB.MD1012600.NIC/B000032685.OCA/A222.19991205.
WA1230000.1426.HIT NCIC 19991205.4..5000..1000

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/B000032685

The above clear example contains: header, (1N01HEADER), message key (CB), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/B000032685 and OCA/A222),
date of recovery (19991205), the recovering agency identifier (WA1230000), the recovering
agency case number (1426), and benefits and effectiveness data: reason for property record
removal (HIT NCIC 19991205), number of persons apprehended (4), value of recovered
property (5000), and value of recovered contraband (1000).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
REGISTRATION CONDITIONAL REG 1-8 ALPHABETIC,
NUMERIC
BOAT HULL CONDITIONAL BHN 1-20 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY NUMERIC,
CASE NUMBER
SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY NUMERIC
CASE NUMBER
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC.
MISSING NUMERIC
PERSONS
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VOR 1-8 NUMERIC
OTHER
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The clear transaction must contain two record identifiers. The first identifier must be one of the
following: NIC, BHN, or REG. The second identifier must always be the OCA. Each identifier
must be preceded by its MFC.
7.5 CLEAR PROCEDURES

There are two circumstances that require unique record formats to clear a stolen boat record.

1. If the agency that entered the record recovers the boat, only the date of recovery (which
cannot be prior to the date of theft) must be entered following the two record identifiers.
Additionally benefits and effectiveness data should be included.

2. If the stolen boat record is located by an agency other than the entering agency and:

1. The record being cleared is in a located status (MKE/LOCATED BOAT), only the date of
clear would be entered following the two record identifiers.

2. The record being cleared is in an active status (MKE/STOLEN BOAT), the date of clear
followed by the recovering agency's identifier and the recovering agency's case number, in
that order, without field codes would be entered after the two record identifiers.
Additionally benefits and effectiveness data should be included.

3. Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period.
 NCIC Operating Manual
FOREIGN FUGITIVE FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD EDITS
1.8 INVESTIGATIVE INTERESTS

ENTRY

MODIFICATION

CANCELLATION

INQUIRY

5.1 NCIC INQUIRY PROCESSING

5.2 EXAMPLE OF A CANADIAN RECORD INQUIRY
5.3 EXAMPLE OF AN INTERPOL RECORD INQUIRY
5.4 REQUIREMENTS FOR INQUIRY
5.5 ADDITIONAL GUIDELINES FOR INQUIRY
5.6 INQUIRY USING VEHICULAR DATA
5.7 LOCATED DATA IN A POSITIVE CANADIAN RECORD RESPONSE
5.8 PROCEDURES FOR HANDLING A CANADIAN RECORD RESPONSE
5.9 PROCEDURES FOR HANDLING AN INTERPOL RECORD RESPONSE

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE FOR A CANADIAN RECORD

6.2 EXAMPLE OF A LOCATE MESSAGE FOR A CANADIAN RECORD
6.3 LOCATE MESSAGE FOR AN INTERPOL RECORD

CLEAR
SUPPLEMENTAL RECORDS

STOLEN/FRAUDULENT SUPPLEMENTAL RECORDS

 SECTION 1--INTRODUCTION

1.1 DEFINITION

1. The Foreign Fugitive File, established July 1, 1987, contains information on persons
wanted in connection with offenses committed outside the United States.

2. There are two types of records in the Foreign Fugitive File: Canadian records and
International Criminal Police Organization (INTERPOL) records. Canadian records
contain information on persons wanted for violations of the Criminal Code of Canada
based upon Canada-wide warrants. INTERPOL records contain information on persons
wanted by authorities in other countries.

3. The Royal Canadian Mounted Police (RCMP) is the only authorized Canadian agency
that can enter and update Canadian records. A user receiving a Canadian record in
response to an inquiry is advised in a caveat that the fugitive is wanted on a Canadian
warrant, and no arrest can be executed in the United States solely on that basis. The
caveat further directs the inquiring agency to contact the RCMP to initiate the process of
obtaining a U.S. extradition warrant (3184 Warrant), as authorized by Title 18, USC,
Section 3184.

4. INTERPOL records contain information entered for foreign countries by the United
States National Central Bureau (USNCB) of INTERPOL, which is housed in the U.S.
Department of Justice. The National Central Bureau of any country may issue a wanted
flyer, known as a Red Notice, for a fugitive wanted within its respective country. The
Red Notice requests the arrest of the fugitive with the intention that extradition will
occur. In addition to the fugitive's physical description, the Red Notice contains details of
the charge(s), warrant information, and prior criminal history information. Red Notices
are distributed to the National Central Bureaus in all INTERPOL member countries.

5. Upon receipt of a Red Notice, the USNCB reviews the information and enters an NCIC
Foreign Fugitive File record if the entry criteria in this chapter are met. Any agency
making an inquiry on a foreign fugitive will be advised that the fugitive cannot be
arrested solely upon the NCIC Foreign Fugitive File record and to contact the
USNCB/INTERPOL. The USNCB is responsible for confirming that the foreign arrest
warrant is still outstanding, determining whether the foreign country will proceed with
extradition, and notifying other U.S. Department of Justice officials to have a U.S. arrest
warrant issued.

1.2 CRITERIA FOR ENTRY

CANADIAN RECORDS
 Records may be entered for individuals who are wanted for violations of the Criminal Code
of Canada and for whom there is an outstanding Canada-wide warrant that meets the
requirements of the Extradition Treaty, Title 18, USC, Section 3184. These entries can only
be made for authorized Canadian agencies by the RCMP. The RCMP must have a warrant
(electronic or hard copy) on file to support each entry.

INTERPOL (USNCB RECORDS)

Other Foreign Fugitive File records may only be entered by USNCB based upon the
following criteria:

1. The wanting country has an outstanding arrest warrant that charges a crime which would
be a felony if committed in the United States, and

2. a. The wanting country is a signatory to an extradition treaty/convention with the

United States, or

b. The subject is wanted for a violent crime or is otherwise known to be violent, armed,
or dangerous.

INTERPOL must have a wanted notice (electronic or hard copy) on file to support each
entry.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EW WANTED IN CANADA
EW FUGITIVE FROM A
FOREIGN COUNTRY
Locate* LW LOCATED WANTED IN
CANADA
Cancel XW
Inquiry** QW
QWA
QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV
Clear CW
 *This MKE can only be used to locate Canadian Records and will translate LOCATED
WANTED IN CANADA or LOCATED WANTED IN CANADA - CAUTION when
applied to the record shows the fugitive will be extradited (EXTR).

**There is no specific MKE to query the Foreign Fugitive File; however, a wanted person
inquiry will return a hit response on this file if a match occurs.

Message MKE Translation

Entry of supplemental EN
record
Entry of supplemental ENS
stolen/fraudulent identifiers
Cancellation of XN
supplemental record
Cancellation of XNS
stolen/fraudulent identifiers

A caution indicator should be added to the MKE EW when it is known that a foreign fugitive
is armed and dangerous, has suicidal tendencies, has previously escaped custody, is a drug
addict, or whatever is appropriate to the particular circumstances of the individual.
Additional details on the caution indicator can be found in the Wanted Person File chapter.

1.4 RECORD RETENTION PERIOD

Foreign Fugitive File records have an unlimited retention period. A foreign fugitive record
will remain on file indefinitely or until action is taken by the originating agency to clear or
cancel the record.

Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file.

1.5 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 Foreign Fugitive File record or
supplemental record for the year of entry plus 4 years from the date of entry of the base
record , regardless of when the license plate data is entered. If the purged license plate data
is the only searchable identifier in the Foreign Fugitive File record, then the entire record will
be removed.

A nonexpiring license plate (LIY/NX) contained in a Foreign Fugitive File record will
remain on file until action is taken by the originating agency to remove the license data or
clear or cancel the entire record.
1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 MESSAGE FIELD EDITS

Code Field Edits

EXL Extradition Limitation Mandatory Blank.
ADD Address Type Mandatory Blank.
COU County Mandatory Blank.
CTY City Mandatory Blank.
DDA Date of Documented Mandatory Blank.
Address
SNA Street Name Mandatory Blank.
SNU Street Number Mandatory Blank.
STA State Mandatory Blank.
ZIP ZIP Code Mandatory Blank.

The Wanted Person File chapter contains other pertinent message field codes and edits.

SECTION 1.8 -- INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

Only RCMP and INTERPOL (USNCB) can enter records in this file. The entry procedures
are the same as those for Wanted Person File records which are detailed in the Wanted
Person File chapter.

The mandatory fields for Canadian Warrant records are the same as those for Wanted Person
File records. For INTERPOL records, height (HGT), weight (WGT), and hair color (HAI)
are not required if the MIS Field contains PHOTOS AND/OR PRINTS AVAILABLE WITH
HIT CONFIRMATION WITHIN 10 MINS. This statement must commence in position one
 of the MIS Field or in position six if the MIS Field contains SVIN (indicating the entry of a
state-assigned or a nonconforming 17-character VIN) in the first four positions.

SECTION 3--MODIFICATION

Only RCMP and INTERPOL (USNCB) can modify records in this file. The modify
procedures are the same as those for Wanted Person File records which are detailed in the
Wanted Person File chapter.

SECTION 4--CANCELLATION

Only RCMP and INTERPOL (USNCB) can cancel records in this file. The cancel procedures
are the same as those for Wanted Person File records which are detailed in the Wanted
Person File chapter.

SECTION 5--INQUIRY

5.1 NCIC INQUIRY PROCESSING

When an agency transmits an NCIC wanted person inquiry (QW, QWA, QWE, QWF, QWS,
ZW, QWB, or QWI), the data in the Foreign Fugitive File will be searched in addition to all
other NCIC person files (except the Unidentified Person File) as well as the Article, Boat,
License Plate, Vehicle, and Vehicle/Boat Part Files. As a part of a positive Foreign Fugitive
File response, the receiving agency is advised that the fugitive cannot be arrested solely upon
the basis of the information provided. If the response is a Canadian fugitive record, the
agency is instructed to contact RCMP to confirm the hit and initiate the process of obtaining
a U.S. extradition warrant. If the fugitive record is for a fugitive from a country other than
Canada, a caveat instructs the agency to contact INTERPOL (USNCB).

5.2 EXAMPLE OF A CANADIAN RECORD INQUIRY

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN.SEX/M.RAC/W.DOB/19440410

Negative Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19440410 NAM/SMITH, JOHN SEX/M RAC/W

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response:

1L01HEADER
WA1230000
 ***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
WARNING - DO NOT ARREST BASED ON THIS INFORMATION
MKE/WANTED IN CANADA
ORI/BC0000000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/TX
DOB/19440410 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
OFF/FRAUD - ILLEG USE CREDIT CARDS
DOW/19981201 OCA/22789 SID/MD99999999
ORI IS RCMP ANY PLACE BC 555 555-5555
NIC/W000022525 DTE 19990102 0000 EST DLU/19990325 1100 EST
REPEAT - WANTED IN CANADA - DO NOT ARREST BASED ON
THIS INFORMATION - IMMEDIATELY CONTACT RCMP, OTTAWA,
CANADA TEL NO. (555) 555-5555. IF SUBJECT IS
NOT U.S. CITIZEN, CONTACT NEAREST OFFICE OF U.S.
IMMIGRATION AND CUSTOMS ENFORCEMENT

All codes used in a Canadian record are the same as those used in other NCIC person files.

5.3 EXAMPLE OF AN INTERPOL RECORD INQUIRY

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN.SEX/M.RAC/W.DOB/19450123.
SOC/211004444

Negative Response:

1L01HEADER
WA1230000

NO NCIC WANT SOC/211004444

NO NCIC WANT DOB/19450123 NAM/SMITH, JOHN SEX/M RAC/W
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response:

1L01HEADER
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
WARNING - DO NOT ARREST BASED UPON THIS FOREIGN FUGITIVE RECORD.
MKE/FUGITIVE FROM A FOREIGN COUNTRY
ORI/DCINTER00 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/CR
DOB/19450123 HGT/510 WGT/175 EYE/BRO HAI/BRO
SKN/DRK
OFF/KIDNAP ADULT FOR RANSOM
DOW/19981001 OCA/RN-1234 SID/MD99999999
MIS/WARRANT ISSUED BY COSTA RICA
ORI IS INTERPOL U.S. DOJ WASHINGTON DC 555 555-5555
NIC/W123456789 DTE 19981002 0000 EDT DLU/19981215 0000 EST
REPEAT - DO NOT ARREST BASED UPON NCIC RECORD WITH NIC/W123456789.
FUGITIVE FROM A FOREIGN COUNTRY - IMMEDIATELY CONTACT INTERPOL,
 U.S. DOJ, NLETS ORI/DCINTER00, OR TEL NO. (555) 555-5555.
ALSO, IF THE SUBJECT IS NOT A U.S. CITIZEN, CONTACT THE
NEAREST OFFICE OF THE U.S. IMMIGRATION AND CUSTOMS ENFORCEMENT
NO NCIC WANT SOC/211004444

5.4 REQUIREMENTS FOR INQUIRY

1. The capability to query only the Foreign Fugitive File does not exist; however, the same
procedures used to search the Wanted Person File will also search the Foreign Fugitive
File. Complete details can be found in the Wanted Person File chapter.

2. In a positive response, Wanted Person and Foreign Fugitive File records will appear first,
followed by records from the Missing Person, Gang, Known or Suspected Terrorist,
Violent Person, National Sex Offender Registry, Supervised Release, Immigration
Violator, Protection Order, Identity Theft, Protective Interest, License Plate, Vehicle,
Boat, Vehicle/Boat Part and Article Files. Complete details can be found in the Wanted
Person File chapter.

3. As a part of a positive Foreign Fugitive File response, the receiving agency is advised
that the fugitive cannot be arrested solely upon the basis of the information provided. If
the response is a Canadian fugitive record, the agency is instructed to contact RCMP to
confirm the hit and initiate the process of obtaining a U.S. extradition warrant. If the
fugitive record is for a fugitive from a country other than Canada, a caveat instructs the
agency to contact INTERPOL (USNCB).

5.5 ADDITIONAL GUIDELINES FOR INQUIRY

1. When only one numeric identifier is used in an inquiry, the response(s) will include the
record(s) on file containing that specific numeric identifier. For example, if an inquiry
contains only the Social Security number, the response will include the record(s) on file
with that Social Security number even though there may be other records on file for the
same individual which does not contain that particular number.

2. Following a positive response to an inquiry with limited personal descriptors, an agency

should make a second inquiry using all identifiers contained in the response record(s).
The second inquiry should ensure the receipt of all records which could possibly pertain
to the person in question. If the record includes vehicle or license plate data, the Vehicle
File should be queried to ascertain if either is stolen.

3. A response to inquiry of a Foreign Fugitive File can contain supplemental data on

stolen/fraudulent identifiers: names, dates of birth, Social Security numbers,
miscellaneous numbers, and operator's license numbers. Complete details can be found in
the Wanted Person File chapter.

4. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

 DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

5. A Foreign Fugitive File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle
identification data, address data, and image data. All supplemental fields will be sorted
by special character, alphabetically, then numerically. Within supplemental data sets, the
fields will be sorted as follows: operator’s license data by OLS, license plate data by
LIS, vehicle data by VIN, address data set by STA, and image data by IMN.

5.6 INQUIRY USING VEHICULAR DATA

A QV, ZV, QW, QWA, QWE, QWF, QWS, or ZW inquiry by license plate number or
vehicle identification number will retrieve data from all person files as well as the Foreign
Fugitive File in which the vehicle and/or license has been entered. Additionally, such an
inquiry will retrieve data from the Vehicle, Boat, Vehicle/Boat Part, and License Plate Files.
It is not necessary to include name in this type of inquiry.

5.7 LOCATED DATA IN A POSITIVE CANADIAN RECORD RESPONSE

If the subject of a Canadian record has been apprehended/located and a locate message has
been transmitted, apprehension/locate information will appear near the end of the record
printout following the word LOCATED. This information will include the date of
apprehension/location, apprehending/locating agency's identifier, apprehending/locating
agency's case number, and an extradition indicator, that is, EXTR or NOEX. Entry of a locate
message in the record does not change the MKE code translation for EW when a fugitive will
not be extradited (NOEX). However, when the fugitive will be extradited (EXTR), the MKE
will translate to located status.

5.8 PROCEDURES FOR HANDLING A CANADIAN RECORD RESPONSE

1. Fugitives from Canada can be arrested and held in the United States after appropriate
action is taken. An arrest cannot be made, however, based solely on a Canadian warrant
in NCIC. A user receiving a Canadian record response should first contact RCMP to
confirm the hit. "To confirm the hit" means to verify with the ORI of the record that the
warrant is still outstanding, to confirm the person inquired upon is identical with the
subject of the record, and to obtain extradition information. Once the hit has been
confirmed, RCMP will initiate the process of obtaining a U.S. extradition warrant which
is authorized by Title 18, USC, Section 3184.

2. If the fugitive is not a U.S. citizen, the user should contact the nearest office of the U.S.
Immigration and Naturalization Service (INS). If the record includes vehicle or license
plate data, the Vehicle File should be queried to determine if either is stolen.

3. After hit confirmation, any agency that apprehends a person based on an NCIC record
must place a locate on each confirmed NCIC record entered for that person. The
exceptions to this procedure are:
 1. Any record entered by ORI/DCINTER00;
2. Any record entered by the inquiring agency; and

3. Any record that contains an extradition limitation and the locating agency is
physically located outside the area of extradition indicated. Additional details can
be found in Section 6 of this chapter.

4. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

5.9 PROCEDURES FOR HANDLING AN INTERPOL RECORD RESPONSE

1. Arrest warrants issued in foreign countries are the basis for all INTERPOL records.
Arrest warrants issued in foreign countries are not executable in the United States. If an
INTERPOL record (ORI/DCINTER00) is received in response to an inquiry, INTERPOL
(USNCB) must be contacted to confirm the hit. "To confirm the hit" means to verify with
the ORI of the record that the warrant is still outstanding, to confirm the person inquired
upon is identical with the subject of the record, and to obtain extradition information.

2. Once the hit has been confirmed, USNCB will coordinate with other U.S. Department of
Justice officials the process of obtaining a U.S. extradition warrant under Title 18, USC,
Section 3184.

3. If the subject of the inquiry is the same as the subject of a Foreign Fugitive File record
and he/she is not a U.S. citizen, the nearest office of the INS should be advised. The INS
will determine whether to investigate the legality of the fugitive's entry into the United
States.

4. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE FOR A CANADIAN RECORD

Any agency, except the agency that entered the record, that apprehends or locates a person
who is indexed in a Canadian record must place a locate message on the record(s). When an
agency receives a record or multiple records in response to an inquiry, the inquiring agency
must contact RCMP to confirm the hit(s). Following confirmation with the originating
 agency(s), a locate message must be transmitted for each record on file for the subject. A
record should not be located if the locating agency is outside of the extradition limitation set
forth in the record.

6.2 EXAMPLE OF A LOCATE MESSAGE FOR A CANADIAN RECORD

1N01HEADER.LW.WA1230000.NAM/SMITH, JOHN.NIC/W000022525.20000103.8592.
EXTR.HIT NCIC 20000102..4....

Acknowledgment:

1L01HEADER
WA1230000
LOCATED NAM/SMITH, JOHN NIC/W000022525

The above locate example contains: header (1N01HEADER), message key (LW),
apprehending/locating agency identifier (WA1230000), two record identifiers (NAM/SMITH
JOHN and NIC/W000022525), date of apprehension/location (20000103), apprehending/
locating agency case number (8592), extradition information (EXTR) and benefits and
effectiveness data: reason for person record removal (HIT NCIC 20000102) and wanted/
missing person hit results (4-held for extradition).

The locate procedures are the same as those for Wanted Person File records which are
detailed in the Wanted Person File chapter.

6.3 LOCATE MESSAGE FOR AN INTERPOL RECORD

Foreign Fugitive File records entered by ORI/DCINTER00 cannot be placed in locate status
by NCIC users.

SECTION 7--CLEAR

Only the RCMP and INTERPOL (USNCB) can clear records in this file. The clear
procedures are the same as those for Wanted Person File records which are detailed in the
Wanted Person File chapter.

SECTION 8--SUPPLEMENTAL RECORDS

Only the RCMP and INTERPOL (USNCB) are authorized to enter or cancel a Foreign
Fugitive File supplemental record. The supplemental record procedures are the same as those
for Wanted Person File records which are detailed in the Wanted Person File chapter.

SECTION 9--STOLEN/FRAUDULENT SUPPLEMENTAL RECORDS

Only the RCMP and INTERPOL (USNCB) are authorized to enter or cancel a Foreign
Fugitive File stolen/fraudulent supplemental record. The stolen/fraudulent supplemental
record procedures are the same as those for Wanted Person File records which are detailed in
the Wanted Person File chapter.
 NCIC Operating Manual
GANG FILE

OVERVIEW

GROUP REFERENCE CODE (GRC) INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR GRC ENTRY
1.3 MESSAGE KEY (MKE) CODES FOR GRC RECORDS
1.4 RETENTION PERIOD FOR GRC RECORDS
1.5 GRC VALIDATION
1.6 GRC MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE GRC RECORDS
1.8 IMAGE CAPABILITY

GRC ENTRY

2.1 ENTRY OF A GRC RECORD

2.2 EXAMPLE OF A GRC ENTRY
2.3 MESSAGE FIELD CODES FOR GRC ENTRY
2.4 MANDATORY FIELDS OF GRC ENTRY
2.5 ADDITIONAL GUIDELINES FOR GRC ENTRY
2.6 GANG CODE REQUEST FORM

GRC MODIFICATION

3.1 MODIFICATION OF A GRC RECORD

3.2 EXAMPLE OF A GRC MODIFICATION
3.3 MESSAGE FIELD CODES FOR GRC MODIFICATION
3.4 IDENTIFICATION OF A GRC RECORD TO BE MODIFIED

GRC CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A GRC CANCELLATION
4.3 MESSAGE FIELD CODES FOR GRC CANCELLATION
4.4 IDENTIFICATION OF A GRC RECORD TO BE CANCELED
GRC INQUIRY

5.1 EXAMPLE OF A GRC INQUIRY

5.2 MESSAGE FIELD CODES FOR GRC INQUIRY
5.3 REQUIREMENTS FOR GRC INQUIRY

GRC LOCATE

GRC CLEAR

GRC SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR GRC SUPPLEMENTAL ENTRY

8.2 ENTRY OF A GRC SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A GRC SUPPLEMENTAL ENTRY
8.4 IDENTIFICATION OF A GRC RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN GRC SUPPLEMENTAL ENTRY
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GRC
SUPPLEMENTAL ENTRY
8.7 ADDITIONAL GUIDELINES FOR GRC SUPPLEMENTAL ENTRY
8.8 MODIFICATION OF GRC SUPPLEMENTAL DATA
8.9 EXAMPLE OF A GRC SUPPLEMENTAL DATA CANCELLATION
8.10 IDENTIFICATION OF A GRC RECORD FOR SUPPLEMENTAL DATA
CANCELLATION
8.11 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GRC
SUPPLEMENTAL DATA CANCELLATION
8.12 ADDITIONAL GUIDELINE FOR GRC SUPPLEMENTAL DATA
CANCELLATION

GROUP MEMBER CAPABILITY (GMC) INTRODUCTION

9.1 BACKGROUND
9.2 CRITERIA FOR GMC ENTRY
9.3 MESSAGE KEY (MKE) CODES FOR A GMC RECORD
9.4 RETENTION PERIOD FOR GMC RECORDS
9.5 AUTOMATIC GMC RETIREMENT
9.6 GMC VALIDATION
9.7 GMC MESSAGE FIELD CODES AND EDITS
9.8 CRITERIA FOR REJECTING DUPLICATE GMC RECORDS
9.9 INVESTIGATIVE INTEREST
GMC ENTRY

10.1 EXAMPLE OF A GMC ENTRY

10.2 MESSAGE FIELD CODES FOR GMC ENTRY
10.3 MANDATORY FIELDS OF GMC ENTRY
10.4 ADDITIONAL GUIDELINES FOR GMC ENTRY
10.5 MESSAGE FIELD CODE EDITS FOR GMC ENTRY

GMC MODIFICATION

11.1 MODIFICATION OF A GMC RECORD

11.2 EXAMPLE OF A GMC MODIFICATION
11.3 MESSAGE FIELD CODES FOR GMC MODIFICATION
11.4 IDENTIFICATION OF A GMC RECORD TO BE MODIFIED
11.5 ADDITIONAL GUIDELINES FOR GMC MODIFICATION
11.6 VALIDATION GUIDELINES FOR NCIC GMC MODIFICATION

GMC CANCELLATION

12.1 WHEN TO USE A CANCELLATION MESSAGE

12.2 EXAMPLE OF A GMC CANCELLATION
12.3 MESSAGE FIELD CODES FOR GMC CANCELLATION
12.4 IDENTIFICATION OF A GMC RECORD TO BE CANCELED
12.5 ADDITIONAL GUIDELINES FOR GMC CANCELLATION

GMC INQUIRY

13.1 EXAMPLE A OF GMC INQUIRY

13.2 MESSAGE FIELD CODES FOR GMC INQUIRY
13.3 REQUIREMENTS FOR GMC INQUIRY
13.4 ADDITIONAL GUIDELINES FOR GMC INQUIRY
13.5 PROCEDURES FOR HANDLING A HIT

GMC LOCATE

GMC CLEAR

GMC SUPPLEMENTAL RECORD

16.1 MESSAGE FIELD CODES FOR GMC SUPPLEMENTAL TRANSACTION

16.2 ENTRY OF A GMC SUPPLEMENTAL RECORD
16.3 EXAMPLE OF A GMC SUPPLEMENTAL ENTRY
16.4 IDENTIFICATION OF A GMC RECORD FOR SUPPLEMENTAL ENTRY
16.5 NUMBER OF ADDITIONAL IDENTIFIERS IN GMC SUPPLEMENTAL ENTRY
16.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GMC
SUPPLEMENTAL ENTRY
16.7 ADDITIONAL GUIDELINES FOR GMC SUPPLEMENTAL ENTRY
16.8 MESSAGE FIELD CODE EDITS FOR GMC SUPPLEMENTAL ENTRY
16.9 ADDITIONAL IDENTIFYING DATA IN GMC SUPPLEMENTAL ENTRY
16.10 MODIFICATION OF GMC SUPPLEMENTAL DATA
16.11 EXAMPLE OF A GMC SUPPLEMENTAL DATA CANCELLATION
16.12 IDENTIFICATION OF A GMC RECORD FOR SUPPLEMENTAL DATA
CANCELLATION
16.13 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GMC
SUPPLEMENTAL DATA CANCELLATION
16.14 ADDITIONAL GUIDELINES FOR GMC SUPPLEMENTAL DATA
CANCELLATION
 OVERVIEW

The National Crime Information Center (NCIC) Gang File has been designed to provide
identifying information about violent criminal gangs and members of those gangs to law
enforcement personnel. This information serves to warn law enforcement officers of the
potential danger posed by violent individuals and to promote the exchange of information
about gangs and members to facilitate criminal investigations.

Because the Gang File information is based, in part, on investigative information not
previously subject to independent judicial review, strict adherence to policy on the security,
use, and dissemination of Gang File information is necessary.

SECURITY

Gang File information is exclusively for the use of criminal justice agencies for criminal
justice purposes. In no case should Gang File information be disseminated to any
noncriminal justice agency.

The security measures to be accorded criminal history record information as set out in the
CJIS Security Policy should be followed with respect to the Gang File and the information
contained therein.

DEFINITION OF A RECORD SUBJECT

The Gang File is composed of two components or "capabilities," both intended to accomplish
the two major goals of the file: 1) promoting the identification of groups and group members
and 2) facilitating the exchange of information about these groups and members.

1. The Group Reference Capability (GRC) provides information about gangs. This
capability can be accessed by an individual QCG inquiry.

2. The Group Member Capability (GMC) provides information in a format similar to

Wanted Person File records about individual members of gangs. This capability can be
accessed by an individual QGM inquiry and by automatic cross-search with all files
searched by a QW, QWA, QWE, QWF, QWS, or ZW inquiry (or any related transaction
such as an entry which generates an inquiry).

NCIC GANG FILE

GROUP REFERENCE CAPABILITY (GRC)

SECTION 1--GRC INTRODUCTION

1.1 BACKGROUND

The GRC enables the on-line entry and retrieval of records for qualifying gangs by group and
subgroup name. Though searchable by either group or subgroup, it is unlikely that searching
by group will yield results specific enough for practical use. While providing limited group
 identifying information, the main feature of the GRC is to identify those agencies which are
willing to provide more details on a particular gang. Therefore, multiple agencies may be
listed as references in a single record.

1.2 CRITERIA FOR GRC ENTRY

CRITERIA FOR ENTRY OF A GRC

For purposes of entry in the GRC, a gang must meet the following criteria:

1. The group must be an ongoing organization, association, or group of three or more

persons and
2. The group must have a common interest and/or activity characterized by the commission
of or involvement in a pattern of criminal activity or delinquent conduct.

Criminal or Delinquent Conduct includes narcotics distribution, firearms or explosives

violations, murder, extortion, obstruction of justice (including witness intimidation and/or
tampering), and any other violent offenses such as assault, threat, burglary, and/or carjacking.

Delinquent Conduct, as with the Wanted Person File, is conduct of a juvenile which would
be a crime if committed by an adult.

Criminal Conduct includes acts committed during incarceration which are often labeled
disruptive and which could be punished as crimes.

Agencies must have documentation (electronic or hard copy) on file to support a GRC entry.

1.3 MESSAGE KEY (MKE) CODES FOR GRC RECORDS

Message MKE Translation

Entry-Gang EGG CRIMINAL GANG
Modify MGG
Cancel XGG CANCELED GANG
Inquiry QGG
Supplemental entry EGGN
Supplemental cancel XGGN

1.4 RETENTION PERIOD FOR GRC RECORDS

Single-interest records are retained indefinitely or until removed by the originating agency.

Multiple-interest records are retained indefinitely or until all agencies remove their interest
in the record.

1.5 GRC VALIDATION

There is no validation schedule for GRC records.

1.6 GRC MESSAGE FIELD CODES AND EDITS

Code Field Edits

DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD) equal
to current date or current date minus one.
DRS Identifying Dress May contain alphabetics, numerics, commas, hyphens,
and slashes.
ENS Expanded Name Search Must be Y or N.
GNG Group Name Must be a valid NCIC assigned group name code.
GTI Identifying Graffiti May contain alphabetics, numerics, commas, hyphens,
and slashes.
HND Identifying Hand May contain alphabetics, numerics, commas, hyphens,
Signals and slashes.
IMN Image NCIC Number A self-checking number automatically assigned by
NCIC to each accepted image record and consists of
the alphabetic character I followed by nine numeric
characters. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
IND Image Indicator Must be Y or N.
MIS Miscellaneous Free text.
POC Agency Point of May contain alphabetics, numerics, commas, hyphens,
Contact and slashes.
RSH Related Search Hit Must be Y or N.
SGP Subgroup Name Must be a valid NCIC-assigned subgroup name code
or NONE KNOWN.
TTO Identifying Tattoos First ten characters must conform to a valid SMT code
as listed in Personal Descriptors, NCIC Code Manual.
VLN Name of Validator Any valid characters representing validator.

1.7 CRITERIA FOR REJECTING DUPLICATE GRC RECORDS

If the GNG and SGP Fields match a record already on file and the Originating Agency
Identifiers (ORIs) match, the second entry will be rejected with the message REJECT ON
FILE with the duplicate record provided with the reject message.

If the enter transaction contains duplicate data in the GNG and SGP Fields with different
ORIs and the base record has less than 99 pairs of ORI/POC data associated with it, the ORI
and POC data are stored and become part of the initial GRC record. If there are 99 pairs of
ORI/POC data associated with it, the entry will be rejected with the message REJECT NOT
AUTHORIZED.

1.8 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.
 SECTION 2--GRC ENTRY

2.1 ENTRY OF A GRC RECORD

The first agency (primary ORI) which enters a particular group/subgroup combination for a
gang (EGG) GRC record is responsible for all fields of the base record and supplemental
record except for additional ORI/Point of Contact (POC) data entered by subsequent
originating agencies. Subsequent entries for that particular group/subgroup will be permitted
to allow another agency to express an interest by adding its own ORI and point of contact
information. The subsequent agency cannot enter or modify any field in the record other
than its own ORI or POC Fields. If subsequent entries contain data in the TTO, HND, GTI,
DRS, or MIS Fields, those data will be ignored.

2.2 EXAMPLE OF A GRC ENTRY

1N01HEADER.EGG.MD1012600.CRIPS*WADC.ROLLING 50S*WADC.
SGT ABNER DOUBLEDAY GANG UNIT 908 555-1111.TAT L CHK DAGGER OR TEARDROPS.BLUE
BANDANNA.CIR THUMB AND RING FNGR.BK 50S.PROFESS TO ATTACK POLICE ON ANY CONTACT

This example contains: header (1N01HEADER), message key (EGG), Originating Agency
Indentifier (MD1012600), group name (CRIPS*WADC), subgroup name (ROLLING
50S*WADC), agency contact point (SGT ABNER DOUBLEDAY, GANG UNIT, 908 555-
1111), tattoo description (TAT L CHK DAGGER OR TEARDROPS), dress/garb description
(BLUE BANDANNA), hand sign description (CIR THUMB AND RING FNGR), a graffiti
description (BK 50S), and additional information in the MIS Field (PROFESS TO ATTACK
POLICE ON ANY CONTACT).

Acknowledgment:

1L01HEADER
MD1012600

MKE/CRIMINAL GANG
GNG/CRIPS*WADC SGP/ROLLING 50S
CONTACT AGENCIES:
MD1012600 SGT ABNER DOUBLEDAY GANG UNIT 908 555-1111
DTE/20120107 1300 EST
TTO/TAT L CHK DAGGER OR TEARDROPS
DRS/BLUE BANDANNA
HND/CIR THUMB AND RING FNGR
GTI/BK 50S
MIS/PROFESS TO ATTACK POLICE ON ANY CONTACT
CONTACT AGENCIES LISTED FOR FURTHER INFORMATION
NIC/Z000893451

Subsequent entries for this record by a different agency should use the following format:

1N01HEADER.EGG.DC1012300.CRIPS*WADC.ROLLING 50S*WADC.GANG UNIT,

SGT YORK 202 555-1234
 Acknowledgment:

1L01HEADER
MD1012600

MKE/CRIMINAL GANG
GNG/CRIPS*WADC SGP/ROLLING 50S*WADC
CONTACT AGENCIES:
MD1012600 SGT ABNER DOUBLEDAY GANG UNIT 908 555-1111
DC1012300 GANG UNIT, SGT YORK 202 555-1234
DTE/20120107 1300 EST
TTO/TAT L CHK DAGGER OR TEARDROPS
DRS/BLUE BANDANNA
HND/CIR THUMB AND RING FNGR
GTI/BK 50S
MIS/PROFESS TO ATTACK POLICE ON ANY CONTACT
CONTACT ORIS LISTED FOR FURTHER INFORMATION ON THIS GANG
NIC/Z000893451

This acknowledgment message would be the same even if the entry example above (by
DC1012300) included information from the TTO, DRS, HND, GTI, and/or MIS Fields. In
that case, those fields would be ignored, leaving only the ORI and POC Fields appended to
the record.

2.3 MESSAGE FIELD CODES FOR GRC ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
GROUP NAME MANDATORY GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SUBGROUP NAME MANDATORY SGP 1-35 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
POINT OF CONTACT MANDATORY POC 1-50 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL TTO 3-35 ALPHABETIC,
TATTOOS NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING DRESS OPTIONAL DRS 1-25 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING HAND OPTIONAL HND 1-25 ALPHABETIC,
SIGNALS NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL GTI 1-25 ALPHABETIC,
GRAFFITI NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS

2.4 MANDATORY FIELDS OF GRC ENTRY

The following fields are mandatory for acceptance of a GRC entry in NCIC: HDR, MKE,
ORI, GNG, SGP, and POC.

2.5 ADDITIONAL GUIDELINES FOR GRC ENTRY

Most fields entered in a GRC record are descriptive and, therefore, are free text.

GNG - The group name for a group reference has to be a valid NCIC assigned Criminal
Gang group code. The last five characters of the field start with an asterisk followed by two
characters representing the city followed by two characters representing the state.

SGP - The subgroup name for a group reference has to be a valid NCIC assigned Criminal
Gang subgroup code. If there is no subgroup name, NONE KNOWN must be used.

2.6 GANG CODE REQUEST FORM

A copy of the U.S. Department of Justice, Federal Bureau of Investigation, GANG CODE
REQUEST form appears in its entirety on the following two pages. Users can copy,
complete, and return this form to obtain gang and/or subgroup codes.

CLICK HERE TO SEE THE GANG CODE REQUEST FORM

 GROUP REFERENCE CAPABILITY (GRC) - CRITERIA FOR ENTRY

1. GRC - GANG DEFINITION

For purposes of entry in the GRC, a gang must meet the following criteria:

1. The group must be an ongoing organization, association, or group of three or more

persons.

2. The group must have a common interest and/or activity characterized by the
commission of or involvement in a pattern of criminal or delinquent conduct.

CRIMINAL or DELINQUENT CONDUCT includes narcotics distribution,

firearms or explosives violations, murder, extortion, obstruction of justice (including
witness intimidation and/or tampering), and any other violent offenses such as
assault, threat, burglary, and/or carjacking.

Delinquent Conduct includes conduct of a juvenile that would be a crime if committed

by an adult.

Criminal Conduct includes acts committed during incarceration that are often labeled
disruptive and that could be punished as crimes.

Note: Tagger groups, for example, those who only interest and/or activity is spray
painting, do not meet the gang entry criteria; therefore, this type of information should
not be submitted.

SECTION 3--GRC MODIFICATION

3.1 MODIFICATION OF A GRC RECORD

Modification of a GRC record, other than ORI/POC data, can only be done by the primary
ORI. Records to be modified must include the GNG and SGP as they appear in the original
record. Any agency with pertinent information concerning the TTO, DRS, HND, GTI, or
MIS Fields should contact the primary ORI/POC to request a modification of the GRC record
information when appropriate. Any ORI can modify its own ORI/POC data fields of a GRC
record.

Only the FBI CJIS Division can modify the GNG and SGP Fields of any GRC record. An
agency must submit written justification for the modification through their CJIS System
Agency.

3.2 EXAMPLE OF A GRC MODIFICATION

1N01HEADER.MGG.MD1012600.GNG/CRIPS*WADC.SGP/ROLLING 50S*WADC.TTO/TAT R CHK

DAGGER.MIS/COMMONLY USE MINORS UNDER 21
 Acknowledgment:

1L01HEADER
MD1012600
MODIFY GNG/CRIPS*WADC SGP/ROLLING 50S*WADC

This transaction contains: header (1N01HEADER), modification message key (MGG),

Originating Agency Identifier (MD1012600), two record identifiers (GNG/CRIPS*WADC
and SGP/ROLLING 50S*WADC), the fields being modified, and the data being modified
(TTO/TAT R CHK DAGGER and MIS/COMMONLY USE MINORS UNDER 21).

If any agency other than the primary ORI attempts to modify any field other than that
agency's own ORI and POC information, the transaction will be rejected as follows:

1L01HEADER
DC1012300
REJECT - TTO/DRS/HND/GTI/MIS MAY BE MODIFIED ONLY BY PRIMARY ORI
1N01HEADER.MGG.DC1012300.GNG/CRIPS*WADC.SGP/ROLLING 50S*WADC.TTO/

A secondary agency may use the MGG transaction as follows to modify the POC Field:

1N01HEADER.MGG.DC1012300.GNG/CRIPS*WADC.SGP/ROARING 50S*WADC.POC/LT BARRY FINE, 213

555-1122

Acknowledgment:

1L01HEADER
DC1012300
MODIFY GNG/CRIPS*WADC SGP/ROLLING 50S*WADC

3.3 MESSAGE FIELD CODES FOR GRC MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
GROUP NAME MANDATORY GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
 SUBGROUP MANDATORY SGP 1-35 ALPHABETIC,
NAME NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A GRC RECORD TO BE MODIFIED

The record to be modified must be identified by GNG and SGP, in that order, with each data
element preceded by the proper MFC.

SECTION 4--GRC CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

When an originating agency no longer has an interest in a GRC record or the record (interest)
has been entered in error, the originating agency may cancel the record.

If the "oldest" agency (primary ORI) cancels the record, that agency's ORI and POC are
removed. If there are no other agencies associated to the record, the entire record is canceled.
If there are other agencies associated to the record, ownership of the GRC record is
transferred to the next "oldest" agency which then becomes the primary ORI. Cancellation
by any agency other than the primary ORI simply removes that agency's ORI and POC from
the record.

4.2 EXAMPLE OF A GRC CANCELLATION

1N01HEADER.XGG.MD1012600.GNG/CRIPS*WADC.SGP/ROARING 50S*WADC.20100106

Acknowledgment:

1L01HEADER
MD1012600 CANCEL GNG/CRIPS*WADC.SGP/ROARING 50S*WADC

The following message is sent to the new primary ORI and all other interested agencies:

$.G.
CA1012300
AGENCY MD1012600 HAS REMOVED ITS INTEREST IN
GNG/CRIPS*WADC SGP/ROARING 50S*WADC NIC/Z000893451
ORI CA1012300 IS NOW PRIMARY ORI FOR PURPOSES OF MODIFICATION
AND SUPPLEMENTATION
4.3 MESSAGE FIELD CODES FOR GRC CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
GROUP NAME MANDATORY GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SUBGROUP MANDATORY SGP 1-35 ALPHABETIC,
NAME NUMERIC,
SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

4.4 IDENTIFICATION OF A GRC RECORD TO BE CANCELED

The record to be canceled must be identified by GNG and SGP, in that order, with each data
element preceded by the proper MFC.

SECTION 5--GRC INQUIRY

5.1 EXAMPLE OF A GRC INQUIRY

Inquiry:
1N01HEADER.QGG.WA1230000.GNG/CRIPS*WADC.SGP/ROLLING 50S*WADC

Negative Response:
1L01HEADER
WA1230000

NO NCIC GANG FILE RECORD GNG/CRIPS*WADC SGP/ROLLING 50S*WADC

Positive Response:

1L01HEADER
WA1230000
 MKE/CRIMINAL GANG
GNG/CRIPS*WADC SGP/ROLLING 50S*WADC
CONTACT AGENCIES:
CA1012705 SGT JACOBS, GANG UNIT 814 555-2355
CAFBILA00 SA L PEREZ - 814 555-2122
MD1012600 GANG UNIT - 301 555-0017
DATE FIRST ENTRY/19971010
TTO/TAT L CHK TEARDROP
TTO/TAT R CHK DAGGER
DRS/BLACK CHISOX CAP
DRS/BLUE BANDANNA
DRS/BRITISH KNIGHTS SNEAKERS
HND/CIR THUMB AND RING FNGR
GTI/BK
GTI/50S
MIS/PROFESS TO ATTACK POLICE ON ANY CONTACT
CONTACT AGENCIES LISTED FOR FURTHER INFORMATION ON THIS GANG

5.2 MESSAGE FIELD CODES FOR GRC INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
GROUP NAME CONDITIONAL GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SUBGROUP CONDITIONAL SGP 1-35 ALPHABETIC,
NAME NUMERIC,
SPECIAL
CHARACTERS

5.3 REQUIREMENTS FOR GRC INQUIRY

1. The QGG inquiry is directed to the gang reference data file only. Inquiries may be made
using GNG only, SGP only, or GNG and SGP. When inquiring using GNG and/or SGP,
NCIC will return records based on exact character match. However, if the city and state
designator code is not specified in the GNG and/or SGP Field, NCIC will only match
characters up to the asterisk.

For example:

If the QGG contained GNG/BLOODS*LRAR, only records with GNG/BLOODS*LRAR

would be returned.
 If the QGG contained GNG/BLOODS, NCIC would return any records containing
BLOODS, e.g., GNG/BLOODS*LRAR, GNG/BLOODS*OCFL,
GNG/BLOODS*MIFL, etc.

Caution should be used in conducting a QGG transaction based solely on a GNG or SGP.
In the examples, because only the GNG is specified, all records with a matching gang
regardless of the SGP would be returned which could cause a large number of records to
be returned.

Use of the SGP NONE KNOWN is prohibited and will result in the following reject
message:

REJECT - SGP/NONE KNOWN - TOO GENERIC FOR SEARCH

2. A GRC response can contain supplemental data on identifying tattoos, dress, hand
signals, graffiti, and image data. All supplemental fields will be sorted by special
character, alphabetically, then numerically. Image data will be sorted by IMN.

SECTION 6--GRC LOCATE

There are no locate procedures for the Gang File.

SECTION 7--GRC CLEAR

There are no clear procedures for the Gang File.

SECTION 8--GRC SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR GRC SUPPLEMENTAL TRANSACTION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
GROUP NAME MANDATORY GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SUBGROUP MANDATORY SGP 1-35 ALPHABETIC,
NAME NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL TTO 3-35 ALPHABETIC,
TATTOOS NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL DRS 1-25 ALPHABETIC,
DRESS NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL HND 1-25 ALPHABETIC,
HAND SIGNALS NUMERIC,
SPECIAL
CHARACTERS
IDENTIFYING OPTIONAL GTI 1-25 ALPHABETIC,
GRAFFITI NUMERIC,
SPECIAL
CHARACTERS
IMAGE NCIC OPTIONAL SET IMN*
NUMBER SET

*IMN/<IMN>.<IMT>

8.2 ENTRY OF A GRC SUPPLEMENTAL RECORD

Supplemental record entry can be accomplished only by the primary ORI. Any subsequent
agency with an interest should contact the primary ORI to request supplemental information
when appropriate.

Multiple entries in the TTO, DRS, HND, and GTI Fields, up to nine, are allowed via the
EGGN transaction provided information exists in the corresponding record field of the base
record.

8.3 EXAMPLE OF A GRC SUPPLEMENTAL ENTRY

1N01HEADER.EGGN.MD1012600.GNG/CRIPS*WADC.SGP/ROARING50S*WADC.DRS/BLACK CHISOX
CAP.BRITISH KNIGHTS SNEAKERS

Response:

1L01HEADER
MD1012600
SUPP GNG/CRIPS*WADC SGP/ROARING 50S*WADC

This example of a supplemental entry contains: header (1N01HEADER), message key

(EGGN), Originating Agency Identifier (MD1012600), two record identifiers (GNG/CRIPS
 *WADC and SGP/ROLLING50S*WADC), and the supplemental data to be added
(DRS/BLACK CHISOX CAP.BRITISH KNIGHTS SNEAKERS).

8.4 IDENTIFICATION OF A GRC RECORD FOR SUPPLEMENTAL ENTRY

The GRC base record must be identified by GNG and SGP, in that order, with each data
element preceded by the proper MFC.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN GRC SUPPLEMENTAL ENTRY

Field Field Code Maximum Number Permitted

Identifying Tattoos TTO 9
Identifying Dress DRS 9
Identifying Hand Signals HND 9
Identifying Graffiti GTI 9

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GRC

SUPPLEMENTAL ENTRY

A maximum of nine additional identifiers of any allowable type may be entered in one
supplemental record entry message. Additional messages are required if more identifiers are
to be entered.

8.7 ADDITIONAL GUIDELINES FOR GRC SUPPLEMENTAL ENTRY

After the record has been identified, each field included in a supplemental record entry must
be identified by the appropriate field code followed by a slash and the items(s) of data. The
data elements must be separated by a period and each field must end with a period. For
example:

DRS/BLUE BASEBALL CAP.REDBALL JET SHOES.BLACK ZORRO CAPE.

The field in the base record must be filled before any supplemental entry for the same field
will be accepted. For example, any attempt to enter identifying tattoos in a supplemental
record will be rejected as an error if the base record does not contain TTO.

8.8 MODIFICATION OF GRC SUPPLEMENTAL DATA

To modify a field in a supplemental record, the incorrect field must be canceled and
reentered.

8.9 EXAMPLE OF A GRC SUPPLEMENTAL DATA CANCELLATION

1N01HEADER.XGGN.MD1012600.GNG/CRIPS*WADC.SGP/ROARING 50S*WADC.
DRS/BRITISH KNIGHTS SNEAKERS
 Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP GNG/CRIPS*WADC.SGP/ROARING 50S*WADC
DRS/BRITISH KNIGHTS SNEAKERS

This example of a cancellation contains: header (1N01HEADER), message key (XGGN),

Originating Agency Identifier (MD1012600), two record identifiers (GNG/CRIPS*WADC
and SGP/ROLLING 50S*WADC), and the supplemental data to be canceled (DRS/BRITISH
KNIGHTS SNEAKERS).

8.10 IDENTIFICATION OF A GRC RECORD FOR SUPPLEMENTAL DATA

CANCELLATION

The GRC base record must be identified by GNG and SGP, in that order, with each data
element preceded by the proper MFC.

8.11 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GRC

SUPPLEMENTAL DATA CANCELLATION

A maximum of nine additional identifiers of any allowable type may be entered in one
supplemental record entry message. Additional messages are required if more identifiers are
to be entered. The image set (IMN and IMT) is counted as one identifier.

8.12 ADDITIONAL GUIDELINE FOR GRC SUPPLEMENTAL DATA

CANCELLATION

In addition to the TTO, DRS, HND, and GTI Fields, the IMN and IMT Fields may be
included in an NCIC-formatted transaction. For example:

1N01HEADER.XGGN.MD1012600.GNG/CRIPS*WADC.SGP/ROLLING 50S*WADC.
IMN/I1234256343.I.IMN/I2324242424.I.IMN/I132335434.I

The images (up to ten identifying images) would have been entered through the EIM
transaction. Additional information concerning images can be found in the Image File
chapter.

GROUP MEMBER CAPABILITY (GMC)

SECTION 9--GMC INTRODUCTION

9.1 BACKGROUND

1. The GMC enables online entry and retrieval of information about qualifying gang
members using name and/or numeric identifiers or vehicle information.
 2. The GMC has two major functions: protecting the street officer and promoting the
exchange of information about specific gangsters.

1. The first function is accomplished by the automatic cross-search of the Gang File
with all QW, QWA, QWE, QWF, QWS and QV (and ZW/ZV) inquiries, resulting in
early notification and warning that a subject encountered by an officer may be a
potentially violent gang member.

2. The second function is accomplished by reference to the ORI and Originating Agency
Case Number (OCA) of the record-entering agency allowing further, more extensive
contact between the agencies. This feature is augmented by use of the GRC (Group
Reference Capability) to obtain more information about the particular gang and
subgroup listed in the GMC record.

3. Entry of a gang in the Group Member Capability is predicated on the entry or

preexistence of a GRC record for the group to which that member belongs.

4. Unlike a GRC record, in which multiple agencies can express interest in a single record,
GMC records are individually entered by each agency. This enables each agency to place
any identifying information, which may differ among agencies, in its own record. Under
this system, multiple records on one record subject may be returned to an inquiring
agency.

5. Like all NCIC records, probable cause to search or seize is not established by the GMC
record standing alone. In any case, arrest of a GMC record subject would not be
appropriate based on only his/her group affiliation. A caveat appears with every GMC
record warning against search or seizure established solely on the record. This does
not mean that a GMC record has no relevance to either reasonable suspicion to
investigatively detain a record subject (and perform an accompanying frisk pursuant to
such a detention), to arrest a record subject based on probable cause, or to search
premises or vehicles based on probable cause.

9.2 CRITERIA FOR GMC ENTRY

1. Agencies must have documentation (electronic or hard copy) on file to support a GMC
entry. The criteria identified to support entry should be documented for purposes of
validation and audit. Additionally, each GMC record must include a notation in the
Criteria for Entry (ECR) Field. The following criteria must exist with respect to any
individual, whether a gang or terrorist organization member, to be entered in the GMC:

Must be a member of a gang and subgroup thereof which meets the criteria for and is
entered in the GRC; and

CODE CRITERIA
A Has admitted membership in that gang (and subgroup) at the time of his/her arrest or
incarceration; or
I Has been identified as a gang member by an authorized penal organization; or
 Meets any two of the following:
B Has been identified by an individual of proven reliability as a gang member;
C Has been identified by an individual of unknown reliability as a gang member and
that information has been corroborated in significant respects;
D Has been observed by members of the entering agency to frequent a known gang's
area, associate with known gang members and/or affect that gang's style of dress,
tattoos, hand signals, or symbols;
E Has been arrested on more than one occasion with known gang members for offenses
consistent with group activity;
F Has admitted membership in the identified gang at any time other than arrest or
incarceration.

2. The first and overriding criterion for entry of a GMC record is that the GNG (group) and
SGP (subgroup) must match a gang already entered in the GRC.

3. It is not necessary that an agency wishing to enter a GMC record enter or already have on
file a GRC record corresponding to the group/subgroup to be entered in the GMC record.
It is only necessary that some agency enter such record on file in the GRC. At any time
such GRC record is fully canceled, all corresponding GMC records with that
group/subgroup will be purged with $.P. Purge Notification sent to the ORIs of the
records.

4. There is also no requirement that three or more GMC records for a group/subgroup exist
to predicate either GRC or GMC records. GRC criteria require only that the
group/subgroup identified be of that size. An agency may wish to express interest and/or

caution only as to a single member of that group/subgroup and not enter records as to all
members of that group/subgroup.

5. It is expected that record recipients will treat every Gang File record subject with
appropriate caution. Entry is based on violent conduct by that identified group. To assist
law enforcement officers in being adequately prepared, the term CAUTION, the
functional equivalent of ARMED AND DANGEROUS, is printed at the beginning of all
GMC records. Any other cautionary information not related to the potential for violence
should be placed in the CMC Field .

9.3 MESSAGE KEY (MKE) CODES FOR A GMC RECORD

Message MKE Translation

Entry EGM CRIMINAL GANG MEMBER-CAUTION
Modify MGM
Cancel XGM
Inquiry QGM
 QW
QWA
QWE
QWF
QWS
QWB
QWI
ZW
QV
ZV
Supplemental entry EGMN
Supplemental cancel XGMN

9.4 RETENTION PERIOD FOR GMC RECORDS

1. A GMC record will remain active until it is canceled by the entering agency or until the
Date of Purge (DOP) is equal to the current date. Gang File records with the DOP Field
containing NONEXP are retained as active records until they are canceled by the entering
agency. When the DOP is reached, a $.P. administrative message will be sent to the
originating agency. The maximum retention period for a GMC record not containing
DOP/NONEXP is 5 years unless entered by a corrections agency. In such case, the 5-
year maximum runs from the date that the DOP Field is altered to show release of the
record subject from incarceration.

2. A GMC record with a GNG of UNLISTED GROUP will be retired 96 hours after entry.
The originating agency will not be notified.

3. Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record. Additional information on serious errors can be found in the
Introduction of this manual.

9.5 AUTOMATIC GMC RETIREMENT

1. GMC records are retired when a GRC record is fully canceled. The originating agency is
notified via a $.P. administrative message during the next purge cycle.

2. Multiple agencies may have GMC records for a gang/subgroup based on a single-interest
GRC record for that gang/subgroup. Since all agencies' GMC records would be retired on
cancellation of the GRC records, an agency wishing to reenter its GMC records would
be required to enter a GRC record for that gang/subgroup first. If an agency doesn't want
its GMC records retired in the event a GRC is canceled, it should enter an interest for that
GRC record. This ensures the GRC record is not canceled.

3. Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and
License Plate Type (LIT) Fields will remain in a GMC record or supplemental record for
the year of entry plus 4 years from the date of entry of the base record regardless of when
the license plate data is entered. If the purged license plate is the only searchable
 identifier in the GMC record, then the entire record will be retired and the originating
agency will not be notified.

4. A nonexpiring license plate (LIY/NX) contained in a GMC record will remain on file
until action is taken by the originating agency to remove the license data or cancel the
entire record. Users are not furnished a listing of records from which expired license data
are retired.

9.6 GMC VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

If the ORI determines that the designation was inaccurate or that the record subject is no
longer an active member of the gang/subgroup, the record should not be validated and should
be canceled.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

9.7 GMC MESSAGE FIELD CODES AND EDITS

Code Field Edits

AKA Alias May include alphabetics, numerics, a comma, hyphens, and spaces; if
used, the comma must follow the last name; there can be no more than
one space after the comma. The hyphen cannot be in the first position
or directly precede the comma. More information in Personal
Descriptors, NCIC Code Manual.
CMC Caution and Must be a valid code listed in Personal Descriptors, NCIC Code
Medical Manual.
Conditions
CTZ Citizenship Must be a valid NCIC-assigned country code as listed in State and
Country Codes, NCIC Code Manual.
DLO DNA Free text. If the DNA field is N or defaulted to N, then the DLO must
Location be blank.
DNA DNA Profile Must be either a Y or N. N is the default value. If Y is entered, then the
Indicator DLO Field must contain data.
DOB Date of Birth Must be a valid Gregorian date if it is the only numeric identifier. The
DOB cannot be later than the current date. If the DOB is not the only
numeric identifier, 00 is valid for the month and day when the actual
date is unknown. More information in Personal Descriptors, NCIC
Code Manual.

DOC Date of Must be a valid Gregorian date (YYYYMMDD) equal to current date
Cancellation or current date minus one.
DOE Date of Must be blank.
Emancipation
DOP Date of Purge Must be a valid Gregorian date, (YYYYMMDD), or contain
XXXXXXXX, YYYYYYYY, or NONEXP. If a valid Gregorian date,
it must be greater than the current date but no greater than 5 years. If
the DOP is equal to XXXXXXXX or YYYYYYYY, the ORI must end
in C. If a date is not entered, NCIC will set the DOP to the current date
plus five years.
EBS Expanded Must be 1, 2, 3, or blank. The default value is blank. If 2 or 3 is entered,
Date of Birth the day of birth in the DOB Field must be 12 or less.
Search
ECR Criteria for The ECR Field must have one of the following designations: A, AB,
Entry AC, AD, AE, AF, AI, BC, BD, BE, BF, BI, CD, CE, CF, CI, DE, DF,
DI, EF, EI, FI, or I.
ENS Expanded Must be Y or N.
Name Search

ETN Ethnicity Must be a valid NCIC-assigned code as listed in Personal Descriptors,

NCIC Code Manual.
EYE Eye Color Must be a valid NCIC assigned code as listed in Personal Descriptors,
NCIC Code Manual.
FBI FBI May be up to seven numerics; or one to six numerics followed by an
Number/UCN alphabetic character A through H; or one to six numerics followed by
an alphabetic character J through Z, followed by one or two check
digits; or one to six numerics followed by two alphabetics followed by
one check digit. If the number contains one alphabetic character (J-Z),
the check digit(s) will be 1 to 11. If the number contains two alphabetic
characters, the first cannot be B, G, I, O, Q, S, U, Y, or Z; the second
must be A, B, C, D, or E; and the check digit will be zero to nine. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one alphanumeric check digit.

Cannot contain alphabetic characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Must be a valid NCIC-assigned code as listed in Personal Descriptors,
Classification NCIC Code Manual. If the first character of any finger is numeric, the
second character must also be numeric. Codes 00 and 50 may not be
used.
GNG Group Name Must be the GNG of an active GRC record.
HAI Hair Color Must be a valid NCIC-assigned code as listed in Personal Descriptors,
NCIC Code Manual.
The first character represents feet and the second and third represents
inches. Must be a minimum of 400 but not more than a maximum of
HGT Height 711. More information in Personal Descriptors, NCIC Code Manual.
IMN Image NCIC A self-checking number which is automatically assigned by NCIC to
Number each accepted image record and consists of the alphabetic character I
followed by nine numeric characters.
IMT Image Type Must be a valid NCIC-assigned code as listed in the Image File chapter.
LIC License Plate The characters UNK, UNKN, or UNKNOWN may be used in inquiry
Number transactions. For entry of a record with UNK, UNKN, or UNKNOWN,
contact the FBI CJIS Division staff. If VMA is AERO, LIS is US, and
LIT is PP or NP, the first character in the LIC Field must be the
alphabetic N. If the license plate number exceeds ten characters , only
the first ten characters should be entered in the LIC Field. The full
plate number must be shown in the MIS Field.
LIS License Plate Must be a valid NCIC-assigned code as listed in State and Country Data
State Codes, NCIC Code Manual.
LIT License Plate Must be a valid NCIC-assigned code as listed in Vehicle Data Codes,
Type NCIC Code Manual.
LIY License Plate Must be a valid four-character year (YYYY) or the alphabetics NX to
Date of represent a nonexpiring registration.
Expiration
LKA Linking Case Must not contain a single zero only, a run of zeros only, a single
Number alphabetic only, or the word NONE. The first seven characters of the
LKA cannot equal the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be valid for the LKI.
(There must not be an ORI and matching OCA in the System).
LKI Linking Must be a valid ORI.
Agency
Identifier
MIS Miscellaneous
Free text.
MKE Message Key Must be a valid message key.
MNU Miscellaneous
The first two characters must be a valid NCIC-assigned code as listed in
Number Personal Descriptors, NCIC Code Manual. The third character must be
a hyphen. Entry of one zero only or a run of zeros is prohibited in
positions 4 through 15. An originating agency police or identification
number (prefix code OA) in MNU cannot be the only numeric identifier
in the record. 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.
NAM Name The name may include alphabetics, numerics, a comma, hyphen(s), and
spaces. The comma must follow the last name and there can be no more
than one space after the comma. The hyphen cannot be in the first
position or directly precede the comma. Additional information can be
found in Personal Descriptors, NCIC Code Manual.
NIC NCIC Number A self-checking number consisting of an alphabetic character (T Gang
Member record) followed by nine numeric characters automatically
assigned by NCIC to each accepted record. Must have valid check
digits when used to identify record in a subsequent transaction.
NOA Notify Must be Y or N. NCIC will default to N if blank.
Originating
Agency
Originating May contain alphabetics, numerics, and the hyphen. Must not contain a
Agency Case single zero only, a run of zeros only, the word NONE, or the first seven
OCA Number characters of the ORI Field.
OLN Operator's One zero only or a run of zeros only indicating a license is unknown
License may not be used. More information in Personal Descriptors, NCIC
Number Code Manual.
OLS Operator's Must be a valid NCIC-assigned code as listed in State and Country
License State Codes, NCIC Code Manual. More information in Personal Descriptors,
NCIC Code Manual.
OLY Operator's Must represent the year the license expires (XXXX), the alphabetics
License Year NX to represent nonexpiring, or the code UNKN for unknown. More
of Expiration information in Personal Descriptors, NCIC Code Manual

ORI Originating Must be a valid NCIC-assigned ORI.

Agency
Identifier
POB Place of Birth Must be a valid NCIC-assigned code as listed in State and Country
Codes, NCIC Code Manual. Also, more information in Personal
Descriptors, NCIC Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in Personal Descriptors,
NCIC Code Manual.
RSH Related Must be Y or N.
Search Hit
SEX Sex Must be a valid NCIC-assigned code as listed in Personal Descriptors,
NCIC Code Manual.
SID State First two characters must be a valid state code, territory code, or the
Identification code US. Embedded spaces are prohibited. The third and fourth
Number characters may contain an asterisk. The tenth character may contain a
hyphen.
SGP Subgroup Must be the SGP name of an active GRC record.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in Personal Descriptors,
NCIC Code Manual.
Scars, Marks, Must be a valid NCIC-assigned code as listed in Personal Descriptors,
SMT Tattoos, and NCIC Code Manual.
Other
Characteristics
SOC Social Should not be less than 001010001 or have a value of 9 in the first
Security position or have a value of 00 in the fourth and fifth position. Invalid
Number and/or nonissue numbers are accepted but cause a SOC attention
message. More information in Personal Descriptors, NCIC Code
Manual.
VCO Vehicle Color Must be valid NCIC-assigned code as listed in Vehicle Data Codes,
NCIC Code Manual. If two color codes are used, they must be
separated by a slash (/).
VIN Vehicle Single zero only, run of zeros only, single alphabetic only, all
Identification alphabetics only, or spaces cannot be used. The Vehicle File chapter has
Number additional edits on the VIN Field. If a state assigned or nonconforming
17-character VIN, SVIN must be entered as the first characters of the
MIS Field. If the VIN exceeds 20 characters, only the last 20 characters
should be entered in the VIN Field. The full VIN must then be shown in
the MIS Field.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first four characters
must be alphabetic and a valid code. If the VMA code is less than four
characters and data are included in positions 5 through 24, positions 3
and/or 4 should be blank. The remaining characters are free text and
must contain the name of the manufacturer when the VMA code is
AERO, ATV, COEQ, CYCL, FARM, SNOW, SPEC, TRLR, or
TRUK.
If the VMO is other than TL, the VMA code must be a valid code listed
in Vehicle Data Codes, NCIC Code Manual.
If the VMO is TL, the VMA code must not be the characters: ASM,
ASMB, ASSE, ASSM, MB, MC, MK, MP, MS, NA, TK, TL, UNK,
UNKN, XX, XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.
For every assembled vehicle that does not have a manufacturer-
assigned VIN, the VMA code must be ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or earlier. If the VMA
code is AMER, the VYR must be 1988 or earlier. If the VMA code is
JEEP, the VYR must be 1989 or later.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or SA, the VMA code
must be AERO.
(all-terrain If VST is EB, EN, or OP, the VMA code must be SPEC, ATV, SNOW,
vehicle, dune CYCL, or one of the approved VMA codes for snowmobiles or
buggy, go- motorcycles listed in Vehicular Data Codes, NCIC Code Manual.
cart, and golf
cart)
(snowmobile) If VST is MV, the VMA code must be SPEC, ATV, CYCL, or one of
the approved VMA codes for snowmobiles or motorcycles listed in
Vehicular Data Codes, NCIC Code Manual. If VMA code is ATV or
SPEC, the VST must be EB, EN, MV, or OP, and the name of the
manufacturer must be entered in the MIS Field.
VMO Vehicle Spaces cannot be skipped. Hyphens or symbols must be used. More
Model information in Vehicle Data Codes, NCIC Code Manual.
The only valid VMO codes for vehicles with VST codes EB, EN, MV,
or OP are (blank), ATV, CYL, DUN, GOF, GRT, SKT, SKW, TOY,
TRA, TRW, or WHE.
(assembled If the first four characters of the VMA are ASVE, the VMO must be
automobile) AV or REP.
 (construction If the first four characters of the VMA are COEQ, the VMO must be
equipment) CE.
(farm and If the first four characters of the VMA are FARM, the VMO must be
garden FE.
equipment)
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the VMO required is
CYL.
(snowmobile) If the first four characters of the VMA are SNOW or one of the valid
snowmobile manufacturer's codes listed in the NCIC Code Manual,
Vehicle Data Codes, the VMO must be SKT, SKW, TOY, TRA, TRW,
or WHE.
(trailer) If the first four characters of the VMA are TRLR or HMDE, the VMO
must be TL.
(truck) If the first four characters of the VMA are TRUK, the VMO must be
TK.
VST Vehicle Style Must be a valid code listed in Vehicle Data Codes, NCIC Code Manual.
VYR Vehicle Year Must represent the model year during which the vehicle was
manufactured (YYYY). Year cannot be more than two years beyond the
current year.
WGT Weight Minimum of 050 and maximum of 499. More information in Personal
Descriptors, NCIC Code Manual.

9.8 CRITERIA FOR REJECTING DUPLICATE GMC RECORDS

1. If the following fields of an NCIC GMC message are the same as those field codes of a
GMC record already on file, the second entry will be rejected with the message REJECT
ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and ORI; OLN, OLS, and
ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM, and ORI; OCA, NAM,
and ORI; or DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is sent by NCIC, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is other than GMC, e.g., Wanted Person, Protection Order Files, etc. A
duplicate record will also be accepted if there are vehicle data in the GMC message that
matches data in the vehicle file. In those cases, the duplicate record(s) will be furnished
with the acknowledgment.

9.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.
 SECTION 10--GMC ENTRY

10.1 EXAMPLE OF A GMC ENTRY

1N01HEADER.EGM.WA1230000.DREBIN,PAUL.M.W.MD.19530531..601.209.BLU.BRO..ALB.TAT R
CHK.10121011C0141159TT13.MD-32614.123456789.M460603429409C.MD.1999.
CRIPS*WADC.ROARING 50S*WADC.A.20120101.94161242.ARMED WITH TEC 9,TATTOO IS
TEARDROP.Y.WGS532.MD.1999.PC.2627HEL3B106924.1988.CHEV.CEL.4D.BLU.05.Y.FBI
LAB,QUANTICO, VA 703-632-4000, VA1234567, MTDNA.US.N...MD99999999

Acknowledgment:

1L01HEADER
WA1230000
NAM/DREBIN, PAUL NIC/T123457896
OCA/94161242

10.2 MESSAGE FIELD CODES FOR GMC ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
DATE OF ** DOE 0
EMANCIPATION
HEIGHT OPTIONAL HGT 3-3 NUMERIC
WEIGHT OPTIONAL WGT 3-3 NUMERIC
EYE COLOR OPTIONAL EYE 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
HAIR COLOR OPTIONAL HAI 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN OPTIONAL SKN 3-3 CODE AS
TONE DEFINED IN NCIC
CODE MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN NCIC
OTHER CODE MANUAL
CHARACTERISTICS
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR'S SET OLS 2-2 CODE AS
LICENSE STATE DEFINED IN NCIC
CODE MANUAL
OPERATOR'S SET OLY 2-2 ALPHABETIC (2),
LICENSE YEAR OF NUMERIC (4), OR
EXPIRATION 4-4 ALPHABETIC (4)
GANG NAME MANDATORY GNG 1-22 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SUBGROUP NAME MANDATORY SGP 1-35 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CRITERIA FOR MANDATORY ECR 1-2 ALPHABETIC
ENTRY
DATE OF PURGE OPTIONAL WITH DOP 8-8 ALPHABETIC,
DEFAULT 6-6 NUMERIC
ALPHABETIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-121 ALPHABETIC,
NUMERIC,
1-500 SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
SET
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN NCIC
CODE MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC (2),
YEAR OF
EXPIRATION 4-4 NUMERIC (4)
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN NCIC
CODE MANUAL
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN NCIC
CODE MANUAL

ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS
WITHIN SET DEFINED IN NCIC
CODE MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
WITHIN SET DEFINED IN NCIC
7-7 CODE MANUAL
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN NCIC
CONDITIONS CODE MANUAL
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION CONDITIONAL DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS

**Field must not contain data but must be included in record formats.

10.3 MANDATORY FIELDS OF GMC ENTRY

The following fields are mandatory for acceptance of a GMC entry into NCIC: HDR, MKE,
ORI, NAM, SEX, RAC, DOE (mandatory blank), GNG, SGP, ECR, OCA, and at least one
for the following numeric identifiers: DOB (including year, month, and day); FBI; MNU
(other than originating agency police or identification number); SOC; OLN with OLS and
OLY; LIC with LIS, LIY, and LIT; or VIN with VYR, VMA, and VST.

10.4 ADDITIONAL GUIDELINES FOR GMC ENTRY

1. The entering agency (ORI) must account for all fields in the GMC record format. In the
original entry, all available data called for in the record must be entered. Missing data
obtained at a later time should be promptly added through the use of a modify message
(MKE/MGM). Guidelines for the entry of aliases and/or other additional identifiers as a
supplemental record to a GMC 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 a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except the ORI and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA, and a hyphen is used to
separate the first two alphabetics from the number itself in the MNU Field. 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.

5. A GMC record entered with GNG/UNLISTED GROUP* will only be retained for 96
hours regardless of what the DOP is set to.

*This code is to be used for emergency entries until such time as a code can be assigned
by the NCIC staff. For SGP code, UNLISTED SUBGROUP should be used.

6. Information may be entered in a Group Member record about vehicles subject to the
following criteria: the vehicle must have been observed to be in the possession of or
driven by a specific record subject or by some group member who would separately meet
the criteria for entry in the GMC.

7. 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, operator’s 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.

8. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:
ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

10.5 MESSAGE FIELD CODE EDITS FOR GMC ENTRY

1. DESCRIPTORS IN THE GMC RECORD ENTRY

Entry instructions for name; sex; race; ethnicity; date of birth; height; weight; eye color;
hair color; skin tone; scars, marks, and tattoos; fingerprint classification; miscellaneous
number; Social Security number; operator's license number; caution and medical
conditions; and citizenship can be found in Personal Descriptors, NCIC Code Manual.
Codes for entering the place of birth and citizenship can be found in State and Country
Codes, NCIC Code Manual. Codes for entering license and Vehicle data can be found in
the Vehicle Data Codes, NCIC Code Manual.
2. ECR FIELD

The ECR Field is mandatory and must have one of the following designations:
A, AB, AC, AD, AE, AF, AI, BC, BD, BE, BF, BI, CD, CE, CF, CI, DE, DF, FI, EF, EI,
FI, or I.

Entry instructions for the ECR Field can be found in the Personal Descriptors, NCIC
Code Manual.

3. DATE OF PURGE (DOP) FIELD

The following are valid entries in the DOP Field:

Field Entry Result

DOP is blank NCIC generates DOP, current
date plus 5 years
DOP contains XXXXXXXX and ORI No purge date set
ends in C
DOP contains YYYYYYYY (must be an Purge date set 5 years from date
ORI that ends in C and a previous of modification to YYYYYYYY
XXXXXXXX)
DOP contains a date 5 years or less from Purge date set
date of entry
DOP contains NONEXP No purge date set

Only an ORI ending in C, i.e., an agency involved in corrections, is permitted to enter

XXXXXXXX on the date of incarceration. This entry will stop the running of the
system-created automatic purge date. The ORI, on release of the record subject from
incarceration, must modify (MGM) the record to either YYYYYYYY (which will cause
the system to automatically set a 5-year purge date), or to a date earlier than 5 years from
the modification date. The DOP Field can be modified, except by ORIs ending in C, to a
date earlier than 5 years from the original entry date or to NONEXP for non-expiring
records. If using a date, the DOP Field cannot be greater than 5 years from the date of
entry or the date of modification, and the DOP Field must be greater than the current
date.

4. MISCELLANEOUS (MIS) DATA

1. Aliases, nicknames (monikers), vehicle 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 as a supplemental record (MKE/EGMN) illustrated
and explained in Section 16 of this chapter, as this procedure increases the chances of
a hit on the record.
 2. If the entry contains an FBI number/UCN, the entering agency may obtain a copy of
the subject's Identity History Summary by entering the alphabetic code Send

Identification Record (SIR) as the last item in the MIS Field. A blank character must
precede SIR if other information is included in the MIS Field.

3. When an agency enters two or more GMC records for individuals who are known to
be associating with each other, each existing GMC record entry should be cross-
referenced to the other. This cross-referencing can be done by placing the name and
NIC of each GMC record in the MIS Field of the other GMC record with an
appropriate explanatory notation. Therefore, an agency receiving one of the GMC
records will have the information needed to obtain other records.

5. NOTIFY ORIGINATING AGENCY (NOA)

6. When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the GMC is known, Y should be
entered into the NOA Field. VEHICLE DATA

Information may be entered in a Group Member record about vehicles subject to the
following criteria:

1. The vehicle must have been observed to be in the possession of or driven by a specific
record subject or by some group member who would separately meet the criteria for
entry in the GMC.

2. Vehicle information about a single, particular vehicle may be entered in more than one
GMC record by the same agency. Vehicle information that is part of a GMC record
will be searched by any Vehicle File inquiry (QV, ZV, QVB, QW, QWA, QWE,
QWF, QWS, QWB, or ZW), assuming that either LIC (and accompanying fields) or
VIN is entered in the record.

3. Entry with Vehicle Year (VYR), Vehicle Make (VMA), Vehicle Model (VMO),
Vehicle Style (VST), and/or Vehicle Color (VCO), without either LIC or VIN is
permitted. Though not searchable on-line without LIC or VIN, this information will be
returned as part of a response to a QW, QWA, QWE, QWF, QWS, QWB, ZW, or
QGM inquiry.

7. 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).
 8. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

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 location of the DNA sample must be entered 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.

9. LINKAGE DATA (LKA and LKI)

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 with 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. In the entry message the LKI and LKA Fields immediately follow the ETN
Field. The message will be rejected if the first seven characters of the LKA are the same
as the first seven characters of the LKI.

10. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Gang record are
located in Section 16 of this chapter.

SECTION 11--GMC MODIFICATION

11.1 MODIFICATION OF A GMC RECORD

Modification of a record is restricted to the agency that entered the record and is used to add,
delete, or change data in the base record. Use of this message is mandatory by an ORI
ending in C on release of a record subject from incarceration if XXXXXXXX was originally
entered in the DOP Field.

With respect to all data in the record except for name and vehicle-related information,
deletion of data will cause the same data in the supplemental record to become part of the
base record.

11.2 EXAMPLE OF A GMC MODIFICATION

1N01HEADER.MGM.WA1230000.NAM/DREBIN, PAUL.NIC/T123457896.DOB/19520531
 Acknowledgment:

1L01HEADER
WA1230000
MODIFY NAM/DREBIN, PAUL NIC/T123457896

The above modification example contains: header (1N01HEADER), message key (MGM),
Originating Agency Identifier (WA1230000), two record identifiers (NAM/DREBIN, PAUL
and NIC/T123457896), the field being modified, and the data being changed
(DOB/19520531).

11.3 MESSAGE FIELD CODES FOR GMC MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

11.4 IDENTIFICATION OF A GMC RECORD TO BE MODIFIED

The record to be modified must be identified by either NAM and NIC, in that order; NIC and
OCA, in that order; or NAM and OCA, in that order, with each data element preceded by the
proper MFC. The name used in identifying the record to be modified must be set forth with
the exact spelling and spacing as shown in the record on file.
11.5 ADDITIONAL GUIDELINES FOR GMC MODIFICATION

Section 9 of this chapter contains information on MFCs applicable to a GMC record, any of
which can be modified except for the MKE and NIC.

Section 16 of this chapter contains additional information on modifying an alias and/or

additional identifiers appended to a GMC record by means of a supplemental record.

1. EXAMPLE OF A MODIFICATION TO REMOVE ALL VEHICLE DATA FROM A

GMC RECORD

When vehicle data in a GMC base record need to be removed prior to the removal of the
record, a special MFC, LIC-VCO, may be used to remove all vehicle data without
identifying each individual field (example below). The characters LIC-VCO/. instruct the
NCIC to delete the fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA, VMO, VST, and VCO.

1N01HEADER.MGM.MD1012600.NAM/SMITH, JOHN J.NIC/T000069216.LIC-VCO/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/T000069216

The above modification example, which removes all vehicle data from the record,
contains: header (1N01HEADER), message key (MGM), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/T000069216),
and the fields being removed (LIC-VCO) immediately followed by slash period (/.).

2. MODIFICATION TO REMOVE PART OF VEHICLE DATA FROM A GMC

RECORD

The special modification message explained above cannot be used to remove less than all
of the vehicle data from a GMC base record. For example, if only the four fields of
license plate data (LIC, LIS, LIY, and LIT) are to be deleted from the record, the usual
modification procedure must be followed, with each field to be deleted explicitly set forth
as shown in the following modify message.

1N01HEADER.MGM.MD1012600.NAM/SMITH, JOHN J.NIC/T000069216. LIC/.LIS/.LIY/.LIT/.

3. LINKAGE DATA (LKI and LKA)

1. The Linkage ORI and OCA Fields are provided as separate fields to associate
incidents that are handled by multiple departments. A record which shares the same
incident of a record entered with a different ORI and/or OCA can be modified to link
the records by entering the associated ORI and OCA into the linkage fields (LKI and
LKA) of both records. If a modify transaction is used to add a linkage to another
record, then both LKI and LKA must be entered.
 2. LKI and LKA Fields already existing in the gang record can be modified individually.

3. The LKI and LKA Fields must be deleted as a pair; otherwise, the message will be
rejected.

11.6 VALIDATION GUIDELINES FOR NCIC GMC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a GMC record to indicate that the record has been validated. When data are entered
into the

VLN Field, NCIC enters the current date in the Date of Last Validation (VLD) Field of the
record. If the user attempts to delete or modify the VLN Field to all blanks, the message will
be rejected. The acknowledgment for the modify message containing VLN Field data will
indicate the record has been validated. Each CSA can determine the specific data to be
included in the VLN Field for the validation of the record. For example:

1N01HEADER.MGM.MD1012600.NAM/SMITH, JOHN J.NIC/T000069216. SOC/123456789.VLN/JONES,

DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/T000069216

SECTION 12--GMC CANCELLATION

12.1 WHEN TO USE A CANCELLATION MESSAGE

Cancellation of a GMC record is restricted to the ORI that entered the record. A cancellation
message is utilized when the entering agency determines that the record is invalid.

12.2 EXAMPLE OF A GMC CANCELLATION

1N01HEADER.XGM.WA1230000.NAM/SMITH, JOHN.NIC/T639123105.20100612

Acknowledgment:

1L01HEADER
WA1230000

CANCEL NAM/SMITH, JOHN NIC/T639123105

This cancellation message contains: header (1N01HEADER), message key (XGM),

Originating Agency Identifier (WA1230000), record name (NAM/SMITH, JOHN), NCIC
Number (NIC/T639123105), and date of cancellation (20100612).
12.3 MESSAGE FIELD CODES FOR GMC CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

12.4 IDENTIFICATION OF A GMC RECORD TO BE CANCELED

The record to be canceled must be identified by either NAM and NIC, in that order; or NIC
and OCA, in that order; or NAM and OCA, in that order, with each data element preceded by
the proper MFC. The name used in identifying the record to be canceled must be set forth
with the exact spelling and spacing as shown in the record on file. Date of Cancellation
(DOC) must follow the two record identifiers. DOC must be the current date or the current
date minus one.

12.5 ADDITIONAL GUIDELINES FOR GMC CANCELLATION

1. All information about the record subject, including any supplemental information, is
canceled when the XGM transaction is used.

2. Benefits and effectiveness data are not collected for GMC records.
 SECTION 13--GMC INQUIRY

13.1 EXAMPLE OF A GMC INQUIRY

The message key QGM searches the Gang File and Known or Suspected Terrorist File
records. If the QGM includes MNU, OLN, or SOC, the NCIC System will search against the
Article File personal identifiers records.

1N01HEADER.QGM.MD2610000.NAM/SMITH, STEVE.DOB/19530531.
SEX/M.RAC/W.VIN/2ADF36BLIG162312

Negative Response:

NO NCIC RECORD DOB/19530531 NAM/SMITH, STEVE SEX/M RAC/W

NO NCIC RECORD VIN/2ADF36BLIG162312

Positive Response:

1L01HEADER
MD2610000

WARNING - STANDING ALONE, NCIC GANG GROUP AND MEMBER

FILE INFORMATION DOES NOT FURNISH GROUNDS FOR THE
SEARCH AND SEIZURE OF ANY INDIVIDUAL, VEHICLE, OR DWELLING

MKE/CRIMINAL GANG MEMBER - CAUTION

CMC/05 - VIOLENT TENDENCIES
ORI/MD1230000 NAM/SMITH, STEVE SEX/M RAC/W ETN/H POB/MD
DOB/19530531 HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/1234567 CTZ/US
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/MD-32614 SOC/123456789
OLN/98765432 OLS/MD OLY/1995
GNG/CRIPS*WADC SGP/ROARING 50S*WADC
ECR/BD DOP/20100115 OCA/92312663 SID/MD99999999
LKI/MD1240000 LKA/MD-2255
MIS/KNOWN TO CARRY TEC 9, TTO IS TEARDROP
LIC/ABC123 LIS/MD LIY/1993 LIT/PC
VIN/2627HL525210 VYR/1988
VMA/CHEV VMO/CEL VST/4D VCO/BLU
ORI IS HARPERS FERRY PD MD 301 555-1212
DOB/19550515
AKA/BEBETO, X
AKA/JONES, JOHN
AKA/LEON, JOSE
NIC/T123698222 DTE/20070914 1400 EST DLU/20080110 0100 EST
NO NCIC RECORD VIN/2ADF36BLIG162312
13.2 MESSAGE FIELD CODES FOR GMC INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
FBI CONDITIONAL FBI 1-9 ALPHABETIC,
NUMBER/UCN NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL CONDITIONAL SOC 9-9 NUMERIC
SECURITY
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMERIC
NUMBER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN NCIC
CODE MANUAL
VEHICLE CONDITIONAL VIN 1 -20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN NCIC
CODE MANUAL
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
CASE AGENCY NUMERIC,
NUMBER SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR
RELATED OPTIONAL RSH 1-1 ALPHABETIC
SEARCH HIT
EXPANDED OPTIONAL ENS 1-1 ALPHABETIC
NAME SEARCH
EXPANDED DATE OPTIONAL EBS 1-1 NUMERIC
OF BIRTH
SEARCH

13.3 REQUIREMENTS FOR GMC INQUIRY

On-line queries to the GMC are possible through automatic cross-search as part of the QW,
QWA, QWE, QWF, QWS, QV, ZW, and ZV transaction or use of QGM transaction. In
either case, the query must include NAM and one of the following numeric identifiers:

1. DOB (date of birth)

2. SOC (Social Security number)
3. MNU (miscellaneous identifying number)
4. OLN (operator's license number)
5. VIN (vehicle identification number)
6. LIC (license plate number)
7. OCA (originating agency case number)
8. FBI (FBI number/UCN)

In addition, an inquiry without NAM using LIC, VIN, and/or NIC is permitted.

13.4 ADDITIONAL GUIDELINES FOR GMC 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 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 match to the surname in the inquiry.

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 SEX code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry
can limit the search made by NCIC. A list of the Race Field codes and the race codes that
will be searched when each is included in an inquiry are the following:
 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

2. When the inquiry contains a name and an alphanumeric identifier other than DOB, i.e.,
the SOC, FBI, MNU, or OLN, 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. If the MNU exceeds 15 characters, the first 15 characters should be entered in
the MNU 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.

3. Because multiple records from several files are available when a QW, QWA, QWE,
QWF, or QWS transaction is used, multiple records concerning one individual may
appear in any response. Additionally, because different agencies may enter Gang File
records on the same individual, multiple Gang File records are possible in any response.

4. When an inquiry uses the LIC, any record containing that plate number will be returned
in the response. To narrow the scope of the search and utilize the system effectively, a
license plate state should also be included.
5. Vehicle information about a single, particular vehicle may be entered in more than one
GMC record by the same agency. Vehicle information that is part of a GMC record will
be searched by any Vehicle File inquiry (QV, ZV, QW, QWA, QWE, QWF, or QWS or
ZW), assuming that either LIC (or accompanying fields) or VIN is entered in the record.

6. An inquiry of the Wanted Person (QW, QWA, QWE, QWF, QWS, ZW, or QWB) and/or
Vehicle (QV/ZV/QVB) Files will result in the automatic cross-search of the GMC File.
Active records will be returned in a positive response. The Wanted Person and/or Vehicle
File chapters contain details regarding the use of the above MKEs.

7. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

8. If QGM inquiry includes MNU, SOC, or OLN, the NCIC System will search against the
Article File personal identifier records.

9. If an inquiry hits on more than 100 records, the NCIC System will discontinue processing
the response and return the first 100 records with the following caveat.

MAXIMUM RECORD COUNT EXCEEDED FOR AN ON-LINE

SEARCH. RESUBMIT MODIFIED SEARCH PARAMETERS OR
SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.
 To modify the search parameters to possibly prevent excessive hits, omit DOB and use
NAM and a different numeric identifier. Also, using SEX and RAC with NAM and DOB
may reduce the number of hits. To request a Global Inquiry, contact your CSA or the
FBI’s CJIS Division.

10. A GMC response can contain supplemental data fields of AKA, DOB, SMT, MNU, SOC,
CMC, CTZ, SID, operator’s license data, license plate data, vehicle identification data,
and image data. All supplemental fields will be sorted by special character,
alphabetically, then numerically. Within supplemental data sets, the fields will be sorted
as follows: operator’s license data by OLS, license plate data by LIS, vehicle data by
VIN, and image data by IMN.

11. IMAGE INDICATOR (IND)

QGM 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. For a person this would be a mugshot, if available;
for property, it would be either the identifying image or the generic image, if available.

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.

DOB/19691012.IND/Y

The following would be returned after the immediate confirm caveat for a mugshot
image:

IMR/MNAM:SMITH, JOHN J DOB:19691012

RAC:W HGT:510 WGT:165 DOI:19821210
NIC:T000069216 IMN:I000001233
MIS: MUGSHOT FROM 1982 ARREST

00256
<image>.

The Image Response (IMR) is composed of the following data: the Image Type (M for
mugshot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The Date of
Image (DOI) is next, then the NIC of the base record is provided along with the Image
NCIC Number (IMN). Following the IMN is the Image MIS Field, then image size in
bytes (00256) and, lastly, <image> would be replaced with the actual image.

12. RELATED SEARCH HIT (RSH)

A QGM inquiry may also contain a Related Search Hit (RSH) Field. If the RSH Field is
Y, secondary hit responses will be returned for all linked records. The NCIC System links
records when: 1) ORI/OCA matches primary hit response and the dates of entry for those
records are within 30 days of each other and 2) the LKI/LKA are the same as ORI/OCA
contained in the primary hit response. If RSH is not entered, the field will default to N. If
the primary hit response is for a gang member, there will not be any LKI/LKA Fields to
search, but a search could occur based on the ORI and OCA Fields of the GMC record.

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W. DOB/19691012.RSH/Y

 The following would be returned after the primary hit response based on the ORI/OCA of
the two records being the same:
***RELATED RECORDS***

MKE/STOLEN GUN
ORI/MD1012600 SER/B512673 MAK/REM CAL/308 MOD/MOHAWK
TYP/RC DOT/19981005
OCA/12334444
ORI IS ANY CITY PD MD 301 555-1111
NIC/G000039842 DTE/20080203 1234 EST DLU/20080205 0123 EST
IMMED CONFIRM RECORD WITH ORI

The following would be returned after the primary hit response based on the primary hit
response having an LKI/DC1014300 LKA/CS12345 that matches another record's
ORI/OCA:

***RELATED RECORDS***

MKE/MISSING PERSON OTHER

ORI/DC1014300 NAM/THOMAS, TOM SEX/M RAC/W ETN/H POB/FL
DOB/19540327 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/123456789
MNP/MP DLC/19980501 OCA/CS12345 SID/VA11111111
MIS/LAST SEEN WEARING BLUEJEANS AND BLACK PULL OVER SHIRT
ORI IS ANY CITY PD DC 202 555-1111
NIC/M107650007 DTE/20120503 1400 EDT DLU/20130423 0523 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

13. EXPANDED NAME SEARCH (ENS)

A QGM inquiry may also contain an Expanded Name Search indicator (ENS) to specify
that if the NAM and DOB identifiers are used, the enhanced name search function should
be performed. If the ENS Field is Y, primary hits will be determined using each input
NAM name part as a last name, interchanging the remaining name parts as given names.

14. EXPANDED DATE OF BIRTH SEARCH (EBS)

When an inquiry transaction includes the numeric 1 in the EBS Field, the expanded date
of birth search will return records with the exact input DOB as well as records with the
exact month and day and a range of plus or minus one year of the input DOB. When an
inquiry transaction includes the numeric 2 in the EBS Field, the expanded date of birth
search will return records with the exact input DOB as well as records with the exact year
of birth with the month and day transposed. When the inquiry transaction includes the
numeric 3 in the EBS Field, the expanded date of birth search will return the following:
records with the exact input DOB, records with the exact month and day and a range of
plus or minus 1 year of the input DOB, and records with the exact year of birth with the
month and day of input DOB transposed.
13.5 PROCEDURES FOR HANDLING A HIT

Access to and dissemination from the Gang File is to be consistent with the use and
dissemination policies for the Interstate Identification Index.

When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative interest
agency(ies). If the investigative interest agency requests notification of all hits, this agency
should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the Other
Transactions chapter of this manual for additional information on investigative interest
supplemental records.

SECTION 14--GMC LOCATE

There are no locate procedures for the Gang File.

SECTION 15--GMC CLEAR

Procedures to remove GMC records are detailed in Section 12--GMC Cancellation. This file
does not have a MKE code for clear.

SECTION 16--GMC SUPPLEMENTAL RECORD

16.1 MESSAGE FIELD CODES FOR GMC SUPPLEMENTAL TRANSACTION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN NCIC
OTHER CODE MANUAL
CHARACTERISTICS
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL SET OLN1
LICENSE NUMBER
SET
LICENSE PLATE OPTIONAL SET LIC2
NUMBER SET
VEHICLE DATA OPTIONAL SET VIN3
SET
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN NCIC
CONDITIONS CODE MANUAL
IMAGE NCIC OPTIONAL IMN4 ALPHABETIC,
NUMBER SET NUMERIC
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT>
3
VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
4
IMN/<IMN>.<IMT>

16.2 ENTRY OF A GMC SUPPLEMENTAL RECORD

Only the agency that entered the original record may add additional identifiers to a record.
The supplemental record entry transaction (EGMN) is available to add identifiers to the Gang
(EGM) member records.
16.3 EXAMPLE OF A GMC SUPPLEMENTAL ENTRY

1N01HEADER.EGMN.WA1230000.NAM/SMITH, JOHN.NIC/T123456789.AKA/JOHNSON,
D.DAVIS,JOHN.BLACK,JOHN.DOB/19550615.19570707.LIC/ABC123.DC.2010.PC.SMT/TAT R
ARM.CMC/O5

Acknowledgment:

1L01HEADER
WA1230000
SUPP NAM/SMITH, JOHN NIC/T123456789

The above entry example contains: header (1N01HEADER); message key (EGMN);
Originating Agency Identifier (WA1230000); two record identifiers (NAM/SMITH, JOHN
and NIC/T123456789); three additional AKAs (AKA/JOHNSON, D and DAVIS, JOHN and
BLACK, JOHN); two additional dates of birth (DOB/19550615 and 19570707); one set of
license plate data (LIC/624322.DC.2010.PC); one scars, marks, and tattoos (SMT/TAT R
ARM); and a caution and medical conditions code (05).

16.4 IDENTIFICATION OF A GMC RECORD FOR SUPPLEMENTAL ENTRY

The GMC record to which a supplemental record of alias(es) and/or other additional
identifiers are to be added must be identified by either NAM and NIC, in that order; NIC and
OCA, in that order; or NAM and OCA, in that order, with each data element preceded by the
proper MFC. The name used in identifying the record to which a supplemental record is to be
added must be set forth with the exact spelling and spacing as shown in the record on file.

16.5 NUMBER OF ADDITIONAL IDENTIFIERS IN GMC SUPPLEMENTAL ENTRY

The Alias (AKA) Field and all other identifying data fields which may be included in a
supplemental record are listed with their field codes and the maximum number of aliases
and/or identifiers allowable for a GMC record.

Field Field Maximum

Code Number
Permitted
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, and Other Characteristics SMT 9
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, and VIN 9
Color (entered as a set; model and color not required for entry,
but should be entered if known)
Caution and Medical Conditions CMC 10
Image NCIC Number and Image Type (entered as a set)** IMN 12
Citizenship CTZ 9
State Identification Number SID 9

**IMN and IMT Fields (up to 12: 1 mugshot, 1 signature, 10 identifying images) are added to
the supplemental record when an image is entered and the NIC of the base record is included in
the entry transaction. The Image File chapter contains additional details.

16.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GMC

SUPPLEMENTAL ENTRY

1. 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; or caution and
medical condition is counted as one identifier. Each set of data relating to an operator's
license, a license plate, vehicle, or image is likewise counted as one identifier.

2. For example, a record relating to JOHN SMITH might have appended supplemental data
consisting of three other names (AKAs), nine dates of birth, five scars, two miscellaneous
numbers (an army serial number and a mariner's document number), 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 have come into his possession, and one set of data
concerning an automobile known to be in his possession.

3. Entry of this additional data would require several supplemental record entry messages as
all of these additional identifiers could not be included in one supplemental record entry.

16.7 ADDITIONAL GUIDELINES FOR GMC SUPPLEMENTAL ENTRY

1. After the GMC 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 and each field ended with 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 OLN, LIC, and VIN Fields in the supplemental record format are multiple data
element fields; i.e., these fields have more than one data element following the field code
and slash and are entered in sets. Each set of data must be preceded by the appropriate
field code followed by a slash. The data elements within a set of data must be entered in
sequence after the slash, and each data element must be accountable.

3. The field in the main record, other than VIN or LIC data, must be filled before any
supplemental entry for that same field will be accepted. For example, any attempt to enter
an SOC in a supplemental record will be rejected as a format error if the main record
does not contain an SOC in the SOC Field.
 4. All numeric identifiers excluding originating agency case number and miscellaneous
number are to be entered omitting spaces, hyphens, and symbols. A hyphen may be used
in the OCA Field, and a hyphen must be used to separate the two alphabetics from the
number itself in the MNU Field.

5. When a supplemental record entry contains data concerning a person, a vehicle, or

license plate already on file in a Missing Person, Wanted Person, Vehicle, or License
Plate File record, the same rules as defined in Section 10 apply.

6. Personal Descriptors, State and Country Codes, and Vehicle Data Codes in the NCIC
Code Manual contain appropriate coding of personal identifiers and license and vehicle
data.

16.8 MESSAGE FIELD CODE EDITS FOR GMC SUPPLEMENTAL ENTRY

1. ALIAS FIELD (AKA)

1. The field code AKA followed by a slash is used to identify an alias(es) and monikers.
An alias includes any name(s) in which any last, first, or middle name is different from
that in the NAM Field (or those previously entered in the AKA Fields) for the record,
i.e., NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is
optional), first name or initial, space, middle name or initial if any, space, and
suffix meaning seniority, if any, e.g., SR or III.

3. Nicknames (monikers) can be entered without using commas. AKAs and/or

variations in name spelling must be separated by a period without repeating the
MFC AKA. The term nickname in NCIC is defined as a name added to or
substituted for the proper name of a person, such as their street name (i.e.,
Shorty). It is not a familiar form of a proper name, such as Jim for James.

2. OPERATOR'S LICENSE SET (OLN)

The field code OLN followed by a slash is used to identify additional operator's license
data in an entry. The three data elements making up this field are the operator's license
number, state of issue, and year of expiration. All three elements must be included in the
order listed in the format and must be separated by a period. For example:

OLN/L234526677238.VA.1976.

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by MFC OLN/.
 3. LICENSE PLATE SET (LIC)

The field code LIC followed by a slash is used to identify additional license plate data in
an entry. This field contains four data elements: LIC, LIS, LIY, and LIT. Elements must
be entered in the order listed and must be separated by a period. For example:

LIC/CBA321.MD.1977.TK.

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by message field code LIC/.

4. VEHICLE SET (VIN)

1. The field code VIN followed by a slash is used to identify an additional vehicle in a
supplemental entry. This field contains six data elements: VIN, VYR, VMA, VMO,
VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and
color should be entered in proper order when available. Elements must be
separated by periods and each data element must be accounted for. For
example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK

Or

VIN/1D37Q6R001225.1976.CHEV..2D.

3. In the event data related to other vehicles are entered at the same time, each set of
vehicle data must be preceded by MFC VIN/.

16.9 ADDITIONAL IDENTIFYING DATA IN GMC SUPPLEMENTAL ENTRY

Additional dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; citizenships; and Social Security numbers follow the field codes DOB/, SMT/,

MNU/, CTZ/, SID/, and SOC/, respectively, without repeating the MFC and separated only
by periods. For example:

DOB/19370102.19350823.SMT/SC L CHK.POCKMARKS.MNU/AF 123456789.SOC/123456789.

16.10 MODIFICATION OF GMC SUPPLEMENTAL DATA

No one-step procedure is available to modify an alias or other identifier in a GMC

supplemental record.

To modify, the incorrect AKA or other identifier should be canceled and reentered.
Cancellation procedures are set forth in Section 8 of this chapter.
16.11 EXAMPLE OF A GMC SUPPLEMENTAL DATA CANCELLATION

1N01HEADER.XGMN.MD1012600.NAM/SMITH, JOHN J.NIC/T000069216.

AKA/ROE,EDWARD.JONES, EDWARD.DOB/19651012.19630912

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/T000069216
AKA/ROE, EDWARD
AKA/JONES, EDWARD
DOB/19651012
DOB/19630912

The preceding example of a cancellation of aliases and other additional identifiers in a

supplemental record to a GMC record contains: header (1N01HEADER), message key
(XGMN), Originating Agency Identifier (MD1012600), two record identifiers (NAM/

SMITH, JOHN J and NIC/T000069216), and data to be canceled (AKA/ROE,

EDWARD.JONES, EDWARD and DOB/19651012.19630912).

16.12 IDENTIFICATION OF A GMC RECORD FOR SUPPLEMENTAL DATA

CANCELLATION

When canceling an AKA and/or other additional identifiers contained in a supplemental

record, the GMC record to which the supplemental record is appended must be identified by
either NAM and NIC, in that order; NIC and OCA, in that order; or NAM and OCA, in that
order, with each data element preceded by the proper MFC. Next come the supplemental data
to be canceled, with each field preceded by the proper MFC.

16.13 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN GMC

SUPPLEMENTAL DATA CANCELLATION

A maximum of nine identifiers of various kinds may be canceled in one cancel message.
Additional messages are required if more than nine identifiers are to be canceled. Each AKA
(or name spelling variation), DOB, SMT, MNU, CTZ, SID, or SOC is counted as one
identifier. Each set of OLN, LIC, or vehicle data (multiple data element fields) is counted as
one identifier.

16.14 ADDITIONAL GUIDELINES FOR GMC SUPPLEMENTAL DATA

CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; citizenships; state identification numbers; and/or Social Security numbers to be
canceled are to be set out in the cancellation message in the same manner as in a
supplemental record entry. That is, more than one identifier of the same type may follow
the MFC without repetition of the MFC. However, character for character, each identifier
to be canceled must be set out exactly as it appears in the supplemental record on file.
2. Each set of operator's license or license plate data (multiple data element fields) must be
preceded by OLN/ or LIC/, respectively, and all data elements of the set must appear
exactly as they appear in the supplemental record on file. When canceling vehicle data,
only the vehicle identification number and make are required following VIN/, with
periods accounting for the intervening VYR Field. For example:

VIN/1L69X6JO23456..CHEV

3. When a GMC record is canceled, its entire supplemental record is automatically

canceled.

4. IMAGE SET (IMN)

Up to nine images can be canceled in a supplemental cancel transaction. The format is
IMN/<IMN>.<IMT>. The IMN is the NCIC Number of the image and the image type is
either S, M, or I. If the image type of the record is not the same type as defined by the
IMT, the supplemental data will be rejected.

5. CAUTION AND MEDICAL CONDITIONS (CMC)

Up to nine CMC codes may be canceled in a supplemental cancel transaction. The CMC/
may be followed by the codes to be deleted, separated by periods, or the CMC/ may be
repeated for each code to be deleted.

6. SUPPLEMENTAL ACKNOWLEDGMENT MESSAGE

A cancel supplemental transaction can contain up to nine supplemental data. All

supplemental data will be processed except data that do not meet field edits or do not
exist. The cancel supplemental message will list all supplemental data that were
successfully canceled, list all supplemental data not on file, and list all supplemental data
that failed due to a REJ SUPP MFC ERROR.

1N01HEADER.XGMN.MD1012600.NAM/SMITH, JOHN J.NIC/T000069216.

AKA/ROE,EDWARD.JONES, EDWARD.DOB/19651012.19309612

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/T000069216
AKA/ROE, EDWARD
DOB/19651012
REJ SUPP MFC ERROR
DOB/19309612
REJ SUPP NOT ON FILE
AKA/JONES, EDWARD

The acknowledgment shows the identifiers that were canceled as well as those that failed
their edits.
 NCIC Operating Manual
GUN FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES (MFCs) AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF A GUN RECORD ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD EDITS

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINE FOR MODIFICATION
3.6 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE

RESPONSES
5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH QUERY (QGB)
5.6 HIT CONFIRMATION PROCEDURES

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURE
6.6 AUTOMATIC NOTIFICATION OF LOCATE
6.7 ADDITIONAL GUIDELINE FOR NCIC LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLES OF CLEAR MESSAGES
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES IF GUN RECOVERED BY AGENCY THAT
ENTERED RECORD
7.6 CLEAR PROCEDURES IF GUN RECOVERED BY AGENCY OTHER THAN
ORI
7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR
 SECTION 1--INTRODUCTION

1.1 DEFINITION

1. For NCIC purposes, a gun is defined as any weapon, including a starter gun, which is
designed to or may be readily converted to expel a projectile by air, carbon dioxide,
or the action of an explosive. Included in this definition are antique guns; cannons;
machine guns; pistols; rifles; shotguns; the frame or receiver of any such weapon; any
firearm muffler or firearm silencer; destructive devices such as grenades, mines,
missiles, and rockets; and disguised guns such as knife guns, pen guns, belt buckles,
and cane guns. BB guns are excluded and should be entered in the Article File
because the manufacturers of BB guns are not bound by the same statutes as are the
manufacturers of the above-mentioned weapons.

2. A recovered gun is defined as an abandoned, seized, or found weapon for which no

stolen or lost report is on file.

3. A record for a lost or missing gun might be traceable to a crime and may assist in the
identification of a recovered gun.

1.2 CRITERIA FOR ENTRY

1. Records for serially numbered weapons that are stolen may be entered into the file if
a theft report has been made.

2. A record for a recovered (abandoned, seized, or found) weapon for which no stolen,
lost, or felony report is on file may be entered in NCIC . The weapon must remain in
the possession of the entering agency or be readily available for examination as long
as the record is in NCIC . If the entering agency loses custody of the recovered gun,
the recovered gun record must be canceled.

3. A record for a lost or missing weapon may be entered in NCIC if the entering agency
has supporting documentation.

4. A record may be entered for a weapon believed to have been used in the commission
of a felony as long as this fact is documented in the case file and the location of the
weapon is unknown.

5. Agencies must have documentation (electronic or hard copy) on file to support a gun entry.
Only the agency

1. holding the theft report and having primary jurisdiction over the place of actual theft,
2. possessing the recovered weapon,
3. maintaining documentation supporting a lost or missing weapon, or
4. maintaining documentation supporting a weapon believed to have been used in the
commission of a felony may make an NCIC entry.
 The only exception is that any criminal justice agency or regional dispatch center may act as
holder of the record for another agency that has no telecommunications equipment. When such
an entry is made, the agency holding the record may place its own Originating Agency Identifier
(ORI) in the ORI Field only if there is a written agreement between the two agencies that
delineates the legal responsibility of the record. Additional information concerning these
responsibilities can be found in the Introduction of this manual.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EG STOLEN GUN
ELG LOST GUN
ERG RECOVERED GUN
EFG FELONY GUN
Modify MG
MLG
MRG
MFG
Cancel XG
XLG
XRG
XFG

Inquiry QG
ZG
QGB
Locate LG LOCATE GUN
LLG LOCATE LOST
GUN
LFG LOCATE FELONY
GUN
Clear CG
CLG
CRG
CFG

If the gun entered in a stolen or felony gun record should be held for latent
fingerprint examination, -P should be entered as part of the message key code;
for example, EG-P translates as STOLEN GUN - HOLD FOR LATENTS,
and EFGP translates as FELONY GUN - HOLD FOR LATENTS.
1.4 RECORD RETENTION PERIOD

1. Stolen, lost, and felony gun records will remain on file until action is taken by the
originating agency to clear or cancel the record.

2. Recovered gun records will remain on file for the remainder of the year entered plus 2
years.

3. An exception to record retention periods will occur in the event a serious error is
detected in the record on file. Additional information concerning serious errors can be
found in the Introduction chapter of this manual

4. Ten days after a locate is placed on a stolen, lost, or felony gun record, the record is
retired.

1.5 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of this
manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses, the
VLN Field will be suppressed.

1.6 MESSAGE FIELD CODES (MFCs) AND EDITS

Code Field Edits

First character must be numeric (greater than zero).
CAL Caliber If only one character is used, then the value must be
greater than 2. Codes can be found in Gun Data
Codes, NCIC Code Manual.
Must be a valid Gregorian date (YYYYMMDD)
DCL Date of Clear equal to or less than current date, and equal to or
greater than DOT or DOL.

Must be a valid Gregorian date (YYYYMMDD)

DOC Date of Cancellation equal to current date or current date minus one, and
equal to or greater than DOT or DOL.
Must be a valid Gregorian date (YYYYMMDD)
DOR Date of Recovery equal to or less than current date, and equal to or
greater than DOT or DOL.
DOL Date of Loss Must be a valid Gregorian date (YYYYMMDD).
Cannot be greater than the current date.
Must be a valid Gregorian date
DOT Date of Theft (YYYYMMDD).Cannot be greater than the current
date.
 A self-checking number consisting of an alphabetic
character (I in the Image File) followed by nine
numeric characters automatically assigned by NCIC
IMN Image NCIC Number
to each accepted record. Must have valid check
digits when used to identify a record in a
subsequent message.
Must be an I when deleting an association to an
IMT Image Type
image.
IND Image Indicator Must be Y or N.
Must not contain a single zero only, a run of zeros
only, the word NONE, or a single alphabetic only.
The first seven characters of the LKA cannot equal
LKA Linkage Case Number the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System).
Linkage Agency
LKI
Identifier Must be a valid NCIC assigned ORI.

Must be a valid NCIC -assigned code as listed in

Gun Data Codes, NCIC Code Manual. Positions 4
through 23 should be used to expand on the make.
MAK Make When ZZZ is followed by no information, the
MAK Field will be translated in a response as
MAK/UNKNOWN. Any other information
provided in positions 4 through 23 is translated
literally.
Must contain the manufacturer's name or
MIS Miscellaneous
identifying characteristic(s) if the MAK is ZZZ.

MKE Message Key Must be a valid message key.

Must be alphabetic or numeric characters with
MOD Model
intervening blanks.
A self-checking number consisting of an alphabetic
character (G in the Gun File) followed by nine
NIC NCIC Number numeric characters automatically assigned by NCIC
to each accepted record. Must have valid check
digits when used to identify record in a subsequent
transaction.
Notify Originating Must be Y or N. If left blank, the field will default
NOA
Agency to N.
Count of persons arrested as a result of locating
Number of Persons
NPA stolen gun. Can be entered only if RPP is entered.
Apprehended Must be blank or 0 if RPP is OTHER MEANS or
PREVIOUS RECOVERY.
 First three characters must be numeric. Fourth
NPF Number of Missing
Persons Found character must be J for juvenile or O
for other missing person.
Must not contain a single zero only, a run of zeros
Originating Agency only, the word NONE, or a single alphabetic only.
OCA
Case Number The first seven characters of the OCA cannot equal
the first seven characters of the ORI. The only valid
special character is the hyphen.
Originating Agency
ORI Must be a valid NCIC -assigned ORI.
Identifier
Must not contain a single zero only, a run of zeros
only, Case Number the word NONE, or a single
RCA Recovering Agency alphabetic only. The first seven characters of the
RCA cannot equal the first seven characters of the
RRI. The only valid special character is the hyphen.
RPP Reason for Property Must be a valid NCIC assigned code as listed in the
Record Removal Introduction chapter of this manual.
Recovering Agency
RRI Must be a valid NCIC -assigned ORI.
Identifier
RSH Related Search Hit Must be Y or N
Must not contain a single zero only, a run of zeros
only, single alphabetic only, or run of alphabetics
only, indicating the gun serial number is not
known.

If the MAK Field is SW or GLC, the serial number

may contain a string of alphabetics together with a
SER Serial Number single zero or a string of zeros. GLC weapons
manufactured with the sequential production
number 000 will be accepted if the MAK Field
contains GLC.

All inquiries (QG and ZG) that contain a string of

zeros grouped with a string of alphabetics,
regardless of the MAK, will be accepted.
TYP Type Must be a valid NCIC -assigned code as listed in
Gun Data Codes, NCIC Code Manual.
VLN Name of Validator Any valid characters representing validator.
Fair market value (in whole dollars) of the
Value of Recovered recovered stolen gun identified in the record. Can
VNP
Property be entered only if RPP is entered. Must be blank or
0 if RPP is OTHER MEANS or PREVIOUS
RECOVERY.
 Fair market value (in whole dollars) of property
Value of Other Recovered recovered as a result of locating the
VOR
Property stolen gun identified in the record. Can be entered
only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUS RECOVERY.
Fair market value (in whole dollars) of any
Value of Recovered contraband recovered as a result of locating the
VRC
Contraband stolen gun identified in the record. Can be entered
only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUS RECOVERY.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the ORI, SER, MAK, CAL, and TYP Fields of a stolen, recovered, lost, or felony
gun message are the same as those field codes of a record already on file in NCIC, the
second entry will be rejected with the message REJECT ON FILE. When the message
REJECT ON FILE is sent, the record on file will also be transmitted.

2. A duplicate stolen, recovered, lost, or felony gun record will be accepted if the ORI in
the second entry is different. If accepted, the first entry (record on file) will be
furnished as a response to the second entry.

3. When there are three or more gun records on file in NCIC with matching data in the
SER, MAK, CAL, and TYP Fields, the FBI CJIS Division staff researches the
validity of the SER with the Bureau of Alcohol, Tobacco and Firearms (ATF). If ATF
advises that the number is not a unique manufacturer-assigned serial number, the FBI
CJIS Division staff cancels the records and enters an ATTENTION message
containing the same SER, MAK, CAL, and TYP to alert users that the serial number
is nonunique.

Any subsequent entry with the same SER, MAK, CAL, and TYP will be rejected with
the following message:

REJECT SERIAL NUMBER IS NOT UNIQUE, SEE FOLLOWING:

**ATTENTION**
IF SER/XXXX-11-XXX IS FOR MAK/XXX,
CAL/XXXX, AND TYP/XX, IT IS NOT UNIQUE ACCORDING
TO NCIC QUALITY CONTROL, ASCERTAIN CORRECT SERIAL NUMBER.
1N01HEADER.EG.MD1012600.XXXX-11-XXX.REM.MOHAWK.308.RC.19990901.12

The same reject message and caveat will be furnished to any modify transaction
changing a gun record to matching SER, MAK, CAL, and TYP.

1.8 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.
1.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC .

SECTION 2--ENTRY

2.1 EXAMPLE OF A GUN RECORD ENTRY

1N01HEADER.EG.MD1012600.62564.REM.MOHAWK.308.RC.19990901.
12234233...HAND CARVED DEER ON STOCK.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/G000039842 SER/62564
OCA/12234233

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGT
H
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SERIAL NUMBER MANDATORY SER 1-20 ALPHABETIC,
NUMERIC
MAKE MANDATORY MAK 2-23 ALPHABETIC
MODEL OPTIONAL MOD 1-20 ALPHABETIC,
NUMERIC
CALIBER MANDATORY CAL 1-4 NUMERIC
TYPE MANDATORY TYP 1-2 ALPHABETIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
(STOLEN GUN),

DATE OF
RECOVERY DOR
(RECOVERED
GUN),

DATE OF LOSS
(LOST GUN) DOL
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKAGE OPTIONAL SET LKI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LINKAGE CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTER
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTER
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory for a stolen gun record to be accepted into NCIC : HDR, MKE,
ORI, SER, MAK, CAL, TYP, DOT, and OCA. The same fields are mandatory for a recovered or a
lost gun record to be accepted, except the date of recovery (DOR) is entered in the DOT Field for
recovered guns, the date of loss (DOL) is entered for lost guns, and the date of felony is entered for
felony guns.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The agency entering the record must account for all fields in the Gun File record. The agency
must ensure that all available data are entered when the original entry is made. Missing data
obtained at a later time should be promptly added through the use of a modification message
(MKEs/MG, MRG, MLG, MFG).
 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. When a recovered gun record is entered, the acknowledgment message will contain the
following caveat to remind the entering agency to perform a trace request through the ATF’s
ETRACE:

*****YOU MAY SUBMIT A TRACE REQUEST FOR THIS WEAPON THROUGH THE
ATF’S ETRACE APPLICATION AT WWW.ATFONLINE.GOV/ETRACE OR BY CALLING
1-800-788-7133 OR BY FAX TO 1-800-578-7223. AN AGENCY MUST HAVE
AN ETRACE MOU/ACCOUNT IN ORDER TO SUBMIT A TRACE VIA ETRACE. PLEASE
CONTACT THE ETRACE CUSTOMER SERVICE GROUP VIA EMAIL AT [email protected]
FOR ADDITIONAL INFORMATION.*****

2.5 MESSAGE FIELD EDITS

1. SERIAL NUMBER (SER) DATA

1. Serial numbers should be entered omitting spaces, hyphens, and symbols.

If the serial number exceeds 20 characters, the rightmost 20 characters
should be entered in the SER Field and the full serial number should be
entered in the MIS Field.

2. Alphabetic characters that are part of the serial number must be

included in the entry. Alphabetic characters appearing between numeric
characters (embedded alphabetic characters) in a serial number are not
considered for matching purposes since some agencies formerly placed
records on file after deleting the embedded alphabetic characters. Thus, an
entry of a record with the serial number 369J257 may receive a response
of records already on file with serial numbers 369257, 369M257,
36925K7, and 369J257. Letters appearing as a prefix or suffix to the
numerics in a serial number are considered in the matching process and,
therefore, are not affected by the rule applicable to embedded alphabetic
characters.

3. Each separate wartime manufacturer of Luger pistols used its own system
of serializing the weapons, thus duplicating serial numbers. Therefore, the
make, serial number, type, and caliber do not sufficiently describe a Luger
for entry in NCIC. Accordingly, it is essential to include the following:

1. Any letter prefix or suffix that appears with the serial number (without
the letter, if present, the serial number is incomplete).

2. The year of manufacture engraved over the chamber.

3. Identifying trademark of the manufacturer. With reference to the toggle link on top
of the gun should be placed in the MIS Field. For example, BYF appears on Lugers
 manufactured by Mauser. A chart of script letters that may appear prefixed or
suffixed to Luger serial numbers follows:

4. In the event more than one number appears on the firearm, the frame or
receiver number should be entered in the SER Field, and other number(s)
should be entered in the MIS Field.

5. The true (manufacturer) serial number of the gun should be entered.

1. If the number on the gun is determined not to be a unique

serial number but rather a national match number, model
number, stock control number, or owner-applied number
assigned in connection with a theft prevention program,
etc., the record should not be entered.

2. The exceptions to the above would occur when a stolen, lost,

recovered, or a felony gun has a distinct point of identification
or is connected with a major criminal investigation, in which
case the point of identification or the connection to the major
criminal investigation must be fully described in the MIS Field.

2. MAKE (MAK) FIELD

Valid MAK Field codes are listed in Gun Data Codes, NCIC Code Manual. For
NCIC, the make of the firearm should be taken from the frame or receiver only,
except for U.S. military-issue weapons. This field has been expanded to 23 characters
in NCIC transaction formats. NCIC allows for the entry of free text in positions 4
through 23 of the MAK Field.

1. MAK Code When Gun Make Not Listed

If the make code is not listed in the NCIC Code Manual, the code ZZZ
should be placed in the MAK Field, and the make of the firearm should be
entered in positions 4 through 23 or as the first item in the MIS Field for
an NCIC-formatted transaction. If the MAK code is ZZZ and positions 4
through 23 are blank, the MAK field will be translated as
 MAK/UNKNOWN in the message response. If there are any data in
positions 4 through 23, they will be included in the response as entered.
(The FBI CJIS Division staff at 304-625-3000 should be advised of any
unlisted MAK so it can be included when the NCIC Code Manual is
revised.)

2. MAK Code When Gun Make Unknown but Country Where Manufactured
Is Known

If the make of a firearm is unknown but the country of manufacture is

known, the appropriate code for that country should be entered in the
MAK Field and positions 4 through 7 should contain UNKN, or MAK
UNKN should be placed as the first item in the MIS Field for NCIC-
formatted transactions. Country codes are listed in the NCIC Code
Manual, State and Country Codes

The code US should be entered in the MAK Field when all of the
following conditions exist: 1) The make of the firearm is not known. 2)
The country of manufacture is the United States. 3) The firearm is not a
U.S. military-issue weapon as described in this chapter.

3. MAK Code If Neither Make Nor Country Where Manufactured Is Known

1. If a firearm has a distinct point(s) of identification or is connected with a

major criminal investigation, and neither the make of the gun nor the country
where it was manufactured is known, a gun record can be entered in NCIC
provided the gun has a serial number. Otherwise, a record for the firearm
should not be entered.

2. The code ZZZ should be entered in the MAK Field with positions 4
through 23 blank, or MAK UNKN should be placed as the first item in
the MIS Field. The distinct point(s) of identification or connection to
major criminal investigation should be noted in the MIS FIELD.

4. MAK Codes for U.S. Military-issue Weapons

For a firearm (including surplus weapons) that is a U.S. military-issue weapon,

the MAK Field code USA should be used. Common U.S. military-issue weapons
are the following:

.45 caliber and/or 9mm U.S. Submachine Guns:

M1, M1A1, M1928, M1928A1 (Thompson),
M50, M55 (Reising), M42 (United Defense),
M3, M3A1 (Grease Gun)

.45 caliber U.S. (Colt) Pistols, M1911 and M1911A1

 .45 caliber U.S. Revolvers, M1917

.30 caliber U.S. Carbines, M1, M2, M3

.30 caliber U.S. Rifles

Models 1892, 94, 96, 98 (Krag)
Models 1903 and 1903A3, etc. (Springfield)
Ml (Garand) M1917 (Enfield)

7.62mm U.S. Rifle, M14

5.56mm U.S. Rifle, M16 and M16A1, etc.

.30 caliber U.S. Machine Guns (Browning automatic rifle)

.410 gauge and/or .22 caliber U.S. Survival guns, M4 and M6

5. MAK Codes for Nonmilitary U.S. Government Weapons

The manufacturer MAK Field code should be used for a nonmilitary weapon
bearing a U.S. Government property inscription and the manufacturer's name on
the frame or receiver; for example, Smith and Wesson or Colt revolvers bearing
the inscription U.S. Border Patrol, Naval Investigative Service, U.S. Air Force,
Treasury Department, etc., should be entered with the MAK codes SW or CLT,
respectively.

6. MAK Codes for Foreign Military Weapons

Foreign military firearms should be coded according to the make on the firearm.
If the make is undeterminable, the firearm should be coded according to the
country where it was manufactured. If neither the make nor the country of
manufacture is known, instructions set forth in this section should be followed.

3. MODEL (MOD) FIELD

Gun File record entries may contain a Model (MOD).

The model number or a recognizable abbreviation of the model name should be

entered. For example, Smith and Wesson Chiefs Special Model revolver should be
entered in the model field as CHIEF SPEC; Remington Model 870 pump action
shotgun should be entered as 870.

4. CALIBER (CAL) FIELD

American and British calibers are expressed in decimals of an inch. Metric calibers
are expressed in millimeters (mm). Frequently, the caliber description for a specific
firearm contains not only the caliber, but also a partial or complete description of the
 appropriate cartridge for its chamber. Caliber descriptions are commonly
compounded to show the following:

1. Standard weights of smokeless powder first used in loading the cartridge, for example,
.30-30 (.30 is the caliber and 30 is the weight of the powder).

2. Year of adoption, for example, .30-06 (.30 is the caliber and 06 represents the year of
adoption)

3. Relative case length where more than one case length exists in a specific caliber, for
example, 8x57mm (8mm is the caliber and 57mm is the case length).

4. Originating firm, country of issue, designer, etc., for example, .375 Holland and Holland
Magnum (.375 is the caliber and Holland and Holland is the originating firm); .41 Swiss
(.41 is the caliber and Swiss indicates the country of issue); .257 Roberts (.257 is the
caliber and Roberts is the designer).

5. CAL Field codes for American, British, and metric calibers listed in Gun Data Codes,
NCIC Code Manual, have been stripped of suffix descriptors and decimal points and
should be entered as shown; for example, Caliber .30-30 is listed under American
calibers as 30 and should be entered as 30. Caliber 8x57mm is listed under metric
calibers as 8 and should be entered as 8.

6. Since periods are not permitted in any message text, decimal points should not be used
when entering the appropriate caliber. Also, measurements should not be converted from
American to British, American to metric, British to American, etc.

7. The gun's actual caliber should be entered even though it may not be included in the
NCIC Code Manual. It should be noted, however, that the maximum number of
numerals cannot exceed four.

8. When entering the caliber for a combination rifle-shotgun, the agency should enter the
rifle caliber in the CAL Field. The shotgun gauge should be entered in the MIS Field.

5. TYPE (TYP) FIELD

The type of firearm must contain a valid code as listed in Gun Data Codes, NCIC Code
Manual.

6. MISCELLANEOUS (MIS) FIELD

1. When the gun make is not listed in the Gun Data Codes, NCIC Code Manual, and
code ZZZ is entered in the MAK Field, the manufacturer's name must be placed
in the MIS Field (NCIC format only). Gun descriptors such as barrel length, color
and finish, cartridge capacity, inscription, and silencer length may be expanded in
the NCIC MIS Field, which increased from (1-22) to (1-200) characters.
2. If the serial number exceeds 20 characters, the rightmost 20 characters should be
entered in the SER Field, and the complete serial number must be listed in the
MIS Field.

3. Barrel Length (BBL)

If the barrel length is available, it should be entered and expressed in inches

and/or fractions of an inch. Barrel length may be in exact or closely approximated
dimensions, depending on available data. A slash should separate numerator and
denominator of fractions of an inch, for example, 2½-inch barrel would be entered
as BBL21/2 and a 4-inch barrel as BBL4. For example, a record for a Smith and
Wesson snub-nose revolver, two-inch barrel, blue finish, and cartridge capacity of
six shots should contain the following information in the MIS Field:

BBL2 BLU 6SHOT

The chamber (that part of the inside of the barrel of a gun, at the breech, formed
to accept the cartridge) is included when measuring the length of pistol
(nonrevolver), rifle, and shotgun barrels since the barrel and chamber are usually
one piece. The chamber is not included when measuring the barrel length of a
revolver since the chamber is part of the cylinder.

4. Color and Finish Data

Codes for color and finish can be found in Gun Data Codes, NCIC Code Manual.

5. Cartridge Capacity

Cartridge capacity should be expressed as maximum capacity. Those firearms fed

from a clip magazine or a tubular magazine should be indicated as CLIP or TUBL
rather than by cartridge capacity, for example: 6SHOT, 5SHOT, CLIP, or TUBL
MAG.

6. Inscription (INSC) Data

When a gun is inscribed with a name, monogram, date, etc., the code INSC
followed by a dash and the exact or abbreviated inscription should be listed. For
example:

INSC-MDM (MDM represents a person's initials)

INSC-US PROP
INSC-TOM 120592 (Name and date represented)

7. Silencer Length (SSL)

If the silencer length is available, it should be entered and expressed in inches

and/or fractions of an inch. Silencer length may be in exact or closely
approximated dimensions, depending on available data. A slash should separate
 numerator and denominator of fractions of an inch; for example, 2¼-inch silencer
would be entered as SSL21/4 and a 2-inch silencer as SSL2.

8. The MIS Field should also be used to show alphabetic and numeric characters, for
example, Social Security number, driver's license number, etc., that have been
engraved on the gun as the result of a theft prevention program.

7. 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).

8. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide investigative
leads, regardless of whether the location of the gun is known, Y should be entered into the NOA
Field. Currently, if the NOA is left blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI matches
the entering agency ORI and in unsolicited notifications ($. messages) to the ORI of record.

9. LINKAGE ORI AND OCA (LKI/LKA)

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 that 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
OCSa entered more than 30 days after the original record entry. In the entry message, the LKI
and LKA fields immediately follow the OCA field entry. The message will be rejected if the
first seven characters of the LKA are the same as the first seven characters of the LKI. The LKI
and LKA must both be valid NCIC ORI and OCA.

SECTION 3--MODIFICATION

3.1 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 gun record, or to validate the record. A gun
record cannot be modified if it is in a located status (MKE/ LOCATED GUN).
3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MG.MD1012600.NIC/G000039842.OCA/14443.
SER/B512673

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/G000039842

The modification example contains: header (1N01HEADER), message key (MG),

Originating Agency Identifier (MD1012600), two record identifiers (NIC/G000039842
and OCA/14443), the field being modified, and the data being changed (SER/B512673).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER ALPHABETIC,
1-20 NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 1-30 ALPHABETIC,
VALIDATOR NUMERIC,

SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

A stolen, lost, or felony gun record to be modified must be identified by NIC and OCA, in that
order, or SER and OCA, in that order, preceded by the proper MFC.

A recovered gun record to be modified must be identified by NIC and OCA, in that order; NIC
and SER, in that order; or SER and OCA, in that order, preceded by the proper MFC.

3.5 ADDITIONAL GUIDELINE FOR MODIFICATION

1. If modifying the date of recovery for a recovered gun record, the agency must use the MFC
DOT. For lost gun records, the MFC DOL should be used to modify date of loss. If
modifying the date of felony for a felony gun record, the agency must use the MFC DOT.

2. When a recovered gun record is modified, the acknowledgment message will contain the
following caveat reminding the entering agency to perform a trace request through the ATF’s
ETRACE:

*****YOU MAY SUBMIT A TRACE REQUEST FOR THIS WEAPON THROUGH THE
ATF’S ETRACE APPLICATION AT WWW.ATFONLINE.GOV/ETRACE OR BY CALLING
1-800-788-7133 OR BY FAX TO 1-800-578-7223. AN AGENCY MUST HAVE
AN ETRACE MOU/ACCOUNT IN ORDER TO SUBMIT A TRACE VIA ETRACE. PLEASE
CONTACT THE ETRACE CUSTOMER SERVICE GROUP VIA EMAIL AT [email protected]
FOR ADDITIONAL INFORMATION.*****

1. IMAGE DATA (IMN/IMT)

The Image NCIC Number (IMN) and Image Type (IMT) Fields may be deleted as a pair
only. The IMN/IMT may not be modified to another set of values. The only way to link a
gun to a new image is to delete the existing linkage through the modify transaction and then
enter a new image, including the NIC of the gun record to which the image is associated.
Additional information can be found in the Image File chapter of this manual.

3.6 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN) Field of
a gun record to indicate that the record has been validated. When data are entered into the VLN
Field, NCIC stores the current date in the Date of Last Validation (VLD) Field of the record. If
the user attempts to delete or modify the VLN Field to all blanks, the message will be rejected.
The acknowledgment for the modify message containing VLN Field data will indicate the record
has been validated. Each CSA can determine the specific data to be included in the VLN Field
for the validation of the record. For example:

1N01HEADER.MG.MD1012600.NIC/G123423534.OCA/12324342325.VLN/JONES, DAVID E
 Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/G123423534 OCA/12324342325

SECTION 4--CANCELLATION

4.1 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 the agency determines that the record is invalid; for example, a record
resulted from a fictitious or false theft report. A cancellation message is also used when the
entering agency loses custody of the recovered gun. If the record contains an image, cancellation
of the record also results in the cancellation of the image associated with the gun.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XG.MD1012600.NIC/G000039842.OCA/123132.19990912.CASE DROPPED

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/G000039842

The cancellation example contains: header (1N01HEADER), message key (XG),

Originating Agency Identifier (MD1012600), two record identifiers (NIC/G000039842
and OCA/123132), the date of cancellation (19990912), and the reason for property
record removal (CASE DROPPED).

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CANCEL MANDATORY DOC 8-8 NUMERIC
REASON FOR OPTIONAL RPP 8-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELLED

Stolen, lost, or felony gun records to be canceled must be identified by NIC and OCA, in that
order, or SER and OCA, in that order, preceded by the proper MFC. Date of cancellation (DOC)
must be the current date or the current date minus one.

Recovered gun records to be canceled must be identified by NIC and OCA, in that order; NIC
and SER, in that order; or SER and OCA, in that order, with each data element preceded by the
proper MFC. DOC must follow the two record identifiers and must be the current date or the
current date minus one.

4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When cancelling a record in NCIC , the user is expected to enter the Reason for Property Record
Removal (RPP). The RPP Field is entered directly after the DOC Field. For a cancel transaction,
the RPP value will be either CASE DROPPED, NOT LOST, ADMIN CLOSING, or NOT
STOLEN.

SECTION 5--INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

An inquiry on a gun serial number gives access to stolen, recovered, lost, and felony gun records
in the Gun File.

1N01HEADER.QG.WA1230000.SER/B512673.MAK/REM.CAL/308

Negative Response:

1L01HEADER
WA1230000

NO RECORD SER/B512673 MAK/REM

Positive Response:

1L01HEADER
WA1230000
 MKE/STOLEN GUN
ORI/MD1012600 SER/B512673 MAK/REM CAL/308 MOD/MOHAWK
TYP/RC DOT/19991205
OCA/12423143
MIS/BBL 28
NIC/G000039842 DTE/19991207 1400 EST DLU/20070115 1208 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI

5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
CALIBER OPTIONAL CAL 1-4 NUMERIC
MAKE OPTIONAL MAK 2-23 ALPHABETIC
MODEL OPTIONAL MOD 1-20 ALPHABETIC,
NUMERIC
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IMN 1-1 ALPHABETIC
INDICATOR
RELATED OPTIONAL RSH 1-1 ALPHABETIC
SEARCH HIT

5.3 REQUIREMENTS FOR INQUIRY

Inquiry of the Gun File can be made by using SER, MAK, and CAL; SER and MAK; SER and
CAL; or SER only. Inquiry by SER and MAK is preferred as this type of inquiry may limit the
search and minimize the number of false positive responses. Inquiries may include the MOD
Field, but will not limit the response. Inquiry may be made using the NIC only, if available.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. It is essential that all identifying data in a positive response be compared with the
weapon in question before further action is taken.

2. In the event that more than one number appears on a weapon, the number on the
frame should be inquired on first. If the response is negative, the agency should query
 the remaining numbers.

3. If the serial number exceeds 20 characters, the rightmost 20 characters should be

inquired upon first. If the response is negative, the leftmost characters should be
queried.

4. Alphabetic characters appearing between numeric characters (embedded alphabetic

characters) in a serial number are not considered for matching purposes since some
agencies formerly placed records on file after deleting the embedded alphabetic
characters.

Thus, a search of serial number 369J257 would retrieve records with serial numbers
369257, 369M257, and 369J257. Letters appearing as a prefix or suffix to the
numerics in a serial number are considered in the matching process and, therefore, are
not affected by the rule applicable to embedded alphabetic characters.

5. 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 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.

6. An agency making an inquiry on a gun with data that matches only the data contained
in a QC ATTENTION message will be furnished the ATTENTION caveat and a NO
RECORD response as follows:

** ATTENTION **
IF SER/XXXXXXXX-20-XXXXXXXX IS FOR MAK/XXX,
CAL/XXXX, AND TYP/XX, IT IS * NOT UNIQUE ACCORDING
TO NCIC QUALITY CONTROL. ASCERTAIN CORRECT NUMBER

NO RECORD SER/XXXXXXXX-20-XXXXXXXX
or
NO RECORD SER/XXXXXXXX-20-XXXXXXXX MAK/XXX

7. If other records are found in the search of the SER, they will be furnished following
the ATTENTION caveat. These records will have the same SER but may have
different data in the MAK, CAL, and TYP Fields.

8. If a gun SER is more than 20 characters, the NCIC gun SER search method uses the
rightmost 11 characters of the gun SER. Complete gun SERs should be used for
inquiry whenever available. A caveat will appear to warn agencies that receive a
positive gun response that any match(s) is not exact as to all SER characters. The
following will appear at the beginning of the record immediately before the message
key translation:
 RECORD NIC/G123456789 IS BASED ON PARTIAL SER SEARCH - VERIFY ALL DATA
BEFORE TAKING FURTHER ACTION BASED ON THIS RESPONSE

9. NCIC will search a Gun File inquiry in the following manner:

1. An inquiry that contains serial number only or serial number and caliber will
retrieve any record on file with a matching serial number.

2. An inquiry that contains make, serial number, and CAL/45 will retrieve any
record on file with a matching serial number regardless of the MAK Field code or
CAL code.

3. An inquiry that contains serial number, a make other than CLT, REM, SW, or
WIN, with a caliber other than 45 or without caliber, will retrieve any record on
file with a make other than CLT, REM, SW, or WIN, and a matching serial
number.

4. Any inquiry that contains serial number, with caliber other than 45 or without
caliber, and MAK/CLT, REM, SW, or WIN will retrieve any record on file with a
matching serial number and the same make (CLT, REM, SW, or WIN), or
MAK/US or USA.

10. IMAGE INDICATOR (IND)

Inquiries may also contain an Image Indicator (IND). If the image indicator is Y,
image data related to each primary hit response will be returned. The following
would be returned after the immediate confirm caveat:

IMR/ISER:B512673 MAK: REM

MOD:870 CAL:12 TYP:SP
NIC: G000039206 IMN: I123456789
MIS: PHOTO SHOWING BARREL MARKINGS

00256
<image>.

The Image Response (IMR) is composed of the following data: the Image Type (I
for identifying image) and standard article MFCs (SER, MAK, MOD, CAL, and
TYP). The NIC of the base record is next, followed by the Image NCIC Number
(IMN). Following the IMN is the IMAGE MIS Field, then image size in bytes
(00256), and, last, <image> would be replaced with the actual image.

11. RELATED SEARCH HIT (RSH)

Inquiries may contain a Related Search Hit (RSH) Field. If RSH is Y, secondary
hit responses will be returned for all linked records. The NCIC System links
records when: 1) ORI/OCA matches the primary hit response and the dates of
 entry for those records are within 30 days of each other and 2) the LKI/LKA are
the same as ORI/OCA contained in the primary hit 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.

5.5 BATCH QUERY (QGB)

1. The batch inquiry allows users to create a file of individual QG/ZG inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of
the inquiry and an "&" as a separator. The SEQ is three numerics and is used to match
the responses (hit or no hit) to the specific inquiry from which they were generated.
Prior to each response SEQUENCE NUMBER: <SEQ> will be returned to identify
those responses with that sequence number.

2. The sequence numbers do not have to be sequential but they do have to be unique.
The HDR, ORI, MKE, and SEQ are entered without the MFC. The identifiers
available in the QG/ZG inquiry are available for use in the QGB message, including
the RSH indicator, and are preceded by the proper MFC.

3. There is a limit of 1,800 characters for a batch inquiry, including the header and all
control characters.

1N01HEADER.QGB.DC1014300.001.SER/B512673.MAK/REM.CAL/308&002.NIC/G000
012341&005.SER/1289341&010.NIC/G123456789

Acknowledgment:

1L01HEADER
DC1014300

BATCH INQUIRY RECEIVED

The results of the batch inquiry are transmitted via a file to be retrieved by the
user. The maximum number of inquiry batched records is 2,000. If the
maximum number is exceeded, the Introduction chapter of this manual
provides the necessary message translation. The user is notified of the file by
the $.B. administrative message. The following is an example of the contents
of the file.
 1L01HEADER
DC1014300

SEQUENCE NUMBER: 001

MKE/STOLEN GUN
ORI/MD1012600 SER/B512673 MAK/REM CAL/308 MOD/MOHAWK
TYP/RC DOT/19981010
OCA/123424242
NIC/G039436535 DTE/19981012 0000 EDT DLU/20001015 1305 EDT
ORI IS ANY CITY PD MD 301 555-1212

SEQUENCE NUMBER: 002

NO RECORD NIC/G000012341

SEQUENCE NUMBER: 005

MKE/STOLEN GUN
ORI/GAAP0000 SER/1289341 MAK/REM CAL/308 MOD/1432HC1891B
TYP/RC DOT/19981009
OCA/96745643355
MIS/GUN STOLEN DURING A HOUSE ROBBERY
NIC/G000100823 DTE/19981011 0001 EDT DLU/20001015 1305 EDT
ORI IS ATLANTA PD ATLANTA GA 404 555-1212
IMMED CONFIRM RECORD WITH OR

SEQUENCE NUMBER: 010

NO RECORD NIC/G123456789

5.6 HIT CONFIRMATION PROCEDURES

1. When an agency receives a record in response to an inquiry, and the whereabouts of

the stolen, lost, or felony gun inquired upon is known, and the gun inquired upon
appears to be identical with one or more of the records, the agency that can seize the
stolen, lost, or felony gun must contact the originating agency of each record that is
possibly identical with the gun in question to confirm the hit prior to seizing the gun.

2. "To confirm the hit" means to verify that the theft report is still outstanding, to ensure
that the gun inquired upon is identical to the gun described in the record, and to
obtain information concerning return of the gun to the rightful owner.

3. When an agency receives a record(s) in response to an inquiry and the whereabouts of

the stolen, lost, or felony gun inquired upon is not known, the hit(s) should not be
confirmed.

4. This system is based upon two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

5. When an agency receiving a record response to an NCIC query contains investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits,
this agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer
to the Other Transactions chapter of this manual for additional information on
investigative interest supplemental records.
 SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that recovers a gun that is indexed in
NCIC must place a locate message on the active gun record. When an agency receives a record
or multiple records in response to an inquiry, the agency that can seize the stolen, lost, or felony
gun must contact the ORI of each record possibly identical with the gun in question to confirm
the hit. Following confirmation with the originating agency, a locate message must be
transmitted for each record on file for the gun. Ten days after a record is located, it is retired.

Locates cannot be placed on recovered gun records since the weapon is already in the possession
of the agency entering the record for it.

6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LG.WA1230000.NIC/G000039842.OCA/1434423.19991205.106923.HIT NCIC
19991205.4.003J10020N.1500.400.1000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/G000039842

The locate example contains: header (1N01HEADER), message key (LG), recovering
agency's identifier (WA1230000), two record identifiers (NIC/G000039842 and
OCA/1434423), date of recovery (19991205), the recovering agency's case number
(106923), and benefits and effectiveness data: reason for property record removal (HIT
NCIC 19991205), number of persons apprehended (4), number of missing persons found
(003J10020N), value of recovered property (1500), value of other recovered property
(400), and value of recovered contraband (1000).

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The record to be located must be identified by either NIC and OCA, in that order, or SER and
OCA, in that order, with each data element preceded by the MFC. The OCA used as an identifier
is the OCA of the agency that entered the record.

6.5 LOCATE PROCEDURE

The locate gun transaction applies to both stolen, lost, and felony guns. Following the two record
identifiers, the date of recovery (DOR) and recovering agency's case number are entered, in that
order, without field codes. The DOR (which cannot be prior to the date of theft or the date of
loss) must be entered or the locate message will be rejected. There are no locate procedures
associated with recovered gun transactions.
6.6 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically notify
the entering agency of the placement of the locate with a $.L. administrative message. Additional
information concerning the $.L. administrative message can be found in the Introduction chapter
of this manual.

6.7 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the date of recovery and recovering agency case number, agencies are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent; therefore,
any field not entered should be accounted for with a period. Additional information on benefits
and effectiveness data can be found in the Introduction chapter of this manual.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency recovering the stolen, lost, or felony weapon is the agency that
entered the record.

2. When the agency that entered the record is officially advised that another agency has
recovered the weapon and placed a locate message on the record

3. When the agency that entered the recovered gun record is officially furnished
information concerning the theft or loss of the gun.

7.2 EXAMPLES OF CLEAR MESSAGES

1. Stolen, Lost, or Felony Gun Records

1N01HEADER.CG.MD1012600.NIC/G000039842.OCA/1231343.19991205.
WA1230000.1069.HIT NCIC 19991204.4..1500.400.1000

Acknowledgment:
1L01HEADER
MD1012600
CLEAR NIC/G000039842

The clear example contains: header (1N01HEADER), message key (CG),

Originating Agency Identifier (MD1012600), two record identifiers
(NIC/G000039842 and OCA/1231343), date of clear (19991205), the
recovering agency's identifier (WA1230000), the recovering agency's case
number (1069), and benefits and effectiveness data: reason for property record
 removal (HIT NCIC 19991204), number of persons apprehended (4), value of
property recovered (1500), value of other recovered property (400), and value
of recovered contraband (1000).

2. Recovered Gun Records

1N01HEADER.CRG.MD1012600.NIC/G000023456.OCA/2000-1234.
ORI/WA1230000.DOT/19991205.OCA/1069.RPP/HIT NCIC 19991204

Acknowledgment:
1L01HEADER
MD1012600
CLEAR NIC/G000023456

The clear example contains: header (1N01HEADER), message key (CRG),

Originating Agency Identifier (MD1012600), two record identifiers
(NIC/G000039842 and OCA/1231343), the agency's identifier (ORI/WA1230000)
that received the theft or loss report, date of theft (DOT/19991205), the case number
(OCA/1069) for the agency that received the stolen or lost report, and benefits and
effectiveness data: reason for property record removal (RPP/HIT NCIC 19991204).

7.3 MESSAGE FIELD CODES FOR CLEAR

1. Stolen, Lost, or Felony Gun Records

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL CONDITIONAL SER 1-20 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY*
VALUE OF OPTIONAL VOR 1-8 NUMERIC
OTHER
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

2. Recovered Gun Records

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
RECOVERING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
RECOVERING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ORIGINATING OPTIONAL ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
DATE OF THEFT OPTIONAL DOT 8-8 NUMERIC
ORIGINATING OPTIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY*
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

A stolen, lost, or felony gun record to be cleared must be identified by NIC and OCA, in that
order, or SER and OCA, in that order, preceded by the proper MFC. The OCA used as an
identifier is the OCA of the agency that originally entered the record.

A recovered gun record to be cleared must be identified by NIC and OCA, in that order; NIC and
SER, in that order; or SER and OCA, in that order, with each data element preceded by the
proper MFC. The OCA used as an identifier is the OCA of the recovering agency that originally
entered the record.

7.5 CLEAR PROCEDURES IF GUN RECOVERED BY AGENCY THAT ENTERED

RECORD

If the agency that entered the record recovers the gun, the DCL (which cannot be prior to the
date of theft) must be entered following the two record identifiers. Additionally, benefits and
effectiveness data should be included.
 If the agency that entered the recovered gun record also receives a theft or lost report at a later
time, the agency needs only two record identifiers to clear the message.

7.6 CLEAR PROCEDURES IF GUN RECOVERED BY AGENCY OTHER THAN ORI

If an agency other than the ORI of the record recovers the gun, the agency should use the
following procedures to ensure that the cleared record contains complete recovery data (date of
recovery, locating agency's identifier, and locating agency's case number).

1. If the record being cleared is in a located status (MKE/LOCATED GUN), only the
DCL must be entered following the two record identifiers.

2. If the record being cleared is a stolen, lost, or felony gun in an active status
(MKE/STOLEN GUN, MKE/LOST GUN, MKE/FELONY GUN), the DCL followed
by the recovering agency's identifier and the recovering agency's case number, in that
order, without field codes must be entered after the two record identifiers.
Additionally, benefits and effectiveness data should be included.

3. If the record being cleared is a recovered gun in an active status (MKE/

RECOVERED GUN), the identifier for the agency that received the theft or lost
report, followed by the date of theft or loss and the agency's case number, in that
order, with all field codes must be entered after the two record identifiers.
Additionally, benefits and effectiveness data should be included.

7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

Following the date of clear and recovering agency identifier and recovering agency case
number, agencies are expected to enter benefits and effectiveness data. For stolen, lost, and
felony gun clear transactions, the entry of benefits data is not MFC-dependent. Therefore, any
field not entered should be accounted for with a period. For recovered gun clear transactions,
the entry of benefits data is MFC-dependent. Therefore, only fields containing data should be
included in the transaction. Additional information on benefits and effectiveness data can be
found in the Introduction chapter of this manual.
 NCIC Operating Manual
IDENTITY THEFT FILE

INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 IMAGE CAPABILITY
1.9 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

INQUIRY

5.1 EXAMPLES OF IDENTITY THEFT INQUIRIES

5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 PROCEDURES FOR HANDLING A HIT.

LOCATE

CLEAR

SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER IDENTIFIERS
CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION
 SECTION 1--INTRODUCTION

1.1 BACKGROUND

The Identity Theft File will serve as a means for law enforcement to "flag" stolen identities
and identify the imposter when encountered by law enforcement.

When an identity theft victim becomes aware that his/her identity has been stolen and reports
the incident to law enforcement, the agency's handling of the identity theft case should
parallel the criteria as outlined in this chapter. The police officer should complete an incident
report and collect pertinent information from the victim to create a victim profile that is
entered into the Identity Theft File. The agency enters the information only after the victim
signs a consent waiver. The waiver states that the victim provides permission for the
information to be entered in the Identity Theft File. It also acknowledges that the victim may
withdraw the consent by providing a written request to the entering agency. At that time, the
record will be canceled from the Identity Theft File. The profile should include information
such as the victim's name, date of birth, Social Security number, and the type of identity
theft. In addition, a password is established either by the victim or the police officer and
entered into the Identity Theft File. The password will identify the person as the victim and
should be provided to the victim when the police report is filed. (The victim should retain the
password to use during any potential future police encounters.) Agencies may also enter a
mug shot of the victim into NCIC. The mug shot may be used as an additional form of
identification for the victim. When the mug shot is retrieved, it must clearly specify that the
mug shot is that of the victim and not that of the offender.

During a subsequent encounter by law enforcement, including routine traffic stops, a persons
query into NCIC will automatically search the Identity Theft File and, if positive, generate a
response to the inquiring agency. The officer will receive a response listing the victim
profile, including the password, thereby providing the officer with the information necessary
to verify that the person encountered is the victim or that the person may be using a false
identity.

The officer should be cognizant that the individual should not be arrested or detained based
solely upon the information provided in the positive response from the Identity Theft File.
The response should be considered along with additional information or circumstances
surrounding the encounter before the officer takes action.

Information on deceased persons may also be entered into the Identity Theft File. If a police
officer becomes aware of a deceased person’s identity being stolen, that information can be
entered into the file noting that the person is deceased.
1.2 CRITERIA FOR ENTRY

GENERAL CRITERIA

An entry in the Identity Theft File must be supported by an official complaint (electronic or
hard copy) recorded by and on file at a law enforcement agency. Documentation for the
identity theft complaint must meet the following criteria before an entry can be made into the
Identity Theft File:

1. Someone is using a means of identification of the victim (denoted in the Identity

Theft and Assumption Deterrence Act of 1998 as any name or number that may
be used, alone or in conjunction with any other information, to identify a specific
individual).

2. The identity of the victim is being used without the victim's permission.

3. The victim's identity is being used or intended to be used to commit an unlawful

activity.

4. The victim must sign a consent waiver prior to the information being entered into
the Identity Theft File. The following waiver may be used independently or
incorporated into a state form.

5. Information on deceased persons may be entered into the file if it is deemed by

the police officer that the victim’s information has been stolen. No consent form
is required with the entry of deceased person information.

IDENTITY THEFT FILE CONSENT DOCUMENT

By signing this document, I hereby provide the __________________________ (Insert local,

state, or federal law enforcement agency name) permission to enter my personal data into the
Federal Bureau of Investigation’s (FBI’s) Identity Theft File. This information may include, but
is not limited to, physical descriptors and identifying information including my name, date of
birth, place of birth, Social Security number, the type of identity theft, and a password provided
to me for future identification verification purposes. I am also providing permission to enter my
photograph and fingerprints into this file when that capability becomes available.

I understand that this information is being submitted as part of a criminal investigation of a crime
of which I was a victim and will be available to entities having access to the FBI’s National
Crime Information Center (NCIC) files for any authorized purpose. I am providing this data
voluntarily as a means to document my claim of identity theft and to obtain a unique password to
be used for future identity verification purposes.

I understand that the FBI intends to remove this information from the NCIC active file no later
than five years from the date of entry. I also understand that I may at any time submit a written
request to the entering agency to have this information removed from the active file at an earlier
date. I further understand that information removed from the active file will not thereafter be
accessible via NCIC terminals, but it will be retained by the FBI as a record of the NCIC entry
until such time as its deletion may be authorized by the National Archives and Records
Administration.

I understand that this is a legally binding document reflecting my intent to have personal data
entered into the FBI's Identity Theft File. I declare under penalty of perjury that the foregoing is
true and correct. (See Title 28, United States Code [U.S.C.], Section 1746.)

____________________________________ __________________
SIGNATURE DATE

____________________________________
PRINTED NAME

The Privacy Act of 1974 (5 U.S.C. § 552a) requires that local, state, or federal agencies inform
individuals whose Social Security number is being requested whether such disclosure is
mandatory or voluntary, the basis of authority for such solicitation, and the uses which will be
made of it. Accordingly, disclosure of your Social Security number is voluntary; it is being
requested pursuant to 28 U.S.C. § 534 and _______________ (add any applicable state
authorization, if desired) for the purposes described above. The Social Security number will be
used as an identification tool; consequently, failure to provide the number may result in a
reduced ability to make such identifications or provide future identity verifications.

If the identity of the thief is known and an arrest warrant has been issued, the agency should
enter the victim information in the S/F Fields in the Wanted Person File.

Only the agency that takes the identity theft complaint may make an NCIC identity theft entry.
The only exception is that any criminal justice agency or regional dispatch center may act as a
holder of the record for another agency that has no telecommunications equipment. When such
an entry is made, the agency holding the record may place its own Originating Agency Identifier
(ORI) in the ORI Field only when there is a written agreement between the two agencies that
delineates the legal responsibility of each for the record. Additional information concerning these
responsibilities can be found in the ORI File Chapter.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EID ENTRY IDENTITY THEFT

EIDC ENTRY IDENTITY THEFT -
CAUTION
Modify MID
 Cancel XID
Inquiry QID
Entry of EIN
supplemental
record of aliases
and/or additional
identifiers
Cancellation XIN
of supplemental
record

1. A caution indicator should be added to the MKE EID when it is appropriate to the
particular circumstances of the individual.

2. The reason for the caution must be entered in the Caution and Medical Conditions (CMC)
Field. For example, a record with MKE/EIDC might include one of the following
corresponding codes in CMC Field:

SUICIDAL TENDENCIES
HEMOPHILIAC
HEROIN ADDICT
DIABETIC

3. The MKE EIDC translates IDENTITY THEFT - CAUTION.

1.4 RECORD RETENTION PERIOD

1. An identity theft record will remain active until the entering agency cancels it or until the
Date of Purge (DOP) is equal to the current date. When the DOP is reached, a $.P.
administrative message will be sent to the originating agency. The maximum retention
period for an identity theft record is 5 years.

2. Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record. Additional information on serious errors can be found in the
Introduction chapter of this manual.

1.5 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction
chapter of this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.
1.6 MESSAGE FIELD CODES AND EDITS

(Please note: These identifiers describe the victim of the Identity Theft.)

Code Field Edits

CTZ Citizenship Must be a valid NCIC-assigned country code as
listed in State and Country Codes, NCIC Code
Manual.
CMC Caution and Medical Must be a valid NCIC-assigned code as listed in
Conditions Personal Descriptors, NCIC Code Manual.
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD)
and cannot be later than the current date.
DOP Date of Purge Must be a valid Gregorian date, YYYYMMDD.
The DOP is optional and must be greater than the
current date but not more than 5 years greater. If
not entered, NCIC will set the DOP to the current
date plus five years.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD)
and cannot be greater than the current date.
ETN Ethnicity Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
EBS Expanded Date of Birth Search Must be 1, 2, 3, or blank. The default value is blank.
If 2 or 3 is entered, the day of birth in the DOB
Field must be 12 or less.
ENS Expanded Name Search Must be Y or N.
EYE Eye Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics or one to six numerics
followed by an alphabetic character A through H; or
one to six numerics followed by an alphabetic
character J through Z, followed by one or two check
digits; or one to six numerics followed by two
alphabetics followed by one check digit. If the
number contains one alphabetic character (J-Z), the
check digit(s) will be 1 to 11. If the number contains
two alphabetic characters, the first cannot be B, G,
I, O, Q, S, U, Y, or Z; the second must be A, B, C,
D, or E; and the check digit will be 0 to 9. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain
alphabetic characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Classification Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual. If the
first character of any finger is numeric, the second
character must also be numeric. Codes 00 and 50
may not be used.
HAI Hair Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
HGT Height The first character represents feet, and the second
and third characters represent inches. May be a
minimum of 400 but not more than 711. More
information in Personal Descriptors, NCIC Code
Manual.
IDT Identity Theft Type Must be a valid NCIC-assigned code as listed in the
NCIC Code Manual.
IMN Image NCIC Number A self-checking number automatically assigned by
NCIC to each accepted image record and consists of
the alphabetic character I followed by nine numeric
characters. Must have a valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
IND Image Indicator Must be Y or N.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros
only, a single alphabetic only, or the word NONE.
The first seven characters of the LKA cannot equal
the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System.)
LKI Linkage Agency Identifier Must be a valid ORI.
MKE Message Key Must be a valid message key.
MIS Miscellaneous Free text.
MNU Miscellaneous Number The first two characters must be a valid NCIC-
assigned code as listed in Personal Descriptors,
NCIC Code Manual. The third character must be a
hyphen. Entry of one zero only or a run of zeros
only is prohibited in positions 4 through 15. An
originating agency police or identification number
in MNU cannot be the only numeric identifier in the
record. 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.
NAM Name The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in
the first position or directly precede the comma.
The NCIC Code Manual, Personal Descriptors,
provides coding instructions.
NOA Notify Originating Agency Must be Y or N. NCIC will default to N if left
blank.
OLN Operator’s License Number One zero only or a run of zeros only may not be
used. More information in Personal Descriptors,
NCIC Code Manual.
OLS Operator’s License State Must be a valid NCIC-assigned code as listed in
State and Country Codes, NCIC Code Manual.
More information also in Personal Descriptors,
NCIC Code Manual.
OLY Operator’s License Year of Must present the year the license expires (XXXX),
Expiration the alphabetic NX to represent nonexpiring, or the
code UNKN for unknown. More information in
Personal Descriptors, NCIC Code Manual.
OCA Originating Agency Case Must not contain a single zero only, a run of zeros
Number only, the word NONE, or a single alphabetic only.
The first seven characters of the OCA cannot equal
the first seven characters of the ORI. The only valid
special character is the hyphen.
ORI Originating Agency Must be a valid NCIC-assigned ORI Identifier
POB Place of Birth Must be a valid NCIC-assigned code as listed in
State and Country Codes, NCIC Code Manual.
More information also in Personal Descriptors,
NCIC Code Manual.

PWD Password May be up to 20 alphabetics, numerics, or special

characters.
RAC Race Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
RSH Related Search Hit Must be Y or N.
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SID State Identification Number First two characters must be a valid state code,
territory code, or the code US. Embedded spaces
are prohibited. The third and fourth characters may
contain an asterisk. The tenth character may
contain a hyphen.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, and Must be a valid NCIC-assigned code as listed in
Other Characteristics Personal Descriptors, NCIC Code Manual.
SOC Social Security Number Must not be less than 001010001. The SOC cannot
have a value of 9 in the first position or have a value
of 00 in the fourth and fifth positions. Invalid and/or
unissued numbers are accepted but cause a SOC
attention message. More information in Personal
Descriptors, NCIC Code Manual.
VLN Name of Validator Any valid characters representing validator.
WGT Weight Minimum of 050 and maximum of 499. More
information in Personal Descriptors, NCIC Code
Manual.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

If the following fields of an NCIC Identity Theft File message are the same as those field
codes of an Identity Theft File record already on file, the second entry will be rejected with
the message REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and
ORI; OCA, NAM, and ORI; OLN, OLS, and ORI; OCA, NAM, ORI; DOB, NAM, and ORI.

Whenever the message REJECT ON FILE is sent by NCIC, the record on file will also be
transmitted. A duplicate record will be accepted if the ORI in the second message is different
or the person type is other than Identity Theft, for example, Protection Order File, Gang File,
etc.

1.8 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1N01HEADER.EID.MD1017830.SMITH, JOHN J.M.W.TX.19311012.510.175.BRO.BRO..DRK.SC R

HND..121011CO141159TTCI13.AS123456789.123456789.20051213......PASSWORD.CFRD.20041015
.US….N.MD99999999
 Acknowledgment:

1L01HEADER
MD1017830
NAM/SMITH, JOHN J NIC/J146203706

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PLACE OF BIRTH MANDATORY POB 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF BIRTH MANDATORY DOB 8-8 NUMERIC
HEIGHT MANDATORY HGT 3-3 NUMERIC
WEIGHT MANDATORY WGT 3-3 NUMERIC
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FBI NUMBER/UCN OPTIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
DATE OF PURGE OPTIONAL WITH DOP 8-8 NUMERIC
DEFAULT
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
PASSWORD MANDATORY PWD 1-20 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ID THEFT TYPE MANDATORY IDT 4-4 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF THEFT OPTIONAL DOT 8-8 NUMERIC
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OPERATOR’S CONDITIONAL OLN 2-2 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR’S SET OLS 2-2 ALAPHABETIC
LICENSE STATE
OPERATOR’S SET OLY 2-2 ALPHABETIC
LICENSE YEAR OF (2), NUMERIC
EXPIRATION 4-4 (4), OR
ALPHABETIC
(4)
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
NCIC CODE
MANAUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory for acceptance of an identity theft entry into NCIC:
HDR, MKE, ORI, NAM, SEX, DOB, POB, RAC, HGT, WGT, HAI, EYE, OCA, PWD, and
IDT.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The entering agency (ORI) must account for all fields in the Identity Theft File record
format. In the original entry, all available data must be entered. Missing data obtained at a
later time should be promptly added through the use of a modify message (MKE/MID).
Guidelines for the entry of aliases and/or other additional identifiers as a supplemental
record to an identity theft 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 a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except the ORI and the MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen is used to
separate the first two alphabetics from the number itself in the MNU Field. 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.

5. An ORI attempting to enter a record on a person it already has entered will receive a
reject message. An entry on the same individual will be accepted providing the
originating agencies are different. The agency making the second entry will receive the
record already on file at the time the second entry is acknowledged. This notification
should lead to some form of communication between the two agencies because valuable
lead information might be available.

6. If the person is deceased, agencies must enter the characters DECEASED in the PWD
Field. The password DECEASED must never be used for a live victim.

7. 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, operator’s 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.

8. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

1. PERSONAL DESCRIPTORS

Entry instructions for name; sex; race; ethnicity; date of birth; height; weight; eye
color; hair color; skin tone; scars, marks, and tattoos; fingerprint classification;
miscellaneous number; and Social Security number can be found in Personal
Descriptors, NCIC Code Manual. Codes for entering the place of birth and
citizenship can be found in State and Country Codes, NCIC Code Manual. It is
recommended that the victim's photographs be included in the identity theft
record to serve as an additional form of identification.
2. IDENTITY THEFT TYPE (IDT) FIELD

The IDT Field is mandatory and must have one of the codes as listed in the NCIC
Code Manual.

3. DATE OF PURGE (DOP) FIELD

The following are valid entries in the DOP Field:

Field Entry Result

DOP is blank. NCIC generates DOP, current date plus 5
years.
DOP contains a date 5 years or less from Purge date set.
date of entry.

The DOP Field cannot be greater than 5 years from the date of entry or the date of
modification. The DOP must be greater than the current date.

4. MISCELLANEOUS (MIS) DATA

1. Aliases, nicknames (monikers), dates of birth, and Social Security numbers should
not be entered in the MIS Field. All additional searchable data should be entered as a
supplemental record (MKE/EIN) as illustrated and explained in Section 8 of this
chapter, as this procedure increases the chances of a hit on the record. Information in
the MIS Field is not searchable.

2. If the entry contains an FBI number/UCN, the entering agency may obtain a copy of
the subject's manual identification record by entering the alphabetic code Send
Identification Record (SIR) as the last item in the MIS Field. A blank character must
precede SIR if other information is included in the MIS Field.

5. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, Y should be entered into the NOA Field. If the NOA is blank,
the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency
ORI matches the entering agency ORI and in unsolicited notifications
($. messages) to the ORI of record.

6. ORIGINATING AGENCY CASE NUMBER (OCA)

The entering agency shall ensure the OCA is a unique number assigned within the
agency to the case.
 7. CAUTION AND MEDICAL CONDITIONS (CMC)

When an Identity Theft record is entered with a caution indicator (the MKE ends
with C), the CMC Field must contain a valid caution and medical code. Section 8
of this chapter describes procedures for entry of additional CMC codes as a
supplemental record to an identity theft record. The allowable CMC codes and
their translations are listed in the NCIC Code Manual.

8. LINKAGE DATA (LKI and LKA)

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. In the entry message the LKI and LKA Fields immediately follow the OCA
Field entry. The message will be rejected if the first seven characters of the LKA are the
same as the first seven characters of the LKI.

9. DATE OF THEFT (DOT)

The DOT represents the date the victim’s identity was stolen or the date the police report
was filed if the date of incident is unknown.

10. PASSWORD

When possible, the password should be determined by the victim. The victim should
select a password that he/she can readily recall during any subsequent encounter with law
enforcement personnel. If the person is deceased, the agency must enter the characters
DECEASED as the password.

11. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to an Identity Theft
record are located in Section 8 of this chapter.

SECTION 3-- MODIFICATION

3.1 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 an identity theft base
record. A MID message to delete information in a field of the base record will cause
the same data in the supplemental record to move up to the base record.
3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MID.MD1017830.NAM/SMITH, JOHN J.NIC/J146203706.SOC/212665661

Acknowledgment:
1L01HEADER
MD1017830
MODIFY NAM/SMITH, JOHN J NIC/J146203706

The above modification example contains header (1N01HEADER), message key (MID),
Originating Agency Identifier (MD1017830), two record identifiers (NAM/SMITH, JOHN J
and NIC/J146203706), the field being modified, and the data being changed
(SOC/212665661).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA ALPHABETIC,
AGENCY CASE 1-20 NUMERIC,
NUMBER SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by either NAM and NIC, in that order;
or NAM and OCA, in that order; or NIC and OCA, in that order, preceded by the
 proper MFC. The name used in identifying the record to be modified must be set forth
with the exact spelling and spacing as shown in the record on file.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

1. Section 8 of this chapter provides further instructions for modifying an alias and/or an
additional identifier previously appended to an identity theft record by means of a
supplemental record.

2. An agency modifying an identity theft record to insert the FBI number/UCN may also
request a copy of the subject's identification record by modifying the MIS Field to place
SIR as the last item in the field. If any other information is already entered in the MIS
Field, it must all be reentered in the modify transaction, and a blank character must
precede SIR. Only the agency that entered the record may request a copy of the
identification record through this means.

3. LINKAGE DATA (LKI and LKA)

1. The Linkage ORI and OCA Fields are provided as separate fields to associate
incidents that are handled by multiple departments. A record which shares the same
incident of a record entered with a different ORI and/or OCA can be modified to link
the records by entering the associated ORI and OCA into the linkage fields (LKI and
LKA) of both records. If a modify transaction is used to add a linkage to another
record, then both LKI and LKA must be entered.

2. LKI and LKA Fields already existing in the identity theft record can be modified
individually.

3. The LKI and LKA Fields must be deleted as a pair; otherwise, the message will be
rejected.

4. VALIDATOR DATA

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of an identity theft record to indicate that the record has been validated. When data
are entered into the VLN Field, NCIC enters the current date in the Date of Last
Validation (VLD) Field of the record. If the user attempts to delete or modify the VLN
Field to all blanks, the message will be rejected. The acknowledgment for the modify
message containing VLN Field data will indicate the record has been validated. Each
CSA can determine the specific data to be included in the VLN Field for the validation of
the record. For example:

1N01HEADER.MID.MD1012600.NAM/SMITH, JOHN J.NIC/J000069216.VLN/JONES, DAVID

 Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NAM/SMITH, JOHN J NIC/J000069216

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is
no longer valid; for example, the identity theft complaint was found to be invalid.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XID.MD1017830.NAM/SMITH, JOHN J.NIC/J146203706.20030605

Acknowledgment:

1L01HEADER
MD1017830
CANCEL NAM/SMITH, JOHN J NIC/J146203706

The above cancellation example contains header (1N01HEADER), message key

(XID), Originating Agency Identifier (MD1017830), two record identifiers
(NAM/SMITH, JOHN J and NIC/J146203706), and date of cancellation (20030605).

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA ALPHABETIC,
AGENCY CASE 1-20 NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by either NAM and NIC, in that order; NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be canceled must be set forth with the exact spelling
and spacing as shown in the record on file. The Date of Cancellation (DOC) must follow the
two record identifiers and must be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

Information regarding the cancellation of an alias and/or additional identifiers appended to an

identity theft record by means of a supplemental record can be found in Section 8 of this
chapter.

SECTION 5--INQUIRY

5.1 EXAMPLES OF IDENTITY THEFT INQUIRIES

The message key QID is used for Identity Theft File inquiries. It will search the identity theft
records and the Article File if the transaction includes MNU, SOC, or OLN. A QW, QWA,
QWE, QWF, QWS, ZW, or QWI inquiry also searches the Identity Theft File in addition to
other identifiable person, Article, Boat, License Plate, Vehicle, and Vehicle/Boat Part Files.

Examples:

1N01HEADER.QID.WA1230000.NAM/SMITH, JOHN J.DOB/19511012

Negative Response:

1L01HEADER
WA1230000

NO NCIC IDENTITY THEFT RECORD DOB/19511012 NAM/SMITH, JOHN J

Positive Response:

1L01HEADER
WA1230000

WARNING - THE IDENTITY OF THE SUBJECT IDENTIFIED IN THIS RECORD

HAS BEEN REPORTED STOLEN. REVIEW THE VICTIM PROFILE AND USE CAUTION IN
VERIFYING THE IDENTITY OF THIS PERSON. THE PASSWORD INCLUDED IN THIS
RESPONSE HAS BEEN ASSIGNED TO THE IDENTITY THEFT VICTIM. VERIFY THAT THE
SUBJECT OF INQUIRY CAN CONFIRM THE PASSWORD.

MKE/IDENTITY THEFT PERSON

ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19511012 HGT/601 WGT/202 EYE/BRO HAI/BRO CTZ/US
SKN/ALB SMT/SC R HND
DOP/20100505 FPC/121011CO141159TTCI13 MNU/AS-326141811 SOC/212665660
OLN/M46063494C OLS/MD OLY/2004
OCA/123456 SID/MD99999999
MIS/IDENTITY HAS BEEN USED IN CREDIT CARD FRAUD
PWD/ TOPGUN IDT/CFRD DOT/20100504
ORI IS ANY CITY PD 410 555-5555
NIC/J123456789 DTE/20100505 1400 EDT DLU/20101015 1600 EDT
*****WARNING - STANDING ALONE, NCIC IDENTITY THEFT FILE INFORMATION
DOES NOT FURNISH GROUNDS FOR THE SEARCH AND SEIZURE OF ANY
INDIVIDUAL, VEHICLE, OR DWELLING.*****
IMMED CONFIRM IF THIS PERSON IS THE VICTIM OR PERPETRATOR

If a hit response includes a mug shot image, the following caveat will be included after the
initial warning caveat:

ATTENTION - THE FOLLOWING MUG SHOT IS ASSOCIATED WITH A

VICTIM OF AN IDENTITY THEFT RECORD. PLEASE BE AWARE THAT THE MUG SHOT SPECIFIES
THE VICTIM AND NOT THE OFFENDER.

Positive Response (for deceased person):

1L01HEADER
WA1230000

WARNING - THE SUBJECT OF THIS RECORD IS REPORTED AS DECEASED.

THE IDENTITY OF THE SUBJECT IDENTIFIED IN THIS RECORD HAS BEEN
REPORTED STOLEN. REVIEW THE SUBJECT’S PROFILE AND USE CAUTION
IN VERIFYING THE IDENTITY OF THE ENCOUNTERED PERSON.
MKE/IDENTITY THEFT PERSON
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19511012 HGT/601 WGT/202 EYE/BRO HAI/BRO CTZ/US
SKN/ALB SMT/SC R HND
DOP/20100505 FPC/121011CO141159TTCI13 MNU/AS-326141811 SOC/212665660
OCA/123456 SID/MD99999999
MIS/IDENTITY HAS BEEN USED IN CREDIT CARD FRAUD
PWD/DECEASED IDT/CFRD DOT/20041015
ORI IS ANY CITY PD 410 555-5555
NIC/J123456789 DTE/20100505 1400 EDT DLU/20100607 1600 EDT
*****WARNING - STANDING ALONE, NCIC IDENTITY THEFT FILE INFORMATION
DOES NOT FURNISH GROUNDS FOR THE SEARCH AND SEIZURE OF ANY
INDIVIDUAL, VEHICLE OR DWELLING.*****
IMMED CONFIRM IF THIS PERSON IS THE VICTIM OR PERPETRATOR
5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT
EXPANDED NAME OPTIONAL ENS 1-1 ALPHABETIC
SEARCH
EXPANDED DATE OF OPTIONAL EBS 1-1 NUMERIC
BIRTH SEARCH
OPERATOR’S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER NUMERIC
5.3 REQUIREMENTS FOR INQUIRY

1. An inquiry of the Identity Theft File may be made by name and one, more than one, or all
of the following alphanumeric identifiers: DOB (including year, month, day), FBI, MNU,
OLN, and SOC with each data element preceded by the proper MFC. Additionally,
inquiries may be made using NAM and OCA only, in that order; or NIC only, with each
data element preceded by the proper MFC.

NOTE: Exact spelling of the name as contained in the record is required when inquiring
with only NAM and OCA.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. When only one numeric identifier is used in an Identity Theft File inquiry, the response
will include only the record on file containing that specific numeric identifier. For
example, if an inquiry contains only the Social Security number, the response(s) will
include records on file with that Social Security number even though there may be other
records on file for the same individual that do not contain that particular number.

2. An agency making an inquiry with limited personal descriptors should make a second
inquiry using all available identifiers contained in the response record to ensure the
receipt of all records on file that could possibly pertain to the person in question.

3. An NCIC inquiry containing a DOB will search on the exact date of birth. Some state
systems employ a search method to automatically extend the search parameter to a period
before and after the DOB in the inquiry (e.g., plus or minus 5 years). If a record from the
state system is received via this search method, the new DOB should be used in an NCIC
inquiry.

4. When the inquiry contains a NAM and complete DOB as the only numeric identifier, the
date of birth in the inquiry must match the date of birth in a record before a record will be
retrieved.

When the subject 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 same DOB and a surname that is a phonetic match to the surname in the
inquiry.

Sex and race should be included to minimize multiple hits by limiting the scope of the
name search. When the inquiry contains a SEX code, NCIC will search only those
records containing the same SEX code as the SEX code or an unknown SEX code in the
inquiry. Also, the inclusion of race in an inquiry can limit the search made by NCIC. The
race field codes and the race codes that NCIC will search in an inquiry follow:
 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

5. When the inquiry contains a name and an alphanumeric identifier other than DOB, i.e.,
the SOC, FBI, or MNU, 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.
6. If an alphanumeric identifier is not available, an alphabetical search by NAM can be
requested by contacting the FBI CJIS staff.

7. IMAGE INDICATOR (IND)

QID 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. For a person, this would be a mug shot, if
available; for property, it would be either the identifying image or the generic image, if
available.

1N01HEADER.QID.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19691012.IND/Y

The following would be returned after the immediate confirm caveat for a mug shot
image:

IMR/M NAM:SMITH, JOHN J DOB:19691012

RAC:W HGT:510 WGT:165 DOI:19821210
NIC:T000069216 IMN:I000001233
MIS: PHOTO OF ID THEFT VICTIM

00256
<image>.

The Image Response (IMR) is composed of the following data: the Image Type (M for
mug shot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The Date of
Image (DOI) is next, then the NIC of the base record is provided along with the Image
NCIC Number (IMN). Following the IMN is the IMAGE MIS Field, then image size in
bytes (00256) and <image> will be replaced with the actual image.

8. RELATED SEARCH HIT (RSH)

A QID inquiry may also contain a Related Search Hit (RSH) Field. If the RSH Field is Y,
secondary hit responses will be returned for all linked identity theft records. The NCIC
System links records when: 1) ORI/OCA matches the primary hit response and the dates
of entry for those records are within 30 days of each other and 2) the LKI/LKA are the
same ORI/OCA contained in the primary hit response.
 If the hit response contains more than ten secondary hit responses, the following will be
included in the hit response 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.

9. EXPANDED NAME SEARCH (ENS)

Inquiries may also contain an Expanded Name Search (ENS) Field. If the ENS is Y and
both NAM and DOB are specified as search criteria, then each name part included in the
inquiry will be used as a surname, interchanging the remaining name pairs as given
names.

If the ENS is not entered, the field will default to N. Additional information can be found
in the Introduction chapter of this manual.

10. EXPANDED DATE OF BIRTH SEARCH (EBS)

When an inquiry transaction includes the numeric 1 in the EBS Field, the expanded date
of birth search will return records with the exact input DOB as well as records with the
exact month and day and a range of plus or minus one year of the input DOB. When an
inquiry transaction includes the numeric 2 in the EBS Field, the expanded date of birth
search will return records with the exact input DOB as well as records with the exact year
of birth with the month and day transposed. When the inquiry transaction includes the
numeric 3 in the EBS Field, the expanded date of birth search will return the following:
records with the exact input DOB, records with the exact month and day and a range of
plus or minus 1 year of the input DOB, and records with the exact year of birth with the
month and day of the input DOB transposed.

11. If an inquiry hits on more than 100 records, the NCIC System will discontinue processing
the response and return the first 100 records with the following caveat.

MAXIMUM RECORD COUNT EXCEEDED FOR AN ON-LINE

SEARCH. RESUBMIT MODIFIED SEARCH PARAMETERS OR
SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

To modify the search parameters to possibly prevent excessive hits, omit DOB and use
NAM and a different numeric identifier. Also, using SEX and RAC with NAM and DOB
may reduce the number of hits. To request a Global Inquiry, contact your CSA or the
FBI’s CJIS Division.

12. An Identity Theft File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, and image data. All supplemental fields will be
 sorted by special character, alphabetically, then numerically. Within supplemental data
sets, the image data field will be sorted by IMN.

5.5 PROCEDURES FOR HANDLING A HIT

When an agency receives a record response to an NCIC query containing identity theft
information and the person inquired upon does not appear to be identical with the subject of
the Identity Theft File record and/or does not know the assigned password, the inquiring
agency must contact the ORI of the record to confirm the record information prior to taking
official action based on the record information. The subject of the inquiry may be the identity
thief, and the location of the subject could be beneficial to the identity theft case of the
entering agency. If the originating agency requests notification of all hits, this agency should
place a Y in the Notify Originating Agency (NOA) Field.

SECTION 6—LOCATE

There are no locate procedures for the Identity Theft File.

SECTION 7—CLEAR

Procedures to remove identity theft records are detailed in Section 4--Cancellation. This file does
not have a MKE code for clear.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NCIC NUMBER CONDITIONAL** NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL** NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL** OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
IMAGE NCIC OPTIONAL SET IMN*
NUMBER SET
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OPERATOR’S OPTIONAL SET OLN***
LICENSE NUMBER
SET
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
*IMN/<IMN>.<IMT>
**Base record identifier
***OLN/<OLN>.<OLS>.<OLY>

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

An enter supplemental record transaction is utilized when additional identifiers, such as an

alias or scars, marks, tattoos, and other characteristics must be added to an identity theft
record (to be placed in NCIC by an entry separate from the identity theft entry). The enter
 supplemental record message may be made only by the agency that entered the identity theft
record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.EIN.MD1012600.NAM/DOE, JOHN J.OCA/1234523.AKA/DEER, JIM.BUCK, ROBERT

J.DOB/19521012.19520912. SMT/CAUL L EAR.TAT R ARM

Acknowledgment:

1L01HEADER
MD1012600
SUPP NAM/DOE, JOHN J OCA/1234523

The above supplemental record entry example contains header (1N01HEADER), message
key (EIN), Originating Agency Identifier (MD1012600), two record identifiers (NAM/DOE,
JOHN J and OCA/1234523), and the supplemental data added to the record: two aliases
(AKA/DEER, JIM and BUCK, ROBERT J), two dates of birth (DOB/19521012 and
19520912), and two scars, marks, and tattoos (SMT/CAUL L EAR and TAT R ARM).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The identity theft record to which a supplemental record of alias(es) and/or other additional
identifiers is to be added must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded by
the proper MFC. The name used in identifying the record to which a supplemental record is
to be added must be set forth with the exact spelling and spacing as shown in the record on
file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The AKA Field and all other identifying data fields that may be included in a supplemental
record with their field codes and the maximum number of aliases and/or other identifiers that
may be added to an identity theft record are the following:

Field Field Code Maximum Number

Permitted
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, and Other SMT 9
Characteristics
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operator’s License Number, State, and OLN 9
Year of Expiration (entered as a set)
Caution and Medical Conditions CMC 10
Image NCIC Number and Image Type IMN 12
(entered as a set)
Citizenship CTZ 9
State Identification Number SID 9

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

ENTRY

1. 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; or caution and
medical condition is counted as one identifier. Each set of data relating to an operator’s
license is counted as one identifier.

2. For example, a record relating to JOHN HARRY DOE might have appended
supplemental data consisting of three other names (AKAs), nine dates of birth, five scars,
and two miscellaneous numbers (e.g., army serial number and a mariner's document
number). Entry of these additional data would require several supplemental record entry
messages because all of these additional identifiers could not be included in one
supplemental record entry message.

8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the identity theft record has been identified, each field included in a supplemental
record entry, except those entered as sets of data, must be identified by the appropriate
field code followed by a slash and the item(s) of data, e.g.,
AKA/<AKA>.SOC/<SOC>.DOB/<DOB>. The data elements must be separated by a
period, and each field must end with a period. Fields that are not part of sets of data may
be entered in any order in a supplemental record entry. The OLN Fields in a
supplemental record format are multiple element data fields, i.e., it has more than one
data element following the field code and slash and is entered as a set, e.g.,
OLN/<OLN>.<OLS>.<OLY>.

2. The IMN Field in the supplemental record format is a multiple element data field; i.e.,
this field has more than one data element following the field code and slash and is entered
as a set, e.g., IMN/<IMN>.<IMT>.

3. Each set of data must be preceded by the appropriate field code followed by a slash. The
data elements within a set of data must be entered in sequence after the slash, and each
data element must be accounted for.

4. The field in the base record must be filled before any supplemental entry for that same
field will be accepted. For example, any attempt to enter a Social Security number in a
supplemental record will be rejected as a format error if the base record does not contain
a Social Security number in the SOC Field.
 5. All numeric identifiers excluding the OCA and MNU Fields are to be entered omitting
spaces, hyphens, and symbols. A hyphen may be used in the OCA, and a hyphen must be
used to separate the two alphabetics from the number itself in the MNU Field.

6. The criteria for rejecting duplicate records as defined in the Introduction section of this
chapter apply to the entry of supplemental information.

7. Personal Descriptors, NCIC Code Manual, contain appropriate coding of personal

identifiers data.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA)

1. Field code AKA followed by a slash is used to identify an alias(es). An alias

includes any name in which any last, first, or middle name is different from
that in the NAM Field (or those previously entered in the AKA Fields) for the
record, i.e., NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE
MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is
optional), first name or initial, space, middle name or initial, if any, space, and
suffix indicating seniority, if any, e.g., SR or III. Aliases and/or variations in
name spelling must be separated by a period without repeating the MFC
AKA.

3. Nicknames (monikers are to be entered in the AKA Field of the Identity Theft
record. The term nickname in NCIC is defined as a name added to or
substituted for the proper name of a person, such as their street name (i.e.,
Shorty). It is not a familiar form of a proper name, such as Jim for James.

The nickname is to be entered in the AKA Field, followed by a comma (space

after comma is optional), then an X (i,e, Peanut, X).

4. Further guidelines for the coding of aliases are provided in Personal

Descriptors, NCIC Code Manual.

2. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

The MFCs followed by a slash are used to identify additional data to be included
in a supplemental record, i.e, DOB/, SMT/, MNU/, and SOC/. Multiples can be
entered without repeating the MFC and separated only by periods. For example,
an entry might include:

DOB/19570102.19550823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333.
SOC/303055378
 When identifying data are entered in a supplemental record, the corresponding
fields in the corresponding base record must be filled.

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

No one-step procedure is available to modify an alias or other identifier in a

supplemental record to an identity theft record.

To modify (change) an alias or other identifier in a supplemental record, the incorrect

alias or other identifier must be canceled and reentered.

8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER

IDENTIFIERS CANCELLATION

1N01HEADER.XIN.MD1012600.NAM/DOE, JOHN J.NIC/J146203706.AKA/BUCK, ROBERT

J.DOB/19520912

Acknowledgment:

1L01HEADER.
MD1012600
CANCEL SUPP NAM/DOE, JOHN J NIC/J146203706
AKA/BUCK, ROBERT J
DOB/19520912

This example of a cancellation of an alias and other additional identifiers in a

supplemental record contains header (1N01HEADER), message key (XIN),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/DOE,
JOHN J and NIC/J146203706), and data to be canceled (AKA/BUCK, ROBERT J)
and (DOB/19520912).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an alias(es) and/or other additional identifiers contained in a

supplemental record, the identity theft record to which the supplemental record is
appended must be identified by either NAM and NIC, in that order; or NAM and
OCA, in that order; or NIC and OCA, in that order, with each data element preceded
by the proper MFC. The supplemental data to be canceled, with each field preceded
by the proper MFC, are then entered.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one message.

Additional messages are required if more than nine identifiers are to be canceled.
 Each AKA, DOB, SMT, MNU, SOC, CMC, CTZ, or SID is counted as one
identifier. Each set IMN (multiple data element field) is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; citizenships; state identification numbers; and caution
and medical conditions to be canceled should be set out in the cancellation message in the
same manner as in a supplemental record entry. That is, more than one identifier of the
same type may follow the MFC without repetition of the MFC. However, character for
character, each identifier to be canceled must be set out exactly as it appears in the
supplemental record on file.

2. When an Identity Theft File record is canceled, its entire supplemental record is
automatically canceled.

3. IMAGE SET (IMN)

Up to nine images can be canceled in a supplemental cancel transaction. The

format is IMN/<IMN>.<IMT>. The IMN is the NCIC number of the image, and
the image type is either signature (S), mug shot (M), or identifying image (I). If
the image type of the record is not the same type as defined by the IMT, the
supplemental data will be rejected.

4. SUPPLEMENTAL CANCELLATION ACKNOWLEDGMENT MESSAGE

A cancel supplemental transaction can contain up to nine supplemental data. All

supplemental data will be processed except data that do not meet field edits or do not
exist. The cancel supplemental message will list all supplemental data that were
successfully canceled, list all supplemental data not on file, and then list all supplemental
data that failed due to a REJ SUPP MFC ERROR.

For example:

1N01HEADER.XIN.MD1012600.NAM/DOE, JOHN J.NIC/J000069216.

AKA/ROE, EDWARD.DOE, EDWARD.DOB/19651012.19300932

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/DOE, JOHN J NIC/J000069216
AKA/ROE, EDWARD
DOB/19651012
REJ SUPP MFC ERROR
DOB/19300932
REJ SUPP NOT ON FILE
AKA/DOE, EDWARD
This example of a supplemental cancellation acknowledgment message indicates that the
AKA (ROE, EDWARD) and DOB (19651012) were successfully canceled. However, the
DOB (19300932) was rejected due to a field edit error, as was the AKA (DOE,
EDWARD) which was not on file.
 NCIC Operating Manual
IMAGE FILE

INTRODUCTION

1.1 DEFINITION OF AN IMAGE FOR NCIC PURPOSES

1.2 IMAGE-PROCESSING EQUIPMENT
1.3 IMAGE DATA SIZE AND RESOLUTION
1.4 GUIDELINES FOR ENTRY
1.5 MESSAGE KEY (MKE) CODES
1.6 RECORD RETENTION PERIOD
1.7 AUTOMATIC RETIREMENT
1.8 VALIDATION
1.9 IMAGE MESSAGE FIELD CODES AND EDITS
1.10 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 IMAGE (IMG)
2.6 DATE OF IMAGE (DOI)
2.7 IMAGE TYPE (IMT)
2.8 MISCELLANEOUS (MIS) FIELD

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

INQUIRY

5.1 MESSAGE FIELD CODES FOR AN IMAGE (QII, QIC, QIS) INQUIRY
5.2 EXAMPLES OF INQUIRIES WITH NEGATIVE AND POSITIVE RESPONSES
5.3 ADDITIONAL GUIDELINES FOR INQUIRY
5.4 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR

MIU TRANSFER TO WORKSTATION

 SECTION 1--INTRODUCTION

1.1 DEFINITION OF AN IMAGE FOR NCIC PURPOSES

1. Images are associated with NCIC records to assist in identifying a person or property.
Several types of images can be stored in NCIC. Images can be stored for a person,
property, or as a reference.

The types of images that can be stored for a person are mug shot, signature, and
identifying images.

Identifying images can also be stored to help identify property. Articles, guns, parts,
boats, and vehicles can be associated with an identifying image.

Images stored as references are referred to as generic images.

At this time, the Securities File does not have image capability.

2. Nongeneric image records include binary image data, the Date of Image (DOI), the
Image Type (IMT), the Image NCIC Number (IMN), and the owning Originating Agency
Identifier (ORI).

When the image is entered, the NCIC Number (NIC) of a person or property record must
be entered with the image transaction. The NIC is the link between the image record and
the person or property record.

When an inquiry for a nongeneric image is received, information from the linked person
or property record is returned as is the image record.

3. When the generic image is entered, descriptive information is entered about the vehicle or
boat it represents. When an inquiry for a generic image (QII) is received, the vehicle or
boat reference information is returned with the image record. Information from boat or
vehicle records linked to the generic image is not returned.

Generic images are entered and maintained by the FBI CJIS staff.

1.2 IMAGE-PROCESSING EQUIPMENT

Images can be processed by patrol cars equipped with NCIC Mobile Imaging Units (MIUs)
or comparable equipment. At booking stations and other state and federal agencies, images
can be processed by an NCIC workstation or comparable equipment.

The terms "workstation" and "MIU" include any equipment which is equivalent to the NCIC
workstation and MIU.
1.3 IMAGE DATA SIZE AND RESOLUTION

To reduce the time required to transmit an image, image data are compressed before
transmission. Image processing software must be included in the workstation and MIU
software.

NCIC images have the following characteristics:

MUGSHOTS AND IDENTIFYING IMAGES

Scanned mugshots and identifying images are entered into the workstation with variable
sampling rates depending on the original image size.

The image is cropped to 256 x 256 pixels and 8 bits per pixel in the workstation. Mugshots
and identifying images within NCIC messages are compressed with the Joint Photographic
Experts Group (JPEG) algorithm and a quality factor of 25.

1.4 GUIDELINES FOR ENTRY

1. An image should be entered for a person or property when it will assist in identification
of either. When an image of a PWI is appended to a missing person record, a notation
must be included in the Image Record’s Miscellaneous (MIS) Field indicating that the
image is that of the PWI.

2. The header 1B01 or TB01 (test) must be used with image transactions EIM and MII.

3. Image transactions EIM and MII cannot be submitted using bisynchronous (bisync)
communications.

4. A mugshot and a signature can be entered for Supervised Release, Protection Order,
Missing Person, Immigration Violator, Gang, Known or Suspected Terrorist,
Unidentified Person, Wanted Person, Protective Interest, Violent Person, Foreign
Fugitive, Identity Theft Files, and the National Sex Offender Registry.

5. An identifying image can be entered for Supervised Release, Protective Interest, Violent
Person, Missing Person, Immigration Violator, Gang, Known or Suspected Terrorist,
Unidentified Person, Wanted Person, Identity Theft, Article, Gun, Vehicle, Boat or
Vehicle/Boat Part Files, and the National Sex Offender Registry.

A generic image can be entered by FBI CJIS staff for any particular make of vehicle or
boat.

6. The NCMEC has been authorized to enter an identifying image, mugshot, and signature
only for an agency that does not have the ability to enter images into the NCIC. The
NCMEC will use a CJIS-assigned ORI that ends in “W” to append images for requesting
law enforcement agencies. The NCMEC may append an image to a Missing,
Unidentified, or Wanted Person File record as long as the record is related to the NCIC
 record of a missing child. The ORI of the Missing, Unidentified, or Wanted Person File
record is responsible for approving and validating the images appended to their record by
NCMEC. This service may be requested by contacting the NCMEC at 1-800-THE-
LOST.

A $.N.MEC.NCMEC MODIFY NOTIFICATION is sent to the ORI of a Missing Person

File record when NCMEC enters, modifies, or cancels an image linked to the ORI’s
record. The NCMEC will provide written notification, associated images, and any other
documentation to the ORI of the record supporting the maintenance action performed by
the NCMEC.

7. The following rules apply to the number of images that can be associated with one
record:

1. Only one of each of the following types of image can be associated with an NCIC
person record:

1. Mugshot
2. Signature

2. Not more than ten identifying images (other than mugshot and signature) can be
associated with a person record.

3. Not more than ten identifying images (such as tattoos, dress, or graffiti) can be
associated with a gang/terrorist group reference record.

4. Only one identifying image can be associated with vehicle/boat part, article, or gun.

5. Only one identifying or generic image can be associated with a vehicle or boat.

6. Generic images are the only images which can be linked to multiple base records.

1.5 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EIM IMAGE
Modify MII
Cancel XIM
Inquiry QII
LID*

*Transfers image from MIU to workstation only.

1.6 RECORD RETENTION PERIOD

Images that are associated with records are subjected to the same retention periods as those
records.

Generic images will remain on file indefinitely unless they are removed by the FBI CJIS
staff.

1.7 AUTOMATIC RETIREMENT

Images that are associated with records are subjected to the same automatic retirement rules
as those records.

1.8 VALIDATION

Images that are associated with records are subjected to the same validation as those records.

1.9 IMAGE MESSAGE FIELD CODES AND EDITS

Code Field Edits

BLE Boat Length If filled, must be two numeric characters representing feet, not
inches.
BMA Boat Make Must be a valid NCIC-assigned code as listed in Boat Data
Codes, NCIC Code Manual.
BTY Boat Type Must be a valid NCIC -assigned code as listed in Boat Data
Codes, NCIC Code Manual.
BYR Boat Model Represents the production (model) year during which the boat
Year was manufactured. Year can-not be more than 1 year beyond the
current model year.
DOC Date of Must be a valid Gregorian date (YYYYMMDD) equal to current
Cancellation date or current date minus one.
DOI Date of Image Must be a valid Gregorian date. It is the date the image was
taken (not the date entered into the System). (YYYYMMDD) or
valid year with "0000" representing month and day.
IMG Image This field contains compressed image data. Mugshot, signature,
and identifying images only.
IMN Image NCIC A self-checking number automatically assigned by NCIC to each
Number accepted image record and consists of the alphabetic character I
followed by nine numeric characters. Must have a valid check
digit.
IMT Image Type Must be M, S, I, V, or B.
IND Image Must be Y or N.
Indicator
MIS Miscellaneous Free Text
MKE Message Key Must be a valid message key.
NIC NCIC Must be the NIC of the base record the image is to be associated
Number with.
ORI Originating Must be a valid NCIC-assigned ORI.
Agency
Identifier
VMA Vehicle Make Can be up to 24 characters. The first four characters must be
alphabetic and a valid NCIC-assigned code. If the VMA code is
less than four characters and data are included in positions 5
through 24, positions 3 and/or 4 should be blanks. The
remaining characters are free text and must contain the name of
the manufacturer when the VMA is AERO, ATV, COEQ,
CYCL, FARM, SNOW, SPEC, TRLR, or TRUK.
VMO Vehicle Space(s) cannot be skipped. Hyphens or symbols cannot be
Model used. More information in Vehicular Data Codes, NCIC Code
Manual.
VST Vehicle Style Must be a valid NCIC-assigned code as listed in Vehicular Data
Codes, NCIC Code Manual.
VYR Vehicle Year Must represent the production (model) year during which the
vehicle was manufactured (YYYY). Year cannot be more than 1
year beyond the current year.

1.10 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES

If the entry of a mugshot (IMT/M), or signature image (IMT/S) is for a record that already
has that particular image type associated with it, then a duplicate reject message is issued.

Example of a Duplicate Image Reject Message:

1L01HEADER
MD1012600
REJECT-DUPLICATE MUGSHOT
IMAGE PREVIOUSLY ENTERED IS:
ORI/DC1012500 NIC/W123456789 IMN/I987654321 IMT/M
DOI/19990302
1B01HEADER.EIM.MD1012600.NIC/W123456789.IMT/M.DOI/19991206.MIS/IMA

If the entry of an identifying image (IMT/I) associates the image with a record that already
has ten identifying images associated with it, then a REJECT-MAXIMUM NUMBER OF
IDENTIFYING IMAGES EXCEEDED message is issued.

Example of a Reject Message After a Maximum Number of Allowed Identifying Image

Entries Has Been Exceeded:

1L01HEADER
MD1012600
REJECT - MAXIMUM NUMBER OF IDENTIFYING IMAGES EXCEEDED
IMAGE(S) PREVIOUSLY ENTERED:
ORI/DC1012500 NIC/W123456780 IMN/I000039206 IMT/I DOI/19991206
ORI/DC1012500 NIC/W123456780 IMN/I000039317 IMT/I DOI/19991104
ORI/DC1012500 NIC/W123456780 IMN/I000041221 IMT/I DOI/19990905
 ORI/DC1012500 NIC/W123456780 IMN/I000034252 IMT/I DOI/19990912
ORI/DC1012500 NIC/W123456780 IMN/I000034464 IMT/I DOI/19991212
ORI/DC1012500 NIC/W123456780 IMN/I000029101 IMT/I DOI/19991225
ORI/DC1012500 NIC/W123456780 IMN/I000029209 IMT/I DOI/19991005
ORI/DC1012500 NIC/W123456780 IMN/I000028765 IMT/I DOI/19991103
ORI/DC1012500 NIC/W123456780 IMN/I000021222 IMT/I DOI/19990807
ORI/DC1012500 NIC/W123456780 IMN/I000011223 IMT/I DOI/19991205
1B01HEADER.EIM.MD1012600.NIC/W123456789.IMT/I.DOI/19991206.MIS/IMA

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1B01HEADER.EIM.MD1012600.NIC/W123456789.IMT/M.DOI/19980716.
IMG/M1024<DATA>

Acknowledgment:

1L01HEADER
MD1012600
IMAGE IS ACCEPTED
NIC/W123456789 IMN/I231456631 IMT/M

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE TYPE MANDATORY IMT 1-1 ALPHABETIC
DATE OF IMAGE OPTIONAL DOI 8-8 NUMERIC
MISCELLANEOUS OPTIONAL MIS 1-240 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
IMAGE MANDATORY IMG 6-16000 ALPHABETIC,
NUMERIC,
BINARY
2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory for acceptance of an image entry: HDR, MKE, ORI,
NIC, IMT, and IMG for any other image type.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The NIC in the image entry transaction is the NIC of the record the image is to be
associated with. When entering a mugshot or a signature, the NIC must refer to a person
record. When entering an identifying image, the NIC must refer to either a person record,
an article, a gun, a vehicle, a boat, or a vehicle/boat part record.

2. Reject responses will be issued if the entered image type is invalid for the referenced
record or if the maximum number of images of this type have already been linked to the
base record.

3. Image entry transactions are message field code (MFC)-dependent, not period-
dependent; all fields, except HDR, MKE, and ORI, are required to have MFC/ followed
by the data.

2.5 IMAGE (IMG)

The Image (IMG) Field may be a mugshot, signature, or identifying image. The internal
representation of the IMG Field is composed of M (mugshot) or I (identifying image or
signature), followed by a 5-byte numeric indicating the byte count (size) of the image,
followed by binary data. The binary data comprise the JPEG compressed image. The JPEG
quality factor is 25.

2.6 DATE OF IMAGE (DOI)

The date of the image is the date the photograph, or signature was taken or the date
represented by an age-progressed image. If the year is known, but the actual date the image
was taken is unknown, 0000 should be used for the month and day, and the year the image
was taken should be used for the year. When an image being entered is an age-progressed
image, the date the image was created should not be used. Instead, the month and the day of
the individual's birthday should be used, and the year for the date of image should represent
the time at which the subject's appearance should match that of the image.

2.7 IMAGE TYPE (IMT)

1. MUGSHOT IMAGE (IMT M)

A frontal face view from the shoulders to the top of the head is entered and maintained by
an ORI and associated to a person.
 2. SIGNATURE IMAGE (IMT S)

An image of a signature is entered and maintained by an ORI and associated to a person.

3. IDENTIFYING IMAGE (IMT I)

An image which may help identify a person or property (e.g., scars, marks, and tattoos;
photograph of a person; "aged" photograph of a missing juvenile; photograph of a vehicle
or an article; etc.) is entered and maintained by an ORI and associated to a person, article,
gun, part, vehicle, or boat.

4. GENERIC IMAGE (IMT B OR V)

An image stored as a general reference for a vehicle or boat entered and maintained by
the FBI. Generic vehicle images are cataloged by the vehicle make, model, style, and
year. Generic boat images are cataloged by the boat make, type, length, and/or model
year. Multiple vehicle or boat records can be associated to a generic image.

2.8 MISCELLANEOUS (MIS) FIELD

The Miscellaneous (MIS) Field contains information regarding images that could not be
entered in the already established fields. This field enables agencies to provide information
such as the approximate date of the image, if the image is age progressed, who provided the
image, and any other information that may be beneficial in the investigation.

SECTION 3--MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

Modification of a record is restricted to the agency that entered the record. For a nongeneric
image, a modification message is used to either modify the date of the image or to replace the
existing image with a different one. For a generic image, a modification message is used to
add, change, or delete reference data. (Modification of a generic image is restricted to the
FBI CJIS staff.) An image record cannot be modified if the record has been canceled or if the
record it is associated with has been cleared, located, or canceled.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1B01HEADER.MII.MD1012600.IMN/I000039206.IMT/M.IMG/M1024<DATA>

Acknowledgment:

1L01HEADER
MD1012600
MODIFY IMN/I000039206

The above modification example contains: header (1B01HEADER), message key (MII),
Originating Agency Identifier (MD1012600), two record identifiers (IMN/I000039206 and
 IMT/M), the field being modified (IMT/M), and the data being changed (IMG/ M1024
<DATA>).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 CODE FROM
AGENCY NCIC CODE
IDENTIFIER MANUAL
IMAGE NCIC MANDATORY IMN 10-10 ALPHABETIC,
NUMBER NUMERIC
IMAGE TYPE MANDATORY IMT 1-1 ALPHABETIC
ANY FIELD(S) OPTIONAL
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by the IMN and IMT, in that order, with each
data element preceded by the proper MFC.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

NCIC users cannot modify generic images. Those are maintained by the FBI CJIS staff.

SECTION 4--CANCELLATION

4.1 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 or no longer needed.

When an image is canceled, it is unlinked from the record it is associated with.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XIM.MD1012600.IMN/I000039206.20000423
 The above cancellation example contains: header (1N01HEADER), message key (XIM),
Originating Agency Identifier (MD1012600) record identifier (IMN/ I000039206), and date
of cancellation (20000423).

Acknowledgment:

1L01HEADER
MD1012600
CANCEL IMN/I000039206

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
IMAGE NCIC MANDATORY IMN 10-10 ALPHABETIC,
NUMBER NUMERIC
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by the IMN (e.g., IMN/I435461801). The Date
of Cancellation (DOC) must follow the record identifier. DOC should be equal to the current
date or the current date minus one.

SECTION 5--INQUIRY

5.1 MESSAGE FIELD CODES FOR AN IMAGE (QII, QIC, QIS) INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE NCIC CONDITIONAL IMN 10-10 ALPHABETIC,
NUMBER NUMERIC
BOAT MAKE CONDITIONAL BMA 3-24 ALPHABETIC,
NUMERIC
BOAT TYPE CONDITIONAL BTY 3-3 ALPHABETIC
BOAT LENGTH CONDITIONAL BLE 2-2 NUMERIC
BOAT YEAR OPTIONAL BYR 4-4 NUMERIC
VEHICLE MAKE CONDITIONAL VMA 2-24 ALPHABETIC,
NUMERIC
VEHICLE CONDITIONAL VMO 2-3 ALPHABETIC,
MODEL NUMERIC
VEHICLE STYLE CONDITIONAL VST 2-2 ALPHABETIC,
NUMERIC
VEHICLE YEAR CONDITIONAL VYR 4-4 NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR

5.2 EXAMPLES OF QII INQUIRIES WITH NEGATIVE AND POSITIVE RESPONSES

1. THE IMAGE INQUIRY (QII)

Examples of Image (QII) Inquiries with Negative and Positive Responses:

1. QII Inquiries:

QII transaction requesting all images associated with a record:

1N01HEADER.QII.MD1012600.NIC/W123456789.IND/Y

QII transaction requesting a specific image:

1N01000005.QII.MD1012600.IMN/I287654123.IND/Y

QII transaction requesting a generic boat image:

1N01HEADER.QII.MD1012600.BMA/BCF.BTY/CRU.BLE/09.BYR/1989.IND/Y

or

1N01HEADER.QII.MD1012600.IMN/I987654321.IND/Y

QII transaction requesting a generic vehicle image:

 1N01HEADER.QII.MD1012600.VMA/FERR.VMO/QUA.VST/CV.VYR/1990.IND/Y

or

1N01HEADER.QII.MD1012600.IMN/I987654533.IND/Y

2. Negative Response to a QII Inquiry:

1L01HEADER
MD1012600
NO RECORD IMN/I287654123

3. Positive Response to a QII Inquiry:

In the case of the inquiry specifying the NIC of a base record, all images associated
with the base record would be returned in the same hit response.

1L01000005
MD1012600
MKE/IMAGE
IMR/MNAM:BROWN, ROBERT DOB:19451012
RAC:W HGT:511 WGT:160 DOI:19950521
NIC:W146203706 IMN:I645413893
MIS:OLD MUGSHOT

02876
<image>.

The Image Response (IMR) is composed of the following data: the IMT (M for
mugshot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The DOI
is next, followed by the NIC of the base record and the IMN. Following the IMN is
the Image MIS Field, then the image size in bytes (02876), and, last, <image> would
be replaced with the actual image.

The IMR Field would not be included if no image was transmitted with the response
or if the IND was set to N and only the textual part of the image was returned in the
response. In the example, M represents the IMT Type.

4. Same Response With the IND Set to N:

1L01000005
MD1012600

MKE/IMAGE
ORI/DCFBIWA00 IMN/I645413893 IMT/M DOI/20140521
NAM/BROWN, ROBERT
RAC/W DOB/19451012 HGT/511 WGT/160
MIS/OLD MUGSHOT
NIC/W146203706
DTE/20141028 1400 EDT DLU/20151105 1500 EST
5. Response to a QII Inquiry Resulting in an Article Image:

1L01000005
MD1012600

MKE/IMAGE
IMR/ISER:V245363 TYP:RVIDEOC OAN:3436546657657
NIC:A146203706 IMN:I645413893
MIS: LEFT SIDE PHOTO

02876
<image>.

The IMR is composed of the following data: the IMT (I for identifying image) and
standard article MFCs (SER, TYP, and OAN). The NIC of the base record is next,
followed by the IMN. Following the IMN is the Image MIS Field, then image size in
bytes (02876), and, last, < image> would be replaced with the actual image.

6. Response to a QII Inquiry Resulting in a Gun Image:

1L01000005
MD1012600

IMR/ISER: B512673 MAK:REM

MOD:870 CAL:12 TYP:SP
NIC: G000039206 IMN: I123456789
MIS: PHOTO SHOWING BARREL MARKINGS

02876
<image>.

The IMR is composed of the following data: the IMT (I for identifying image) and
standard gun MFCs (SER, MAK, MOD, CAL, and TYP). The NIC of the base
record is next, followed by the IMN. Following the IMN is the Image MIS Field,
then image size in bytes (02876), and, last, <image> would be replaced with the
actual image.

7. Response to a QII Inquiry Resulting in a Vehicle Image:

1L01000005
MD1012600

MKE/IMAGE
IMR/IVIN:251345331373173 LIC:VOL1234 LIS:NJ
VYR:1994 VMA FERR
NIC:V146203706 IMN:I645413893
MIS: PHOTO SHOWING UNIQUE PAINT SCHEME

02876
<image>.

The IMR is composed of the following data: the IMT (I for identifying image) and
standard vehicle MFCs (VIN, LIC, LIS, VYR, and VMA). The NIC of the base
 record is next, followed by the IMN. Following the IMN is the Image MIS Field, then
image size in bytes (02876), and, last, < image> would be replaced with the actual
image.

8. Response to a QII Inquiry Resulting in a Generic Vehicle Image:

1L01000005
MD1012600

MKE/IMAGE
IMT/V VMO:AV VST:4H VYR:1994 VMA:CHEV
IMN:I12324244 GENERIC VEHICLE
MIS: PHOTOT PROVIDED BY MANUFACTURER

02876
<image>.

The IMR is composed of the following data: the IMT (V for generic vehicle image)
and standard vehicle MFCs (VMO, VST,VYR, and VMA). The IMN is next,
followed by the Image MIS Field, then image size in bytes (02876). Last, <image>
would be replaced with the actual image.

9. Response to a QII Inquiry Resulting in a Boat Image:

1L01000005
MD1012600

MKE/IMAGE
IMR/IBHN:34634755467664 REG:M243553
BYR:1992 BMA:AFF
NIC:B146203706 IMN:I645413893
MIS: PHOTO OF STERN SHOWING NAME

02876
<image>.

The IMR is composed of the following data: the IMT (I for identifying image) and
standard boat MFCs (BHN, REG, BYR, and BMA). The NIC of the base record is
next followed by the IMN. Following the IMN is the Image MIS Field, then image
size in bytes (02876), and, last, <image> would be replaced with the actual image.

10. Response to a QII Inquiry Resulting in a Generic Boat Image:

1L01000005
MD1012600

MKE/IMAGE
IMR/BBTY:CRU BLE:45 BYR:1991 BMA:VBC
IMN:I645413893 GENERIC BOAT
MIS: PICTURE PROVIDED BY MANUFACTURER

02876
<image>.
 The IMR is composed of the following data: the IMT (B for generic boat image) and
standard boat MFCs (BTY, BLE, BYR, and BMA). The IMN is next. Following the
IMN is the title (generic boat) and the Image MIS Field, then image size in bytes
(02876). Last ,<image> would be replaced with the actual image.

11. Response to a QII Inquiry Resulting in a Vehicle/Boat Part Image:

1L01000005
HD1012600

MKE/IMAGE
IMR/ISER:M1028824364646 CAT:EN
NIC:V146203706 IMN:I645413893
MIS:

02876
<image>.

The IMR is composed of the following data: the IMT (I for identifying image) and
standard vehicle/boat part MFCs (SER and CAT). The NIC of the base record is next,
followed by the IMN. Following the IMN is the Image MIS Field, then image size in
bytes (02876), and, last, < image> would be replaced with the actual image.

Requirements for QII Inquiry

The QII inquiry is made by:

1. Using the NIC of the base record, in which case all images associated with that
record are returned at once. Or

2. Inquiring on a specific IMN, in which case only the requested image is returned.

Or

3. Including fields pertinent to a generic boat or vehicle image. These fields are
VMA, VMO, VST, VYR, BMA, BTY, BLE, and BYR (BYR is optional).

In all cases, the IND Field may be included. If the IND Field contains N, the hit
response will be limited to the textual part of the image record. If the IND Field
contains Y, the image will be included in the response. IND is optional; when it is not
included, the default is N.

5.3 ADDITIONAL GUIDELINES FOR INQUIRY

1. If a communication is being transmitted over bisync lines, the IND Field should not
contain Y.

2. When records are sent from NCIC to the user via a File Transfer (FT), images associated
with those records will be included. Records sent as part of an unsolicited message (i.e.,
 notification) will not contain images.

3. The IMR MFC is generated by the system to indicate to the workstation or any interface
agency receiving the message that an image is included in a response.

The NCIC System returns images in the following fixed format:

IMR/<IMT><UTT><UBT><LTT><LBT><IMAGE-SIZE><IMAGE DATA>

1. IMT (Image Type Field) is one alphabetic character.

2. UTT (Upper Top Text) is 47 alphabetic, numeric and special characters and contains
NAM and DOB; SER; BHN and REG; BTY and BLE; VIN, LIC and LIS; VMO and
VST; or GNG.

3. UBT (Upper Bottom Text) is 47 alphabetic, numeric and special characters and
contains RAC, HGT, WGT and DOI; TYP and OAN; BYR and BMA; VYR and
VMA; CAT; or SGP.

4. LTT (Lower Top Text) is 47 alphabetic, numeric and special characters and contains
NIC and IMN; IMN and text GENERIC BOAT; or IMN and text GENERIC
VEHICLE.

5. LBT (Lower Bottom Text) is 244 alphabetic, numeric and special characters and
contains Image MIS Field.

6. Image size is 5 numeric characters right justified, and left filled with zeros, and
identifies the image size in bytes.

7. Image Data is the actual binary image of variable size.

This format would not be transmitted if IND equals N or if no image is transmitted as part of
a hit response.

5.4 PROCEDURES FOR HANDLING A HIT

An NCIC hit on an image record or a hit response containing an image does not constitute a
probable cause to arrest. When an agency receives an image record(s) in response to an
NCIC inquiry, the hit must be confirmed with the ORI of each record. Hit confirmation
procedures are detailed in the Introduction chapter of this manual.

SECTION 6--LOCATE

There are no locate procedures for the Image File chapter. The image will be retired at the
same time the base record is retired (if not shared).
 SECTION 7--CLEAR

There are no clear procedures for the Image File chapter. Clearing a record which is
associated with an image results in the image being no longer active or retrievable.

SECTION 8--MIU TRANSFER TO WORKSTATION

If an image is transmitted from an MIU to a workstation, then LID should be used as the the
enter image MKE. The LID transaction is used in the MIU to the workstation only and not to
the NCIC System. Its function is to capture an image in the field and relay it to the
workstation. When an LID transaction is used, the NAM Field is entered if available;
otherwise, it may be used to input descriptive information (e.g; crime scene location). An
example of the LID transaction follows:

1B01HEADER.LID.MD1012600.IMG/<image>.NAM/BROWN, JOHN

If an image is transmitted from the workstation to the NCIC System, then EIM should be the
enter image MKE.
 NCIC Operating Manual
IMMIGRATION VIOLATOR FILE

INTRODUCTION

1.1. DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD EDITS
1.8 INVESTIGATIVE INTEREST

ENTRY

MODIFICATION

CANCELLATION

INQUIRY

5.1 NCIC INQUIRY PROCESSING

5.2 EXAMPLE OF AN INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 INQUIRY USING VEHICULAR DATA
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR

SUPPLEMENTAL RECORDS

STOLEN/FRAUDULENT SUPPLEMENTAL RECORDS

 SECTION 1--INTRODUCTION

1.1 DEFINITION

The Immigration Violator File contains records on criminal aliens who have been
deported for drug trafficking, firearms trafficking, or serious violent crimes and on
foreign-born individuals who have violated some section of the Immigration and
Nationality Act. Criminal aliens who have been deported and reenter the United
States without permission or remain in the United States after being ordered removed
or excluded are in violation of Title 8, USC, Section 1326.

1.2 CRITERIA FOR ENTRY

1. The U.S. Department of Homeland Security’s Bureau of Immigration and Customs

Enforcement (ICE) is the only agency authorized to enter and maintain records in the
Immigration Violator File. Documentation (electronic or hard copy) must be on file to
support an immigration violator entry.

2. The ICE's Law Enforcement Support Center will enter data regarding immigration
violators into one of three categories: the Deported Felon Category, the Absconder
Category, or the National Security Entry-Exit Registration System (NSEERS) Category.

Deported Felon Category:

The Deported Felon Category contains records of previously deported felons who
have been convicted and deported for drug trafficking, firearms trafficking, or
serious violent crimes.

Absconder Category:

The Absconder Category contains records of individuals with an outstanding

administrative warrant of removal from the United States who have unlawfully
remained in the United States.

NSEERS Category:

The NSEERS Category contains records of individuals with an outstanding

administrative warrant for failure to comply with the national security registration
requirements.

3. If the ICE has reasonable grounds to believe that the subject may be operating a
particular vehicle or a vehicle bearing a particular license plate, the vehicle and/or license
data may be included in the record.
1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

IMMIGRATION VIOLATION - DEPORTED
FELON
IMMIGRATION VIOLATION - FAILURE TO
EW
Entry APPEAR FOR REMOVAL

IMMIGRATION VIOLATION - NATIONAL

SECURITY REGISTRATION
Modify MW
Cancel XW
QW
QWA
Inquiry* QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV
Clear CW
Entry of EN
supplemental record

Entry of ENS
supplemental
stolen/fraudulent
identifiers
Cancellation of XN
supplemental record
Cancellation of XNS
stolen/fraudulent
identifiers

*There is no specific MKE to query the Immigration Violator File; however, a wanted person inquiry will
return a hit response on this file if a match occurs.

A caution indicator should be added to the MKE EW when it is known that an immigration
violator is armed and dangerous, has suicidal tendencies, has previously escaped custody, is a
drug addict, or whatever is appropriate to the particular circumstances of the individual. The
reason for the caution must be entered in the Caution and Medical Conditions (CMC) Field.
 Additional details on the caution indicator can be found in the NCIC Code Manual Personal
Descriptors.

1.4 RECORD RETENTION PERIOD

Immigration Violator records have an unlimited retention period. An Immigration Violator

(EW) record will remain on file indefinitely or until action is taken by the ICE to clear or
cancel the record.

Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file.

1.5 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 Immigration Violator File record or
supplemental record for the year of entry plus 4 years from the date of entry of the base
record. If the purged license plate is the only searchable identifier in the Immigration
Violator File record, then the entire record will be removed.

A nonexpiring license plate (LIY/NX) contained in an Immigration Violator File record will
remain on file until action is taken by the ICE to remove the license data or clear or cancel
the entire record.

1.6 VALIDATION

A portion of the Immigration Violator File records will be validated monthly as described in
the Introduction chapter of this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 MESSAGE FIELD EDITS

Code Field Edits

DOW Date of Warrant Mandatory Blank

OFF Offense Code Must be:

8003 for Deported Felon Category.

8004 for Absconder Category.
8005 for NSEERS Category.
 EXL Extradition Limitation Mandatory Blank.

ADD Address Type Mandatory Blank.

COU County Mandatory Blank.
CTY City Mandatory Blank.
DDA Date of Documented Address Mandatory Blank.
SNA Street Name Mandatory Blank.
SNU Street Number Mandatory Blank.
STA State Mandatory Blank.
ZIP ZIP Code Mandatory Blank

The Wanted Person File chapter contains other pertinent message field codes and edits.

1.8 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

The ICE is the only agency authorized to enter and maintain records in the Immigration
Violator File. The mandatory fields for Immigration Violator File records are the same as
those for Wanted Person File records. The entry procedures are the same as those for Wanted
Person File records which are detailed in the Wanted Person File chapter.

SECTION 3--MODIFICATION

The ICE is the only agency authorized to make any modifications to an Immigration Violator
File record. The modify procedures are the same as those for Wanted Person File records
which are detailed in the Wanted Person File chapter.
 SECTION 4--CANCELLATION

The ICE is the only agency authorized to cancel an Immigration Violator File record. The
cancel procedures are the same as those for Wanted Person File records which are detailed in
the Wanted Person File chapter.

SECTION 5--INQUIRY

5.1 NCIC INQUIRY PROCESSING

When an agency transmits an NCIC wanted person inquiry (QW, QWA, QWE, QWF, QWS,
ZW, QWB, or QWI), the data in the Immigration Violator File are searched in addition to the
data in the other NCIC person files (except the Unidentified Person File) as well as the
Article, Boat, License Plate, Vehicle, and Vehicle/Boat Part Files. As a result of an inquiry,
a hit may be generated on an Immigration Violator File record. Additional details can be
found in the Wanted Person File chapter.

5.2 EXAMPLE OF AN INQUIRY

1N01HEADER.QW.MD1012400.NAM/SMITH, JOHN.SEX/M.RAC/W.DOB/19510101

Negative Response:

IL01HEADER
MD1012400

NO NCIC WANT DOB/19510101 NAM/SMITH, JOHN SEX/M RAC/W

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response Deported Felon Category:

1L01HEADER
MD1012400

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS

OF EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
WARNING REGARDING FOLLOWING RECORD - SUBJECT OF NIC/N307770847 IS A
PREVIOUSLY DEPORTED FELON. CONTACT LESC AT (877) 999-5372 FOR IMMEDIATE
HIT CONFIRMATION AND AVAILABILITY OF BUREAU OF IMMIGRATION AND
CUSTOMS ENFORCEMENT DETAINER.
MKE/IMMIGRATION VIOLATION - DEPORTED FELON
ORI/VTINS1000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/FN
DOB/19510101 HGT/510 WGT/180 EYE/BRO HAI/BRO CTZ/FN
SKN/DRK SMT/SC LF ARM
SOC/777010000
OFF/SUBJECT IS A DEPORTED CRIMINAL/AGGRAVATED FELON
OCA/ASD1234-T SID/MD99999999
MIS/KNOWN AS JOHNNY BOY
ORI IS BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT, LAW ENFORCEMENT
SUPPORT CENTER (877) 999-5372
NIC/N307770847 DTE/19980605 0000 EDT DLU/19990101 0000 EST
*****THIS RECORD MAY BE USED ONLY BY CRIMINAL JUSTICE AGENCIES FOR
CRIMINAL JUSTICE PURPOSES.
*****END OF IMMIGRATION VIOLATOR FILE RESPONSE*****

Positive Response Absconder Category:

1L01HEADER
MD1012400

WARNING REGARDING FOLLOWING RECORD - SUBJECT OF NIC/N307770847 HAS AN

OUTSTANDING ADMINISTRATIVE WARRANT OF REMOVAL FROM THE UNITED STATES.
CONTACT LESC AT (877) 999-5372 FOR IMMEDIATE HIT CONFIRMATION AND
AVAILABILITY OF BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT DETAINER.
MKE/IMMIGRATION VIOLATION - FAILURE TO APPEAR FOR REMOVAL
ORI/VTINS1000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/FN
DOB/19510101 HGT/510 WGT/180 EYE/BRO HAI/BRO CTZ/FN
SKN/DRK SMT/SC LF ARM
SOC/777010000
OFF/ALIEN UNLAWFULLY PRESENT DUE TO ORDER OF REMOVAL OR EXCLUSION FROM THE USA
OCA/ASD1234-T SID/MD99999999
MIS/KNOWN AS JOHNNY BOY
ORI IS BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT, LAW ENFORCEMENT SUPPORT CENTER
(877) 999-5372
NIC/N307770847 DTE/19980605 0000 EDT DLU/20090101 0600 EST
*****THIS RECORD MAY BE USED ONLY BY CRIMINAL JUSTICE AGENCIES FOR
CRIMINAL JUSTICE PURPOSES.
*****END OF IMMIGRATION VIOLATOR FILE RESPONSE*****

Positive Response NSEERS Category:

1L01HEADER
MD1012400

WARNING REGARDING FOLLOWING RECORD - SUBJECT OF NIC/N307770847 HAS AN

OUTSTANDING ADMINISTRATIVE WARRANT OF ARREST FOR IMMIGRATION VIOLATIONS
FOR FAILURE TO COMPLY WITH NATIONAL SECURITY REGISTRATION. CONTACT LESC
AT (877) 999-5372 FOR IMMEDIATE HIT CONFIRMATION AND AVAILABILITY OF
BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT DETAINER.

MKE/IMMIGRATION VIOLATION - NATIONAL SECURITY REGISTRATION

ORI/VTINS1000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/FN
DOB/19510101 HGT/510 WGT/180 EYE/BRO HAI/BRO CTZ/FN
SKN/DRK SMT/SC LF ARM
SOC/777010000
OFF/SOUGHT FOR VIOLATION OF NATIONAL SECURITY REGISTRATION
OCA/ASD1234-T SID/MD99999999
MIS/KNOWN AS JOHNNY BOY
ORI IS BUREAU OF IMMIGRATION AND CUSTOMS ENFORCEMENT, LAW ENFORCEMENT SUPPORT CENTER
(877) 999-5372
NIC/N307770847 DTE/19980605 0000 0830 EDT DLU/20090101 0600 EST
*****THIS RECORD MAY BE USED ONLY BY CRIMINAL JUSTICE AGENCIES FOR
CRIMINAL JUSTICE PURPOSES.
*****END OF IMMIGRATION VIOLATOR FILE RESPONSE*****
5.3 REQUIREMENTS FOR INQUIRY

1. The capability to query only the Immigration Violator File does not exist; however, the
same procedures used to search the Wanted Person File will also search the Immigration
Violator File. Complete details can be found in the Wanted Person File chapter.

2. In a positive response, Wanted Person and Foreign Fugitive File records appear first,
followed by records from the Missing Person, Gang, Known or Suspected Terrorist,
Violent Person, National Sex Offender Registry, Supervised Release, Immigration
Violator, Protection Order, Identity Theft, Protective Interest, License Plate, Vehicle,
Boat, Vehicle/Boat Part, and Article Files. Complete details can be found in the Wanted
Person File chapter.

3. As a part of a positive Immigration Violator File response, the receiving agency is

warned against action based on the positive response alone.

4. The Immigration Violator File is based on criminal history information and is subject to
dissemination restrictions. A caveat at the end of each record response emphasizes to
record recipients that the record may be disseminated only to criminal justice agencies for
criminal justice purposes.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. When only one numeric identifier is used in an inquiry, the response(s) will include the
record(s) on file containing that specific numeric identifier. For example, if an inquiry
contains only the Social Security number, the response will include the record(s) on file
with that Social Security number even though there may be other records on file for the
same individual which does not contain that particular number.

2. Following a positive response to an inquiry with limited personal descriptors, an agency

should make a second inquiry using all identifiers contained in the response record(s).
The second inquiry should ensure the receipt of all records which could possibly pertain
to the person in question.

3. A response to an inquiry of the Immigration Violator File can contain supplemental data
on stolen/fraudulent identifiers: names, dates of birth, Social Security numbers,
miscellaneous numbers, and operator's license numbers. Complete details can be found in
the Wanted Person File chapter.

4. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE DATA. USE
CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

5. An Immigration Violator File response can contain supplemental data fields of AKA,
DOB, SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data,
 vehicle identification data, address data, and image data. All supplemental fields will be
sorted by special character, alphabetically, then numerically. Within supplemental data
sets, the fields will be sorted as follows: operator’s license data by OLS, license plate
data by LIS, vehicle data by VIN, address data set by STA, and image data by IMN.

5.5 INQUIRY USING VEHICULAR DATA

A QV, ZV, QW, QWA, QWE, QWF, QWS, or ZW inquiry by license plate number or
vehicle identification number will retrieve all person files as well as the Immigration Violator
File in which the vehicle and/or license has been entered. Additionally, such an inquiry will
retrieve data from the Vehicle, Boat, Vehicle/Boat Part, and License Plate Files. It is not
necessary to include name in this type of inquiry.

5.6 PROCEDURES FOR HANDLING A HIT

1. If the inquiry is made on an individual (i.e., traffic stop) and the encountering agency has
no other reason for detaining the subject, appropriate procedures will depend upon
whether state or local laws permit detainment and/or arrest.

1. When an agency receives a record in response to an NCIC inquiry and 1) the

whereabouts of the person inquired upon is known and 2) the person inquired
upon appears to be identical with the subject of an ICE record, the agency
must confirm the alien's status with the ICE at (877) 999-5372. After
confirmation, the ICE will provide direction regarding the arrest/detention of
the subject.

2. When an agency receives a record in response to an NCIC inquiry and the

whereabouts of the person inquired upon is not known, confirmation is not
required by the ICE.

2. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a Y in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

SECTION 6--LOCATE

There are no locate procedures for Immigration Violator File records.

 SECTION 7--CLEAR

The ICE is the only agency authorized to clear an Immigration Violator File record. The clear
procedures are the same as those for Wanted Person File records which are detailed in the
Wanted Person File chapter.

SECTION 8--SUPPLEMENTAL RECORDS

The ICE is the only agency authorized to enter or cancel an Immigration Violator File
supplemental record. The supplemental record procedures are the same as those for Wanted
Person File records which are detailed in the Wanted Person File chapter.

SECTION 9--STOLEN/FRAUDULENT SUPPLEMENTAL RECORDS

The ICE is the only agency authorized to enter or cancel an Immigration Violator File
stolen/fraudulent supplemental record. The stolen/fraudulent supplemental record procedures
are the same as those for Wanted Person File records which are detailed in the Wanted
Person File chapter.
 NCIC Operating Manual
INTRODUCTION

SECTION 1 - WHAT IS NCIC?

1.1 DEFINITION
1.2 DATA AND PROBABLE CAUSE
1.3 RESPONSIBILITY FOR RECORDS
1.4 SYSTEM DESCRIPTION
1.5 POLICY
1.6 SYSTEM SECURITY
1.7 SYSTEM DISCIPLINE

SECTION 2 - NCIC MESSAGES

2.1 TYPES OF MESSAGES

2.2 ENTRY
2.3 MODIFICATION
2.4 CANCELLATION
2.5 INQUIRY
2.6 LOCATE
2.7 CLEAR
2.8 ERROR MESSAGES
2.9 ADMINISTRATIVE MESSAGES

SECTION 3 - QUALITY CONTROL, VALIDATION, AND OTHER PROCEDURES

3.1 MAINTAINING SYSTEM INTEGRITY

3.2 MAINTAINING THE INTEGRITY OF NCIC RECORDS
3.3 QUALITY CONTROL
3.4 VALIDATION
3.5 HIT CONFIRMATION PROCEDURES
3.6 HEADERS
3.7 CHARACTER SET
3.8 RETENTION OF TERMINAL-PRODUCED PRINTOUT
3.9 NAME MATCHING
3.10 NAME SEARCH IN III
3.11 TERMINAL AND/OR LINE FAILURE
3.12 FILE REORGANIZATION AND PURGE SCHEDULE
3.13 III FILE RESTRICTED SERVICE
3.14 NCIC NUMBERS (NIC NUMBERS)

NCIC Operating Manual – Introduction

 3.15 NEW FEATURES

SECTION 4 - USER AGREEMENT SYSTEM RESPONSIBILITIES OF CONTROL

TERMINAL AGENCY

4.1 INTRODUCTION
4.2 CRIMINAL JUSTICE INFORMATION SERVICES USER AGREEMENT

SECTION 5 - NCIC STANDARDS AND SANCTIONS

5.1 STANDARDS
5.2 STANDARDS FOR INQUIRY RESPONSE TIME - HOT FILES (NON-III) FOR
SINGLE HIT/NO IMAGE RESPONSES
5.3 STANDARDS FOR RESPONSE TIME - III
5.4 STANDARDS FOR RECORD ENTRY BY USER AGENCY
5.5 STANDARDS FOR SYSTEM AVAILABILITY
5.6 STANDARD REGARDING EQUIPMENT AND TECHNOLOGY COMPATIBILITY
5.7 STANDARDS FOR SERVICES AVAILABILITY
5.8 NCIC SANCTIONS

SECTION 6 - CONTACT INFORMATION

6.1 CJIS SYSTEMS AGENCIES (CSAs)

6.2 STATE IDENTIFICATION BUREAUS
6.3 STATE/TERRITORY SEX OFFENDER REGISTRIES (SORs)
6.4 FBI TELEPHONE AND ORI LIST

NCIC Operating Manual – Introduction

 NCIC INTRODUCTION

SECTION 1--WHAT IS NCIC?

1.1 DEFINITION

1. The National Crime Information Center (NCIC) is a nationwide, computerized

information system established as a service to all criminal justice agencies--local, state,
and federal. 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. For NCIC purposes, criminal justice
information is defined as "information collected by criminal justice agencies that are
needed for the performance of their legally authorized, required function. This includes
wanted person information; missing person information; unidentified person information;
stolen property information; criminal history information; information compiled in the
course of investigation of crimes that are known or believed on reasonable grounds to
have occurred, including information on identifiable individuals; and information on
identifiable individuals compiled in an effort to anticipate, prevent, or monitor possible
criminal activity." Criminal justice information can be electronic (paperless) or hard copy
(paper). The NCIC data bank can best be 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.

2. The structure and basic procedures of the NCIC System were approved by resolution of
the full membership of the International Association of Chiefs of Police in Philadelphia,
Pennsylvania, in October 1966. General policy concerning the philosophy, concept, and
operational principles of the System is based upon the recommendations of the Criminal
Justice Information Services (CJIS) Advisory Policy Board (APB) to the Director of the
FBI. The APB is comprised of top administrators from local, state, and federal criminal
justice agencies throughout the United States. Through the APB, its Subcommittee and
Working Group input, changes in current applications, the addition of new files, and new
procedures, e.g., edits, codes, validations, are coordinated with all NCIC participants.

3. The NCIC System stores vast amounts of criminal justice information which can be
instantly retrieved by and/or furnished to any authorized agency.

4. The NCIC System serves criminal justice agencies in the 50 states, the District of
Columbia, Puerto Rico, and Canada. Through established state systems, the NCIC
System has become available for use by all criminal justice agencies. Access to the
NCIC Files by specific foreign nations is provided through INTERPOL, U.S. National
Central Bureau, in Washington, DC.

NCIC Operating Manual – Introduction

1.2 DATA AND PROBABLE CAUSE

1. An NCIC hit alone is not probable cause to arrest, but indicates that a stolen property
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.

2. Correct NCIC procedure requires the agency which placed the record in file be contacted
by the inquiring agency to confirm that the data are 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. For instance, a confirmation of an
outstanding warrant on an individual or a hit confirmed on a stolen vehicle or stolen
property in a timeframe very close to the time of an actual theft would likely support an
arrest decision. The confirmation of a hit on a person file record, regardless of how long
it had been in the System, would be enough cause to take appropriate action. However,
when attempting to recover the stolen property record that had been in the System one or
two years, the officer would need not only the element of the hit but also additional facts
adding up to probable cause. For instance, a hit on a record two years after a vehicle was
stolen would in itself be inadequate probable cause for an arrest, since it would be
possible or even probable the vehicle was then in the possession of an innocent purchaser
rather than the original thief. To make an arrest under these circumstances, the officer
would need not only the element of the hit but also additional facts adding up to probable
cause. A hit confirmed with the originating agency can be adequate grounds to recover
stolen property, return a missing person, arrest a fugitive, or charge a subject with
violation of a protection order.

3. Files, such as the Gang, Known or Suspected Terrorist, Supervised Release, National Sex
Offender Registry, Protective Interest, Violent Person, and NICS Denied Transaction do
not require hit confirmation and are designed to provide law enforcement officers with
adequate warning regarding individuals who have had involvement in criminal activities
or are known to represent potential danger to the public.

1.3 RESPONSIBILITY FOR RECORDS

1. 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. To
facilitate compliance with hit confirmation requirements, the originating agency must be
available 24 hours a day to confirm its record entries. Nonterminal agencies must sign a
"Holder of the Record" agreement with a 24-hour agency delineating the responsibility
for hit confirmation. Originating agencies that are not available 24 hours must place
instructions for after-hour hit confirmation, e.g. a 24-hour contact telephone number or an
Originating Agency Identifier (ORI) in the Miscellaneous Field.

2. Stringent administrative procedures and controls to ensure that accurate data are entered
in computerized criminal justice information systems are important. An officer's
evaluation of the information contained in a hit response is just as important as keeping
the information accurate, timely, and complete. Combining stringent administrative

NCIC Operating Manual – Introduction

 controls with proper evaluation by the officer receiving the hit can prevent lost court
cases, civil liability suits, false arrests, and criminal charges against the law enforcement
officer.

3. The FBI, as manager of the NCIC System, helps maintain the integrity of the System
through:

1. Automatic computer edits which reject records with certain common types of errors in
data;

2. Automatic purging of records after they are on file for a prescribed period of time;

3. Quality control checks by FBI personnel; and,

4. Distribution of records to be validated. (Details concerning quality control and

validation procedures appear in Section 3 of this Introduction.)

4. The NCIC System makes centralized crime data immediately available to the criminal
justice community. The success of the System depends upon the extent to which patrol
officers, investigators, judges, prosecutors, corrections officers, and other criminal justice
agency officials intelligently use it in day-to-day operations.

5. This manual contains instructions designed to guide participants in using the NCIC
System. No system can be expected to produce results unless it is properly used. The
standards and procedures set forth should be strictly followed as every exception tends to
degrade the System and the integrity of the data stored in the System.

6. All inquiries regarding the NCIC System should be addressed to the FBI, CJIS Division,
Attention: NCIC, Module E-3, 1000 Custer Hollow Road, Clarksburg, West Virginia
26306-0153.

1.4 SYSTEM DESCRIPTION

1. System participants include local, state, and federal criminal justice agencies throughout
the United States, Puerto Rico, and Canada.

2. 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 control terminal tied into the
network. Entries for the ORI File are made by FBI CJIS staff. Records for fugitives
wanted by foreign countries are entered either by the Royal Canadian Mounted Police or
the U.S. National Central Bureau, INTERPOL. Records on immigration violators are
entered by the Bureau of Immigration and Customs Enforcement. NICS Denied
Transaction File records are entered through an interface managed by the FBI based on a
National Instant Criminal Background Check System (NICS) denial. Interstate
Identification Index (III) records are placed on file by the FBI based on fingerprint cards

NCIC Operating Manual – Introduction

 submitted by the states. The records entered must meet the criteria established for the
particular type of record involved. Inquiries must contain prescribed identifying data.

3. NCIC provides virtually uninterrupted operation 24 hours a day, 7 days a week.

Communication lines and associated costs from the NCIC computer to the control
terminals are borne by the FBI.

4. The FBI NCIC computer equipment can interface with control terminal equipment
manufactured by many of the major computer firms. System participants are not required
to use the same make computer equipment as that used by the FBI. The only requirement
is that terminal equipment be able to communicate with either 8 level ASCII
Bisynchronous computer to computer (BiSync), Transmission Control Protocol/Internet
Protocol (TCP/IP), or IBM System Network Architecture (SNA) protocol.

1.5 POLICY

1. The CJIS APB recommends general policy to the FBI with respect to the philosophy,
concept, and operational principles of the NCIC System. In its deliberations, the APB
places particular emphasis on the continued compatibility of NCIC and state systems;
System security; and rules, regulations, and procedures to maintain the integrity of NCIC
records.

2. The CJIS Advisory Process is composed of two major components, the CJIS APB and
the CJIS Working Groups. The APB is responsible for reviewing policy issues and
appropriate technical and operational issues related to the programs administered by the
FBI CJIS Division and, thereafter, for making appropriate recommendations to the FBI
Director. The 33-member CJIS APB is composed of the following:

1. Twenty criminal justice agency representatives who are selected by the CJIS Working
Groups and appointed by the FBI Director. (Twelve are state-level agency
representatives, and eight are local-level agency representatives.)

2. Three individuals who are selected and appointed by the FBI Director and represent
the judicial, the prosecutorial, and the correctional sectors of the criminal justice
community, and a fourth member is selected by the FBI Director to represent the
national security sector.

3. Eight individuals who represent professional associations including the International

Association of Chiefs of Police, National Sheriffs' Association, National District
Attorneys' Association, American Probation and Parole Association, Major Cities
Chiefs' Association, the Major County Sheriffs' Association, American Society of
Crime Laboratory Directors, and one executive level representative from a national
professional association representing the courts or court administration.

4. The Chairman of the CJIS Federal Working Group.

NCIC Operating Manual – Introduction

 3. A Federal Working Group and four regional Working Groups were established to
recommend policy and procedures for the programs administered by the FBI CJIS
Division. These Working Groups are also responsible for the review of operational and
technical issues related to the operation of or policy for these programs. The Working
Groups make appropriate recommendations to the CJIS APB.

4. To gain insight and direction into specific program-related issues, the APB receives input
from Ad Hoc Subcommittees.

1.6 SYSTEM SECURITY

1. There is no federal legal or policy prohibition against dissemination of information

contained in the NCIC files. If no state/local law or policy prohibition exists, authorized
indirect dissemination of the NCIC records is discretionary with the CJIS System Agency
(CSA). Such information may be withheld because of criminal justice priorities,
budgetary limitations, or other reasons determined by the CSA to be legitimate.

2. An agency participating in the NCIC System as a CSA must assume responsibility for
and enforce System security with regard to all other agencies which it, in turn, services.
The responsibilities of NCIC CSAs are outlined in Section 4 of this Introduction.

3. The FBI uses hardware and software controls to help ensure System security. However,
final responsibility for the maintenance of the security and confidentiality of criminal
justice information rests with the individual agencies participating in the NCIC System.
Further information regarding System security can be obtained from the CJIS Security
Policy.

4. All state and local agencies participating in the NCIC System III File are required to
adhere to the security guidelines as set forth in the publication, NCIC: Computerized
Criminal History Program Background, Concept and Policy, and in Subparts A and C of
the United States Department of Justice Regulations governing the dissemination of
criminal records and criminal history information (Regulations) published in the Federal
Register on May 20, 1975, and August 7, 1976 (Title 28, Code of Federal Regulations,
Part 20). Copies of these documents may be obtained from the FBI CJIS Division, 1000
Custer Hollow Road, Clarksburg, West Virginia 26306. Additional guidelines for state III
Files appear in the Regulations published in the Federal Register on March 19, 1976.
Additional security guidelines can be found in the CJIS Security Policy.

5. The data stored in the NCIC System and the III File is documented criminal justice
information and must be protected to ensure correct, legal, and efficient dissemination
and use. It is incumbent upon an agency operating an NCIC terminal to implement the
necessary procedures to make that terminal secure from any unauthorized use. Any
departure from this responsibility warrants the removal of the offending terminal from
further NCIC participation.

NCIC Operating Manual – Introduction

 6. Information can be obtained from NCIC and the III File both directly and indirectly.
Direct access is terminal access and dissemination within that terminal agency. Indirect
access is nonterminal access outside of an agency with direct access.

7. The individual receiving a request for criminal justice information must ensure that the
person requesting the information is authorized to receive the data. Dissemination of
most file data are discretionary with the CSA, whereas NCIC Supervised Release, Gang,
Known or Suspected Terrorist, Protective Interest, inactive Protection Order, NICS
Denied Transactions, Violent Person, and Identity Theft Files; the National Sex Offender
Registry; and III data are confidential and should be treated accordingly. Unauthorized
request or receipt of NCIC material could result in criminal proceedings brought against
the agencies and/or the individuals involved.

1.7 SYSTEM DISCIPLINE

1. To help ensure the proper operation of the NCIC System, the standards, procedures,
formats, and criteria mentioned in this manual must be strictly followed. In this respect,
NCIC CSAs must not only follow the rules set forth but must also ensure that agencies
they are servicing do the same.

2. Complete, accurate, and timely records are essential to ensure System integrity. Users
also are encouraged to enter records in a timely manner to afford the maximum protection
to the law enforcement officer by providing up-to-date information. Although the use of
NCIC is voluntary, delayed entry of records in NCIC reduces or eliminates the possibility
of apprehending wanted persons, locating missing persons, and recovering stolen
property.

3. Promptness in modifying, locating, or clearing records in the System will help to keep the
System free of outdated information.

4. NCIC provides information for decision making by investigators, patrol officers, judges,
prosecutors, and corrections officials. The information furnished by NCIC must be
evaluated along with other facts known to the officers, investigators, judges, prosecutors,
and corrections officials.

5. When an agency receives a positive response from NCIC and an individual is being
detained or a piece of property can be seized, an immediate confirmation with the agency
that originated the record in the System is necessary. This confirmation ensures the
validity of the hit before an arrest or seizure is made. Likewise, the originating agency
has the duty to respond promptly with the necessary confirmation and other pertinent
details. (Hit confirmation procedures can be found in Section 3 of this Introduction.)

NCIC Operating Manual – Introduction

 SECTION 2--NCIC MESSAGES

2.1 TYPES OF MESSAGES

There are six types of messages pertaining to NCIC that can originate from a user and can be
transmitted to the NCIC System: entry, modification, cancellation, inquiry, locate, and clear.
There are three types of messages that originate from the NCIC System: acknowledgment
messages, inquiry responses, and administrative messages.

2.2 ENTRY

The purpose of an entry message is to place a new record in file or to append supplemental
records to those already on file. During an Entry, or Enter-supplemental transaction, new
data entered may cause an Inquiry transaction to occur. These inquiries generate Duplicate-
Record-Accept and Duplicate-Record-Reject hits. If the hit responses contain more than 100
total hits, then the following message will be received:

"ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW"

Entry messages and acknowledgments, including examples, are further explained in the
Entry Section of each NCIC file chapter.

2.3 MODIFICATION

The purpose of a modification message is to add, delete, or change a portion of data which
are part of a record. A record may be modified only by the agency that entered the record as
long as the record is in active status. The only exceptions are modifications to ORI records.
All ORI entries are made by FBI CJIS, but modifications may be made by the agency
assigned the ORI. During a Modification transaction, modified data entered may cause an
Inquiry transaction to occur. These inquiries generate Duplicate-Record-Accept and
Duplicate-Record-Reject hits. If the hit responses contain more than 100 total hits, then the
following message will be received:

"ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW"

Modification messages and acknowledgments are further explained in the Modification

section of each NCIC file chapter.

2.4 CANCELLATION

The purpose of a cancellation message is to remove an entire record or supplemental

record(s) from any file. When a record is canceled, all supplemental records appended to it
are also automatically canceled. A record may be canceled only by the agency that entered
the record. However, the FBI Data Integrity Staff may cancel a record when a serious error is
detected. (The $.E. administrative message can be found in Section 2 of this Introduction.) A
record should be canceled when it is determined to be invalid; for example, the warrant

NCIC Operating Manual – Introduction

 which was the basis for the record has been dismissed, or the record is the result of a
fictitious theft report.

Cancellation messages and acknowledgments are further explained in the Cancellation

section of each NCIC file chapter.

2.5 INQUIRY

Four types of inquiries may be made into the NCIC System:

1. On-line Inquiries

These are queries into NCIC databases for which the user expects immediate reply. There
are two types of on-line inquiry messages:

1. Z inquiry (ZW, ZV, ZG, etc.) -- Initially intended to be used for

administrative purposes and for training, demonstrations, and display of
records for validation and/or review.

2. Q inquiry (QW, QV, QG, etc.) -- Intended to be made for all other inquiry
transactions.

3. Both Z and Q inquiries are now processed exactly the same way.

2. On-line Requests for Off-line Searches

These queries include special request inquiry, also known as Global Inquiry or SPRQ,
which can be initiated by a CSA to obtain information that cannot be retrieved through a
normal inquiry. SPRQ transactions can be made against:

1. Active Records

2. Retired Records

3. Message Logs

3. On-line Requests for Statistical Data

These requests include Usage Analysis, Error Trend Analysis, and Benefits and
Effectiveness. The requests are submitted on-line and the results are obtained by file
transfer. These inquiries are limited to CSAs only.

4. On-line Requests for Batched Inquiries

These requests (batch inquiry is grouping several on-line inquiries into one) may be made
by all users, allowing them to group several inquiries on the same database. The purpose

NCIC Operating Manual – Introduction

 of an on-line or a batch on-line inquiry is to search an NCIC file(s) for a record possibly
identifiable with information available to the inquiring agency. The MKE for batch
inquiry is a three-letter code consisting of the regular inquiry MKE and ending with a B
for BATCH. For example: QWB, batch wanted person inquiry; QAB, batch article
inquiry.

5. Negative Response to an On-line Inquiry

1. A negative response is transmitted when no record match is found in NCIC .

A negative response to a person file inquiry (Foreign Fugitive, Missing
Person, Wanted Person, etc.) contains a header, the ORI of the inquiring
agency followed by NO NCIC WANT with each searchable numeric identifier
inquired upon. This is a general person inquiry and searches all person files.

2. A negative response for a specific person file, such as Protection Order,

National Sex Offender Registry, Identity Theft, and NICS Denied Transaction
contains a header and the ORI of the inquiring agency followed by NO NCIC
RECORD; NO NCIC PROTECTION ORDER FILE RECORD; NO NCIC
SEX OFFENDER FILE RECORD; NO NCIC IDENTITY THEFT FILE
RECORD; or NO NCIC NICS DENIED TRANSACTION FILE RECORD
followed by the searchable identifiers included in the inquiry.

3. A negative response to a Gang Reference, Gang Member, and Known or

Suspected Terrorist, or property file inquiry contains a header, the ORI of the
inquiring agency followed by NO RECORD with each searchable identifier or
set of searchable identifiers inquired upon. A negative response to an NCIC
on-line inquiry, however, should not be relied upon as an indication that the
person or property inquired upon is not wanted, missing, or stolen, or that no
criminal history record exists. As with a positive response, a negative
response should not be used as the sole basis for decision making by the
receiving officer.

6. Positive Response to an On-line Inquiry

A positive response is transmitted when a record(s) is found in NCIC . A positive

response contains a header, the ORI of the inquiring agency followed by an
alert(s) (if applicable), the record in file, and an IMMED CONFIRM message:

1. IMMED CONFIRM MISSING PERSON STATUS WITH ORI

This message appears after each missing person record in the response. The
phrase is a reminder to the inquiring agency that it must immediately contact
the agency(s) that entered the record(s) to assure that there has been no change
in the missing person's status and to verify the subject's identity.

NCIC Operating Manual – Introduction

2. IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

This message appears after each wanted person record in the response. The
phrase is a reminder to the inquiring agency that it must immediately check
with the agency(s) that entered the wanted person record(s) to verify the
identity of the individual, determine if there has been any change in the status
of the warrant, and, if applicable, obtain extradition details. If the record
indicates no extradition, confirmation may be required intrastate; however, no
action should be taken to detain the person based on an interstate hit.

3. IMMED CONFIRM RECORD WITH ORI AND FOLLOW PROCEDURES IN

INTERSTATE COMPACT ON JUVENILES

This message appears after each juvenile offender (MKE/EWJ) record in the
response. It reminds the inquiring agency that it must immediately check with
the entering agency to determine if there has been a change in the status of the
record. In addition, it also advises the inquiring agency to follow the
guidelines as written in the Interstate Compact on Juveniles.

4. IMMED CONFIRM RECORD WITH ORI AND FOLLOW PROCEDURES IN

INTERSTATE COMPACT ON JUVENILES.
CAUTION: THIS JUVENILE IS EMANCIPATED.
PLEASE CHECK YOUR STATE LAWS REGARDING APPROPRIATE ACTION

This message follows a juvenile offender (MKE/EWJ) record when the

juvenile has been emancipated. It reminds the inquiring agency to check with
the entering agency to determine if there has been a change in the record's
status.

5. IMMED CONFIRM RECORD WITH ORI

This message follows each property file record in the response. The phrase is
a reminder to the inquiring agency that it must immediately contact the
agency(s) that entered the record(s) to assure that no change in status has
taken place.

6. WARNING - DO NOT ARREST BASED ON THIS INFORMATION

This message precedes a Canadian warrant record.

REPEAT - WANTED IN CANADA - DO NOT ARREST BASED ON

THIS INFORMATION - IMMEDIATELY CONTACT RCMP, OTTAWA,
CANADA TEL NO. (613) 998-6200. IF THE SUBJECT IS
NOT U.S. CITIZEN, CONTACT NEAREST OFFICE OF U.S.
IMMIGRATION AND NATURALIZATION SERVICE

NCIC Operating Manual – Introduction

 This message appears after each Canadian warrant record in the response. The
phrase is a reminder to the inquiring agency that the fugitive is wanted on a
Canadian warrant, and no arrest can be executed in the United States based on
the Canadian warrant.

RECORD NIC/R123456789 IS A CANADIAN VEHICLE INDEX RECORD

CONFIRM RECORD WITH ORI
or
RECORD NIC/R123456789 IS A CANADIAN BOAT INDEX RECORD
CONFIRM RECORD WITH ORI
or
RECORD NIC/R123456789 IS A CANADIAN LICENSE PLATE INDEX RECORD
CONFIRM RECORD WITH ORI
or
RECORD NIC/R123456789 IS A CANADIAN VEHICLE/BOAT PART INDEX RECORD
CONFIRM RECORD WITH ORI

One of these messages appears before each positive response from the
Canadian Vehicle Index.

REPEAT - THIS IS A CANADIAN RECORD - CONFIRM WITH THE ORIGINATING AGENCY IN

CANADA

This message follows each Canadian Vehicle Index record response.

8. WARNING-DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION

This message precedes a Protective Interest File record response when the
ORI is DCSS80201.

***** REPEAT - DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION
***CALL COLLECT U.S. SECRET SERVICE HEADQUARTERS, TEL NO.
202 406-5000 WHICH HAS BEEN NOTIFIED OF THIS TRANSACTION.
THIS RECORD IS FOR CRIMINAL JUSTICE AGENCIES FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

This message appears after each Protective Interest File record in the response
when the ORI is DCSS802Q1. The phrase is a reminder to the inquiring
agency that the Secret Service has interest in the subject of the record, and no
arrest should be made based on the information received.

WARNING - DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION. OBTAIN
IDENTIFYING INFORMATION. SUBJECT IDENTIFIED AS A CREDIBLE THREATENER AND
POTENTIAL DANGER TO U.S. MARSHALS SERVICE PROTECTEE. IMMEDIATELY CONTACT
USMS COMMUNICATIONS CENTER AT 202-307-9100 FOR FURTHER INFORMATION.

This message precedes a Protective Interest File record response when the
ORI is ++USM++++.

NCIC Operating Manual – Introduction

 ***** CONTACT USMS COMMUNICATIONS CENTER AT 202-307-9100 WHICH HAS BEEN
NOTIFIED OF THIS TRANSACTION. THIS RECORD IS FOR CRIMINAL JUSTICE AGENCIES
FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

This message appears after each Protective Interest File record when the
ORI of record is ++USM++++. The phrase is a reminder to the inquiring
agency that the U.S. Marshals Service has interest in the subject of the
record, and no arrest should be made based on the information received.

WARNING - DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION. OBTAIN
IDENTIFYING INFORMATION. IMMEDIATELY CONTACT AGENCY FOR FURTHER
INFORMATION.

This message precedes a Protective Interest File record response when the
ORI is not DCSS802Q1 or ++USM++++.
***** CONTACT LAW ENFORCEMENT AGENCY THAT ENTERED RECORD WHICH HAS BEEN
NOTIFIED OF THIS TRANSACTION. THIS RECORD IS
FOR CRIMINAL JUSTICE AGENCIES FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

This message appears after each Protective Interest File record when the ORI
of record is not DCSS802Q1 or ++USM++++. The phrase is a reminder to
the inquiring agency that a law enforcement agency has an interest in the
subject of the record, and no arrest should be made based on the information
received.

9. WARNING - DO NOT ARREST BASED UPON THIS FOREIGN FUGITIVE RECORD

This message precedes a Foreign Fugitive record response.

REPEAT - DO NOT ARREST BASED SOLELY UPON NCIC RECORD WITH NIC/W123456789
FUGITIVE FROM A FOREIGN COUNTRY - IMMEDIATELY CONTACT INTERPOL,
U.S. DOJ, NLETS ORI/DCINTER00, OR TEL. NO.(202)616-3900.
ALSO, IF THE SUBJECT IS NOT A U.S. CITIZEN, CONTACT THE
NEAREST OFFICE OF THE U.S. IMMIGRATION AND CUSTOMER ENFORCEMENT.

This message appears after each Foreign Fugitive File record (other than
Canadian) in the response. The phrase is a reminder to the inquiring agency
that INTERPOL has an interest in the subject of the record, and no arrest
should be made based on the information received.

10. Note: The following message will not appear in any response to a query made
against the active database. However, it may be included in a response to a
Global Inquiry (SPRQ) against retired data. The Violent Felon Data File has
been discontinued, and active records have been purged from the current
database.
NCIC Operating Manual – Introduction
 ***WARNING--YOUR SUBJECT MAY BE A VIOLENT CONVICTED FELON.***

RECORD NIC/F123456789 FOLLOWS. DO NOT SEARCH, DETAIN OR ARREST BASED SOLELY ON

THIS RECORD. RECORD SUBJECT HAS MULTIPLE CONVICTIONS FOR VIOLENT FELONIES
AND/OR SERIOUS DRUG OFFENSES. RECORD SUBJECT MAY BE ARRESTED ON FEDERAL
FELONY CHARGES IF IN POSSESSION OF A FIREARM. CHECK YOUR SUBJECT'S IDENTITY USING
PERSONAL DESCRIPTORS. IF YOUR SUBJECT IS THE RECORD SUBJECT AND IF YOUR SUBJECT
IS IN POSSESSION OF A FIREARM, IMMEDIATELY CONTACT BUREAU OF ALCOHOL, TOBACCO
AND FIREARMS AT 1-800-659-6242.

This message appears before each ATF Violent Felon File record in the
response. The phrase alerts inquiring agency that detainee may be violent.

*****THIS RECORD MAY BE USED ONLY BY CRIMINAL JUSTICE AGENCIES FOR CRIMINAL
JUSTICE PURPOSES. ******

This message appears at the end of each ATF Violent Felon File record
response.

11. WARNING - STANDING ALONE, NCIC VIOLENT GANG

FILE INFORMATION DOES NOT FURNISH GROUNDS FOR THE
SEARCH OR SEIZURE OF ANY INDIVIDUAL, VEHICLE OR DWELLING

This message appears before each Gang File, Group Member Capability
record in the response.

12. WARNING - SUBJECT OF NIC/N307770847 IS A PREVIOUSLY DEPORTED

CRIMINAL ALIEN. FEDERAL LAW 8 USC 1252C PROVIDES, IF
PERMITTED BY STATE AND LOCAL LAW, A STATE OR LOCAL LAW
ENFORCEMENT OFFICIAL MAY ARREST AND DETAIN THE SUBJECT BUT ONLY AFTER THE ALIEN'S
STATUS IS CONFIRMED WITH INS. IF PERMITTED WITHIN YOUR JURISDICTION, OR IF SUBJECT HAS
BEEN
ARRESTED OR DETAINED ON OTHER GROUNDS, CONTACT (202) 616-
5000 TO CONFIRM HIT. IF SUBJECT IS BEING RELEASED, OBTAIN
ADDRESS, VEHICLE, LICENSE, AND ANY OTHER DOCUMENT
INFORMATION AND FORWARD TO INS VIA NLETS AT ORI USINS0000.

This message appears before each Deported Felon File record in the response.

*****THIS RECORD MAY BE USED ONLY BY CRIMINAL JUSTICE AGENCIES FOR CRIMINAL
JUSTICE PURPOSES******
******END OF DEPORTED FELON FILE RESPONSE******

This message appears after each Deported Felon File record response.

13. ****WARNING - THE FOLLOWING IS AN NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER****

NCIC Operating Manual – Introduction

 This message appears before each Protection Order File record response.

****WARNING - THE FOLLOWING IS AN EXPIRED NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER****

This message appears before each active Protection Order File record
response if the record status is inactive or expired.

****THE SUBJECT OF THIS RECORD IS PROHIBITED FROM RECEIVING OR POSSESSING

A FIREARM UNDER FEDERAL LAW (TITLE 18, U.S.C., SECTION 922)****

This message follows the warning on each Protection Order File record
response if the subject is disqualified under the Brady Law from receiving or
possessing a firearm.

14. *****WARNING - THE SUBJECT IDENTIFIED IN THIS RECORD NIC/W123456789 IS

KNOWN TO USE THE FOLLOWING STOLEN OR FALSE (S/F) IDENTIFICATION
DOCUMENTS. USE CAUTION IN VERIFYING THE IDENTITY OF THIS PERSON.

This message appears before a Wanted Person File or a Convicted Person on

Supervised Release File record response containing stolen/fraudulent
identifiers.

15. NO WARRANT. SUBJECT POSSIBLY IN POSSESSION OF

HOMICIDE VICTIMS PERSONAL IDENTIFICATION.
CONTACT ORI IMMEDIATELY.

This message appears at the end of record responses of open homicide

investigations where the victim's identification was missing at the time the
body was located or for those agencies unable to obtain JOHN or JANE DOE
warrants.

16. CONTACT AGENCIES LISTED FOR FURTHER INFORMATION ON THIS GANG ORGANIZATION

This message appears at the end of each positive response from a Gang File,
Group Reference Capability record.

CONTACT AGENCIES LISTED FOR FURTHER INFORMATION ON THIS TERRORIST

ORGANIZATION

The message above appears at the end of each positive response from a Gang
File, Group Reference Capability record.

17. ***SEX OFFENDER REGISTRY INFORMATION***

THE SUBJECT IDENTIFIED IN THE FOLLOWING RECORD WITH NIC/X123456789
IS REGISTERED AS A SEX OFFENDER. DO NOT SEARCH, DETAIN, OR
ARREST BASED SOLELY ON THIS RECORD. ADDITIONAL INFORMATION REGARDING

NCIC Operating Manual – Introduction

 SUBJECT MAY BE AVAILABLE FROM THE INTERSTATE IDENTIFICATION INDEX.

The message above appears before a National Sex Offender Registry

record response.

18. REPEAT - PROBATION OR SUPERVISED RELEASE STATUS RECORD, DO NOT ARREST

BASED ON THIS INFORMATION – PLEASE CONTACT SUPERVISING AGENCY VIA NLETS,
TELEPHONE OR EMAIL TO ADVISE OF CONTACT WITH SUPERVISED INDIVIDUAL.
PLEASE BE ADVISED THAT SUPERVISING AGENCY AY NOT BE
OPERATIONAL 24/7

The message above appears at the end of Convicted Person on Supervised

Release File record response.

19. WARNING: DO NOT DETAIN BASED UPON THIS MISSING PERSON RECORD

This message precedes foreign abducted children/missing person responses.

REPEAT - DO NOT DETAIN BASED UPON NCIC RECORD WITH NIC/M00069216

FOREIGN MISSING OR ABDUCTED PERSON - IMMEDIATELY CONTACT INTERPOL,
US DOJ, NLETS ORI /DCINTER00 OR TEL. NO. (202) 616-9000.

This message appears after foreign abducted children/missing person

responses. The phrase is a reminder to the inquiring agency that no arrest
should be made based on the information received and that INTERPOL is to
be contacted immediately.

20. WARNING-A DETAINER HAS BEEN FILED FOR THE SUBJECT OF THIS RECORD.
PLEASE CONTACT ORI TO OBTAIN ADDITIONAL INFORMATION.

21. WARNING - THE FOLLOWING VEHICLE RECORD CONTAINS EXPIRED LICENSE PLATE
DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

The message above will appear when a hit occurs on a vehicle record
containing expired license plate data.

22. MAXIMUM RECORD COUNT EXCEEDED FOR AN ONLINE SEARCH. RESUBMIT MODIFIED
SEARCH PARAMETERS OR SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

The message above appears after the 100th record when the number of on-line
hit responses exceeds 100 records.

MAXIMUM RECORD COUNT EXCEEDED FOR A BATCH INQUIRY. RESUBMIT MODIFIED

SEARCH PARAMETERS OR REQUEST A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

The message above appears after the 2,000th record when the number of
batched inquiry hits exceeds 2,000 hit response records.

NCIC Operating Manual – Introduction

23. WARNING-THE IDENTITY OF THE SUBJECT IDENTIFIED IN THIS RECORD
HAS BEEN REPORTED STOLEN. REVIEW THE VICTIM PROFILE AND USE CAUTION IN
VERIFYING THE IDENTITY OF THIS PERSON. THE PASSWORD INCLUDED IN THIS
RESPONSE HAS BEEN ASSIGNED TO THE IDENTITY THEFT VICTIM. VERIFY THAT THE
SUBJECT OF INQUIRY CAN CONFIRM THE PASSWORD.

This message precedes an identity theft record response.

*****WARNING - STANDING ALONE, NCIC IDENTITY THEFT FILE INFORMATION

DOES NOT FURNISH GROUNDS FOR THE SEARCH AND SEIZURE OF ANY
INDIVIDUAL, VEHICLE, OR DWELLING.*****

This message appears after each identity theft record in the response. The
phrase is a reminder to the inquiring agency not to arrest based on the
information received in the identity theft response.

24. If a hit response contains expired registration information, the following

caveat will be included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED REGISTRATION

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

25. If a hit response contains expired license plate information, the following
caveat will be included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

26. The following caveat will be included in a felony vehicle response when the
inquiry is made on LIC or LIC/LIS:

RECORD NIC/V123456789 IS BASED ON LIC SEARCH ONLY (LIS NOT SEARCHED)

VERIFY ALL DATA BEFORE TAKING FURTHER ACTION BASED ON THIS RESPONSE.

27. ***AMBER ALERT***ISSUED FOR NIC/MXXXXXXXXX***AMBER ALERT***

This message appears before a Missing Person File record response containing
AA in the Missing Person (MNP) Field.

28. ***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

This message appears in response to a Wanted Person File Inquiry (QW)

transaction.

***MESSAGE KEY QWA SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.

NCIC Operating Manual – Introduction

 This message appears in response to a Wanted Person File Inquiry - All
(QWA) transaction.

***MESSAGE KEY QWE SEARCHES WANTED PERSON FILE FELONY

AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL
OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

This message appears in response to a Wanted Person File Inquiry -

Extraditable (QWE) transaction.

***MESSAGE KEY QWF SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION. ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

This message appears in response to a Wanted Person File Inquiry - Felony

(QWF) transaction.

***MESSAGE KEY QWS SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION, ALL MISDEMEANOR RECORDS INDICATING POSSIBLE EXTRADITION FROM
THE INQUIRING AGENCY’S LOCATION, AND ALL INTRASTATE MISDEMEANOR RECORDS.
ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

This message appears in response to a Wanted Person File Inquiry - State

(QWS) transaction.

29. WARNING - HAZARDOUS MATERIAL

The message above appears before each Article File record that
contains a Type Field Category Code of T or ZBIOLOG, ZCORROS,
ZEPAHAZ, ZEXPLOS, ZFLALIQ, ZFLASOL, ZGGASES, ZTORM,
OR ZPOISON for stolen toxic and hazardous material.

DANGER - EXTREMELY HAZARDOUS IF CONTACTED, INHALED, OR INGESTED

WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that
contains a Type Field of TBIOLOG or ZBIOLOG.

DANGER-CORROSIVE SUBSTANCE-AVOID SKIN CONTACT CAN BURN OR DISFIGURE

WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that
contains a Type Field of TCORROS or ZCORROS.

DANGER - EXTREMELY HAZARDOUS IF CONTACTED, INHALED, OR INGESTED

POTENTIALLY EXPLOSIVE OR FLAMMABLE
WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO

NCIC Operating Manual – Introduction

 VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that
contains a Type Field of TEPAHAZ OR TTORM or ZEPAHAZ OR
ZTORM.

DANGER - POTENTIAL EXPLOSION AND/OR FIRE HAZARD

WARNING - LOT NUMBERS ARE NONUNIQUE CARE - NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that contains
a Type Field of TEXPLOS OR ZEXPLOS.

DANGER - HIGHLY FLAMMABLE SUBSTANCE

WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that contains
a Type Field of TFLASOL OR TFLALIQ OR ZFLASOL OR ZFLALIQ.

DANGER - SUBSTANCE POTENTIALLY EXPLOSIVE OR HAZARDOUS

IF CONTACTED, INHALED, OR INGESTED
WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that contains
a Type Field of TGGASES or ZGGASES.

DANGER - POISONOUS SUBSTANCE - AVOID PROLONGED CONTACT OR INGESTING

WARNING - LOT NUMBERS ARE NONUNIQUE - CARE NECESSARY TO
VERIFY SUBJECT CHEMICAL IS STOLEN - IMMEDIATELY CONTACT ORI

The message above appears at the end of each Article File record that contains
a Type Field of TPOISON or ZPOISON.

FOR MORE INFORMATION CONTACT NLETS HAZMAT, CHEMTREC OR THE DOT

The message above appears at the end of each Article File record when the
first character of the Type Field is T or ZBIOLOG, ZCORROS, ZEPAHAZ,
ZEXPLOS, ZFLALIQ, ZFLASOL, ZGGASES, ZTORM, OR ZPOISON.

30. ***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

NCIC Operating Manual – Introduction

THIS INDIVIDUAL IS ASSOCIATED WITH TERRORISM AND IS THE SUBJECT OF AN
ARREST WARRANT, ALTHOUGH THE WARRANT MAY NOT BE RETRIEVABLE VIA THE
SEARCHED IDENTIFIERS. IF AN ARREST WARRANT FOR THE INDIVIDUAL IS
RETURNED IN YOUR SEARCH OF NCIC, DETAIN THE INDIVIDUAL PURSUANT TO
YOUR DEPARTMENT’S PROCEDURES FOR HANDLING AN OUTSTANDING WARRANT,
AND IMMEDIATELY CONTACT THE TERRORIST SCREENING CENTER (TSC) AT (866)
XXX-XXXX FOR ADDITIONAL DIRECTION.

IF AN ARREST WARRANT FOR THE INDIVIDUAL IS NOT RETURNED, USE CAUTION AND
IMMEDIATELY CONTACT THE TSC AT (866) XXX-XXXX FOR ADDITIONAL DIRECTION
WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER.
IF YOU ARE A BORDER PATROL OFFICER IMMEDIATELY CONTACT THE NTC.

EXCEPT AS IT PERTAINS TO THE DETAILS LISTED ABOVE, UNAUTHORIZED DISCLOSURE

IS PROHIBITED.

INFORMATION THAT THIS INDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE

PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

*** WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

The above message appears at the beginning of Known or Suspected Terrorist

File records with a SGP (Subgroup) Field of Handling Code 1. The telephone
number for the Terrorist Screening Center will be provided in the actual hit
response.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

*** WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

THIS INDIVIDUAL IS OF INVESTIGATIVE INTEREST TO LAW ENFORCEMENT REGARDING

ASSOCIATION WITH TERRORISM AND THERE MAY BE A DETAINER AVAILABLE FROM
THE DEPARTMENT OF HOMELAND SECURITY FOR THIS INDIVIDUAL.

CONTACT THE TERRORIST SCREENING CENTER (TSC) AT (866) XXX-XXXX DURING THIS
ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER
CONTACT THE TSC IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER,
IMMEDIATELY CALL THE NTC.

NCIC Operating Manual – Introduction

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER
ATTEMPT TO OBTAIN SUFFICIENT IDENTIFYING INFORMATION TO ASSIST THE TSC
IN DETERMINING WHETHER OR NOT THE IDENTIFIER(S) YOU QUERIED BELONG TO
AN INDIVIDUAL IDENITIFIED AS HAVING POSSIBLE TIES WITH TERRORISM. DO NOT
DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF A VIOLATION
OF FEDERAL, STATE, OR LOCAL STATUTE(S).

EXCEPT AS IT PERTAINS TO THE DETAILS LISTED ABOVE, UNAUTHORIZED DISCLOSURE

IS PROHIBITED.

INFORMATION THAT THIS INIDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE

PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

*** WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

The above message appears at the beginning of Known or Suspected Terrorist

File records with a SGP (Subgroup) Field of Handling Code 2. The telephone
number for the Terrorist Screening Center will be provided in the actual hit
response.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

*** WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

CONTACT THE TERRORIST SCREENING CENTER (TSC) AT (866) XXX-XXXX DURING THIS
ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER,
CONTACT THE TSC IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER
IMMEDIATELY CONTACT THE NTC.

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER

ATTEMPT TO OBTAIN SUFFICIENT IDENTIFYING INFORMATION TO ASSIST THE TSC
IN DETERMINING WHETHER OR NOT THE IDENTIFIER(S) YOU QUERIED BELONG TO
AN INDIVIDUAL IDENITIFIED AS HAVING POSSIBLE TIES WITH TERRORISM. DO NOT
DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF A VIOLATION
OF FEDERAL, STATE, OR LOCAL STATUTE(S).

UNAUTHORIZED DISCLOSURE IS PROHIBITED

NCIC Operating Manual – Introduction

INFORMATION THAT THIS INIDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE
PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

*** WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST

WATCHLIST***

The above message appears at the beginning of Known or Suspected Terrorist

File records with a SGP (Subgroup) Field of Handling Code 3. The telephone
number for the Terrorist Screening Center will be provided in the actual hit
response.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE CONSIDERED

A PERSON WHO MAY BE OF NATIONAL SECURITY INTEREST.

CONTACT THE FEDERAL BUREAU OF INVESTIGATION (FBI) AT (866) XXX-XXXX DURING THIS
ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER,
CONTACT THE FBI IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER
IMMEDIATELY CALL THE NTC.

ATTEMPT TO OBTAIN SUFFICIENT IDENIFYING INFORMATION DURING THE ENCOUNTER,

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER,
TO ASSIST THE FBI IN DETERMINING WHETHER OR NOT THE NAME OR IDENTIFIER(S)
YOU QUERIED BELONGS TO AN INDIVIDUAL IDENTIFIED AS A FORMER MILITARY
DETAINEE.

DO NOT DETAIN OR ARREST THIS INDIVIDUAL UNLESSTHERE IS EVIDENCE OF A

VIOLATION OF FEDERAL, STATE, OR LOCAL STATUTE(S).

UNAUTHORIZED DISCLOSURE IS PROHIBITED.

INFORMATION THAT THIS INDIVIDUAL MAY BE A PERSON WHO MAY BE OF NATIONAL

SECURITY INTEREST IS THE PROPERTY OF THE FBI AND IS A FEDERAL RECORD
PROVIDED TO YOUR AGENCY ONLY FOR INTELLIGENCE AND LEAD PURPOSES. THIS RECORD,
AND ANY INFORMATION CONTAINED WITHIN IT, MAY NOT BE DISCLOSED OR USED IN
ANY PROCEEDING WITHOUT THE ADVANCE AUTHORIZATION OF THE FBI.

WARNING – APPROACH WITH CAUTION

***LAW ENFORCEMENT SENSITIVE INFORMATION***

NCIC Operating Manual – Introduction

 The above message appears at the beginning of Known or Suspected Terrorist File
records with a SGP (Subgroup) Field of Handling Code 4. The telephone number for
the Terrorist Screening Center will be provided in the actual hit response.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

WARNING – APPROACH WITH CAUTION

***DO NOT ADVISE THIS INDIVIDUAL THAT HE/SHE MAY BE ON THE NATIONAL SECURITY
THREAT WATCHLISH***

The above message appears at the beginning of Known or Suspected Terrorist File
records with a SGP (Subgroup) Field of Handling Code 5. The telephone number for
the Terrorist Screening Center will be provided in the actual hit response.

CONTACT THE FBI AT (866) XXX-XXXX. IF THIS WOULD EXTEND THE SCOPE OR DURATION
OF THE ENCOUNTER, CONTACT THE FBI IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER
PATROL OFFICER, IMMEDIATELY CALL THE NTC.

DO NOT ADVISE THIS INDIVIDUAL THAT HE/SHE MAY BE ON A NATIONAL SECURITY

WATCHLIST. DO NOT DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF
A VIOLATION OF FEDERAL, STATE, OR LOCAL STATUTE(S). UNAUTHORIZED DISCLOSURE IS
PROHIBITED.

THE PERSON IDENTIFIED IN THE RECORD ABOVE MAY HAVE POSSIBLE TIES TO
TRANSNATIONAL ORGANIZED CRIME (TOC).

INFORMATION THAT THIS INDIVIDUAL MAY BE OF NATIONAL SECURITY INTEREST IS THE

PROPERTY OF THE FBI AND IS A FEDERAL RECORD PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES ONLY. THE USE OF THE INFORMATION IN THIS RECORD
IS RESTRICTED BY FEDERAL GOVERNMENT POLICY. THIS RECORD MAY INCLUDE INFORMATION
THAT CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION OF
THE ATTORNEY GENERAL. ANY RECIPIENT INTERESTED IN USING THIS INFORMATION, OR
ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT THE FBI TO OBTAIN THE
NECESSARY APPROVAL.

The above message appears after Known or Suspected Terrorist File records with a
SGP (Subgroup) Field of Handling Code 5. The telephone number for the Terrorist
Screening Center will be provided in the actual hit response.

Inquiry messages and responses are further explained in the Inquiry section of each
NCIC file chapter.

31. REPEAT – DO NOT DETAIN BASED UPON NCIC RECORD WITH NIC/X123456789.
FOREIGN SEX OFFENDER – IMMEDIATELY CONTACT INTERPOL, US DOJ, AT
NLETS ORI/DCINTER00, OR TEL. NO. (202) 616-9000.

The message above appears at the end of National Sex Offender Registry
records that are entered by INTERPOL, U.S. National Central Bureau
(USNCB).
NCIC Operating Manual – Introduction
32. *****NOTICE: DO NOT DETAIN OR ARREST BASED ON THIS HIT. THE DATE OF
NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS) DENIAL (DND)
PROVIDED IN THIS RECORD IS THE DATE THE SUBJECT WAS DENIED BY THE NICS FROM
THE RECEIPT AND/OR THE POSSESSION OF A FIREARM OR THE ISSUANCE OF A FIREARM
OR EXPLOSIVES PERMIT PURSUANT TO STATE AND/OR FEDERAL LAW. HOWEVER, IT IS
POSSIBLE THIS SUBJECT MAY NO LONGER BE A PROHIBITED PERSON.

This message precedes a NICS Denied Transaction File record.

***THE INFORMATION DISPLAYED IN THIS RECORD IS A POSSIBLE MATCH TO THE

INDIVIDUAL QUERIED. THIS MATCH IS BASED ON NAME AND DESCRIPTIVE DATA ONLY.
NO LAW ENFORCEMENT ACTION SHOULD BE INITIATED BASED SOLELY ON THIS
INFORMATION.

This message appears at the end of a NICS Denied Transaction File record.

33. WARNING-THE SUBJECT IN THIS RECORD HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER. THE SUBJET HAS A CRIMINAL HISTORY OF ASSAULTING LAW
ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL.
DO NOT ARREST OR DETAIN BASED SOLEY ON THIS INFORMATION.

This message precedes a Violent Person File record response when VPC/1
was entered in the record.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER. THE SUBJECT HAS A CRIMINAL HISTORY OF HOMICIDE OR ATTEMPTED
HOMICIDE. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO NOT ARREST OR
DETAIN BASED SOLELY ON THIS INFORMATION.

This message precedes a Violent Person File record response when VPC /2
was entered in the record.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER. THE SUBJECT HAS A CRIMINAL HISTORY OF USING WEAPONS TO COMMIT
VIOLENT OFFENSES. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO NOT
ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

This message precedes a Violent Person File record response when VPC /3
was entered in the record.
WARNING-THE SUBJECT IN THIS RECORD HAS BEEN DEEMED A SERIOUS THREAT TO
LAW ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO
NOT ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

This message precedes a Violent Person File record response when VPC /4
was entered in the record.

NCIC Operating Manual – Introduction

2.6 LOCATE

1. The purpose of a locate message is to indicate (until the originating agency clears the
record) that the wanted person has been apprehended or the property has been located. If
the locating agency intends to hold the individual on local charges, the locate transaction
should indicate detention by placing DETN in the Extradition Field. In the Missing
Person File, a locate message indicates the whereabouts of the missing person has been
determined and retires the record from the file.

2. A locate message must be transmitted when an agency other than the originating agency
of the record finds the missing person, apprehends the wanted person, or recovers the
property on file in NCIC .

3. The only exceptions to placing a locate message occur when the hit contains a no
extradition indication or an extradition limitation indication and the agency finding the
person is outside the geographical area of extradition. In such a case, the record should
not be located. All records on file for the found missing person, apprehended wanted
person, or recovered property must be located to ensure that they are in the correct status.

4. A locate message cannot be used by the agency that placed the record in NCIC unless
the apprehending agency incorrectly places a locate on a wanted person record or fails to
place a locate on a wanted person record. In that case, the ORI of record may place a
locate on its own record with the requirement that they place a detainer on that record.

Locate messages and acknowledgments are further explained in the Locate section of
each NCIC file chapter.

2.7 CLEAR

1. The purpose of a clear message is to indicate location of a missing person, apprehension

of a wanted person, if not detained, or recovery of property on file in NCIC.

2. A clear transaction causes a protection order record to be placed in an inactive status for
the remainder of the year plus 5 years, and causes a sex offender record to be placed in an
inactive status until the record is canceled. During that time, these records are still
accessible via QPO and QXS transactions respectively. For all other files, a clear
removes the record from the active files and places it in retired file status where it can be
retrieved only by use of a Global Inquiry (SPRQ).

3. A record may be cleared only by the agency that entered the record in file.

Clear messages and acknowledgments are further explained in the Clear section of each
NCIC file chapter.

NCIC Operating Manual – Introduction

2.8 ERROR MESSAGES

1. An error message advises an agency of an error in an NCIC transaction. Error messages

are frequently referred to as reject messages since the first word is always REJECT.
Some error messages contain Message Field Codes (MFCs) to identify the field

containing the error. The XXX in the following messages will be replaced by the
appropriate message field abbreviation in an actual error message received from NCIC.

2. Error messages pertaining to the III are listed in the III chapter.

3. The last line of an error message will include identifiers and return the first 65 characters
of the transaction, enabling the user to link the response to the original transaction.

4. Following each error message is a brief explanation of the error(s) causing the message to
be transmitted. A review of the edits, examples, and formats for the particular file
involved in the transaction may aid in identifying the reason for an error message. The
following list of error messages is in alphabetical order to assist with finding a particular
error message.

REJECT - ALL LICENSE DATA REQUIRED

This message is transmitted when one or more but not all of the license data fields of a
record entry have been filled; i.e., License Plate Number (LIC), License Plate State (LIS),
License Plate Year of Expiration (LIY), and License Plate Type (LIT).

REJECT - BASE DATA DOES NOT EXIST FOR SUPPLEMENTAL FIELD - XXX

This message is transmitted when a field (other than alias [AKA], Image NCIC Number
[IMN], vehicle or license data) is entered in a supplemental transaction but the
corresponding field does not exist in the base record.

REJECT - CLEAR/CANCEL/LOCATE DATE ERROR

The word CLEAR, CANCEL, or LOCATE is used as appropriate depending on the

transaction.

1. Date in a locate or clear message is prior to the date which caused the record to be
entered in NCIC ; e.g., Date of Loss (DOL), Date of Theft (DOT), Date of Arrest
(DOA), or Date of Warrant (DOW), etc.

2. Date in a locate or clear message is later than the current date.

3. Date in a cancel message is not the current date or current date minus one day.

NCIC Operating Manual – Introduction

REJECT - CLEAR/CANCEL/LOCATE ERROR

Clear, cancel, or locate transaction is not properly formatted because data are missing or
are not in the proper sequence.

REJECT - CLRD REC

This message is replaced in NCIC with: REJECT - NOT ON FILE.

REJECT - COMMAS NOT PERMITTED IN THE NMF FIELD

A comma was included in the First Name Field (NMF).

REJECT - DETAINER NOT ON FILE

The detainer information being canceled does not exist.

REJECT - DUPLICATE BHN/OAN ERROR

Entry or modify transaction attempts to place the same number in both the Boat Hull
Number (BHN) and the Owner Applied Number (OAN) Fields.

REJECT - DUPLICATE FIELD XXX

1. Inquiry transaction contains more than one identifier of the same type.

2. Modify transaction contains a field, other than an identifier, twice.

3. The RSCH Field contains a MFC more than once.

REJECT - DUPLICATE <IMAGE-TYPE>

Transaction attempts to enter an image (Image Type [IMT]: mugshot, signature,

nonperson identifying image) when one already exists for that record.

REJECT - DUPLICATE REG/CGD ERROR

Entry or modify transaction attempts to place the same number in both the Boat
Registration Number (REG) and the Coast Guard Document Number (CGD) Fields.

REJECT - DUPLICATE SER/OAN ERROR

Entry or modify transaction attempts to place the same number in both the Serial Number
(SER) and OAN Fields.

NCIC Operating Manual – Introduction

REJECT - DUPLICATE VIN/OAN ERROR

Entry or modify transaction attempts to place the same number in both the Vehicle
Identification Number (VIN) and OAN Fields.

REJECT - EITHER FPP OR ZIP REQUIRED

On an ORI enter transaction; both the Foreign Postal Code (FPP) and the Zone
Improvement Plan (ZIP) Fields are blank.

REJECT - EQUIPMENT PROBLEM

Transaction was not properly processed by the NCIC computer. Originating agency
should resend the transaction.

REJECT - EXCEEDED MAXIMUM NUMBER OF SEARCH FIELDS

More than 30 search criteria of any kind were entered in the RSCH Field, i.e. the
combination of the number of MFCs times the number of values per MFC.

REJECT - EXCEEDED MAXIMUM NUMBER OF SEARCH VALUES

More than 15 values for one MFC were entered in the RSCH Field for an ACT SPRQ
request. More than 30 values for one MFC were entered in the RSCH Field for a
PRG/LOG SPRQ request.

REJECT - EXCEEDED MAXIMUM POC INTERESTS

Replaced in NCIC with: REJECT -NOT AUTHORIZED.

REJECT - EXCESSIVE FIELDS

SPRQ transaction contains more than the allowed fields.

REJECT - EXCESSIVE FIELDS (FOR XXX)

1. Entry transaction contains more than the allowed fields.

2. Supplemental enter transaction attempts to enter more fields than are allowed.

REJECT - EXPLAIN CAUTION INDICATOR

Characters -C or C are used in Message Key (MKE) Field for person entry and no
explanation of caution indicator is set forth in the Caution and Medical Conditions
(CMC) Field REJECT - EXPLAIN OFFENSE CODE

NCIC Operating Manual – Introduction

 1. Offense code 0199, 0299, 0399, 5005, 5015, 5099, 7099, 7199, 7299, or 7399 is used
without explanation of offense in position 5 through 24 of the Offense Code (OFF)
Field.

2. Offense code 4901, 4999, 5001, 5002, 5011, 5012, 5013, 5014, 5015, 8100, 8101, or
8102 is used, and the Original Offense Code (OOC) Field does not have a value.

REJECT - EXPLAIN PCO

A value of 08 has been entered in the Protection Order Conditions (PCO) Field and the
MIS Field is blank.

REJECT - FIELD ERROR XXX

1. The MFC does not agree with data entered in the field.

2. Image record on database is not the same type as defined by IMT in message. IMN
and IMT are provided as the fields in error.

3. Transaction attempts to delete Name of Validator (VLN) Field.

4. Transaction attempts to enter data in a mandatory blank field.

5. LKA Field is not associated with LKI Field (i.e., the pair does not match the OCA
and ORI Fields of another record).

6. LKI Field is not a valid ORI.

7. An image transaction attempts to enter an image for a record with an image type that
is not compatible with the record type (NIC prefix). NCIC Number (NIC) and IMT
provided back as fields in error.

8. A File Transaction (FT) attempts to request a file that does not exist.

9. An agency is attempting to enter an investigative interest supplemental transaction for

a Gang record, USSS Protective record, or CVI record.

10. Transaction attempts to enter a lost article record with a TYP Field that does not
contain a category Q code.

11. An authorized ORI attempts to use invalid data in the NDIR Data Available (NDI)
Field, an authorized ORI attempts to enter data in the NDI Field when the DCH Field
contains UNK, or an unauthorized ORI attempts to modify the DCH Field to UNK
after the NDI Field is set to Y.

NCIC Operating Manual – Introduction

 12. An agency attempts to modify the OPT Field to blanks or spaces in the NCIC Article
or Vehicle Files.

13. Protection Order enter or modify transaction does not contain Service Information
(SVC) value 1 when Service Date (SVD) is populated with a valid date.

REJECT - FIELD ERROR DCH XXX

There are erroneous data in a subfield of the Dental Characteristics (DCH) Field in a
Missing Person, Unidentified Person File, or Wanted Person File record.

REJECT - FILE GREATER THAN 32,000 BYTES

File requested is too large to be electronically transmitted.

File transfer session can be initiated to retrieve the file or the file can be requested as a
printout or tape.

REJECT - FORMAT ERROR - SLASH REQUIRED - XXX

The required slash separator does not follow an MFC in a transaction which uses an
MFC-dependent format.

REJECT - HEADER ERROR

Transaction is missing or contains an invalid header (minimum of 9 characters and

maximum of 19).

REJECT - IDENTIFIER ERROR

1. Transaction contains no identifiers.

2. Inquiry transaction contains more than the allowed number of identifiers.

3. Maintenance transaction contains invalid identifiers.

REJECT - IIA IN USE

Transaction attempts to modify the Type (TYP) Field to R and the ORI still has active
investigative interest supplemental records.

REJECT - IMAGE NOT ON FILE <IMN>

Transaction is for an image which is not found on file.

NCIC Operating Manual – Introduction

REJECT - INQUIRY FORMAT ERROR

This message does not exist in NCIC.

REJECT - INVALID IMAGE PLACEMENT IN MESSAGE

Transaction involving the entry of an image does not have the image data as the last item
of the transaction Image (IMG) Field.

REJECT - INVALID INDICATOR FOR MFC/XXX

An invalid Range/Branch/Exclusion indicator has been specified for a MFC, e.g.,

NAM\JONES, DAVID.*E.

REJECT - INVALID MESSAGE FIELD CODE XXX

1. Transaction contains invalid MFC for the file involved.

2. Transaction attempts to change the category of the person: e.g., Deported Felon to
Wanted Person.

REJECT - INVALID MFC IN SEARCH CRITERIA FOR SPECIFIED FILE CODE

The MFC is inappropriate for the TYPE of SPRQ request for the FILE type specified in
the request, e.g., request TYPE is ACT and PDT/ is specified in the RSCH Field or FILE
is V and NAM/ is specified in the RSCH Field.

REJECT - INVALID MODIFY XXX

1. Modify transaction attempts to delete data from a mandatory field of the NCIC
record. Mandatory fields are explained in the Entry section of each NCIC file chapter.

2. Modify transaction attempts to modify LIS Field using the same value currently in
that field.

3. Modify transaction attempts to delete one or more fields in a set but not all fields in
the set.

4. Transaction attempts to modify the Date of Purge (DOP) Field to XXXXXXXX, and
ORI is not authorized to do this, i.e., 9th character is not C.

5. Transaction attempts to modify DOP Field to date greater than current date plus 5
years.

NCIC Operating Manual – Introduction

REJECT - INVALID NCIC NUMBER

The NIC contains invalid check-digits.

REJECT - INVALID ORI FIELD SPECIFICATIONS

The ORI Field contains wildcard (+) characters in the last seven positions and no other
search criteria are specified.

REJECT - INVALID ORI FOR QUALITY CONTROL CANCEL OF RECORD

Transaction contains an invalid Quality Control ORI for the file type.

REJECT - INVALID ORI VALUE PER QUALITY CONTROL OF RECORD

Transaction contains an invalid quality control ORI for the file type.

REJECT - INVALID ORIGINATING AGENCY IDENTIFIER

Transaction contains an invalid ORI.

REJECT - INVALID SEQUENCE OF SEPARATORS

The "%" and "." appear consecutively within the search criteria.

REJECT - INVALID SER. POSTAL MONEY ORDER MUST BE 10 CHARACTERS.

A serial number for a postal money order is not exactly 10 characters in length.

REJECT - INVALID SERIAL NUMBER RANGE

1. Modify transaction contains a range of consecutively serialized numbers that does not
exactly match the range in the record.

2. Serial numbers within the indicated range have been cleared or canceled from a group
record.

REJECT - INVALID SORT FIELD FOR SPECIFIED FILE CODE - XXX

The MFC SRT is specified but one of the following has occurred:

1. The TYPE of SPRQ request is LOG; or

2. The sort MFC criteria specified is invalid for the FILE type; or

NCIC Operating Manual – Introduction

 3. The sort length is greater than the specified MFC allowable length; or

4. The sort length is missing; or

5. More than 3 MFCs have been specified as the sort criteria.

REJECT - INVALID STATUS FOR OPERATION

Transaction attempts to enter benefits data on a record using an Enter Benefits Data After
Clear (CRBD) or an Enter Benefits Data After Locate (LRBD) transaction when that
record has not been cleared or located.

REJECT - INVALID TYPE XXXX

The TYPE field is not ACT, PRG, or LOG.

REJECT - INVESTIGATIVE INTEREST ON FILE

The investigative interest supplemental record is a duplicate of an existing investigative

interest supplemental record for the base record.

REJECT - INVESTIGATIVE INTEREST NOT ON FILE

No corresponding investigative interest on file.

REJECT - LENGTH ERROR - XXX

Field provided in a SPRQ transaction is less than the minimum or more than the
maximum length allowed for that field.

REJECT - LOCATE ERROR

1. Locate transaction does not contain Detained (DETN) or Released (RELD) for
missing person record or EXTR, DETN, or NOEX for wanted person record.

2. Locate transaction with extradition of NOEX is for a Wanted Person File record that
has already been located with an extradition of EXTR or DETN.

3. Locate transaction with extradition of NOEX is for a Wanted Person File record by
the ORI of record.

REJECT - MAXIMUM NUMBER OF IDENTIFYING IMAGES EXCEEDED

Transaction attempts to enter an identifying image when the maximum number of 10

identifying images has already been entered.

NCIC Operating Manual – Introduction

REJECT - MESSAGE KEY ERROR

1. Transaction is missing or contains an invalid MKE.

2. MKE does not agree with data in the transaction or in the record.

REJECT - MFC XXX IS INVALID FOR TYPE XXXX

The MFC, other than the search criteria, is invalid for the TYPE specified, e.g., a
mandatory blank field contains data.

REJECT - MISSING DATA XXX

1. Transaction does not contain a mandatory field(s).

2. A set contains one or more fields but not all fields in the set.

3. Image transaction attempts to enter an image, other than generic, without a NIC to
identify the record to which the image belongs.

REJECT - MISSING IDENTIFIER

1. Inquiry transaction does not contain a searchable identifier or searchable group of

identifiers.

2. Transaction attempts to enter a record with no numeric identifiers.

REJECT - MODIFY ERROR

1. Modify transaction is not properly formatted.

2. Modify transaction attempts to associate a Group Member to a Group Name

(GNG)/Subgroup Name (SGP) not on file.

3. Modify transaction attempts to remove last numeric identifier in the record.

4. Modify transaction does not contain any field to modify.

REJECT - NAM/ AND NMF/ NOT PERMITTED IN THE SAME REQUEST

The RSCH Field includes both the NAM/ and NMF/ MFCs.

REJECT - NCIC IN RESTRICTED SERVICE

Transaction attempts to send one of the following messages during a restricted service
period:

NCIC Operating Manual – Introduction

 1. Entry, cancellation, or modification transaction of a nongroup record is attempted.
Only clear, inquiry, and locate transactions are permitted for nongroup records.

2. Entry, cancellation, clear, locate, or modification transaction of a consecutively

serialized group record is attempted. Only inquiry messages are permitted on group
records.

REJECT - NIC PREFIX DOES NOT AGREE WITH MESSAGE KEY

The first character of the NIC which designates the file type of the transaction does not
correspond with the MKE.

REJECT - NO DENTAL INFORMATION ON FILE FOR NIC/XXXXXXXXXX

Replaced in NCIC with: REJECT - SUPPLEMENTAL NOT ON FILE.

REJECT - NOT AUTHORIZED

1. Type of transaction transmitted is not authorized for the ORI.

2. An agency other than the ORI of a record is attempting to perform a maintenance

transaction on the record in file. (Does not apply to locate transactions.)

3. Transmitting agency is attempting to place a locate against its own record. Clear
transaction should be sent. (Does not apply to the Wanted Person File)

4. An agency is using an ORI with a state code other than the one assigned to the line
over which the message was transmitted.

5. Transaction attempts to enter a Gang/Terrorist Group with a GNG and SGP of

UNLISTED GROUP.

6. Cancel transaction attempts to cancel a Protection Order with PNO/ and NIC/ as
identifiers and the ORI is not a quality control ORI.

7. Transaction attempts to modify Missing Person Interest (MIF) Field and the agency is
not National Center for Missing and Exploited Children (NCMEC).

8. NCMEC attempts to modify a field other than the MIF Field.

9. Transaction attempts to modify a secondary Point of Contact (POC) Field to the

primary POC Field.

10. Transaction attempts to enter a Category II juvenile record for an ORI in a

nonparticipating state.

NCIC Operating Manual – Introduction

 11. Transaction attempts to modify an inactive Protection Order File or National Sex
Offender Registry record.

12. An agency is attempting an SPRQ transaction and does not have authorization.

13. An agency authorized to perform SPRQ transactions has requested a SPRQ type
restricted to FBI staff only.

14. An agency is attempting to enter a generic image and is not FBI staff.

15. An agency is attempting to enter or cancel an investigative interest supplemental

record having the same ORI as the ORI of the base record.

16. An agency is attempting to enter an investigative interest supplemental record and the
base record is inactive.

17. An agency is attempting to enter an investigative interest supplemental record and

there are already ten investigative interest supplemental records appended to the base
record.

18. An agency is attempting to modify data into the NDI Field and is not FBI staff.

19. An agency is attempting to append PWI data to a record other than a Missing Person
File record with MKE/EME or EMI.

20. An agency is attempting to enter PWI data and there are already two PWI records
appended to the base Missing Person File record.

21. Person with Information Name (PIN) or Person with Information Alias (PAK) and
Person with Information Date of Birth (PIB) or PIN or PAK and Person with
Information Social Security Number (PSS) are equal to the base record Name (NAM)
or Alias (AKA) and Date of Birth (DOB) or NAM or AKA and Social Security
Number (SOC). PIN/PAK and PIB or PIN/PAK and PSS Fields are provided back in
error.

22. PIN or PAK Fields for second Person with Information record enter or enter
supplemental transaction are equal to the PIN or PAK Fields in the first PWI record.

REJECT - NOT ON FILE

1. An identifier(s) used to identify a record in a maintenance transaction is in error;

therefore, the record on file was not found.

2. The range of serial numbers in the maintenance transaction exceeds the range of
serial numbers for the record on file.

NCIC Operating Manual – Introduction

 3. Record identified is retired.

REJECT - ON FILE

1. Record being entered is already on file.

2. Transaction attempts to modify an identifier in one record to the same identifier

already on file in another record.

When the above message is received, the record on file is included in the response.

REJECT - ONLY ONE SRT PERMITTED FOR EACH TRANSACTION

The RSCH contains more than one SRT/MFC.

REJECT - ORI IN USE

1. Transaction attempts to modify the Type (TYP) Field to R and the ORI still has active
records.

2. Transaction attempts to cancel an ORI with active records.

REJECT - ORI NOT ON FILE

Transaction specifies an ORI that is not on file.

REJECT - ORI ON FILE

Transaction attempts to enter an ORI that is already on file.

REJECT - QUALITY CONTROL NOT ALLOWED TO CANCEL THIS RECORD

Transaction initiated by a Quality Control ORI attempts to cancel a record not included in
the serious error program.

REJECT - RECORD LOCATED PREVIOUSLY

1. Modify or locate transaction is for a property file record that has already been located.

2. The range of serial numbers in a locate transaction has been completely or partially
located.

3. Transaction attempts to enter or cancel an NCIC add-on record for a file record that
has already been located.

NCIC Operating Manual – Introduction

REJECT - SERIAL NUMBER IS NOT UNIQUE, SEE FOLLOWING:

** ATTENTION **
IF SER/XXXXXXX-20-XXXXXXXXX IS FOR TYP/XX-7-XX, AND BRA/XX-6-X, IT IS NOT UNIQUE
ACCORDING TO NCIC QUALITY CONTROL. ASCERTAIN CORRECT SERIAL
NUMBER.

Or

** ATTENTION **
IF SER/XXXX-11-XXX IS FOR MAK/XXX,
CAL/XXXX, AND TYP/XX IT IS NOT UNIQUE ACCORDING
TO NCIC QUALITY CONTROL. ASCERTAIN CORRECT NUMBER.

When there are three or more article records on file in NCIC with matching data in the
SER, TYP, and Brand Name (BRA) Fields; or three or more gun records on file in NCIC
with matching data in the SER, Make (MAK), Caliber (CAL), and TYP Fields, the
NCIC Quality Control Staff enters an ATTENTION message to alert NCIC users to the
possibility of a nonunique serial number. The duplication of the SER indicates the
number may be a stock control number, model, production, or catalog number.

REJECT - SGP/NONE KNOWN - TOO GENERIC FOR SEARCH

Transaction attempts to make an inquiry using only SGP/NONE KNOWN.

REJECT - SUPP MFC ERROR

1. Included in the acknowledgment when MFC of a supplemental cancel transaction

fails its edit check.

2. Included in the acknowledgment to a supplemental cancel transaction when the IMT

specified does not match the IMT on file.

REJECT - SUPP NOT ON FILE XXX/XXXX

1. Included in the acknowledgment to a supplemental cancel transaction when

transaction attempts to delete fields that are not contained in the supplemental record.

2. Each field not contained in the supplemental record is preceded by the appropriate
MFC and a slash, e.g., DOB/19530106.

REJECT - SUPPLEMENTAL RECORD FORMAT ERROR - XXX

1. Supplemental record entry is improperly formatted.

NCIC Operating Manual – Introduction

 2. Transaction attempts to enter/cancel supplemental data with no identifier listed (e.g.,
AKA, DOB, etc.).

3. Transaction attempts to enter a boat trailer which is already there or an add-on with
the same sequence as one already on file for the same base record.

REJECT - TTO/DRS/HND/GTI/MIS MAY BE MODIFIED ONLY BY PRIMARY ORI

Agency other than primary ORI is attempting to modify the record.

REJECT - UNABLE TO PROCESS TRANSACTION. WATCH FOR III IN SERVICE

MESSAGE

Transaction has been submitted for III while III is down.

REJECT - UNABLE TO PROCESS TRANSACTION. WATCH FOR IN SERVICE

MESSAGE

Transaction has been submitted for the FMS while it is down.

REJECT - VEHICLE YEAR DOES NOT AGREE WITH VIN

Vehicle Year (VYR) Field in the record entry does not agree with the vehicle year of
manufacture in the 17-character VIN. (Additional information can be found in the
Vehicle File chapter.)

REJECT - VIN FORMAT ERROR

The VIN Field does not meet the manufacturer's VIN construction criteria. (VIN Field
edits can be found in the Vehicle File chapter.)

REJECT - WILDCARD CHARACTERS INVALID FOR XXX

The MFCs contain wildcard characters which are not allowed for the particular MFC.
Additional information concerning the wildcard character can be found in the Other
Transactions chapter.

2.9 ADMINISTRATIVE MESSAGES

SYSTEM STATUS ADMINISTRATIVE MESSAGES -- $.1. through $.8.

Administrative messages are transmitted by NCIC to advise users of the NCIC System status.
When included in a System status administrative message, the time and date appear in the
following manner:

NCIC Operating Manual – Introduction

Time appears in four numerics, <HHMM>, according to the 24-hour time system, i.e., 0001
(1 minute after midnight) to 2400 (midnight). The abbreviation EST indicates the time shown
is Eastern Standard Time. The abbreviation for Eastern Daylight Time (EDT) is substituted
when appropriate. The date appears in eight numerics representing year, month, and day,
<YYYYMMDD>.

$.l. Administrative Message

A $.1. administrative message is transmitted in the following format:

$.1.
ALL NCIC FILES OUT OF SERVICE 0100 EST
XXX-80-XXX

This message is transmitted when NCIC is going out of service. The time the System is going
out of service is entered as applicable. The third line of this message contains up to 80
characters of variable data describing the reason, e.g., TODAY FOR FILE
MAINTENANCE.

$.2. Administrative Message

The following is an example of a $.2. administrative message:

$.2.
NCIC VEHICLE, PROPERTY & PERSON FILES IN FULL SERVICE
0100 EST 19991001.

This message is transmitted when:

1. NCIC has been out of service and is returning to full service.

2. NCIC has been in restricted service (a period during which only certain types of
messages are accepted, e.g., inquiry, clear, and locate transactions) and is returning to full
service.

$.3. Administrative Message

A $.3. administrative message is transmitted in the following format:

$.3.

This message is transmitted when a defective transmission (caused by line noise, imperfect
transmission of message by the control terminal equipment, time out, etc.) is received at the
NCIC computer. If the interface is bisynchronous (BSC), then the text used in the message is
one of the following:

RESEND TIMEOUT; RESEND DATA ERROR, or RESEND MSG TOO LONG.

NCIC Operating Manual – Introduction

If the interface protocol is Transmission Control Protocol (TCP) or System Network
Architecture (SNA) and a framing error is detected, then the message is one of the following:

REJECT: FRAMING ERROR - INVALID START FLAG

or
REJECT: FRAMING ERROR - INVALID SIZE FIELD
or
REJECT: FRAMING ERROR - INVALID END FLAG

If two times the maximum possible message size is collected without achieving
synchronization, the TCP/Internet Protocol (IP) connection to the client is shut down and the
following message is sent:

REJECT: RESYNC NOT ACHIEVABLE - CONNECTION CLOSED

If the communication software is unable to communicate with the application software, then
the following message is sent:

RESEND NCIC ERROR

If a connection is received from an IP address which is not in the line database, then the
following message is sent:

REJECT INVALID LINE

If a second transaction is received on the same logical line prior to a response being
transmitted for the first transaction, then the following message is sent:

REJECT: PROTOCOL VIOLATION

This message is followed by the first 100 bytes of the rejected transaction.

If the interface protocol is TCP/IP and a connection request is received for a line that has
reached the maximum number of connections, then the following message is sent:

REJECT: ATTEMPTED TO EXCEED PERMITTED TCP CONNECTION LIMIT FOR LINE

If the interface protocol is SNA or TCP/IP and a connection request is received for a line that
has been commanded down by the NCIC System, then the following message is sent:

REJECT: LINE COMMANDED DOWN AT NCIC

$.4. Administrative Message

The following is an example of a $.4. administrative message:

$.4.
NCIC VEHICLE, PROPERTY, & PERSON FILES RESTRICTED TO

NCIC Operating Manual – Introduction

INQUIRY/CLEAR/LOCATE FROM 0100 UNTIL ABOUT 0400 EST.
NO CLEAR/LOCATE FOR CONSECUTIVE GROUP RECORDS ACCEPTED.
WATCH FOR FULL SERVICE MESSAGE.

This message is transmitted when NCIC begins restricted service for file maintenance. The
start and end time of restricted service are entered as applicable.

$.5. Administrative Message

The following is an example of a $.5. administrative message:

$.5.
****NOTICE---NOTICE****
NCIC CONTINUING RESTRICTED SERVICE FOR VEHICLE, PROPERTY
& PERSON FILES UNTIL ABOUT 0600 EST.
WATCH FOR FULL SERVICE MESSAGE.

This message is transmitted when restricted service is extended 30 minutes or more beyond
the original time planned.

$.6. Administrative Message

The following is an example of a $.6. administrative message:

$.6.
YOUR NCIC LINE REOPENED 0600 EST.
ALL NCIC FILES IN FULL SERVICE.

This message is transmitted to a control terminal when that control terminal's communication
line is reopened after a period during which the terminal's line was down. NCIC is in full
service when the line is reopened.

$.7. Administrative Message

The following is an example of a $.7. administrative message:

$.7.
YOUR NCIC LINE REOPENED 0600 EST.
ALL NCIC FILES IN RESTRICTED SERVICE.

This message is transmitted to a control terminal when that control terminal's communication
line is reopened after a period during which the terminal's line was down. NCIC is in
restricted service when the line is reopened.

NCIC Operating Manual – Introduction

OTHER ADMINISTRATIVE MESSAGES

Other administrative messages are sent to selected users in response to particular actions
taken on NCIC records, either through inquiry or maintenance by the users (e.g., $.8., $.B.,
$.H.) or through actions taken by the NCIC System or the FBI staff (e.g., $.F., $.E.).

$.8. Out-of-State Notification

The following states do not participate in the $.8. program for vehicles: Georgia, Maine,
Massachusetts, Nevada, New Hampshire, South Dakota, Washington, Wisconsin, and the
territories of Guam, Puerto Rico, and the Virgin Islands. The following states do not
participate in the $.8. program for boats: Arizona, Georgia, Hawaii, Illinois, Indiana, Maine,
Maryland, Massachusetts, Mississippi, Missouri, Nevada, New Hampshire, New Mexico,
North Carolina, Ohio, Rhode Island, South Dakota, Washington, West Virginia, and the
territories of Guam, Puerto Rico, and the Virgin Islands.

An Out-of-State Notification, $.8. administrative message, is transmitted to the state of

registry of a vehicle or boat when:

1. The vehicle or boat is stolen or a vehicle is used in a felony in a state other than the state
of registry and a record concerning the vehicle or boat is entered, modified, located,
cleared, or canceled in NCIC.

2. A wanted or missing person record is entered with vehicle data showing registration is in
a state other than the entering agency.

3. The vehicle or boat is a Canadian Police Information Centre (CPIC) record and the state
of registry is a U.S. state.

The CPIC records differ from other NCIC records as follows:

1. The Canadian Date of Entry (CDE) will replace the DOT Field.

2. The following fields do not contain the NCIC assigned codes, but contain the
following: the Vehicle Make (VMA) will contain the first four letters of the
vehicle make; the Boat Make (BMA) will contain the first eight characters of
the boat make; the Brand (BRA) will contain the first four characters of the
brand.

3. The Boat Length (BLE) will be in meters.

4. The Vehicle Style (VST), Vehicle Model (VMO), Vehicle Color (VCO), and
Boat Color (BCO) Fields will not be included in a CVI record.

NCIC Operating Manual – Introduction

 5. The NCIC codes for Boat Type (BTY) and Propulsion (PRO) will not be
used; instead, the Canadian BTY and PRO codes may be found in the NCIC
Code Manual.

6. This Field lengths differ as follows:

Type Number of Characters

Miscellaneous (MIS) * 48
Propulsion (PRO) 8
Boat Make (BMA) 8
Boat Type (BTY) 5
Boat Length (BLE) 3

*The MIS Field may be in English or French.

7. The NCIC (NIC) Numbers for Canadian records will begin with the letter "R."

4. The entering agency is federal or military and uses the same line as the state of registry
unless the state is: (for vehicles) Alabama, Connecticut, Delaware, Florida, Montana,
New Jersey, New York, Oregon, Pennsylvania, Virginia, or Washington; (for boats)
Alabama, Arkansas, Connecticut, Florida, New York, South Carolina, and Tennessee.

The following is an example of a $.8. administrative message:

$.8.
OUT OF STATE AT 1325 EST 19991001
1L01HEADER.EV.MD1012600.123456.VA.1999.PC.3J573A7012345.1980.OLDS.CUT.2D.WHI.19990110.1234567
89...DENT IN RIGHT FRONT FENDER.Y
NIC/V987654321 OCA/123456789

In the example above, the state of registry (VA) is advised that an agency in another state
(MD) has entered a record into NCIC on a vehicle registered in the recipient state.

$.8.
OUT OF STATE AT 1325 EST 20001201
1N01HEADER.EB.MD1012600.VA1234ZZ.VA.1985.WD.LBC035380880.OB.1980.LBC.RUN.17.RED.19990501.234
443333...BOAT HAD BEEN ANCHORED IN FT LAUDERDALE FOR THE LAST FIVE YEARS.Y.
NIC/B9876543231 OCA/123456789

In the example above, the state of registry (VA) is advised that an agency in another state
(FL) has entered a record into NCIC on a boat registered in the recipient state.

After the LIC has been removed (modified or purged) from a record, no further notification is
sent to the state of registry if the state of registry is one of the following:

California Illinois Ohio

Connecticut Kansas Oklahoma
Washington New Mexico Wisconsin

NCIC Operating Manual – Introduction

After the REG has been removed (modified or purged) from a record, no further notification
is sent to the state of registry if the state of registry is one of the following:

Arkansas Montana Pennsylvania

Colorado Nebraska South Carolina
Connecticut New York West Virginia

Once a license plate, stolen or felony vehicle, stolen boat, or person record has had a locate
placed on it, the state of registry will not receive a clear or cancel message on the record. A
$.8. clear or cancel message will only be transmitted to the state of registry for active records.

A $.8. notification message will also be generated to the state of registry following certain
scheduled NCIC purges.

Line two of the message identifies the type of purge as one of the following:

1. LICENSE RETENTION License Plate File chapter

2. VEHICLE RETENTION Vehicle File chapter
3. VEHICLE WITHOUT A VIN Vehicle File chapter
4. FELONY VEHICLE Vehicle File chapter
5. TEMPORARY WARRANT Wanted Person File chapter
6. BOAT RETENTION Boat File Chapter

The following is an example of a $.8. purge message:

$.8.
OUT OF STATE PURGE AT 1325 EST 19991105
FELONY VEHICLE
SEE IDENTIFIER(S) LIC/123456 VIN/3J573A7012345
NIC/V987654321 OCA/123456789

The following states have elected to not receive $.8. notification messages on stolen vehicles
following the first purge of the year:

Alabama Illinois Missouri Pennsylvania

Arizona Indiana Nebraska South Dakota
Arkansas Kansas Nevada Washington
California Kentucky New Hampshire Wisconsin
Canada Maine New Jersey Wyoming
Georgia Massachusetts New York
Guam Minnesota North Dakota
Hawaii Mississippi Oklahoma

NCIC Operating Manual – Introduction

The following states have elected to not receive $.8. notification messages on stolen boats
following the first purge of the year:

Alabama Indiana Missouri Pennsylvania

Arizona Kansas Nebraska South Dakota
Arkansas Kentucky Nevada Utah
California Maine New Hampshire Washington
Colorado Maryland New York Wyoming
Georgia Massachusetts North Carolina
Guam Minnesota North Dakota
Illinois Mississippi Ohio

$.8. JUST/EPIC Aircraft Notification

A $.8. administrative message is sent to the Department of Justice, El Paso Intelligence

Center for all stolen or felony vehicle entry, modify, cancel, locate, and clear transactions
with a VMA of AERO. CPIC transactions are excluded.

The following is an example of a $.8. JUST/EPIC Aircraft Notification:

$.8.
OUT OF STATE AT 1325 EST 19991105
1L01HEADER.EV.MD1012600..3456666.VA.1999.PP.123457012345.1980.
AEROBOEING.727.MJ.SIL.19990110.123456789.....Y
SEE IDENTIFIER(S) LIC/3456666 VIN/123457012345
NIC/V912354451 OCA/123456789

$.8. NICB Vehicle/Boat Notification

A $.8. administrative message is sent to the NICB for all stolen/felony vehicle (not aircraft),
boat or part entry, modify, cancel, locate, and clear transactions.

The following is an example of a $.8. NICB Vehicle/Boat Notification:

$.8.
OUT OF STATE AT 1325 EST 19991001 1L01HEADER.EV.MD1012600.123456.VA.1999.PC.3J573A7012345.1980.
OLDS.CUT.2D.WHI.19990110.123456789...DENT IN RIGHT FRONT FENDER.Y
SEE IDENTIFIER(S) LIC/123456 VIN/3J573A7012345
NIC/V987654321 OCA/123456789

$.8. Missing Person Notification

A $.8. administrative message is sent to The National Center for Missing and Exploited
Children (NCMEC) for all modify, cancel, locate, and clear missing person transactions
when the missing person interest flag (MIF) Field contains the alphabetic Y. NCMEC sets
the MIF flag through a missing person modify transaction.

NCIC Operating Manual – Introduction

The following is an example of a $.8. Missing Person Notification:

$.8.
NCMEC NOTIFICATION AT 1325 EST 19991001
1LO1HEADER.MM.MD1012600.NAM/DOE, JOHN J.NIC/M000069216.EYE/BRO
UPDATING ORI IS ANY CITY PD MD

MKE/MISSING PERSON JUVENILE

ORI/MD1012600 NAM/DOE, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19891012 DOE/20071012 HGT/310 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/216343737
MNP/MP DLC/19921201 OCA/SAMPLE SID/MD99999999
MIS/ LAST SEEN WEARING BLUE PANTS AND RED SHIRT
BLT/OPOS CRC/C FPA/N BXR/P
JWT/PK RI
JWL/GOLD RING
ORI IS ANY CITY PD MD
DOB/19880912
SMT/SC R ARM

DENTAL CHARACTERISTICS
DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE
NIC/M000069216 DTE/19981215 0000 EST DLU/20080328 1115 EDT

$.8. Child Abduction Notification

A $.8. administrative message is sent to NCMEC and the FBI for all missing person entry,
modify, cancel, locate, and clear transactions when the Missing Person (MNP) Field contains
a value of CA.

The following is an example of a $.8.Child Abduction Notification:

$.8.DCFBIWA07CHILD-ABDUCTION N0TIFICATION AT 1325 EST 19991001

1L01HEADER.MM.MD102600.NAM/D0E, JOHN J.NIC/M000069216.EYE/BR0
UPDATING 0RI IS ANY CITY PD MD

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/D0E, JOHN J SEX/M RAC/W ETN/H POB/MD
D0B/19891012 DOE/20071012 HGT/310 WGT/065 EYE/BR0 HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/CA DLC/19921201 OCA/SAMPLE SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND RED SHIRT
BLT/OPOS CRC/C FPA/N BXR/P
JWT/PK RI
JWL/GOLD RINGSMT/SC R ARM

DENTAL CHARACTERISTICS
DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE
NIC/M000069216 DTE/19981215 0000 EST DLU/20080328 1115 EDT

NCIC Operating Manual – Introduction

$.8. AMBER Alert Notification

A $.8. administrative message is sent to NCMEC and the FBI for all missing person entry,
modify, cancel, locate, and clear transactions when the Missing Person (MNP) Field contains
a value of AA.

The following is an example of a $.8. AMBER Alert Notification:

$.8.DCFBIWA07AMBER-ALERT-NOTIFICATION AT 1325 EST 20051001

1L01HEADER.MM.MD1012600.NAM/D0E, JOHN J.NIC/M000069216.EYE/BRO
UPDATING 0RI IS ANY CITY PD MD

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/DOE, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19891012 DOE/20071012 HGT/505 WGT/105 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/19921201 OCA/SAMPLE SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND RED SHIRT
BLT/OPOS CRC/C FPA/N BXR/P
JWT/PK RI
JWL/GOLD RING

DENTAL CHARACTERISTICS
DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE
NIC/M000069216 DTE/20041215 1245 EST DLU/20080328 1115 EDT

$.8. Coast Guard Boat Notification

A $.8. administrative message is sent to the Coast Guard for all entry, modify, cancel, locate,
and clear boat transactions and System purges.

The following is an example of a $.8. Coast Guard Boat Notification:

$.8.
COAST GUARD NOTIFICATION AT 1325 EST 19991001
1L01HEADER.MB.MD1012600.NIC/B0000032685
SEE IDENTIFIER(S)REG/MD1234ZZ BHN/LBC035380880
NIC/B0000032685.OCA/123456.RES/MD

$.B. File-Transfer-Ready Notification

A $.B. administrative message is transmitted to an ORI whenever a file is available for

retrieval. This situation occurs when:

1. Excessive hits resulting from an inquiry are transmitted;

2. A response to a batch inquiry is transmitted;

NCIC Operating Manual – Introduction

3. A response to an SPRQ is transmitted;

4. A response to an off-line search is transmitted (e.g., statistic data request, error profile
request); or

5. A validation file is ready for transfer.

The following is an example of a $.B. administrative message:

$.B.
MD1012600
FILE CONTAINS SPRQ RESULTS.
BATCH FILE SIZE: 14000 BYTES, READY FOR DOWNLOAD.
PLEASE REQUEST FILE NAME F12345.
USE THE FT MKE TO RETRIEVE THE FILE OR FTP WITHOUT THE BINARY OPTION.

If the file does not exceed 32,000 bytes, the user is able to retrieve the file electronically.
Otherwise, a file transfer session may be initiated (FTP) or the user may request the file to be
printed and mailed, put on tape, or deleted. A special transaction, for file transfer (FT), is
used to indicate the user's preferred approach to receiving the file. Information concerning
the FT transaction can be found in the Other Transactions chapter.

The $.B. notification is also used to transmit files of records to be validated to the states. For
the validation file notification, the file name follows a standardized format. Positions 1-2
contain the state code; positions 3-4 contain the user code; positions 5-6 represent the month;
and positions 7-8 represent the year, e.g., MD190901. The $.B. validation file is formatted as
follows:

$.B.
FILE CONTAINS $.C. REQUEST FOR VALIDATION NOTIFICATIONS.
14000 BYTES, READY FOR DOWNLOAD.
PLEASE REQUEST FILE NAME MD190901.
USE THE FT MKE TO RETRIEVE THE FILE OR FTP WITH THE BINARY OPTION.

$.C. Request for Validation Notification

The request for Validation Notification, $.C. administrative message, is generated for each
record to be validated. The $.C. messages are sent to the CSAs to be distributed to the
individual ORIs. The $.C. notification varies from a positive response in the following
manner:

1. All caveats and the ORI translation are excluded.

2. The Notify Originating Agency (NOA) Field is included.

3. The NDIR Data Available (NDI) Field is included.

4. The Opt Type (OPT) Field is included.

NCIC Operating Manual – Introduction

Note: CSAs can choose to receive the records to be validated in a fixed format instead of the
$.C. notification format.

The following is an example of a $.C. administrative message:

$.C.
MD1012600
NCIC VALIDATION REQUEST (20131103). YOU MUST VERIFY THE
COMPLETENESS, ACCURACY, VALIDITY, AND WILLINGNESS TO
EXTRADITE IF APPLICABLE, AND REAUTHORIZE RETENTION OF THE
BELOW RECORD WITHIN 30 DAYS.

MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/9876543217860 VYR/1971
VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/56789
OAN/12345678
VLD/20070121 VLN/JONES T NOA/Y
OPT/IN AS OF 20120806
NIC/Vl23456789 DTE/20090805 2000 EDT DLU/20120806 1115 EDT

ORI record validation: The following format is used when the user is requested to validate an
ORI record:

$.C.
NCIC VALIDATION REQUEST (20101204). YOU MUST VERIFY THE
COMPLETENESS, ACCURACY, VALIDITY OF YOUR ORI RECORD.

ORI/FL0130000 ATR/ORI IS ANY CITY PD FL

COU/DADE TYP/1 CT1/407 555-1212
CT2/407 555-1313 CT3/407 555-1414
AN1/METRO-DADE PD AN2/SECOND ADDRESS
SNU/1320
SNA/N W 14TH STREET CTY/MIAMI ST/FL
ZIP/99999
NLC/0001 TUC/0001 OMC/0085 CDC/0085
VLD/20070215 VLN/COBERLY ROBERT
DTE/19990510 0000 EDT DLU/20081215 1115 EST

After the last record in the validation file, the following will be included to indicate the end
of the file:

$.C.
ZZZZZZZZZ
END OF VALIDATION FILE.

NCIC Operating Manual – Introduction

$.D. Originating-Agency-Duplicate-Vehicle Notification

When a vehicle locate, clear, or cancel transaction is processed by NCIC, and there are
duplicate records on file, (VIN and VMA or LIC, LIS, LIT and LIY exactly match) the $.D.
message is sent to the owner(s) of the duplicate record(s).

The following is an example of a $.D. administrative message:

$.D.
MD1012600
LOCATED POSSIBLE DUPLICATE RECORD AT 1130 EST 19990825

THE LOCATED RECORD IS:

MKE/LOCATED STOLEN VEHICLE
ORI/FL0130000 LIC/ABC123 LIS/MD LIY/2011 LIT/PC
VIN/9876543217860 VYR/1971
VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803|
OCA/56789
VLD/20070121 VLN/JONES T NOA/Y
OAN/12345678
NIC/V123456789 DTE/19990805 2000 EDT DLU/20090928 0115 EST
ORI IS SHERIFF'S DEPARTMENT, KETCHIKAN AK 501 555-1212
IMMED CONFIRM RECORD WITH ORI

YOUR RECORD IS:

MKE/STOLEN VEHICLE
ORI/AK1012700 LIC/ABC123 LIS/MD LIY/2011 LIT/PC
VIN/9876543217860 VYR/1971
VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/12345
VLD/20071121 VLN/JAMES R NOA/Y
NIC/V123456789 DTE/19990805 2100 EDT DLU/20090927 1115 EST

$.E. Serious Error Notification

The following is an example of a $.E. administrative message:

$.E.
MD1012600
NCIC SERIOUS ERROR CANCELLATION NOTIFICATION AT 1600 EST 19990830.
YOUR ENTRY NIC/VI23456789, OCA/56789 WAS CANCELED BY NCIC QUALITY CONTROL.
NCIC ERROR 01001.

MKE/CANCELED STOLEN VEHICLE

ORI/MD1012600 LIC/ ABC123 LIS/MD LIY/1999 LIT/PC
VIN/9876543234510 VYR/1972 VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/56789
NOA/Y
OAN/12345678

NCIC Operating Manual – Introduction

THE VEHICLE IDENTIFICATION NUMBER-VIN-IN THE ABOVE-CANCELED
RECORD DOES NOT AGREE WITH MANUFACTURER'S SPECIFICATIONS AND/OR
WITH OTHER AVAILABLE REFERENCES SUCH AS THE NATIONAL INSURANCE
CRIME BUREAU MANUALS.

REVIEW OF THE ERRONEOUS VIN INDICATES THAT [NCIC will insert an

explanation of the error here]

NCIC REQUESTS THAT YOU REVIEW AVAILABLE RECORDS TO DETERMINE

THE CORRECT DATA AND REENTER IN NCIC.

IF THE ABOVE RECORD CONTAINED SUPPLEMENTAL ADD-ON VEHICLE

INFORMATION OR OTHER UNIQUE SEARCHABLE NUMBERS SUCH AS LIC OR
OAN, THAT DATA AND ALL OTHER DESCRIPTORS SUCH AS VYR, VMA, VST,
ETC., SHOULD BE REENTERED IMMEDIATELY.

QUESTIONS CONCERNING THIS TRANSACTION IF NOT RESOLVED BY YOUR

CSA MAY BE DIRECTED TO FBI/CJIS DATA INTEGRITY UNIT VIA NLETS,
ORI/DCFBIWA03, OR TELEPHONE 304 625-3020, MON - FRI, 8 AM TO 4:30 PM,
EASTERN STANDARD TIME.
FBI/CLARKSBURG, W.V.

This message is transmitted to the entering agency when its record has been canceled by the
FBI Data Integrity Staff because of a serious error.

$.F. Failure-to-Validate Notification

If a state/federal agency opts to use the on-line validation process, this message is transmitted
to the ORI of record when a record has not been validated within a month from the request
for validation.

The following is an example of a $.F. administrative message:

$.F. FAILURE TO VALIDATE

MD1012600THE FOLLOWING RECORD WILL BE RETIRED BY THE FBI DURING THE NEXT PURGE CYCLEUNLESS
THE RECORD IS VALIDATED PRIOR TO THE FIRST SUNDAY OF NEXT MONTH.
MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/9876543345210 VYR/1972 VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/56789
NOA/Y
OAN/12345678
NIC/Vl23456789 DTE/19990805 2000 EDT DLU/20000328 1115 EDT

The copy of the non-validated record is included after the initial message. The full message is
repeated for each non-validated record.

NCIC Operating Manual – Introduction

$.G. Reference-Group-Ownership Notification

A $.G. administrative message is sent when the ownership of a Gang File reference group is
transferred following an NCIC cancel transaction and the record contains more than one
ORI/POC value. The ownership is transferred to the next oldest ORI/POC value. The
notification is sent to all ORI/POCs to inform them of the transfer.

The following is an example of a $.G. administrative message:

$.G.
CA1012300
AGENCY MD1012600 HAS REMOVED ITS INTEREST IN
GNG/CRIPS SGP/ROARING 50S NIC/Z123456789
ORI CA1012300 IS NOW PRIMARY ORI FOR PURPOSES OF MODIFICATION
AND SUPPLEMENTATION.

$.H. Originating Agency Notification

A $.H. administrative message is sent to the ORI of record when an inquiry, enter, or modify
transaction results in a hit response; and the Notify Originating Agency flag (NOA) is set to
Y in a NCIC formatted record. The following is an example of a $.H. administrative
message:

$.H.
MD0012600
ORIGINATING AGENCY NOTIFICATION AT 1600 EST 19990830
FL0130000 ANY CITY PD FL
113 FRONT STREET
MIAMI DADE FL
407 555-1313
QV.FL0130000.LIC/ABC123.LIS/MD.LIY/1999

MKE/STOLEN VEHICLE
ORI/FL0130000 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/9876543345210 VYR/1972 VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/56789
NOA/Y
OAN/12345678
NIC/Vl23456789 DTE/19990904 1200 EDT DLU/19991010 1115 EDT

The following is an example of a $.H. Originating Agency Notification when the inquiry ORI
is VAUSC6099 or VAUSC6050:

$.H.
MD0012600
ORIGINATING AGENCY NOTIFICATION AT 1600 EST 20001215
VAUSC6050 US CUST SERV ENFORCEMENT SYSTEMS NEWINGTON
7681 BOSTON BLVD
SPRINGFIELD VA

NCIC Operating Manual – Introduction

703 921-6000
QW.VAUSC6050.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19511012

*****THIS NOTIFICATION IS BASED ON A PASSENGER MANIFEST INQUIRY*****

MKE/WANTED PERSON
EXL/2 – LIMITED EXTRADITION SEE MIS FIELD
ORI/MD0012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19521012 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
MNU/AS-123456789 SOC/123456789
OFF/RAPE – GUN
DOW/19981218 OCA/465978124 SID/MD99999999
MIS/EXTR EAST OF MISSISSIPPI ONLY
ORI IS ANY CITY PD MD 301 555-1212
NIC/W146203714 DTE/20000114 1400 EST DLU/20080517 1600 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

$.H. Delayed Inquiry Hit Notification

A $.H. administrative message is sent to the ORI entering or modifying a record which
resulted in a hit response for an inquiry made within the last 5 days. A $.H. administrative
message will not be sent to an agency that hits on a delayed queue inquiry which has the
Custom and Border Protection's ORI VAUSC6099 unless the entry or modification
transaction is to the Gang File, Known or Suspected Terrorist File, or the Immigration
Violator File.
The following is an example of a $.H. message:
$.H.
MD0012600
YOUR RECORD WITH NIC/Vl23456789 OCA/56789 IS A POSSIBLE DELAYED INQUIRY MATCH
PLEASE ASSURE YOUR ENTRY IS A REASONABLE MATCH WITH
INQUIRY ON 1230 EST 20040801CONTAINING: LIC/ABC123
LIS/MD
LIY/1999
INQUIRING ORI/FL0130000 ATR/ANY CITY PD FL
407 555-1313

$.H. Delayed Inquiry Hit Response Notification

A $.H. administrative message is sent to the ORI of an inquiry transaction when a hit
response is generated because of a subsequent entry or modification transaction. The inquiry
transaction will potentially receive hit responses for 5 days after the initial inquiry was made.
A $.H. administrative message will not be sent to the Custom and Border Protection's ORI
VAUSC6099 when another agency sends in an entry or modification transaction that hits on
a delayed queue inquiry unless the transaction is to the Gang File, Known or Suspected
Terrorist File, or the Immigration Violator File.

NCIC Operating Manual – Introduction

The following is an example of a $.H. message:
$.H.1L01HEADER
MD1012600
DELAYED INQUIRY HIT NOTIFICATION AT 1600 EST 19990830
PLEASE ASSURE YOUR INQUIRY IS A REASONABLE MATCH
PRIOR TO CONTACTING ENTERING AGENCY
YOUR INQUIRY ON 19990906 2200 EDT CONTAINING:
VIN/9876543345210
HIT ON THE FOLLOWING RECORD
MKE/STOLEN VEHICLE
ORI/FL0130000 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/9876543345210 VYR/1972
VMA/PONT VMO/BON VST/SW VCO/RED DOT/19990803
OCA/56789
OAN/12345678
NIC/Vl23456789 DTE/19990904 1200 EDT DLU/19990908 1115 EDT

$.H.TTP Threat to Protectee Notification

This notification is sent to the ORI of record when an inquiry or entry/modify results in a hit
on a Protective Interest record. The following is an example of a $.H.TTP notification:

$.H.TTP. THREAT TO PROTECTEE NOTIFICATION

MDUSM0123
HIT NOTIFICATION ON NCIC PROTECTIVE INTEREST FILE RECORD AT
1600 EST 20001215
QW.VAUSC6050.NAM/SMITH. JOHN J.SEX/M.RAC/W.DOB/19511012

RESULTED IN HIT ON THE FOLLOWING RECORD:

MKE/POTENTIALLY DANGEROUS TO USMS PROTECTEE
ORI/MDUSM0123 NAM/SMITH, JOHN J SEX/M RAC/W POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
DTT/20100103 OCA/123456273 SID/MD99999999
MIS/KNOWN TO THREATEN FEDERAL JUDGE IN 1ST DISTRICT, WASHINGTON, DC
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
NIC/K146203706 DTE/20101201 DLU/20101203 1815 EST

$.I. Investigative Interest Notification

An Investigative Interest Notification is sent to each Investigative Interest Agency Identifier

(IIA) when a modify, locate, clear, cancel transaction, or supplemental transaction, including
an investigative interest, is processed for a record with investigative interest. When a record
with an investigative interest supplemental record contains a "Y" in the Notify Investigative
Agency (NIA) Field and is provided in a hit response, the Investigative Interest Notification
is sent to the NIA.

NCIC Operating Manual – Introduction

$.I.
WA1230000
INVESTIGATIVE INTEREST NOTIFICATION AT 1221 EST 20011008
ORI/MD1012600 ANY CITY PD MD 555 555-1234
NIC/W146203706.OCA/92341244.ICA/123456789
1N01HEADER.MW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706
SOC/375145249.SMT/SC R HND

When a record containing investigative interest is removed through the purge process, the
following Investigative Interest Notification is sent to each IIA.
$.I.
WA1230000

INVESTIGATIVE INTEREST NOTIFICATION AT 1151 EST 20020108

THE FOLLOWING RECORD HAS BEEN PURGED BY THE FBI COMPUTER
MKE/WANTED PERSON
EXL/2 – LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/2000
OFF/HOMICIDE - WILLFUL KILL-POL OFF-GUN
DOW/19981201 OCA/9231244 SID/MD99999999
WNO/635F1129 CTI/MD101261J
MIS/EXTR EAST OF MISSISSPPI ONLY KNOWN TO COLLECT, DRIVE AND STEAL
MIS/CLASSIC CARS
LIC/ABC123 LIC/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
DOB/19501012
NIC/W146203706 DTE/19991205 1400 EST DLU/20010328 1115 EDT
INVESTIGATIVE INTEREST AGENCIES:
IIA/WA1230000 ANY CITY PD WA
CTI/555 555-4321 ICA/123456789 DII/20010108
MIS/WANTED FOR QUESTIONING IN CONNECTION WITH MURDER INVESTIGATION

$.I. Entering Agency Investigative Interest Notification

An Entering Agency Investigative Interest Notification is sent to the ORI of record when an
investigative interest supplemental record is entered or canceled.

$.I.
MD1012600
ENTERING AGENCY INVESTIGATIVE INTEREST NOTIFICATION AT 1302 EST 20011008
WA1230000 ANY CITY PD WA 555 555-4321
NIC/W146203706.OCA/92341244
1N01HEADER.XII.WA1230000.NAM/SMITH, JOHN J.NIC/W146203706

NCIC Operating Manual – Introduction

$.J. Emancipation Notification

This message is sent to the ORI of record when the individual of the record reaches the age
of emancipation. This is determined monthly by the NCIC System by comparing the Date of
Emancipation Field with the current date.

The following is an example of a $.J. administrative message:

$.J.
MDOO12600
THE INDIVIDUAL OF YOUR RECORD NIC/W123456789
OCA/324-123 HAS BECOME EMANCIPATED.
PLEASE CHECK YOUR STATE LAWS REGARDING APPROPRIATE ACTION.
MKE/WANTED JUVENILE DELINQUENT - ADJUDGED
EXL/1 - FULL EXTRADITION
ORI/MD1012600 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/TX
DOB/19851023 DOE/20051023 HGT/509 WGT/150 EYE/BRO HAI/BRO
SKN/DRK SMT/SC RT HD
FPC/121011CO141159TTCI13 SOC/123456789
OLN/12345678 OLS/MD OLY/2000
OFF/ESCAPE FROM CUSTODY
DOV/19991021 OCA/324-123 SID/MD99999999
WNO/12323444545
NOA/Y
LIC/CC1234 LIS/MD LIY/1999 LIT/PC
VIN/9876543345210 VYR/1972
VMA/PONT VMO/BON VST/SW VCO/RED
NIC/W123456789 DTE/19991022 0100 EDT DLU/19991103 1500 EST

$.K. Missing Information Notification

A $.K. Missing Information Notification is sent to the ORI of record as a result of a quality
control periodic automated review of the Missing and Unidentified Person Files. The review
determines if information is present in the Blood Type (BLT); Dental Characteristics (DCH);
Fingerprint Classifications (FPC); Jewelry Type (JWT); and Scars, Marks, Tattoos, and
Other Characteristics (SMT) Fields and if UNK is present in the Height (HGT) or Weight
(WGT) Fields. If an entry date of a missing or unidentified person record is over 30 days old
and any of the above fields are missing or the HGT and/or WGT contains UNK, an on-line
$.K. message, listing the missing fields, will be sent to the originating agency via the CSA.

The following is an example of a $.K. Missing Information Notification:

$.K.
MD1012600
NCIC INCOMPLETE MISSING/UNIDENTIFIED PERSON NOTIFICATION AT 1600
EST 19990830. YOUR ENTRY NIC/M000069216, OCA/56789 HAS
INFORMATION MISSING FROM THE FOLLOWING KEY DATA
FIELDS: BLT, DCH, FPC, JWT, SMT, HGT.

IF ANY SUPPLEMENTAL INFORMATION IS AVAILABLE, THAT DATA SHOULD BE ENTERED IMMEDIATELY. THIS

NCIC Operating Manual – Introduction

WILL BE YOUR ONLY NCIC NOTIFICATION.
MKE/MISSING PERSON OTHER
ORI/MD1012600 NAM/THOMAS, TOM SEX/M RAC/W ETN/H POB/TX
DOB/19750606 HGT/UNK WGT/153 EYE/BRO HAI/BRO FBI/12245AB9
SKN/FAR
SOC/123456789
DLC/19991201 OCA/56789 SID/MD99999999
NOA/Y
MIS/LAST SEEN WEARING BLUE PANTS AND RED SHIRT
NIC/M000069216 DTE/20090101 0930 EST DLU/20120128 0815 EST

The $.K. administrative message is also provided to NCMEC if the MIF Field contains a Y.

$.K. SOR. NSOR Missing Information Notification

$.K.SOR. NSOR Missing Information Notification is transmitted to the ORI of record when
a NSOR record has been on file for 30 days and does not contain an FBI Number/UCN. If
the offender’s FBI Number/UCN is unknown, the entering agency should follow recognized
procedures to determine, verify, or establish the FBI Number/UCN. Inclusion of the FBI
number/UCN ensures that sex offender registry information is available through criminal and
civil fingerprint submissions. Therefore, it is imperative that every effort is made to
determine if the offender has an FBI Number/UCN and to include it in the NSOR record.
$.K.SOR. NSOR MISSING INFORMATION
MD1230000
NCIC INCOMPLETE NSOR NOTIFICATION AT 0515 EDT ON 05/01/2011. THE FOLLOWING
NSOR RECORD IS MISSING THE FBI FIELD. EVERY EFFORT SHOULD BE MADE
TO IDENTIFY THE OFFENDER'S FBI NUMBER/UCN AND INCLUDE IT IN THE RECORD.
MKE/SEXUALLY VIOLENT PREDATOR - CAUTION
CMC/05 - VIOLENT TENDENCIES
OFS/A2 - NON-COMPLIANT - ABSCONDED
ORI/MD1230000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/MD
DOB/19620530 HGT/601 WGT/209 EYE/BLU HAI/BRO CTZ/US
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2013
ORD/19980923 ERD/NONEXP SXP/Y CRR/HOMICIDE - WILLFUL KILL - WEAPON
CON/19810510 PLC/MD
AOV/12 SOV/M
OCA/92312665 SID/MD99999999
MIS/ADDITIONAL CHARGES OF KIDNAPPING AND SEX ASSAULT - MINOR
MIS/INFO RE PREDATOR DETERMINATION AVAILABLE FROM
MIS/MD ST BUREAU OF PRISONS 301 555-1234
DNA/N
SNU/112 SNA/ELM STREET
CTY/SILVER CITY STA/MD ZIP/99999
COU/ESSEX
TNO/301 555-5555
NIC/X123456789 DTE/20110401 0430 EDT DLU/20110401 0430 EDT

NCIC Operating Manual – Introduction

$.K. AMBER Alert Follow-up Notifications

The NCIC System sends a $.K. AMBER Alert Follow-up Notification to the NCMEC 72
hours after the Missing Person (MNP) Field of an NCIC missing person record is entered or
modified to the AMBER Alert (AA) code. The NCIC System sends another $.K. notification
30 days after the MNP Field of an NCIC missing person record is entered or modified to the
AA code. Upon receipt of the $.K. notifications, the NCMEC will coordinate with the
respective NCIC record holder and the AMBER coordinator to verify the status of the
AMBER Alert and ensure that the NCIC record is accurate and valid.

The following are examples of the $.K. AMBER Alert Follow-up Notifications:

$.K. 72 HOUR AMBER ALERT FOLLOW-UP

VA007019W
NOTIFICATION AT 1600 EST 20051121
MNP/AA HAS BEEN IN THE FOLLOWING RECORD FOR 72 HOURS
VERIFY STATUS OF AMBER ALERT WITH ORI

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20001012 DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/EXAMPLE1 SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST DLU/20051118 1815 EST

$.K. 30 DAY AMBER ALERT FOLLOW-UP

VA007019W
NOTIFICATION AT 1600 EST 20051218
MNP/AA HAS BEEN IN THE FOLLOWING RECORD FOR 30 DAYS
VERIFY STATUS OF AMBER ALERT WITH ORI

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20001012 DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/EXAMPLE2 SID/MD99999999

MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT

MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001

NCIC Operating Manual – Introduction

VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST DLU/20051218 1115 EST

$.K. PWI Person with Information Follow-up Notifications

The NCIC System will send a $.K. PWI unsolicited message to the ORI of record 72 hours
after the entry of PWI data advising that, if probable cause exists, an arrest warrant should be
obtained. NCIC will send subsequent $.K. notifications to the ORI of record every 30 days
until the PWI data are removed from the Missing Person File record. PWI data must be
immediately removed from the Missing Person File record when/if the individual no longer
meets the criteria to be considered a PWI as defined by NCIC policy. The following are
examples of the $.K. PWI Follow-Up Notifications:

$.K.PWI 72 HOUR PERSON WITH INFORMATION FOLLOW-UP

MD1012600
NOTIFICATION AT 0425 EDT 20110814
PERSON WITH INFORMATION HAS BEEN IN THE FOLLOWING RECORD FOR 72 HOURS
VERIFY STATUS OF PERSON WITH INFORMATION AND ATTEMPT TO OBTAIN WARRANT

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20081012 DOE/20261012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/CA DLC/20110810 OCA/EXAMPLE1 SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A NON-CUSTODIAL PARENT
LIC/555W555 LIS/VA LIY/2012 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
PIN/ADAMS, RANDY PIX/M PIR/W PIB/19440630 PGH/511 PWG/195
PEY/BRO PHA/BRO PSK/LGT PSM/SLVR TOOTH PSS/123456789
PMI/PERSON WITH INFORMATION IS NON-CUSTODIAL PARENT OF MISSING CHILD, CHILD MAY
PMI/BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY AT THE ORANGE
PMI/CO PD 555-555-5555 WHEN PERSON WITH INFORMATION IS ENCOUNTERED
PIB/19450630
PIB/19450531
PAK/MARKS, RANDY
PSM/SC L ANKL
PSM/TAT L WRS
PSS/333333333
PSS/222222222

PIN/HARDY, MARY PIX/F PIR/W PIB/19700410 PGH/502 PWG/115

PEY/BRO PHA/BRO PSK/LGT PSM/MOLE FHD PSS/987654321
PMI/PERSON WITH INFORMATION IS GIRLFRIEND OF NON-CUSTODIAL PARENT OF MISSING

NCIC Operating Manual – Introduction

PMI/ CHILD, CHILD MAY BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY
PMI/AT THE ORANGE CO PD 555-555-5555 WHEN PERSON WITH INFORMATION IS ENCOUNTERED
PIB/19710503
PAK/ADAMS, MARY
PSM/TAT LW LIP
PSM/TAT L ANKL
PSS/888888888
NIC/M000069216 DTE/20110810 1600 EDT DLU/20110811 0425 EDT

$.K.PWI 30 DAY PERSON OF INTEREST FOLLOW-UP

MD1012600
NOTIFICATION AT 0425 EDT 20110911
PERSON OF INTEREST IS ASSOCIATED WITH THE FOLLOWING RECORD
VERIFY STATUS OF PERSON OF INTEREST AND ATTEMPT TO OBTAIN WARRANT

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20081012 DOE/20261012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/CA DLC/20110810 OCA/EXAMPLE1 SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A NON-CUSTODIAL PARENT
LIC/555W555 LIS/VA LIY/2012 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
PIN/ADAMS, RANDY PIX/M PIR/W PIE/H PIB/19440630 PGH/511
PWG/195 PEY/BRO PHA/BRO PSK/LGT PSM/SLVR TOOTH PSS/123456789
PMI/PERSON OF INTEREST IS NON-CUSTODIAL PARENT OF MISSING CHILD, CHILD MAY
PMI/CO PD 555-555-5555 WHEN PERSON OF INTEREST IS ENCOUNTERED
PMI/BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY AT THE ORANGE

PIB/19450630
PIB/19450531
PAK/MARKS, RANDY
PSM/SC L ANKL
PSM/TAT L WRS
PSS/333333333
PSS/222222222

PIN/HARDY, MARY PIX/F PIR/W PIE/H PIB/19700410 PGH/502

PWG/115 PEY/BRO PHA/BRO PSK/LGT PSM/MOLE FHD PSS/987654321
PMI/PERSON OF INTEREST IS GIRLFRIEND OF NON-CUSTODIAL PARENT OF MISSING PMI/CHILD, CHILD MAY BE
USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY PMI/AT THE ORANGE CO PD 555-555-5555
WHEN PERSON OF INTEREST IS ENCOUNTERED
PIB/19710503
PAK/ADAMS, MARY
PSM/TAT LW LIP
PSM/TAT L ANKL

NCIC Operating Manual – Introduction

PSS/888888888
NIC/M000069216 DTE/20110810 1600 EDT DLU/20110811 0425 EDT

$.K.EXL Extradition Limitation Notification

This notification is sent tot he ORI of record when the EXL Field contains a code of 5, E, 6,
or F and the EXL Field remains unchanged for 15 days. The message will be regenerated
every 15 days until the EXL Field code is modified to a code other than 5, E, 6, or F. The
follwoing is an example of a $.K.Extradition Limitation Notification:

$.K.EXL EXTRADITION LIMITATION NOTIFICATION

MD1012600
NCIC EXTRADITION NOTIFICATION AT 1600 20111215 EST
YOUR ENTRY NIC/W146203706 OCA/123456789 HAS AN EXTRADITION LIMITATION
OF EXTRADITION ARRANGEMENTS PENDING/PENDING EXTRADITION DETERMINATION.
REVIEW EXTRADITION LIMITATIONS AND MODIFY RECORD AS APPROPRIATE.

EXL/5-EXTRADITION ARRANGEMENTS PENDING SEE MIS FIELD

MKE/WANTED PERSON
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/2000
OFF/HOMICIDE – WILLFUL KILL-POL OFF-GUN
DOW/19981201 OCA/123456789 SID/MD99999999
WNO/635F1129 CTI/MD101261J
MIS/KNOWN TO COLLECT, DRIVE AND STEAL CLASSIC CARS, SUBJECT IN
MIS/TRANSPORT FROM WV POLICE AGENCY
LIC/ABC123 LIC/MD LIY/20000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
NIC/W146203706 DTE/19991205 DLU/20010328 1115 EST

$.L. Locate Notification

A $.L. administrative message is transmitted to the agency that originated an NCIC record
when a locate is placed by any agency, including the ORI or record, to indicate that an
item(s) of stolen or lost property was recovered or that an individual was apprehended or
located.

The following is an example of a $.L. administrative message:

$.L.
VA0290100
LOCATE NOTIFICATION AT 1632 EDT 19990711
LV.MD1012600. LIC/123456. OCA/99999.19990710.97-2389
LOCATING ORI IS ANY CITY PD MD

MKE/LOCATED VEHICLE

NCIC Operating Manual – Introduction

ORI/VA0290100 LIC/123456 LIS/VA LIY/1997 LIT/PC
VIN/1HGCB7675NA132021 VYR/1966 VMA/OLDS VMO/SUP VST/2T
VCO/WHI/BLU DOT/19970103 OCA/99999
LOCATED/19990710 MD1012600 97-2389
NIC/V756196908 DTE/19970125 1230 EST DLU/20070512 1115 EDT

FBI CJIS permits the NICB to locate an NCIC Vehicle File record, i.e., place a record in
inactive status (MKE/LV), when NICB receives information concerning the recovery of a
stolen vehicle and an inquiry reveals that the NCIC record is in active status (MKE/EV).
Additional information can be found in the Vehicle File chapter.

A $.L. administrative message is sent to NCMEC when a missing person record is located
and the MIF Field contains a Y.

$.M. Unidentified/Missing Person Match Notification

A $.M. administrative message is sent to the ORI initiating an entry/modification transaction

that results in potentially positive hits during the missing/unidentified person comparison. It
is also sent to the ORI(s) of record for the possible matches from the comparison.

The following is an example of a $.M. administrative message:

$.M. L01
WV1012600

YOUR RECORD WITH NIC/U123456789 OCA/3456789 IS A POSSIBLE MATCH WITH THE FOLLOWING
RECORD(S).

THIS SEARCH WAS INITIATED BY THE ENTRY/UPDATE OF NIC/U123456789.

SEX/ EYB/
NIC ST ETN HGT WGT EYE/HAI DBF/DLC MATCH DATA
RAC YOB
M111444777 MD M/W H 1943 510 150 HAZ BRO 19790101 FPC/EYE/SMT
M827362564 VA M/B H 1942 508 138 HAZ BRO 19770526 EYE
M987654321 CA M/A H 1944 509 160 BRO GRY 19791010 HAI
M182736473 PA M/I H 1943 508 145 BRO BRO 19780928 ALL FIELDS
M437682147 AZ M/I H 1943 508 145 BRO BLN 19780928 ALL FIELDS
M827364536 NV M/W H 1940 505 130 BRO BRO 19770207 ALL FIELDS

MAKE INQUIRY ON NCIC (NIC) NUMBER TO OBTAIN COMPLETE RECORD(S).

In situations when more than 100 possible match records are found, the following will be
appended to the $.M. message:

ADDITIONAL POSSIBLE MATCHES AVAILABLE, CONTACT NCIC CONTROL IF NEEDED.

NCIC Operating Manual – Introduction

Upon receipt of a $.M. message, the inquiring agency must review all of the information in
the candidate record(s) and contact the agency(s) that entered the record(s) to confirm
possible matches.

The $.M. administrative message is also provided to NCMEC when the MIF Field contains
Y.

$.M. Nonunique Missing Person Notifications

A $.M. administrative message is sent to the ORI initiating a missing person nonunique
identifier inquiry, QM. After NCIC has processed the inquiry, negative and positive
notifications will be transmitted by NCIC to the ORI. Additional information can be found in
the Missing Person File chapter of the NCIC Operating Manual.

The following is an example of a $.M. negative administrative message:

$.M.1NO1HEADER
CA1012600

NO NCIC MISSING PERSON RECORD FOR YOUR INQUIRY ON:

AGE/35 SEX/M RAC/W EYE/BRO HAI/BRO HGT/511 WGT/148.

The following is an example of a $.M. positive administrative message:

$.M.1NO1HEADER
CA1012600

NCIC HAS 36 POSSIBLE MATCHES TO YOUR INQUIRY ON:

AGE/35 SEX/M RAC/W EYE/BRO HAI/BRO HGT/511 WGT/148.

THE TWO HIGHEST SCORING RECORDS ARE LISTED FOLLOWED BY THE NIC NUMBERS
OF UP TO 20 OF THE HIGH SCORE RECORDS.

MKE/MISSING PERSON DISABILITY

ORI/DCFBIWAOO NAM/JONES, JASON J SEX/M RAC/W ETN/H POB/PA
DOB/19640101 HGT/511 WGT/145 EYE/BRO HAI/BRO
SMT/SC UL ARM
SOC/211440001
MNP/MP DLC/19790718 OCA/123 SID/MD99999999
MIS/LSW GRN SLACKS AND WHI PULLOVER
BLT/APOS CRC/U FPA/N
BXR/F
ORI IS FBI HEADQUARTERS WASHINGTON DC 202 555-1234
NIC/M107649846 DTE/19790801 0000 EDT DLU/20060328 1115 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

MKE/MISSING PERSON INVOLUNTARY

ORI/MD1012699 NAM/THOMAS, TOM SEX/M RAC/W ETN/H POB/TX
DOB/19640606 HGT/509 WGT/153 EYE/BRO HAI/BRO

NCIC Operating Manual – Introduction

 SKN/FAR SMT/TAT L LEG
MNP/MP DLC/19980529 OCA/CSD567 SID/MD99999999
MIS/LAST SEEN WEARING BLUE JEANS AND BLACK PULLOVER SHIRT
ORI IS ANY CITY PD MD 301 555-1212
NIC/M107650007 DTE/19980811 0000 EDT DLU/20080328 1115 EDT
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

M107649846 090 M107650007 090 M123456301 090 M123456401 090

M104545687 090 M123456202 090 M123456302 090 M123456402 090
M987654321 085 M123456203 085 M123456303 083 M123456403 080
M987654323 075 M123456204 075 M123456304 075 M123456404 075
M987654343 060 M123456205 057 M123456305 057 M123456405 057

The NCIC numbers (NICs) are listed in descending order by score. Upon receipt of a $.M.
message, the inquiring agency must review all of the information in the candidate record(s)
and contact the agency(s) that entered the record(s) to confirm possible matches.

$.M. Wanted/Unidentified Person Dental Match Notification

A $.M. administrative message is sent to the ORI initiating the entry/modification transaction
that results in potential hits during the wanted/unidentified person dental comparison. It is
also sent to the ORI(s) of record for the possible matches from the comparison.

The following is an example of a $.M. administrative message:

$.M.UNIDENTIFIED/WANTED COMPARE RESULTS

WV1012600

YOUR RECORD WITH NIC/U123456789 OCA/3456789 IS A POSSIBLE MATCH

WITH THE FOLLOWING RECORD(S).

THIS SEARCH WAS INITIATED BY THE ENTRY/UPDATE OF DENTAL DATA FOR NIC/U123456789.

NIC ST SEX/ EYB/ DBF/DOW HGT WGT EYE HAI MATCH DATA M P N
RAC YOB
W111111111 MD M/B 1948 19900107 600 190 BRO BLK 30 02 00
W222222222 VA M/B 1950 20000430 601 200 BRO BLK 29 00 03
W333333333 IL M/B 1946 20010214 509 205 BRO BLK 29 00 03

MAKE INQUIRY ON NCIC (NIC) NUMBER TO OBTAIN COMPLETE RECORD(S).

Note: The unidentified/wanted dental comparison results displayed in the columns labeled
M, P, and N indicate if a Match (M), Possible Match (P), or No Match (N) exists for each
tooth. The total of columns M, P, and N, for each possible record match, must equal 32.

The above example depicts only three possible record matches; however, typically there will
be in excess of 35 possible record matches. In situations where more than 35 possible record
matches are found, the following will be appended to the $.M. message:

NCIC Operating Manual – Introduction

 ADDITIONAL POSSIBLE MATCHES AVAILABLE, CONTACT NCIC CONTROL IF NEEDED.

Upon receipt of a $.M. message, the inquiring agency must review all of the information in
the candidate record(s) and contact the agency(s) that entered the record(s) to confirm
possible matches.

$.M. Unidentified/Missing Person Match Notification

A $.M. administrative message is sent to the ORI initiating the entry/modification transaction
that results in potentially positive hits during the missing/unidentified person dental
comparison. It is also sent to the ORI(s) of record for the possible matches from the
comparison.

The following is an example of a $.M. administrative message:

$.M.UNIDENTIFIED/MISSING COMPARE RESULTS

WV1012600

YOUR RECORD WITH NIC/U555111333 OCA/3456789 IS A POSSIBLE MATCH

WITH THE FOLLOWING RECORD(S).

THIS SEARCH WAS INITIATED BY THE ENTRY/UPDATE OF NIC/U555111333.

NIC ST SEX/ ETN EYB/ DBF/ HGT WGT EYE HAI MATCH M P N
RAC YOB DLC DATA
M555555555 WV M/W H 1940 19790102 600 190 BRO BRO 30 01 01
M666666666 OH M/B N 1942 19800214 601 200 BRO BLK 30 02 00
M777777777 PA M/W N 1941 19780304 509 205 BLU BRO 30 02 00
NIC ST SEX/ ETN EYB/ DBF/ HGT WGT EYE HAI MATCH DATA M P N
RAC YOB DLC
M555555555 WV M/W H 1940 19790102 600 190 BRO BRO FPC/EYE/SMT
M666666666 OH M/B N 1942 19800214 601 200 BRO BLK EYE
M777777777 PA M/W N 1941 19780304 509 205 BLU BRO ALL FIELDS

MAKE INQUIRY ON NCIC (NIC) NUMBER TO OBTAIN COMPLETE RECORD(S).

Note: The unidentified/missing dental comparison results displayed in the columns labeled
M, P, and N indicate if a Match (M), Possible Match (P), or No Match (N) exists for each
tooth. The total of columns M, P, and N, for each possible record match, must equal 32.

The unidentified/missing personal descriptors comparison results, shown in the Match

Data column, display a maximum of three fields contributing to the highest score during the
unidentified/missing personal descriptors cross search. When more than three fields in the
matching record meet the match criteria, ALL FIELDS will be displayed.

The above example depicts only three possible record matches; however, typically there will
be in excess of 35 possible record matches on dental characteristics and perhaps more than
100 possible record matches on physical characteristics. In situations where more than 35

NCIC Operating Manual – Introduction

possible dental and/or 100 possible physical descriptor record matches are found, the
following will be appended to the $.M. message:

ADDITIONAL POSSIBLE MATCHES AVAILABLE, CONTACT NCIC CONTROL IF NEEDED.

Upon receipt of a $.M. message, the inquiring agency must review all of the information in
the candidate record(s) and contact the agency(s) that entered the record(s) to confirm
possible matches.

The $.M. administrative message is also provided to NCMEC when the MIF Field contains
Y.

$.N. Wanted/Unidentified Person No Dental Match Notification

A $.N. administrative message is sent to the ORI initiating an entry/modification transaction

containing dental data that results in no potential matches during the wanted/unidentified
person dental comparison.

The following is an example of a $.N. administrative message:

$.N. UNIDENTIFIED/WANTED COMPARE RESULTS

MD1012600
YOUR RECORD WITH NIC/W562489512 OCA/98569852 HAS BEEN SEARCHED.
THE DENTAL SEARCH DID NOT PRODUCE ANY POSSIBLE MATCHES.

$.N. Unidentified/Missing Person No Match Notification

A $.N. administrative message is sent to the ORI initiating an entry/modification transaction

that results in no potential matches during the missing/unidentified person comparison.

The following is an example of a $.N. administrative message:

$.N. UNIDENTIFIED/WANTED COMPARE RESULTS

MD1012600
YOUR RECORD WITH NIC/M987654321 OCA/123456789 HAS BEEN SEARCHED.
THE SEARCH DID NOT PRODUCE ANY POSSIBLE MATCHES.

$.N.MEC. NCMEC Modify Notification

A $.N.MEC. NCMEC Modify Notification is sent to the ORI of the record when NCMEC
modifies the MNP Field or enters, modifies, or cancels an image record linked to the ORI’s
NCIC record.

The following is an example of the $.N.MEC. NCMEC Modify Notification:

$.N.MEC. NCMEC MODIFY NOTIFICATION

MD1012600
NOTIFICATION AT 1600 EST 20051121

NCIC Operating Manual – Introduction

YOUR RECORD NIC/M123456789 WAS UPDATED BY NCMEC. EITHER THE MNP FIELD WAS
MODIFIED OR IMAGE DATA WAS ENTERED, MODIFIED, OR CANCELED.
MKE/MISSING PERSON ENDANGERED
ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20001012 DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/DDD111 SID/MD99999999
NOA/Y
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST DLU/20051220 1400 EST

$.O. MOD. ORI Modify Notification

A $.O.MOD. administrative message is sent to an agency when the ORI Field in a record is
modified from another agency’s ORI to its agency’s ORI.

The following is an example of a $.O.MOD. administrative message:

$.O.MOD. ORI MODIFY NOTIFICATION
KS1010000
NOTIFICATION AT 0915 EDT 20080808

THE ORI IN THE FOLLOWING RECORD (NIC/V123123123) HAS BEEN

MODIFIED TO YOUR AGENCY’S FROM ORI/KS0500100. YOUR AGENCY
IS NOW ADMINISTRATIVELY RESPONSIBLE FOR THIS RECORD.
MKE/STOLEN VEHICLE
ORI/KS1010000 LIC/ABC123 LIS/KS LIY/2009 LIT/PC
VIN/2P4555P026483 VYR/1995
VMA/PONT VMO/BON VST/SW VCO/BRO DOT/20070321
OCA/2325
NOA/Y
MIS/DARK TINTED WINDOWS
OAN/2007-00000123
NIC/V000032699 DTE/20070321 1432 EDT DLU/20070411 1600 EDT

$.O. Supervised Release Notification

A $.O. administrative message is sent to the ORI of the record when an inquiry, entry, or
modification transaction results in a hit response containing a supervised person record.

NCIC Operating Manual – Introduction

The following is an example of a $.O. administrative message:
$.O.
VA013123G
ORI/DC1234567 IS DC POLICE STATION 555-555-4321

AS A RESPONSE TO THE FOLLOWING TRANSACTION:

1N01HEADER.QW.DC1234567.NAM/SMITH, JOHN.DOB/19520521.SEX/M.RAC/W
A HIT OCCURRED ON A PROBATION OR SUPERVISED RELEASE
STATUS RECORD. PLEASE CONTACT REQUESTING ORI FOR DETAILS.
MKE/PROBATION OR SUPERVISED RELEASE STATUS
ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19520521 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A
SKN/DRK SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OCA/611112131 SID/VA99999999
OOC/ROBBERY
VLD/20000521 VLN/COBERLY, ROBERT
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20101009 SCI/VA12346J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/20050509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
SMT/TAT R ARM
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EDT DLU/20080328 1115 EDT

$.O. Incarcerating Agency Notification

Upon entry of detainer information, an unsolicited message is sent to the incarcerating

agency. The following is an example of the message:

$.O.
PA202230C
INCARCERATING AGENCY NOTIFICATION
ORI/MD1012600 HAS REPORTED THE FILING OF A DETAINER ON
NAM/SMITH, JOHN J NIC/W123456789
PLEASE CONTACT ORI/MD1012600 BEFORE SUSPECT IS RELEASED.

MKE/DETAINED WANTED PERSON-CAUTION

CMC/70 - SUICIDAL
EXL/1 - FULL EXTRADITION
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/OH
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTC113 MNU/AS-375145249 SOC/375145249
OLN/N222333444 OLS/MD OLY/2002

NCIC Operating Manual – Introduction

OFF/HOMICIDE - WILLFUL KILL - FAMILY - GUN
DOW/19991227 OCA/99-4889 SID/MD99999999
LOCATED/20011024 PA20202300 A345234 DETN
DOD/20010315 DNO/01-1234567890 IRI/PA202230C DIS/20011115 DSE/20020415
INC/PENNSYLVANIA STATE PEN
NIC/W123456789 DTE 1999 1228 0830 EST DLU/20000128 1115 EST

Upon modification of detainer information, an unsolicited message is sent to the

incarcerating agency. The following is an example of the message:

$.O.MDW. MODIFY DETAINER NOTIFICATION

PA202230C
NOTIFICATION AT 1201 EDT 20081001
ORI/MD1012600 HAS MODIFIED DETAINER INFORMATION ON
NAM/SMITH, JOHN J NIC/W123456789
PLEASE CONTACT ORI/MD1012600 BEFORE SUSPECT IS RELEASED.

MKE/DETAINED WANTED PERSON - CAUTION

CMC/70 - SUICIDAL
EXL/1 - FULL EXTRADITION
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/OH
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTCI13 MNU/AS-375145249 SOC/375145249
OLN/N222333444 OLS/MD OLY/2002
OFF/HOMICIDE - WILLFUL KILL - FAMILY - GUN
DOW/19991227 OCA/99-4889 SID/MD99999999
LOCATED/20011024 PA20202300 A345234 DETN
DOD/20010315 DNO/01-1234567890 IRI/PA202230C DIS/20011115 DSE/20020415
INC/PENNSYLVANIA STATE PEN
NIC/W123456789 DTE/19991228 0830 EST DLU/20000128 1115 EST

$.P. Purge Failure to Validate Notification

For those state/federal agencies using the on-line validation process, the NCIC System will
automatically retire all records that have not been validated in the required time frame. The
NCIC System generates a $.P. Purge Failure to Validate Notification that is sent to the ORI
for records retired due to the failure to validate.

The following is an example of a $.P. Purge Failure to Validate Notification:

$.P. PURGE FOR FAILURE TO VALIDATE

MD1012600
NCIC VALIDATION PURGE 20060206. THE FOLLOWING RECORD HAS BEEN PURGED
BY THE FBI DUE TO YOUR FAILURE TO VALIDATE. YOU MAY REENTER IF YOU DETERMINE
THE INFORMATION IS VALID, ACCURATE AND COMPLETE.
MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/MD LIY/2007 LIT/PC
VIN/9876543345210 VYR/1972 VMA/PONT VMO/BON VST/SW VCO/RED DOT/20050909
NOA/Y
OCA/56789

NCIC Operating Manual – Introduction

OAN/12345678
NIC/Vl23456789 DTE/20050908 0938 EDT DLU/20051228 1115 EST

$.P. Purge Notification

A purge notification will be sent to the ORI of record when a record has been retired as a
result of one of the following conditions:

1. A felony vehicle record on file for 90 days.

2. A vehicle record on file for 90 days that does not contain either a VIN or OAN.
3. A boat record on file for 90 days that does not contain a BHN, CGD, or OAN.
4. A person record that contains only one numeric identifier and the numeric identifier
expires.
5. A temporary felon record on file for 48 hours.
6. A wanted person or wanted juvenile record in a locate status for five days from the date
of the locate transaction.
7. An article, boat, gun, securities, and vehicle record that has been in a locate status for 10
days later than the date in the DOR Field.
8. A gang or terrorist record has reached the date in the DOP Field.
9. A detained wanted person record has reached the date in the DSE Field.
10. An article record has passed its retention period and TYP is equal to IBADGE or
ICREDEN and was entered prior to 8/2/2009.
11. An identity theft record has reached the date in the DOP Field.

(Each chapter contains a section on automatic retirement.)

The following is an example of a $.P. administrative message:

$.P.
MD1012600

THE FOLLOWING RECORD HAS BEEN PURGED BY THE FBI COMPUTER DUE TO

EXPIRATION OF THE RETENTION PERIOD.

MKE/STOLEN BOAT
ORI/MD1012600 REG/DC1234ZZ RES/DC REY/1996 HUL/WD
BYR/1995 PRO/OB BMA/LBC BTY/RUN BLE/17
BCO/RED DOT/19970820
OCA/3245353
NOA/Y
NIC/B528475481 DTE/19970822 0000 EDT DLU/19970822 0000 EDT

For Protection Order File records, the ORI of record will receive a $.P. message 5 days
before the record is to expire. This unsolicited message alerts the agency that if the court
changed the Protection Order’s expiration date (EXP), the record should be modified.

The following is an example of the message:

NCIC Operating Manual – Introduction

$.P.
MD1012600
THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUS IN FIVE DAYS BY THE FBI
COMPUTER BASED ON THE EXPIRATION DATE CONTAINED IN THE PROTECTION ORDER RECORD.
UNLESS ACTION IS TAKEN TO INCREASE THE EXPIRATION DATE, MODIFICATION OR
CLEARANCE OF THE RECORD WILL BE PROHIBITED AFTER THE FIFTH DAY.

MKE/PROTECTION ORDER
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19491012 HGT/510 WGT/175 EYE/BRO HAI/BRO
SKN/DRK SMT/SC R HND
FPC/121011C0141159TTCI13 MNU/AS-123456789 SOC/123456789
PNO/3425163553 BRD/Y ISD/19960112 EXP/19990112 CTI/VA124567
PPN/SMITH, JULIA PSX/F PPR/W PPB/19500910
PCO/01 – THE SUBJECT IS RESTRAINED FROM ASSAULTING, THREATENING, ABUSING,
PCO/HARASSING,FOLLOWING, INTERFERING, OR STALKING THE PROTECTED PERSON AND/OR
PCO/THE CHILD OF THE PROTECTED PERSON
OCA/611112131 SID/MD99999999
NOA/Y
NIC/H146203706 DTE/19960120 0100 EST DLU/20070328 1115 EDT

If no action is taken by the entering agency to modify the EXP, the record will expire after
the 5th day. Inactive records (expired and cleared) will be maintained online for the
remainder of the year plus 5 years. At the end of that time, NCIC will not notify the ORI of
record. Records that are in an expired or cleared status cannot be modified.

For National Sex Offender Registry records, the ORI of record will receive a $.P. message
when the current date is the same as the date in the ERD Field.

An example of the message follows:

$.P.
MD1012600

THE FOLLOWING RECORD HAS BEEN PLACED IN EXPIRED STATUS BY THE FBI
NCIC BASED ON THE RETENTION PERIOD OF THE SEX OFFENDER RECORD.

MKE/SEXUAL OFFENDER
ORI/MD1012600 NAM/DOE, JOHN SEX/M RAC/W ETN/H POB/MD
DOB/19530531 HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/1234567
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/1234556789
ORD/19960923 ERD/19990101 SXP/N CRR/RAPE - GUN
CON/19960510 PLC/MD
AOV/12 SOV/F
OCA/923112665 SID/MD99999999
DNA/Y DLO/STATE LAB 555-555-1212
NIC/X146203706 DTE/19990930 1030 EDT DLU/20050101 0405 EST

NCIC Operating Manual – Introduction

Expired and cleared records will be maintained online for the remainder until the record is
canceled. Records that are in an expired/inactive status cannot be modified.

For Gang File Group Member records, the ORI of record will receive a $.P. message when a
Reference Group record is purged because the Reference Group no longer exists (the
Reference Group was canceled by the owning ORI).

The following is an example of the message:

$.P.
MD1230000

THE FOLLOWING GANG MEMBER RECORD HAS BEEN PURGED BY THE FBI COMPUTER
BECAUSE AN ASSOCIATED GANG REFERENCE RECORD IS NOT ON FILE.

MKE/CRIMINAL GANG MEMBER - CAUTION

ORI/MD1230000 NAM/DOE, SAM SEX/M RAC/W ETN/H POB/MD
DOB/19730531 HGT/601 WGT/209 EYE/BLU HAI/BR FBI/1234567
SKN/DRK SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/MD-123456789 SOC/123456789
GNG/CRIPS*BTMD SGP/ROARING50S*BTMD
ECR/A DOP/20010115 OCA/3245323 SID/MD99999999
NIC/T146203706 DTE/19980116 1245 EST DLU/20000328 0000 EST

The $.P. message is sent to the National Insurance Crime Bureau (NICB) when a vehicle,
part, or boat record has been purged. The records that are subject to $.P. messages are
vehicle records without a VIN or OCA; felony vehicle records on file for 90 days; boat
records without a BHN, CDG, or OAN; located records in suppressed status; or
vehicle/part/boat records purged because they were not validated.

The following is an example of the message:

$.P.
NICB NOTIFICATION AT 1600 EST 19990830
THE FOLLOWING RECORD HAS BEEN PURGED BY THE FBI COMPUTER DUE TO EXPIRATION OF THE RETENTION
PERIOD.
NIC/B528475481 OCA/3425233

For a Supervised Release File record, the ORI of record will receive a $.P. message 30 days
prior to the date in the DPE Field.

An example of the message follows:

$.P.
VA013123G

THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUS IN THIRTY DAYS

BY THE FBI COMPUTER BASED ON THE EXPIRATION DATE CONTAINED IN THE
SUPERVISED RELEASE RECORD. UNLESS ACTION IS TAKEN TO INCREASE THE

NCIC Operating Manual – Introduction

EXPIRATION DATE, MODIFICATION OR CANCELLATION OF THE RECORD WILL BE
PROHIBITED AFTER THE THIRTIETH DAY.

MKE/PROBATION OR SUPERVISED RELEASE STATUS

ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19520521 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A
SKN/DRK SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OCA/611112131 SID/VA99999999
OOC/ROBBERY
VLD/20000521 VLN/COBERLY, ROBERT
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20101009 SCI/VA12346J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/20050509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EST

$.P. Sentence Expiration Notification

Five days prior to the date of sentence expiration (date shown in the DSE), the ORI of record
will receive a $.P. message. This unsolicited message from NCIC is a reminder to the agency
of the subject's pending release and the need to contact the incarcerating agency to arrange
extradition. The following is an example of the message:

$.P.
MD1012600

SENTENCE EXPIRATION NOTIFICATION

THE FOLLOWING RECORD WILL BE RETIRED IN FIVE DAYS BY THE FBI
COMPUTER BASED ON THE SENTENCE EXPIRATION DATE CONTAINED IN THE
DETAINED WANTED PERSON RECORD
UNLESS ACTION IS TAKEN TO INCREASE THE SENTENCE EXPIRATION DATE

MKE/DETAINED WANTED PERSON-CAUTION

CMC/70 - SUICIDAL
EXL/1 - FULL EXTRADITION
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/OH
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTC113 MNU/AS-375145249 SOC/375145249
OLN/N222333444 OLS/MD OLY/2002
OFF/HOMICIDE - WILLFUL KILL - FAMILY - GUN
DOW/19991227 OCA/99-4889 SID/MD99999999
NOA/Y

NCIC Operating Manual – Introduction

LOCATED/20011024 PA2022300 A345234 DETN
DOD/20010315 DNO/01-1234567890 IRI/PA202230C DIS/20011115 DSE/20020415
INC/PENNSYLVANIA STATE PEN
NIC/W123456789 DTE 1999 1228 0830 EST DLU/20080328 1115 EDT

$.Q. Sex Offender Notification

A $.Q. administrative message is sent to the ORI of an existing National Sex Offender
Registry record when another National Sex Offender Registry record is entered or modified
to include matching identifiers. A match is determined by 1) FBI, 2) SOC, or 3) NAM (or
AKA) and DOB. Upon receipt of the notification, the first ORI should ensure their NSOR
record is still valid and update as appropriate.

The following is an example of a $.Q. administrative message:

$.Q.
MD0012600
INDIVIDUAL OF YOUR RECORD WITH NIC/X123456546 HAS BEEN MATCHED BY
FBI FIELD TO THE FOLLOWING NEWLY ENTERED/MODIFIED
SEX OFFENDER RECORD WITH NIC/X999999980 IN NCIC. PLEASE REVIEW
YOUR RECORD AND UPDATE RECORD AS APPROPRIATE.

1N01HEADER.MXS.MI0090000.NIC/X999999980.OCA/1998-12345A.FBI/99999AB9

$.Q.OUT. Out Of State Registration Notification

When the STA Field in a National Sex Offender Registry record is entered or modified to
contain a state code that is different from the state of the ORI, the NCIC System will transmit
notifications to the Sex Offender Registry Point of Contact (POC) for the state/territory of
record. The POC’s ORIs are listed in Section 6.3 of this Introduction.

The following is an example of a $.Q.OUT. notification:

$.Q.OUT. OUT OF STATE REGISTRATION

FL0370100
NCIC OUT OF STATE REGISTRATION NOTIFICATION AT 0545 EST 20101214.
YOUR RECORD NIC/X123456789 CONTAINS AN ADDRESS FOR THE SEX OFFENDER
IN ANOTHER JURISDICTION.
MKE/SEXUAL OFFENDER
OFS/23 - COMPLIANT
ORI/FL1230000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/MD
DOB/19620530 HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/123456A CTZ/US
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/FL OLY/2014
ORD/19980923 ERD/NONEXP SXP/N CRR/SEX OFFENSE
CON/19810510 PLC/MD
AOV/12 SOV/M
OCA/92312665 SID/FL99999999
MIS/CONVICTED OF INDECENT LIBERTIES WITH A MINOR

NCIC Operating Manual – Introduction

DNA/N
ADD/01 - RESIDENCE (LAST KNOWN)
SNU/112 SNA/ELM STREET
CTY/ANY CITY STA/FL ZIP/99999
COU/WASHINGTON
TNO/555 555-5555
ADD/09 - TEMPORARY LODGING BDA/20101221 EDA/20110103
SNU/987 SNA/MAIN STREET
CTY/ANOTHER TOWN STA/NC ZIP/99999
COU/JEFFERSON
NIC/X123456789 DTE/19990930 0430 EDT DLU/20101214 EST

$.Q.STA. Offender Within State Notification

When the STA Field in a National Sex Offender Registry record is entered or modified to
contain a state that is different from the state of the ORI, the NCIC System will transmit
notifications to the Sex Offender Registry Point of Contact (POC) for the state contained in
the STA Field.

The following is an example of a $.Q.STA. notification:

$.Q.STA. OFFENDER WITHIN STATE

NCDCI0000
NCIC OUT OF STATE REGISTRATION NOTIFICATION AT 0545 EST 20101214.
RECORD NIC/X123456789 ENTERED BY FLORIDA CONTAINS AN
ADDRESS FOR THE SEX OFFENDER WITHIN YOUR JURISDICTION.
MKE/SEXUAL OFFENDER
ORI/FL1230000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/MD
DOB/19620530 HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/123456A
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/FL OLY/2014
ORD/19980923 ERD/NONEXP CRR/SEX OFFENSE
CON/19810510 PLC/MD
AOV/12 SOV/M
OCA/92312665 SID/FL99999999
MIS/CONVICTED OF INDECENT LIBERTIES WITH A MINOR
DNA/N
ADD/01 - RESIDENCE (LAST KNOWN)
SNU/112 SNA/ELM STREET
CTY/ANY CITY STA/FL ZIP/99999
COU/WASHINGTON
TNO/555 555-5555
ADD/09 - TEMPORARY LODGING BDA/20101221 EDA/20110103
SNU/987 SNA/MAIN STREET
CTY/ANOTHER TOWN STA/NC ZIP/99999
COU/JEFFERSON
NIC/X123456789 DTE/19990930 0430 EDT DLU/20101214 EST

NCIC Operating Manual – Introduction

$.R. Transmit Benefits Data Notification

A $.R. is transmitted to the ORI of the transaction when the System is in statistics mode and
a NCIC formatted locate or clear transaction is entered without benefits data and benefits
data have not been previously supplied for the record.

$.R.
VA0290100
THE CLEARED TRANSACTION WITH HEADER
1N01HEADER FOR THE FOLLOWING
RECORD DID NOT CONTAIN BENEFITS DATA:
MKE/CANCELED STOLEN VEHICLE
ORI/VA0290100 LIC/1234567 LIS/VA LIY/2004 LIT/PC
VIN/3J573A7012345 VYR/1971 VMA/OLDS VMO/SUP VST/2T
VCO/WHI/BLU DOT/20040729 OCA/99999
NIC/V756196908 DTE/20040801 1130 EDT DLU/20060328 1115 EST
TRANSMIT BENEFITS DATA AS SOON AS POSSIBLE

$.S. Statistics Mode Notification

A $.S. is transmitted when the NCIC System enters the statistics mode.

$.S.

STATISTICS MODE NOTICE

ALL REMOVALS OF NCIC RECORDS
MUST CONTAIN REASON FOR RECORD REMOVAL AND
APPROPRIATE BENEFITS DATA FOR PERIOD
0600 EST 19991101 TO 0600 EST 19991102

$.N. NCMEC Modify Notification

A $.N. NCMEC Modify Notification is sent to the ORI of the record when NCMEC modifies
the MNP Field or enters, modifies, or cancels an image record linked to the ORI’s NCIC
record

The following is an example of the $.N. NCMEC Modify Notification:

$.N. NCMEC MODIFY NOTIFICATION

MD1012600
NOTIFICATION AT 1600 EST 20051121

YOUR RECORD NIC/M123456789 WAS UPDATED BY NCMEC. EITHER THE MNP FIELD WAS MODIFIED OR
IMAGE DATA WAS ENTERED, MODIFIED, OR CANCELED.
MKE/MISSING PERSON ENDANGERED
ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W POB/MD DOB/20001012
DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/DDD111
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT

NCIC Operating Manual – Introduction

 MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST

III ADMINISTRATIVE MESSAGES

III administrative messages will be received by all control terminals regardless of

participation in the III. All III administrative messages can be found in the III chapter.

NICS ADMINISTRATIVE MESSAGES

A NICS out-of-service notification is transmitted when NICS is going out of service.

$.NICS.DOWN.
NICS GOING DOWN

NICS OUT OF SERVICE UNTIL <hhmm> EST

A NICS return to service notification is transmitted when NICS is returned to service.

$.NICS.UP.
NICS IN SERVICE AT <hhmm> EST

SECTION 3--QUALITY CONTROL, VALIDATION, AND OTHER PROCEDURES

3.1 MAINTAINING SYSTEM INTEGRITY

The primary responsibility for the entry and maintenance of accurate, timely, and complete
records lies with the entering agency. However, the CJIS System Agency (CSA) assumes a
large degree of administrative responsibility, and possible legal liability, for the maintenance
of a criminal justice information system. This responsibility is being further defined by the
courts. Accordingly, the CSA should institute appropriate and reasonable quality assurance
procedures for all federal and state System users. It appears from the cases reviewed that the
courts have specifically addressed the issue as to whether criminal justice information system
administrators (i.e., CTO, CSO, or agency head) can be held liable for the negligent
mishandling of a criminal justice record. In relation to Title 42, United States Code 3771,
there is a standard which is prescribed for record management and, perhaps, the
establishment of maintenance standards for these records. Criminal justice agencies
specifically have a duty to maintain records that are accurate, complete, and up-to-date. To
ensure reasonably sufficient record management, for electronic and/or hardcopy case
management systems, each CSA should ensure that there are security standards, audit
standards, and personnel training standards which allow accurate and up-to-date records and

NCIC Operating Manual – Introduction

proper/secure dissemination of the same. The following standards have been established and
approved by the CJIS APB with regard to security, audit, and training:

1. Security

Security standards are documented in the CJIS Security Policy. The CJIS Security Policy
includes personnel, physical and technical security, as well as user authorization and
dissemination.

2. Audit

All federal and state CSAs shall establish a system to triennially audit every terminal
agency that operates workstations, access devices, mobile data terminals, or
personal/laptop computers to ensure compliance with state and FBI CJIS policy and
regulations.

In addition to audits conducted by all CSAs, each federal and state CSA shall be audited
at least once every three years by the FBI CJIS audit staff. This audit shall include a
sample of state and local criminal justice agencies. The objective of this audit is to verify
adherence to FBI CJIS policy and regulations and is termed a compliance audit. In order
to assist in this audit, each CSA will respond to a preaudit questionnaire which will serve
as the audit guideline. A compliance audit may be conducted on a more frequent basis
should it be necessary due to failure to meet standards of compliance.

Such compliance audits shall cover the following areas in connection with both the III
and NCIC stolen property and person records:

1. Accuracy

Any NCIC entry should contain only correct data. In addition, CSAs should
maintain necessary documentation as required by FBI CJIS policy. They
should also ensure that documentation is available from state and local users
accessing NCIC through them.

2. Completeness

Information contained in an NCIC entry or in a criminal history record to be

disseminated is comprised of all the pertinent available information.

3. Timeliness

Entry, modification, update, and removal of information are completed as soon

as possible after information is available and information is processed and
transmitted in accordance with standards as established by the APB.

NCIC Operating Manual – Introduction

 4. Security

An organization protects its information against unauthorized access, ensuring

confidentiality of the information in accordance with laws and FBI CJIS
policy, regulations, and standards.

5. Dissemination

All information released is in accordance with applicable laws and regulations,

and a record of dissemination of criminal history records is maintained.

In addition, CSAs should ensure that documentation is available from local

users to assist in triennial state and federal audits.

3. Training

CSAs must:

1. Within 6 months of employment or assignment train, functionally test, and

affirm the proficiency of terminal (equipment) operators in order to assure
compliance with FBI CJIS policy and regulations;

2. Biennially, provide functional retesting and reaffirm the proficiency of

terminal (equipment) operators in order to assure compliance with FBI CJIS
policy;

3. Maintain records of all training, testing, and proficiency affirmation;

4. Initially (within 12 months of employment or assignment) provide all

sworn law enforcement personnel with basic training in NCIC matters
to ensure effective use of the System and compliance with FBI CJIS
policy regulation;

5. Make available appropriate training on NCIC System use for criminal

justice practitioners other than sworn personnel;

6. Provide all sworn law enforcement personnel and other practitioners

with continuing access to information concerning NCIC /state Systems
using methods such as roll call and in-service training;

7. Provide peer-level training on NCIC System use, regulations, policy,

audits, sanctions, and related civil liability for criminal justice
administrators and upper-level managers; and

8. Annually review all curricula for relevancy and effectiveness.

NCIC Operating Manual – Introduction

3.2 MAINTAINING THE INTEGRITY OF NCIC RECORDS

Agencies that enter records in NCIC are responsible for their accuracy, timeliness,
and completeness. The FBI, as manager of the NCIC System, helps maintain the
integrity of the system through: 1) automatic computer edits which reject certain
common types of errors in data (edit instructions appear in each chapter of this
manual where applicable), 2) automatic purging of records after they are in a file for a
prescribed period of time (retention instructions appear in each chapter of this manual
where applicable),3) quality control checks by FBI CJIS Data Integrity staff, and 4)
periodically furnishing lists of all records on file for validation by the agencies that
entered them. This section addresses quality control and validation procedures.

Electronic Records Management System (ERMS) Note:

An ERMS is defined as any electronic database, including an electronic warrant

database. Agencies must conduct appropriate follow-up to resolve discrepancies
identified during synchronization and cross-checks. All electronic processes must be
approved and accepted by the CJIS Systems Agency and be in compliance with CJIS
security and NCIC policies. Compliance with CJIS and NCIC policies may be
achieved through electronic or manual processes.

Examples of ERMS processes include:

- an agency enters the original information directly into ERMS without paper.
- an agency completes a hard copy document, scans or enters the document into
an ERMS, performs a second-party check from the original hard copy, and
destroys the hard copy. All modifications are done on the ERMS.
- an agency completes a hard copy document, scans or enters the document into
an ERMS, performs a second-party check from the original hard copy, and
places the original copy in storage for historical purposes only. All
modifications are done on the ERMS.

In all cases, the information in the ERMS is considered the source document.

1. Accuracy

The accuracy of NCIC records is an integral part of the NCIC System. The
accuracy of a record must be double-checked by a second party.

The verification of a record should include assuring all available cross checks,
e.g., VIN/LIC, were made and that the data in the NCIC record match the data in
the investigative report.

Note: For ERMS, electronic synchronization and cross-checks are an acceptable

process to ensure the integrity of the NCIC. The synchronization and cross-checks
must compare the electronic record with the NCIC record to identify additional or
inaccurate information. The agency must take appropriate action to ensure the

NCIC Operating Manual – Introduction

 accuracy and completeness of the NCIC record as part of the second-party check
process. If the agency’s ERMS searches other databases or systems, such as the
Department of Motor Vehicles (DMV), court records, or the Interstate
Identification Index (III) to populate its NCIC records, the second-party check
must also include a file synchronization against the other sources checked, e.g.,
DMV, court, or III, and appropriate follow-up to resolve discrepancies to ensure
the accuracy and completeness of the NCIC records.

For an ERMS and prior to a data transfer process being implemented, the process
must be thoroughly tested and verified, via a “record-to-record” and “field-to-
field” comparison, for the accurate and complete transfer of the data to the NCIC.
Once tested, verified, and trusted, periodic synchronizations, to occur at least
annually, between the ERMS and NCIC are required to identify errors that may
have occurred in the transfer process. Synchronizations must also occur after
software and/or hardware upgrades and/or system maintenance. Front end testing
and verification is a requirement to allow a system to system data transfer to serve
as the second-party check on the transferred data from the ERMS to NCIC.

2. Timeliness

To ensure maximum system effectiveness, NCIC records must be entered

immediately when the conditions for entry are met, not to exceed 3 days, upon
receipt (electronic or hard copy format) by the entering agency. The only
exceptions to immediate entry are when otherwise prescribed by federal law or
when documentation exists to support delayed entry.

1. Wanted Person File -- Entry is made immediately after the decision to arrest
or authorize arrest has been made.

Before entering a wanted person record in NCIC, the entering agency must
attempt to determine, to the maximum extent possible, if extradition will be
authorized if the individual is located in another state. In situations where an
agency is absolutely certain that the wanted person will not be extradited, the
individual's record may be entered in NCIC indicating no extradition using
the EXL Field Also, if there is a limitation concerning extradition of the
wanted person, such information should be entered using the appropriate code
in the EXL Field . In instances where an ORI will not honor the extradition of
an individual, the ORI must initiate a modify message to update the
extradition limitation appropriately. Although all records may be entered into
the NCIC Wanted Person File, extradition must be addressed prior to entry so
that appropriate extradition information can be included in the record.

2. Federal Fugitive Records -- Entry is made immediately (i.e., within

24 hours) upon receipt of information by the inputting agency/office,
after the decision to arrest or authorize arrest has been made.

NCIC Operating Manual – Introduction

 Exceptions to this rule occur if imminent arrest is expected or other clear,
identifiable, operational reasons would preclude immediate entry (e.g.,
insufficient descriptive data resulting in a "John Doe" warrant). Any
exceptions to delayed entry in NCIC must be minimized and documented.

3. Missing Person File -- Entry is made as soon as possible once the

minimum data required for entry (i.e., all mandatory fields) and the
appropriate record documentation are available. For missing persons
under age 21, an NCIC Missing Person File record should be entered
within 2 hours of receiving the minimum data required for entry.

4. Article, Boat, Gun, License Plate, Securities, Vehicle/Boat Part,

and Vehicle Files -- Entry is made as soon as possible once the
minimum data required for entry (i.e., all mandatory fields) and the
record documentation are available. Information about stolen license
plates and vehicles should be verified through the appropriate motor
vehicle registration files prior to record entry if possible. However, if
motor vehicle registration files are not accessible, the record should be
entered into NCIC and verification should be completed when the
registration files become available.

5. All other files -- Entry is made as soon as possible once the minimum
data required for entry (i.e., all mandatory fields) and the appropriate
record documentation are available.

Additional explanations of "timely":

1. Modifying, clearing, locating, or canceling a federal fugitive's NCIC record

should occur immediately (i.e., within 24 hours) upon receipt by the inputting
agency/office of the information prompting the change.

2. Timely modification of a record is that which occurs as soon as

possible following the detection of erroneous data in an Existing
record and as soon as possible following the receipt of data not already
stored in the record.

3. Timely inquiry requires that the transaction is initiated before an

officer begins writing an arrest or citation document of any kind;
inquiries are stored when NCIC is not available and submitted at once
when the System returns, regardless of whether the subject is still in
custody; inquiry is made prior to release of a person who has been
incarcerated; and inquiry is made upon those who appear at a custodial
facility to visit inmates.

4. Timely entry of a locate is that which occurs as soon as reasonably

possible once the record in question has been confirmed with the

NCIC Operating Manual – Introduction

 originating agency.

5. Timely removal from the file requires immediate removal of the

record once the originating agency has documentation that the fugitive
has been arrested or is no longer wanted unless being detained.

3. Completeness

Complete records include all critical information that was available on the person or
property at the time of entry. Critical information is defined as data fields that will: (1)
increase the likelihood of a positive hit on the subject or property and aid in the
identification of a subject or property; or (2) assist in compliance with applicable laws
and requirements. Validation should include a review of whether additional information
which is missing from the original entry that could be added has become available for
inclusion to the record.

Complete inquiries on persons include numbers, i.e., Social Security number, passport,
vehicle identification number, license plate, driver's license, etc., that could be indexed in
the record. Inquiries should be made on all names/aliases used by the suspect. Complete
vehicle queries include vehicle identification number and license plate numbers.

3.3 QUALITY CONTROL

FBI CJIS personnel periodically check records entered in the System for accuracy. Errors
discovered in records are classified as serious errors or nonserious errors. This classification
determines the type of action that is taken by FBI CJIS.

1. Serious Errors

1. Wanted Person File records which indicate that the subject is wanted for
questioning only.

2. Records entered for cashier's checks, bank drafts, bank officer's

checks, certified checks, checks issued to card holders by credit card
companies, company checks, government checks (local, state, and
federal), personal checks, personal notes, and promissory notes.

3. Records entered for stolen credit cards.

4. A missing person, wanted person, license plate, or vehicle record

containing inaccurate vehicular and/or license data that has been
verified as inaccurate by the State Department of Motor Vehicles
(DMV) where the vehicle is registered or by comparison with VIN
specifications obtained from the manufacturer.

NCIC Operating Manual – Introduction

 Such inaccuracies can be uncovered when the state of registry compares
license and vehicular data in the NCIC $.8. message with records contained in
its DMV Files. Upon discovery of inaccurate data, the state of registry should
advise the ORI of the error. If the ORI fails to correct the error within a
reasonable period of time, the state of registry should notify FBI CJIS. The
entry of incorrect data in the LIC, License Plate Year of Expiration (LIY), or
VIN Fields will be considered a serious error. Incorrect data entered in any of
these fields might lead to a false arrest or possibly more serious consequences.
On notification from the state of registry, FBI CJIS will cancel a Vehicle or
License Plate File record which contains inaccurate information in the LIC,
LIY, or VIN and will delete the inaccurate vehicular and/or license data from
a Wanted or Missing Person File record.

5. Records entered in the wrong file.

6. Property records entered with a nonunique number such as a stock

number, model number, an owner applied number in the SER Field, a
nonunique boat hull number, or nonunique boat registration number,
etc.

7. Property records entered with generic codes which do not have the
manufacturer's name or other identifiable data in the record.

2. FBI CJIS Procedures for Errors

In connection with maintaining the integrity of NCIC records, each state control terminal
agency should continue to develop and maintain stringent quality control procedures to
ensure that all records in NCIC are kept accurate, complete, and up-to-date.

1. Serious Errors

1. In cases of serious errors, FBI CJIS will cancel the record and transmit a
$.E. administrative message to the entering agency. The $.E. message
provides the entire canceled record and a detailed explanation of the
reason for cancellation.

2. Assumption of this limited responsibility for cancellation of

a user's entries in connection with the foregoing quality
control procedures does not make the FBI the guarantor of
the accuracy of NCIC records. The ORI is responsible for
the accuracy, completeness, and current status of its records
entered in NCIC.

NCIC Operating Manual – Introduction

 2. Nonserious Errors

1. A nonserious error is by definition an error found in any NCIC record

which is not covered by the above serious error list.

2. When a nonserious error trend is discovered, FBI CJIS will

mail a letter to the appropriate CSA. The CSA will forward
a copy of the letter or a similar letter to the agency
originating the record so corrective action can be taken. No
further action will be taken by FBI CJIS.

3.4 VALIDATION

1. Validation obliges the ORI 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.
In the event the ORI is unsuccessful in its attempts to contact the victim, complainant,
etc., the entering authority must make a determination based on the best information and
knowledge available whether or not to retain the entry in the file.

Note: The current supporting documents may be electronic or hard copy if the CSA and
the originating agency recognize the document as official. Also for electronic warrant
systems, checking the appropriate source to see if the warrant is still active may be
accomplished by using an ERMS. For ERMS, the CSA and the originating agency
should ensure additional checks and balances are in place to verify the validity of the
systems, i.e., files must be synchronized with the appropriate sources/systems being
used. The comparison must identify records that are non-existent in one or more of the
synchronized databases and the agency must conduct a follow-up to resolve
discrepancies. For valid records, the synchronization must also compare the electronic
record with the NCIC record to identify additional or inaccurate information. If the
agency’s ERMS searches other databases or systems, such as the DMV, court databases,
or the III, to populate its NCIC records, the monthly validation must also include file
synchronization against the other sources checked and follow-up to resolve discrepancies
to ensure the accuracy and completeness of the NCIC records.

2. Each month CSAs receive a file of records to be validated. The CSAs in turn distribute
the records to be validated to the ORIs as appropriate. On the first Saturday of the month,
the NCIC System selects the records scheduled for validation. The NCIC System does
not retrieve for validation those records that have been validated within the last calendar
month.

The CSA selects to conduct validations on-line or to notify CJIS that validations have
been completed.

NCIC Operating Manual – Introduction

 If a state/federal agency uses the on-line validation process, the agency must modify
each record being validated to include updated information in the Name of Validator
(VLN) Field. If a record has not been validated within a month from the request for
validation, the NCIC System will generate a $.F. Failure to Validate Notification to the
ORI on the Monday following the first Sunday of the month. The $.F. notification serves
as a warning for the agency to validate the record or the NCIC System will retire the
record during the next purge cycle. If the record is not validated by the first Sunday of the
following month, the NCIC System will retire the record and generate a $.P. Purge
Failure to Validate Notification.

3. Validation Schedule

1. On a monthly basis, the NCIC System extracts active records on file for
validation purposes. The validation includes a portion of each file and
includes those records 60-90 days old. In addition, it includes any records 14-
15 months old, 26-27 months old, 38-39 months old, etc. The validation
schedule is as follows:

Validation: Entries Made on:

January....................................October
February..................................November
March......................................December
April.......................................January
May.........................................February
June.........................................March
July..........................................April
August.....................................May
September............................... June
October....................................July
November................................August
December................................September

National Sex Offender Registry and Known or Suspected Terrorist File records are
selected for validation under an alternative procedure. See National Sex Offender
Registry and Known or Suspected Terrorist File chapters for details.

The FBI’s CJIS Division policy states that records in the Vehicle, Boat, Gun,
Vehicle/Boat Part, License Plate, and Securities Files and qualifying records in the
Article File must be validated only once when they are 60-90 days old. However,
CSAs must request to participate in the one-time only validation by contacting the
FBI CJIS Division at (304) 625-3000.

For all other person files, the first 60-90 day validation should be performed
according to the validation rules set forth in Section 3.4, paragraph 1. Subsequent

NCIC Operating Manual – Introduction

 validation cycles require contact with the court or other appropriate source to verify
the validity of the record.

2. The NCIC System sorts records by CSA. On a monthly basis, the CSAs are advised
when a file of records to be validated can be retrieved by way of a $.B. notification.
Upon receiving this notification, the CSA has 30 days to initiate a file transfer before
the file will be deleted. Within the file of records to be validated, each record is
presented as a $.C. REQUEST FOR VALIDATION message or in the validation
fixed format. The CSA distributes the records to be validated to the ORIs as
appropriate. CSAs must certify completed validation to the FBI’s CJIS Division prior
to the first Sunday of the second month following the date the validation material was
made available by the FBI.

The sequence of records included in the file is as follows:

1. Wanted/Gang Member
2. Missing/Unidentified
3. Vehicle/License Plate/Part/Boat
4. Gun
5. Securities
6. Protection Order
7. Supervised Release
8. National Sex Offender Registry
9. Identity Theft
10. Article
11. Violent Person

If the record, excluding National Sex Offender Registry records, has been
validated electronically within the last calendar month, then the record is
considered validated and is not included in the file of records to be validated.
If a National Sex Offender Registry record was validated electronically within
the last 11 months, then the record is not included in the file of records to be
validated.

3. Article File records containing a TYP Field codes beginning with "Q" and
"T", or “Z” will be validated as described in the Validation schedule above.
Other Article File records are not included in the validation process since they
have a short retention period. The NICS Denied Transaction File records are
also not subject to validation, since these records are a subset of data
maintained by the NICS. All other files are subject to validation.

4. Each agency must keep in mind the synchronization of records. The

records being validated will be chosen by date of entry, Eastern
Standard Time (EST) into NCIC. Agencies located in a different time
zone must realize that the validation will include records entered after

NCIC Operating Manual – Introduction

 midnight EST on the first of the month through midnight on the last
day of the month. The $.C. demonstrates the validation format.

4. Validation Procedures

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.

5. Validation Acknowledgment, Certification, and Response

1. CSAs are responsible for verifying the receipt of the monthly validation material. If a
CSA does not receive the validation material, the CJIS Systems Officer (CSO) or his/her
designee must advise the FBI’s Data Integrity staff at (304) 625-3020.

2. It is the CSA’s discretion as to the method for completing validation.

Validation certification means that:

1. The records contained on the validation listing have been reviewed by the originating
agencies;

2. The records which are no longer current have been removed from NCIC active
database and all records remaining in the System are valid and active;

3. Records contain all available information; and

4. The information contained in each of the records is accurate.

3. Certification response conditions:

1. The certification response, whether via the Name of Validator (VLN) Field, paper
certification, or The International Justice and Public Safety Network (NLETS)
message must be returned to FBI CJIS prior to the first Sunday of the second month
following the date the validation file was made available by the FBI.

CSAs that choose to certify completed validation via an NLETS message must
contact the FBI’s Data Integrity staff at (304) 625-3020 prior to implementation. The
NLETS message must be transmitted to the FBI at ORI DCFBIWA03 within the
designated time frame.

2. If a CSA has not received a certification response from an agency under its service
jurisdiction in time to certify to FBI CJIS that all records have been validated, the
CSA shall remove from NCIC all records, except Unidentified Person Records,
which are the subject of that agency's validation listing.

NCIC Operating Manual – Introduction

 3. If a CSA fails to certify any validation listing to the FBI CJIS within the specified
time, FBI CJIS shall remove all of that state's/federal agency's invalidated records,
except for Unidentified Person File records.

3.5 HIT CONFIRMATION PROCEDURES

1. Any agency which receives a record(s) in response to an NCIC inquiry must confirm the
hit on any record(s) which appears to have been entered for the person or property
inquired upon prior to taking any official actions based upon the hit NCIC record: 1)
arresting the wanted person, 2) detaining the missing person, 3) seizing the stolen
property, 4) charging the subject with violating a protection order, 5) denying the subject
the purchase of a firearm, or 6) denying the subject access to explosives as regulated
under the Safe Explosives Act. Additionally, an agency detaining an individual on local
charges where the individual appears identical to the subject of the wanted person record
and is within the geographical area of extradition must confirm the hit.

Confirming a hit means to contact the agency that entered the record 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, protection order, or theft report is still
outstanding; and

3. Obtain a decision regarding: 1) the extradition of a wanted person when applicable, 2)

information regarding the return of the missing person to the appropriate authorities,
3) information regarding the return of stolen property to its rightful owner, or 4)
information regarding the terms, conditions, and service of a protection order.

Note: The source documents used for hit confirmation may be electronic if the local
agency has implemented the controls required by the CSA for electronic documents
supporting NCIC records.

4. Determine if the entering agency wants the record to be located when the missing
person was identified by partial body parts.

2. Hit confirmation procedure is based on two levels of priority: Urgent and Routine.

Priority 1: Urgent

The hit must be confirmed within 10 minutes. In those instances where the hit is the only
basis for detaining a suspect or the nature of a case requires urgent confirmation of a hit,
priority 1 should be specified.

NCIC Operating Manual – Introduction

 Priority 2: Routine

The hit must be confirmed within 1 hour. Generally, this priority 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.

3. After establishing the priority level, the agency should then follow these procedures:

1. Upon receipt of a hit confirmation request, the ORI of the record must furnish a
substantive response within the designated timeframe, i.e., a positive or negative
confirmation or notice of the specific amount of time necessary to confirm or reject.

2. If the agency requesting confirmation does not receive a substantive response within
the designated timeframe, the agency should generate a second request with a copy to
its CSO and to the CSO of the agency that originated the record. The CSO (or his/her
designee) of the originating agency will initiate appropriate action to ensure proper
response to a hit confirmation request and to comply with System standards. The
CSO action must include canceling the record.

3. If the agency still fails to receive a response, the agency should then notify the NCIC
Quality Control staff by a third message with a copy to the CSAs involved. Failure on
the part of any CSA to ensure such compliance will be brought to the attention of the
APB.

4. NLETS is the recommended network for hit confirmation. Even if the initial
confirmation is handled via telephone, NLETS should be used for documentation.
NLETS has created an inquiry (YQ) and a response (YR) format for hit confirmation.

Responsibilities for the hit confirmation process are shared between the agency that
received the hit and the agency that enters the record.

5. Every agency upon taking a person into custody identifying a missing person, or
acquiring property, after confirming the hit, must place a locate on the corresponding
NCIC record(s).

Exception: If the missing person has been positively identified by partial body parts,
the locating agency should determine if the entering agency wants the record to be
located. The record may remain in NCIC for future positive identification in the event
additional body parts are subsequently recovered.

6. Agencies using ERMS are encouraged to maintain copies (electronic or hard copy) of
hit confirmation information, to include YQ and YR messages, to assist in the event
that the agency needs to substantiate the actions(s) it has taken pertaining to a hit
confirmation.

NCIC Operating Manual – Introduction

3.6 HEADERS

1. A header is a sequence of characters acceptable to the NCIC computer which is used to

provide message information for the CSA. A header will not be stored as part of any
NCIC record (other than the transaction log), but will be held temporarily during
processing of the incoming message and returned to the originating terminal as the first
item in the NCIC System’s response and/or acknowledgment.

2. Header Requirements:

1. Each header must contain a minimum of 9 characters and may contain a maximum of
19 characters.

2. All characters must be from the NCIC Character Set defined in 3.7 of this section.

3. The first 4 characters of the header are used by the NCIC System for appropriate
routing.

3. Header Prefixes:

1. 1N01 -- Directs the message to any one of the NCIC files, i.e., all person and property
files. The 1N01 header on an incoming transaction indicates the user is performing a
transaction using the NCIC format.

2. TN01 -- Directs the message to any one of the test NCIC files, i.e., all person and
property files. The TN01 header on an incoming transaction indicates the user is
performing a test transaction using the NCIC format (except image transactions).

3. 1B01 -- Is used when NCIC image transactions are performed, i.e., the following
MKEs: Enter Image (EIM) or Modify Image (MII).

4. TB01 -- Directs the message to the test NCIC hot files when NCIC test image
transactions are performed, i.e., the following MKEs: EIM, and MII.

5. 2L01 -- Directs the message to the III File.

6. 6L01 -- Directs the message to NICS.

7. ML01 -- Directs the message to NLETS.

8. Positions 5 through 17 are reserved for the user agency. Characters 18 and 19 are
reserved for use by the NCIC workstation in addressing Mobile Imaging Units
(MIUs). This is applicable only when the transaction was originated by a MIU
developed by the NCIC program or one using the software developed by NCIC.

NCIC Operating Manual – Introduction

 4. The NCIC response to any transaction begins with a header in which the first 4 characters
identify the type of response that follows, i.e., the last transmittable unit of a response
contains L in the second position (1L01); each transmittable unit belonging to the same
response contains a unique sequence number in position 2 through 4 of the header (e.g.,
1011); the second digit of the response header is either L (last transmittable unit) or O;
and the next two digits may be anything from 01 to 99.

3.7 CHARACTER SET

1. The NCIC character set is comprised of the alpha characters A through Z, the numeric
characters 0 through 9, the comma (,), the dollar sign ($), the ampersand (&), the hyphen
(-), the blank or space, the slash (/), the asterisk (*), the pound sign (#), the left
parenthesis (( ), the right parenthesis ( )), the plus sign (+), the semicolon (;), the percent
sign (%), the apostrophe ('), the at sign (@), the tilde (~), the exclamation point (!), the
quotation mark ("), the caret (^), the underscore (_), the grave accent (`), the equal sign
(=), the opening brace ({ ), the closing brace ( }), the less than sign (<), the greater than
sign (>), the question mark (?), the colon (:), the opening bracket ([) , the closing bracket
(]) , the reverse slant (\), and the vertical bar (|).

For III inquiries, the allowable character set is comprised of the alpha characters A
through Z, the numeric characters 0 through9, the comma (,), the dollar sign ($), the
ampersand (&), the hyphen (-), the blank or space, the slash )/), the asterisk (*), the
pound sign (#), the left parenthesis ((), the right parenthesis ()), the plus sign (+), the
semicolon (;), the percent sign (%), and the apostrophe (‘).

2. A period (.) is used as a delimiter only. It must be used to end each field of data in the
message except the last field prior to the end of transmission (EOT) in which case the
period is optional.

3. The NCIC System automatically changes the alphabetic "O" used in NCIC transactions to
the numeric (0). The alphabetic "O" will only appear in the message field codes, ORI
records in response to an inquiry, and informational and/or instructional phrases
transmitted by the NCIC System. For example: DOB, DCOSI0000, NO NCIC RECORD,
and IMMED CONFIRM RECORD WITH ORI. Headers are not converted, even though
an O in any of the first 4 positions would be rejected.

3.8 RETENTION OF TERMINAL-PRODUCED PRINTOUT

1. When an operational inquiry on an individual or property yields a valid positive response

(hit), the terminal-produced printout showing the inquiry message transmitted and the
record(s) on file in NCIC should be retained for use in documenting probable cause for
the detention of the missing person, arrest of the wanted person, or seizure of the
property. The printout may also prove valuable in a civil suit alleging a false arrest, a
false imprisonment, a civil rights violation, or an illegal seizure of property. If two-part
paper is used, either the original or the legible copy is admissible in federal court.

NCIC Operating Manual – Introduction

 Whether a state court will accept the legible copy or whether only the original will suffice
depends on the state's rules of evidence.

2. When an NCIC inquiry yields a hit, the terminal employee making the inquiry should
note on the terminal-produced printout precisely how, when, and to whom the
information was given, initial and date this notation, and forward the printout to the
inquiring officer or agency for retention in the case file. This procedure establishes the
chain of evidence for the communication should the arresting officer need to substantiate
actions in a judicial proceeding.

3. The printout should be retained for as long as there remains any possibility that the
defendant will challenge the arrest, search, or other law enforcement action taken because
of the information contained on the printout. The printout should be retained until all
possible levels of appeal are exhausted or the possibility of a civil suit is no longer
anticipated.

3.9 NAME MATCHING

1. The technique used to match the name in an inquiry with the name in a record on file in
NCIC is called the New York State Identification and Intelligence System (NYSIIS).
NYSIIS coding is used in the Name (NAM), Alias (AKA), Person with Information Alias
(PAK), Person with Information Name (PIN), and Protected Person Name (PPN) Fields
of the person files and the Owner (OWN) Field of the Securities File where the owner is
an individual. When the inquiry includes both NAM and DOB, primary hits are
determined by using a phonetic encoding of the last name and an exact match on the
input month, day, and year of birth. An extended NYSIIS algorithm is used.

2. If the input last name corresponds to a name within a list of common surnames, the
primary hit is further qualified by comparing the first character of the input given name to
the first character of a given name on a person's record.

3. If the input given name corresponds to a list of NCIC nicknames, it is replaced by a

corresponding proper name specified in the nickname for search purposes. For example,
Bill is replaced with William and Betty is replaced with Elizabeth.

4. If the input last name contains a hyphen (-), primary hits are determined by using each
hyphenated name part as a last name as well as all combinations of the hyphenated name
parts. For example, a surname of Saenz-Parada-Lopez will be searched as Saenz-Parada-
Lopez, Saenz-Lopez-Parada, Lopez-Parada-Saenz, Lopez- Saenz-Parada, Parada-Lopez-
Saenz, Parada-Saenz-Lopez, Saenz, Parada, and Lopez.

5. Expanded Name Search: If the input value of ENS is the character "Y" and NAM and
DOB are specified, primary hits are determined using each input name part as a last
name, interchanging the remaining name parts as given names. For example, Bryan,
Morgan Lee; Bryan, Lee Morgan; Morgan, Lee Bryan; Morgan, Bryan Lee; Lee, Morgan
Bryan; and Lee, Bryan Morgan.

NCIC Operating Manual – Introduction

 6. Expanded Date of Birth Search: If the input value of the EBS Field is the numeric 1,
primary hits are determined by NCIC searching the exact month and day and a range of
plus or minus 1 year of the input date of birth. If the input value of the EBS Field is the
numeric 3, primary hits are determined by an NCIC search of records with the exact
month and day, plus or minus 1 year, and records with the month and day of the input
date of birth transposed. If the EBS Field is not included or is blank, primary hits are
determined by an NCIC search of records with the exact date of birth.

3.10 NAME SEARCH IN III

The III name search technique is explained in detail in the III chapter.

3.11 TERMINAL AND/OR LINE FAILURE

1. Every effort will be made to notify users on-line when the NCIC computer is going out of
service. However, when NCIC goes out of service unexpectedly, an out-of-service
message cannot be sent. Operational failure of a user's terminal may result from one of
four conditions:

1. The NCIC computer is out of service;

2. The control terminal fails or is out of service;

3. A circuit problem; or

4. The user's terminal malfunctions.

A CSA should make every effort to verify that the difficulty does not lie within
its terminal equipment. If the difficulty is a terminal malfunction, the CSA should
notify the local terminal maintenance office for repair.

2. System activity and line traffic are monitored at the NCIC computer center. When there
is line difficulty or malfunctioning of a data set, the area office of the vendor providing
communication service is immediately notified by FBI CJIS. It is not always possible to
make a specific diagnosis of the trouble at the FBI CJIS. In some cases, it is only known
that an agency is not responding or is not responding properly to the NCIC computer. If,
after a reasonable amount of time, the user's problem has not been rectified, FBI CJIS
will notify the appropriate vendor.

3. When an out-of-service status and an analysis indicate that the problem is not terminal
equipment difficulty such as power supply, paper supply, switches improperly set, or
terminal malfunction, a CSA should:

1. Immediately notify the local vendor providing communication service;

NCIC Operating Manual – Introduction

 2. Log the time of notification;

3. Note the circumstances relating to the problem; and

4. If after a reasonable period of time the vendor's efforts have not resolved the problem,
notify the FBI CJIS (telephone 304-625-HELP [4357]) of the time the vendor was
notified and a brief description of the problem.

3.12 FILE REORGANIZATION AND PURGE SCHEDULE

During the monthly purge cycle, NCIC sends the $.P. notifications to the ORIs informing
them their record has been retired. The System will no longer require restricted service
during the monthly purge process. NCIC retires records immediately at the end of their
retention period, making them accessible only through an SPRQ search.

3.13 III FILE RESTRICTED SERVICE

Users are advised of restricted service periods through on-line transmissions of NCIC
administrative messages. When the NCIC System goes out of service for more than 15
minutes without NCIC having previously sent an out-of-service message, a NLETS All
Points Broadcast is sent to advise users of the outage.

3.14 NCIC NUMBERS (NIC NUMBERS)

Each record entry message that is accepted for storage in the NCIC System is assigned a
unique NCIC Number (NIC) for record identification purposes.

1. If the prefix of the NIC is a single alphabetic character, the NIC has 10 characters,
consisting of an alphabetic character that identifies the NCIC file in which the record is
indexed, a 7-character unique number, and 2 check digits.

2. If the prefix of the NIC is double alphabetic characters, the NIC has 10 characters,
consisting of double alphabetic characters that identify the NCIC file in which the record
is indexed, a 6-character unique number, and 2 check digits.

The first character of the File Indicator will remain static, and the second alphabetic
character will indicate the NCIC file. The first alphabetic character will be designated as
a “Y.” The “Y” will indicate that the second alphabetic character must be used to
determine the NCIC file in which the record is indexed. The second position may be any
alphabetic character (except O).

3. The 2 check digits are used to validate NICs when they are used in inquiry messages and
when they are used to identify records in modify, locate, cancel, and clear transactions.

NCIC Operating Manual – Introduction

 4. NIC Check Digit Algorithm

When an NIC is used as an identifier in a cancel, clear, inquiry, locate, or modify

message, the NCIC verifies the validity of the number using the two check digits, i.e., the
last two characters of the number. The following algorithms are used for the process:

If the prefix of the NIC is a single alpha character, the digits of the sequential number
(positions 2 through 8 of the number) are multiplied by a value, as follows:

Multiplication
Factor
Position 2 8
Position 3 7
Position 4 6
Position 5 5
Position 6 4
Position 7 3
Position 8 2

If the prefix of the NIC is double alphabetic characters, the digits of the sequential number
(positions 3 through 8 of the number) are multiplied by a value, as follows:

Multiplication
Factor
Position 3 8
Position 4 7
Position 5 6
Position 6 5
Position 7 4
Position 8 3

The products of these are totaled and a value, as indicated below, is added for the alphabetic file
indicator. This total comprises the check digits. If the total is greater than 99, the high order digit
is dropped.

File File
Indicator Indicator
Value Data Type
A 5 Article records entered on/between 1/27/67 and 5/5/86
9 Article records entered on/between 5/5/86 and 4/21/98
10 Article records entered on/between 4/21/98 and 7/11/1999
11 Article records entered on/between 7/11/1999 and 2/12/2012
12 Article records entered on/after 2/12/2012
B 4 Boat records entered on/between 1/27/67 and 8/6/79

NCIC Operating Manual – Introduction

 8 Boat records entered on/between 8/6/79 and 8/8/88
12 Boat records entered on/between 8/8/88 and 4/20/95
13 Boat records entered on/between 4/20/95 and 7/11/1999
14 Boat records entered on/after 7/11/1999
C 1 Supervised Release records
E 1 NICS Denied Transaction records
G 2 Gun records entered on/prior to 7/11/1999
3 Gun records entered on/after 7/11/1999
H 1 Protection Order records entered on/prior to 7/11/1999
2 Protection Order records entered on/between 7/11/1999 and 6/3/2007
3 Protection Order records entered on/between 6/3/2007 and 8/19/2012
4 Protection Order records entered on/between 8/19/2012 and 1/10/2017
5 Protection Order records entered on/after 1/10/2017
I 1 Image records entered on/prior to 4/7/2013
2 Image records entered on/after
J 1 Identity Theft Records
K 1 Protective Interest records
L 1 Violent Person records
M 7 Missing Person records entered on/prior to 2/13/97
8 Missing Person records entered on/between 2/13/97 and 7/11/1999
9 Missing Person records entered on/between 7/11/1999 and 5/1/2011
10 Missing Person records entered on/after 5/1/2011
N 1 Immigration Violator records entered on/prior to 5/8/97
2 Immigration Violator records entered on/between 5/8/97 and 7/11/1999
3 Immigration Violator records entered on/after 7/11/1999
P 3 License Plate records entered on/before 2/23/96
4 License Plate records entered on/between 2/23/1996 and 7/11/1999
5 License Plate records entered on/after 7/11/1999
R 11 CPIC Data records entered on/prior to 7/11/1999
12 CPIC Data records entered on/after 7/11/1999
S 6 Securities records entered on/prior to 7/11/1999
7 Securities records entered on/after 7/11/1999
T 1 Gang/Known or Suspected Terrorist Member records entered on/prior to 5/8/97
2 Gang/Known or Suspected Terrorist Member records entered on/between 5/8/97
and 7/11/1999
3 Gang/Known or Suspected Terrorist Member records entered on/after 7/11/1999
U 7 Unidentified Person records entered on/prior to 2/13/97
8 Unidentified Person records entered on/between 2/13/97 and 7/11/1999
9 Unidentified Person records entered on/after 7/11/1999
V 4 Vehicle and Vehicle/Boat Part records entered on/between 1/27/67 and 8/6/79
8 Vehicle and Vehicle/Boat Part records entered on/between 8/6/79 and 8/8/88
12 Vehicle and Vehicle/Boat Part records entered on/between 8/8/88 and 4/20/95
13 Vehicle and Vehicle/Boat Part records entered on/between 4/20/95 and 7/11/1999
14 Vehicle and Vehicle/Boat Part records entered on/between 7/11/1999 and
11/5/2006

NCIC Operating Manual – Introduction

 15 Vehicle and Vehicle/Boat Part records entered on/between 11/5/2006 and
8/6/2017
16 Vehicle and Vehicle/Boat Part records entered after 8/6/2017
W 1 Wanted Person records entered on/prior to 5/8/97
2 Wanted Person records entered on/between 5/8/97 and 7/11/1999
3 Wanted Person records entered on/between 7/11/1999 and 2/5/2006
4 Wanted Person records entered on/between 2/5/2006 and 3/7/2010
5 Wanted Person records entered on/between 3/7/2010 and 1/5/2014
6 Wanted Person records entered on/between 1/5/2014 and 1/10/2017
7 Wanted Person records entered on/after 1/10/2017
X 1 National Sex Offender Registry records
Z 10 Reference Gang records entered on/prior to 7/11/1999
11 Reference Gang Records entered on/after 7/11/1999

For example, if a NIC number with a single alphabetic character prefix used in a transaction is
V124862947, the check digits are verified as follows:

Sequential Number Multiplication Factor Product

1 x8 = 8
2 x7 = 14
4 x6 = 24
8 x5 = 40
6 x4 = 24
2 x3 = 6
9 x2 = 18
Total 134

Value of V = 13

Total 147

The high order digit (1) is dropped, and the remainder (47) is the check digit's value.

3.15 FEATURES

The following capabilities are unique to the NCIC System.

1. File Transfer

1. The file transfer capability provides a mechanism to:

1. Retrieve off-line transaction responses (e.g., SPRQ, batch inquiry responses,

excessive hits);

NCIC Operating Manual – Introduction

 2. Retrieve files of records to be validated;

3. Retrieve general data such as manuals (e.g., code and operating) and technical
updates;

4. Retrieve code tables for use by workstation and Mobile Imaging Unit (MIU);

5. Retrieve application software updates for workstation and MIU;

6. Transfer Uniform Crime Reporting (UCR) data to NCIC ; and

7. Provide file formats:

Files are either text or binary based on the file transfer mechanism required. The
$.B. File Transfer Ready Notification provides the file format option that should
be used in the file transfer.

Text files are transferred as ASCII files. Examples of text files include: NCIC
Operating Manual, Technical and Operational Updates, Code Tables, UCR data,
etc.

Binary files are transferred as binary images and stored as ASCII files with
embedded binary data by each processor participating in the transfer. An example
of a binary file would be SPRQ results with both text and image data.

2. Authorization/Limitation:

Only direct-connect computers may establish file transfer sessions with the
NCIC System. These include FBI work-stations internal to the FBI and CSOs
computer systems. Only systems using the TCP/IP or SNA protocols can
establish file transfer sessions. Each direct-connect computer will have an
account with NCIC that will include a user name and password.

3. File Retention Time:

After a file transfer ready notification has been issued, files will be kept by
NCIC for 72 hours. After this period of time, the NCIC computer will
automatically delete the file including the validation files if the user has not
retrieved it.

2. Testing

NCIC has a test database which is maintained independently of the active NCIC data
files. The user is required to indicate the transaction is a test transaction, by using the
proper header which starts with a T. NCIC directs such transactions to the test database
The following transactions will not be available for testing:

NCIC Operating Manual – Introduction

 1. File Transfer
2. Request for Benefits and Effectiveness
3. Request for Error Profile
4. Request for Usage Analysis
5. Batch Inquiry
6. SPRQ (Global Inquiry)
7. III transactions
8. NICS transactions

Test transactions will not trigger any notifications nor will any delayed query processing
occur following a test transaction. The test header which directs the transaction to the test
database should be used; the operational database should not.

3. Delayed Inquiry

User inquiries are stored in NCIC for 5 days. Entry or modification transactions received
by NCIC are checked against the log of inquiries. If any match occurs, both the user
entering or modifying a record and the user who made the initial inquiry are respectively
advised by way of a delayed inquiry notification and a delayed inquiry hit response (both
$.H. messages). The following inquiries are not subject to delayed query processing:

1. SPRQ (Global Inquiry)

2. Batch Inquiry
3. Request for Benefits and Effectiveness
4. Request for Error Profile
5. Request for Usage Analysis

The Custom and Border Protection's ORI VAUSC6099 is exempt from a hit response on
all NCIC files except the Gang File and Known or Suspected Terrorist File or the
Immigration Violator File.

For Protection Order File records, the $.H. message will be returned only to the
entering/modifying agency. The $.H. message will be returned only if the
entering/modifying and inquiring agencies are different.

4. Benefits and Effectiveness Data

1. Benefits and effectiveness data are collected by the NCIC System to provide users
with a means of collecting data associated with solving cases. Monthly summaries of
benefits and effectiveness data may be obtained by performing an RBED transaction.
Additional information can be found in the Other Transactions chapter.

2. Entry of benefits and effectiveness data is not mandatory. However, users are
encouraged to include it in locate, clear, and cancel transactions as it provides
valuable information.

NCIC Operating Manual – Introduction

 3. When the NCIC System goes into statistics mode, the user will receive a $.S.
STATISTICS MODE NOTIFICATION. While NCIC is in statistics mode, the user
will be reminded to enter benefits data by receiving a $.R., TRANSMIT BENEFITS
DATA NOTIFICATION, if benefits data were not included in the locate or clear
transaction.

4. If a user obtains benefits data after a record has been cleared or located, there are two
transactions available to add the benefits data to the previously cleared or located
records. Those are respectively an Enter Benefits Data after a Clear transaction
(CRBD) and an Enter Benefits Data after a Locate transaction (LRBD). Additional
details can be found in the Other Transactions chapter of this manual.

5. Entry instructions and valid codes for the benefits and effectiveness data fields can be
found in Other Transactions, NCIC Code Manual.

5. Related Search (RSH)

1. The Related Search (RSH) Field has a default value of N (No). When the field
contains Y (Yes), NCIC conducts a secondary search for hits based on the
ORI and OCA of the hit response obtained through a primary search. Because
of this feature, it is recommended that agencies use caution in the assignment
of the OCA to any record entered in the NCIC System. Unique OCA Numbers
should be assigned to records associated with one ORI. This would prevent an
agency from receiving a meaningless number of hit responses on any inquiry.

2. Agencies which have in the past reused the same OCA on multiple records
may elect NOT to set the RSH Y in an inquiry. The NCIC System assigns a
default value of N to this field. This will prevent a secondary search based on
the ORI and OCA of the primary hit response and the retrieval of related cases
based on the LKI and LKA Fields. This does not prevent other agencies,
perhaps out of state, from inquiring using RSH value of Y and consequently
retrieving inappropriately linked records.

3. Typical methods of generating a unique number include appending the date, or a

portion thereof, onto the case number which is expanded to 20 characters in NCIC.

SECTION 4--USER AGREEMENT

SYSTEM RESPONSIBILITIES OF CRIMINAL JUSTICE INFORMATION SERVICES

(CJIS) SYSTEMS AGENCY

4.1 INTRODUCTION

The NCIC operates under a shared management concept between the FBI and state and
federal users. The CJIS Advisory Policy Board established a goal of having a single state
agency in each state assume responsibility as the CSA for the state, through and by which

NCIC Operating Manual – Introduction

 NCIC System users in that state would access the various systems managed by the FBI CJIS
Division. The CSA is responsible for planning necessary hardware, software, funding, and
training for complete access to all FBI CJIS Division data services by all authorized agencies
within the state.

4.2 CRIMINAL JUSTICE INFORMATION SERVICES (CJIS) SYSTEMS USER

AGREEMENT

The FBI CJIS Division provides state-of-the-art identification and information

services to the local, state, tribal, federal, and international criminal justice communities, as well
as the noncriminal justice community, for licensing and employment purposes. These services
are administered and maintained by the FBI CJIS Division and managed in cooperation with the
CJIS Systems Agency (CSA) and its administrator for CJIS data, the CJIS Systems Officer
(CSO). The CJIS systems include, but are not limited to: the Interstate Identification Index (III);
National Crime Information Center (NCIC); Uniform Crime Reporting (UCR), whether
summary or incident-based reporting to the National Incident-Based Reporting System;
Fingerprint Identification Record System; Law Enforcement National Data Exchange (N-DEx);
Law Enforcement Enterprise Portal (LEEP); and the National Instant Criminal Background
Check System (NICS).

The FBI CJIS Division provides the following services to its users, as applicable:

1. Operational, technical, and investigative assistance.

2. Telecommunication lines to state, federal, and regulatory interfaces.

3. Legal and legislative review of matters pertaining to all CJIS systems.

4. Timely information on all aspects of all CJIS systems and other related programs by
means of operating manuals, code manuals, technical and operational updates, various
newsletters, information letters, frequently asked questions, and other relevant
documents.

5. Training assistance and up-to-date materials provided to each CSO, NICS Point of
Contact (POC), state Compact Officer, State Administrator, Information Security Officer
(ISO), and other appropriate personnel.

6. Ongoing assistance to systems’ users through meetings and briefings with the CSOs,
State Administrators, Compact Officers, ISOs, and NICS State POCs to discuss
operational and policy issues.

7. Advisory Process through which authorized users have input as to the policies and
procedures governing the operation of CJIS programs.

NCIC Operating Manual – Introduction

 8. National Crime Prevention and Privacy Compact Administrative Office through which
states and other authorized users may submit issues concerning the noncriminal justice
use of the III System.

9. Annual NICS Users Conference.

10. Audit.

11. Staff research assistance.

PART 1

The purpose behind a designated CSO is to unify responsibility for systems user
discipline and to ensure adherence to established procedures and policies within each signatory
state/territory/tribal agency and by each federal user. This agreement outlines the responsibilities
of each CSO, as they relate to all CJIS systems and other related CJIS administered programs.
These individuals are ultimately responsible for planning necessary hardware, software, funding,
and training for access to all CJIS systems.

To ensure continued access as set forth above, the CSA agrees to adhere to all
applicable CJIS policies including, but not limited to, the following:

1. The signatory state/tribal agency will provide fingerprints that meet submission criteria
for all qualifying arrests. In addition, states/tribal agencies will make their records
available for interstate exchange for criminal justice and other authorized purposes unless
restricted by state/tribal law, and, where applicable, continue to move toward
participation in the III and, upon ratification of the National Crime Prevention and
Privacy Compact, the National Fingerprint File.

2. Appropriate and reasonable quality assurance procedures; e.g., hit confirmation, audits
for record timeliness, and validation, must be in place to ensure that only complete,
accurate, and valid information is maintained in the CJIS systems.

3. Biannual file synchronization of information entered into the III by participating states.

4. Security - Each agency is responsible for appropriate security measures as applicable to

physical security of terminals and telecommunication lines; personnel security to include
background screening requirements; technical security to protect against unauthorized
use; data security to include III use, dissemination, and logging; and security of criminal
history records. Additionally, each CSO must ensure that all agencies establish an
information security structure that provides for an ISO and complies with the CJIS
Security Policy.

5. Audit - Each agency shall be responsible for complying with all audit requirements for
use of CJIS Systems. Each CSO is responsible for completing a triennial audit of all
agencies with access to CJIS systems through the CSO’s lines.

NCIC Operating Manual – Introduction

 6. Training - Each agency shall be responsible for training requirements, including
compliance with operator training mandates.

7. Integrity of the Systems - Each agency shall be responsible for maintaining the integrity
of the system in accordance with FBI CJIS Division/state/federal/tribal policies to ensure
only authorized terminal access; only authorized transaction submission; and proper
handling and dissemination of CJIS data. Each agency shall also be responsible for
computer security incident reporting as required by the CJIS Security Policy.

The following documents are incorporated by reference and made part of this
agreement for CSA users:

1. Bylaws for the CJIS Advisory Policy Board and Working Groups.

2. CJIS Security Policy.

3. Interstate Identification Index Operational and Technical Manual, National Fingerprint

File Operations Plan, NCIC Operating Manual, UCR Handbook- NIBRS Edition, and
National Incident-Based Reporting System Volumes 1, 2, and 4.

4. National Crime Prevention and Privacy Compact, 42 United States Code (U.S.C.)
§14616.

5. NCIC Standards and UCR Standards, as recommended by the CJIS Advisory Policy
Board.

6. The National Fingerprint File Qualification Requirements.

7. Title 28, Code of Federal Regulations, Parts 20 and 25, §50.12, and Chapter IX.

8. Electronic Fingerprint Transmission Specifications.

9. Other relevant documents, to include: NCIC Technical and Operational Updates, CJIS
Information Letters, NICS User Manual, NICS Interface Control Document.

10. Applicable federal, state, and tribal laws and regulations.

PART 2

Additionally, there are authorized federal regulatory recipients and other authorized
users that provide electronic fingerprint submissions through a CJIS Wide Area Network (WAN)
connection (or other approved form of electronic connection) to the CJIS Division that are
required to comply with the following CJIS policies:

1. The authorized user will provide fingerprints that meet submission criteria and apply
appropriate and reasonable quality assurance procedures.

NCIC Operating Manual – Introduction

 2. Security - Each agency is responsible for appropriate security measures as applicable to
physical security of communication equipment; personnel security to include background
screening requirements; technical security to protect against unauthorized use; and
security of criminal history records.

3. Audit - Each authorized user shall be responsible for complying with all audit
requirements for CJIS systems. Additionally, each authorized user is subject to a
triennial audit by the CJIS Division Audit staff.

4. Training - Each authorized user receiving criminal history record information shall be
responsible for training requirements, including compliance with proper handling of
criminal history records.

The following documents are incorporated by reference and made part of this
agreement for non-CSA authorized users:

1. CJIS Security Policy.

2. National Crime Prevention and Privacy Compact, 42 U.S.C. §14616.

3. Title 28, Code of Federal Regulations, Parts 20 and 25, § 50.12, and Chapter IX.

4. Other relevant documents, to include CJIS Information Letters.

5. Applicable federal, state, and tribal laws and regulations.

GENERAL PROVISIONS

Funding:

Unless otherwise agreed in writing, each party shall bear its own costs in relation
to this agreement. Expenditures will be subject to federal and state budgetary processes and
availability of funds pursuant to applicable laws and regulations. The parties expressly
acknowledge that this in no way implies that Congress will appropriate funds for such
expenditures.

Termination:

1. All activities of the parties under this agreement will be carried out in accordance to the
above-described provisions.

2. This agreement may be amended or terminated by the mutual written consent of the
parties authorized representatives.

NCIC Operating Manual – Introduction

 3. Either party may terminate this agreement upon 30-days written notification to the other
party. Such notice will be the subject of immediate consultation by the parties to decide
upon the appropriate course of action. In the event of such termination, the following
rules apply:

a. The parties will continue participation, financial or otherwise, up to the effective

date of termination.

b. Each party will pay the costs it incurs as a result of termination.

c. All information and rights therein received under the provisions of this agreement
prior to the termination will be retained by the parties, subject to the provisions of
this agreement.

ACKNOWLEDGMENT AND CERTIFICATION

As a CSO or CJIS WAN Official (or other CJIS authorized official), I hereby
acknowledge the duties and responsibilities as set out in this agreement. I acknowledge that
these duties and responsibilities have been developed and approved by CJIS systems users to
ensure the reliability, confidentiality, completeness, and accuracy of all information contained in,
or obtained by means of, the CJIS systems. I further acknowledge that failure to comply with
these duties and responsibilities may result in the imposition of sanctions against the offending
state/agency; other federal, tribal, state, and local criminal justice users; and approved
noncriminal justice users with system access, whether direct or indirect. The Director of the FBI
(or the National Crime Prevention and Privacy Compact Council), may approve sanctions to
include the termination of CJIS services.

I hereby certify that I am familiar with all applicable documents that are made part of
this agreement and to all applicable federal and state laws and regulations relevant to the receipt
and dissemination of documents provided through the CJIS systems.

This agreement is a formal expression of the purpose and intent of both parties and is
effective when signed. It may be amended by the deletion or modification of any provision
contained therein, or by the addition of new provisions, after written concurrence of both parties.
The “Acknowledgment and Certification” is being executed by the CSO or CJIS WAN Official
(or other CJIS authorized official) in both an individual and representative capacity.
Accordingly, this agreement will remain in effect after the CSO or CJIS WAN Official (or other
CJIS authorized official) vacates his/her position or until it is affirmatively amended or rescinded
in writing. This agreement does not confer, grant, or authorize any rights, privileges, or
obligations to any third party.

NCIC Operating Manual – Introduction

 SYSTEMS USER AGREEMENT
Please execute either Part 1 or Part 2

PART 1

*____________________________________ Date:____________
CJIS Systems Officer

______________________________________________________________________________
Printed Name/Title

CONCURRENCE OF CSA HEAD:

____________________________________ Date:____________
CSA Head

______________________________________________________________________________
Printed Name/Title

PART 2

*____________________________________ Date:____________
CJIS WAN Official (or other CJIS Authorized Official)

______________________________________________________________________________
Printed Name/Title

CONCURRENCE OF CJIS WAN AGENCY HEAD:

____________________________________ Date:____________
CJIS WAN Agency Head

______________________________________________________________________________
Printed Name/Title

FBI CJIS DIVISION:

____________________________________ Date:____________
Stephen L. Morris
Assistant Director
FBI CJIS Division

* The FBI Designated Federal Officer should be notified when a CSO or other CJIS WAN/authorized Official vacates his/her
position. The name and telephone number of the Acting CSO or other CJIS WAN/authorized Official, and when known, the
name and telephone number of the new CSO or other CJIS WAN/authorized Official, should be provided.

NCIC Operating Manual – Introduction

 SECTION 5--NCIC STANDARDS AND SANCTIONS

5.1 STANDARDS

The use of "effective communications" to help the criminal justice community perform its
duties not only means providing access to and obtaining detailed information from pertinent
computerized databases, but also includes the amount of time required to access the
databases. While an entry, inquiry, or update message may contain specific and detailed
information, the message (communication) could be very ineffective if it cannot be
transmitted to the data center and a response cannot be received from the data center within a
reasonable amount of time. It is not uncommon to hear of a hit occurring minutes after the
record was entered. Restrictions have also been placed on the amount of time that a person
may be detained while an inquiry is being made to determine whether a record is on file in a
database. The rapid transmission of messages is extremely important, and standards were
prepared to ensure that messages are transmitted and processed within a reasonable amount
of time.

To ensure the integrity of the System, certain policies and standards must be completed,
adopted, and followed. Through these policies and standards, a tool of measurement is
provided against which the CJIS APB can measure the performance of the component parts
of the System as a whole. These policies and standards also must address the specific areas of
complaint of the "special" case situations.

5.2 STANDARDS FOR INQUIRY RESPONSE TIME - HOT FILES (NON-III) FOR
SINGLE HIT/NO IMAGE RESPONSES

High-Speed Line - Computer Interface

1. Average message response time for an inquiry from the CSA to NCIC and back to the
CSA should not exceed 2 seconds.

2. Average message response time from a CSA to an agency interfaced with the CSA
should not exceed 12 seconds after transmission of the inquiry, with 2 of the 12 seconds
allocated to the transmission to, processing by, and return of the response from NCIC as
described in standard 1 above.

3. Average message response time for an end-user terminal interfaced with a local/regional
system which is interfaced with a CSA should not exceed 22 seconds after the
transmission of the inquiry, with 12 of the 22 seconds allocated to the transmission to,
processing by, and return of the response from the CSA and NCIC as described in
standards 1 and 2 above.

4. Average response time from any local/regional system or terminal interfaced directly
with the NCIC computer (i.e., NCIC lines which terminate at an agency that is not a
CSA) to an end-user terminal interfaced with the local/regional system shall not exceed
12 seconds, with 2 of the 12 seconds allocated to the transmission to, processing by, and

NCIC Operating Manual – Introduction

 return of the response from NCIC as described in standard 1.

5. An additional 10-second allowance can be made for additional network interfaces. These
interfaces will include servers to local area or wide area networks, intranets, and wireless
communication systems (commercial and private). For example, mobile units connected
to a wireless communications system and then connected to a metropolitan server which
is interfaced with the CSA and then connected to NCIC will be allowed a 32-second total
response time from the initial inquiry.

Note: Average time should be based upon a compilation over a 28-day period. Abnormal
operating times, such as during the installation of a new computer, should be excluded
from the 1-month compilation.

5.3 STANDARDS FOR RESPONSE TIME - III

1. Average message response time for an inquiry from the CSA to NCIC and back to the
CSA should not exceed 5 seconds.

2. Average message response time from a CSA to an agency interfaced with the CSA
should not exceed 15 seconds after transmission of the inquiry, with 5 of the 15 seconds
allocated to the transmission to, processing by, and return of the response from NCIC as
described in standard 1 above.

3. Average message response time for an end-user terminal interfaced with a local/regional
system which is interfaced with a CSA should not exceed 25 seconds after the
transmission of the inquiry, with 15 of the 25 seconds allocated to the transmission to,
processing by, and return of the response from the CSA and NCIC as described in
standards 1 and 2 above.

4. Average response time from any local regional system or terminal interfaced directly
with the NCIC computer (i.e., NCIC lines which terminate at an agency that is not a
CSA) to an end-user terminal interfaced with the local/regional system shall not exceed
15 seconds, with 5 of the 15 seconds allocated to the transmission to, processing by, and
return of the response from NCIC as described in standard 1 above.

5. An additional 10 second allowance can be made for additional network interfaces. These
interfaces will include servers to local area or wide area networks, intranets, and wireless
communication systems (commercial and private). For example, mobile units connected
to a wireless communications system and then connected to a metropolitan server which
is interfaced with the CSA and then connected to NCIC will be allowed a 32 second total
response time from the initial inquiry.

Note: Average time should be based upon a compilation over a 28-day period. Abnormal
operating times, such as during the installation of a new computer, should be excluded
from the one-month compilation.

NCIC Operating Manual – Introduction

5.4 STANDARDS FOR RECORD ENTRY BY USER AGENCY

1. Any agency having investigative authority and jurisdiction and having an FBI CJIS-
assigned ORI must enter records into NCIC which meet NCIC criteria as soon as
reasonably possible after the minimum data for entry is available.

2. The CSA shall be responsible for assuring that every agency which has a terminal or
access to a terminal by some interagency agreement and has an FBI CJIS-assigned ORI
and investigative authority and jurisdiction may enter records into NCIC.

3. Every agency that enters records destined for NCIC must assure that hit confirmation is
available for all records, except III records, 24 hours a day either at that agency or
through a written agreement with another agency at its location.

4. Every agency is responsible for the removal of an NCIC record as soon as it is aware that
the record is no longer valid.

5. Average message response time for an entry from the CSA to NCIC and back to the CSA
should not exceed 5 seconds.

6. Average message response time from a CSA to an agency interfaced with the CSA
should not exceed 20 seconds after transmission of the entry, with 5 of the 20 seconds
allocated to the transmission to, processing by, and return of the response from NCIC as
described in standard 5 above.

7. Average message response time for an end-user terminal interfaced with a local/regional
system which is interfaced with a CSA should not exceed 35 seconds after the
transmission of the entry, with 20 of the 35 seconds allocated to the transmission to,
processing by, and return of the response from the CSA and NCIC as described in
standards 5 and 6 above.

8. Average response time from any local/regional system or terminal interfaced directly
with the NCIC computer (i.e., NCIC lines which terminate at an agency that is not a
CSA) to an end-user terminal interfaced with the local/regional system shall not exceed
20 seconds, with 5 of the 20 seconds allocated to the transmission to, processing by, and
return of the response from NCIC as described in standard 5 above.

5.5 STANDARDS FOR SYSTEM AVAILABILITY

1. The NCIC System availability goals shall be 100 percent with 99 percent as minimum
acceptable performance.

2. The CSA computer availability goals shall be 100 percent with 98 percent, as minimum
availability time.

NCIC Operating Manual – Introduction

 3. The local/regional computer availability goals shall be 100 percent with 96 percent as
minimum.

4. The NCIC System will undergo monthly maintenance on the first Tuesday of each month
from 4:00 AM to 6:00 AM Eastern Standard Time. During this time, the NCIC System
will be out of service.

5.6 STANDARD REGARDING EQUIPMENT AND TECHNOLOGY COMPATIBILITY

Equipment and/or technological incompatibility shall not be sufficient justification for any
agency to operate outside of the normal CSA configuration.

5.7 STANDARDS FOR SERVICES AVAILABILITY

Those services provided by NCIC to the CSAs shall be provided by the CSAs to their users
with the exception of:

1. Services specifically limited to CSAs by FBI CJIS policy.

2. Services which are restricted to certain users by nature of their governmental and/or
criminal justice status, federal laws, and regulations governing access to certain types of
NCIC services.

3. Services which may be contrary to a state law or executive order.

"Users" include those agencies having a direct telecommunications link with a CSA and
any regional dispatch center, electronic switcher, satellite computer, or other computer
interface, providing a telecommunications link to user agencies, as well as those agencies
that have no telecommunications link but access a CSA via another user which has a
telecommunications link. Any regional dispatch/communication center shall be required
by the CSA to provide the same services to their users as those provided to them by the
CSA.

Services include providing users with:

1. The capability of communicating with and receiving responses from all

current and future NCIC files.

2. The capability to enter an NCIC record into all current and future NCIC files
which:

1. Meet the NCIC entry criteria for the file involved;

2. Contain at least the minimum data required by NCIC for entry and up to
the maximum number of identifiers permitted in the record by NCIC ; and

NCIC Operating Manual – Introduction

 3. Contain any of the codes or data permitted by NCIC in each of the fields

3. Permission to enter a valid record regardless of the existence of

any other record(s) already entered in NCIC by any other
agency(s) for the person or property in question.

4. The capability to add information to, delete information from, and/or

change information in a field(s) of an existing NCIC record.

5. The capability to remove a record from file when a record is determined to

be invalid, e.g., the warrant which was the basis for an entry is dismissed

or when the missing person or property which is the subject of the record
is found.

6. The capability to place a locate against another agency's NCIC record,

including records entered by agencies serviced by the same CSA as well
as records entered by agencies serviced by another CSA.

The use of the above services by any user agency shall be in accordance with the
instructions and procedures contained in the NCIC Operating Manual, the codes
contained in the NCIC Code Manual and new enhancements contained in
NCIC Technical and Operational Updates, CJIS Information Letter, or any other
official notification from the FBI CJIS Division.

5.8 NCIC SANCTIONS

The CJIS APB established the Compliance Evaluation Subcommittee (CES) to evaluate
the results of audits conducted by the CJIS Audit Unit (CAU). The CES makes specific
recommendations to the APB concerning compliance with applicable policies and
regulations. The most current information regarding the CAU audits that are within the
purview of the CES and detailed CES sanctions process procedures are available at
<CJIS.gov> (Law Enforcement Enterprise Portal) CJIS Special Interest Groups CES
Section and the CJIS Section of <FBI.gov>.

The National Crime Prevention and Privacy Compact (Compact) Council at Article VI
established the Compact Council (Council). The Compact Council Sanctions Committee
is responsible for ensuring that use of the Interstate Identification Index System for
noncriminal justice purposes complies with the Compact and with rules, standards, and
procedures established by the Compact Council. As such, the Sanctions Committee
reviews the results of audits conducted by the Federal Bureau of Investigation (FBI) of
participants in the FBI’s CJIS Division programs. The Sanctions Committee reviews the
audit results and the participant’s response to determine a course of action necessary to
bring the participant into compliance and make recommendations to the Compact
Council or the FBI. Additional information on the Compact Council Sanctions process is
available on the Compact Council’s web-site.
NCIC Operating Manual – Introduction
 SECTION 6--CONTACT INFORMATION

The FBI CJIS Division NLETS Administrative Messages to notify states of the NCIC
System issues and activity on criminal history records linked to NCIC records.

6.1 CJIS SYSTEMS AGENCIES (CSAs)

State/Territory ORI State/Territory ORI

Alabama AL003065Y Nebraska NBNSP0D00
Alaska AKAST0102 Nevada NV0189900
Arizona AZACSPX00 New Hampshire NHNSP0010
Arkansas AR060015Y New Jersey NJNSP01T6
California CA0349400 New Mexico NMNSP0000
Colorado COCBI0000 New York NY1010000
Connecticut CTCSP0000 North Carolina NCDCI0000
Delaware DEDSP0000 North Dakota NDRCD0000
District of Columbia DCMPD0000 Ohio OHOHP0030
Florida FL03701F3 Oklahoma OKOLETS00
Georgia GAGBI0051 Oregon OR024015Y
Guam GM001025J Pennsylvania PAPSP0000
Hawaii HI002015Y Puerto Rico PRPPR0000
Idaho ID001015Y Rhode Island RIRSP0052
Illinois IL0849600 South Carolina SCLED00A2
Indiana INISP0007 South Dakota SD032105Y
Iowa IADPS0000 Tennessee TNTBI0000
Kansas KSKHPQ000 Texas TX0000000
Kentucky KYKSP0000 U.S. Virgin Islands VI0010000
Louisiana LALSP0000 Utah UTBCI0000
Maine MEMSP0000 Vermont VTVSP0000
Maryland MDMSP0006 Virginia VAVSP0000
Massachusetts MAMSP0030 Washington WAWSP0000
Michigan MI3300203 West Virginia WVWSP0000
Minnesota MNBCA0000 Wisconsin WI013245Y
Mississippi MSMHP0000 Wyoming WY0110400
Missouri MOMHP0040 Royal Canadian Mounted Police ON1000000
Montana MT025015Y

Federal Agency ORI

Administrative Office of the US Courts DC001057J
Custom and Border Protection VAUSC6000
Immigration and Customs Enforcement VTICE0900
Naval Criminal Investigative Service VANIS2000
Transportation Security Administration VATSA0100
U.S. Air Force VAOSI0100
U.S. Army VAUSA1800

NCIC Operating Manual – Introduction

 U.S. Capitol Police DCCAP0000
U.S. Coast Guard DCCG001T0
U.S. Department of Justice DCDOJ0000
U.S. Department of State DCDOS0000
U. S. Postal Inspection Service DCPO00000
U.S. Secret Service DCSS17700
INTEROL DCINTER00

6.2 STATE IDENTIFICATION BUREAUS (SIBs)

State/Territory ORI State/Territory ORI

Alabama ALSBI0000 Montana MT025025Y
Alaska AK020055Y Nebraska NBNSP0000
Arizona AZCCHPX00 Nevada NV0131700
Arkansas ARASP1300 New Hampshire NHNSP0000
California CA0349400 New Jersey NJNSP0200
Colorado COCBI0000 New Mexico NMNSP0000
Connecticut CTCSP0100 New York NY001015Y
Delaware DEDSP0000 North Carolina NCBCI0000
District of Columbia DCMPD0000 North Dakota NDBCA0000
Florida FL0370100 Ohio OHBCI0000
Georgia GAGBI0000 Oklahoma OKOBI0000
Guam GM001055J Oregon OROSBI000
Hawaii HI002015Y Pennsylvania PAPSP0000
Idaho ID001015Y Puerto Rico PRPPR0000
Illinois IL0998900 Rhode Island RI004015Y
Indiana INISP0000 South Carolina SCLED0000
Iowa IADCI0000 South Dakota SDDCI0000
Kansas KSKBI0000 Tennessee TNTBI0000
Kentucky KYKSP0000 Texas TX0000000
Louisiana LALSP0000 U.S. Virgin Islands VI0010000
Maine MESPSBI00 Utah UTBCI0000
Maryland MD004445Y Vermont VTVSP0000
Massachusetts MA0131100 Virginia VAVSP0000
Michigan MI3300600 Washington WAWSP0000
Minnesota MNBCA0000 West Virginia WVWSP0000
Mississippi MSMHP0000 Wisconsin WI013015Y
Missouri MOMHP0000 Wyoming WY0110400

6.3 STATE/TERRITORY SEX OFFENDER REGISTRIES (SORs)

State/Territory ORI State/Territory ORI

Alabama ALLEA0047 Montana MT025035Y
Alaska AKAST1500 Nebraska NBNSP0003
Arizona AZDPS1900 Nevada NV0131700

NCIC Operating Manual – Introduction

Arkansas AR060015Y New Hampshire NHNSP1400
California CA0349428 New Jersey NJNSP0230
Colorado COCBI0000 New Mexico NMNSP0000
Connecticut CTCSP3900 New York NY001015Y
Delaware DEDSP0000 North Carolina NCDCI0000
District of Columbia DCMPD0000 North Dakota NDBCA0000
Florida FL0370100 Ohio OHBCI0000
Georgia GAGBI0027 Oklahoma OK055075C
Guam GM001085J Oregon OROSP5900
Hawaii HI002015Y Pennsylvania PAPSPBC00
Idaho ID001105Y Puerto Rico PRPPR0000
Illinois IL0842503 Rhode Island RIRSP0000
Indiana IN049065C South Carolina SCLED0000
Iowa IADCI0006 South Dakota SDDCI0062
Kansas KSKBI0000 Tennessee TNTBI0000
Kentucky KYKSP3600 Texas TX0000000
Louisiana LALSP0001 U.S. Virgin Islands VI001057A
Maine MESPSBI00 Utah UT018215C
Maryland MD003775Y Vermont VTVSP0000
Massachusetts MACJIS100 Virginia VAVSP0000
Michigan MI3300636 Washington WAWSP0000
Minnesota MNBCA0000 West Virginia WVWSP0089
Mississippi MSMHP0000 Wisconsin WI013135C
Missouri MOMHP0003 Wyoming WY0110411

Listings of the CJIS Systems Officers, SIB Chiefs, and SOR points of contacts, their addresses,
telephone and facsimile numbers, and e-mail addresses are available on the CJIS home page via
Law Enforcement Enterprise Portal (LEEP). The CJIS home page is accessible as a Public
Special Interest Group. LEEP provides secure communications for the law enforcement,
criminal justice, and public safety communities. To apply for LEEP membership, visit
www.cjis.gov.

6.4 FBI TELEPHONE AND ORI LIST

Office Telephone ORI E-mail Address

CJIS Division Main Switchboard 304-625-2000
CJIS Audit Unit 304-625-3020 DCFBIWA03 [email protected]
Interstate Identification Index 304-625-3652 DCFBIWA10 [email protected]
NCIC OPERATIONS
Code Assignments 304-625-3000 DCFBIWAQ9 [email protected]
Network Operations Center 304-625-3030
Off-line Search 304-625-3000 DCFBIWAQ9 [email protected]
ORI Assignments/
304-625-3598/4543 DCFBIWA37 [email protected]
Modifications

NCIC Operating Manual – Introduction

Quality Control/Data Integrity 304-625-3020 DCFBIWA03 [email protected]
Systems Security 304-625-2000
304-625-4801
Training 877-FBI-NCIC (toll free) DCFBIWAN1 [email protected]
(324-6242)

NCIC Operating Manual – Introduction

 NCIC OPERATING MANUAL
KNOWN OR SUSPECTED TERRORIST (KST) FILE

TABLE OF CONTENTS

INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

ENTRY

MODIFICATION

CANCELLATION

INQUIRY

5.1 KST FILE INQUIRY

5.2 EXAMPLE OF AN INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 INQUIRY USING VEHICULAR DATA
5.6 PROCEDURES FOR HANDING A HIT

LOCATE

CLEAR

SUPPLEMENTAL RECORDS
 SECTION 1 -- INTRODUCTION

1.1 BACKGROUND

Based upon Homeland Security Presidential Directive-6 signed in September 2003, the
Terrorist Screening Center (TSC) was established to consolidate the Federal Government's
approach to terrorism screening and to provide for the appropriate and lawful use of terrorist
information in the overall screening process.

1.2 CRITERIA FOR ENTRY

The TSC alone has the authority to enter and update a record for an individual who has been
nominated as a known or suspected terrorist subject to the TSC. Documentation (electronic
or hard copy) must be on file to support a known or suspected terrorist entry.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EGMT POSSIBLE TERRORIST ORGANIZATION MEMBER
- CAUTION
Modify MGM
Cancel XGM
Inquiry QGM
QW
QWA
QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV
Entry of Supplemental EGMN
Record
Cancellation of XGMN
supplemental record

1.4 RECORD RETENTION PERIOD

KST File records have an unlimited retention period. A KST File record will remain on file
indefinitely or until action is taken by the TSC to modify or cancel the record.

Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file.
1.5 VALIDATION

KST records will be validated monthly using a file generated from the TSC’s Terrorist
Screening Database. The TSC will modify each record to include the name of validator in
the VLN Field within 90 days from the date the validation file was created by the TSC. The
FBI’s Criminal Justice Information Services Division will provide the TSC with a yearly
report of active NCIC KST records that were not validated during the previous validation
cycle. The TSC must validate these records within 90 days of receiving the report. Records
that are not validated will be removed from NCIC.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.6 MESSAGE FIELD CODES AND EDITS

Code Field Edits

DOP Date of Must contain NONEXP.
Purge
ECR Criteria for The ECR Field must have one of the following designations: A,
Entry AB, AC, AD, AE, AF, AI, BC, BD, BE, BF, BI, CD, CE, CF, CI,
DE, DF, DI, EF, EI, FI, G, H, or I.
The Gang File chapter (August 2009) contains other pertinent message field codes and edits.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the following fields of a KST record are the same as those field codes of a KST record
already on file, the second entry will be rejected with the message REJECT ON FILE:
FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and ORI; OLN, OLS, and ORI; VIN,
VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM, and ORI; OCA, NAM, and ORI; or
DOB, NAM, and ORI.

2. Whenever the message RECORD ON FILE is sent by NCIC, the record on file will also
be transmitted.

SECTION 2 – ENTRY

The TSC is the only agency authorized to enter and maintain records for an individual who is
a known or suspected terrorist subject.

SECTION 3 – MODIFICATION

The TSC is the only agency authorized to modify a record for an individual who is a known
or suspected terrorist subject.
 SECTION 4 – CANCELLATION

The TSC is the only agency authorized to cancel a record for an individual who is or was a
known or suspected terrorist subject.

SECTION 5 – INQUIRY

5.1 KST FILE INQUIRY

When an agency transmits an NCIC wanted person inquiry, the data in the KST File will be
searched in addition to all other NCIC person files (except the Unidentified Person File).
KST records are also returned in response to a QGM transaction. As a part of a positive KST
File response, the receiving agency is advised that the subject cannot be arrested or detained
solely upon the basis of the information provided. The receiving agency is also advised to
contact the TSC using the toll-free telephone number located in both the response and the
caveat.

When a positive KST File response is received, the inquiring agency must not advise the
individual that they may be on a terrorist watchlist. The unauthorized disclosure of terrorist
watchlist information is prohibited. Information that an individual may be on a terrorist
watchlist is the property of the TSC and is a federal record provided to the inquiring agency
that may not be disclosed, disseminated, or used in any proceeding without the advance
authorization of the TSC.

5.2 EXAMPLE OF AN INQUIRY

1N01HEADER.QW.MD1012400.NAM/SMITH,JOHN.SEX/M.RAC/W.DOB/19510101

Negative Response:

1L01HEADER MD1012400
NO NCIC WANT DOB/19510101 NAM/SMITH,JOHN SEX/M RAC/W

Positive Response:

Note: There are five different Handling Codes utilized by the TSC for KST File records.
Based upon the Handling Code in the hit response, the receiving agency should adhere to the
information and direction within the caveat. The following caveat examples do not include
the correct telephone number for the TSC. The correct telephone number will be in the caveat
and the hit response.

Handling Code 1 Records

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING - APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

THIS INDIVIDUAL IS ASSOCIATED WITH TERRORISM AND IS THE SUBJECT OF AN ARREST

WARRANT, ALTHOUGH THE WARRANT MAY NOT BE RETRIEVABLE VIA THE SEARCHED
IDENTIFIERS. IF AN ARREST WARRANT FOR THE INDIVIDUAL IS RETURNED IN YOUR
SEARCH OF NCIC, DETAIN THE INDIVIDUAL PURSUANT TO YOUR DEPARTMENT'S
PROCEDURES FOR HANDLING AN OUTSTANDING WARRANT, AND IMMEDIATELY CONTACT THE
TERRORIST SCREENING CENTER (TSC) AT (866) XXX-XXXX FOR ADDITIONAL DIRECTION.

IF AN ARREST WARRANT FOR THE INDIVIDUAL IS NOT RETURNED, USE CAUTION AND
IMMEDIATELY CONTACT THE TSC AT (866) XXX-XXXX FOR ADDITIONAL DIRECTION
WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER.
IF YOU ARE A BORDER PATROL OFFICER, IMMEDIATELY CALL THE NTC.

EXCEPT AS IT PERTAINS TO THE DETAILS LISTED ABOVE, UNAUTHORIZED DISCLOSURE

IS PROHIBITED.

INFORMATION THAT THIS INDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE

PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

MKE/POSSIBLE TERRORIST ORGANIZATION MEMBER – CAUTION

CONTACT THE TERRORIST SCREENING CENTER 1-866-XXX-XXXX
CMC/70 - SUICIDAL
ORI/DCTSC0100 NAM/SMITH, JOHN SEX/M RAC/U ETN/N POB/JO
DOB/19510101 HGT/604 WGT/202 EYE/BRO HAI/BLK CTZ/US
MNU/AR-123456 SOC/123456789
GNG/INTRNTL XTMST*IFBI SGP/HANDLING CODE 1*IFBI
ECR/H DOP/NONEXP OCA/00000123456789 SID/MD99999999
MIS/USPER; NC-123456
DNA/N
ORI IS FBI TERRORIST SCREENING CENTER 866 XXX-XXXX
IMN/I321654987 IMT/M
NIC/T123456789 DTE/20080523 0819 EDT DLU/20090108 1518 EDT

Handling Code 2 Records

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING - APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

THIS INDIVIDUAL IS OF INVESTIGATIVE INTEREST TO LAW ENFORCEMENT REGARDING

ASSOCIATION WITH TERRORISM AND THERE MAY BE A DETAINER AVAILABLE FROM
THE DEPARTMENT OF HOMELAND SECURITY FOR THIS INDIVIDUAL.

CONTACT THE TERRORIST SCREENING CENTER (TSC) AT (866) XXX-XXXX DURING THIS
ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER,
CONTACT THE TSC IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER,
IMMEDIATELY CALL THE NTC.

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER,

ATTEMPT TO OBTAIN SUFFICIENT IDENTIFYING INFORMATION TO ASSIST THE TSC
IN DETERMINING WHETHER OR NOT THE IDENTIFIER(S) YOU QUERIED BELONG TO
AN INDIVIDUAL IDENTIFIED AS HAVING POSSIBLE TIES WITH TERRORISM. DO NOT
DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF A VIOLATION
OF FEDERAL, STATE, OR LOCAL STATUTE(S).

EXCEPT AS IT PERTAINS TO THE DETAILS LISTED ABOVE, UNAUTHORIZED DISCLOSURE

IS PROHIBITED.

INFORMATION THAT THIS INDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE

PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

MKE/POSSIBLE TERRORIST ORGANIZATION MEMBER – CAUTION

CONTACT THE TERRORIST SCREENING CENTER 1-866-XXX-XXXX
CMC/70 - SUICIDAL
ORI/DCTSC0100 NAM/SMITH, JOHN SEX/M RAC/U ETN/N POB/JO
DOB/19510101 HGT/604 WGT/202 EYE/BRO HAI/BLK CTZ/US
MNU/AR-123456 SOC/123456789
GNG/INTRNTL XTMST*IFBI SGP/HANDLING CODE 2*IFBI
ECR/H DOP/NONEXP OCA/00000123456789 SID/MD99999999
MIS/USPER; NC-123456
DNA/N
ORI IS FBI TERRORIST SCREENING CENTER 866 XXX-XXXX
IMN/I321654987 IMT/M
NIC/T123456789 DTE/20080523 0819 EDT DLU/20090108 1518 EDT

Handling Code 3 Records

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING – APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

CONTACT THE TERRORIST SCREENING CENTER (TSC) AT (866) XXX-XXXX DURING THIS
ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER,
CONTACT THE TSC IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER,
IMMEDIATELY CALL THE NTC.

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER,

ATTEMPT TO OBTAIN SUFFICIENT IDENTIFYING INFORMATION TO ASSIST THE TSC
IN DETERMINING WHETHER OR NOT THE IDENTIFIER(S) YOU QUERIED BELONG TO
AN INDIVIDUAL IDENTIFIED AS HAVING POSSIBLE TIES WITH TERRORISM. DO NOT
DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF A VIOLATION
OR FEDERAL, STATE, OR LOCAL STATUTE(S).

UNAUTHORIZED DISCLOSURE IS PROHIBITED.

INFORMATION THAT THIS INDIVIDUAL MAY BE ON A TERRORIST WATCHLIST IS THE

PROPERTY OF THE TSC AND IS PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES. THIS RECORD MAY INCLUDE INFORMATION THAT
CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION
OF THE ATTORNEY GENERAL OR INFORMATION WHOSE USE MAY BE RESTRICTED BY
FEDERAL GOVERNMENT POLICY; ANY RECIPIENT INTERESTED IN USING THIS
INFORMATION, OR ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT
THE TSC TO OBTAIN THE NECESSARY APPROVAL.

***LAW ENFORCEMENT SENSITIVE INFORMATION***

***WARNING - APPROACH WITH CAUTION***

***DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE ON A TERRORIST WATCHLIST***

MKE/POSSIBLE TERRORIST ORGANIZATION MEMBER – CAUTION

CONTACT THE TERRORIST SCREENING CENTER 1-866-XXX-XXXX
CMC/70 - SUICIDAL
ORI/DCTSC0100 NAM/SMITH, JOHN SEX/M RAC/U ETN/N POB/JO
DOB/19510101 HGT/604 WGT/202 EYE/BRO HAI/BLK CTZ/US
MNU/AR-123456 SOC/123456789
GNG/INTRNTL XTMST*IFBI SGP/HANDLING CODE 3*IFBI
ECR/H DOP/NONEXP OCA/00000123456789 SID/MD99999999
MIS/USPER; NC-123456
DNA/N
ORI IS FBI TERRORIST SCREENING CENTER 866 XXX-XXXX
IMN/I321654987 IMT/M
NIC/T123456789 DTE/20080523 0819 EDT DLU/20090108 1518 EDT

Handling Code 4 Records

***LAW ENFORCEMENT SENSITIVE INFORMATION***

DO NOT ADVISE THIS INDIVIDUAL THAT THEY MAY BE CONSIDERED

A PERSON WHO MAY BE OF NATIONAL SECURITY INTEREST.

CONTACT THE FEDERAL BUREAU OF INVESTIGATION (FBI) AT (866) XXX-XXXX DURING

THIS ENCOUNTER. IF THIS WOULD EXTEND THE SCOPE OR DURATION OF THE ENCOUNTER,
CONTACT THE TSC IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER PATROL OFFICER,
IMMEDIATELY CALL THE NTC.

ATTEMPT TO OBTAIN SUFFICIENT IDENTIFYING INFORMATION DURING THE ENCOUNTER,

WITHOUT OTHERWISE EXTENDING THE SCOPE OR DURATION OF THE ENCOUNTER,
TO ASSIST THE FBI IN DETERMINING WHETHER OR NOT THE NAME OR IDENTIFIER(S)
YOU QUERIED BELONGS TO AN INDIVIDUAL IDENTIFIED AS A FORMER MILITARY
DETAINEE.

DO NOT DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF A

VIOLATION OF FEDERAL, STATE, OR LOCAL STATUTE(S).

UNAUTHORIZED DISCLOSURE IS PROHIBITED

INFORMATION THAT THIS INDIVIDUAL MAY BE A PERSON WHO MAY BE OF NATIONAL

SECURITY INTEREST IS THE PROPERTY OF THE FBI AND IS A FEDERAL RECORD
PROVIDED TO YOUR AGENCY ONLY FOR INTELLIGENCE AND LEAD PURPOSES. THIS RECORD,
AND ANY INFORMATION CONTAINED WITHIN IT, MAY NOT BE DISCLOSED OR USED IN
ANY PROCEEDING WITHOUT THE ADVANCE AUTHORIZATION OF THE FBI.

WARNING – APPROACH WITH CAUTION

***LAW ENFORCEMENT SENSITIVE INFORMATION***

MKE/POSSIBLE TERRORIST ORGANIZATION MEMBER – CAUTION

CONTACT THE TERRORIST SCREENING CENTER 1-866-XXX-XXXX
CMC/70 – SUICIDAL
ORI/DCTSC0100 NAM/SMITH, JOHN SEX/M RAC/B ETN/N POB/JO
DOB/19510101 HGT/604 WGT/202 EYE/BRO HAI/BLK CTZ/US
MNU/AR-123456 SOC/123456789
GNG/INTRNTL XTMST*IFBI SGP/HANDLING CODE 4*IFBI
ECR/H DOP/NONEXP OCA/0000123456789 SID/MD99999999
MIS/USPER; NC-123456
DNA/N
ORI IS FBI TERRORIST SCREENING CENTER (866) XXX-XXXX
IMN/I321654987 IMT/M
NIC/T123456789 DTE/20120214 0819 EDT DLU/20120214 1518 EDT

Handling Code 5 Records

***LAW ENFORCEMENT SENSITIVE INFORMATION***

WARNING – APPROACH WITH CAUTION

***DO NOT ADVISE THIS INDIVIDUAL THAT HE/SHE MAY BE ON THE NATIONAL SECURITY THREAT
WATCHLIST***

MKE/POSSIBLE NATIONAL SECURITY THREAT – CAUTION

ORI/DCTSC0100 NAM/SMITH, JOHN SEX/M RAC/B ETN/N POB/JO
DOB/19510101 HGT/604 WGT/202 EYE/BRO HAIR/BLK CTZ/PU
MNU/AR-123456 SOC/123456789
GNG/NAT SEC THREAT*TOC /HANDLING C0DE 5*FBI
ECR/H DOP/NONEXP OCA/0000123456789
VLD/20141206
MIS/N0NUSPER; NC-9445447
DNA/N
ORI IS FBI TERRORIST SCREENING CENTER 866 872-9001
IMN/I321654987 IMT/M
NIC/T123456789 DTE/20120214 0733 EDT DLU/20141206 1242 EDT

CONTACT THE FBI AT (866) XXX-XXXX. IF THIS WOULD EXTEND THE SCOPE OR DURATION
OF THE ENCOUNTER, CONTACT THE FBI IMMEDIATELY THEREAFTER. IF YOU ARE A BORDER
PATROL OFFICER, IMMEDIATELY CALL THE NTC.

DO NOT ADVISE THIS INDIVIDUAL THAT HE/SHE MAY BE ON A NATIONAL SECURITY

WATCHLIST. DO NOT DETAIN OR ARREST THIS INDIVIDUAL UNLESS THERE IS EVIDENCE OF
A VIOLATION OF FEDERAL, STATE, OR LOCAL STATUTE(S). UNAUTHORIZED DISCLOSURE IS
PROHIBITED.

THE PERSON IDENTIFIED IN THE RECORD ABOVE MAY HAVE POSSIBLE TIES TO
TRANSNATIONAL ORGANIZED CRIME (TOC).

INFORMATION THAT THIS INDIVIDUAL MAY BE OF NATIONAL SECURITY INTEREST IS THE

PROPERTY OF THE FBI AND IS A FEDERAL RECORD PROVIDED TO YOUR AGENCY ONLY FOR
INTELLIGENCE AND LEAD PURPOSES ONLY. THE USE OF THE INFORMATION IN THIS RECORD
IS RESTRICTED BY FEDERAL GOVERNMENT POLICY. THIS RECORD MAY INCLUDE INFORMATION
THAT CAN ONLY BE USED IN A CRIMINAL PROCEEDING WITH THE ADVANCE AUTHORIZATION OF
THE ATTORNEY GENERAL. ANY RECIPIENT INTERESTED IN USING THS INFORMATION, OR
ANY INFORMATION DERIVED THEREFROM, MUST FIRST CONTACT THE FBI TO OBTAIN THE
NECESSARY APPROVAL.
5.3 REQUIREMENTS FOR INQUIRY

1. Inquiries of KST File records may be made through the QGM message key, as well as the
procedures used to search the Wanted Person File. Complete details can be found in the
Gang and Wanted Person File chapters.

2. In a positive wanted person inquiry response, Wanted Person and Foreign Fugitive File
records will appear first, followed by Missing Person, Gang, KST, Violent Person,
National Sex Offender Registry, Supervised Release, Immigration Violator, Protection
Order, Identity Theft, Protective Interest, License Plate, Vehicle, Boat, Vehicle/Boat Part,
and Article Files.

3. As part of a positive KST File record, the receiving agency is advised that the person in
question cannot be arrested or detained solely upon the basis of the information provided.
A caveat at the beginning of the record response emphasizes to record recipients that they
should contact the TSC.

When a positive KST File response is received, the inquiring agency must not advise the
individual that they may be on a terrorist watchlist. The unauthorized disclosure of
terrorist watchlist information is prohibited. Information that an individual may be on a
terrorist watchlist is the property of the TSC and is a federal record provided to the
inquiring agency that may not be disclosed, disseminated, or used in any proceeding
without the advance authorization of the TSC.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. When only one numeric identifier is used in an inquiry, the response(s) will include the
record(s) on file containing that specific numeric identifier. For example, if an inquiry
contains only the Social Security number, the response will include the record(s) on file
with that Social Security number, even though there may be other records on file for the
same individual that do not contain that particular number.

2. Following a positive response to an inquiry with limited personal descriptors, an agency

should make a second inquiry using all identifiers contained in the response record(s).
The second inquiry should ensure the receipt of all records that could possibly pertain to
the person in question.

3. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE DATA. USE
CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

4. A KST response can contain supplemental data fields of AKA, DOB, SMT, MNU, SOC,
CMC, CTZ, SID, operator’s license data, license plate data, vehicle identification data,
and image data. All supplemental fields will be sorted by special character,
alphabetically, then numerically. Within supplemental data sets, the fields will be sorted
 as follows: operator’s license data by OLS, license plate data by LIS, vehicle data by
VIN, and image data by IMN. Complete details can be found in the Gang File chapter of
this manual.

5.5 INQUIRY USING VEHICULAR DATA

A QV, ZV, QW, QWA, QWE, QWF, QWS, QGM, or ZW inquiry by license plate number or
vehicle identification number will retrieve all person files as well as the KST File in which
the vehicle and/or license has been entered. Additionally, such an inquiry will retrieve data
from the Boat, Vehicle, Vehicle/Boat Part, and License Plate Files. It is not necessary to
include a name in this type of inquiry.

5.6 PROCEDURES FOR HANDLING A HIT

No arrest or detention should be made based solely on a KST File record.

As part of a positive response from the KST File, the receiving agency is advised that the
person in question cannot be arrested or detained solely upon the basis of the information
provided. A caveat at the beginning of the record response emphasizes to record recipients
that they should contact the TSC.

SECTION 6 -- LOCATE

There are no locate procedures for the KST File.

SECTION 7 -- CLEAR

There are no clear procedures for the KST File.

SECTION 8 -- SUPPLEMENTAL RECORDS

The TSC is the only agency authorized to enter or cancel a supplemental record for an
individual who has been nominated as a known or suspected terrorist subject. The
supplemental record procedures are the same as those for Gang File records which are
detailed in the Gang File chapter.
 NCIC Operating Manual
LICENSE PLATE FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.9 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF STOLEN LICENSE PLATE ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD EDITS FOR ENTRY
2.6 LICENSE PLATE ENTRY AND THE $.8. PROGRAM

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION
3.6 AUTOMATIC NOTIFICATION OF MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION
 4.6 AUTOMATIC NOTIFICATION OF CANCELLATION

INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

5.2 REQUIREMENTS FOR INQUIRY
5.3 ADDITIONAL GUIDELINES FOR INQUIRY
5.4 BATCH INQUIRY (QVB)
5.5 PROCEDURES FOR HANDLING A HIT
5.6 CANADIAN VEHICLE INDEX INFORMATION

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURES
6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE
6.7 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES
7.6 ADDITIONAL GUIDELINE FOR NCIC CLEAR
7.7 AUTOMATIC NOTIFICATION OF CLEAR
 SECTION 1--INTRODUCTION

1.1 DEFINITION

NCIC defines a regular license plate as 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 the following: aircraft, antique, bus, commercial, dune buggy,
farm vehicle, motorcycle, trailer, truck, and U.S. Government vehicles. The Vehicular Data
Codes, NCIC Code Manual, contains a complete list of all regular and special plate types.

1.2 CRITERIA FOR ENTRY

1. A uniquely-numbered stolen license plate can be entered only if a theft report has been made.

2. In a two-plate state where only one plate is reported stolen, the entering agency can make an
entry only after getting the complainant's assurance that the remaining plate will not be used on a
vehicle.

3. Agencies must have a theft report (electronic or hard copy) on file to support a license plate
entry. Only the agency holding the theft report and having primary jurisdiction over the place of
actual theft may make an NCIC entry. The only exception is that any criminal justice agency or
regional dispatch center may act as holder of the record for another agency that has no
telecommunications equipment. When such an entry is made, the agency holding the record may
place its own ORI in the ORI Field only when there is a written agreement between the two
agencies which delineates the legal responsibility for the record. Additional information
concerning these responsibilities can be found in the Introduction of this manual

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EL STOLEN LICENSE PLATE
Modify ML
Cancel XL
Inquiry QV
ZV
QVB
Locate LL LOCATED LICENSE PLATE
Clear CL
1. If it is desired that a stolen license plate be held for latent fingerprint examination, -P should
be entered as part of the MKE, for example, EL-P which translates as STOLEN LICENSE
PLATE - HOLD FOR LATENTS.

2. If the occupant(s) of the vehicle on which the license plate is believed to be displayed is
known to be armed, -A should be entered as part of the message key code, for example, EL-A
which translates as STOLEN LICENSE PLATE - OCCUPANT(S) ARMED.

3. If a combination of the above two conditions exists, -F should be entered as part of the
message key code, for example, EL-F which translates as STOLEN LICENSE PLATE -
OCCUPANT(S) ARMED/HOLD FOR LATENTS.

1.4 RECORD RETENTION PERIOD

1. License plate records will remain on file for the balance of the year of entry plus an additional
4 years.

2. Serious errors will affect the retention period of a record. A serious error in this file occurs
when a record contains inaccurate license data. A state Department of Motor Vehicles (DMV)
where the plates are issued may compare license data with records contained in their files. If
inaccuracies are detected, the state of registry notifies the entering agency so the inaccurate data
can be corrected. If the error is not corrected, the state of registry should notify NCIC. Upon
notification from the state of registry, NCIC will cancel the record and transmit a $.E.
administrative message to the entering agency. The message provides the entire canceled record
and a detailed explanation for the cancellation.

1.5 AUTOMATIC RETIREMENT

A record is retired 10 days after it is located, and the entering agency is notified with a $.P.
administrative message.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of this
manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses, the
VLN Field will be suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

CDE Canadian Date of Must be a valid Gregorian date (YYYYMMDD).
Entry Canadian Vehicle Index records only.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DOC Date of Must be a valid Gregorian date (YYYYMMDD)
Cancellation equal to current date or current date minus one.
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD).
The date of theft cannot be greater than the current
date.
LIC License Plate Must not contain hyphens, spaces, or
Number symbols.UNK, UNKN, or UNKNOWN may be
used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact the
FBI CJIS Division staff. If the license plate number
exceeds ten characters, ten characters should be
entered in the LIC Field. The full plate number must
be shown in the MIS Field.
LIS License Plate Must be a valid NCIC -assigned code as (Issuer)
State listed in State and Country Data Codes, NCIC Code
Manual.
LIT License Plate Must be a valid NCIC -assigned code as listed in
Type Vehicular Data Codes, NCIC Code Manual.
LIY License Plate Must be a valid four-character year (YYYY) or the
Year of alphabetics NX to represent a nonexpiring
Expiration registration.
LKA Linkage Case Must not contain a single zero only, a run of zeros
Number only, a single alphabetic character only, the word
NONE, or the first seven characters of the LKI
Field. The only valid special character is the
hyphen.
LKI Linkage Agency Must be a valid NCIC assigned ORI.
Identifier
MIS Miscellaneous Free Text.
MKE Message Key Must be a valid message key.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (P in the License Plate File and R in the
Canadian Vehicle Index) followed by nine numeric
characters automatically assigned by NCIC to each
accepted record. Must have valid check digits when
used to identify a record in a subsequent transaction
NOA Notify Originating Must be Y or N. NCIC will default to N if field is
Agency left blank.
NPA Number of Count of persons arrested as a result of locating the
Persons stolen license plate. Can be entered only if RPP is
Apprehended entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY LOCATED.
NPF Number of First three characters must be numeric. Fourth
Missing Persons character must be J for juvenile or O for other
Found missing person. Fifth character must be I or N for
indexed or not indexed in NCIC. Can be entered
only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY LOCATED.
OCA Originating Must not contain a single zero only, a run of zeros, a
Agency Case single alphabetic character only, the word NONE,
Number or the first seven characters of the ORI Field. The
only valid special character is the hyphen
ORI Originating Must be a valid NCIC -assigned ORI.
Agency Identifier
RCA Recovering Must not contain a single zero only, a run of zeros
Agency Case only, the word NONE, or a single alphabetic only.
Number The first seven characters of the RCA cannot equal
the first seven characters of the RRI. The only valid
special character is the hyphen.
RPP Reason for Must be a valid NCIC assigned code as listed in the
Property Record Introduction chapter of this manual.
Removal
RRI Recovering Must be a valid NCIC -assigned ORI.
Agency Identifier
RSH Related Search Must be Y or N.
Hit
VLN Name of Any valid characters representing validator.
Validator
VNP Value of Must be 0 or blank.
Recovered
Property
VOR Value of Other Fair market value (in whole dollars) of property
Recovered recovered as a result of locating the stolen license
Property plate identified in the record. Can be entered only if
RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY
RECOVERED.
VRC Value of Fair market value (in whole dollars) of any
Recovered contraband recovered as a result of locating the
Contraband stolen license plate identified in the record. Can be
entered only if RPP is entered. Must be blank or 0 if
RPP is OTHER MEANS or PREVIOUSLY
RECOVERED.
1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS

If the LIC, LIS, LIY, LIT, and ORI Fields of a stolen license plate message are the same as those
field codes of a license plate or vehicle record already on file in NCIC , the second message will
be rejected with the message REJECT ON FILE.

Whenever the message REJECT ON FILE is sent, the record on file will also be transmitted. A
duplicate record will be accepted if the ORI in the second message is different or if the license
plate data match license plate data in one of the person files (Wanted Person, Missing Person,
Convicted Person on Supervised Release, etc.). In those cases, the duplicate records will be
furnished as a response with the acknowledgment.

1.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF STOLEN LICENSE PLATE ENTRY

1N01HEADER.EL.MD1012600.ABC123.MD.1999.PC.19991030.123ABC...PLATE STOLEN
FROM A CAR IN DRIVEWAY.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/P000002154 LIC/ABC123
OCA/123ABC

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,

SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LICENSE PLATE MANDATORY LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
LICENSE PLATE MANDATORY LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
LICENSE PLATE MANDATORY LIY 2-2 ALPHABETIC (2),
YEAR OF NUMERIC (4)
EXPIRATION 4-4
LICENSE PLATE MANDATORY LIT 2-2 CODE AS
TYPE DEFINED IN
NCIC CODE
MANUAL
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory for acceptance of an entry into NCIC: HDR, MKE, ORI,
LIC, LIS, LIY, LIT, DOT, and OCA.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. When the license plate number exceeds ten characters, only the first ten characters in the
LIC Field should be entered. The full plate number should be entered in the MIS Field.
2. When the license plate sticker, windshield sticker, or embossed numbers on the plate are
missing, the highest year in which the license plate is valid as indicated on the registration
document should be entered in the LIY Field.
3. When only one plate is stolen or missing, some type of notation should be entered in the
MIS Field to explain this fact; for example, 1 PLATE STOLEN.

4. When the entering agency wants to be notified each time its record is hit upon regardless of
whether the location of the property is known, the entering agency should set the NOA Field
to Y.

5. For training and administrative purposes, agencies may enter test records into NCIC using
the header TN01 . The test records will not generate any notifications nor will batch
processing be performed in the test system.

2.5 MESSAGE FIELD EDITS FOR ENTRY

1. LICENSE PLATE NUMBER (LIC)

1. Only alphabetic and/or numeric characters may be entered in the LIC Field; therefore, the
information must be entered omitting any hyphens, spaces, or symbols. For instances when
a hyphen or symbol is a substantive part of the license number, information concerning the
location and design of each should be included in the MIS Field. Further information
relevant to the construction of the number can be obtained by contacting the CJIS Systems
Agency (CSA) in the state of registry.

2. If the license plate number exceeds ten characters, only the first ten characters should be
entered. The entire number must be shown in the MIS Field. Partial license plates must not
be entered.

3. Where one character appears over another, the top character should be entered first,
immediately followed by the bottom character, that is, A as AB.
B
2. LICENSE PLATE STATE (LIS)

The appropriate code for the state, territorial possession, province, or country that issued the
license plate must be used in the LIS Field of the stolen license plate entry. The codes listed in
State and Country Codes, NCIC Code Manual, are the only codes approved for use in the LIS
Field.

Regarding military vehicles and other U.S. Government vehicles with plates displaying the
inscription U.S. GOVERNMENT, the code US should be entered.

3. LICENSE PLATE YEAR OF EXPIRATION (LIY)

The highest year in which the license plate is valid, as indicated on the license plate via sticker or
embossed numbers or as indicated on a windshield sticker, should be entered in the LIY Field.
Grace periods or extensions are not to be considered when determining the LIY. Nonexpiring
license plates should be entered by using LIY/NX.
In the absence of a license plate sticker, windshield sticker, or embossed numbers on the plate,
the last two digits of the highest year in which the license plate is valid as indicated on the
registration document should be entered. NX should be entered to indicate a nonexpiring license
plate when all of the following conditions exist:

1. No year sticker is on the plate or windshield.

2. No year is embossed on the plate.
3. The plate number is never reissued.
4. The registration supporting the plate indicates no expiration; for example, U.S.
Government, U.S. Military, and some state, county, and municipal vehicle plates
are nonexpiring.

4. LICENSE PLATE TYPE (LIT)

Motor vehicle license plate types are coded as regular passenger car plates or special plates.
Only codes as listed in Vehicular Data Codes, NCIC Code Manual, are acceptable for entry in
the LIT Field.

5. MISCELLANEOUS (MIS) DATA

1. License plate numbers exceeding ten characters must be shown completely in the MIS
Field. The first ten characters of the plate number must be entered in the LIC Field.

2. In those states where the deletion of a hyphen or symbol in a license plate number may
cause an invalid match of license plate numbers, the plate number properly hyphenated
must be shown in the MIS Field. An example is plate number 1-1568 which would be
matched with plate number 11-568. License plate numbers containing a symbol may be
entered as follows:

 When a symbol is used as a separator, the number should be entered in the MIS
Field with a hyphen indicating the position of the symbol. Or
 When a symbol is used as a decoration, the number should be entered only in the
LIC Field disregarding the symbol.

6. 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).

7. LINKAGE DATA (LKA AND LKI)

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. In the entry message the LKI and
LKA Fields immediately follow the OCA Field entry. The message will be rejected if the first
seven characters of the LKA are the same as the first seven characters of the LKI.

8. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide investigative
leads, regardless of whether the location of the license plate is known, Y should be entered into
the NOA Field. Currently, if NOA is left blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI matches the
entering agency ORI and in unsolicited notifications ($. messages) to the ORI of record.

2.6 LICENSE PLATE ENTRY AND THE $.8. PROGRAM

An agency entering a record for a license plate registered in another state must advise the CSA in
the state of registry about such an entry if the state of registry is not a $.8. Program participant.
Additional information on the $.8. Program can be found in the Introduction chapter of this
manual.

SECTION 3--MODIFICATION

3.1 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 information or delete or change erroneous data in an active license plate
record. A license plate record cannot be modified if the record is in a located status
(MKE/LOCATED LICENSE PLATE).

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.ML.MD1012600.NIC/P000002154.OCA/CC1658.LIC/ABC132

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/P000002154

The above modification example contains: header (1N01HEADER), message key (ML),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/P000002154 and
OCA/CC1658), the field being modified, and the modification (LIC/ABC132).
3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The modify transaction must contain two record identifiers. The first identifier is the NIC or LIC.
The second identifier must always be the OCA. Each identifier must be preceded by its MFC.

3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN) Field of
a license plate record to indicate that the record has been validated. When data are entered into
the VLN Field, NCIC stores the current date in the Date of Last Validation (VLD) Field of the
record. If the user attempts to delete or modify the VLN Field to all blanks, the message will be
rejected. The acknowledgment for the modify message containing VLN Field data will indicate
the record has been validated. Each CSA can determine the specific data to be included in the
VLN Field for the validation of the record.
 For example:

1N01HEADER.ML.MD1012600.NIC/P000002154.OCA/2501.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/P000002154

3.6 AUTOMATIC NOTIFICATION OF MODIFICATION

A $.8. Out-of-State Notification will be sent automatically as necessary. Additional information

on the $.8. administrative messages can be found in the Introduction chapter of this manual.

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid (e.g., a record is
determined to the result of a fictitious or false theft report), or the information contained in the
record is invalid or inaccurate.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XL.MD1012600.NIC/P000002154.OCA/1658.19991030.NOT STOLEN

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/P000002154

The above cancellation example contains: header (1N01HEADER), message key (XL),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/P000002154 and
OCA/1658), date of cancellation (19991030), and reason for property record removal (NOT
STOLEN).
4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The cancel transaction must contain two record identifiers. The first identifier is the NIC or LIC.
The second identifier must always be the OCA. Each identifier must be preceded by its MFC.
Date of Cancellation (DOC) must be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When a record is canceled, the user is expected to enter the Reason for Property Record Removal
(RPP). The RPP Field is entered directly after the DOC Field. For a cancel, the RPP value will
be either CASE DROPPED or NOT STOLEN.

4.6 AUTOMATIC NOTIFICATION OF CANCELLATION

A $.8.Out-of-State Notification will be sent automatically as necessary.

 SECTION 5--INQUIRY

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

1N01HEADER.QV.WA1230000.LIC/ABC132.LIS/MD.

Negative Response:

1L01HEADER
WA1230000
NO RECORD LIC/ABC132 LIS/MD

Positive Response:

1L01HEADER
WA1230000
MKE/STOLEN LICENSE PLATE
ORI/MD1012600 LIC/ABC132 LIS/MD LIY/1999 LIT/PC DOT/20151101
OCA/CS1234
VLD/20161101 NOA/Y
MIS/ST0LEN PLATE FROM THE CAR ON THE DRIVEWAY
NIC/P000002154 DTE/20151101 0000 EST DLU/20161101 0000 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI

5.2 REQUIREMENTS FOR INQUIRY

Inquiries can be made using the NIC only or LIC only. Each identifier must be preceded by its
MFC. The LIS is not required for an inquiry but should be included as it will limit the scope of
the search to records on file containing matching LIS information and prevent unnecessary $.H.
administrative messages from being generated.

5.3 ADDITIONAL GUIDELINES FOR INQUIRY

1. To determine if a license plate is stolen, an inquiry of the Vehicle File must be made. An
inquiry (QV or ZV) will perform a primary search for the LIC data in the person files and
the Vehicle, Boat, and Vehicle/Boat Part Files. Additional information concerning inquiry
can be found in the Vehicle File chapter.

2. If an inquiry is made without the LIS, the response will include any record that contains the
same license plate number. To avoid multiple record matches and limit the scope of the
search, the LIS should be included in the inquiry.

3. A QV or ZV inquiry that contains a LIC can retrieve a Boat File record with a matching
LIC in the boat supplemental trailer records.

4. An inquiry (QV or ZV) containing only license plate data can cause a second search if the
primary response contains records with a VIN, FBI, or SOC. When this happens, a second
 computer search is automatically generated on these fields. The automatic second search
can produce hits from the person files, or Boat, Vehicle, or Vehicle/Boat Part Files. If the
initial inquiry on license plate data produces:

1. A person record with identical license data, a second search is performed on VIN, FBI,
or SOC contained in the base record. If there is no VIN in the base record, then the
search is performed on the oldest VIN in the supplemental record.

5. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

6. Inquiries may also contain a Related Search Hit (RSH) Field. If the RSH is Y, secondary
hit responses will be returned for all linked records. The NCIC System links records
when: 1) ORI/OCA matches the primary hit response and the dates of entry for those
records are within 30 days of each other and 2) the LKI/LKA are the same as ORI/OCA
contained in the primary hit response.

7. If the hit response contains more than ten secondary hit responses, the following will be
included in the hit response to indicate a file is being created with the additional hits:

ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW

8. A $.B. administrative message will then be sent to the ORI to identify the file name to be
requested to retrieve the additional hit responses. The File Transfer (FT) transaction in the
Other Transactions chapter contains additional information on retrieving the file.

5.4 BATCH INQUIRY (QVB)

The NCIC batch inquiry allows users to create a file of individual QV/ZV inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the inquiry
and an "&" as a separator. The SEQ is three numerics and is used to match the responses (hit or
no hit) to the specific inquiry from which they were generated. Prior to each response
SEQUENCE NUMBER: <SEQ> will be returned to identify those responses that follow as
coming from the inquiry with that sequence number. Additional information concerning batch
inquiry can be found in the Vehicle File chapter.

5.5 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit may not be probable cause to arrest. A hit confirmed with the ORI may be
adequate grounds to recover a license plate.

2. When an agency receives a record in response to an NCIC inquiry and the whereabouts of
the stolen license plate inquired upon is known and the license plate inquired upon appears
to be identical with one or more of the records, the agency that can seize the stolen license
 plate must contact the ORI of each record possibly identical with the license plate in
question to confirm the hit prior to seizing the license plate.

3. "To confirm the hit" means to verify that the theft report is still outstanding; to verify that
the license plate inquired upon is identical to the license plate described in the record; and
to obtain information concerning the return of the license plate to the rightful owner.

4. When an agency receives a record in response to an NCIC inquiry and the whereabouts of
the stolen license plate inquired upon is not known, the hit should not be confirmed.

5. This system is based upon two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative interest
agency(s). If the investigative interest agency requests notification of all its hits, this
agency should place "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigation
interest supplemental records.

5.6 CANADIAN VEHICLE INDEX INFORMATION

1. NCIC maintains an interface with the Canadian Police Information Centre (CPIC) that
allows searchable identifiers in CPIC records to be transmitted to NCIC for storage and
access, creating the Canadian Vehicle Index (CVI). The CVI contains stolen boat, part,
vehicle, and license plate records including U.S. registered vehicles and boats stolen in
Canada. Based on the CVI response, the inquiring agency should perform an Nlets
transaction to obtain current record information in CPIC, then perform any required hit
confirmation. Canadian agency names, addresses, and telephone numbers may be
obtained through a QO inquiry.

2. All inquiries that search the Vehicle File may generate responses from the CVI. When a
U.S. user queries NCIC and the query hits on a CPIC record, the user will receive the
following messages as a hit response.

Positive Response:

YOUR TRANSACTION IS A POSSIBLE MATCH WITH AN INDEX RECORD FOR A FELONY

VEHICLE IN CANADA WITH THE FOLLOWING IDENTIFIERS:
ORI/BC1234567 VIN/CAN1234567890 LIC/ABC123 LIS/AB.
ADDITIONAL INFORMATION MAY BE OBTAINED VIA NLETS USING A VQ OR XQ
TRANSACTION.INTERNATIONAL USERS CONTACT INTERPOL OTTAWA.
 SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency that recovers a license plate which is indexed in NCIC, except the agency that
entered the record, must place a locate message on the stolen license plate record(s). When an
agency receives a record or multiple records in response to an inquiry, the agency that can seize
the stolen license plate must contact the ORI of each record that is possibly identical with the
license plate in question to confirm the hit.

Following confirmation with the originating agency, a locate message must be transmitted for
each record that was hit and confirmed with the ORI of the record. If the agency that locates a
stolen license plate is the entering agency, no locate transaction is necessary.

6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LL.WA1230000.NIC/P00002154.OCA/1234678.19991030.35102.
HIT NCIC 19991030.4.003J10020N..400.1000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/P000002154

The above locate example contains: header (1N01HEADER), message key (LL), recovering
agency identifier (WA1230000), two record identifiers (NIC/P000002154 and OCA/ 1234678),
date of recovery (19991030), recovering agency case number (35102), and benefits and
effectiveness data: reason for property record removal (HIT NCIC 19991030), number of
persons apprehended (4), number of missing persons found (003J10020N), value of other
recovered property (400), and value of recovered contraband (1000).

When a locate message is transmitted for a stolen license plate record, the message key
translation changes from STOLEN LICENSE PLATE to LOCATED LICENSE PLATE.

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The location transaction must contain two record identifiers. The first identifier is the NIC or
LIC. The second identifier must always be the OCA. Each identifier must be preceded by its
MFC. The OCA used as an identifier will be that of the agency that entered the record, as shown
in the record received from NCIC in reply to the apprehending/locating agency's inquiry.
6.5 LOCATE PROCEDURES

1. The date of recovery cannot be prior to the date of theft.

2. Ten days after a record is located, it is retired, and the entering agency is notified with a $.P.
administrative message.

3. There are no locate procedures for CVI records.

6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the date of recovery and recovering agency case number, users are expected to enter
benefits and effectiveness data. Additional information on benefits and effectiveness data can be
found in the Introduction chapter of this manual.

6.7 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically notify
the entering agency through a $.L. administrative message. A $.8. Out-of-State Notification will
be sent automatically as necessary.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency recovering the license plate is the agency that entered the record.

2. When the agency that entered the record is officially advised by another agency that the
license plate has been recovered.

7.2 EXAMPLE OF A CLEAR MESSAGE

Example of a clear transaction for a License Plate File record when the plate was recovered by
an agency other than the entering agency.

1N01HEADER.CL.MD1012600.NIC/P000002154.OCA/456TYHT.19991030.
WA1230000.35102.HIT NCIC 19991030.4.003J10020N...1000
Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/P000002154

The above clear example contains: header (1N01HEADER), message key (CL), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/P000002154 and OCA/
456TYHT), date of recovery (19991030), recovering agency ORI (WA1230000), recovering
agency case number (35102), and benefits and effectiveness data: reason for property record
removal (HIT NCIC 19991030), number of persons apprehended (4), number of missing persons
found (003J10020N), and value of recovered contraband (1000).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER
SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The clear transaction must contain two record identifiers. The first identifier is the NIC or LIC.
The second identifier must always be the OCA. Each identifier must be preceded by its MFC.
The OCA used as an identifier will be that of the agency that entered the record as shown in the
stolen license plate record received from NCIC in response to the apprehending/locating agency's
inquiry.

7.5 CLEAR PROCEDURES

There are two circumstances that require unique record formats to clear a license plate record.

1. If the agency that entered the record recovers the license plate, only the date of recovery
(which cannot be prior to the date of theft) must be entered following the two record
identifiers. Additionally, benefits and effectiveness data should be included.

2. If the stolen license plate record is located by an agency other than the entering agency and:

1. The record being cleared is in a located status (MKE/LOCATED LICENSE PLATE),

only the date of clear would be entered following the two record identifiers.

2. The record being cleared is in an active status (MKE/STOLEN LICENSE PLATE), the
date of clear followed by the recovering agency's identifier and the recovering agency's
case number, in that order, without field codes, would be entered after the two record
identifiers. Additionally, benefits and effectiveness data should be included.
7.6 ADDITIONAL GUIDELINE FOR CLEAR

Following the date of clear, recovering agency, and recovering agency case number, users are
expected to enter benefits and effectiveness data. Additional information on benefits and
effectiveness data can be found in the Introduction chapter of this manual.

7.7 AUTOMATIC NOTIFICATION OF CLEAR

A $.8. Out-of-State Notification will be sent automatically as necessary.

 NCIC Operating Manual
MISSING PERSON FILE

INTRODUCTION

1.1 CRITERIA FOR ENTRY

1.2 ENTRY OF A MISSING EMANCIPATED PERSON (ADULT) RECORD
1.3 ENTRY OF A MISSING UNEMANCIPATED PERSON (CHILD) RECORD
1.4 ENTRY OF A CATASTROPHE VICTIM RECORD
1.5 MESSAGE KEY (MKE) CODES
1.6 RECORD RETENTION PERIOD
1.7 AUTOMATIC RETIREMENT
1.8 VALIDATION
1.9 MESSAGE FIELD CODES AND EDITS
1.10 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.11 IMAGE CAPABILITY
1.12 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN UNEMANCIPATED MISSING PERSON ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 $.K. ADMINISTRATIVE MESSAGE
2.5 ADDITIONAL GUIDELINES FOR ENTRY
2.6 MESSAGE FIELD CODE EDITS FOR ENTRY
2.7AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 VALIDATION GUIDELINES FOR NCIC MODIFICATION
3.7 AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS
3.8 MISSING PERSON INTEREST (MIF) FIELD
CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

INQUIRY

5.1 EXAMPLE OF A NONUNIQUE IDENTIFIER INQUIRY (QM) WITH NEGATIVE

AND POSITIVE RESPONSES
5.2 MESSAGE FIELD CODES FOR NONUNIQUE IDENTIFIER INQUIRY
5.3 REQUIREMENTS FOR NONUNIQUE IDENTIFIER INQUIRY (QM)
5.4 ADDITIONAL GUIDELINES FOR NONUNIQUE IDENTIFIER INQUIRY
5.5 EXAMPLES
5.6 REQUIREMENTS FOR UNIQUE IDENTIFIER INQUIRY
5.7 ADDITIONAL GUIDELINES FOR UNIQUE IDENTIFIER INQUIRY
5.8 ADDITIONAL GUIDELINE FOR NCIC QW INQUIRY
5.9 BATCH INQUIRY (QWB)
5.10PROCEDURES FOR HANDLING A HIT

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURE
6.6 DISPOSITION (DSP) FIELD
6.7 ADDITIONAL GUIDELINE FOR NCIC LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES
7.6 ADDITIONAL GUIDELINE FOR NCIC CLEAR
SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS(ES) AND OTHER
IDENTIFIERS CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

SUPPLEMENTAL DENTAL RECORD

9.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

9.2 WHEN TO USE SUPPLEMENTAL DENTAL RECORD ENTRY
9.3 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY
9.4 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA
9.5 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY
9.6 DENTAL CHARACTERISTICS (DCH) FIELD
9.6.a. NDIR DATA AVAILABLE (NDI) FIELD
9.7 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION
9.8 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION
9.9 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD CANCELLATION
9.10 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD
CANCELLATION

PERSON WITH INFORMATION (PWI) RECORD

10.1 ENTRY CRITERIA FOR PWI DATA

10.2 EXAMPLE OF PWI RECORD ENTRY
10.3 MESSAGE FIELD CODES FOR ENTRY
10.4 IDENTIFICATION OF RECORD FOR ENTRY OF PWI DATA
10.5 ADDITIONAL GUIDELINES FOR PWI RECORD ENTRY
10.6 WHEN TO USE PWI MODIFICATION MESSAGE
10.7 EXAMPLE OF PWI RECORD MODIFICATION
10.8 MESSAGE FIELD CODES FOR PWI MODIFICATION
10.9 IDENTIFICATION OF RECORD FOR MODIFICATION OF PWI DATA
10.10 ADDITIONAL GUIDELINES FOR PWI RECORD MODIFICATION
10.11 WHEN TO USE PWI RECORD CANCELLATION MESSAGE
10.12 EXAMPLE OF PWI RECORD CANCELLATION
10.13 MESSAGE FIELD CODES FOR PWI RECORD CANCELLATION
10.14 IDENTIFICATION OF RECORD FOR CANCELLATION OF PWI DATA
10.15 ADDITIONAL GUIDELINES FOR PWI RECORD CANCELLATION
10.16 MESSAGE FIELD CODES FOR SUPPLEMENTAL PWI RECORD
TRANSACTION
10.17 WHEN TO USE SUPPLEMENTAL PWI ENTRY
10.18 EXAMPLE OF SUPPLEMENTAL PWI RECORD ENTRY
10.19 IDENTIFICATION OF RECORD FOR ENTRY OF SUPPLEMENTAL PWI DATA
10.20 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
10.21 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
PWI ENTRY
10.22 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL PWI ENTRY
10.23 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL PWI RECORD
10.24 WHEN TO USE SUPPLEMENTAL PWI RECORD CANCELLATION MESSAGE
10.25 EXAMPLE OF SUPPLEMENTAL RECORD ALIAS(ES) AND OTHER
IDENTIFIERS CANCELLATION
10.26 IDENTIFICATION OF RECORD FOR CANCELLATION OF SUPPLEMENTAL
PWI DATA
10.27 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL PWI RECORD
CANCELLATION
 SECTION 1--INTRODUCTION

1.1 CRITERIA FOR ENTRY

1. Agencies must have a missing person report (electronic or hard copy) on file to support a
missing person entry. A missing person record may be entered using one of the following
categories:

1. Disability (MKE/EMD): a person of any age who is missing and under proven
physical/mental disability or is senile, thereby subjecting him/ herself or others to
personal and immediate danger.
2. Endangered (MKE/EME): a person of any age who is missing under circumstances
indicating that his/her physical safety may be in danger.
3. Involuntary (MKE/EMI): a person of any age who is missing under circumstances
indicating that the disappearance may not have been voluntary, i.e., abduction or
kidnapping.
4. Juvenile (MKE/EMJ): a person who is missing and not declared emancipated as defined
by the laws of his/her state of residence and does not meet any of the entry criteria set
forth in 1, 2, 3, or 5.
5. Catastrophe Victim (MKE/EMV): a person of any age who is missing after a
catastrophe.
6. Other (MKE/EMO): a person not meeting the criteria for entry in any other category
who is missing and 1) for whom there is a reasonable concern for his/her safety or 2) a
person who is under age 21 and declared emancipated by the laws of his/her state of
residence 1

1.2 ENTRY OF A MISSING EMANCIPATED PERSON (ADULT) RECORD

Agencies must have a missing person report (electronic or hard copy) on file to support a missing
person entry. A record for a missing person who is the age of 21 and over may be entered in the
Missing Person File provided the entering agency has signed documentation in its possession
supporting the stated conditions under which the person is declared missing. This documentation
(electronic or hard copy) will aid in the protection of the individual’s right to privacy.

The INTERPOL (USNCB) may enter records for persons missing from Hague and non-Hague
Convention countries into the NCIC Missing Person File.

In the absence of documentation from a parent, legal guardian, next of kin, physician, or other
authoritative source, including friend or neighbor in unusual circumstances, or when such
documentation is not reasonably attainable, a signed report by the investigating officer will
suffice.

Note: For agencies using ERMS, some forms of signatures that are acceptable are:

¹In accordance with Title 42, United States code (U.S.C.), Section 5779(a), agencies are required to enter records
into the NCIC Missing Person File for missing individuals under the age of 21.
1) Digitized signatures (similar to method used by the United States Postal Service).
2) Manual signatures scanned into the ERMS.
3) The case officer’s typed name into the report in the ERMS.

1.3 ENTRY OF A MISSING UNEMANCIPATED PERSON (CHILD) RECORD

A record for a missing person who is under the age of 21 should be entered into NCIC using one
of the appropriate categories (Disability, Endangered, Involuntary, Juvenile, Catastrophe Victim,
or Other) within 2 hours of receipt of the minimum data required to enter an NCIC record. A
missing person report filed with an agency is sufficient documentation for entering a juvenile in
the NCIC Missing Person File.

The INTERPOL USNCB may enter records for children abducted from Hague and non-Hague
Convention countries into the NCIC Missing Person File.

1.4 ENTRY OF A CATASTROPHE VICTIM RECORD

Catastrophe victim (MKE/EMV) records may be entered by any agency involved in identifying
victims of a disaster, e.g., an airplane crash. No written documentation is required for entry into
this category.

The INTERPOL USNCB may enter records for children abducted and persons missing from
Hague and non-Hague Convention countries into the NCIC Missing Person File.

1.5 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EMD MISSING PERSON -
DISABILITY
EME MISSING PERSON -
ENDANGERED
EMI MISSING PERSON -
INVOLUNTARY
**EMJ MISSING PERSON - JUVENILE
MISSING PERSON -
EMANCIPATED JUVENILE
EMV MISSING PERSON -
CATASTROPHE VICTIM
EMO
MISSING PERSON - OTHER
FOREIGN MISSING PERSON -
EMD
DISABILITY
FOREIGN MISSING PERSON -
EMDC
DISABILITY - CAUTION
FOREIGN MISSING PERSON -
*EME
ENDANGERED
 FOREIGN MISSING PERSON -
*EMEC
ENDANGERED- CAUTION
FOREIGN MISSING PERSON -
*EMI
INVOLUNTARY
FOREIGN MISSING PERSON -
*EMIC
INVOLUNTARY - CAUTION
FOREIGN MISSING PERSON -
*EMV
CATASTROPHE
FOREIGN MISSING PERSON -
*EMVC
CATASTROPHE- CAUTION
FOREIGN MISSING PERSON -
*EMO
OTHER
FOREIGN MISSING PERSON -
*EMOC
OTHER - CAUTION
FOREIGN MISSING PERSON -
*EMJ
JUVENILE
FOREIGN MISSING PERSON -
*EMJC
JUVENILE - CAUTION
Modify MM
Locate LM
Cancel XM
Clear CM
Inquiry QW
QWA
QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV
Nonunique identifier inquiry QM
Entry of supplemental record EMN
of aliases and/or additional
identifiers
Cancellation of supplemental XMN
record
Entry of supplemental dental ED
information
Modification of supplemental MD
dental information
Cancellation of supplemental XD
dental information
Entry of Person with EMP
information
Modification of Person with MMP
Information
Cancellation of Person with XMP
Information
Entry of Person with EMPN
Information supplemental
data
Cancellation of Person with XMPN
Information supplemental
data
*NCIC will translate the Missing Person File Message Key (MKE) to reflect foreign abducted children and foreign
missing person records when the entering ORI# is DCINTER00.
**When the subject of a juvenile category record is emancipated, the MKE translation will be MISSING PERSON -
EMANCIPATED JUVENILE.

A caution indicator should be added to the message key when it is known that an individual is
armed and dangerous, has suicidal tendencies, has previously escaped custody, is a drug addict,
or whatever is appropriate to the particular circumstances of the individual. The code must be
entered in the Caution and Medical Conditions (CMC) Field . For example, a record with
MKE/EMDC might have one of the following indicators entered in the MIS Field or have the
corresponding code entered in the CMC Field:

SUICIDAL TENDENCIES
HEMOPHILIAC
PREVIOUSLY ESCAPED CUSTODY
HEROIN ADDICT
DIABETIC

For the message keys EMD, EME, EMI, EMJ, EMV, and EMO a caution indicator may be
added to the MKE without a dash, e.g., EMDC. When C is added to the MKE, -CAUTION is
added to the standard MKE translation; e.g., EMDC is translated as:

MISSING PERSON - DISABILITY - CAUTION

1.6 RECORD RETENTION PERIOD

A missing person record is retained indefinitely until action is taken by the originating agency to
cancel or clear the record or until a locate is placed against the record.

1. An exception to record retention will occur in the event a serious error is detected in the record
on file. Additional information concerning the serious error program can be found in the
Introduction chapter of this manual.

2. When a missing person has been positively identified by partial body parts, the entering
agency may maintain the NCIC record for future identification in the event additional body parts
are recovered.
1.7 AUTOMATIC RETIREMENT

1. A missing person record will be retired immediately upon receipt of a locate message.
The ORI of the record will be notified that the record has been retired by a $.L.
administrative message.

Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and
License Plate Type (LIT) Fields will remain in a missing person base record or
supplemental record for the year of entry plus 4 years from the date of entry of the base
record

2. When the only searchable identifier in a Missing Person File record is a purged license
plate, the entire record will be removed.

3. A nonexpiring license plate (LIY/NX) contained in a Missing Person File record will
remain in file until action is taken by the originating agency to remove the license data or
clear or cancel the entire record.

1.8 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of this
manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses, the
VLN Field will be suppressed.

1.9 MESSAGE FIELD CODES AND EDITS

Code Field Edits

AGE Approximate Age Must be one or two numerics.
AKA Alias May include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. Personal Descriptors,
NCIC Code Manual, provides coding instructions.
BLT Blood Type Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
BXR Body X-rays Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
CMC Caution and Must be a valid NCIC-assigned code as listed in
Medical Conditions Personal Descriptors, NCIC Code Manual.
CRC Circumcision Must be left blank if SEX equals F. Must be a valid
NCIC -assigned code as listed in Personal
Descriptors, NCIC Code Manual.
CTZ Citizenship Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
DCH Dental May contain a maximum of 319 codes consisting of
Characteristics two numerics followed by one to seven alphabetic
characters or one special character. The only
exceptions are that the codes ALL or UNK will be
permitted in the DCH Field. If the code ALL or UNK
is entered, no additional information may be entered
in the DCH Field. More details can be found in
Section 9 of this chapter.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DLC Date of Last Must be a valid Gregorian date (YYYYMMDD)
Contact equal to or less than the current date and equal to or
greater than the DOB when the record contains a
DOB.
DLO DNA Location Free text. If the DNA field is N or defaulted to N,
then the DLO must be blank.
DNA DNA Profile Must be either a Y or N. N is the default value. If Y
Indicator is entered, then the DLO Field must contain data.
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD) if it
is the only numeric identifier. The DOB cannot be
later than the current date. If the DOB is not the only
numeric identifier, 00 may be entered for the month
and/or day when the actual date is unknown. If MKE
is EMJ or MNP is CA, a valid Gregorian DOB is
mandatory. Additional information available in
Personal Descriptors, NCIC Code Manual.
DOC Date of Must be a valid Gregorian date (YYYYMMDD)
Cancellation equal to current date or current date minus one.
DOE Date of Must be a valid Gregorian date (YYYYMMDD). The
Emancipation DOE must be later than the DLC. The DOE is
mandatory when the MKE is EMJ or EMJC. If the
MKE is not EMJ or EMJC, the DOE must be left
blank.
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DRE Dentist's Remarks Maximum of 50 alphanumeric and/or special
characters (free text).
DSP Disposition Must be DETN or RELD.
DXR Dental X-rays Must be a valid NCIC -assigned code as listed in
Available Personal Descriptors, NCIC Code Manual.
ENS Expanded Name Must be Y or N.
Search
ETN Ethnicity Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual
EYE Eye Color Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics or one to six numerics
followed by an alphabetic character A through H; or
one to six numerics followed by an alphabetic
character J through Z, followed by one or two check
digits; or one to six numerics followed by two
alphabetics followed by one check digit. If the
number contains one alphabetic character (J-Z), the
check digit(s) will be 1 to 11. If the number contains
two alphabetic characters, the first cannot be B, G, I,
O, Q, S, U, Y, or Z. The second must be A, B, C, D,
or E; and the check digit will be zero to nine. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain alphabetic
characters B, G, I, O, Q, S, U, Y, or Z.
FPA Footprints Must be Y or N.
Available
FPC Fingerprint Must be a valid NCIC -assigned code as listed in
Classification Personal Descriptors, NCIC Code Manual. If the first
character of any finger is numeric, the second
character must also be numeric. Codes 00 and 50
may not be used.
HAI Hair Color Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second and
third characters represent inches. May be a minimum
of 100 but not more than a maximum of 711 or UNK.
More information in Personal Descriptors, NCIC
Code Manual.
HIT Wanted/Missing Must be a valid NCIC -assigned code as listed in the
Person Hit Results Introduction section of this chapter. Can be entered
only if RPS is entered.
IMN Image NCIC A self-checking number consisting of an alphabetic
Number character I followed by nine numeric characters
automatically assigned by NCIC to each accepted
image record. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
IND Image Indicator Must be Y or N.
JWL Jewelry Description Free text.
JWT Jewelry Type Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual. Up to17
codes separated by commas may be used.
LIC License Plate The characters UNK, UNKN, or UNKNOWN may
Number be used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact the FBI
CJIS Division staff. If VMA is AERO, LIS is US,
and LIT is PP or NP, the first character in the LIC
Field must be the alphabetic N. If the license plate
number exceeds ten characters (NCIC format), only
the first ten characters (NCIC) should be entered in
the LIC Field. The full plate number must be shown
in the MIS Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in State
and Country Data Codes, NCIC Code Manual.
LIT License Plate Must be a valid NCIC-assigned code as listed in
Number Vehicular Data Codes, NCIC Code Manual.
LIY License Plate Date Must be a valid four-character year (YYYY) or the
of Expiration alphabetics NX to represent a nonexpiring
registration.
LKA Linkage Case Must not contain a single zero only, a run of
Number zeros only, a single alphabetic only, or the word
NONE. The first seven characters of the LKA cannot
equal the first seven characters of the LKI. The only
valid special character is the hyphen. The LKA must
be valid for the LKI. (There must be an ORI and
matching OCA in the System).
LKI Linkage Agency Must be a valid NCIC-assigned ORI.
Identifier
MIS Miscellaneous SVIN must be entered in MIS Field if the VIN is a
state-assigned or non- conforming 17-character VIN.
MKE Message Key Must be a valid message key.
MNP Missing Person If the MKE is EMD, EMJ, or EMO, the MNP Field
must be MP. If MKE is EMV, the MNP Field must
be DV. If the MKE is EME or EMI, the MNP must
be either MP, CA, or AA. In an entry transaction, if
MNP is CA, victim's age must be under 21 years of
age - current year minus year of birth. In all
subseqeunt updates, if MNP is CA, victim's age must
be under 21 years of age - record date of entry minus
year of birth. If MNP is CA or AA, then DOB must
be filled with a valid Gregorian date.
MNU Miscellaneous The first two characters must be a valid NCIC -
Number assigned code as listed in Personal Descriptors,
NCIC Code Manual. The third character must be a
hyphen. Entry of one zero only or a run of zeros only
is prohibited in positions 4 through 15. An
originating agency police or identification number in
MNU cannot be the only numeric identifier in the
record. 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.
MPA Dental Models Must be a valid NCIC -assigned code as listed in
and/or Photographs Personal Descriptors, NCIC Code Manual.
of Teeth Available
MPC Missing Person Must be a valid NCIC - assigned code as listed in
Circumstances Personal Descriptors, NCIC Code Manual.
NAM Name The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must follow
the last name; there can be no more than one space
after the comma. The hyphen cannot be in the first
position or directly precede the comma. The NCIC
Code Manual, Personal Descriptors, provides coding
instructions.
NIC NCIC Number A self-checking number, consisting of an alphabetic
character (M in the Missing Person File) followed by
nine numeric characters, automatically assigned by
NCIC to each accepted record. Must have valid check
digits when used to identify a record in a subsequent
transaction
NOA Notify Originating Must be Y or N. NCIC will default to N if left blank.
Agency
NPA Number of Persons Count of persons arrested as a result of locating
Apprehended missing person. Can be entered only if RPS is
entered. Must be blank or 0 if RPS is OTHER
MEANS or PREVIOUSLY LOCATED.
NPF Number of Missing First three characters must be numeric. Fourth
Persons Found character must be J for juvenile or O for other
missing person. Fifth character must be I or N for
indexed or not indexed in NCIC. Can be entered only
if RPS is entered. Must be blank or 0 if RPS is
OTHER MEANS or PREVIOUSLY LOCATED.
OCA Originating Agency Must not contain a single zero only, a run of zeros
Case Number only, the word NONE, or a single alphabetic
only.The first seven characters of the OCA cannot
equal the first seven characters of the ORI. The only
valid special character is the hyphen.
OLN Operator's License Must not be one zero only or a run of zeros only.
Number More information in Personal Descriptors, NCIC
Code Manual.
OLS Operator's License Must be a valid NCIC-assigned code as listed in State
State and Country Codes, NCIC Code Manual. More
information in Personal Descriptors, NCIC Code
Manual.
OLY Operator's License Must represent the year the license expires (XXXX),
Year of Expiration the alphabetics NX to represent nonexpiring, or the
license. code UNKN for unknown. More information in
Personal Descriptors, NCIC Code Manual.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier
PAK Person with May include alphabetics, numerics, a comma,
Information Alias hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. PAK and PIB or PAK
and PSS must not match NAM/AKA and DOB or
NAM/AKA and SOC. PAK must not match existing
PAK or PIN. Personal Descriptors, NCIC Code
Manual, provides coding instructions.
PAR Person Armed Must be a valid NCIC-assigned code as listed in the
Introduction chapter of this manual. Can be entered
only if RPS is entered.
PHA Person with Must be a valid NCIC-assigned code as listed in
Information Hair Personal Descriptors, NCIC Code Manual.
Color
PHG Person with The first character represents feet and the second and
Information Height third characters represent inches. May be a minimum
of 100 but not more than a maximum of 711. More
information in Personal Descriptors, NCIC Code
Manual.
PIB Person with Must be a valid Gregorian date (YYYYMMDD) if it
Information Date of is the only numeric identifier. The PIB cannot be
Birth later than the current date. Additional information
available in Personal Descriptors, NCIC Code
Manual.
PIE Person with Must be a valid NCIC-assigned code as listed in
Information Personal Descriptors, NCIC Code Manual
Ethnicity
PIN Person with May include alphabetics, numerics, a comma,
Information Name hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. PAK and PIB or PAK
and PSS must not match NAM/AKA and DOB or
NAM/AKA and SOC. PAK must not match existing
PAK or PIN. The NCIC Code Manual, Personal
Descriptors, provides coding instructions.
PIR Person with Must be a valid NCIC -assigned code as listed in the
Information Race Personal Descriptors, NCIC Code Manual.
PIX Person with Must be a valid NCIC -assigned code as listed in the
Information Sex Personal Descriptors, NCIC Code Manual.
PMI Person with Free text.
Information
Miscellaneous
POB Place of Birth Must be a valid NCIC-assigned code as listed in State
and Country Codes, NCIC Code Manual. More
information in Personal Descriptors, NCIC Code
Manual.
PSK Person with Must be a valid NCIC -assigned code as listed in the
Information Skin Personal Descriptors, NCIC Code Manual.
Tone
PSM Person with Must be a valid NCIC -assigned code as listed in the
Information Scars, Personal Descriptors, NCIC Code Manual.
Marks, Tattoos, and
Other
Characteristics
PSS Person with Must not be less than 001010001 or have a value of 8
Information Social or 9 in the first position or have a value of 0 in the
Security Number fourth and fifth positions. Invalid and/or nonissue
numbers are accepted, but cause an SOC attention
message. More information in Personal Descriptors,
NCIC Code Manual.
PWG Person with Minimum of 001 and maximum of 499. More
Information Weight information in Personal Descriptors, NCIC Code
Manual
RAC Race Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
RCA Recovering Agency Must not contain a single zero only, a run of zeros
Case Number only, the word NONE, or a single alphabetic only.
The first seven characters of the RCA cannot equal
the first seven characters of the RRI. The only valid
special character is the hyphen
RPS Reason for Person Must be a valid NCIC-assigned code as listed in the
Record Removal Introduction chapter of this manual.
RRI Recovering Agency Must be a valid NCIC-assigned ORI.
Identifier
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SID State Identification First two characters must be a valid state code,
Number territory code, or the code US. Embedded spaces are
prohibited. The third and fourth characters may
contain an asterisk. The tenth character may contain
a hyphen.
SKN Skin Tone Must be a valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Must be a valid NCIC -assigned code as listed in
Tattoos, and Other Personal Descriptors, NCIC Code Manual.
Characteristics
SOC Social Security Must not be less than 001010001. The SOC cannot
Number have a value of 9 in the first position or have a value
of 00 in the fourth and fifth position. Invalid and/or
nonissue numbers are accepted but result in a SOC
attention message. More information in Personal
Descriptors, NCIC Code Manual.
VCO Vehicle Color Must be valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If two
colors codes are used, they must be separated by a
slash (/).
VIN Vehicle Single zero only, run of zeros only, single alphabetic
Identification only, all alphabetics only, or spaces cannot be used.
Number The Vehicle File has additional edits on the VIN
Field. If state-assigned or nonconforming 17-
character VIN, SVIN must be entered in the first four
characters of the MIS Field. If the VIN exceeds 20
characters, only the last 20 characters should be
entered in the VIN Field. The full VIN must then be
shown in the MIS Field.
VLN Name of Validator Any valid characters representing validator.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first
four characters must be a valid NCIC -assigned code.
If the VMA code is less than four characters and data
are included in positions 5 through 24, positions 3
and/or 4 should be blanks. The remaining characters
are free text and must contain the name of the
manufacturer when the VMA is AERO, ATV,
COEQ, CYCL, FARM, SNOW, SPEC, TRLR, or
TRUK.

If the VMO is other than TL, the VMA code must be

a valid code as listed in Vehicular Data Codes, NCIC
Code Manual.

If the VMO is TL, the VMA code must not be the

characters: ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX,
XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or
ZZZZ.

For every assembled vehicle that does not have

manufacturer's assigned VIN, the VMA code must be
ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or
earlier. If the VMA code is AMER, the VYR must be
1988 or earlier. If the VMA code is JEEP, the VYR
must be 1989 or later.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or
SA, the VMA code must be AERO.
(all-terrain vehicle, If VST is EB, EN, or OP, the VMA code must be
dune buggy, go- SPEC, ATV, SNOW, CYCL, or one of the
cart, golf cart, and approved VMA codes for snowmobiles or
snowmobile) motorcycles listed in Vehicular Data Codes, NCIC
Code Manual.

If VST is MV, the VMA code must be SPEC, ATV,

CYCL, or one of the approved VMA codes for
snowmobiles or motorcycles listed in Vehicular Data
Codes, NCIC Code Manual. If VMA code is ATV or
SPEC the VST must be EB, EN, MV, or OP, and the
name of the manufacturer must be entered in the MIS
Field.
VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols
should be used. More information in Vehicular Data
Codes, NCIC Code Manual. The only valid VMO
codes for vehicles with VST codes EB, EN, MV, or
OP, are (blank), ATV, CYL, DUN, GOF, GRT, SKT,
SKW, TOY, TRA, TRW, or WHE.
(assembled If the first four characters of the VMA are ASVE, the
automobile) VMO must be AV or REP.
(construction If the first four characters of the VMA are COEQ, the
equipment) VMO must be CE.
(farm and garden If the first four characters of the VMA are FARM,
equipment) the VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW or
one of the valid snowmobile manufacturer's codes
listed in Vehicular Data Codes, NCIC Code Manual,
the VMO must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL.
(truck) If the first four characters of the VMA are TRUK, the
VMO must be TK.
VNP Value of Recovered Must be blank or 0.
Property
VOR Value of Other Fair market value (in whole dollars) of property
Recovered Property recovered as a result of locating missing person who
was subject of the record. Can be entered only if RPS
is entered. Must be blank or 0 if RPS is OTHER
MEANS or PREVIOUSLY RECOVERED.
VRC Value of Recovered Fair market value (in whole dollars) of any
Contraband contraband recovered as a result of locating missing
person who was subject of the record. Can be entered
only if RPS is entered. Must be blank or 0 if RPS is
OTHER MEANS or PREVIOUSLY RECOVERED.
VRX Corrective Visions Free text. If more than 40 characters, the left lens
Prescription information should be placed in the MIS Field. More
information in Personal Descriptors, NCIC Code
Manual.
VST Vehicle Style Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.
VYR Vehicle Year Must represent the production (model) year during
which the vehicle was manufactured (YYYY). Year
cannot be more than 1 year beyond the current year.
For entries of model year 1981 or later, when the
VIN is 17 characters, the tenth position (vehicle year)
of a VIN must represent the VYR.
 WGT Weight Minimum of 001 and maximum of 499 or UNK.
More information in Personal Descriptors, NCIC
Code Manual.

1.10 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the following fields of a missing person message are the same as the corresponding fields of
a missing person record already on file, the second entry will be rejected with the message
REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and ORI; OLN, OLS,
and ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM, and ORI; OCA, NAM, and
ORI; or DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is received, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second message is different or the person
file is other than missing, e.g., Gang File, Protection Order, etc. A duplicate record will also be
accepted if there are vehicle data in the missing person message that match data in the Vehicle
File. In those cases, the duplicate record will be furnished with the acknowledgment.

1.11 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.12 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN UNEMANCIPATED MISSING PERSON ENTRY

1N01HEADER.EMJ.MD1012600.SMITH, JOHN J.M.W.MD.19851012.20000312.

510.165.GRN.BRO..FAR.SC R LEG...216343737....MP.19991201.56789...
LAST SEEN WEARING BLUE AND RED SHIRT.Y.R............OPOS.C.N.P..
PK,NE.GOLD CROSS ON CHAIN.Y.FBI LAB, QUANTICO, VA 703-632-4000,
VA1234567, MTDNA, CODIS NUMBER - ABC-RMP-123456789.US.H.MD99999999

Acknowledgment:

1L01HEADER
MD1012600
NAM/SMITH, JOHN J NIC/M000069216
OCA/56789
2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
DATE OF MANDATORY1 DOE 8-8 NUMERIC
EMANCIPATION
HEIGHT MANDATORY HGT 3-3 ALPHABETIC,
NUMERIC
WEIGHT MANDATORY WGT 3-3 ALPHABETIC,
NUMERIC
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR'S SET OLS 2-2 CODE AS
LICENSE STATE DEFINED IN
NCIC CODE
MANUAL
OPERATOR'S SET OLY 2-2 ALPHABETIC
LICENSE YEAR OF (2), NUMERIC
EXPIRATION 4-4 (4), OR
ALPHABETIC
(4)
MISSING PERSON MANDATORY MNP 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF LAST MANDATORY DLC 8-8 NUMERIC
CONTACT
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY FLAG
MISSING PERSON OPTIONAL MPC 1-1 CODE AS
CIRCUMSTANCES DEFINED IN
NCIC CODE
MANUAL
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC
YEAR OF (2)
EXPIRATION 4-4
NUMERIC (4)
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN
NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
DEFINED IN
7-7 NCIC CODE
MANUAL
CAUTION AND CODE AS
MEDICAL DEFINED IN
CONDITIONS OPTIONAL CMC 2-2 NCIC CODE
MANUAL
BLOOD TYPE OPTIONAL BLT 4-5 CODE AS
DEFINED IN
NCIC CODE
MANUAL
CIRCUMCISION OPTIONAL CRC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FOOTPRINT OPTIONAL FPA 1-1 ALPHABETIC
AVAILABLE
BODY X-RAYS OPTIONAL BXR 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
CORRECTIVE VISION OPTIONAL VRX 1-40 ALPHABETIC,
PRESCRIPTION NUMERIC,
SPECIAL
CHARACTERS
JEWELRY TYPE OPTIONAL JWT 1-50 CODE AS
DEFINED IN
NCIC CODE
MANUAL
JEWELRY OPTIONAL JWL 1-100 ALPHABETIC,
DESCRIPTION NUMERIC,
SPECIAL
CHARACTERS
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION DLO 1-250 ALPHABETIC,
CONDITIONAL NUMERIC,
SPECIAL
CHARACTERS
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
Mandatory blank for EMD/EMDC/EME/EMEC/EMI/EMIC/EMO/EMOC/EMV/EMVC

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory to cause acceptance of a missing person entry into NCIC :
HDR, MKE, ORI, NAM, SEX, RAC, (DOB and DOE when the MKE is EMJ), HGT, WGT,
EYE, HAI, MNP, DLC, OCA, and at least one of the following numerical identifiers when the
message key is other than EMJ: DOB; FBI; MNU; SOC; OLN with OLS and OLY; LIC with
LIS, LIY, LIT; or VIN with VYR, VMA, and VST.

2.4 $.K. ADMINISTRATIVE MESSAGE

1. $.K. Missing Information Notification

An agency is required to verify and update NCIC missing person record entries with any
additional information, including: Blood Type (BLT); Dental Characteristics (DCH);
Fingerprint Classification (FPC); Jewelry Type (JWT); Scars, Marks, Tattoos, and Other
Characteristics (SMT); and HGT and/or WGT within 60 days of entry. If a record has a date of
entry older than 30 days and any of the above fields are blank, a $.K. Missing Information
Notification identifying the blank fields will be transmitted. The $.K. Missing Information
Notification will also include the record. An example of the $.K. Missing Information
Notification follows:

1L01HEADER
$.K.
MD1012600
NCIC INCOMPLETE MISSING/UNIDENTIFIED PERSON NOTIFICATION AT 1600
EST 19991030. YOUR ENTRY NIC/M000069216, OCA/56789 HAS
INFORMATION MISSING FROM THE FOLLOWING KEY DATA
FIELDS: DCH, FPC, SMT, HGT.

IF ANY SUPPLEMENTAL INFORMATION IS AVAILABLE, THAT DATA SHOULD BE

ENTERED IMMEDIATELY. THIS WILL BE YOUR ONLY NCIC NOTIFICATION.

MKE/MISSING PERSON JUVENILE

ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W POB/MD DOB/19801012
DOE/20001012 HGT/UNK WGT/165 EYE/GRN HAI/BRO FBI/14714AB1
SKN/FAR
SOC/216343737
MNP/MP DLC/19980830 OCA/56789
MIS/LAST SEEN WEARING BLUE PANTS AND RED SHIRT
MPC/RUNAWAY
BLT/OPOS CRC/C FPA/N
BXR/PJWT/PK,RI
JWL/GOLD CROSS ON CHAIN
NIC/M000069216 DTE/19980930 0000 EDT DLU/20111015 0000 EDT
2. $.K. AMBER Alert Follow-Up Notifications

A $.K. administrative message is sent to the NCMEC 72 hours after the AMBER Alert (AA)
code is entered into the Missing Person (MNP) Field of the NCIC missing person record and a
second $.K. is produced 30 days after the AA code is entered into the MNP Field. Upon receipt
of the $.K. notifications, the NCMEC will coordinate with the respective NCIC record holder
and the AMBER coordinator to verify the status of the AMBER Alert and ensure that the NCIC
record is accurate and valid.

The following are examples of the $.K. administrative messages:

$.K. 72 HOUR AMBER ALERT FOLLOW-UP

VA007019W
NOTIFICATION AT 1600 EST 20051121
MNP/AA HAS BEEN IN THE FOLLOWING RECORD FOR 72 HOURS
VERIFY STATUS OF AMBER ALERT WITH ORI

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W POB/MD DOB/1012
DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/EXAMPLE1
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST DLU/20051121 1700 EST

$.K. 30 DAY AMBER ALERT FOLLOW-UP

VA007019W
NOTIFICATION AT 1600 EST 20051218
MNP/AA HAS BEEN IN THE FOLLOWING RECORD FOR 30 DAYS
VERIFY STATUS OF AMBER ALERT WITH ORI

MKE/MISSING PERSON ENDANGERED

ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W POB/MD DOB/1012
DOE/20181012 HGT/402 WGT/065 EYE/BRO HAI/BRO SKN/FAR SMT/SC R HND
SOC/123456789
MNP/AA DLC/20051117 OCA/EXAMPLE2
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A STRANGER
LIC/555W555 LIS/VA LIY/2006 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N BXR/P
DNA/N
NIC/M000069216 DTE/20051118 1600 EST DLU/20051121 1700 EST

2.5 ADDITIONAL GUIDELINES FOR ENTRY

1. The ORI must account for all fields in the missing person record. Agencies should ensure
that all available data called for in the record format are entered when the entry is made. 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 modification message (MKE/MM).
Guidelines for the entry of aliases and/or other identifiers as a supplemental record to a
missing person 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 a DOB is the only numerical identifier, it must be a valid Gregorian date or the entry will
be rejected. A valid Gregorian date of birth is mandatory when the message key is EMJ or
when the MNP is CA.

4. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will be
generated stating that the SOC has not been assigned and that the agency should check for a
possible data entry error:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

5. All numerical identifiers except the OCA and the MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen must be used
to separate the first two alphabetics from the number itself in the MNU Field. 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. If a missing person record is for a child who is removed from the United States, known to be
in another country, and the issue of return has not been resolved, place the following caveat
in the Miscellaneous (MIS) Field:
RECORD IS FOR A MISSING CHILD BELIEVED TO BE IN (name of country) REFER TO NCIC
MANUAL MISSING PERSON FILE CHAPTER FOR FURTHER INFORMATION BEFORE PLACING A LOCATE

7. 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, operator’s 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.

8. An initial missing person record may be entered when the HGT, WGT, HAI, and EYE values
are unknown if the FBI Field contains data or the MIS Field contains PHOTO AND/OR
PRINTS AVAILABLE WITH HIT CONFIRMATION WITHIN 10 MINS. When HGT or
WGT contain UNK and the FBI Field or the MIS Field text is not present, the transaction
will be rejected.
2.6 MESSAGE FIELD CODE EDITS FOR ENTRY

1. PERSONAL DESCRIPTORS

Entry instructions for NAM, SEX, RAC, ETN, DOB, HGT, WGT, EYE, HAI, SKN, SMT,
FPC, MNU, SOC, OLN, BLT, CRC, FPA, BXR, and JWT can be found in Personal
Descriptors, NCIC Code Manual. Codes for entering the POB and CTZ can be found in State
and Country Codes, NCIC Code Manual. Codes for entering license and vehicle data can be
found in Vehicular Data Codes, NCIC Code Manual.

2. DATE OF EMANCIPATION (DOE)

1. The DOE Field is mandatory when the message key is EMJ or EMJC. It is mandatory
blank for all other missing person MKEs. The DOE indicates the exact day that an
unemancipated juvenile will reach the age of emancipation (majority) as defined by the
laws of his/her state of residence. The DOE must be later than the DLC. DOE is entered
in the same manner as a DOB, i.e., year, month, and day. For example, a missing person
who was born on July 5, 1988, and is emancipated at the age of 18 years would be
entered in file with DOB/19880705 and DOE/20060705. The entry of February 29 (----
0229) in the DOE Field for a year that is not a leap year is prohibited. If the DOB is
February 29 and the year of emancipation is not a leap year, agencies should enter
March 1 for the DOE. The DOE must be complete (include year, month, and day) or the
entry will be rejected.

2. Most states have a fixed age of emancipation which is commonly referred to as the age of
majority. However, many states have exceptions which cause a person to become
emancipated at an earlier age. For example, a person who is not married and is
unemancipated until he/she reaches the age of 18 may be emancipated at an earlier age if
his/her marital status changes or if he/she enters the military.

3. The exceptions concerning age of emancipation may be changed at any time by the
passage of state law(s). Before entering a record for a missing person who is a resident of
another state, an agency should contact the CTA of that state to obtain information
concerning the age of emancipation.

3. DATE OF LAST CONTACT (DLC)

Agencies should enter the date that the missing person was last seen or heard from. Agencies
should not enter the date that the missing person report was received or the date that the
record is entered unless it is the same date that the missing person was last heard from or
seen.

4. 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/EMN), illustrated and
 explained in Section 8 of this chapter, as this procedure increases the chances of a hit on
the record.

2. The types of information that should be included in the MIS Field are:

 Clothing description (size, color, style, laundry marks)

 Shoes (size, style, color)
 Smoker (pipe, cigar, cigarette; brand)
 Tobacco chewer (brand)
 Fingernails (polish, length, biter)
 Possible destination
 Amount of money in possession
 Medication in possession
 Left handed
 Right handed
 Explanation/description of scars, marks, tattoos, and physical characteristics
 Conditions under which a juvenile is listed as missing
 Child is missing under suspicious circumstances, and/or child is believed to be in a
life-threatening situation
 Missing Body parts recovered.

3. In the event of a criminal kidnapping of a juvenile by the noncustodial mother, it is

recommended that the mother's maiden name be entered as a possible alias and the
following information be added to the MIS Field: CHILD IS MISSING UNDER
SUSPICIOUS CIRCUMSTANCES and/or CHILD IS BELIEVED TO BE IN A LIFE-
THREATENING SITUATION. The mother's maiden name should also be entered if it is
believed that a runaway juvenile is trying to avoid identification.

4. A missing person record and any other record should be cross-referenced in the MIS
Field if more than one record pertains to the same case. For example, the MIS Field of
two missing persons reported missing from the same scene may include MAY BE
ACCOMPANIED BY MISSING FRIEND-SEE NIC/M123456789, and the other record
may contain a similar statement.

5. An ORI can request notification each time its record is hit, regardless of whether the
person's whereabouts is known. The entering agency should place NOAH in the MIS
Field for NCIC-formatted messages only. The same effect is accomplished by using the
NOA Field in NCIC -formatted messages.

6. When a missing person record for an individual that was previously identified by partial
recovered body parts is left active, the entering agency should list the body parts that
were recovered in the MIS Field.

7. If the HGT or WGT Fields contain UNK and the FBI Field is blank, the MIS Field must
begin with PHOTO AND/OR PRINTS AVAILABLE WITH HIT CONFIRMATION
WITHIN 10 MINS.
5. VEHICLE OR LICENSE PLATE DATA

1. Vehicle and/or license plate data may be entered as part of a missing person record
provided the location of the vehicle and/or license plate is unknown and the entering
agency has reasonable grounds to believe that the missing person may be operating (or be
a passenger in) the vehicle or a vehicle bearing the license plate.

2. Mere knowledge or verification with the appropriate department of motor vehicles that a
vehicle and/or license plate is registered to the missing person does not meet the criteria
for entry of either or both as part of his/her record.

3. In instances where the vehicle or license plate of the subject of a missing person entry has
been stolen, a notation that the vehicle or license plate is stolen should be placed in the
MIS Field. Also, a separate entry of the stolen vehicle, felony vehicle, or license plate
should be made in the Vehicle or License Plate Files and cross-referenced by the agency
possessing the theft report or handling the felony investigation.

4. Should the missing person entry contain data about a vehicle or license plate which has
already been entered in the Vehicle or License Plate Files, the agency making the entry
will be furnished the vehicle or license plate record already in file at the time the missing
person entry is acknowledged.

5. When the vehicle in the record has been recovered, the vehicle data must be removed
from the missing person record.

6. VEHICLE OR LICENSE PLATE DATA AND THE $.8. PROGRAM

An agency making a missing person entry containing data on a vehicle or license plate registered
in another state must advise the CSA in the state of registry about such an entry if the state of
registry is not a $.8. Program participant. Additional information concerning the $.8. Program
can be found in the Introduction chapter of this manual.

7. JEWELRY DESCRIPTION (JWL)

The JWL Field may contain free text consisting of alphanumeric and/or any special character
that may further describe the jewelry, e.g., engravings, color, number of stones, etc.

8. MISSING PERSON (MNP)

The MNP Field is mandatory for all entries. If the MKE is EMD, EMJ, or EMO, the MNP Field
must be MP (Missing Person). If the MKE is EMV, the MNP must be DV (Disaster Victim). If
the MKE is EME or EMI, the MNP must be either MP, CA (Child Abduction), or AA (Amber
Alert).

If MNP is CA, the missing person's age must be less than 21 years of age. The CA is to be used
in the MNP Field when there is reasonable indication or suspicion that a child has been abducted
and/or is missing under circumstances suggesting foul play or a threat to life. While the CA code
is discretionary, every effort should be made to use the code when the criteria are met. The use of
this code will give the FBI' and the National Center for Missing and Exploited Children
(NCMEC) notification of urgent cases and enable them to provide assistance if needed.

The MNP Field of an NCIC missing person record is entered or modified to the AA code when
an AMBER Alert has been activated. Use of the AA code in NCIC does not change the
procedures or protocols for activating an AMBER Alert. The AA code provides a method of
alerting law enforcement to the status of the missing child and generates immediate notifications
to the FBI and the NCMEC, enabling them to deploy resources, when needed, in the most
serious child abduction cases.

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. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Missing Person record
are located in Section 8 of this chapter.

11. CAUTION AND MEDICAL CONDITIONS (CMC)

When a missing person record is entered with a caution indicator, the MKE ends with a -C, and
the CMC Field must contain a valid caution and medical code. Section 8 of this chapter describes
procedures for entry of additional CMC codes as a supplemental record to a missing person
record. The following are the allowable CMC codes and their translations.

00 = Armed and Dangerous 60 = Allergies

05 = Violent Tendencies 65 = Epilepsy
10 = Martial Arts Expert 70 = Suicidal
15 = Explosive Expertise 80 = Medication Required
20 = Known to Abuse Drugs 85 = Hemophiliac
25 = Escape Risk 90 = Diabetic
30 = Sexually Violent Predator -
Contact ORI for Detailed Information
40 = International Flight Risk
50 = Heart Condition 01 = Other (Explain in MIS Field)
55 = Alcoholic

The CMC Field is not utilized in automatic cross-search; therefore, all applicable scars, marks,
tattoos, and other characteristics should be entered in the SMT Field.
12. LINKAGE DATA (LKA AND LKI)

The Linkage ORI and OCA Fields are provided as separate fields to associate incidents that are
handled by multiple departments and to link missing and/or unidentified person records when an
identification is made but only part of the body has been recovered. An ORI entering a record
which shares the same incident of a record entered for a different ORI and/or OCA can link the
records by entering the associated ORI and OCA in the linkage fields. 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. In the entry message,
the LKI and LKA Fields immediately follow the OCA Field. The message will be rejected if the
first seven characters of the LKA are the same as the first seven characters of the LKI.

13. MISSING PERSON CIRCUMSTANCES (MPC)

The MPC Field is optional and provides additional information concerning the nature of the
disappearance. The allowable values may be found in Personal Descriptors, NCIC Code Manual.

14. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide investigative
leads, regardless of whether the location of the missing person is known, Y should be entered
into the NOA Field. If the NOA is blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI matches the
entering agency ORI and in unsolicited notifications ($. messages) to the ORI of record.

15. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

The DNA Field has a default value of N, meaning no DNA data is available. When the user sets
the DNA Field to Y, indicating DNA data are available, then specific information regarding
location of the DNA sample must be entered 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.

2.7 AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS

1. When a missing person record is entered or modified, NCIC automatically compares the data
in that record against all unidentified person records in NCIC. These comparisons are performed
daily on the records that were entered/modified on the previous day. The identifiers used in the
comparisons are the following:

Missing Person Unidentified Person

Record Identifiers Record Identifiers

Date of Birth - Estimated Year of Birth
 Sex - Sex
Race - Race
Ethnicity - Ethnicity
Height - Estimated Height
Weight - Estimated Weight
Eye Color - Eye Color
Hair Color - Hair Color
Date of Last Contact - Estimated Date of Death
Date of Last Contact - Date Body Found
Scars, Marks, Tattoos, etc. - Scars, Marks, Tattoos, etc.
Fingerprint Classification - Fingerprint Classification
Jewelry Type - Jewelry Type
Originating Agency State Code - Originating Agency State Code
Blood Type - Blood Type
Dental Characteristics - Dental Characteristics

2. Even though the search only compares the data as shown in the chart above, records should
contain all available descriptive data to further aid in the identification process.

3. Once the comparisons are made, all entering/updating agencies are notified of the results
through administrative messages. The $.M. administrative message advises an agency that a
possible match(es) has been made on its record. This message is transmitted to the ORI of the
new/modified record and the ORI(s) of the matched record(s).

4. The message includes abbreviated records for up to 100 possible matches for the physical
cross-search and 35 for the dental cross-search. If more than 100 records were matched using
physical characteristics or if 35 were matched using dental characteristics, the remaining records
can be obtained by contacting FBI CJIS staff at 304-625-3000. If the cross-search does not
produce any match, all entering/updating agencies are notified through a $.N. administrative
message.

SECTION 3--MODIFICATION

3.1 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 missing person records.

A modification message to delete information in the MNU, DOB, SOC, SMT, or CMC Fields of
the base record will cause the oldest data with that MFC in the supplemental record to move up
to the base record.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MM.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.EYE/BRO.NOA/Y

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/M000069216

The above modification example contains: header (1N01HEADER), message key (MM),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J and
NIC/M000069216), the fields being modified, and the data being changed (EYE/BRO.NOA/Y).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by either NAM and NIC, in that order; NIC and
OCA, in that order; or NAM and OCA, in that order, with each data element preceded by the
proper MFC. The name used in identifying the record to be modified must be set forth with the
exact spelling and spacing as shown in the record on file.
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

1. When a vehicle in a missing person record is recovered prior to location of the missing person,
the message field code, LIC-VCO/, may be used to remove all vehicular data without identifying
each individual field. The characters LIC-VCO/ instruct the NCIC System to delete the following
fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA, VMO, VST, and VCO.

1N01HEADER.MM.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.LIC-VCO/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/M000069216

The above modification example which removes all vehicular data from the record contains:
header (1N01HEADER), message key (MM), Originating Agency Identifier (MD1012600), two
record identifiers (NAM/SMITH, JOHN J and NIC/ M000069216), and the fields being removed
(LIC-VCO/.).

2. The special modification message explained above cannot be used to remove less than all of
the vehicular data from a missing person base record. For example, if only the four fields of
license plate data (LIC, LIS, LIY, and LIT) are to be deleted from the record, the usual
modification procedure must be followed with each field to be deleted explicitly set forth as
shown in the following modify message:

1N01HEADER.MM.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.LIC/.

LIS/.LIY/.LIT/.

3. If a missing person record is for a child who is removed from the United States, known to be
in another country, and the issue of return has not been resolved, place the following caveat in
the Miscellaneous (MIS) Field:

RECORD IS FOR A MISSING CHILD BELIEVED TO BE IN (name of country) REFER TO NCIC MANUAL
MISSING PERSON FILE CHAPTER FOR FURTHER INFORMATION BEFORE PLACING A LOCATE

4. When a missing person record is modified to contain HGT, WGT, HAI, and EYE values of
unknown, the FBI Field must contain data or the MIS Field must contain PHOTO AND/OR
PRINTS AVAILABLE WITH HIT CONFIRMATION WITHIN 10 MINS. When HGT or
WGT contain UNK and the FBI Field or the MIS Field text is not present, the transaction will be
rejected.

3.6 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN) Field of
a missing person record to indicate that the record has been validated. When data are entered into
the VLN Field, NCIC enters the current date in the Date of Last Validation (VLD) Field of the
record. If the user attempts to delete or modify the VLN Field to all blanks, the message will be
rejected. The acknowledgment for the modification message containing VLN Field data will
indicate the record has been validated. Each CSA can determine the specific data to be included
in the VLN Field for the validation of the record. For example:

1N01HEADER.MM.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.

SOC/311009194.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NAM/SMITH, JOHN J NIC/M000069216

3.7 AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS

Modifying a missing person record will cause an automatic cross-search of the updated record
with unidentified person records in NCIC. Additional information can be found in section 2 of
this chapter.

3.8 MISSING PERSON INTEREST (MIF) FIELD

The MIF Field is a one-character field reserved to show NCMEC interest in a missing person
record. Only NCMEC can utilize this field via a modification message. The field can contain Y
or N. If the MIF Field contains Y, NCIC will notify NCMEC of all subsequent modify, cancel,
locate, or clear transactions.

SECTION 4--CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

Cancellation of a record is restricted to the agency that entered the record. A cancellation
message is utilized when the entering agency determines that the record is invalid; for example,
the missing person report is withdrawn.

DO NOT transmit a cancellation message to remove the missing person record of a child from
NCIC when the child was removed from the United States, located in another country, and the
child has not been returned or the issue of return has not been resolved.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XM.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.19990107.NOT MISSING

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NAM/SMITH, JOHN J NIC/M000069216

The above cancellation example contains: header (1N01HEADER), message key (XM),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J and
NIC/M000069216), date of cancellation (19990107), and benefits and effectiveness data: reason
for person record removal (NOT MISSING).

When a missing person record is canceled, the entire record, including all data appended to the
record by means of a supplemental record entry, is automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by either NAM and NIC, in that order; NIC and
OCA, in that order; or NAM and OCA, in that order, with each data element preceded by the
proper MFC. The name used in identifying the record to be canceled must be set forth with the
exact spelling and spacing as shown in the record on file. Date of Cancellation (DOC) must
follow the two record identifiers. DOC must be the current date or the current date minus one.
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When canceling a record in the NCIC format, the user is expected to enter benefits and
effectiveness data. The RPS Field is entered directly after the DOC Field. For a cancellation
message, the RPS value will be either CASE DROPPED or NOT MISSING.

SECTION 5--INQUIRY

5.1 EXAMPLE OF A NONUNIQUE IDENTIFIER INQUIRY (QM)

ACKNOWLEDGMENT

1N01HEADER.QM.CA1012600.AGE/35.SEX/M.RAC/W.EYE/BRO.HAI/BRO.HGT/511.WGT/148

Acknowledgment:

1LO1HEADER
MD1012600
QUERY MISSING PERSON RECEIVED

EXAMPLE OF A NONUNIQUE IDENTIFIER INQUIRY (QM) WITH NEGATIVE AND

POSITIVE RESPONSES

1N01HEADER.QM.CA1012600.AGE/35.SEX/M.RAC/W.ETN/H.EYE/BRO.HAI/BRO.
HGT/511.WGT/148

Negative Response:

$.M.1NO1HEADER
CA1012600

NO NCIC MISSING PERSON RECORD FOR YOUR INQUIRY ON:

AGE/35 SEX/M RAC/W EYE/BRO HAI/BRO HGT/511 WGT/148.

Positive Response:

1NO1HEADER
CA1012600

MKE/MISSING PERSON DISABILITY

ORI/DCFBIWAOO NAM/JONES, JASON J SEX/M RAC/W ETN/H POB/PA
DOB/19640101 HGT/511 WGT/145 EYE/BRO HAI/BRO
SMT/SC UL ARM
SOC/211440001
MNP/MP DLC/19790718 OCA/123 SID/MD99999999
MIS/LSW GRN SLACKS, WHI PULLOVER, BLK WINGTIPS SIZE 10D, SCAR IS 4
MIS/4 INCHES, CREWCUT HAIR, RIGHT HANDED, VRX FOR LEFT EYE IS
MIS/OS-12D00E-D25X120 D5 DEG BASE DOWN
BLT/APOS CRC/U FPA/N
BXR/F VRX/OD - 12D00E-D2XI40 D5 DEGREES BASE UP
JWT/AB BB KC CU
JWT/BELT BUCKLE IS IN THE SHAPE OF A GUN, 4 KEYS ON CHAIN
ORI IS FBI HEADQUARTERS WASHINGTON DC 202 555-1234
SMT/ART L ARM
SMT/BLIND
SMT/CL LIP
SMT/HEAR AID
SMT/SC FACE
SMT/SC L LEG
SMT/SC R ARM
SMT/SC R LEG

DENTAL CHARACTERISTICS
DXR/Y MPA/N DRE/PERSON HAS NUMEROUS CARIES
TOOTH
01X 32X
02MO 31M
03V 30V
04O 29V
05V 28V
06V 27V
07V 26X
08F 25V
09V 24V
10V 23V
11V 22V
12V 21V
13V 20V
14V 19V
15V 18V
16X 17V
NIC/M107649846 DTE/19790801 0000 EDT DLU/20080115 1600 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

MKE/MISSING PERSON INVOLUNTARY

ORI/MD10122699 NAM/THOMAS, TOM SEX/M RAC/W ETN/H POB/TX
DOB/19640606 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/211440001
MNP/MP DLC/19980529 OCA/CSD567 SID/MD99999999
MIS/LAST SEEN WEARING BLUE JEANS AND BLACK PULLOVER SHIRT,
MIS/LEFT-HANDED, SMOKES WINSTONS
LIC/ABC123 LIS/MD LIY/ LIT/PC
VIN/1Q87H2N100001 VYR/1972
VMA/CHEV VMO/CAM VST/2T VCO/BLK
ORI IS ANY CITY PD MD 301 555-1212
NIC/M107650007 DTE/19980811 0000 EDT DLU/19990115 0000 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

M107649846 090 M107650007 090 M123456301 090 M123456401 090

M104545687 090 M123456202 090 M123456302 090 M123456402 090
M987654321 085 M123456203 085 M123456303 083 M123456403 080
M987654323 075 M123456204 075 M123456304 075 M123456404 075
M987654343 060 M123456205 057 M123456305 057 M123456405 057

The NICs are listed in descending order by score.

5.2 MESSAGE FIELD CODES FOR NONUNIQUE IDENTIFIER INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
AGE MANDATORY AGE 2-2 NUMERIC
SEX MANDATORY SEX 1-1 ALPHABETIC
RACE MANDATORY RAC 1-1 ALPHABETIC
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
HEIGHT MANDATORY HGT 3-3 NUMERIC
WEIGHT MANDATORY WGT 3-3 NUMERIC
NAME OPTIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
EXPANDED OPTIONAL ENS 1-1 ALPHABETIC
NAME SEARCH
AREA OPTIONAL ARE 2-3 ALPHABETIC,
SPECIAL
CHARACTERS
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL

5.3 REQUIREMENTS FOR NONUNIQUE IDENTIFIER INQUIRY (QM)

1. The following fields are mandatory for a nonunique identifier inquiry: HDR, MKE, ORI,
AGE, SEX, RAC, EYE, HAI, HGT, and WGT.

2. The NAM Field is optional.

3. The approximate age of the individual may be one or two numeric characters
representing the age in years. The age must fall within a range of 0 to 99. The age in the
 inquiry plus or minus 1 year will be searched. If the age is 100 years old or older, an off-
line search should be requested by contacting the NCIC Investigative and Operational
Assistance Group at (304) 625-3000 or e-mail at [email protected].

4. Sex, race, eye color, and hair color should be coded following the instructions set forth in
Personal Descriptors, NCIC Code Manual. A search on each of these fields will retrieve
any record with a corresponding code.

5. Approximate height in the inquiry plus or minus 3 inches will be searched.

6. Approximate weight in the inquiry plus or minus 10 pounds will be searched. Inclusion
of a name in the inquiry will limit the response.

7. After the search is conducted on AGE, SEX, RAC, EYE, HAI, HGT, and WGT, the New
York State Identification and Intelligence System (NYSIIS) code in the records found
will be compared with the NYSIIS code of the name in the inquiry. Only those records
and additional NICs with matching NYSIIS codes will be returned to the inquiring
agency.

5.4 ADDITIONAL GUIDELINES FOR NONUNIQUE IDENTIFIER INQUIRY

1. When a nonunique identifier inquiry is received, NCIC searches the Missing Person File
for possible matches, i.e., candidate records. The sex, race, eye, and hair color codes in
the candidate records must be identical to the sex, race, eye, and hair color codes in the
inquiry. However, age, height, and weight in the candidate records may vary from the
age, height, and weight in the inquiry as indicated above.

2. A score is assigned to each candidate record. The score is computed based upon the
variance between the inquiry age, height, and weight, and the corresponding data in the
candidate records. The score is an abstract numerical representation of the relative
similarity between the inquiry data and the data in the candidate records. The score is
used by NCIC to select up to 20 most likely candidate records for the response to the
inquiring agency.

3. To determine if a hit (identification) has been made, the inquiring agency must review all
of the identification data in the candidate records and contact the agency that entered the
record(s) to confirm a match.

4. The ARE Field must be a valid state, territory, or province code as listed in the NCIC
Code Manual. NCIC will search all records for a particular state, territory, province, or
region. When an inquiry contains ARE/ followed by a valid code and an asterisk, the
response to the inquiry will be limited to records containing the same code and/or US in
the first two positions of the ORI Field. Any code may be followed by an asterisk.

If the asterisk is not used, the search will be conducted on a specific region associated with the
state, territory, or province code as detailed in the following list.
Area (ARE) Field ORI of Records Returned in Response
Inquiry Code
AL AL, FL, GA, LA, MS, NC, TN, & US
AK AK, BC, YT, & US
AZ AZ, CA, CO, NV, NM, UT, & US
AR AR, IL, KS, KY, LA, MS, MO, OK, TN, TX, & US
CA AZ, CA, NV, OR, & US
CO AZ, CO, KS, NB, NM, OK, TX, UT, WY, & US
CT CT, ME, MA, NH, NJ, NY, PA, RI, VT, & US
DE DE, DC, MD, NY, PA, VA, & US
DC DE, DC, MD, NY, PA, VA, WV, & US
FL AL, FL, GA, MS, & US
GA AL, FL, GA, NC, SC, TN, & US
HI HI & US
ID ID, MT, NV, OR, UT, WA, WY, AB, BC, & US
IL AR, IL, IN, IA, KY, MI, MN, MO, TN, WI, & US
IN IL, IN, KY, MI, OH, WI, ON, & US
IA IL, IA, KS, MN, MO, NB, SD, WI, & US
KS AR, CO, IA, KS, MO, NB, NM, OK, TN, & US
KY AR, IL, IN, KY, MO, NC, OH, TN, VA, WV, & US
LA AL, AR, LA, MS, OK, TX, & US
MA CT, MA, ME, NH, NJ, NY, PA, RI, VT, & US
ME CT, MA, ME, NH, RI, VT, NK, NS, PQ, & US
MD DE, DC, MD, NJ, OH, PA, VA, WV, & US
MI IL, IN, MI, MN, OH, WI, ON, & US
MN IL, IA, MI, MN, NB, ND, SD, WI, MB, ON, & US
MS AL, AR, FL, LA, MS, MO, TN, & US
MO AR, IL, IA, KS, KY, MS, MO, NB, OK, TN, & US
MT ID, MT, ND, SD, WA, WY, AB, BC, MB, SN, & US
NB CO, IA, KS, MN, MO, NB, SD, WY, & US
NV AZ, CA, ID, NV, OR, UT, & US
NH CT, ME, MA, NH, NY, RI, VT, ON, PQ, & US
NJ CT, DE, DC, MD, MA, NJ, NY, PA, RI, VA, & US
NM AZ, CO, KS, NM, OK, TX, UT, & US
NY CT, MA, NH, NJ, NY, OH, PA, RI, VT, ON, PQ, & US
NC AL, GA, KY, NC, SC, TN, VA, WV, & US
ND MN, MT, ND, SD, WY, MB, SN, & US
OH IN, KY, MD, MI, NY, OH, PA, WV, ON, & US
OK AR, CO, KS, LA, MO, NM, OK, TX, & US
OR CA, ID, NV, OR, WA, & US
PA CT, DE, DC, MD, MA, NJ, NY, OH, PA, RI, VA, WV, ON, & US
RI CT, ME, MA, NH, NJ, NY, PA, RI, VT, & US
SC GA, NC, SC, TN, & US
SD IA, MN, MT, NB, ND, SD, WY, & US
TN AL, AR, GA, IL, KY, MS, MO, NC, SC, TN, VA, WV, & US
TX AR, CO, KS, LA, NM, OK, TX, & US
UT AZ, CO, ID, NV, NM, UT, WY, & US
VT CT, ME, MA, NH, NY, RI, VT, ON, PQ, & US
VA DE, DC, KY, MD, NJ, NC, PA, TN, VA, WV, & US
WA ID, MT, OR, WA, BC, & US
WV DC, KY, MD, NC, OH, PA, TN, VA, WV, & US
WI IL, IN, IA, MI, MN, WI, & US
WY CO, ID, MT, NB, ND, SD, UT, WY, & US
AB CD, ID, MT, AB, BC, NT, SN, & US
BC CD, AK, ID, MT, WA, AB, BC, NT, YT, & US
CD CD, AB, BC, CD, IC, MB, NF, NK, NS, NT, ON, PE, PQ, SN, YT, & US
MB CD, MN, MT, ND, MB, NT, ON, SN, & US
NF CD, NF, PQ, & US
NK CD, ME, NK, NS, PE, PQ, & US
NS CD, ME, NK, NS, PE, & US
NT CD, AB, BC, MB, NT, PQ, SN, YT, & US
ON CD, IN, MI, MN, NH, NY, OH, PA, VT, MB, ON, PQ, & US
PE CD, NK, NS, PE, & US
PQ CD, ME, NH, NY, VT, NF, NK, NT, ON, PQ, & US
SN CD, MT, ND, AB, MB, NT, SN, & US
YT CD, AK, BC, NT, YT, & US
PR PR, VI, & US
VI PR, VI, & US

5. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

6. A Missing Person File response can contain supplemental data fields of AKA, DOB, SMT,
MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle identification
data, and image data. All supplemental fields will be sorted by special character,
alphabetically, then numerically. Within supplemental data sets, the fields will be sorted as
follows: operator’s license data by OLS, license plate data by LIS, vehicle data by VIN, and
image data by IMN.

7. IMAGE INDICATOR (IND)

The QM may 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.

1N01HEADER.QM.WA1230000.AGE/35.SEX/M.RAC/W.HGT/511.WGT/160. EYE/BRO.HAI/BRO. IND/Y

The following would be returned after the immediate confirm caveat for a mugshot image:
IMR/MNAM:SMITH, JOHN J DOB:19641012
RAC:W HGT:510 WGT:165 DOI:19881012
NIC:M000069216 IMN:I000001233
MIS: PHOTO OVER TEN YEARS OLD

00256

<image>.

The Image Response (IMR/) is composed of the following data: the Image Type (M for
mugshot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The Date of Image
(DOI) is next, followed by the NIC of the person record and the IMN. Following the IMN is the
Image MIS Field, then image size in bytes (00256), and, last, <image> would be replaced with
the actual image.

8. EXPANDED NAME SEARCH (ENS)

Nonunique identifier inquiries (QM) may also contain the Expanded Name Search (ENS) Field
to specify that if the NAM Field is used, the enhanced name search function should be
performed. If the ENS is Y, primary hits will be determined using each input name part as the
last name, interchanging the remaining name parts as given names. Additional information on
the ENS can be found in the Introduction chapter of this manual.

1NO1HEADER.QM.WA1230000.AGE/30.SEX/M.RAC/W.EYE/BRO.HAI/BRO.
HGT/510.WGT/160
NAM/FRANK,MILES.ENS/Y

The following $.M. message will be returned based on the ENS:

$.M.1NO1HEADER
WA1230000

NCIC HAS 1 POSSIBLE MATCHES FOR YOUR INQUIRY ON:

AGE/30 SEX/M RAC/W ETN/H EYE/BRO HAI/BRO HGT/510 WGT/160
NAM/FRANK,MILES.

THE TWO HIGHEST SCORING RECORDS ARE LISTED FOLLOWED BY THE NIC
NUMBERS OF UP TO 20 OF THE HIGH SCORE RECORDS.
MKE/MISSING PERSON INVOLUNTARY
ORI/DC1014300 NAM/MILES, FRANK SEX/M RAC/W ETN/H POB/FL
DOB/19700112 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/211440001
MNP/MP DLC/19981001 OCA/CS12345 SID/DC99999999
MIS/LAST SEEN AT THE TYSONS CORNER MALL
ORI IS ANY CITY PD DC 202 555-1111
NIC/M107650007 DTE/19981003 0000 EDT DLU/20071215 1600 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

5.6 EXAMPLES

1. The message keys QW, QWA, QWE, QWF, QWS, ZW, QWB, and QWI are used for
Missing Person File inquiries in addition to Foreign Fugitive, Wanted Person, Gang, Known
or Suspected Terrorist, Protection Order, Immigration Violator, Identity Theft, Supervised
Release, Violent Person, and Protective Interest Files and the National Sex Offender Registry
will cause these files to be searched automatically. If vehicle identifiers (LIC, LIS, and/or
VIN and VMA) are included in the inquiry, the Vehicle, Boat, Vehicle/Boat Part, and
License Plate Files will also be searched. If MNU, SOC, or OLN is included in the inquiry,
the Article File personal identifier records will also be searched.

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19891012.RSH/Y

Negative Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19891012 NAM/SMITH, JOHN J SEX/M RAC/W

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response (with supplemental records):

1L01HEADER
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

MKE/MISSING PERSON JUVENILE

ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19891012 DOE/20051012 HGT/410 WGT/105 EYE/GRN HAI/BRO CTZ/US
SKN/FAR SMT/SC R HND
SOC/123456789 MNP/MP DLC/19991201 OCA/99-1234 SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND RED SHIRT
BLT/OPOS CRC/C FPA/N BXR/P
JWT/PK NE
JWL/GOLD CROSS ON CHAIN
ORI IS ANY CITY PD MD 301 555-1212
DOB/19881012
DOB/19891210
AKA/JONES, EDWARD
AKA/ROE, EDWARD
SMT/CAUL L EAR
SMT/TAT R ARM

DENTAL CHARACTERISTICS
DXR/Y MPA/N DRE/INDIVIDUAL HAS NO DECAY
ALL 32 PERMANENT TEETH ARE PRESENT; WITH NO RESTORATIONS
NIC/M000069216 DTE/19991201 1245 EST DLU/20080201 0830 EST
IMMED CONFIRM RECORD WITH ORI AND FOLLOW PROCEDURES IN
INTERSTATE COMPACT ON JUVENILES
2. EXAMPLE OF A UNIQUE IDENTIFIER INQUIRY FOR FOREIGN ABDUCTED
CHILDREN AND MISSING PERSON RECORDS WITH NEGATIVE AND
POSITIVE RESPONSES

1N01HEADER.QW.WA123000.NAM/DOE,JOHN.SEX/M.RAC/W.DOB/19770123

Negative Response:

1L01HEADER
WA123000

NO NCIC WANT DOB/19770123 NAM/DOE,JOHN SEX/M RAC/W

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response:

1L01HEADER
WA123000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING: DO NOT DETAIN BASED UPON THIS MISSING PERSON RECORD

MKE/FOREIGN MISSING PERSON - JUVENILE
ORI/DCINTER00 NAM/DOE,JOHN SEX/M RAC/W ETN/ POB/BD
DOB/19770123 DOE/19950123 HGT/410 WGT/105 EYE/GRN HAI/BRO CTZ/BD
SOC/777777777
MNP/MP DLC/19821201 SID/DC99999999
MIS/CHILD ABDUCTED IN FRANCE BY NON-CUSTODIAL PARENT
ORI IS INTERPOL US DOJ WASHINGTON (202) 616-9000
NIC/M000069216 DTE/19830104 0000 EST DLU/20080201 0930 EST
IMMED CONFIRM RECORD WITH ORI AND FOLLOW PROCEDURES
IN INTERSTATE COMPACT ON JUVENILES
REPEAT - DO NOT DETAIN BASED UPON NCIC RECORD WITH NIC/M000069216
FOREIGN MISSING OR ABDUCTED PERSON - IMMEDIATELY CONTACT INTERPOL,
US DOJ, NLETS ORI/DCINTER00, OR TEL. NO. (202) 616-9000.
IMMED CONFIRM RECORD WITH ORI AND FOLLOW PROCEDURES
IN INTERSTATE COMPACT ON JUVENILES

3. EXAMPLE OF A UNIQUE IDENTIFIER INQUIRY POSITIVE RESPONSE FOR A

MISSING PERSON RECORD WITH PWI DATA

1N01HEADER.QW.WA1230000.NAM/ADAMS, RANDY.SEX/M.RAC/W.DOB/19440630.RSH/Y

Positive Response (with supplemental PWI records):

1L01HEADER
WA1230000

*****PERSON WITH INFORMATION ASSOCIATED WITH NIC/M000069216*****

*****DO NOT ARREST OR DETAIN BASED ON PERSON WITH INFORMATION HIT*****
 MKE/MISSING PERSON ENDANGERED
ORI/MD1012600 NAM/JONES, SARAH SEX/F RAC/W ETN/H POB/MD
DOB/20081012 DOE/20261012 HGT/402 WGT/065 EYE/BRO HAI/BRO
SKN/FAR SMT/SC R HND
SOC/123456789
MNP/CA DLC/20110810 OCA/EXAMPLE1 SID/MD99999999
MIS/LAST SEEN WEARING BLUE PANTS AND PINK SHIRT
MPC/ABDUCTED BY A NON-CUSTODIAL PARENT
LIC/555W555 LIS/VA LIY/2012 LIT/PC
VIN/1Q87H2N100001 VYR/2001
VMA/FORD VMO/TAU VST/4D VCO/BLK
BLT/OPOS FPA/N
BXR/P
DNA/N
ORI IS ANY CITY PD MD 301 555-1212

PIN/ADAMS, RANDY PIX/M PIR/W PIE/H PIB/19440630 PGH/511

PWG/195 PEY/BRO PHA/BRO PSK/LGT PSM/SLVR TOOTH PSS/123456789
PMI/PERSON WITH INFORMATION IS NON-CUSTODIAL PARENT OF MISSING CHILD, CHILD
PMI/MAY BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY AT THE ORANGE
PMI/CO PD 555-555-5555 WHEN PERSON WITH INFORMATION IS ENCOUNTERED
PIB/19450630
PIB/19450531
PAK/MARKS, RANDY
PSM/SC L ANKL
PSM/TAT L WRS
PSS/333333333
PSS/222222222
PIN/HARDY, MARY PIX/F PIR/W PIE/H PIB/19700410 PGH/502
PWG/115 PEY/BRO PHA/BRO PSK/LGT PSM/MOLE FHD PSS/777777777
PMI/PERSON WITH INFORMATION IS GIRLFRIEND OF NON-CUSTODIAL PARENT OF MISSING
PMI/CHILD, CHILD MAY BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT DET FRIDAY AT
PMI/THE ORANGE CO PD 555-555-5555 WHEN PERSON WITH INFORMATION IS ENCOUNTERED
PIB/19710503
PAK/ADAMS, MARY
PSM/TAT LW LIP
PSM/TAT L ANKL
PSS/888888888
NIC/M000069216 DTE/20110810 1600 EDT DLU/20110811 0425 EDT

***REPEAT - DO NOT ARREST OR DETAIN BASED ON PERSON WITH INFORMATION HIT***

5.7 REQUIREMENTS FOR UNIQUE IDENTIFIER INQUIRY

An inquiry of the Missing Person File 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,
and OLN, with each data element preceded by the proper MFC. Additionally, inquiries may be
made using vehicle data (LIC, LIS, and/or VIN and VMA); NAM and OCA; or NIC only, with
each data element preceded by the proper MFC.

Note: Exact spelling of the name as contained in the record is required when inquiring with only
NAM and OCA.

5.8 ADDITIONAL GUIDELINES FOR UNIQUE IDENTIFIER INQUIRY

1. When the inquiry contains a 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 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 NYSIIS match to the surname in the
inquiry.

2. Sex and race should be included to minimize multiple hits by limiting the scope of the
search. Including sex will cause NCIC to search only those records containing the same SEX
code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry can limit the
search made by NCIC. A list of the Race Field codes and the race codes that will be searched
when each is included in an inquiry are the following:

Race Code In Inquiry Race Codes Searched

A (Asian or Pacific Islander) All

I (American Indian or Alaskan All
Native)
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., SOC,
FBI, MNU, or OLN, a name search is not generated. Including sex and race in this inquiry
will not confine the search. If the MNU exceeds 15 characters, the first 15 characters should
be entered in the MNU 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.

4. An inquiry can provide a secondary hit response from other files in NCIC when the primary
hit contains a SOC, FBI, or VIN, and those fields were not part of the original search criteria.
A second computer search is automatically generated on the SOC, FBI, and VIN contained in
the primary record response. The second search is against all person files (except the
Unidentified Person File), Vehicle, and Vehicle/Boat Part Files.

5. When only one numeric identifier is used in a Missing Person File inquiry, the response will
include only the record on file containing that specific numeric identifier. For example, if an
inquiry contains only the Social Security number, the response will include a record on file
with that Social Security number, even though there may be other records on file for the
same individual which do not contain that particular number.

6. An agency making an inquiry with limited personal descriptors should make a second inquiry
using all available identifiers contained in the response record to ensure the receipt of all
records on file which could possibly pertain to the person in question.

7. An inquiry (QV or ZV) by LIC, LIS, and/or VIN, and, when available, VMA will also
identify a missing person record for which the vehicular and/or license plate data have been
entered.
8. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

9. QM, QW, QWA, QWE, QWF, QWS, ZW, QWB, QWI, and QWT inquiries based on NAM
and DOB will search the PIN, PAK, and PIB Fields. If the inquiry is based on SOC, the PSS
Field will be searched.

10. If a missing person record is appended with PWI data, a caveat will display between the
Amber Alert and Missing Person alerts at the beginning of the missing person record
response.

1. When the record response is generated due to a hit on the base missing person record
data, the following caveat will display:

*****PERSON WITH INFORMATION ASSOCIATED WITH NIC/<NIC>*****

*****DO NOT ARREST OR DETAIN BASED ON PERSON WITH INFORMATION HIT*****

2. When the record response is generated due to a hit on the PWI record data, the following
caveat will display:

*****RECORD NIC/<NIC> IS BASED ON PERSON WITH INFORMATION MATCH*****

*****DO NOT ARREST OR DETAIN BASED ON PERSON WITH INFORMATION HIT*****

3. For all missing person record responses with PWI data, the following caveat will display
after “IMMED CONFIRM MISSING PERSON STATUS WITH ORI” preceded by a blank line.

***REPEAT - DO NOT ARREST OR DETAIN BASED ON PERSON WITH INFORMATION HIT***

4. The PWI records will display the following dental data in an MPF record response and
will be preceded by a blank line. The two supplemental PWI records will be separated
by a blank line.

11. QW, QWA, QWE, QWF, QWS, ZW inquiries may contain the Image Indicator (IND),
Related Search Hit (RSH) and Expanded Name Search (ENS), and Expanded Date of Birth
Search (EBS) Fields. Additional information on the use of these fields can be found in the
Wanted Person File chapter.

5.10 BATCH INQUIRY (QWB)

The batch inquiry allows users to create a file of multiple QWA inquiries in one message. Each
inquiry is delimited by a sequence number (SEQ) at the beginning of the inquiry and an "&" as a
separator. The SEQ is three numerics and is used to match the responses (hit or no hit) to the
specific inquiry from which they were generated. Prior to each response SEQUENCE
NUMBER: <SEQ> will be returned to identify those responses that follow as coming from the
inquiry with that sequence number. Additional information on procedures for conducting QWB
inquiries can be found in the Wanted Person File chapter.

5.11 PROCEDURES FOR HANDLING A HIT

1. When an agency receives a record in response to an inquiry and 1) the whereabouts of the
person inquired upon is known and 2) the person inquired upon appears to be identical with
the subject of one or more of the records, the agency that can detain the person must contact
the originating agency of each record possibly identical with the person inquired upon to
confirm the hit prior to detaining the person.

2. Response time to a hit is based on two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

3. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative interest
agency(s). If the investigative interest agency requests notification of all hits, this agency
should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the Other
Transactions chapter of this manual for additional information on investigative interest
supplemental records.

4. If the missing person is identified by partial body parts, the inquiring agency should
determine if the entering agency wants the record to be located.

5. When an agency receives a record response to an inquiry containing PWI data, the agency
should refer to the PMI Field for point of contact and additional information prior to taking
action regarding the PWI.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that finds a person who is indexed in an
NCIC Missing Person File should place a locate message on the missing person record. When an
agency receives a record or multiple records in response to an inquiry, the inquiring agency must
contact the ORI of each record possibly identical with the person in question to confirm the hit.
Following confirmation with the originating agency, a locate message should be transmitted for
each record on file for the individual unless otherwise advised by the entering agency.

DO NOT transmit a locate message on the missing person record of a child removed from the
United States and located in another country until the child has been returned or the issue of
return has been resolved.
6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LM.WA1230000.NAM/SMITH, JOHN J.NIC/M000069216.19991205.8592.DETN.HIT

STATE 19991204..3..1..400.1000

Acknowledgment:

1L01HEADER
WA1230000
1ST LOCATED NAM/SMITH, JOHN J NIC/M000069216 RECORD BEING CANCELED

The above example contains: header (1N01HEADER), message key (LM), locating agency
identifier (WA1230000), two record identifiers (NAM/SMITH, JOHN J and NIC/M000069216),
date of location (19991205), locating agency case number (8592), disposition information
(DETN), and benefits and effectiveness data: reason for person record removal (HIT STATE
19991204), wanted/missing person hit results (3), number of missing persons found (1), value of
other recovered property (400), and value of recovered contraband (1000).

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

LENGTH
FIELD
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER OPTIONAL
SPECIAL
CHARACTERS
DISPOSITION MANDATORY DSP 4-4 ALPHABETIC
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
PERSON ARMED OPTIONAL PAR 1-1 NUMERIC
WANTED/MISSING OPTIONAL HIT 1-2 NUMERIC
PERSON HIT
RESULTS
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The record to receive a locate must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded by the
proper MFC. If the NAM Field is used as an identifier, the name must be set forth with the exact
spelling and spacing as shown in the record on file. The OCA used as an identifier will be that of
the agency that entered the record as shown in the record received from NCIC in reply to the
apprehending/locating agency's inquiry.

6.5 LOCATE PROCEDURE

1. Following the two record identifiers, the date of recovery, recovering agency case number,
and the disposition are next entered, in that order, without field codes. The date of recovery
must be entered or the locate message will be rejected. The recovering agency case number
should be entered to ensure that complete recovery information is in the record. Disposition
information (what is to be done with the missing person) must be obtained from the ORI
when it is contacted to confirm the missing person's status and included in the locate
 message.

2. The ORI has the responsibility of immediately advising the recovering agency concerning
disposition of the individual when contacted about the location of the missing person.

3. The complete missing person record, including all supplemental data, is automatically retired
when a locate message is placed on the record.

6.6 DISPOSITION (DSP) FIELD

1. DETN IN LOCATE MESSAGE

DETN, an abbreviation for detained, must be included in the locate message when the agency
that entered the record advises the locating agency that arrangements are being made to return
the missing person to the proper authorities.

2. RELD IN LOCATE MESSAGE

RELD, an abbreviation for released, must be included in the locate message when:

1. The agency that entered the record advises the locating agency that the missing person
should not be detained since that person will not be returned to the proper authorities.
2. The locating agency has received no information concerning what action should be taken
with regard to the missing person after making a concerted effort to obtain such
information.

6.7 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the disposition, users are expected to enter benefits and effectiveness data. The entry
of benefits data is not MFC-dependent. Therefore, any field not entered should be accounted for
with a period. Additional information on benefits and effectiveness data can be found in the
Introduction chapter of this manual.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearing a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency finding the missing person is the agency that entered the record; or

2. When the agency that entered the record is officially advised that the missing person has been
located and the locating agency has not entered a locate message.

The clear message will cause the entire record, including supplemental and dental data, to be
removed from the file.
DO NOT transmit a clear message on the missing person record of a child removed from the
United States and located in another country until the child has been returned or the issue of
return has been resolved.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CM.MD1012600.NAM/SMITH, JOHNJ.NIC/M000069216.19991107.WA1230000.8592.HIT
NCIC 19991105..3..1..400.1000

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NAME/SMITH, JOHN J NIC/M000069216

The above clear example contains: header (1N01HEADER), message key (CM), Originating
Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/
M000069216), date of location (19990107), the locating agency identifier (WA1230000),
locating agency case number (8592), and benefits and effectiveness data: reason for person
record removal (HIT NCIC 19991105), wanted/missing person hit results (3), number of missing
persons found (1), value of other recovered property (400), and value of recovered contraband
(1000).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
PERSON ARMED OPTIONAL PAR 1-1 NUMERIC
WANTED/MISSING OPTIONAL HIT 1-2 NUMERIC
PERSON HIT
RESULT
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by either NAM and NIC, in that order; or NAM and
OCA, in that order; or NIC and OCA, in that order, with each data element preceded by the
proper MFC. The NAM Field used to identify the record must be set forth with the exact spelling
and spacing as shown in the record on file.

7.5 CLEAR PROCEDURES

1. If the agency that entered the record finds the missing person, the date of recovery must be
entered following the two record identifiers. Additionally, benefits and effectiveness data
should be entered.

2. If the missing person is found by an agency other than the ORI of the record and the
recovering agency has not placed a locate message on the missing person record, the date of
recovery must be entered following the two record identifiers. This date should be followed
 by the recovering agency's identifier and the recovering agency case number. Additionally,
benefits and effectiveness data should be entered.

3. Since one locate message retires the record from file, it will not be necessary for the ORI to
clear the record from NCIC.

7.6 ADDITIONAL GUIDELINE FOR NCIC CLEAR

Users are expected to enter benefits and effectiveness data for all clear transactions. The entry of
benefits data is not MFC-dependent. Therefore, any field not entered should be accounted for
with a period.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL SET OLN1
LICENSE NUMBER
SET
LICENSE PLATE OPTIONAL SET LIC2
NUMBER SET
VEHICLE VIN3
IDENTIFICATION
NUMBER SET OPTIONAL SET
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
IMAGE NCIC OPTIONAL SET IMN 4
NUMBER
SET
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT>
3
VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
4
IMN/<IMN>.<IMT>

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

An enter supplemental record is used when additional identifiers such as alias(es), scars, marks,
tattoos, and other characteristics, etc., need to be added to a missing person record. The enter
supplemental record message may be made only by the agency that entered the missing person
record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.EMN.MD1012600.NAM/SMITH, JOHN J.OCA/5439.AKA/ROE, EDWARD.JONES,

EDWARD.DOB/19801012.19791012.SMT/CAUL L EAR.TAT R ARM
 Acknowledgment:

1L01HEADER
MD1012600
SUPP NAM/SMITH, JOHN J OCA/5439

The above supplemental record entry example contains: header (1N01HEADER), message key
(EMN), Originating Agency Identifier (MD1012600), two record identifiers (NAM/ SMITH,
JOHN J and OCA/5439), and the supplemental data added to the record: two aliases (AKA/ROE,
EDWARD. JONES, EDWARD), two dates of birth (DOB/19801012 and 19791012), and two
scars, marks, and tattoos (SMT/CAUL L EAR and TAT R ARM).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The missing person record to which a supplemental record of an alias and/or other additional
identifier is to be added must be identified by either NAM and NIC, in that order; NIC and OCA,
in that order; or NAM and OCA, in that order, with each data element preceded by the proper
MFC. The name used in identifying the record must be set forth with the exact spelling and
spacing as shown in the record on file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The AKA Field and all other identifying data fields which may be included in a supplemental
record with their field codes and the maximum number of aliases and/or other identifiers that
may be added to a missing person record are the following:

Field Field Code Maximum Number

Permitted
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tatoos, and SMT 19
Other Characteristics
Miscellaneous Number MNU 9
Social Security Number SOC 9
Operator's License OLN 9
Number, State, and Year of
Expiration (entered as a
set)
License Plate Number, LIC 9
State, Year of Expiration,
and Type (entered as a set)
 Vehicle Identification VIN 9
Number, Year, Make,
Model, Style, and Color
(entered as a set; model and
color not required for entry,
but should be entered if
known)
Caution and Medical CMC 10
Conditions
Image NCIC Number and IMN 12
Image Type (entered as a
set)
Citizenship CTZ 9
State Identification SID 9
Number

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

ENTRY

1. 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; date of birth; scar, mark, tattoo; miscellaneous number; Social
Security number; citizenship; state identification numbers; or caution and medical condition
is counted as one identifier. Each set of data relating to an operator's license, a license plate,
vehicle, or image is likewise counted as one identifier.

2. For example, a record relating to JOHN HARRY SMITH might have appended supplemental
data consisting of three other names (AKAs), nine dates of birth, five scars, two
miscellaneous numbers (an army serial number and a mariner's document number), 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 have come into his possession, and one set of data
concerning an automobile known to be in his possession. 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.

8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the missing person record has been identified, each field included in a supplemental
record entry, except those entered as 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 and each field must end with a period. Fields that are not part of sets of data may be
entered in any order in a supplemental record entry.

2. All numeric identifiers excluding OCA and MNU are to be entered omitting spaces, hyphens,
and symbols. A hyphen may be used in the OCA Field, and a hyphen must be used to
separate the two alphabetics from the number itself in the MNU Field.
3. Personal Descriptors, State and Country Codes, and Vehicular Data Codes, NCIC Code
Manual, contain appropriate coding of personal identifiers and license and vehicle data.

4. The entry of a supplemental record to a missing person record will cause a cross-search of all
unidentified person records.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA)

1. Field code AKA followed by a slash is used to identify an alias(es). An alias includes any
name in which any last, first, or middle name is different from that in the NAM Field (or
those previously entered in the AKA Fields) for the record, i.e., NAM/SMITH,
MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is optional), first
name or initial, space, middle name or initial if any, space, and suffix indicating seniority,
if any, e.g., SR or III. Aliases and/or variations in name spelling must be separated by a
period without repeating the message field code AKA.

3. For juveniles, it is recommended that the mother's maiden name be entered using the
following format: AKA/(Mother's Maiden Surname), (Missing Juvenile's Given Name).
Nicknames (monikers) are to be entered in the MIS Field, not in the AKA Field of the
missing person record.

4. Nicknames (monikers) are to be entered in the AKA Field of the missing person record.
The term nickname in NCIC is defined as a name added to or substituted for the proper
name of a person, such as their street name (i.e., Shorty). It is not a familiar form of a
proper name, such as Jim for James.

The nickname is to be entered in the AKA Field, followed by a comma (space after
comma is optional), then an X (i.e., Peanut, X).

2. OPERATOR'S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator's license data in an
entry. The three data elements making up this set are the operator's license number, state of issue,
and year of expiration. All three elements must be included in the order listed in the format and
must be separated by a period. For example:

OLN/L234526677238.VA.1976.

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by message field code OLN/.
3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in an entry.
This set contains four data elements: LIC, LIS, LIY, and LIT. Elements must be entered in the
order listed in the format and must be separated by a period. For example:

LIC/CBA321.MD.1977.TK.

In the event more than one set of license plates is to be included in one supplemental message,
each set of license plate data must be preceded by message field code LIC/.

4. VEHICULAR DATA SET (VIN)

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This set contains six data elements: VIN, VYR, VMA, VMO, VST,
and VCO.
2. The VIN, VYR, VMA, and VST are required for entry. However, model and color should
be entered in proper order when available. Elements must be separated by periods and
each data element must be accounted for. For example:

VIN/lL69X6J023456.1976.CHEV.IMP.4D.BLK

Or

VIN/1D37Q6R001225.1976.CHEV..2D.

3. In the event data related to other vehicles are entered at the same time, each set of
vehicular data must be preceded by message field code VIN/.

5. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

The MFCs followed by a slash are used to identify additional data to be included in a
supplemental record, i.e, DOB/, SMT/, MNU/, and SOC/. Multiples can be entered without
repeating the MFCs and separated only by periods. For example, an entry might include:

DOB/19570102.19550823.SMT/SC LHK.POCKMARKS.MNU/AF-123456789.SOC/123456789

When identifying data are entered in a supplemental record, the corresponding fields in the base
record must be filled.

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

No one-step procedure is available to modify an alias or other identifier in a missing person

supplemental record. To modify, the incorrect AKA or other identifier should be canceled and
reentered.
8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS(ES) AND OTHER
IDENTIFIERS CANCELLATION

1N01HEADER.XMN.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.AKA/ROE,

EDWARD.JONES,EDWARD.DOB/19651012.19630912

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/M000069216
AKA/ROE, EDWARD
AKA/JONES, EDWARD
DOB/19651012
DOB/19630912

The above example of a cancellation of aliases and other additional identifiers in a supplemental
record contains: header (1N01HEADER), message key (XMN), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/M000069216), and data
to be canceled (AKA/ROE, EDWARD.JONES, EDWARD, and DOB/19651012.19630912).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an AKA and/or other additional identifiers contained in a supplemental record,
the missing person record to which the supplemental record is appended must be identified by
either NAM and NIC, in that order; NIC and OCA, in that order; or NAM and OCA, in that
order, with each data element preceded by the proper MFC. The supplemental data to be
canceled are then entered with each field preceded by the proper MFC.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one cancellation message.
Additional messages are required if more than nine identifiers are to be canceled. Each AKA,
DOB, SMT, MNU, CTZ, SID, or SOC is counted as one identifier. Each set of OLN, LIC, VIN,
or IMN (multiple data element fields) is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous numbers;
Social Security numbers; citizenships; and caution and medical conditions to be canceled should
be set out in the cancellation message in the same manner as in a supplemental record entry. That
is, more than one identifier of the same type may follow the MFC without repetition of the MFC.
However, character for character, each identifier to be canceled must be set out exactly as it
appears in the supplemental record on file.

2. Each set of operator's license or license plate data (multiple data element fields) must be
preceded by OLN/ or LIC/, respectively, and all data elements of the set must appear exactly as
they appear in the supplemental record on file. When canceling vehicle data, only the VIN and
VMA are required following VIN/, with a period to account for the intervening VYR Field. For
example:

VIN/1L69X6JO23456..CHEV

3. When a missing person record is canceled, its entire supplemental record is automatically
canceled.

4. IMAGE SET (IMN)

Up to nine images can be canceled in a supplemental cancel transaction: one signature, one
mugshot, or nine identifying images (up to ten identifying images can be stored for a missing
person record). The format is IMN/<IMN>.<IMT>. The IMN is the NCIC Number of the image,
and the image type will be either S, M, or I. If the image type of the record is not the same type
as defined by the IMT, the supplemental data will be rejected.

5. SUPPLEMENTAL CANCELLATION ACKNOWLEDGMENT MESSAGE

A cancel supplemental transaction can contain up to nine supplemental data. All supplemental
data will be processed except data that do not meet field edits or data that do not exist. The
cancel supplemental message will list all supplemental data that were successfully canceled, list
all supplemental data not on file, and list all supplemental data that failed due to a REJ SUPP
MFC ERROR.

1N01HEADER.XMN.MD1012600.NAM/SMITH, JOHN J.NIC/M000069216.

AKA/ROE, EDWARD.JONES, EDWARD.DOB/19651012.1930932

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/M000069216
AKA/ROE, EDWARD
DOB/19651012
REJ SUPP MFC ERROR
DOB/1930932
REJ SUPP NOT ON FILE
AKA/JONES, EDWARD

SECTION 9--SUPPLEMENTAL DENTAL RECORD

9.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
 MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS
DENTAL X-RAYS MANDATORY DXR 1-1 ALPHABETIC
AVAILABLE
DENTAL MODELS MANDATORY MPA 1-1 ALPHABETIC
DENTIST'S OPTIONAL DRE 1-50 ALPHABETIC,
REMARKS NUMERIC, SPECIAL
CHARACTERS
DENTAL MANDATORY DCH 3-319 ALPHABETIC,
CHARACTERISTICS NUMERIC, SPECIAL
CHARACTERISTICS

9.2 WHEN TO USE SUPPLEMENTAL DENTAL RECORD ENTRY

The Missing Person File includes dental characteristics for matching purposes against records in
the NCIC Unidentified Person File.

Only the agency that entered the missing person record may enter dental data into that record.
The agency must enter (MKE/ED) separately from the base record and other supplemental data.

9.3 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY

The following is an example of a supplemental data entry adding dental characteristics data to
the base record:

1NO1HEADER.ED.DCFBIWA00.NIC/M107649846.OCA/12334.Y.N.PERSON HAS NUMEROUS

CARIES.01X,02MO,03V,04V,05V,06V,07V,08V,09V,10V,11V,12V,13V,14V,15V,16X,
17X,18/,19V,20V,21V,22V,23V,24V,25V,26V,27V,28V,29V,30V,31V,32X

Note: In the above message all teeth are coded. Additionally, tooth number 02 is the only tooth
on which dental work has been performed; teeth 01, 16, 17, and 32 are missing; and no
information is remembered for tooth 18.

Acknowledgment:

1L01HEADER
DCFBIWA00
ENTRY DENTAL DATA NIC/M107649846 OCA/12334
The above supplemental record entry contains: header (1N01HEADER), message key (ED),
Originating Agency Identifier (DCFBIWA00), two record identifiers (NIC M107649846 and
OCA 12334), and the dental information to be added to the record.

9.4 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA

The missing person record to which dental data are to be added must be identified by NIC and
OCA, in that order, followed by the dental information.

9.5 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY

Supplemental dental information and other supplemental identifiers cannot be transmitted in the
same message. Dental information is entered with MKE/ED.

The entry of a supplemental dental record to a Missing Person File record will cause a cross-
search of all Unidentified Person File records.

1. The DXR Field must contain Y or N.

2. The MPA Field must contain Y or N.

3. The DRE Field can hold up to 50 characters. This field should contain dental remarks which
cannot be coded in the DXR, MPA, or DCH Fields.

9.6 DENTAL CHARACTERISTICS (DCH) FIELD

1. The DCH Field describes the status of each tooth, restorations for each surface of the tooth
(MODFL), missing (X), virgin (V), no information remembered (/), root canal (R), or crown
(C).

1. An NCIC Missing Person Dental Report, or one similar, can be completed by a dentist or
forensic odontologist and returned to the user for entry.

2. If all 32 permanent teeth are present with no restorations, the agency can enter the code
ALL in the DCH Field. If the agency enters ALL in the DCH Field, it cannot add
information and the system transmits the following after the DRE Field in a positive
response:

ALL 32 PERMANENT TEETH ARE PRESENT WITH NO RESTORATIONS

Note: If an agency enters ALL in the DCH Field, the code V will be used for all 32 teeth
and the system will generate a dental cross-search comparison.

3. If dental characteristics are not available for coding, then the agency should enter UNK in
the DCH Field. If the agency enters the code UNK in the DCH Field, the system
transmits the following after the DRE Field in a positive response:
 DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE

Note: If an agency enters UNK in the DCH Field, NCIC will not generate a dental cross-
search comparison.

2. The codes will be entered using a comma as a separator with the exception of the last code
which must be followed by a period (field delimiter) or end of transmission.

3. If the agency does not enter the code ALL or UNK, the only valid codes shall be 01 through
32. Each code shall be used only once. These codes shall be followed by the appropriate
letter(s) or special character (e.g., 01M).

A modification of any code for the 01 through 32 tooth codes will replace any coding for that
specific tooth, (for example, 01MO was initially entered, 01FL was modified into the record,
the record will then list only 01FL). If new codes must be added to the existing codes for a
tooth, the existing codes must be reentered along with the new codes, (for example, 01MO
was initially entered for tooth number 1 and FL must be added, then 01MOFL should be
entered to list 01MOFL).

4. The DCH Field shall contain a maximum of 32 codes consisting of two numerics followed
by option 1, 2, or 3:

1. One special character /, or one special character / followed by R.

2. One alphabetic character M, O, D, F, L, X, or V.
3. Two to seven alphabetic characters M, O, D, F, L, C, and R.

5. Any combination of M, O, D, F, or L should be entered in the sequence of M, O, D, F, L.

6. The R character should follow any combination of M, O, D, F, L, C or the / character.

7. The C character should follow any combination of M, O, D, F, or L.

8. The only character that should be used with / is the R character.

9. The characters V and X should not be used with any combination of characters.

10. The characters M, O, D, F, L, C, R, /, V, and X may only be used once per numeric.

9.6.a. NDIR DATA AVAILABLE (NDI) FIELD

The NDI Field is a one-character field included in the MD transaction that allows the FBI to add
an indicator to NCIC records that have corresponding dental information available on Law
Enforcement Online in the National Dental Image Repository (NDIR). The field has a default
value of N and can be modified to Y. If the NDI Field contains Y, NCIC will notify the FBI of
all subsequent modify, cancel, locate, or clear transactions so the FBI can make appropriate
changes to the corresponding NDIR records. The following caveat will follow the DCH Field
data in a positive record response:
DENTAL IMAGES FOR THE SUBJECT OF THIS RECORD ARE AVAILABLE ON THE LEO NDIR

9.7 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION

1N01HEADER.MD.DCFBIWA00.NIC/MI07649846.OCA/12345.DCH/01M)FL, 15MO, 21V

Acknowledgment:

1L01HEADER
DCFBIWA00
MODIFY DENTAL DATA NIC/M107649846 OCA/12345

The above modify supplemental example contains: header (1N01HEADER), message key (MD),
Originating Agency Identifier (DCFBIWA00), two missing person record identifiers
(NIC/M10769846 and OCA/12345), and the dental field to be modified
(DCH/01MOFL,15MO,21V).

9.8 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION

A supplemental dental record may be modified (MKE/MD) to:

1. Change the code entered in DXR and/or MPA Fields. Since these fields are mandatory, the
codes cannot be deleted using a modify message.

2. Change or delete the information entered in the DRE Field.

3. Change any coding for the 32 tooth codes of the DCH Field.

4. Change the NDI value to Y. The NDI Field may be modified by authorized FBI ORIs only.

9.9 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD CANCELLATION

1N01HEADER.XD.DCFBIWA00.NIC/M107649846.OCA/12345

Acknowledgment:

1L01HEADER
DCFBIWA00
CANCEL DENTAL DATA NIC/M107649846 OCA/12345

The above cancel supplemental example contains: header (1N01HEADER), message key (XD),
Originating Agency Identifier (DCFBIWA00), and two missing person record identifiers
(NIC/M10769846 and OCA/12345).

9.10 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD

CANCELLATION

To cancel dental data, the missing person record must be identified by the NIC and OCA, in that
order. A supplemental dental cancellation message will delete all dental information from the
record identified. When a Missing Person File record is canceled, located, or cleared, all
supplemental dental information are retired.

SECTION 10 -- PERSON WITH INFORMATION (PWI) RECORD

10.1 ENTRY CRITERIA FOR PWI DATA

1. GENERAL CRITERIA

The PWI capability may only be used when the following rules and conditions have been
fully and strictly met, particularly in cases where the PWI is a parent, custodian, or legal
guardian.

1. Person with Information data may be appended to a Missing Person File (MPF)
record entered using MKE/EME, EMI, EMEC, or EMIC.

2. Only the agency that entered the missing person record may append PWI data to that
record.

3. An MPF record may be appended with a maximum of two PWI records. Additional
identifiers may be added to the PWI record as supplemental transactions.

4. PWI data will require review 72 hours following entry and every 30 days thereafter.

2. RULES

1. When probable cause for arrest of the PWI nominee exists, a warrant must be
obtained, entered into the Wanted Person File, and linked to the associated MPF
record.

2. When probable cause for arrest of the PWI nominee exists, but a warrant cannot be
readily obtained because of circumstances beyond the control of the investigating law
enforcement agency, a Temporary Want should be entered into the Wanted Person
File and linked to the MPF record.

3. If there is an active record in an unrelated matter in any person file for the PWI
nominee, the record should be linked to the associated MPF record.

4. When neither 1, 2, nor 3 is possible, the PWI capability may be used only when all of
the conditions outlined below exist simultaneously.

3. CONDITIONS

Facts and circumstances indicate that:

1. The missing person was last seen under circumstances that pose a risk to the safety of
that person.
 2. There is a “substantial likelihood” that the PWI has relevant information about the
missing person that could result in the recovery of the missing person.

3. Entering identifying information concerning the PWI into the MPF record could
assist the appropriate law enforcement agency to identify and interview the PWI, and
that the resulting information could assist in the recovery of the missing person.

4. The PWI cannot be located and time is of the essence.

5. There is no prohibition under the investigating agency’s state law on the publication
of information concerning the identity of a person for whom a warrant has not been
obtained.

6. The identity of the PWI has been disclosed to the general public through an Amber
Alert or other formal notification.

10.2 EXAMPLE OF PWI RECORD ENTRY

1N01HEADER.EMP.MD1012600.NIC/M000069216.OCA/12345.JONES,RANDY.M.W.19440630.511.
195.BRO.BRO.LGT.SLVR TOOTH.123456789.PERSON WITH INFORMATION IS NON-CUSTODIAL
PARENT OF MISSING CHILD, CHILD MAY BE USING A TAN GRACO CAR SEAT, PLEASE CONTACT
DET FRIDAY AT THE ORANGE CO PD 555-555-5555 WHEN PERSON WITH INFORMATION IS

Acknowledgment:

1N01HEADER
MD1012600
ENTER PWI DATA NIC/M000069216 OCA/12345

10.3 MESSAGE FIELD CODES FOR ENTRY

MESSAGE
FIELD
FIELD NAME REQUIREMENTS FIELD DATA TYPE
LENGTH
CODE
ALPHABETIC,
NUMERIC,
HEADER MANDATORY HDR 9-19
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING
ALPHABETIC,
AGENCY MANDATORY ORI 9-9
NUMERIC
IDENTIFIER
ALPHABETIC,
NUMERIC,
NAME CONDITIONAL NAM 3-30
SPECIAL
CHARACTERS
ALPHABETIC,
NCIC NUMBER CONDITIONAL NIC 10-10
NUMERIC
 ALPHABETIC,
ORIGINATING
NUMERIC,
AGENCY CASE CONDITIONAL OCA 1-20
SPECIAL
NUMBER
CHARACTERS
ALPHABETIC,
PERSON WITH
NUMERIC,
INFORMATION MANDATORY PIN 3-30
SPECIAL
NAME
CHARACTERS
PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PIX 1-1 IN NCIC CODE
SEX MANUAL
PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PIR 1-1 IN NCIC CODE
RACE MANUAL
PERSON WITH
INFORMATION CONDITIONAL PIB 8-8 NUMERIC
DATE OF BIRTH
PERSON WITH
INFORMATION OPTIONAL PHG 3-3 NUMERIC
HEIGHT
PERSON WITH
INFORMATION OPTIONAL PWG 3-3 NUMERIC
WEIGHT
PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PEY 3-3 IN NCIC CODE
EYE COLOR MANUAL
PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PHA 3-3 IN NCIC CODE
HAIR COLOR MANUAL
PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PSK 3-3 IN NCIC CODE
SKIN TONE MANUAL
PERSON WITH
INFORMATION
CODE AS DEFINED
SCARS, MARKS,
OPTIONAL PSM 3-10 IN NCIC CODE
TATTOOS, AND
MANUAL
OTHER
CHARACTERISTICS
PERSON WITH
INFORMATION
CONDITIONAL PSS 9-9 NUMERIC
SOCIAL SECURITY
NUMBER
ALPHABETIC,
PERSON WITH
NUMERIC,
INFORMATION MANDATORY PMI 1-500
SPECIAL
MISCELLANEOUS
CHARACTERS
 PERSON WITH CODE AS DEFINED
INFORMATION OPTIONAL PIE 1-1 IN NCIC CODE
ETHNICITY MANUAL

10.4 IDENTIFICATION OF RECORD FOR ENTRY OF PWI DATA

The missing person record to which PWI data are to be added must be identified by either NAM
and NIC, in that order; NIC and OCA, in that order; or NAM and OCA, in that order.

10.5 ADDITIONAL GUIDELINES FOR PWI RECORD ENTRY

The ORI must account for all fields in the PWI record format. If optional fields are included, a
period must be included for the field place holder. Entry of the PWI dataset is optional;
however, if the PIN is entered, a numeric identifier (PIB or PSS) and PMI will be required. The
PMI Field must contain contact information and guidance for the law enforcement officer who
encounters the PWI. The Missing/Unidentified Person Files personal descriptor cross-match will
not run based on PWI data.

The entry of invalid and/or unissued numbers in the PSS Field is allowed. A caveat will be
generated stating that the SOC has not been assigned and that the agency should check for a
possible data entry error:

ATTENTION: THE PSS USED IN YOUR TRANSACTION HAS NOT BEEN

ASSIGNED BY THE SOCIAL SECURITY ADMINISTRATION. PLEASE
CHECK FOR A DATA ENTRY ERROR.

10.6 WHEN TO USE PWI MODIFICATION MESSAGE

Modification of a record is restricted to the agency that entered the record. A modification
message may be used to change any field in the PWI record.

10.7 EXAMPLE OF PWI RECORD MODIFICATION

1N01HEADER.MMP.MD1012600.NIC/M000069216.OCA/12345.PIN/JONES, RANDY.PIR/B

Acknowledgment:

1N01HEADER
MD1012600
MODIFY PWI DATA PIN/JONES, RANDY NIC/M000069216

The above modification example contains: header (1N01HEADER), message key (MMP),
Originating Agency Identifier (MD1012600), three record identifiers (NIC/M000069216),
(OCA/12345), and (PIN/JONES, RANDY), and the data being modified (PIR/B).
10.8 -- MESSAGE FIELD CODES FOR PWI MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PERSON WITH MANDATORY PIN 3-30 ALPHABETIC,
INFORMATION NUMERIC,
NAME SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

10.9 IDENTIFICATION OF RECORD FOR MODIFICATION OF PWI DATA

The PWI record to be modified must be identified by two missing person base record identifiers,
NAM and NIC, in that order; NIC and OCA, in that order; or NAM and OCA, in that order; and
the PIN. The PIN used in identifying the record must be set forth with the exact spelling and
spacing as shown in the record on file.

10.10 ADDITIONAL GUIDELINES FOR PWI RECORD MODIFICATION

1. The MMP transaction is MFC dependent.

2. A modify transaction used to delete information in the base missing person records will
not cause the PWI data to move up to the base record from the PWI record.

3. A modify transaction used to delete information in the PWI record will cause
supplemental PWI data to move up to the PWI record.
 4. All fields in the PWI record are modifiable.

5. The Missing/Unidentified Person Files personal descriptor cross-match will not run based
on PWI data.

10.11 WHEN TO USE PWI RECORD CANCELLATION MESSAGE

Cancellation of a record is restricted to the agency that entered the record. A cancellation
message is used when the entering agency determines that the PWI record is no longer valid.
When a PWI record is canceled, all PWI data appended to the record by means of a supplemental
record entry, is automatically canceled.

10.12 EXAMPLE OF PWI RECORD CANCELLATION

1N01HEADER.XMP.MD1012600.NIC/M000069216.OCA/12345.PIN/JONES, RANDY

Acknowledgment:

1N01HEADER
MD1012600
CANCEL PWI DATA PIN/JONES, RANDY NIC/M000069216

The above cancellation example contains: header (1N01HEADER), message key (XMP),
Originating Agency Identifier (MD1012600), three record identifiers (NIC/M000069216),
(OCA/12345), and (PIN/JONES, RANDY).

10.13 -- MESSAGE FIELD CODES FOR PWI RECORD CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
 ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PERSON WITH MANDATORY PIN 3-30 ALPHABETIC,
INFORMATION NUMERIC,
NAME SPECIAL
CHARACTERS

10.14 IDENTIFICATION OF RECORD FOR CANCELLATION OF PWI DATA

The PWI record to be canceled must be identified by two missing person base record identifiers,
and NIC, in that order; NIC and OCA, in that order; or NAM and OCA, in that order; and the
PIN. The PIN used in identifying the record must be set forth with the exact spelling and
spacing as shown in the record on file.

10.15 ADDITIONAL GUIDELINES FOR PWI RECORD CANCELLATION

1. The XMP transaction is MFC dependent.

2. A PWI cancellation message will delete all supplemental PWI information from the
record identified.

3. When a Missing Person File record is canceled, located, or cleared, all supplemental

10.16 MESSAGE FIELD CODES FOR SUPPLEMENTAL PWI RECORD

TRANSACTION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
 ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PERSON WITH MANDATORY PIN 3-30 ALPHABETIC,
INFORMATION NUMERIC,
NAME SPECIAL
CHARACTERS
PERSON WITH OPTIONAL PIB 8-8 NUMERIC
INFORMATION
DATE OF BIRTH
PERSON WITH OPTIONAL PSM 3-10 CODE AS
INFORMATION DEFINED IN
SCARS, MARKS, NCIC CODE
TATTOOS, AND MANUAL
OTHER
CHARACTERISTICS
PERSON WITH OPTIONAL PSS 9-9 NUMERIC
INFORMATION
SOCIAL SECURITY
NUMBER
PERSON WITH OPTIONAL PAK 3-30 ALPHABETIC,
INFORMATION NUMERIC,
ALIAS SPECIAL
CHARACTERS

10.17 WHEN TO USE SUPPLEMENTAL PWI ENTRY

An enter supplemental PWI record is used when additional identifiers such as alias(es), scars,
marks, tattoos, and other characteristics, etc., need to be added to a PWI record. The enter
supplemental record message may be used only by the agency that entered the PWI record.

10.18 EXAMPLE OF SUPPLEMENTAL PWI RECORD ENTRY

1N01HEADER.EMPN.MD1012600.NIC/M000069216.OCA/12345.PIN/JONES, RANDY.PSM/TAT NECK.TAT

CHIN.PSS/888888888.777777777.555555555

Acknowledgment:

1N01HEADER
MD1012600
PWI SUPP NIC/M000069216 OCA/12345 PIN/JONES, RANDY

The above supplemental record entry example contains: header (1N01HEADER), message key
(EMPN), Originating Agency Identifier (MD1012600), three record identifiers
(NIC/M000069216), (OCA/12345), and (PIN/ JONES, RANDY), and the supplemental data
added to the record: two scars, marks, tattoos, and other characteristics (PSM/TAT NECK.TAT
CHIN), three Social Security Numbers (PSS/888888888.777777777.555555555).
10.19 IDENTIFICATION OF RECORD FOR ENTRY OF SUPPLEMENTAL PWI DATA

The PWI record to which supplemental PWI data are to be added must be identified by two
missing person base record identifiers, NAM and NIC, in that order; NIC and OCA, in that
order; or NAM and OCA, in that order; and the PIN. The PIN used in identifying the record
must be set forth with the exact spelling and spacing as shown in the record on file.

10.20 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The PAK Field and all other identifying data fields which may be included in a supplemental
record with their field codes and the maximum number of aliases and/or other identifiers that
may be added to a PWI record are the following:

Field Field Code Maximum Number

Permitted
Person with Information PIB 9
Date of Birth
Person with Information PSS 9
Social Security Number
Person with Information PAK 9
Alias
Person with Information PSM 9
Scars, Marks, Tattoos, and
Other Characteristics

10.21 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

PWI ENTRY

1. 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; date of birth; scar, mark, tattoo; or Social
Security Number is counted as one identifier.

2. For example, a record relating to RANDY JONES might have appended

supplemental data consisting of three other names (PAKs), nine dates of birth, and
five scars. Entry of these additional identifiers would require several supplemental
record entry messages as all of these additional identifiers could not be included in
one supplemental record entry message.

10.22 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL PWI ENTRY

1. After the PWI record has been identified, each field included in a supplemental
record entry 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 and each field
must end with a period.

2. The PIB and PSS must be entered omitting spaces, hyphens, and symbols.
 3. The NCIC Code Manual, Personal Descriptors chapter, contains the appropriate
codes for the entry of PSM data.

4. The entry of supplemental PWI data to a missing person record will not cause a
cross-search of unidentified person records.

10.23 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL PWI RECORD

No one-step procedure is available to modify an alias or other identifier in a supplemental PWI

record. To modify, the incorrect PAK or other identifier should be canceled and reentered.

10.24 WHEN TO USE SUPPLEMENTAL PWI RECORD CANCELLATION MESSAGE

Cancellation of a record is restricted to the agency that entered the record. A PWI cancellation
message is used to correct or remove additional identifiers appended to a PWI record.

10.25 EXAMPLE OF SUPPLEMENTAL RECORD ALIAS(ES) AND OTHER

IDENTIFIERS CANCELLATION

1N01HEADER.XMPN.MD1012600.NIC/M000069216.OCA/12345.PIN/JONES, RANDY.
PAK/MARKS, RANDY.PIB/19450631

Acknowledgment:

1L01HEADER
MD1012600
CANCEL PWI SUPP NIC/M000069216 OCA/12345 PIN/JONES, RANDY
PAK/MARKS, RANDY
PIB/19450631

10.26 IDENTIFICATION OF RECORD FOR CANCELLATION OF SUPPLEMENTAL

PWI DATA

The supplemental PWI record to be canceled must be identified by two missing person base
record identifiers, NAM and NIC, in that order; NIC and OCA, in that order; or NAM and OCA,
in that order; and the PIN. The PIN used in identifying the record must be set forth with the
exact spelling and spacing as shown in the record on file.

10.27 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL PWI RECORD

CANCELLATION

1. The XMPN transaction is MFC dependent.

2. A maximum of nine identifiers of various kinds may be canceled in one cancellation

message. Additional messages are required if more than nine identifiers are to be
canceled. Each PAK, PIB, PSM, or PSS is counted as one identifier.
3. Identifiers to be canceled should be set out in the cancellation message in the same
manner as in a supplemental PWI record entry. That is, more than one identifier of the
same type may follow the MFC without repetition of the MFC. However, character for
character, each identifier to be canceled must be set out exactly as it appears in the
supplemental record on file.
 NCIC
NICS DENIED TRANSACTION FILE

TABLE OF CONTENTS

INTRODUCTION ............................................................................................................................ 1
1.1 BACKGROUND ...................................................................................................... 1
1.2 CRITERIA FOR ENTRY ......................................................................................... 1
1.3 MESSAGE KEY (MKE) CODES ............................................................................ 1
1.4 RECORD RETENTION ........................................................................................... 1
1.5 VALIDATION .......................................................................................................... 2
1.6 MESSAGE FIELD CODES AND EDITS ............................................................... 2

ENTRY ............................................................................................................................................. 4

MODIFICATION ............................................................................................................................. 4

CANCELLATION ............................................................................................................................ 4

INQUIRY .......................................................................................................................................... 5
5.1 NCIC INQUIRY PROCESSING .............................................................................. 5
5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND
POSITIVE RESPONSES ......................................................................................... 5
5.3 MESSAGE FIELD CODES FOR INQUIRY ........................................................... 6
5.4 REQUIREMENTS FOR INQUIRY ......................................................................... 6
5.5 ADDITIONAL GUIDELINES FOR INQUIRY ...................................................... 6
5.6 PROCEDURES FOR HANDLING A HIT .............................................................. 7

LOCATE ........................................................................................................................................... 8

CLEAR ............................................................................................................................................. 8

SUPPLEMENTAL RECORD .......................................................................................................... 8

NCIC Operating Manual – NICS Denied Transaction File

 NCIC
NICS DENIED TRANSACTION FILE

SECTION 1 -- INTRODUCTION

1.1 BACKGROUND

The NICS Denied Transaction File (NDTF) in NCIC is designed to share information
regarding individuals who, having been determined to be prohibited persons according to
the Brady Handgun Violence Prevention Act of 1993 (Brady Act), have been denied as a
result of a National Instant Criminal Background Check System (NICS) background
check. The data in the NDTF will enhance officer and public safety and provide
investigative assistance.

If the status of a NICS denied transaction is subsequently changed, such as the result of a
successful appeal, then the corresponding NDTF record will be removed from NCIC. To
ensure that NICS deny transactions which have subsequently incurred a status change are
not stored in NCIC, in accordance with the purge requirements of the Brady Act as
defined by the United States Congress and federal regulation, NDTF information will not
be maintained on the NCIC system logs.

1.2 CRITERIA FOR ENTRY

The NDTF will contain all records for individuals who have been denied as a result of a
NICS check. NDTF records are entered and canceled through an interface between
NCIC and NICS.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry END NICS DENIED TRANSACTION FILE

Inquiry QND

1.4 RECORD RETENTION

All NDTF records are available in NCIC from the Date of NICS Denial. Canceled
records will be removed from the NDTF on the day of the cancellation transaction.

NCIC Operating Manual – NICS Denied Transaction File

1.5 VALIDATION

NDTF records are not subject to validation.

1.6 MESSAGE FIELD CODES AND EDITS

CODE FIELD EDITS

CTZ Citizenship Must be a valid NCIC-assigned country code as
listed in State and Country Codes, NCIC Code
Manual.
DND Date of NICS Denial Must be a valid Gregorian date (YYYYMMDD).
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD).
HGT Height The first character represents feet and the second
and third characters represent inches. May be a
minimum of 400 but not more than 711.
MKE Message Key Must be a valid message key
MNU Miscellaneous Number The first two characters must be a valid NCIC-
assigned code as listed in Personal Descriptors,
NCIC Code Manual. The third character must be a
hyphen. Entry of one zero only, or a run of zeros
only is prohibited in positions 4 through 15. If the
MNU exceeds 15 characters, the first 15 characters
should be entered in the MNU Field.
NAM Name The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must
follow the last name; there can be no more than
one space after the comma. The hyphen cannot
be in the first position or directly precede the
comma. The NCIC Code Manual, Personal
Descriptors, provides coding instructions.
NIC NCIC Number A self-checking number automatically assigned
by NCIC to each accepted record and consists of
an alphabetic character (E for the NDTF) followed
by nine numeric characters. Must have valid
check digits when used to identify the record in a
subsequent transaction.
NTN NICS Transaction Number NICS-assigned number.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier
POB Place of Birth Must be a valid NCIC-assigned code as listed in
the State and Country Codes, NCIC Code
Manual. More information also in Personal
Descriptors, NCIC Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
NCIC Operating Manual – NICS Denied Transaction File
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SOC Social Security Number Must not be less than 001010001. The SOC
cannot have a value of 9 in the first position or
have a value of 00 in the fourth and fifth
positions. Invalid and/or unissued numbers are
accepted but cause a SOC attention message.
More information in Personal Descriptors, NCIC
Code Manual.
SOP State of Purchase Must be a valid NCIC-assigned state code as
listed in State and Country Codes, NCIC Code
Manual.
SOR State of Residence Must be a valid NCIC-assigned state code as
listed in State and Country Codes, NCIC Code
Manual.
STN State Transaction Number State-assigned number
WGT Weight Minimum of 001 and maximum of 499. More
information in Personal Descriptors, NCIC Code
Manual.

SECTION 2 -- ENTRY

All records in the NDTF are entered through an interface between NCIC and NICS that is
managed by the FBI.

SECTION 3 -- MODIFICATION

There are no modification procedures for the NDTF.

SECTION 4 -- CANCELLATION

All records in the NDTF are canceled through an interface between NCIC and NICS
(which is managed by the FBI) and are immediately removed from the NDTF.

SECTION 5 -- INQUIRY

5.1 NCIC INQUIRY PROCESSING

The NDTF Inquiry (QND) will only search records in the NDTF and is not restricted by
the date of denial. NDTF records are searched by all NCIC Wanted Person File Inquiry
MKEs during the entry/modification of other NCIC person files (except the Unidentified
Person File). Other than the QND, the NCIC will return all NDTF records where the date
of NICS denial is less than 180 days.

NCIC Operating Manual – NICS Denied Transaction File

5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES
1N01HEADER.QND.WA1230000.NAM/SMITH, JOHN J.SEX/M.DOB/19511012.SOC/123456789

Negative QND Response

1L01HEADER
WA1230000

NO NCIC NICS DENIED TRANSACTION FILE RECORD NAM/SMITH, JOHN J DOB/19511012 SEX/M
NO NCIC NICS DENIED TRANSACTION FILE RECORD SOC/123456789

Positive QND Response

1L01HEADER
WA1230000

***** NOTICE: DO NOT DETAIN OR ARREST BASED ON THIS HIT. THE DATE OF
NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS) DENIAL (DND)
PROVIDED IN THIS RECORD IS THE DATE THE SUBJECT WAS DENIED BY THE NICS FROM
THE RECEIPT AND/OR THE POSSESSION OF A FIREARM OR THE ISSUANCE OF A FIREARM
OR EXPLOSIVES PERMIT PURSUANT TO STATE AND/OR FEDERAL LAW. HOWEVER, IT IS
POSSIBLE THIS SUBJECT MAY NO LONGER BE A PROHIBITED PERSON.

MKE/NICS DENIED TRANSACTION FILE

ORI/WVNICS000 NAM/SMITH, JOHN J SEX/M RAC/W POB/RI
DOB/19511012 HGT/511 WGT/230 CTZ/US
SOC/123456789
SOP/NV SOR/NV DND/20120909
NTN/ABC1234567
STN/123ABC4567
NIC/E123456789 DTE/20120909 23150401 EDT DLU/20120909 23150404 EDT

*** THE INFORMATION DISPLAYED IN THIS RECORD IS A POSSIBLE MATCH TO THE

INDIVIDUAL QUERIED. THIS MATCH IS BASED ON NAME AND DESCRIPTIVE DATA ONLY.
NO LAW ENFORCEMENT ACTION SHOULD BE INITIATED BASED SOLELY ON THIS
INFORMATION.
NO NCIC NICS DENIED TRANSACTION FILE RECORD SOC/123456789

The message keys QW, QWA, QWE, QWF, QWS, ZW, QWB, and QWI are used for
NICS Denied Person File inquiries in addition to Foreign Fugitive, Wanted Person,
Gang, Known or Suspected Terrorist, Protection Order, Immigration Violator,
Missing Person, Identity Theft, Supervised Release, Violent Person, and Protective
Interest Files and the National Sex Offender Registry will cause these files to be
searched automatically. If vehicle identifiers (LIC, LIS, and/or VIN and VMA) are
included in the inquiry, the Vehicle, Boat, Vehicle/Boat Part, and License Plate Files
will also be searched. If MNU, SOC, or OLN is included in the inquiry, the Article
File personal identifier records will also be searched.
1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19511012.RSH/Y

NCIC Operating Manual – NICS Denied Transaction File

 Negative Response:
1L01HEADER
WA1230000
NO NCIC WANT DOB/19511012 NAM/SMITH, JOHN J SEX/M RAC/W
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response:

1L01HEADER
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

***** NOTICE: DO NOT DETAIN OR ARREST BASED ON THIS HIT. THE DATE OF
NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS) DENIAL (DND)
PROVIDED IN THIS RECORD IS THE DATE THE SUBJECT WAS DENIED BY THE NICS FROM
THE RECEIPT AND/OR THE POSSESSION OF A FIREARM OR THE ISSUANCE OF A FIREARM
OR EXPLOSIVES PERMIT PURSUANT TO STATE AND/OR FEDERAL LAW. HOWEVER, IT IS
POSSIBLE THIS SUBJECT MAY NO LONGER BE A PROHIBITED PERSON.

MKE/NICS DENIED TRANSACTION FILE

ORI/WVNICS000 NAM/SMITH, JOHN J SEX/M RAC/W POB/RI
DOB/19511012 HGT/511 WGT/230 CTZ/US
SOC/123456789
SOP/NV SOR/NV DND/20120909
NTN/ABC1234567
STN/123ABC4567
NIC/E123456789 DTE/20120909 23150401 EDT DLU/20120909 23150404 EDT

*** THE INFORMATION DISPLAYED IN THIS RECORD IS A POSSIBLE MATCH TO THE

INDIVIDUAL QUERIED. THIS MATCH IS BASED ON NAME AND DESCRIPTIVE DATA ONLY.
NO LAW ENFORCEMENT ACTION SHOULD BE INITIATED BASED SOLELY ON THIS
INFORMATION.

5.3 MESSAGE FIELD CODES FOR INQUIRY

MESSAGE
FIELD
FIELD NAME REQUIREMENTS FIELD DATA TYPE
LENGTH
CODE
ALPHABETIC, NUMERIC,
HEADER MANDATORY HDR 9-19
SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING AGENCY
MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
IDENTIFIER
ALPHABETIC, NUMERIC,
NAME CONDITIONAL NAM 3-30
SPECIAL CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
MISCELLANEOUS ALPHABETIC, NUMERIC,
CONDITIONAL MNU 4-15
NUMBER SPECIAL CHARACTERS

NCIC Operating Manual – NICS Denied Transaction File

SOCIAL SECURITY
CONDITIONAL SOC 9-9 NUMERIC
NUMBER
NICS TRANSACTION
CONDITIONAL NTN 7-10 ALPHABETIC, NUMERIC
NUMBER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC, NUMERIC
STATE TRANSACTION
OPTIONAL STN 1-12 ALPHABETIC, NUMERIC
NUMBER

5.4 REQUIREMENTS FOR INQUIRY

An inquiry of the NDTF may be made by name and one, more than one, or all of the
following alphanumeric identifiers: DOB (including year, month, day), MNU, and SOC
with each data element preceded by the proper MFC. Additionally, inquiries may be
made using NAM and NTN only, in that order; NAM and STN only, in that order; or
NIC only, with each data element preceded by the proper MFC.

NOTE: Exact spelling of the name as contained in the record is required when inquiring
with only NAM and NTN or NAM and STN.

5.5 ADDITIONAL GUIDELINES FOR INQUIRY

1. A QND transaction containing a DOB will search on the exact date of birth.

2. The SEX and RAC Fields should be included in the QND to minimize hits by limiting
the scope of the name search. The RAC Field codes and the race codes that NCIC will
search in an inquiry follow:

Race Code In Inquiry Race Codes Searched

A (Asian or Pacific Islander) All

I (American Indian or Alaskan All
Native)
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
(SOC or MNU) 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. QW, QWA, QWE, QWF, QWS, ZW, or QWI inquiries may contain the Image
Indicator (IND), Related Search Hit (RSH), Expanded Name Search (ENS), and
Expanded Date of Birth Search (EBS) Fields. Additional information on the use of
these fields can be found in the Wanted Person File chapter.

NCIC Operating Manual – NICS Denied Transaction File

5.6 BATCH INQUIRY (QWB)

The batch inquiry allows users to create a file of multiple QWA inquiries in one message.
Each inquiry is delimited by a sequence number (SEQ) at the beginning of the inquiry
and an "&" as a separator. The SEQ is three numerics and is used to match the responses
(hit or no hit) to the specific inquiries from which they were generated. Prior to each
response SEQUENCE NUMBER: <SEQ> will be returned to identify those responses
that follow as coming from the inquiry with that sequence number. Additional
information on procedures for conducting QWB inquiries can be found in the Wanted
Person File chapter.

5.7 PROCEDURES FOR HANDLING A HIT

The existence of an NDTF record does not require hit confirmation by the inquiring
agency.

SECTION 6 -- LOCATE

There are no locate procedures for the NDTF.

SECTION 7 -- CLEAR

There are no clear procedures for the NDTF.

SECTION 8 -- SUPPLEMENTAL RECORD

There is no supplemental data for the NDTF.

NCIC Operating Manual – NICS Denied Transaction File

 NCIC OPERATING MANUAL
NATIONAL SEX OFFENDER REGISTRY

INTRODUCTION
1.1 CRITERIA FOR ENTRY
1.2 MESSAGE KEY (MKE) CODES
1.3 RECORD RETENTION PERIOD
1.4 AUTOMATIC RETIREMENT
1.5 VALIDATION
1.6 SCOPE OF THE NATIONAL SEX OFFENDER REGISTRY AUDIT
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES
1.9 UNSOLICITED NOTIFICATIONS
1.10 $.8. OUT-OF-STATE MESSAGE
1.11 IMAGE CAPABILITY
1.12 INVESTIGATIVE INTEREST
1.13 STATE AND TERRITORY SEXUAL OFFENDER REGISTERING AGENCIES

ENTRY
2.1 EXAMPLE OF A SEX OFFENDER RECORD ENTRY
2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

MODIFICATION
3.1 WHEN TO USE A MODIFICATION MESSAGE
3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 VALIDATION GUIDELINES FOR MODIFICATION

CANCELLATION
4.1 WHEN TO USE A CANCELLATION MESSAGE
4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINES FOR CANCELLATION

INQUIRY
5.1 INQUIRY AND DISCLOSURE STANDARDS
5.2 EXAMPLE OF QXS INQUIRIES
5.3 MESSAGE FIELD CODES FOR AN INQUIRY
5.4 REQUIREMENTS FOR INQUIRY
 5.5 ADDITIONAL GUIDELINES FOR INQUIRY
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR
7.1 WHEN TO USE A CLEAR MESSAGE
7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 ADDITIONAL GUIDELINES FOR CLEAR

SUPPLEMENTAL RECORD
8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY
8.2 ENTRY OF A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 FIELDS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL ENTRY
8.7 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A SUPPLEMENTAL
RECORD
8.10 EXAMPLE OF SUPPLEMENTAL RECORD ALIASES AND OTHER IDENTIFIERS
CANCELLATION
8.11 IDENTIFICATION OF RECORD FOR CANCELLATION OF ADDITIONAL IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

NGI SEX OFFENDER REGISTRY NOTICE

9.1 SEX OFFENDER REGISTRY (SOR) NOTICE
9.2 CRIMINAL HISTORY RECORD ACTIVITY
 SECTION 1--INTRODUCTION

1.1 CRITERIA FOR ENTRY

1. A sex offender or any other person required to register under a jurisdiction's sex offender
registry program.

Individuals required to register under other registration programs (e.g., Arson and Violent
Felon) do not qualify for entry in the National Sex Offender Registry (NSOR).

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.

1.2 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EXS SEXUAL OFFENDER, SEXUALLY VIOLENT
PREDATOR, or FOREIGN SEX OFFENDER
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 IXS 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, SEXUALLY
VIOLENT PREDATOR – CAUTION, or FOREIGN SEX OFFENDER - CAUTION.

1.3 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.

6. NSOR records for foreign sex offenders do not contain the ERD Field and are retained as
active records until they are canceled by the INERPOL, U.S. National Central Bureau.

1.4 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 from the date of entry of the base record regardless of when the license plate
data is entered.
 A nonexpiring 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.

1.5 VALIDATION

1. A portion of the NSOR records will be validated monthly based on the Offender
Registration Date (ORD) Field. The validation schedule is as follows:

Validation: Month in ORD Field:

January - October
February - November
March - December
April. - January
May - February
June - March
July - April
August - May
September - June
October - July
November - August
December - September

2. NSOR records that have been validated within the last 11 months, based on the Date of
Last Validation (VLD) Field, will not be selected for validation. This provides a
mechanism by which jurisdictions can perform record validation as part of the
verification process. When an entering agency updates the Name of Validator (VLN)
Field, the record will not be selected by NCIC for validation for at least another year.
Records that have not been validated within the last 11 months would represent
noncompliant, out of state, incarcerated, and deceased offenders. This allows the
jurisdiction to validate its NSOR records on its schedule, and not the NCIC System's
schedule.

3. For validation purposes, the appropriate source of the information in the NSOR record is
considered the jurisdiction's registry.

4. For offenders who move/travel internationally and remove their record from their state
registry but keep the NCIC entry, validation may be accomplished by verifying that no
new information has been received by the registry/agency since the removal from the
state registry. The registry/agency should make an inquiry into the NSOR to ensure the
offender has not been registered in another jurisdiction.
 5. The VLN Field will be returned in responses when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the
$.C. Request for Validation Notification and fixed format validation files. For all other
responses, the VLN Field will be suppressed.

6. For additional validation policy and procedures, refer to the Validation Section in the
Introduction of this manual.

1.6 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.

a) Accuracy - The accuracy of NCIC records is an integral part of the NCIC System.
For NSOR records, the CJIS audit will ensure that key searchable fields and other
significant fields are accurate.

b) Timeliness of Entry - To ensure maximum system effectiveness, NCIC records must

be entered immediately when the conditions for entry are met, not to exceed 3 days,
upon receipt by the entering agency. The only exceptions to immediate entry are
when otherwise prescribed by federal law or when documentation exists to support
delayed entry. For NSOR records, the CJIS audit will review that records are entered
within 3 days of receipt of the information by the entering agency.

c) Completeness - Complete records include all critical information that was available
on the person or property at the time of entry. Validation should include a review of
whether additional information, which is missing from the original entry that could be
added, has become available for inclusion to the record.

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/UCN; 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.

a) Clear - 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 jurisdiction
policy/procedures.

b) Cancel - 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 state policy/procedures.

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 that records are modified within 3 days of
receipt of the information by the entering agency.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

ADD Address Type Must be a valid NCIC-assigned code as listed in
Personal Descriptors Codes, NCIC Code Manual.
AKA Alias May include alphabetics, numerics, a comma, hyphens,
and spaces; the comma must follow the last name; there
can be no more than one space after the comma. The
hyphen cannot be in the first position or directly
precede the comma. Personal Descriptors, NCIC Code
Manual, provides coding instructions.
AOV Age of Victim May be up to 99 years of age.
BCO Boat Color Must be a valid color code as listed in Boat Data Codes,
NCIC Code Manual. If two color codes are used, they
must be separated with a slash (/).
BDA Beginning Date at Must be a valid Gregorian date (YYYYMMDD). Must
Address be prior to EDA and is mandatory if ADD contains 09.
BHN Boat Hull Serial Number Single zero only, run of zeros only, single alphabetic
only, or run of alphabetics indicating that the hull serial
is not known cannot be used. Cannot be identical to the
OAN. If the BYR is 1985 or later and MISC is not
entered in the BMA, the BHN must be at least 12
characters. If it is a nonconforming BHN, the BMA
should be MISC.
BLE Overall Boat Length Must be two numeric characters representing feet, not
inches.
BMA Boat Make The first four characters must be a valid NCIC-assigned
BMA code as listed in Boat Data Codes, NCIC Code
Manual, or the generic code MISC. If the generic code
is used, positions 5 through 24 must include the
manufacturer's full name. The generic code MISC
should be used if the BHN is nonconforming.
BMO Boat Model Name Free text.
BNM Boat Name Free text.
BTY Boat Type Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
BYR Boat Model Year Represents the production (model) year during which
the boat was manufactured. Year cannot be more than 1
year beyond the current model year. When the entry has
a model year between 1972 and 1984 and positions
9-12 of the BHN contain numeric characters, the last
two characters of the BYR field will match the
characters in positions 11-12 of the BHN; or if the BHN
has the alphabetic character "M" in position 9, the last
two characters of the BYR must match the same
characters in positions 10-11 of the BHN. For entries of
model year 1985 or later and the BHN entry of 12 or
more characters, the last two characters of the BYR
must be the same as positions 11-12 of the BHN.
CGD Coast Guard Document Single zero only or run of zeros only indicating that the
Number document number is not known, cannot be used.
Cannot be identical to REG.
CMC Caution and Medical Must be a valid NCIC-assigned code as listed in
Conditions Personal Descriptors, NCIC Code Manual.
CON Date of Conviction Must be a valid Gregorian date (YYYYMMDD).
COU County Free text (alphabetic).
CRR Conviction Resulting in Must be listed in Offense Codes, NCIC Code Manual.
Registration
CTY City Name Free text (alphabetic).
CTZ Citizenship Must be a valid NCIC-assigned country code as listed
in State and Country Codes, NCIC Code Manual.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD) equal
to or less than current date.
DLO DNA Location Free text. If the DNA Field is N or defaulted to N, then
the DLO must be blank.
DNA DNA Profile Indicator Must be either a Y or N. N is the default value. If Y is
entered, then the DLO Field must contain data.
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD) and
cannot be later than the current date.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD) equal
to current date or current date minus one.
EBS Expanded Date of Birth Must be either 1, 2, 3, or blank. The default value is
Search blank. If 2 or 3 is entered, the day of birth in the DOB
Field must be 12 or less.
EDA Ending Date at Address Must be a valid Gregorian date (YYYYMMDD). Must
be after the BDA and is mandatory if ADD contains 09.
ENS Expanded Name Search Must be Y or N.
EML E-mail Address Free text. Must not contain a period (.).
EMP Employer Name Free text.
ETN Ethnicity Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
ERD Ending Registration Date Must be either NONEXP or a valid Gregorian date
(YYYYMMDD) greater than current date.
EYE Eye Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics; or one to six numerics
followed by an alphabetic character A through H; or
one to six numerics followed by an alphabetic character
J through Z, followed by one or two check digits; or one
to six numerics followed by two alphabetics followed
by one check digit. If the number contains one
alphabetic character (J-Z), the check digit(s) will be 1 to
11. If the number contains two alphabetic characters,
the first cannot be B, G, I, O, Q, S, U, Y, or Z; the
second must be A, B, C, D, or E; and the check digit
must be 0 to 9. The alphabetic characters I and O are
always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain alphabetic
characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Classification Must be listed in Personal Descriptors, NCIC Code
Manual. If the first character of any finger is numeric,
the second character must also be numeric. Codes 00
and 50 may not be used.
HAI Hair Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second and
third characters represent inches. May be a minimum of
400 but not more than a maximum of 711. More
information in Personal Descriptors, NCIC Code
Manual.
HPT Boat Home Port Free text.
HSP Boat Hull Shape Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
HUL Boat Outer Hull Material Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
IID Internet Identifier Free text. Must not contain a period (.).
IMN Image NCIC Number A self-checking number automatically assigned by the
NCIC to each accepted image record and consists of the
alphabetic character I followed by nine numeric
characters. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
IND Image Indicator Must be Y or N.
JUV Juvenile Offender Must be Y or N.
Indicator
LIC License Plate Number The characters UNK, UNKN, or UNKNOWN may be
used in inquiry transactions. For entry of a record with
UNK, UNKN, or UNKNOWN, contact the FBI CJIS
Division staff. If VMA is AERO, LIS is US, and LIT is
PP or NP, the first character in the LIC Field must be
the alphabetic N.

If the license plate number exceeds ten characters, only

the first ten characters should be entered in the LIC
Field. The full plate number must be shown in the MIS
Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in State
and Country Data Codes, NCIC Code Manual.
LIT License Plate Type Must be a valid NCIC-assigned code as listed in the
Vehicular Data Codes, NCIC Code Manual
LIY License Plate Year of Must be a valid four-character year (YYYY) or the
Expiration alphabetics NX to represent a nonexpiring registration.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros only,
a single alphabetic only, or the word NONE. The first
seven characters of the LKA cannot equal the first
seven characters of the LKI. The only valid special
character is the hyphen. The LKA must be valid for the
LKI. (There must be an ORI and matching OCA in the
System.)
LKI Linkage Agency Must be a valid ORI.
Identifier
MIS Miscellaneous May include alphabetics, numerics, and special
characters. The letters SVIN must be entered in the first
four characters in the MIS Field if the VIN is a state-
assigned or nonconforming 17-character VIN. Free
text.
MKE Message Key Must be a valid message key.
MNU Miscellaneous Number The first two characters must be listed in
Personal Descriptors, NCIC Code Manual. The third
character must be a hyphen. Entry of one zero only, or a
run of zeros only is prohibited in positions 4 through
15. An originating agency police or identification
number in MNU Field cannot be the only numeric
identifier in the record. 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.
NAM Name The name may include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. Personal Descriptors,
NCIC Code Manual, provides coding instructions.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (X in this file) followed by nine numeric
characters assigned automatically by NCIC to each
accepted record. Must have valid check digits when
used to identify record in a subsequent transaction.
OCA Originating Agency Case Must not contain a single zero only, run of zeros only,
the word NONE, or a single alphabetic only. The first
seven characters of the OCA cannot equal the first
seven characters of the ORI. The only valid special
character is the hyphen.
OCP Occupation Free text.
OFS Offender Status Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
OLN Operator's License One zero only or run of zeros only indicating that a
Number license is unknown may not be used. More information
in Personal Descriptors, NCIC Code Manual.
OLS Operator's License State Must be a valid NCIC-assigned code as listed in State
and Country Data Codes, NCIC Code Manual.
OLY Operator's License Year Must represent the year the license expires (YYYY) or
of Expiration the alphabetics NX to represent a nonexpiring license.
More information in Personal Descriptors, NCIC Code
Manual.
ORD Offender Registration Must be a valid Gregorian date (YYYYMMDD) less
Date than or equal to the current date.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier
PLC Place of Crime Must be a valid NCIC-assigned code as listed in State
and Country Codes, NCIC Code Manual.
PLN Professional License Free text.
Number
PLT Professional License Free text.
Type
POB Place of Birth Must be a valid NCIC-assigned code as listed in the
State and Country Codes, NCIC Code Manual. Also
more information in Personal Descriptors, NCIC Code
Manual.
PRO Boat Propulsion Must be a valid NCIC-assigned code as listed in Boat
Data Codes, NCIC Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
REG Boat Registration Single zero only, run of zeros only, single alphabetic
Number only, or run of alphabetics only, indicating that the
registration number is not known, cannot be used.
Cannot be identical to CGD. For entries coded with
"US" in RES Field, REG must by "DO" with six
numeric characters or "D" with seven numeric
characters.
RES Boat Registration State Must be a valid NCIC-assigned code as listed in State
and Country Codes, NCIC Code Manual.
REY Boat Registration Year Must be current year, current year minus one, or greater
Expiration than current year, or the alphabetic NX to represent a
nonexpiring registration.
RSH Related Search Hit Must be Y or N.
ROV Relationship to Victim Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SHN School Name Free text.
SID State Identification First two characters must be a valid state code, territory
Number code, or the code US. Embedded spaces are prohibited.
The third and fourth characters may contain an asterisk.
The tenth character may contain a hyphen.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, Must be a valid NCIC-assigned code as listed in
and Other Characteristics Personal Descriptors, NCIC Code Manual.
SNA Street Name Free text (alphanumeric and special characters).
SNU Street Number Free text (alphanumeric and special characters).
SOC Social Security Number Should not be less than 001010001 or have a value of 9
in the first position or have a value of 0 in the fourth
and fifth positions. Invalid and/or nonissue numbers are
accepted but cause a SOC attention message. More
information in Personal Descriptors, NCIC Code
Manual.
SOS Sex Offender Status Must be Y or N.
SOV Sex of Victim Must be M or F.
STA State Name Must be a valid NCIC-assigned code as listed in State
and Country Codes, NCIC Code Manual.
SXP Sexual Predator Indicator Must be either Y or N. Defaults to N. If SXP is Y, then
ERD must be NONEXP, and the CMC Field must
contain a valid code.
TIR Tier Level Must be a valid NCIC-assigned code as listed in
Personal Descriptor, NCIC Code Manual.
TNO Telephone Number Must be three numerics, a space, followed by three
numerics, followed by a hyphen, followed by four
numeric characters.
TNT Telephone Type Must be a valid NCIC-assigned code as listed in
Personal Descriptor, NCIC Code Manual.
VCO Vehicle Color Must be listed in Vehicular Data Codes, NCIC Code
Manual. If two color codes are used, they must be
separated by a slash (/).
VIN Vehicle Identification Single zero only, run of zeros only, single alphabetic
Number only, all alphabetics only, or spaces cannot be used. The
Vehicle File chapter has additional edits on the VIN
Field. If state-assigned or nonconforming 17-character
VIN, SVIN must be entered in the MIS Field. If the
VIN exceeds 20 characters, only the last 20 characters
should be entered in the VIN Field. The full VIN must
then be shown in the MIS Field.
VLN Name of Validator Any valid characters representing validator.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first
four characters must be a valid NCIC-assigned code. If
the VMA code is less than four characters and data are
included in positions 5 through 24, positions 3 and/or 4
should be blank. The remaining characters are free text
and must contain the name of the manufacturer when
the VMA code is AERO, ATV, COEQ, CYCL, FARM,
SNOW, SPEC, TRLR, or TRUK.

If the VMO is other than TL, the VMA code must be a

valid NCIC-assigned code as listed in Vehicular Data
Codes, NCIC Code Manual.

If the VMO is TL, the VMA code must not be the

characters: ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX, XXX,
XXXX, YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.

For every assembled vehicle that does not have a

manufacturer-assigned VIN, the VMA code must be
ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or less.
If the VMA code is AMER, the VYR must be 1988 or
less. If the VMA code is JEEP, the VYR must be 1989
or greater.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or
SA, the VMA code must be AERO.
 (all-terrain vehicle, dune If VST is EB, EN, or OP, the VMA code must be SPEC
buggy, go-cart, golf cart, ATV, SNOW, CYCL, or one of the approved VMA
and snowmobiles) codes for snowmobiles or motorcycles as listed in the
Vehicular Data Codes, NCIC Code Manual. If VST is
MV, the VMA code must be SPEC, ATV, CYCL, or
one of the approved VMA codes for snowmobiles or
motorcycles listed in the Vehicular Data Codes, NCIC
Code Manual. If VMA code is ATV or SPEC, the VST
must be EB, EN, MV, or OP, and the name of the
manufacturer must be entered in the MIS Field.
VMO Vehicle Model Must be alphanumeric characters. Spaces cannot be
skipped. Hyphens or symbols should be used. More
information in Vehicular Data Codes, NCIC Code
Manual.

The only valid VMO codes for vehicles with VST

codes EB, EN, MV, or OP are (blank), ATV, CYL,
DUN, GOF, GRT, SKT, SKW, TOY, TRA, TRW, or
WHE.
(assembled automobile) If the first four characters of the VMA are ASVE, the
VMO must be AV or REP.
(construction equipment) If the first four characters of the VMA are COEQ, the
VMO must be CE.
(farm and garden If the first four characters of the VMA are FARM, the
equipment) VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW or
one of the valid manufacturer's codes as listed in
Vehicular Data Codes, NCIC Code Manual, the VMO
must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL.
(truck) If the first four characters of the VMA are TRUK, the
VMO must be TK.
VOW Vehicle Ownership Must be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.
VST Vehicle Style Must be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If the
VMA is ATV or SPEC, then the VST must be OP, EB,
EN, or MV, and the MIS Field must contain a nonblank
character.
VYR Vehicle Year Must represent the product (model) year during which
the vehicle was manufactured (YYYY). Year cannot be
more than one year beyond the current model year. For
entries 1981 or later, and when the VIN is 17
characters, the tenth position (vehicle year) of a VIN
must represent the VYR.
WGT Weight Minimum of 050 and maximum of 499. More
information in Personal Descriptors, NCIC Code
Manual.
ZIP ZIP Code Must be either five numerics or ten characters with five
numerics followed by a hyphen and another four
numerics.

1.8 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES

1. If the following fields of a NSOR entry message are the same as the corresponding fields
of an active NSOR record already on file, the second entry will be rejected with the
message REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and
ORI; OLN, OLS, and ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM, and
ORI; OCA, NAM, and ORI; or DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is received, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is different, e.g., Wanted Person, etc. In this case, the first entry will be
furnished as a response to the second entry.

1.9 UNSOLICITED NOTIFICATIONS

1. $.Q. SEX OFFENDER NOTIFICATION

A $.Q. Sex Offender Notification notifies the ORI of the NSOR record that another sex
offender record has been entered or modified to include matching identifiers. A match is
determined by: 1) FBI, 2) SOC, or 3) NAM [or AKA] and DOB. Upon receipt of the
notification, the first ORI should ensure their NSOR record is still valid and update as
appropriate.

$.Q.
MD1012600
INDIVIDUAL OF YOUR RECORD WITH NIC/X000034560 HAS BEEN MATCHED BY
FBI FIELD TO THE FOLLOWING NEWLY ENTERED/MODIFIED
SEX OFFENDER RECORD WITH NIC/X123400563 IN NCIC. PLEASE REVIEW
YOUR RECORD AND UPDATE RECORD AS APPROPRIATE.

1N01HEADER.MXS.MI0090000.NIC/X123400563.OCA/1998-12345A.FBI/99999AB9
 In the above message, FBI FIELD will be replaced by SOC FIELD or NAM/DOB
FIELDS as required.

2. $.K.SOR. NSOR MISSING INFORMATION NOTIFICATION

A $.K.SOR. NSOR Missing Information Notification is transmitted to the ORI of record

when a NSOR record has been on file for 30 days and does not contain an FBI
Number/UCN. If the offender's FBI Number/UCN is unknown, the entering agency
should follow recognized procedures to determine, verify, or establish the FBI
Number/UCN. Inclusion of the FBI Number/UCN ensures that sex offender registry
information is available through criminal and civil fingerprint submissions. Therefore, it
is imperative that every effort is made to determine if the offender has an FBI
Number/UCN and to include it in the NSOR record.

$.K.SOR. NSOR MISSING INFORMATION

MD1230000
NCIC INCOMPLETE NSOR NOTIFICATION AT 0515 EDT ON 05/01/2011. THE FOLLOWING
NSOR RECORD IS MISSING THE FBI FIELD. EVERY EFFORT SHOULD BE MADE
TO IDENTIFY THE OFFENDER'S FBI NUMBER/UCN
AND INCLUDE IT IN THE RECORD.
MKE/SEXUALLY VIOLENT PREDATOR - CAUTION
CMC/05 - VIOLENT TENDENCIES
OFS/A2 - NON-COMPLIANT - ABSCONDED
ORI/MD1230000 NAM/SMITH, JOHN SEX/M RAC/W POB/MD DOB/19620530
HGT/601 WGT/209 EYE/BLU HAI/BRO CTZ/US SKN/ALB
SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2013
ORD/19980923 ERD/NONEXP SXP/Y CRR/HOMICIDE - WILLFUL KILL - WEAPON
CON/19810510 PLC/MD AOV/12 SOV/M
OCA/92312665
MIS/ADDITIONAL CHARGES OF KIDNAPPING AND SEX ASSAULT - MINOR
MIS/INFO RE PREDATOR DETERMINATION AVAILABLE FROM
MIS/MD ST BUREAU OF PRISONS 301 555-1234
SNU/112 SNA/ELM STREET
CTY/SILVER CITY STA/MD ZIP/99999
COU/ESSEX
TNO/301 555-5555
NIC/X123456789 DTE/20110401 0430 EDT DLU/20110401 0430 EDT

3. NSOR OUT OF STATE REGISTRATION NOTIFICATIONS

When the STA Field is entered or modified to contain a state code that is different from
the state of the ORI, the NCIC System will transmit notifications to the jurisdictions' Sex
Offender Registry Points of Contact (POCs). The POC's ORIs are listed in the
Introduction of this manual.

The following notification will be sent to the POC for the new jurisdiction:

$.Q.STA. OFFENDER WITHIN STATE

NCDCI0000
NCIC OUT OF STATE REGISTRATION NOTIFICATION AT 0545 EST 20101214.
RECORD NIC/X123456789 ENTERED BY FLORIDA CONTAINS AN
ADDRESS FOR THE SEX OFFENDER WITHIN YOUR JURISDICTION.
 MKE/SEXUAL OFFENDER
ORI/FL1230000 NAM/SMITH, JOHN SEX/M RAC/W POB/MD DOB/19620530
HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/123456A SKN/ALB
SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS 123456789 SOC/123456789
OLN/98765432 OLS/FL OLY/2014
ORD/19980923 ERD/NONEXP CRR/SEX OFFENSE
CON/19810510 PLC/MD AOV/12 SOV/M DNA/N
OCA/92312665
MIS/CONVICTED OF INDECENT LIBERTIES WITH A MINOR
ADD/01 - RESIDENCE (LAST KNOWN)
SNU/112 SNA/ELM STREET
CTY/ANY CITY STA/FL ZIP/99999
COU/WASHINGTON
TNO/555 555-5555
ADD/09 - TEMPORARY LODGING BDA/20101221 EDA/20110103
SNU/987 SNA/MAIN STREET
CTY/ANOTHER TOWN STA/NC ZIP/99999
COU/JEFFERSON
NIC/X123456789 DTE/19990930 0430 EDT DLU/20101214 EST

The following notification will be sent to the POC for the jurisdiction of record:

$.Q.OUT. OUT OF STATE REGISTRATION

FL0370100
NCIC OUT OF STATE REGISTRATION NOTIFICATION AT 0545 EST 20101214.
YOUR RECORD NIC/X123456789 CONTAINS AN ADDRESS FOR THE SEX OFFENDER
IN ANOTHER JURISDICTION.
MKE/SEXUAL OFFENDER
OFS/23 - COMPLIANT
ORI/FL1230000 NAM/SMITH, JOHN SEX/M RAC/W POB/MD DOB/19620530
HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/123456A CTZ/US SKN/ALB
SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS 123456789 SOC/123456789
OLN/98765432 OLS/FL OLY/2014
ORD/19980923 ERD/NONEXP SXP/N CRR/SEX OFFENSE
CON/19810510 PLC/MD AOV/12 SOV/M DNA/N
OCA/92312665
MIS/CONVICTED OF INDECENT LIBERTIES WITH A MINOR
ADD/01 - RESIDENCE (LAST KNOWN)
SNU/112 SNA/ELM STREET
CTY/ANY CITY STA/FL ZIP/99999
COU/WASHINGTON
TNO/555 555-5555
ADD/09 - TEMPORARY LODGING BDA/20101221 EDA/20110103
SNU/987 SNA/MAIN STREET
CTY/ANOTHER TOWN STA/NC ZIP/99999
COU/JEFFERSON
NIC/X123456789 DTE/19990930 0430 EDT DLU/20101214 EST

1.10 $.8. OUT-OF-STATE MESSAGE

NCIC will not transmit a $.8. message when there is an entry, modification, clearance, or
cancellation of a NSOR record containing data on a vehicle or boat registered in a state
other than the ORI of record. Additional information on the $.8. administrative message
can be found in the Introduction chapter of this manual.
1.11 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry,
modification, cancellation, and inquiry of images in NCIC.

1.12 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding

investigative interest supplemental records in NCIC.

1.13 STATE AND TERRITORY SEX OFFENDER REGISTERING AGENCIES

FBI CJIS has developed and continues to maintain a POC list for state, territory, and the
District of Columbia sex offender registries. This list can be used when notifying another
jurisdiction of an offender's change of residence and can be accessed through the NCIC
Special Interest Group on the Law Enforcement Enterprise Portal (LEEP) . Information
concerning access to LEEP can be obtained from FBI CJIS.

SECTION 2--ENTRY

2.1 EXAMPLE OF A SEX OFFENDER RECORD ENTRY

1N01HEADER.EXSC.MD1012600.SMITH, JOHN J.M.W.TX.19521012.

19980521.NONEXP.Y.510.175.BRO.BRO.123456A.DRK.SC R HND.121011CO141159TTCI13.
AS-123456789.123456789.98765432.MD.2014.1101. 19910120.1998-12345789.FELONY
RAPE AND KIDNAPPING.ABC1234.MD.2014.PC. 3J57K5D012345.1975.OLDS.CUT.2T.
BLU.30.DC.42.F.1234.ELM STREET.SILVER TOWN.ESSEX.MD.99999.301 555-1212.Y.FBI
LAB, QUANTICO, VA 703 632-4000, VA1234567.US.17.N.DC-1234567.1...ST.P.01.
19980521..H.BADGUYSMITH@YAHOO(DOT) COM.BADGUY.7-11.CASHIER.123456.
CARPENTER.UNIV OF MARYLAND SILVER CITY CAMPUS. MD12345.MD.2014.123XXX789.
2000.SEAR.YYY.CAM.JOHN BOAT 2000.ML.FB.OB.12..GONE FISHIN..

Acknowledgment:

1L01HEADER
MD1012600
NAM/SMITH, JOHN J NIC/X000039206
OCA/1998-12345789

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
 ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF BIRTH MANDATORY DOB 8-8 NUMERIC
OFFENDER MANDATORY ORD 8-8 NUMERIC
REGISTRATION
DATE
ENDING MANDATORY ERD 6-6 ALPHABETIC
REGISTRATION 8-8 NUMERIC
DATE
SEXUAL PREDATOR OPTIONAL SXP 1-1 ALPHABETIC
INDICATOR
HEIGHT MANDATORY HGT 3-3 NUMERIC
WEIGHT MANDATORY WGT 3-3 NUMERIC
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FBI NUMBER/UCN OPTIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
 SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL SET OLN 1-20 ALPHABETIC,
LICENSE NUMBER NUMERIC
OPERATOR'S SET OLS 2-2 CODE AS
LICENSE STATE DEFINED IN
NCIC CODE
MANUAL
OPERATOR'S SET OLY 2-2 ALPHABETIC
LICENSE YEAR OF (2), NUMERIC
EXPIRATION 4-4 (4), OR
ALPHABETIC
(4)
CONVICTION MANDATORY CRR 4-4 CODE AS
RESULTING IN DEFINED IN
REGISTRATION NCIC CODE
MANUAL
DATE OF MANDATORY CON 8-8 NUMERIC
CONVICTION
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
MISCELLANEOUS CONDITIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
LICENSE PLATE OPTIONAL SET LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED
INNCIC CODE
MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC
YEAR OF 4-4 (2) OR
EXPIRATION NUMERIC (4)
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN
NCIC CODE
MANUAL
VEHICLE OPTIONAL SET VIN 1-20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE MODEL SET VMO 2-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
7-7 DEFINED IN
NCIC CODE
MANUAL
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
PLACE OF CRIME OPTIONAL PLC 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
AGE OF VICTIM OPTIONAL AOV 1-2 NUMERIC
SEX OF VICTIM OPTIONAL SOV 1-1 ALPHABETIC
STREET NUMBER OPTIONAL SNU 1-7 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
STREET NAME OPTIONAL SNA 1-25 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CITY NAME OPTIONAL CTY 1-20 ALPHABETIC
COUNTY OPTIONAL COU 1-20 ALPHABETIC
 STATE MANDATORY STA 2- 2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ZIP CODE OPTIONAL ZIP 5-5 NUMERIC,
10-10 SPECIAL
CHARACTERS
TELEPHONE OPTIONAL TNO 12-12 NUMERIC,
NUMBER SPECIAL
CHARACTERS
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATOR OPTIONAL DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OFFENDER STATUS OPTIONAL OFS 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
JUVENILE OPTIONAL JUV 1-1 ALPHABETIC
OFFENDER
INDICATOR
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
TIER LEVEL OPTIONAL TIR 1-1 NUMERIC
LINKAGE AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKAGE CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
RELATIONSHIP OF OPTIONAL ROV 2-2 CODE AS
VICTIM DEFINED IN
NCIC CODE
MANUAL
VEHICLE OPTIONAL VOW 1-1 CODE AS
OWNERSHIP DEFINED IN
NCIC CODE
MANUAL
 ADDRESS TYPE OPTIONAL ADD 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
BEGINNING DATE CONDITIONAL BDA 8-8 NUMERIC
AT ADDRESS
ENDING DATE AT CONDITIONAL EDA 8-8 NUMERIC
ADDRESS
TELEPHONE TYPE CONDITIONAL TNT 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
EMAIL ADDRESS OPTIONAL EML 3-80 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
INTERNET OPTIONAL IID 1-80 ALPHABETIC,
IDENTIFIER NUMERIC,
SPECIAL
CHARACTERS
EMPLOYER NAME OPTIONAL EMP 1-80 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
OCCUPATION OPTIONAL OCP 3-80 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
PROFESSIONAL OPTIONAL PLN 1-30 ALPHABETIC,
LICENSE NUMBER NUMERIC,
SPECIAL
CHARACTERS
PROFESSIONAL OPTIONAL PLT 1-80 ALPHABETIC,
LICENSE TYPE NUMERIC,
SPECIAL
CHARACTERS
SCHOOL NAME OPTIONAL SHN 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
BOAT OPTIONAL REG 1-8 ALPHABETIC,
REGISTRATION NUMERIC
NUMBER
 BOAT OPTIONAL RES 2-2 CODE AS
REGISTRATION DEFINED IN
STATE NCIC CODE
MANUAL
BOAT OPTIONAL REY 2-2 ALPHABETIC
REGISTRATION 4-4 NUMERIC
YEAR OF
EXPIRATION
BOAT HULL SERIAL OPTIONAL BHN 1-20 ALPHABETIC,
NUMBER NUMERIC
BOAT MODEL YEAR OPTIONAL BYR 4-4 NUMERIC
BOAT MAKE OPTIONAL BMA 3-24 ALPHABETIC,
NUMERIC
BOAT TYPE OPTIONAL BTY 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
BOAT COLOR OPTIONAL BCO 3-3 CODE AS
7-7 DEFINED IN
NCIC CODE
MANUAL
BOAT MODEL NAME OPTIONAL BMO 1-20 ALPHABETIC,
NUMERIC
OUTER HULL OPTIONAL HUL 2-2 CODE AS
MATERIAL DEFINED IN
NCIC CODE
MANUAL
HULL SHAPE OPTIONAL HSP 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PROPULSION OPTIONAL PRO 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OVERALL BOAT OPTIONAL BLE 2-2 NUMERIC
LENGTH
HOME PORT OPTIONAL HPT 1-20 ALPHABETIC,
NUMERIC
BOAT NAME OPTIONAL BNM 1-20 ALPHABETIC,
NUMERIC
COAST GUARD OPTIONAL CGD 1-8 ALPHABETIC,
DOCUMENT NUMERIC
NUMBER
 ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL

2.3 MANDATORY FIELDS FOR ENTRY

1. The following fields are mandatory to cause acceptance of a NSOR entry into NCIC:
HDR, MKE, ORI, NAM, SEX, RAC, DOB, ORD, ERD, HGT, WGT, EYE, HAI, CRR,
CON, OCA, and STA.

2. The entry of vehicle information is optional but if entered should be entered as a set; i.e.,
OLN with OLS and OLY; LIC with LIS, LIY, and LIT; VIN with VYR, VMA, and VST;
or VMA with VYR and VST (VMO, VCO, and VOW are optional within the set). The
entry will be rejected if one of the mandatory fields is left blank, or the transaction is not
completed.

3. For foreign sex offender records, the ERD is a mandatory blank. In addition, HGT,
WGT, and HAI are not required if the FBI Field contains data or the MIS Field contains
PHOTOS AND/OR PRINTS AVAILABLE.

2.4 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 Next Generation Identification (NGI) for flagging of the criminal
history record. The NGI 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, operator’s 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.

7. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:
ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 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, SKN,
SMT, FPC, MNU, SOC, and OLN can be found in Personal Descriptors, NCIC Code
Manual. Entry instructions for POB, PLC, CTZ, and STA can be found in State and
Country Codes, NCIC 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. For foreign sex offender records, the ORD will be the date the
INTERPOL Green notice was issued. 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)

The ERD is the date the registration ends. When the ERD is met, the NCIC System will
inactivate the NSOR record. If the ERD Field contains the value NONEXP, then the
record is kept indefinitely. If the end of registration has not been determined (e.g.,
subject to mental evaluation), NONEXP should be used with appropriate comments in
the MIS Field. For example, MIS/ERD NOT ESTABLISHED. For foreign sex offender
records, the ERD is a mandatory blank.

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/UCN (FBI)

If the FBI has established a criminal history record for the offender, the FBI
Number/UCN must be included in the NSOR record unless sharing the sex offender
registration information for noncriminal justice background checks violates a
jurisdiction's laws or policies. If the offender's FBI Number/UCN is unknown, the
entering agency should follow recognized procedures to determine, verify, or establish
the FBI Number/UCN. Inclusion of the FBI Number/UCN ensures that sex offender
registry information is available through criminal and civil fingerprint submissions.
Therefore, it is imperative that every effort is made to determine if the offender has an
FBI Number/UCN and to include it in the NSOR record.

7. CONVICTION RESULTING IN REGISTRATION (CRR)

1. The valid NCIC-assigned codes appropriate for this field can be found in Uniform
Offense Codes, NCIC 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.

3. If the HGT, WGT, or HAI Fields and the FBI Field are blank in foreign sex offender
record, the MIS Field must contain PHOTOS AND/OR PRINTS AVAILABLE as the
first 30 characters.

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 Code Manual, and State and
Country Codes, NCIC 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 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 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 Code Manual, should be entered into the STA
Field. For foreign sex offender records, the country code for the country that issued
the Green notice should be entered in 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 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 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 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 conduct (as described in section 2244 of title 18, United
States Code);
B. involves—
i. use of 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 kidnapping 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 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 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 Code Manual, and State and Country Codes, NCIC
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.
 SECTION 3--MODIFICATION

3.1 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 NGI . NGI 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.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MXS.MD1012600.NIC/X000039206.OCA/1234567.PLC/MD

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/X000039206 OCA/1234567

The above modification example contains: header (1N01HEADER), message key

(MXS), Originating Agency Identifier (MD1012600), two record identifiers
(NIC/X000039206 and OCA/1234567), and the field being modified and the data being
changed (PLC/MD).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S) OPTIONAL
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, followed by the fields to be modified.
All fields, other than the HDR, MKE, and ORI, must be preceded by the appropriate
MFC and a slash. The name used in identifying the record to be modified must be set
forth with the exact spelling and spacing as shown in the record on file.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

Section 8 of this chapter contains information on modifying an alias and/or additional

identifiers previously appended to a NSOR record by means of a supplemental record.

1. MODIFICATION TO REMOVE ALL VEHICULAR DATA

If there is a need to delete all vehicular data from a NSOR base record, a special message
field code may be used to remove all vehicular data without identifying each individual
field. When the characters LIC-VCO/. are included in the modification transaction, the
NCIC System will delete the following fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA,
VMO, VST, VCO, and VOW.

1N01HEADER.MXS.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.LIC-VCO/.

 Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/X000069216

The above modification example to remove all vehicular data from the record contains:
header (1N01HEADER), message key (MXS), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/X000069216),
and the fields being removed (LIC-VCO) immediately followed by slash period (/.).

2. MODIFICATION TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less than all
of the vehicular data from a NSOR base record. For example, if only the four fields of
license plate data (LIC, LIS, LIY, and LIT) are to be deleted from the record, the usual
modification procedure must be followed with each field to be deleted explicitly set forth
in the modify message. For example:

1N01HEADER.MXS.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.LIC/.LIS/.LIY/.LIT/.

3. MODIFICATION TO REMOVE ALL ADDRESS DATA

If there is a need to delete all address data from a NSOR base record, a special message
field code may be used to remove all address data without identifying each individual
field. When the characters ADD-ZIP/. are included in the modification transaction, the
NCIC System will delete the following fields: ADD, SNU, SNA,CTY, COU, STA, ZIP,
BDA, and EDA.

1N01HEADER.MXS.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.ADD-ZIP/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/X000069216

The above modification example to remove all address data from the record contains:
header (1N01HEADER), message key (MXS), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/X000069216),
and the fields being removed (ADD-ZIP) immediately followed by slash period (/.).

4. MODIFICATION TO REMOVE ALL BOAT DATA

If there is a need to delete all boat data from a NSOR base record, a special message field
code may be used to remove all boat data without identifying each individual field. When
the characters REG-CGD/. are included in the modification transaction, the NCIC System
 will delete the following fields: REG, RES, REY, BHN, BYR, BMA, BTY, BCO, BMO,
HUL, HSP, PRO, BLE, HPT, BNM, and CGD.

1N01HEADER.MXS.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.REG-CGD/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/X000069216

The above modification example to remove all boat data from the record contains: header
(1N01HEADER), message key (MXS), Originating Agency Identifier (MD1012600),
two record identifiers (NAM/SMITH, JOHN J and NIC/X000069216), and the fields
being removed (REG-CGD) immediately followed by slash period (/.).

3.6 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a NSOR record to indicate that the record has been validated. When data are
included in the VLN Field, the NCIC places the current date in the Date of Last
Validation (VLD) Field of the record. If the user attempts to delete or modify the VLN
Field to all blanks, the message will be rejected. The acknowledgment for the modify
message containing VLN Field data will indicate the record has been validated. Each
CSA can determine the specific data to be included in the VLN Field for the validation of
the record. For example:

1N01HEADER.MXS.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NAM/SMITH, JOHN J NIC/X000069216

SECTION 4—CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

1. 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 NGI of the
cancellation, and the NGI will remove the sex offender flag from the criminal history
record.
 2. The USNCB will cancel foreign sex offender records when the Green notice is
cancelled by the issuing country or the INTERPOL, Secretariat General.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XXS.MD1012600.NIC/X000039206.OCA/1234567.20000423

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/X000039206 OCA/1234567

The above cancellation example contains: header (1N01HEADER), message key (XXS),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/X000039206
and OCA/1234567), and date of cancellation (20000423).

When a NSOR record is canceled, the entire record, including all data appended to the
record by means of a supplemental record entry, is automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be canceled must be set forth with the exact
spelling and spacing as shown in the record on file. The cancellation date (without MFC)
must follow the two record identifiers and be equal to the current date or the current date
minus one.

4.5 ADDITIONAL GUIDELINES FOR CANCELLATION

Inactive records (expired and cleared) can be canceled. If the two record identifiers used
in the cancellation message are NAM and OCA, the NCIC System will cancel the oldest
matching record on file, which could be an inactive record.

Benefits and effectiveness data are not applicable to the NSOR records.

SECTION 5--INQUIRY

5.1 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.

A QW, QWA, QWE, QWF, QWS, ZW, or QWI inquiry searches the NSOR in addition
to other identifiable person, Vehicle, and Article Files and retrieves active records only.
The QV and ZV inquiry searches the NSOR in addition to Vehicle, License Plate, and
Vehicle/Boat Part Files and other identifiable person records. The QB and ZB inquiry
search the NSOR in addition to the Boat File.

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 <www.nsopw.gov>.

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:

Upon issuance of new operator licenses, the motor vehicle department could initiate a
check on the NSOR. Results would be provided to an authorized criminal justice agency.
Any possible hits would require an investigation to determine the individual's identity
and ascertain if the individual is required to register under the new jurisdiction's laws. If
 the individual failed to comply with registration requirements, he or she could be charged
with that crime. Despite whether the individual is charged, the state could now register
the offender.

5.2 EXAMPLES OF QXS INQUIRIES

1. Personal Identifiers

1N01HEADER.QXS.MD0100010.NAM/SMITH,JOHN.SEX/M.RAC/W.DOB/19620530

2. ZIP Code

1N01HEADER.QXS.MD0100010.ZIP/99999.SOS/N

Negative Response:

1L01HEADER
MD0100010

NO NCIC SEX OFFENDER FILE NAM/SMITH, JOHN DOB/19620530 SEX/M RAC/W

Positive Response:

1L01HEADER
MD0100010

*** SEX OFFENDER REGISTRY INFORMATION ***

THE SUBJECT IDENTIFIED IN THE FOLLOWING RECORD WITH NIC/X123456789
IS REGISTERED AS A SEX OFFENDER. DO NOT SEARCH, DETAIN, OR ARREST BASED SOLELY
ON THIS RECORD. ADDITIONAL INFORMATION REGARDING SUBJECT MAY BE AVAILABLE FROM
THE INTERSTATE IDENTIFICATION INDEX.

MKE/SEXUAL OFFENDER
CMC/05 - VIOLENT TENDENCIES
OFS/A2 - NON-COMPLIANT - ABSCONDED
ORI/MD1230000 NAM/SMITH, JOHN SEX/M RAC/W ETN/H POB/MD
DOB/19620530 HGT/601 WGT/209 EYE/BLU HAI/BRO FBI/123456A CTZ/US
SKN/ALB SMT/SC R HND
FPC/121011C01159TTCI13TT MNU/AS-123456789 SOC/123456789
OLN/987654321 OLS/MD OLY/2012
ORD/20080923 ERD/NONEXP SXP/N CRR/HOMICIDE - WILLFUL KILL - WEAPON CON/19810510
TIR/1 JUV/NPLC/MD
AOV/12 SOV/M ROV/ST - VICTIM WAS STRANGER
OCA/92312665 SID/MD9999999 LKI/VA0010000 LKA/1998-99999
VLD/20100530
MIS/SUBJECT COULD BE A THREAT TO YOUNG CHILDREN WEAPON USED WAS STRAIGHT
MIS/RAZOR ADDITIONAL CHARGES OF KIDNAPPING AND SEX ASSAULT - MINOR
MIS/BOAT IS A JOHNBOAT
LIC/ABC1234 LIS/MD LIY/2014 LIT/PC
VIN/123456789ABCD VYR/1972
VMA/CHEV VMO/MAL VST/2D VCO/BLU
VOW/P - PERSONAL
DNA/Y DLO/MARYLAND STATE LAB 301-555-1111
ADD/01 - RESIDENCE (LAST KNOWN) BDA/20040401
SNU/1234 SNA/MAIN ST
CTY/ANY TOWN STA/MD ZIP/99999
 COU/PRINCE GEORGE
TNO/301 555-2222 TNT/H - HOME
EML/BADGUY@AOL(DOT)COM
IID/BADGUY
SHN/UNIVERSITY OF MARYLAND MAIN CAMPUS
EMP/A & A CONSTRUCTION OCP/LABORER
PLN/123456789 PLT/GENERAL CONTRACTING
REG/MD123456 RES/MD REY/2014
BHN/123ABC456789 BMA/BSM BYR/1986 BTY/YYY
BMO/JB123456 BCO/CAM BLE/14 PRO/OB HUL/ML HSP/FB
BNM/GONE FISHIN
ORI IS ANY TOWN MD 301 555-3333
DOB/19630205
AKA/JONES, JOHN JAY
SMT/BALD
SID/VA1111111
AOV/9 SOV/M ROV/NE – VICTIM WA NEIGHBOR
AOV/11 SOV/M ROV/ST - STRANGER
LIC/XYZ9876 VA 2014 C0
VIN/987654321987 1980 FORD F25 FB RED W - WORK
IMN/I123456789 IMT/M
IMN/I987654321 IMT/I
ADD/03 - RELATIVE
SNU/8989 SNA/HIGH ST
CTY/ANY TOWN STA/MD ZIP/99999
COU/PRINCE GEORGE
TNO/703 555-1212 TNT/W – WORK
ADD/02 - EMPLOYER BDA/20090909
SNU/98765 SNA/HIGHWAY 1
CTY/ALEXANDRIA STA/VA ZIP/99999
PLN/987654321 PLT/PLUMBING
NIC/X123456789 DTE/20080924 0430 EDT DLU/20100530 0112 EDT

***** END OF SEX OFFENDER REGISTRY INFORMATION *****

5.3 MESSAGE FIELD CODES FOR AN INQUIRY

1. Personal Identifiers

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC, SPECIAL
CHARACTERS
 SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S LICENSE CONDITIONAL OLN 1-20 ALPHABETIC,
NUMBER NUMERIC
LICENSE PLATE CONDITIONAL SET LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
LICENSE PLATE STATE OPTIONAL WITHIN LIS 2-2 CODE AS DEFINED IN
SET NCIC CODE MANUAL
VEHICLE CONDITIONAL SET VIN 1 -20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
VEHICLE MAKE OPTIONAL WITHIN VMA 2-24 CODE AS DEFINED IN
SET NCIC CODE MANUAL
BOAT REGISTRATION CONDITIONAL REG 1-8 ALPHABETIC,
NUMBER NUMERIC
BOAT HULL SERIAL CONDITIONAL BHN 1-20 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING CASE CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY NUMBER NUMERIC, SPECIAL
CHARACTERS
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC
RELATED SEARCH HIT OPTIONAL RSH 1-1 ALPHABETIC
EXPANDED NAME OPTIONAL ENS 1-1 ALPHABETIC
SEARCH
EXPANDED DATE OF OPTIONAL EBS 1-1 NUMERIC
BIRTH SEARCH

2. ZIP Code

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC,
SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
AGENCY IDENTIFIER
ZIP CODE MANDATORY ZIP 5-5 NUMERIC NUMERIC,
5-10 SPECIAL CHARACTERS
SEXUAL OFFENDER OPTIONAL SOS 1-1 ALPHABETIC
STATUS
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC

5.4 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.

5.5 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 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 in the 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:

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.

1N01HEADER.QXS.WA1230000.NAM/SMITH,JOHN.SEX/M.RAC/W.DOB/19680530.IND/Y

The following would be returned after the NIC information for a NSOR record with a
mugshot image:

IMR/MNAM:SMITH, JOHN DOB:19680530

RAC:W HGT:510 WGT:165 DOI:19981210
NIC:X001269216 IMN:I000001233
MIS:LEFT SIDE PHOTO

00256 <image>)
 The Image Response (IMR) is composed of the following data: the Image Type (M for
mugshot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The Date of
Image (DOI) is next, followed by the NIC of the base record and the Image NCIC
Number (IMN). Following the IMN is the Image MIS Field, then image size in bytes
(00256), and, last, <image> would be replaced with the actual image. Information in the
Image Response, prior to the image, is in a fixed-length format.

10. RELATED SEARCH HIT (RSH)

QXS inquiries may also contain a Related Search Hit (RSH) Field. If the RSH is Y,
secondary hit responses will be returned for all linked NSOR records. The NCIC System
links records when: 1) ORI/OCA matches the primary hit response and the dates of entry
for those records are within 30 days of each other and 2) the LKI/LKA are the same as
the ORI/OCA contained in the primary hit response.

If the hit response contains more than 20 hit responses (primary and/or secondary), the
following will be included in the hit response 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.

11. EXPANDED NAME SEARCH (ENS)

A QXS inquiry may also contain an Expanded Name Search (ENS) indicator to specify
that if the NAM and DOB identifiers are used, the ENS function should be performed. If
the ENS is Y, primary hits will be determined using each input name part as a last name,
interchanging the remaining name parts as given names.

1N01HEADER.QXS.WA1230000.NAM/FRANK, MILES.SEX/M.RAC/W.DOB/19691012.ENS/Y

The following hit response based on ENS would be returned:

1L01HEADER
WA1230000

*** SEX OFFENDER REGISTRY INFORMATION ***

THE SUBJECT IDENTIFIED IN THE FOLLOWING RECORD WITH NIC/X000056789
IS REGISTERED AS A SEX OFFENDER. DO NOT SEARCH, DETAIN, OR
ARREST BASED SOLELY ON THIS RECORD. ADDITIONAL INFORMATION REGARDING
SUBJECT MAY BE AVAILABLE FROM THE INTERSTATE IDENTIFICATION INDEX.

MKE/SEXUAL OFFENDER
ORI/IL1230000 NAM/MILES, FRANK SEX/M RAC/W ETN/H POB/IL
DOB/19691012HGT/505 WGT/149 EYE/BLU HAI/BRO FBI/7856567
SKN/LGT SOC/123456789
ORD/19981231 ERD/20101231 SXP/N CRR/PROCURE FOR PROSTITUTE
 CON/19981231 TIR/2 JUV/N PLC/MD
AOV/30 SOV/F ROV/AQ - VICTIM WAS ACQUAINTANCE
OCA/92312665 SID/IL001122
MIS/MULTIPLE CONVICTIONS
DNA/Y DLO/MARYLAND STATE LAB 301 555-1212, DNA SAMPLE TAKEN BY PD
DLO/NOT YET TYPED
ADD/01 - RESIDENCE (LAST KNOWN)
SNU/112 SNA/LAKESHORE DRIVE
CTY/CHICAG0 STA/IL ZIP/00312
COU/COOK
TNO/312 555-5555 TNT/H - HOME
ORI IS CHICAGO PD IL 312 555-1234
NIC/X000056789 DTE/19991110 1001 EST DLU/20121125 1600 EST

**** END OF SEXUAL OFFENDER REGISTRY INFORMATION ****

12. EXPANDED DATE OF BIRTH SEARCH (EBS)

When an inquiry transaction includes the numeric 1 in the EBS Field, the expanded date
of birth search will return records with the exact input DOB as well as records with the
exact month and day and a range of plus or minus one year of the input DOB. When an
inquiry transaction includes the numeric 2 in the EBS Field, the expanded date of birth
search will return records with the exact input DOB as well as records with the exact year
of birth with the month and day transposed. When the inquiry transaction includes the
numeric 3 in the EBS Field, the expanded date of birth search will return the following:
records with the exact input DOB, records with the exact month and day and a range of
plus or minus 1 year of the input DOB, and records with the exact year of birth with the
month and day of the input DOB transposed.

13. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

14. If a hit response is based on partial VIN match (last 8 characters), the following caveat
will be included:

RECORD NIC/X123456789 IS BASED ON PARTIAL VIN SEARCH - VERIFY ALL DATA BEFORE
TAKING FURTHER ACTION BASED ON THIS RESPONSE

15. If a hit response is based on partial LIC match (first 8 characters), the following caveat
will be included:

RECORD NIC/X987654321 IS BASED ON PARTIAL LIC SEARCH - VERIFY ALL DATA BEFORE
TAKING FURTHER ACTION BASED ON THIS RESPONSE

16. If a hit response is based on partial BHN match (first 8 characters), the following caveat
will be included:

RECORD NIC/X123456789 IS BASED ON PARTIAL BHN SEARCH - VERIFY ALL DATA BEFORE
TAKING FURTHER ACTION BASED ON THIS RESPONSE
 17. If an inquiry hits on more than 100 records, the NCIC System will discontinue processing
the response and return the first 100 records with the following caveat.

MAXIMUM RECORD COUNT EXCEEDED FOR AN ON-LINE

SEARCH. RESUBMIT MODIFIED SEARCH PARAMETERS OR
SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

To modify the search parameters to possibly prevent excessive hits, omit DOB and use
NAM and a different numeric identifier. Also, using SEX and RAC with NAM and DOB
may reduce the number of hits. To request a Global Inquiry, contact your CSA or the
FBI’s CJIS Division.

18. A NSOR response can contain supplemental data fields of AKA, DOB, SMT, MNU,
SOC, CMC, CTZ, OFS, SID, operator’s license data, license plate data, vehicle
identification data, victim’s data, address data, telephone number data, email address,
internet identifier, employer, occupation, professional license data, school name, boat
data, and image data. All supplemental fields will be sorted by special character,
alphabetically, then numerically. Within supplemental data sets, the fields will be sorted
as follows: operator’s license data by OLS, license plate data by LIS, vehicle data by
VIN, victim’s data by AOV, address data by STA, telephone number data by TNO,
professional license data by PLN, boat data by RES, and image data by IMN.

19. If a hit response is for a foreign sex offender record, the following caveat will be
included:

REPEAT – DO NOT DETAIN BASED UPON NCIC RECORD WITH NIC/X123456789.

FOREIGN SEX OFFENDER – IMMEDIATELY CONTACT INTERPOL, US DOJ, AT NLETS
ORI/DCINTER00, OR TEL. NO. (202) 616-9000.

5.6 PROCEDURES FOR HANDLING A HIT

1. The existence of an NCIC NSOR record does not require action by the inquiring agency
(except for foreign sex offender records). If information obtained during the encounter
indicates that the offender has failed to fulfill registration requirements (i.e., change of
address), the NSOR record is not probable cause for arrest or detainment. However, the
SOR record can be used as the basis for initiating an investigation.

2. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(ies). If the investigative interest agency requests notification of all hits,
this agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to
the Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

3. When an agency receives a foreign sex offender record in response to an NCIC inquiry,
the agency should contact the INTERPOL, USNCB. USNCB will provide additional
guidance to the inquiring agency and notify the country that issued the Green notice. If
subject has relocated to the inquiring agency’s jurisdiction, USNCB can provide
 Assistance in obtaining the foreign conviction information to determine if subject is
required to register.

SECTION 6—LOCATE

There are no locate procedures for the NSOR.

SECTION 7--CLEAR

7.1 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/UCN, the NCIC System will notify
the NGI of the clearance, and the NGI will remove the sex offender flag from the
criminal history record.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CXS.WA1230000.NIC/X000039206.OCA/123456726.20101030

Acknowledgment:

1L01HEADER
WA1230000
CLEAR NIC/X000039206 OCA/123456726

The preceding clear example contains: header (1N01HEADER), message key (CXS),
Originating Agency Identifier (WA1230000), two record identifiers (NIC/X000039206
and OCA/123456726), and the date of clear (20101030).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD CODE LENGTH
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC,
SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
AGENCY IDENTIFIER
 NAME CONDITIONAL NAM 3-30 ALPHABETIC, NUMERIC,
SPECIAL CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC, NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC, NUMERIC,
AGENCY CASE SPECIAL CHARACTERS
NUMBER
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by NAM and NIC, in that order; NAM and OCA, in
that order; or NIC and OCA, in that order, with each data element preceded by the proper MFC.
The name used in identifying the record to be cleared must be set forth with the exact spelling
and spacing as shown in the record on file. Clear date (which must be the current date or less
than the current date) without MFC must follow the two record identifiers.

7.5 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.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING AGENCY MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC, NUMERIC
ORIGINATING AGENCY CONDITIONAL OCA 1-20 ALPHABETIC,
CASE NUMBER NUMERIC, SPECIAL
CHARACTERS
 ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, TATTOOS, OPTIONAL SMT 3-10 CODE AS DEFINED IN
AND OTHER NCIC CODE MANUAL
CHARACTERISTICS
MISCELLANEOUS NUMBER OPTIONAL MNU 4-15 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
SOCIAL SECURITY NUMBER OPTIONAL SOC 9-9 NUMERIC
OPERATOR'S LICENSE OPTIONAL SET OLN1
NUMBER SET
LICENSE PLATE NUMBER OPTIONAL SET LIC2
SET
VEHICLE IDENTIFICATION OPTIONAL SET VIN3
NUMBER SET
CAUTION AND MEDICAL OPTIONAL CMC 2-2 CODE AS DEFINED IN
CONDITIONS NCIC CODE MANUAL
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS DEFINED IN
NCIC CODE MANUAL
OFFENDER STATUS FIELD OPTIONAL OFS 2-2 CODE AS DEFINED IN
NCIC CODE MANUAL
STATE IDENTIFICATION OPTIONAL SID 3-10 ALPHABETIC,
NUMBER NUMERIC, SPECIAL
CHARACTERS
VICTIM DATASET OPTIONAL SET ROV4
ADDRESS DATASET OPTIONAL SET ADD5
TELEPHONE NUMBER SET OPTIONAL SET TNO6
EMAIL ADDRESS OPTIONAL EML 3-80 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
INTERNET IDENTIFIER OPTIONAL IID 1-80 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
EMPLOYER OPTIONAL EMP 1-80 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
OCCUPATION OPTIONAL OCP 3-80 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
PROFESSIONAL LICENSE OPTIONAL SET PLN7
NUMBER SET
SCHOOL NAME OPTIONAL SHN 1-200 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
BOAT DATASET OPTIONAL SET REG8

1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT>
3
VIN/<VIN>.<VYR>.<VMA.<VMO>.<VST>.<VCO>.<VOW>
4
ROV/<ROV>.<AOV>.<SOV>
5
ADD/<ADD>.<BDA>.<EDA>.<SNU>.<SNA>.<CTY>.<COU>.<STA>.<ZIP>
6
TNO/<TNO>.<TNT>
7
PLN/<PLN>.<PLT>
8
REG/<REG><RES><REY><BHN>.<BYR>.<BMA>.<BTY>.<BCO>.<BMO>.<HUL>.<HSP>.<PRO>.<BLE>.
<HPT>.<BNM>.<CGD>

8.2 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.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.EXSN.MD1012600.NAM/SMITH, JOHN J.OCA/5439.AKA/ROE, EDWARD.

JONES,EDWARD.DOB/19650912.19630912.SMT/CAUL L EAR.TAT R ARM.
EML/USER1234@AOL(DOT)COM.USER1234@YAHOO(DOT)COM.IID/CHAT NAME

Acknowledgment:

1L01HEADER
MD1012600
SUPP NAM/SMITH, JOHN J OCA/5439

The above supplemental record entry example contains: header (1N01HEADER),

message key (EXSN), Originating Agency Identifier (MD1012600), two record
identifiers (NAM/ SMITH, JOHN J and OCA/5439) and the supplemental data added to
the record: two aliases (AKA/ROE, EDWARD and JONES, EDWARD); two dates of
birth (DOB/19650912 and 19630912); two scars, marks, and tattoos (SMT/CAUL L EAR
and TAT R ARM); two e-mail addresses (USER1234@AOL(DOT)COM and
USER1234@YAHOO(DOT)COM); and one Internet identifier (CHAT NAME).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The NSOR record to which a supplemental record of an alias and/or other additional
identifier is to be added must be identified by either NAM and NIC, in that order; NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded
by the proper MFC. The name used in identifying the record must be set forth with the
exact spelling and spacing as shown in the record on file.

8.5 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 SMT 19
Characteristics
Miscellaneous Number MNU 9
Social Security Number SOC 9
Operator's License Number State and Year of OLN 9
Expiration
(entered as a set)
License Plate Number, State, Year of LIC 9
Expiration, and Type
(entered as a set)
Vehicle Identification Number, Year, Make, VIN 9
Model, Style, Color,
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 ROV 9
of Victim
Address Type, Beginning Date at Address, ADD 99
Ending Date at Address, Street Number,
Street Name, City, County, State, Zip Code
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 REG 9
Expiration, Boat Hull Number, Hull Material,
Hull Shape, Propulsion, Length, Home Port,
Name, and Coast Guard Document Number

2. 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.

8.6 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.

8.7 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 any supplemental entry for that
same field will be accepted. For example, any attempt to enter a Social Security number
in a supplemental record will be rejected as a format error if the base record does not
contain a Social Security number in the SOC Field.

3. All numeric identifiers excluding OCA and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen must be
used to separate the two alphabetics from the number itself in the MNU Field.

4. The NCIC formats do not permit inclusion of periods (.) in the EML and IID Fields. To
represent a period, use open parenthesis DOT close parenthesis. The period is used to
separate data elements.

For example:
EML/JOHN(DOT)SMITH@YAHOO(DOT)COM.JSMITH@AOL(DOT)COM.IID/BIG
JOHN 999DOT)999 (DOT)999(DOT)9. If using NCIC XML formats, periods may be
included in the EML and IID Fields.

5. When a supplemental record entry contains data on a person, a vehicle, a license plate, or
a boat already contained in a person (e.g., Missing or Wanted) file, Vehicle, License
Plate, or Boat Files records, the agency making the supplemental record entry will be
 furnished with the record on file at the time the supplemental record entry message is
acknowledged.

6. Additional information for the coding of personal identifiers can be found in Personal
Descriptors, NCIC Code Manual.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA) FIELD

1. Field code AKA followed by a slash is used to identify an alias(es). An alias includes
any name in which any last, first, or middle name is different from that in the NAM
Field (or those previously entered in the AKA Fields) for the record, i.e.,
NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. Aliases are to be listed with the last name, comma (space after the comma is
optional), first name or initial, space, middle name or initial if any, space, and suffix
indicating seniority if any, e.g., SR or III. Aliases and/or variations in name spelling
must be separated by a period without repeating the MFC AKA.

3. Nicknames (monikers) are to be entered in the AKA Field of the NSOR record. The
term nickname in the NCIC is defined as a name added to or substituted for the
proper name of a person, such as their street name (i.e., Shorty). It is not a familiar
form of a proper name, such as Jim for James. The nickname is to be entered in the
AKA Field followed by a comma (space after comma is optional), then an X (i.e.,
AKA/PEANUT, X).

4. Additional information for the coding of aliases can be found in Personal Descriptors,
NCIC Code Manual.

2. OPERATOR'S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator's license data
in an entry. The three data elements making up this field are OLN, OLS, and OLY. All
three elements must be included in the order listed in the format and must be separated by
a period. For example:

OLN/L234526677238.VA.1976.

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by MFC OLN/.

3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in an
entry. This field contains four data elements: LIC, LIS, LIY, and LIT. Elements must be
entered in the order listed in the format and must be separated by a period. For example:
 LIC/CBA321.MD.1977.TK.

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.

4. VEHICULAR DATA IN A SUPPLEMENTAL RECORD ENTRY (VIN)

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This field contains the following six data elements: VIN, VYR,
VMA, VMO, VST, VCO, and VOW.

2. The VIN, VYR, VMA, and VST are required for entry. However, model, color, and
ownership must be entered in proper order when available. Elements must be
separated by periods, and each data element must be accounted for. For example:
VIN/lL69X6J023456.1976.CHEV.IMP.4D.BLK.W.

Or

VIN/1D37Q6R001225.1976.CHEV..2D..

3. In the event data related to other vehicles are entered at the same time, each set of
vehicular data must be preceded by MFC VIN/.

5. ADDRESS SET

1. Field code ADD followed by a slash is used to identify additional address information
in a supplemental entry. This field contains the following nine data elements: ADD,
BDA, EDA, SNU, SNA, CTY, COU, STA, and ZIP.

2. The STA is required for entry. However, all fields must be entered in proper order
when available. Elements must be separated by periods, and each data element must
be accounted for. For example:
ADD/09.20120415.20120430.123.OCEAN DRIVE.DAYTONA BEACH. VOLUSIA.FL.99999

Or

ADD/...123.OCEAN DRIVE.DAYTONA BEACH..FL..

3. In the event data related to other addresses are entered at the same time, each set of
data must be preceded by MFC ADD/.

6. VICTIM SET

1. Field code ROV followed by a slash is used to identify additional victim information
in a supplemental entry. This field contains the following three data elements: ROV,
AOV, and SOV.
 2. All fields are optional within the ROV set. However, all fields must be entered in
proper order when available. Elements must be separated by periods, and each data
element must be accounted for. For example:

ROV/AQ.12.F

Or
ROV/.12.F.

3. In the event data related to other victims are entered at the same time, each set of data
must be preceded by MFC ROV/.

7. TELEPHONE NUMBER SET

1. Field code TNO followed by a slash is used to identify additional telephone number
in a supplemental entry. This field contains the following two data elements: TNO
and TNT.

2. All fields are optional within the TNO set. However, all fields must be entered in
proper order when available. Elements must be separated by periods, and each data
element must be accounted for. For example:

TNO/304 555-1212.C.

Or
TNO/304 555-1212..

3. In the event data related to other telephone numbers are entered at the same time,
each set of data must be preceded by MFC TNO/.

8. PROFESSIONAL LICENSE SET

1. Field code PLN followed by a slash is used to identify additional professional license
information in a supplemental entry. This field contains the following two data
elements: PLN and PLT.

2. All fields are optional within the PLN set. However, all fields must be entered in
proper order when available. Elements must be separated by periods, and each data
element must be accounted for. For example:

PLN/123456789ABC.CONTRACTOR.

Or

PLN/.CONTRACTOR.
 3. In the event data related to other professional licenses are entered at the same time,
each set of data must be preceded by MFC PLN/.

9. BOAT SET

1. Field code REG followed by a slash is used to identify additional boat information in
a supplemental entry. This field contains the following 16 data elements: REG, RES,
REY, BHN, BYR, BMA, BTY, BCO, BMO, HUL, HSP, PRO, BLE, HPT, BNM,
and CGD.

2. All fields are optional within the REG set. However, all fields should be entered in
proper order when available. Elements must be separated by periods, and each data
element must be accounted for. For example:

REG/WV12345.WV.2014.STM8528EM79B.1979.STR.RUN.BLU.WAVERUNNER.PL.SV.IN.WESTON
.GONE SKIING..

Or

REG/WV12345.WV.2014.STM8528EM79B.1979...BLU. .....GONE SKIING..

3. In the event data related to other boats are entered at the same time, each set of data
must be preceded by MFC REG/.

10. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

Additional dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; countries of citizenship; offender statuses; caution
and medical conditions; State Identification Numbers; e-mail addresses; and Internet
identifiers, employers, occupations, and schools follow the field codes DOB, SMT,
MNU, SOC, CTZ, OFS, CMC, SID, EML, IID, EMP, OCP, and SHN respectively,
without repeating the MFC and separated only by periods. For example:
DOB/19370102.19350823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333.
SOC/123456789.CMC/30.OCP/AUTO MECHANIC.SHN/WEST VIRGINIA JUNIOR COLLEGE
BRIDGEPORT CAMPUS

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

1. No one-step procedure is available to modify an alias or other identifier in a supplemental

record to a NSOR record.

2. To modify an AKA or other identifier in a supplemental record to a NSOR record, the

incorrect AKA or other identifier should be canceled and reentered. Cancellation
procedures are set forth in Section 8 of this chapter. Once canceled, the correct alias or
other identifier can be entered.
 3. An MXS message to the base record to delete information in a field will cause the same
data in the supplemental record to move up to the base record excluding license plate,
vehicle, and boat data.

8.10 EXAMPLE OF SUPPLEMENTAL RECORD ALIASES AND OTHER

IDENTIFIERS CANCELLATION

1N01HEADER.XXSN.MD1012600.NAM/SMITH, JOHN J.NIC/X000069216.AKA/ROE,

EDWARD.JONES, EDWARD.DOB/19651012.19630912

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/X000069216
AKA/ROE, EDWARD
AKA/JONES, EDWARD
DOB/19651012
DOB/19630912

The preceding example of a cancellation of aliases and other additional identifiers in a

supplemental record contains: header (1N01HEADER), message key (XXSN),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH,
JOHN J and NIC/X000069216), and data to be canceled (AKA/ROE, EDWARD.JONES,
EDWARD) and (DOB/19651012.19630912).

8.11 IDENTIFICATION OF RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an AKA and/or other additional identifiers contained in a supplemental

record, the NSOR record to which the supplemental record is appended must be
identified by either NAM and NIC, in that order; NAM and OCA, in that order; or NIC
and OCA, in that order, with each data element preceded by the proper MFC and the
supplemental data to be canceled with each field preceded by the proper MFC.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one cancel message.
Additional messages are required if more than nine identifiers are to be canceled. Each
AKA (or name spelling variation), DOB, SMT, MNU, SOC, CTZ, CMC, OFS, SID,
EML, IID, EMP, OCP, and SHN is counted as one identifier. Each set of OLN, LIC,
VIN, ROV, ADD, TNO, PLN, and REG is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; citizenship; offender status; State Identification
Number; e-mail address; Internet identifier; employer; occupation; school name;
 and/or caution and medical conditions to be canceled are to be set out in the cancel
message in the same manner as in a supplemental record entry. That is, more than
one identifier of the same type may follow the MFC without repetition of the MFC.
However, character for character, each identifier to be canceled must be set out
exactly as it appears in the supplemental record on file.

2. Each set of operator's license, license plate, victim's information, address, telephone
number, professional license, or boat data must be preceded by OLN/, LIC/, ROV/,
ADD/, TNO/, PLN/, or REG/ respectively, and all data elements of the set must
appear exactly as they appear in the supplemental record on file. When vehicular data
are canceled, only the vehicle identification number and make are required following
VIN/ with a period to account for the intervening VYR Field. For example:

VIN/1L69X6JO23456..CHEV

3. Up to nine images can be canceled in a supplemental cancel transaction: one

signature, one mugshot, and/or ten identifying images. The format is
IMN/<IMN>.<IMT>. The IMN is the NIC of the image and the image type will be
either S, M, or I. If the image type of the record is not the same type as defined by the
IMT, the supplemental data will be rejected. Additional information regarding the
entry of images can be found in the Image File chapter.

4. When a NSOR record is canceled, its entire supplemental record is automatically

canceled.

SECTION 9 - NGI SEX OFFENDER REGISTRY NOTICE

9.1 SEX OFFENDER REGISTRY (SOR) NOTICE

1. When a NSOR record is entered with, or modified to include, an FBI Number/UCN,

the NCIC System generates an inter-system message ($.A.WPT) to the NGI. NGI
places a SOR Notice on the offender's criminal history record, therefore, ensuring that
the subject's status as a sex offender is discovered during a fingerprint check (criminal
and civil).

2. Prior to posting a SOR Notice, NGI performs additional edits in an attempt to ensure
the subject of the NSOR record is the same as the subject of the criminal history
record identified by the FBI Field.

3. The SOR Notice contains the registering agency's name and ORI, agency's case
number, NCIC number, name offender registered under, as well as the beginning and
ending registration dates. Examples of the SOR Notice are provided in the III
Chapter.
9.2 CRIMINAL HISTORY RECORD ACTIVITY

An International Justice and Public Safety Information Sharing Network (Nlets)

administrative message is sent to the ORI of the NCIC record when there is a fingerprint
identification, consolidation, or expungement of the correlating criminal history record.
The following are examples of these Nlets messages:

1. FINGERPRINT IDENTIFICATIONS (Arrest, Deceased, and Applicant)1

ML01HEADER.AM.DCFBIWAP3.CODPD0000.TXT
TO: DENVER POLICE DEPARTMENT
DENVER, CO

ON 2000/11/30 ARREST FINGERPRINTS WERE IDENTIFIED WITH

SMITH,JONATHAN DOUGLAS JR, DOB 1968/02/03, FBI/9999999.
NOTIFICATION WAS RECEIVED FROM DALLAS POLICE DEPT (ORI/TXDPD0000)
DALLAS, LOCAL IDENTIFICATION #1234567890, DATE OF ARREST
/11/29

OUR RECORDS INDICATE THAT THIS INDIVIDUAL IS REGISTERED BY YOUR

AGENCY AS A CONVICTED SEXUAL OFFENDER AS
SMITH, JOHN D JR, CASE #1998-12345,
ENTERED IN NCIC (NIC/X987654321).

INDIVIDUAL'S CRIMINAL RECORD IS AVAILABLE VIA THE INTERSTATE IDENTIFICATION

INDEX.

FOLLOW-UP ACTION MAY BE APPROPRIATE.

FBI CRIMINAL JUSTICE INFORMATION SERVICES DIVISION CLARKSBURG, WV

1
"DECEASED" or "APPLICANT" would replace "ARREST" in message when
appropriate.

2. RECORDS CONSOLIDATED

ML01HEAD ER.AM.DCFBIWAP3.CODPD0000.TXT
TO: DENVER POLICE DEPARTMENT
DENVER, CO

OUR RECORDS INDICATE THAT SMITH, JOHN D JR, FBI#9999999,

WAS REGISTERED AS A CONVICTED SEXUAL OFFENDER WITH YOUR AGENCY, AS
CASE #1998-12345, ENTERED IN NCIC (NIC/X987654321).
FBI NUMBER 9999999 HAS BEEN CANCELED AS A RESULT OF A CONSOLIDATION.

THE CURRENT FBI NUMBER FOR THIS INDIVIDUAL IS 123456789, AND THE
INDIVIDUAL IS REGISTERED UNDER THE MASTER NAME
SMITH, JONATHAN DOUGLAS JR. THIS INDIVIDUAL WILL CONTINUE TO BE
REGISTERED IN OUR RECORDS AS CASE #1998-12345, NCIC (NIC/X987654321)
UNTIL YOU TERMINATE THE REGISTRATION OR THE REGISTRATION PERIOD EXPIRES.

YOUR RECORDS AND YOUR NCIC REGISTRATION FOR THIS INDIVIDUAL SHOULD BE
UPDATED TO REFLECT THESE CHANGES.
INDIVIDUAL'S IDENTIFICATION RECORD IS AVAILABLE VIA THE INTERSTATE
IDENTIFICATION INDEX.

FBI CRIMINAL JUSTICE INFORMATION SERVICES DIVISION CLARKSBURG, WV

3. RECORD EXPUNGED

ML01HEADER.AM.DCFBIWAP3.CODPD0000.TXT
TO: DENVER POLICE DEPARTMENT
DENVER, CO

OUR RECORDS INDICATE THAT SMITH, JOHN D JR, FBI

#9999999, IS REGISTERED AS A CONVICTED SEXUAL OFFENDER WITH YOUR

AGENCY, AS CASE #1998-12345, ENTERED IN NCIC (NIC/X987654321). THE

FINGERPRINTS AND CRIMINAL RECORD FOR FBI NUMBER 9999999 HAVE BEEN
PURGED IN THE FBI'S CRIMINAL FILE.

IF YOU HAVE CRIMINAL ARREST FINGERPRINTS IN YOUR FILES ON THIS

INDIVIDUAL, SUBMIT THE FINGERPRINTS TO ESTABLISH A NEW FBI NUMBER AND
CRIMINAL RECORD. CLEAR THE CURRENT NCIC SEXUAL OFFENDER REGISTRY FOR
THIS INDIVIDUAL AND REESTABLISH THE SEXUAL OFFENDER REGISTRY USING THE
NEW FBI NUMBER.

FBI CRIMINAL JUSTICE INFORMATION SERVICES DIVISION CLARKSBURG, WV

4. NATIONAL FINGERPRINT FILE (NFF) STATE IDENTIFICATION

ML01HEADER.AM.DCFBIWAP3.CODPD0000.TXT
TO: DENVER POLICE DEPARTMENT
DENVER, CO

ON 2010/11/30 FINGERPRINTS WERE IDENTIFIED WITH

SMITH,JONATHAN DOUGLAS JR, DOB 1968/02/03, FBI/9999999.
NOTIFICATION WAS RECEIVED FROM BU OF CRIMINAL IDENT (ORI/ID001015Y)
MERIDIAN

OUR RECORDS INDICATE THAT THIS INDIVIDUAL IS REGISTERED BY YOUR

AGENCY AS A CONVICTED SEXUAL OFFENDER AS
SMITH, JOHN D JR, CASE #1998-12345,
ENTERED IN NCIC (NIC/X987654321).

INDIVIDUAL'S CRIMINAL RECORD IS AVAILABLE VIA THE INTERSTATE IDENTIFICATION

INDEX.

FOLLOW-UP ACTION MAY BE APPROPRIATE.

FBI CRIMINAL JUSTICE INFORMATION SERVICES DIVISION CLARKSBURG, WV

5. NON-URGENT FINGERPRINT IDENTIFICATION

ML01HEADER.AM.DCFBIWAP3.CODPD0000.TXT
TO: DENVER POLICE DEPARTMENT
DENVER, CO
***RECORD UPDATE IS DUE TO PROCESSING OF A NON-RECENT ARREST FINGERPRINT CARD.
SUBJECT MAY NO LONGER BE IN CUSTODY.***

ON 2010/11/30 ARREST FINGERPRINTS WERE IDENTIFIED WITH

SMITH,JONATHAN DOUGLAS JR, DOB 1968/02/03, FBI/9999999.
NOTIFICATION WAS RECEIVED FROM DALLAS POLICE DEPT (ORI/TXDPD0000)
DALLAS, LOCAL IDENTIFICATION #1234567890, DATE OF ARREST
2005/01/29

OUR RECORDS INDICATE THAT THIS INDIVIDUAL IS REGISTERED BY YOUR

AGENCY AS A CONVICTED SEXUAL OFFENDER AS
SMITH, JOHN D JR, CASE #1998-12345,
ENTERED IN NCIC (NIC/X987654321).

INDIVIDUAL'S CRIMINAL RECORD IS AVAILABLE VIA THE INTERSTATE IDENTIFICATION

INDEX.

FOLLOW-UP ACTION MAY BE APPROPRIATE.

FBI CRIMINAL JUSTICE INFORMATION SERVICES DIVISION CLARKSBURG, WV

 NCIC Operating Manual
ORIGINATING AGENCY IDENTIFIER (ORI) FILE

INTRODUCTION

1.1 BACKGROUND
1.2 NCIC ORI REQUEST AND ASSIGNMENT POLICY
1.3 CRITERIA FOR ASSIGNMENT OF A FULL ACCESS ORI
1.4 CRITERIA FOR ASSIGNMENT OF A LIMITED ACCESS ORI
1.5 ORI STRUCTURE AND USE
1.6 Z ORIs
1.7 VALIDATION
1.8 MESSAGE FIELD CODES, EDITS, AND DEFINITIONS

ENTRY

MODIFICATION

3.1 WHEN TO USE AN ORI MODIFICATION MESSAGE

3.2 EXAMPLE OF AN ORI RECORD MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 MANDATORY FIELDS FOR MODIFICATION
3.5 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

INQUIRY

5.1 WHEN TO USE AN INQUIRY

5.2 EXAMPLE OF ZO INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES
5.3 EXAMPLE OF QO INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES
5.4 MESSAGE FIELD CODES FOR INQUIRY
5.5 REQUIREMENTS FOR QO/ZO INQUIRY
 SECTION 1--INTRODUCTION

1.1 BACKGROUND

The NCIC is a nationwide computerized information system established as a service to all

criminal justice agencies. Disclosure of information from NCIC is for the purpose of providing
information to authorized agencies to facilitate the apprehension of fugitives, the location of
missing persons, the location and return of stolen property, or similar criminal justice objectives.
The NCIC is also the telecommunication link to the automated system of Criminal History
Record Information (CHRI) known as the Interstate Identification Index (III). Access to the III
is essentially restricted to "criminal justice agencies" that perform the "administration of criminal
justice" as defined in Title 28, Code of Federal Regulations (C.F.R.), Part 20, Subpart.

An FBI CJIS Division approved ORI is a nine-character identifier assigned by the FBI CJIS
Division to an agency which has met the established qualifying criteria, the ORI will provide the
correct level of access to the FBI CJIS systems, and will identify the agency in transactions on
the NCIC System.

As well, the ORI file gives users the capability to inquire on any FBI approved ORI, to receive
its translation (ZO) or to obtain additional information (QO) regarding the agency.

1.2 NCIC ORI REQUEST AND ASSIGNMENT POLICY

 Requests for an ORI assignment must always come from the respective state or federal
CSA or the CSA’s designee.

 The request must document the criminal justice authority, duties and functions of the
agency. The documentation must support the contention that the primary function of the
agency is that of criminal detention, apprehension, or criminal investigations of applicable
laws as opposed to civil or administrative functions. Documents may include, but are not
limited to, federal and state statutes, executive orders, current budgets, and law
enforcement training and certifications.

 All requests must include the following:

 Complete name of the agency

 Complete mailing address of the agency

 County the agency resides in

 Telephone number of the agency

 If available a fax number

 If available an e-mail address for the agency

  Requests for FBI CJIS systems access may be sent via US mail, electronic mail or fax to
the following.

 Federal Bureau of Investigation, Criminal Justice Information Services Division, NCIC

Operations and Policy Unit, Module D3, 1000 Custer Hollow Road, Clarksburg, WV
26306, Attention: Systems Access.

 The NOPU’s fax number is 304 625-2924.

 The NOPU’s electronic address is [email protected].

 Upon receipt, each request for access to the FBI CJIS systems will be evaluated by the
FBI CJIS Division to determine if the agency meets the criteria. The CSA will be notified
of the decision, once a determination is been made by the FBI CJIS Division.

1.3 CRITERIA FOR ASSIGNMENT OF A FULL ACCESS ORI

 All NCIC files and the III are available to full access ORIs. To qualify for assignment of
an ORI that would permit access to CHRI, a requesting entity must be authorized to
access the NCIC pursuant to Title 28, United States Code (U.S.C), Section (§) 534, which
provides that the exchange of criminal history records shall be “. . .with, and for the
official use of, authorized officials of the federal government, including the United States
Sentencing Commission, the states, cities, and penal and other institutions.” The
Department of Justice and federal courts have interpreted this language to restrict access
to such criminal history records to criminal justice agencies for criminal justice purposes
and to federal agencies authorized to receive them pursuant to a federal statute or
executive.

 To be considered a criminal justice agency, an entity must meet the definition of a

criminal justice agency as contained in Title 28, C.F.R., Part 20, Subpart A. Title 28,
C.F.R. § 20.3(g) defines a criminal justice agency as “(1) Courts; [or] (2) A governmental
agency or any subunit thereof which performs the administration of criminal justice
pursuant to a statute or executive order, and which allocates a substantial part (interpreted
to mean at more than 50 percent) of its annual budget to the administration of criminal
justice.” § 20.3(b) further states that “the administration of criminal justice means
performance of any of the following activities: detection, apprehension, detention,
pretrial release, post-trial release, prosecution, adjudication, correctional supervision, or
rehabilitation of accused persons or criminal offenders.”

 The definition of a criminal justice agency and the administration of criminal justice must
be considered together. Included as criminal justice agencies would be traditional police,
courts, and corrections agencies, as well as subunits of noncriminal justice agencies
performing a function of the administration of criminal justice. These subunits would
include agencies which have as their principal function the investigation of criminal
provisions of applicable state laws (Appendix to Part 20, C.F.R. § 20.3[g]).
 Any court that hears civil cases only (with the exception of domestic violence and
stalking cases as specified in 1.1.2.), and some probate courts do not qualify for access to
the FBI CJIS systems.

 Any correctional facility that houses only juveniles who are not involved in the criminal
justice process but who are orphaned or declared incorrigible do not qualify for access to
the FBI CJIS systems.

 28 CFR, Part 20, was amended to authorize access to NCIC and III by private agencies
that have been contracted by criminal justice agencies to conduct criminal justice
functions for the criminal justice agency.

 28 C.F.R. § 20.33(a)(7) permits access to CHRI contained in the NCIC, III, and the
Fingerprint Identification Records System to private contractors pursuant to a specific
agreement with an agency identified in paragraphs (a)(1) or (a)(6) for the purpose of
providing services for the administration of criminal justice pursuant to that agreement.
The agreement between the criminal justice agency and the private contractor must
incorporate the FBI CJIS Division’s Security Addendum approved by the United States
Attorney General. The Security Addendum specifically authorizes access to CHRI,
limits the use of the information to the purposes for which it is provided, ensures the
security and confidentiality of the information consistent with the regulations, provides
for sanctions, and contains such other provisions as the Attorney General may require.

Access to the NCIC is limited by federal statutes and regulations, as well as policy
promulgated by the Director of the FBI on the recommendation of the FBI CJIS
Division’s Advisory Policy Board. Although it is the policy that no criminal justice
agency be denied access to NCIC, the policy is very restrictive in preventing access by
private entities absent the above-mentioned documentation.

 A governmental regional dispatch center may qualify for an ORI assignment related to
the NCIC files and III. A governmental regional dispatch center is a cooperative effort
entered into by political subdivisions in a particular area for the purpose of providing
consolidated and computer-assisted dispatch for the law enforcement community. In
many cases, the law enforcement departments involved are abolishing their
communications sections and turning the communications functions over to a
consolidated regional system. Agencies meeting the above criteria are assigned an ORI
ending with the alphabetic character “N”.

 A nongovernmental railroad or campus police department is one which performs the

administration of criminal justice and has arrest powers pursuant to a state statute, and
allocates a substantial part (interpreted to mean more than 50%) of its annual budget to
the administration of justice as defined by the Department of Justice Regulations on
Criminal Justice Information Systems (28 C.F.R., Part 20, Subpart A), and meets all
training requirements established by state law or ordinance for law enforcement officers.
These agencies are assigned an ORI ending with the alphabetic character “E”.
  Public Law 99-169 (as amended) the Security Clearance Information Act (SCIA)
authorizes the Department of Defense, the Department of State, the Department of
Transportation, the Office of Personnel Management, the Central Intelligence Agency,
and the FBI to receive CHRI on individuals investigated by that agency for access to
classified information or assignment to or retention in sensitive national security duties.
For national security purposes, these agencies have access to all files; however, any
inquiry resulting in a positive response must be immediately turned over to a proper law
enforcement agency before proceeding with the SCIA investigation. Record entry and
cancellations is prohibited. These agencies are assigned a special ORI ending with the
alphabetic character “R” to clearly identify the SCIA agencies.

 The Adam Walsh Child Protection and Safety Act of 2006 (the Act), Public Law 109-
248, was enacted into law on July 27, 2006. Section 151 of the Act requires the Attorney
General to ensure access to FBI CHRI by Governmental Social Services (GSS) agencies
with child protection responsibilities and the National Center for Missing and Exploited
Children (NCMEC). States are authorized under Section 151 of the Act to provide GSS
and NCMEC agencies with access to the NCIC and III.

Section 151 provides that access by GSS agencies with child protection responsibilities is
be used only in investigating or responding to reports of child abuse, neglect, or
exploitation.

Section 151 access by NCMEC agencies is to be used only within the scope of the
Center’s duties and responsibilities under federal law to assist or support law enforcement
agencies in administration of criminal justice functions.

GSS and NCMEC agencies are assigned an ORI ending with the alphabetic character
“F”.

1.4 CRITERIA FOR ASSIGNMENT OF A LIMITED ACCESS ORI

FBI assigned ORIs may also be available to agencies such as State Department of Motor
Vehicles, Coroners, and domestic violence courts. These agencies may qualify for access to
the FBI CJIS systems only for specified NCIC files.

The Violent Crime Control and Law Enforcement Act of 1994 amended 28 U.S.C. § 534 to
authorize the United States Attorney General to disseminate information from national crime
information databases consisting of identification records, criminal history records, wanted
person records, and protection orders for use in domestic violence and stalking cases. Civil
courts may qualify for an FBI assigned ORI for access to the NCIC Wanted Person File and
Protection Order File, and III for use in domestic violence and stalking cases only. These
agencies are assigned an ORI ending with the alphabetic character “D”.
A nongovernmental agency or subunit thereof which allocates a substantial part of its annual
budget to the administration of criminal justice, and whose regularly employed peace officers
have full police powers pursuant to state law and have complied with the minimum
employment standards of governmentally employed police officers as specified by state
statute, may have direct terminal access to the NCIC Protective Interest File, Wanted Person
File, Missing Person File, Stolen Property File, and Active Protection Order File records.
Access must be approved by the FBI CJIS Systems Agency. These agencies are assigned an
ORI ending with the alphabetic character “P”.

A governmental regional dispatch center, established by a state statute, resolution, ordinance,

or executive order, which provides communication services to criminal justice agencies, may
be authorized access to the NCIC Protective Interest File, Wanted Person File, Missing
Person File, Stolen Property File, and Active Protection Order File records provided such
access is approved by the FBI CJIS Systems Agency (CSA). These agencies are assigned an
ORI ending with the alphabetic character “P”.

 Due to amendments to 28, C.F.R., Part 20, agencies currently assigned ORIs
ending with the alphabetic character “P” may now qualify for a full access ORI.
Prior to such amendments, many computer-assisted dispatch and communication
or 911 centers, as well as railroad and campus police departments, was assigned
limited access ORIs ending with the alphabetic character "P”.

 Dispatch centers may be authorized a full access ORI ending in the alphabetic
character “N” (see section 1.1.1.).

 Railroad and campus police departments may be authorized a full access ORI
ending in the alphabetic character “E” (see section 1.1.1.).

 Please refer to the All CJIS Systems Officer (CSO) letter dated February 25, 2005
for a detailed explanation.

The National Insurance Crime Bureau (NICB) is a nongovernmental, nonprofit agency that
acts as a national clearinghouse for information on stolen vehicles. The NICB offers free
assistance to law enforcement agencies concerning automobile thefts and identification and
recovery of stolen vehicles. The NICB is provided limited access to the Vehicle File, Boat
File, License Plate File, Article File, and Vehicle/Boat Part File. These agencies are assigned
an ORI ending with the alphabetic character “O”.

A noncriminal justice governmental department of motor vehicles or driver license registry,

established by a state statute, which provides vehicle registration and driver record
information to criminal justice agencies and has an essential need to access the License Plate,
Vehicle, and Vehicle/Boat Part Files, may be authorized direct access to NCIC Wanted
Person, Missing Person, Unidentified Person, License Plate, Vehicle, and Vehicle/Boat Part
Files. The CSA must approve access to these agencies. These governmental agencies perform
civil functions and are required to execute an agreement with the state CSA ensuring
compliance with all established NCIC policies and procedures. These agencies are assigned
an ORI ending with the alphabetic character “V”.
 The National Center for Missing and Exploited Children (NCMEC) is a nongovernmental,
noncriminal justice agency set up by a government grant to aid the parents of missing and
exploited children. NCMEC has an essential need to access the Unidentified Person, Missing
Person, and Wanted Person Files. NCMEC has the ability to enter investigative interest
supplemental records for Wanted Person, Missing Person, and Unidentified Person File
records. The agency is assigned an ORI ending with the alphabetic character “W”.

A governmental child support enforcement agency, based on 42 U.S.C. § 666(a), by which

states are mandated to have in effect laws requiring the use of certain procedures to increase
the effectiveness of state child support enforcement. Section 315 of the Personal
Responsibility and Work Opportunity Act of 1996, Public Law 104-193, entitled "Locator
Information from Interstate Networks," amends 42 U.S.C. § 666(a) to include a requirement
that states have in place "procedures to ensure that all federal and state agencies conducting
activities under this part have access to any system used by the state to locate an individual
for purposes relating to motor vehicles or law enforcement." Such agencies may be provided
limited access to the Wanted Person, Missing Person, and Protection Order Files. These
agencies are assigned an ORI ending with the alphabetic character “U”.

The Compact Council (Council) established pursuant to the National Crime Prevention and
Privacy Compact Act of 1998, sets forth rules and procedures necessary to regulate the use of
the III system for noncriminal justice purposes. In October, the Council established a rule to
allow direct access to the III for a preliminary name check pending positive fingerprint
identification. This access is authorized in limited situations when exigent circumstances
exist that do not reasonably lend themselves to immediate fingerprinting. Authorized
governmental agencies, e.g., agencies affiliated with the Department of Children and Family
Services, may conduct name inquiries for the emergency placement of children in those
limited instances when the primary caretaker (parent or custodian) is unavailable. As a
prerequisite, the state must have a statute that has been approved by the FBI under the
provisions of Public Law 92-544. Once the FBI on behalf of the Compact Council authorizes
access, the FBI CJIS Division assigns an ORI ending in the alpha character “T” to the
noncriminal justice governmental agency conducting the emergency child placement checks.

The USCIS has been authorized full access to all NCIC files, but not III, in order to fulfill
their mission regarding the adjudication of petitions and applications for immigration
benefits. The USCIS ORIs will reflect the characters “ASC” in positions 3, 4, and 5.

Some United State Military ORIs have been restricted to allow only certain agency ORIs
entry capabilities. Please check with the Federal CJIS Systems Agency to determine what
ORIs have entry capabilities.

1.5 ORI STRUCTURE AND USE

The ORI is a nine-character identifier assigned by FBI CJIS Division staff to an agency
which has met the established qualifying criteria for ORI assignment to identify the agency in
transactions on the NCIC System. The structure of law enforcement ORIs (those ORIs
ending with a zero) and other criminal justice ORIs (those ORIs ending with an alphabetic
character) are as follows:
STRUCTURE OF LAW ENFORCEMENT ORIS:

POSITIONS 1 and 2:

 Positions 1 and 2 of the ORI will be the alphabetic characters representing the
state or country in which the agency is physically located.

 Example: WV0020100

POSITIONS 3, 4 and 5:

 Positions 3, 4, and 5 of the ORI are numeric characters indicating the county in
which the agency is physically located.

 Example: WV0020100

 Some state level and federal agencies may have the acronym for that agency, in
positions 3, 4, and 5, of the ORI. A few examples are WVFBI0000 for the
Federal Bureau of Investigations and TXDPD0000 for the Dallas, Texas, Police
Department. The assignment of vanity ORIs is strongly discouraged.

POSITIONS 6 and 7:

 The FBI CJIS Division will determine the numeric and alphabetic characters
assigned to positions 6 and 7 of the ORI.

 Positions 6 and 7 of the ORI are used to distinguish one agency from another
within the same county. Generally, these positions follow alphabetic or numeric
order.

 Example: WV0030000 , WV0030100, WV0030200, WV0030300

POSITIONS 8 AND 9:

 Positions 8 and 9 of a law enforcement ORI will always end in double zero.

 Example: WV0030000

 The CSA may vary the last two positions (8 and 9) of a law enforcement ORI for
large agencies that have a need to identify internal divisions, units, substations, or
multiple terminals for the same agency within the same city. This type of ORI is
not assigned by the FBI CJIS Division, and will not entered in the NCIC system.
The CSA is responsible for entering this type ORI in the Nlets system.

 Any variations of the last two positions of the law enforcement ORI is acceptable
with the exception of an alphabetic character in the 9th position of the ORI.

 Example: WV0010301
STRUCTURE OF CRIMINAL JUSTICE ORIS:

POSITIONS 1 and 2:

 Positions 1 and 2 of the ORI will be the alphabetic characters representing the
state or country in which the agency is physically located.

 Example: WV002015J

POSITION 3, 4 and 5:

 Positions 3, 4, and 5 of the ORI are numeric characters indicating the county in
which the agency is physically located.

 Example: WV002015J

 Some state level and federal agencies may have the acronym for that agency, in
positions 3, 4, and 5, of the ORI. A few examples are WVDOT017Y for the US
Department of Transportation, Office of Inspector General’s Office and
WVPO0017Y for the US Postal Inspection, Office of Inspector General’s Office.
The assignment of vanity ORIs is strongly discouraged.

POSITIONS 6 and 7:

 The FBI CJIS Division will determine the numeric and alphabetic characters
assigned to positions 6 and 7 of the ORI.

 Positions 6 and 7 of the ORI are used to distinguish one agency from another
within the same county. Generally, these positions follow alphabetic or numeric
order.

 Example: WV003005C, WV003015C, WV003025C, WV003035C

POSITIONS 8:

 Positions 8 for a criminal justice ORI is a unique numeric character indicating the
level of government for the agency.

 For example: WV002015J. The numeric character 5 indicates a state level

governmental agency.

 The level of government is explained in section 1.3.3.1.

POSITION 9:

 Position 9 for a criminal justice ORI is a unique alpha character indicating the
type of agency.
  For example: WV002015J The alpha character J indicates this agency is a Court

 The alpha character for criminal justice ORIs is explained in section1.3.3.2.

DEFINITIONS FOR THE LEVEL OF GOVERNMENT:

1 – Local, Municipal, City

2 – Foreign Local

3 – County

4 – Foreign State

5 – State

6 – Foreign Federal

7 – Federal

9 – Nongovernmental/private

DEFINITIONS FOR THE ALPHA CHARACTERS:

A - Prosecuting Attorney=s Offices to include District Attorneys and Attorney General

Offices.

 This does not include public defenders offices or defense attorney offices.

B - Pretrial Services and pretrial release agencies.

C - Correctional Institutions to local, county, state, and federal jails, prisons and
detention centers.

D - Civil courts for use in domestic violence and stalking cases. Limited access to the
Wanted Person File and Protection Order File, and III may be granted to civil courts for
use in domestic violence and stalking cases only.

 The authority is found in the Violent Crime Control and Law Enforcement Act of
1994 amended 28 U.S.C.' 534 to authorize the United States Attorney General to
disseminate information from national crime information databases consisting of
identification records, criminal history records, wanted person records, and
protection orders for use in domestic violence and stalking cases.
E - Nongovernmental railroad and private campus police departments.

 Both railroad and private campus police must have arrest powers pursuant to a
state or federal statute and allocate a substantial part) interpreted to mean more
than 50 %) of their annual budget to the administration of criminal justice. If a
specific statute, law or ordinance exists that requires specific training in order to
be considered a law enforcement officer those railroad and campus police officers
must meet those training requirements.

F - Governmental Social Services agencies with child protection responsibilities qualify

for all NCIC files, and III.

 As required in Section 151 of the Adam Walsh Child Protection and Safety Act of
2006. Section 151 provides that access by governmental social services agencies
with child protection responsibilities is to be used only in investigation or
responding to reports of child abuse, neglect, or exploitation. The applicable CSO
must contact a member of the Compact Council to request access. Upon
approval, the request will be referred to the FBI CJIS Division for assignment of
the ORI.

G - Probation and Parole offices.

H - The Department of State National Visa Center.

 Access to III was granted in 1994 and is restricted to the purpose code AV@ for
visa checks. Access is restricted to III, Criminal History (AQH@) inquiries only.
All other inquiries will be rejected.

I - Interpol.

 The ORI allows for limited access to the Vehicle File, the Boat File, the License
Plate File, and the Vehicle/Boat Part File Only. The ORI will always have a
numeric character “9” in the 8th position of the ORI.

J - Criminal courts and magistrates offices.

K - Coroners and medical examiners offices.

 These ORIs allow direct access to Missing and Unidentified Person Files only.
The ORI allows the agency to make entries to the Missing and Unidentified
Person Files.

M - Medical examiners offices which are criminal justice in function (as defined in the
C.F.R.), and pursuant to a state statute may qualify for full access ORI and law
enforcement subunits of custodial facilities in medical or psychiatric institutions may also
be assigned this type of ORI, if proper documentation is submitted.
  The medical examiner’s office must verify that the primary duty of the agency is
that of the investigation of the actual crime.

N - Dispatch/911 communication centers.

 These agencies are usually on a local or county level and are considered
noncriminal justice agencies that provide dispatch functions for criminal justice
agencies. It is the responsibility of the CSA to have the proper security and
controls in place.

O - The National Insurance Crime Bureau (NICB).

 The NICB, formerly known as the National Auto Theft Bureau (NATB), is a
nongovernmental, nonprofit agency that acts as a national clearinghouse for
information on stolen vehicles. NICB offers free assistance to law enforcement
agencies concerning automobile thefts and identification and recovery of stolen
vehicles. The NICB is provided limited access Vehicle File, the Boat File, the
License Plate File, and the Vehicle/Boat Part File Only.

P - Nongovernmental law enforcement or dispatch/911 communications centers.

 These agencies are nongovernmental agencies or subunit of that agency that

allocates a substantial part of its annual budget to the administration of criminal
justice, and employee’s peace officers that have full police powers pursuant to
state law and have complied with the minimum employment standards of
governmentally employed police officers as specified by state statute.

 This ORI allows for direct terminal access to the Protective Interest File, the
Wanted Person File, the Missing Person File, the Stolen Property File, and the
active Protection Order File records.

 This ORI is restricted from accessing III.

 This ORI does not have the capability to enter records.

 These agencies must execute an agreement with the state CSA assuring
compliance with established policies and procedures.

 An example is North Carolina has in place an approved statute for

nongovernmental Company Police with full police powers and has been assigned
several AP@ ORIs.
Q - Public Housing Authority Agencies.

 Public Law 104-120, enacted in March 1996, permits the approved Public
Housing Authorities (PHAs) access to name searches QH on the III. These
agencies are not be permitted direct access to NCIC terminals; law enforcement
agencies will conduct the III name search and will inform the PHA whether the
name check reveals that an applicant may have a criminal history indexed in III.
These ORIs are assigned A “9" in position eight of the ORI.

 The CSO cannot modify any information in the ORI File for this type of ORI.
For modifications please contact the FBI CJIS Division.

R - The U.S. Department of Defense, the U.S. Department of State , the U.S. Department
of Transportation and, the U.S. Office of Personnel Management.

 These ORIs are assigned pursuant to the Security Clearance Information Act
(SCIA), Title 5, United States Code, Section 9101.

 Public Law 99-169 (as amended), authorizes the above agencies to receive
criminal history record information on individuals investigated by them for access
to classified information or assignment to or retention in sensitive national
security duties.

 For national security purposes, these agencies have access to all files. Any
inquiry resulting in a positive response must immediately be turned over to a
proper law enforcement agency(s) before proceeding with the SCIA investigation.

 Purpose code AS@ must be used when conducting these transactions.

 Other NCIC access, e.g., record entry/cancellation, is prohibited.

 The Central Intelligence Agency and The FBI are authorized to perform SCIA
checks; however, are not assigned “R” ending ORIs rather these agencies will use
their law enforcement ORIs already assigned. When using the law enforcement
ORI a purpose code of “S” will be used.

T- Authorized governmental agencies such as the Department of Children and Family

Services.

 In April 2001, the Compact Council established a rule to allow access of the III
for a preliminary name check pending positive fingerprint identification, based on
the National Crime Prevention and Privacy Compact Act of 1998. This type of
ORI authorizes access in limited situations when exigent circumstances exist that
do not reasonably lend themselves to immediate fingerprinting.
  Authorized governmental agencies such as the Department of Children and
Family Services, may conduct name inquiries for the emergency placement of
children for those limited instances when the primary caretaker is unavailable.

 The Purpose Code AX@ is to be used in conducting III checks involving the
emergency placement of children when unaccompanied by the immediate
submission of fingerprints on the surrogate care provider.

U - Governmental child support enforcement agencies.

 Based on 42 U.S.C. ' 666(a), by which states are mandated to have in effect, laws
requiring the use of certain procedures to increase the effectiveness of state child
support enforcement. Section 315 of the Personal Responsibility and Work
Opportunity Act of 1996, Public Law 104-193, entitled ALocator Information
from Interstate Networks,@ amends 42 U.S.C. ' 666(a) to include a requirement
that states have in place Aprocedures to ensure that all federal and state agencies
conducting activities under this part have access to any system used by the state to
locate an individual for purposes relating to motor vehicles or law enforcement.

 This type of ORI allows for access to the Wanted Person File, Missing Person
File, and the Protection Order File.

V - A noncriminal justice governmental department of motor vehicles, boat, or driver

license registry, established by a state statute, which provides vehicle registration and
driver record information to criminal justice agencies and has an essential need to access
the License Plate, Vehicle, and Vehicle/Boat Part Files.

 These ORIs are authorized direct access to the NCIC Wanted File, the Missing
Person File, the Unidentified Person File, the License Plate File, the Vehicle File,
and the Vehicle/Boat Part Files.

 These agencies will be required to execute an agreement with the state CSA
ensuring compliance with all established NCIC policies and procedures.

W - National Center for Missing and Exploited Children (NCMEC).

 The NCMEC is a nongovernmental, noncriminal justice agency set up by a

government grant to aid the parents of missing and exploited children.

 The NCMEC has an essential need to access the Unidentified Person File and the
Missing Person File records for individuals under the age of 18 at the time the
record was entered.

Y - Local, county, state, or federal agencies that meet the criteria of criminal justice
agencies as defined by the C.F.R. but do not fall into one of the above categories.
  An example is the Arkansas Crime Information Center and Office of Inspector
General’s Offices

1.6 Z ORIs

The FBI’s authority to collect and exchange CHRI is generally predicated upon 28, U.S.C.
§ 534. Public Law 92-184, 85 Stat. 627, 642 (1971), superseded by Public Law 92-544,
86 Stat. 1115 (1972), which authorized the exchange of FBI identification records with
officials of federally chartered or insured banking institutions to maintain the security of
those institutions and, if authorized by state statute approved by the Attorney General, to
officials of state and local governments for purposes of employment and licensing.
Agencies that do not meet the above criteria but are authorized by statute to submit
fingerprints in order to receive CHRI from the FBI CJIS Division may qualify for an ORI
that ends in the alpha character “Z”. These ORIs are restricted from accessing the NCIC
files and III. Requests for “Z” ORIs must be submitted to the FBI’s Office of General
Counsel for review of the statute.

1.7 VALIDATION

ORIs are validated on a biennial basis. As part of the NCIC validation process, each ORI
record is contained in a $.C. administrative message, with all $.C. administrative messages
for a CSA grouped together in a file. The CSA is notified by a $.B. administrative message
that its file is ready for retrieval.

Each CSA is responsible for verifying the accuracy of every ORI accessing NCIC through
the respective state/federal system. The validation process includes verifying an agency's
status and authority, as well as the other information listed in the ORI record, e.g., telephone
number, street address, and ZIP code.

An example of the $.C. administrative message for ORI validation follows:

$.C.

NCIC VALIDATION REQUEST (19990925). YOU MUST VERIFY THE

COMPLETENESS, ACCURACY, AND VALIDITY OF YOUR ORI RECORD.

ORI/FL0130000 ATR/ANYCITY PD
COU/DADE TYP/1 CT1/407 555-1212
CT2/407 555-1313 CT3/407 555-1414
AN1/METRO-DADE AN2/POLICE DEPARTMENT
SNU/1320
SNA/N W 14TH STREET CTY/MIAMI ST/FL
ZIP/99999-1234
NLC/0001 TUC/0001 OMC/0085 CDC/0085 DTE/19790510 1200 EDT DLU/20080510 1600 EDT
VLD/20061210 VLN/TOOLMAN, TIM

Additional information concerning Validation can be found in the Introduction chapter of this
manual.
 The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.8 MESSAGE FIELD CODES, EDITS, AND DEFINITIONS

The following table represents a listing of all message field codes, translations, field sizes,
and applicable edits for the data elements found in an ORI record. Fields are listed in
alphabetical order by code and not in the order by which they appear in the record.

Message Field Field Field Size Edits and Definitions

Code
AN1 Agency Name (line 1) 1-30 Must be alphabetic and/or numeric.
AN2 Agency Name (line 2) Special characters allowed. May be
AN3 Agency Name (line 3) one to three lines of up to 30
characters each. Appropriate MFC
should precede each line.
ATR Agency Translation 1-47 Must be alphabetic and/or numeric.
Represents the agency name and city
or an abbreviation thereof.
CDC NCIC Code Manual 1-4 Must be numeric field. Number of
Count code manuals needed.
COU County 1-20 Must be alphabetic. Name of county
in which the ORI is physically
located.
CRY Country 1-30 Must be alphabetic. Must be included
if FPP is used. Designates ORI
location when it is other than the
U.S.
CTY City Name 1-20 Must be alphabetic. The city in
which the ORI is physically located
and receives mail.
 Confirmation Telephone 12-21 U.S. (including Territories) and
Numbers Canada (including Provinces) ORI
CT1 (Primary) telephone numbers must be three
CT2 (Secondary) numerics, one space, three numerics,
CT3 (Tertiary) one hyphen, four numerics and if
applicable, one space, and an
alphabetic character "X" followed by
the numeric extension; or one space,
followed by the alphabetic characters
"FAX". International ORI telephone
numbers may be any combination of
numerics, spaces, and hyphens to
accommodate the telephone number
and possible extension. Represents
up to three telephone or facsimile
numbers for the agency.
DLU Date of Last Update 8-8 System generated. Represents date of
last update (YYYYMMDD).
EML E-mail Address 3-80 May be alphabetic, numeric, and
special characters except period (.).
Represents E-mail address of agency.
FOC FBI Field Office Code 4-4 Must be alphabetic. Represents the
FBI Field Office that has jurisdiction
over the area in which the agency is
located.
FPP Foreign Postal Code 6-6 Must be alphabetic and/or numeric.
Should be entered without hyphens
or spaces. Must not include FPP if
ZIP is included.
NLC Newsletter Count 1-4 Must be numeric. Number of CJIS
newletters needed.
OMC NCIC Operating 1-4 Must be numeric. Number of
Manual Count operating manuals needed when a
revision is printed.
ORI Originating Agency 9-9 Must be a valid NCIC- assigned
Identifier ORI.
SNA Street Name or Post 1-25 Must be alphabetic, numeric, and/or
Office Box the special characters of space,
hypen, and/or ampersand. A hyphen
entered in this field indicates that the
agency has a valid two-line address
which consists of name, city, state,
and ZIP.
SNU Street Number 1-7 Must be alphabetic, numeric, and/or
the special characters of hyphen
and/or slash. If post office box
number is entered in the SNA, the
SNU should be blank. Indicates the
location of the ORI on a particular
street.
STA State Name 2-2 Must be alphabetic. Must match the
two characters of the ORI unless the
first two characters are NB or US,
the TYP is 7, orthe first seven
characters are DCFBIWA. If NB, NE
is allowed in the STA Field. If US,
DC, IL or MD are allowed. If
DCFBIWA, DC or WV is allowed.
Represents postal abbreviation for
state.
TNO Telephone Number 12-12 Must be three numerics, one space,
three numerics, one hyphen, and four
numerics. Represents tele- phone
number of agency.
TUC Technical and 1-4 Must be numeric. Number of TOUs
Operational Update needed.
(TOU) Count
TYP Type 1-1 Must be alphabetic and/or numeric.
Valid values are 1-9, A, B, C, E, F,
G, R, S, Y, and Z.
1 - state agency;
2- county agency;
3 - local or city;
4 - federal;
5 - ORIs ending in D, H, I, K, N,
O, P, Q, R, U, V, or W;
6 - criminal justice;
7 - foreign/local;
8 - federal, noncriminal justice
agency (SCIA)
9 – foreign state agency;
A, B, C are Canadian;
E - editorial;
F - FSC;
G – foreign federal agency;
R - retired;
S - State CSA;
Y- CR; and
Z - Identification Division.
Indicates kind of agency to which the
ORI is assigned.
VLN Name of Validator 3-30 Free text. Unique identifier of the
person responsible for validating a
record.
ZIP ZIP Code 5-5 Must be five numerics or five
numerics, a hyphen, and four
numerics. Must not include ZIP if
FPP included. Represents ZIP code
of agency.

SECTION 2--ENTRY

All ORI record entries are made by the FBI CJIS staff.

SECTION 3--MODIFICATION

3.1 WHEN TO USE AN ORI MODIFICATION MESSAGE

 A modification transaction is used to add, delete, or change a data field within the ORI
File.

 A modification transaction can be made by the FBI CJIS Division; the agency assigned
the ORI, or the CSO.
  Telephone numbers in the ORI File are reflected in the hit confirmation responses;
therefore, users are strongly urged to keep their telephone numbers current in the ORI
File.

 The ORI File is used for various CJIS mailings; therefore, users are strongly urged to
keep their mailing addresses current in the ORI File.

 For NCIC validation, a name of validator may be added to the name of validator (VLN)
field of an ORI to indicate that the record has been validated. When data is entered into
the VLN, NCIC stores the current date in the Date of Last Validation (VLD) Field. If the
user attempts to delete or modify the VLN to all blanks, the message will be rejected.
Each CSO can determine the specific data to be included in the VLN field.

 The E-mail Address (EML) Field should contain the primary e-mail address of the
agency. The user must use “(DOT): to represents the period "." in the EML Field. For
example: CJISDIVISION@FBI(DOT)GOV.

3.2 EXAMPLE OF AN ORI RECORD MODIFICATION MESSAGE

1N01HEADER.MO.MD1012600.ORI/MD1012600.CT1/301 555-3000

Acknowledgment:

1L01HEADER MD1012600 ORI/MD1012600 HAS BEEN SUCCESSFULLY UPDATED

The above modification transaction example contains: header (1N01HEADER), message key
(MO), the ORI making the modification (MD1012600), the identifier of the record to be
modified preceded by the message field code (ORI/MD1012600), the field being modified,
and the modification (CT1/301 555-3000).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
COUNTRY OPTIONAL CRY 1-30 ALPHABETIC
STREET NUMBER OPTIONAL SNU 1-7 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
STREET NAME OPTIONAL SNA 1-25 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CITY NAME OPTIONAL CTY 1-20 ALPHABETIC
ZIP CODE OPTIONAL ZIP 5-5 NUMERIC

10-10 NUMERIC,
SPECIAL
CHARACTERS
FOREIGN POSTAL OPTIONAL FPP 6-6 ALPHABETIC,
CODE NUMERIC
CONFIRMATION OPTIONAL CT1 12-21 ALPHABETIC,
TELEPHONE NUMERIC,
NUMBER SPECIAL
(PRIMARY) CHARACTERS
CONFIRMATION OPTIONAL CT2 12-21 ALPHABETIC,
TELEPHONE NUMERIC,
NUMBER SPECIAL
(SECONDARY) CHARACTERS
CONFIRMATION OPTIONAL CT3 12-21 ALPHABETIC,
TELEPHONE NUMERIC,
NUMBER SPECIAL
(TERTIARY) CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
E-MAIL ADDRESS OPTIONAL EML 3-80 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
[EXCEPT PERIOD
(.)]

3.4 MANDATORY FIELDS FOR MODIFICATION

To modify information in an ORI record, the transaction must contain the following: HDR,
MKE, (MO) ORI, ORI, and any modifiable field.
3.5 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

1. NEW MFCS

NCIC Code Manual Count (CDC) has replaced CMC as the MFC for the Code Manual
Update Field in NCIC formatted messages. CDC, rather than CMC, will be returned on
all ORI responses regardless of the format used for inquiry.

The MFCs CT1, CT2, and CT3 have replaced TNO as the Telephone Number Field in
NCIC formatted messages. They are the MFCs for the primary, secondary, and tertiary
confirmation telephone numbers. The CT1 Field represents the main telephone number of
the ORI. The CT2 and CT3 Fields signify alternate or facsimile telephone numbers for
the ORI. To indicate a telephone extension, the complete telephone number should be
used, followed by a space, the alphabetic X, and extension number. To indicate a
facsimile number, the complete telephone number should be used, followed by a space
and the alphabetic string FAX. International telephone numbers can be included using
any combination of numerics, spaces, and hyphens. Unless blank, these MFCs, rather
than TNO, will be returned on all responses regardless of the format used for inquiry.

2. NAME OF VALIDATOR (VLN) FIELD

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of an ORI record to indicate that the record has been validated. When data are
entered into the VLN Field, NCIC stores the current date in the Date of Last Validation
(VLD) Field of the record. If the user attempts to delete or modify the VLN Field to all
blanks, the message will be rejected. The acknowledgment for the modify message
containing VLN Field data will indicate the record has been validated. Each CSA can
determine the specific data to be included in the VLN Field for the validation of the
record. For example:

1N01HEADER.MO.MD1012600.ORI/MD1012600.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER MD1012600 VALIDATE ORI/MD1012600

3. The E-mail Address (EML) Field should contain the primary e-mail address of the
agency.

4. "(DOT)" represents a period "." in the EML Field

(e.g., EML/MNMHP@MN(DOT)STATE(DOT)US).
 SECTION 4--CANCELLATION

Only FBI CJIS staff can cancel (delete) an ORI record. Cancellation (deletion) only occurs
when the record cannot be modified or should not be in file.

SECTION 5--INQUIRY

5.1 WHEN TO USE AN INQUIRY

 Inquiries into the ORI File are used to display the translation of the agency assigned the
ORI or to determine the agency's address and telephone number.

 Two types of inquiries can be performed a QO transaction which will display all the
information contained with the ORI of record, and a ZO transaction which will only
display the agency’s name.

5.2 EXAMPLE OF ZO INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

1N01HEADER.ZO.DCFBIWA00.ORI/MNMHP0000

Negative Response:

1L01HEADER
DCFBIWA00
NO RECORD ORI/MNMHP0000

Positive Response:

1L01HEADER
DCFBIWA00
ORI/MNMHP0000 IS DPS-SP CENTRAL OFF ST PAUL MN

5.3 EXAMPLE OF QO INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

1N01HEADER.QO.DCDOJWA00.ORI/MNMHP0000

Negative Response

1L01HEADER
DCD0JWA00

NO RECORD ORI/MNMHP0000

Positive Response

1L01HEADER
DCD0JWA00

ORI/MNMHP0000 ATR/DPS-SP CENTRAL OFF ST PAUL

TYP/1 CT1/612 582-1516
AN1/DEPARTMENT OF PUBLIC AN2/SAFETY STATE PATROL
 AN3/CENTRAL OFFICE SNU/1500
SNA/W COUNTY RD B-2 RM 181 CTY/ROSEVILLE STA/MN
ZIP/55113
FOC/MNMP
EML/MNMHP@MN (DOT) US
NLC/0001 TUC/1 OMC/10 CDC/10 DTE/19790510 0000 EDT DLU/20080510 1600 EDT

5.4 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER

5.5 REQUIREMENTS FOR QO/ZO INQUIRY

The following fields are required to obtain an ORI translation or an ORI record: HDR, MKE
(QO or ZO), ORI, and ORI being inquired upon preceded by the MFC.
 NCIC Operating Manual
OTHER TRANSACTIONS

FILE TRANSFER DECISION (FT)

1.1 GENERAL INFORMATION

1.2 EXAMPLES OF FILE TRANSFER DECISIONS
1.3 FILE TRANSFER DECISION FORMAT
1.4 REQUIREMENTS
1.5 ADDITIONAL GUIDELINES

ONE CRIME INQUIRY TRANSACTION (QI)

2.1 GENERAL INFORMATION

2.2 EXAMPLE OF A ONE CRIME INQUIRY TRANSACTION
2.3 MESSAGE FIELD CODES FOR ONE CRIME INQUIRY
2.4 REQUIREMENTS
2.5 ADDITIONAL GUIDELINES

DATE AND TIME OF ENTRY INQUIRY (ZE)

3.1 GENERAL INFORMATION

3.2 EXAMPLE OF A DATE AND TIME INQUIRY
3.3 MESSAGE FIELD CODES FOR DATE AND TIME OF ENTRY INQUIRY
3.4 REQUIREMENT

BENEFITS AND EFFECTIVENESS DATA ENTRY TRANSACTIONS (LRBD/CRBD)

4.1 GENERAL INFORMATION

4.2 EXAMPLES OF BENEFITS DATA ENTRY TRANSACTIONS AFTER LOCATE
(LRBD) OR CLEAR (CRBD)
4.3 MESSAGE FIELD CODES FOR BENEFITS DATA ENTRY
4.4 REQUIREMENT FOR ENTRY

BENEFITS AND EFFECTIVENESS ANALYSIS REQUEST TRANSACTION (RBED)

5.1 GENERAL INFORMATION

5.2 EXAMPLE OF A BENEFITS AND EFFECTIVENESS DATA REQUEST
5.3 EXAMPLE OF A BENEFITS AND EFFECTIVENESS REPORT
5.4 MESSAGE FIELD CODES FOR BENEFITS ANALYSIS REQUEST
5.5 REQUIREMENTS
NCIC USAGE STATISTICS REQUEST (RSDU)

6.1 GENERAL INFORMATION

6.2 EXAMPLE OF A USAGE ANALYSIS REQUEST
6.3 EXAMPLE OF A USAGE ANALYSIS RESPONSE
6.4 MESSAGE CODES FOR USAGE ANALYSIS REQUEST
6.5 REQUIREMENTS
6.6 ADDITIONAL GUIDELINES

ERROR TREND ANALYSIS REQUEST (RPDQ)

7.1 GENERAL INFORMATION

7.2 EXAMPLE OF AN ERROR TREND ANALYSIS REQUEST
7.3 EXAMPLE OF AN ERROR TREND ANALYSIS RESPONSE
7.4 MESSAGE CODES FOR ERROR TREND ANALYSIS REQUEST
7.5 REQUIREMENTS
7.6 ADDITIONAL GUIDELINES

GLOBAL INQUIRY (SPRQ)

8.1 BACKGROUND
8.2 SPRQ MESSAGE FIELDS, EDITS, AND DESCRIPTIONS
8.3 GENERAL GUIDELINES
8.4 WILDCARD CHARACTER (+) UTILIZATION
8.5 RANGE INDICATION AND BRANCH CONDITIONS (-, H, L)
8.6 ORI EXCLUSION (.*E)
8.7 SORTING
8.8 SEARCH CRITERIA (RSCH) MESSAGE FIELD CODE EDITS
8.9 MESSAGE FIELD CODES FOR GLOBAL INQUIRY
8.10 EXAMPLE OF A PERSON FILE SPRQ REQUEST
8.11 GENERAL GUIDELINES
8.12 EXAMPLE OF A PROPERTY FILE SPRQ REQUEST
8.13 ORIGINATING AGENCY IDENTIFIER ACTIVE SPRQ REQUEST
8.14 EXAMPLE OF AN ACTIVE SPRQ REPORT
8.15 EXAMPLE OF A PURGE SPRQ REPORT WITH EXCESSIVE RECORDS
RETURNED
8.16 GLOBAL INQUIRY CANCEL (XSRQ) TRANSACTION
8.17 EXAMPLE OF XSRQ TRANSACTION
UNIFORM CRIME REPORTING (UCR)/NATIONAL INCIDENT-BASED REPORTING
SYSTEM (NIBRS) DATA TRANSACTION

9.1 GENERAL INFORMATION

9.2 EXAMPLES OF UCR TRANSACTIONS
9.3 MESSAGE FIELD CODES FOR UCR TRANSACTION
9.4 REQUIREMENTS

INVESTIGATIVE INTERESTS

10.1 GENERAL INFORMATION

10.2 MESSAGE KEY (MKE) CODES
10.3 RECORD RETENTION PERIOD
10.4 VALIDATION
10.5 INVESTIGATIVE INTEREST MESSAGE FIELD CODES AND EDITS
10.6 EXAMPLE OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL RECORD
ENTRY
10.7 MESSAGE FIELD CODES FOR ENTRY
10.8 MANDATORY FIELDS FOR INVESTIGATIVE INTEREST SUPPLEMENTAL
RECORD ENTRY
10.9 IDENTIFICATION OF A RECORD FOR INVESTIGATIVE INTEREST ENTRY
10.10 ADDITIONAL GUIDELINES FOR INVESTIGATIVE INTEREST
SUPPLEMENTAL RECORD ENTRY
10.11 MODIFICATION
10.12 CANCELLATION OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL
RECORD
10.13 EXAMPLE OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL RECORD
CANCEL
10.14 MESSAGE FIELD CODES FOR CANCELLATION
10.15 MANDATORY FIELDS FOR INVESTIGATIVE INTEREST SUPPLEMENTAL
RECORD CANCELLATION
10.16 IDENTIFICATION OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL
RECORD TO BE CANCELED
10.17 ADDITIONAL GUIDELINES FOR INVESTIGATIVE INTEREST
SUPPLEMENTAL RECORD CANCELLATION
10.18 EXAMPLE OF AN INVESTIGATIVE INTEREST POSITIVE HIT RESPONSE
RESULTING FROM AN INQUIRY
 SECTION 1--FILE TRANSFER DECISION (FT)

1.1 GENERAL INFORMATION

The File Transfer Decision transaction is used when a $.B. File Transfer Ready notification
has been sent by NCIC to notify the user that a file is available and the user is ready to
initiate the file transfer.

1.2 EXAMPLES OF FILE TRANSFER DECISIONS

File Transfer Ready Notification:

$.B.
NCDCI0000
FILE CONTAINS SPRQ RESULTS FOR CTN/D123456789. FOR TRANSACTION:
1N01HEADER.SPRQ.NCDCIOOOO.ACT..DET SMITH.101 MAIN ST ANYCITY NC.9
BATCH FILE SIZE: 15,000 BYTES, READY FOR DOWNLOAD.
PLEASE REQUEST FILE NAME F123456
USE THE FT MKE TO RETRIEVE THE FILE OR FTP WITH THE BINARY OPTION.

This notification applies to a file in response to a Global Inquiry.

For a validation file, the notification is slightly different in that the ORI is not included and
the file name follows a standardized format:

$.B.

FILE CONTAINS $.C REQUEST FOR VALIDATION NOTIFICATIONS

BATCH FILE SIZE: 15,000 BYTES, READY FOR DOWNLOAD.
PLEASE REQUEST FILE NAME NC320901
USE THE FT MKE TO RETRIEVE THE FILE OR FTP WITHOUT THE BINARY OPTION.

File Transfer Message:

1N01000005.FT.MD1012600.UDC/P.FLN/F243534.CPY/2. ATN/SMITH, JOHN

Acknowledgment:

1L01HEADER
MD1012600
FILE TRANSFER REQUEST RECEIVED

In this transaction, the user is requesting two copies of File Number (F243534) to be printed
and mailed (P).
1.3 FILE TRANSFER DECISION FORMAT

FIELD NAME RECORD ENTRY MESSAGE FIELD DATA TYPE

REQUIREMENTS FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
USER DECISION MANDATORY UDC 1-1 ALPHABETIC
CODE
FILE NUMBER MANDATORY FLN 1-8 ALPHABETIC,
NUMERIC
NUMBER OF OPTIONAL CPY 1-1 NUMERIC
COPIES
ATTENTION OPTIONAL ATN 3-30 ALPHABETIC,
FIELD NUMERIC,
SPECIAL
CHARACTERS

1.4 REQUIREMENTS

The following are mandatory for the File Transfer (FT) Decision format: HDR, MKE, ORI,
UDC, and FLN. The UDC and FLN Fields must be preceded by the proper MFCs.

1.5 ADDITIONAL GUIDELINES

1. NUMBER OF COPIES (CPY)

The CPY Field is only used when the UDC Field is P. If the UDC Field is P and the CPY
Field is blank, the default is 1. If the UDC Field is not P and the CPY Field is entered, the
value in the CPY Field is ignored.

2. FILE NUMBER (FLN)

The FLN Field is assigned by the System and provided in the $.B. notification.

3. USER DECISION CODE (UDC)

The UDC Field must contain a valid NCIC -assigned code.

 Code Translation
D Delete
P Print and Mail
S Send electronically

If the UDC code Field is S and the file size exceeds 32,000 bytes, the following error
message will be transmitted:

1L01000005
MD1012600
REJECT - FILE GREATER THAN 32,000 BYTES
RESUBMIT WITH UDC/P OR UDC/T
1N01000005.FT.MD1012600.UDC/S.FLN/F243534.ATN/JONES, PAUL

With this message, the user is urged to resubmit the transaction requesting retrieval of the
file as a printout or on tape.

ATTENTION (ATN) FIELD

The ATN Field must identify the recipient of the file.

SECTION 2--ONE CRIME INQUIRY TRANSACTION (QI)

2.1 GENERAL INFORMATION

This transaction enables users to submit an inquiry for all information related to a crime
based on ORI and date of entry and/or case number. The inquiry can be directed to one, more
than one, or all file types.

2.2 EXAMPLE OF A ONE CRIME INQUIRY TRANSACTION

1N01HEADER.QI.TN0470010.ORI/VA1230022.DTE/19991225

Negative Response:

1L01HEADER
TN0470010
NO RECORD ORI/VA1230022 DTE/19991225

Positive Response:
1L01HEADER
TN0470010

* * * * *

WARNING - THE SUBJECT IDENTIFIED IN THIS RECORD NIC/W000039244 IS

KNOWN TO USE THE FOLLOWING STOLEN OR FALSE (S/F)IDENTIFICATION
DOCUMENTS. USE CAUTION IN VERIFYING THE IDENTITY OF THIS PERSON.
S/F NAM/BLAKE, FRANK
S/F NAM/JENSEN, MARK
S/F NAM/TOMPSON, JERRY
S/F DOB/19340911
S/F DOB/19320821
S/F DOB/1931O719
S/F SOC/555334444
S/F SOC/111556666
S/F SOC/333228888
S/F MNU/AS-555667777
S/F MNU/AS-333222444
S/F MNU/AS-444112222
S/F OLN/ID555667777 DC 1993
S/F OLN/ID333661111 MD 1992
S/F OLN/ID532865555 DC 1993
MKE/WANTED PERSON - CAUTION
CMC/00 - ARMED AND DANGEROUS
EXL/1 – FULL EXTRADITION UNLESS OTHERWISE NOTED IN THE MIS FIELD
ORI/VA1230022 NAM/SMITH, JOHN J SEX/M RAC/W POB/TX DOB/19311012
HGT/510 WGT/175 EYE/BRO HAI/BRO SKN/DRK
SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/34862561 OLS/MD OLY/1984
OFF/HOMICIDE-WILLFUL KILL-POL OFF-GUN
DOW/19991223 OCA/611112131
MIS/ALSO KNOWN TO BE INVOLVED IN DRUG TRAFFIC
LIC/ABC123 LIS/WI LIY/1999 LIT/PC
VIN/2F37Z7P351519 VYR/1977 VMA/PONT VMO/LEM VST/2D VCO/WHI
ORI IS US MARSHALS SERVICE HEADQUARTERS MCLEAN VA 703 555-8147
DOB/19541111
AKA/SMITH, WILLIAM
AKA/THOMPSON, ROBERT
SMT/TAT R ARM
MNU/AS-987654321
SOC/123456789
LIC/ABC654 MD 1999 PC
LIC/345678 MD 1999 PC
VIN/3J57K5D112345 1975 OLDS CUT 2T BLU
VIN/A9C437C103980 1979 AMER GRE 2D TRQ
IMT/M IMN/I435461801
NIC/W000039244 DTE/19991225 0001 EST DLU/20010202 0845 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI
MKE/STOLEN VEHICLE - OCCUPANT(S)ARMED/HOLD FOR LATENTS
ORI/VA1230022 LIC/ABC123 LIS/AZ LIY/1999 LIT/PC
VIN/1FTDF15Y7FPA36160 VYR/1982 VMA/PORS VMO/356 VST/CV VCO/GRN DOT/19991223
OCA/112233445566
MIS/CAR CUSTOM PAINTED WITH YELLOW FLAMES AROUND THE SIDES
IMT/I IMN/I005234987
NIC/V000100823 DTE/19991225 0031 EST DLU/20010205 0846 EST
ORI IS US MARSHALS SERVICE HEADQUARTERS MCLEAN VA 703 555-8147
IMMED CONFIRM RECORD WITH ORI

MKE/STOLEN GUN
ORI/VA1230022 SER/1289341 MAK/REM CAL/308 MOD/1234
TYP/RC DOT/19991223 OCA/3018006750
MIS/GUN WAS IN STOLEN CAR
NIC/G000101214 DTE/19991225 0100 EST DLU/20010205 0847 EST
ORI IS US MARSHALS SERVICE HEADQUARTERS MCLEAN VA 703 555-8147
IMMED CONFIRM RECORD WITH ORI

In the above example, three records were returned each with the same owning ORI
(VA1230022) and DTE (19991225) from three separate file types: person, vehicle, and gun.
2.3 MESSAGE FIELD CODES FOR ONE CRIME INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
ORIGINATING CONDITIONAL OCA ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER 1-20 SPECIAL
CHARACTERS
DATE AND TIME CONDITIONAL DTE 8-8 NUMERIC
OF ENTRY
DATABASE OPTIONAL DBN 1-1 ALPHABETIC
NAME

2.4 REQUIREMENTS

All information related to One Crime Inquiry must contain the following: HDR, MKE, ORI,
and ORI being inquired upon preceded by MFC and followed by OCA and/or DTE which
must be preceded by MFC.

2.5 ADDITIONAL GUIDELINES

1. The Database Name (DBN) is used to specify the file from which data are requested. This
field is repeatable up to eight times. The MFC must precede the DBN code for each file
requested (DBN/G, DBN/W, etc.). DBN codes and their translations are as follows:

Code Translation
A Article File
G Gun File
S Securities File
M Missing Person File
 W Wanted Person, Gang, Known or Suspected
Terrorist, Identity Theft, Protection Order,
Protective Interest, Violent Person,
Immigration Violator, Supervised Release, and
Foreign Fugitive Files and National Sex
Offender Registry
U Unidentified Person File
B Boat and Vehicle/Boat Part Files
P License Plate File
R Canadian Vehicle Index
V Vehicle and Vehicle/Boat Part Files

2. If not specified, the inquiry will search all files. The same file code may not be used more
than once.

3. Images cannot be retrieved through the QI inquiry.

4. The inquiry will return up to 20 hits on-line. If the hit response contains more than 20
responses, the following will be included 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 this chapter of
this manual contains additional information on retrieving the file.

SECTION 3--DATE AND TIME OF ENTRY INQUIRY (ZE)

3.1 GENERAL INFORMATION

1. This transaction is used to inquire upon the date and time of entry of a record and date
and time of last update to a record. The ZE transaction is available to all users. If a
record was entered in NCIC prior to July 11, 1999, then the inquiry result will feature a
date of entry only. If a record was entered on or after July 11, 1999, then the response
returned will include the date and time the record was entered.

2. The exact date of entry can be obtained for all records on file except wanted person
records entered prior to March 29, 1971, and gun records entered prior to April 5, 1971.

3. The date of entry for all wanted person and gun records entered prior to the above dates
will be returned as January 1 and the actual year of entry, e.g., January 1, 1971, or
January 1, 1969, etc.

4. NCIC includes this information as part of a positive response directly following the NIC.
3.2 EXAMPLE OF A DATE AND TIME INQUIRY

1N01HEADER.ZE.MD1012600.NIC/V000039206

Negative Response:

1L01HEADER
MD1012600
NO RECORD NIC/V000039206

Positive Response:

For a record entered on or after July 11, 1999:

1L01HEADER
MD1012600
NIC/V000039206 ENTERED SEPTEMBER 24, 1999 2300 EDT
LAST UPDATED DECEMBER 15, 2008 1310 EST

For a record entered prior to July 11, 1999:

1L01HEADER
MD1012600
NIC/V000039206 ENTERED SEPTEMBER 24, 1993
LAST UPDATED DECEMBER 15, 1995

3.3 MESSAGE FIELD CODES FOR DATE AND TIME OF ENTRY INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC

3.4 REQUIREMENT

Date and Time of Entry Inquiry must contain the following: HDR, MKE, ORI, and NIC
proceeded by NIC MFC.
 SECTION 4--BENEFITS AND EFFECTIVENESS DATA ENTRY TRANSACTIONS
(LRBD/CRBD)

4.1 GENERAL INFORMATION

1. More information concerning general concepts for benefits and effectiveness data can be
found in the Introduction chapter of this manual. Specific details concerning entry of
benefits and effectiveness data can also be found in the locate, clear, and cancel sections
of each NCIC file.

2. Although the entry of benefits and effectiveness data is optional, the user is expected to
enter these data at the time of a locate, clear, or cancel. However, when the user clears or
locates a record without providing any benefits data and the System is in statistics mode,
the System will issue a notification ($.R.) to remind the user that benefits and
effectiveness data have not been provided. The user would then the submit a separate
transaction via the LRBD (enter benefits data after a locate transaction) or CRBD (enter
benefits data after a clear transaction) message with the required data.

The $.R. Transmit Benefits Data notification format is as follows:

$.R.
<ORI>
THE <status> TRANSACTION WITH HEADER
1N01HEADER FOR THE FOLLOWING
RECORD DID NOT CONTAIN BENEFITS DATA
<affected record>
TRANSMIT BENEFITS DATA AS SOON AS POSSIBLE

3. The <ORI> contains the ORI that entered the locate/clear transaction. The <status>
contains LOCATED if the update transaction was a locate message or CLEARED if the
update transaction was a clear message. The <affected record> contains the record that
was updated by the locate or clear transaction.

4. The statistics mode is set periodically by FBI CJIS staff, and the user is notified by an
unsolicited message ($.S.). This message includes the period of time the statistics mode
will cover.

The $.S. Statistics Mode notification format is as follows:

$.S.

STATISTICS MODE NOTICE

ALL REMOVALS OF NCIC RECORDS
MUST CONTAIN REASON FOR RECORD REMOVAL AND
APPROPRIATE BENEFITS DATA FOR PERIOD
<hhmm> EST <yyyymmdd> TO <hhmm> EST
<yyyymmdd>
4.2 EXAMPLES OF BENEFITS DATA ENTRY TRANSACTIONS AFTER LOCATE
(LRBD) OR CLEAR (CRBD)

1. Following a locate person transaction:

1N01HEADER.LRBD.MD1012600.NIC/W000039206.OCA/27590177538.RPS/HIT NCIC
19991225.PAR/1.HIT/4.NPA/3.VOR/10000.VRC/50000

Acknowledgment:

1L01HEADER
MD1012600
BENEFITS DATA APPENDED NIC/W000039206

In the above example, benefits data indicate that the recovery was made following a hit
response received on NCIC on December 25, 1999 (RPS/HIT NCIC 19991225). The
subject of the arrest was armed (PAR/1). The wanted person was held for extradition
(HIT/4). Three people were apprehended in the same incident (NPA/3). The value of
other recovered property was $10,000 (VOR/10000), and the value of recovered
contraband was $50,000 (VRC/50000).

2. Following a clear vehicle transaction:

1N01HEADER.CRBD.MD1012600.NIC/V001131106.OCA/27590177538.RPP/HIT NCIC
19991225.NPA/2.VNP/10000.VRC/50000

Acknowledgment:

1L01HEADER
MD1012600
BENEFITS DATA APPENDED NIC/V001131106

In the above example, benefits data indicate that the recovery was made following a hit
response received on NCIC on December 25, 1999 (RPP/HIT NCIC 19991225). Two
people were apprehended as a result of the recovery (NPA/2). The value of recovered
property was $10,000 (VNP/10000), and the value of recovered contraband was $50,000
(VRC/50000).

4.3 MESSAGE FIELD CODES FOR BENEFITS DATA ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR MANDATORY1 RPS 1-20 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
REASON FOR MANDATORY2 RPP 8-21 ALPHABETIC,
PROPERTY RECORD NUMERIC
REMOVAL
PERSON ARMED OPTIONAL1 PAR 1-1 NUMERIC
WANTED/MISSING OPTIONAL1 HIT 1-2 NUMERIC
PERSON HIT
RESULTS
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND
1
Person transactions only
2
Property transactions only

4.4 REQUIREMENT FOR ENTRY

Benefits and effectiveness data entry transactions must contain the following: HDR, MKE,
ORI, NIC preceded by MFC, and applicable data fields preceded by MFC.
 SECTION 5--BENEFITS AND EFFECTIVENESS ANALYSIS REQUEST
TRANSACTION (RBED)

5.1 GENERAL INFORMATION

This transaction allows CSAs to initiate an on-line request for benefits and effectiveness data
accumulated for specified month within the last year. NCIC acknowledges the request when
it is received. When the benefits and effectiveness report is ready, the CSA is notified via a
$.B. File Transfer Ready notification. The CSA can then request the response file via the FT
transaction or FTP.

5.2 EXAMPLE OF A BENEFITS AND EFFECTIVENESS DATA REQUEST

1N01HEADER.RBED.MD1012600.SBE/MDDPS++++.DBE/200801

Acknowledgment:

1L01HEADER
MD1012600
REQUEST FOR BENEFITS AND EFFECTIVENESS DATA RECEIVED

5.3 EXAMPLE OF A BENEFITS AND EFFECTIVENESS REPORT

1N01HEADER
MD1012600
SBE/MDDPS++++

SUMMARY OF BENEFITS AND EFFECTIVENESS DATA COLLECTION

PERIOD: 20080101-20080131

DATABASE: ARTICLE

ADMIN CLOSING – 1

CASE DROPPED – 10

HIT LOCAL – 20

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 2 2 5 7 7 9
VNP 10 5123 10 5123
VOR 8 7020 8 7020
VRC 10 10550 10 10550

HIT NCIC – 8

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 2 2 2 2
VNP 6 4250 6 4250
VOR
VRC

HIT STATE – 16

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 10 18 10 18
VNP 8 15350 8 15350
VOR 7 8155 7 8155
VRC 5 9250 5 9250

NOT STOLEN – 30

NOT LOST - 2

PREVIOUS RECOVERY – 2

0THER MEANS – 14

DATABASE: WANTED PERSON

ADMIN CLOSING – 8

CASE DROPPED – 4

HIT LOCAL – 154

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 2 2 123 167 125 169

VNP 2 1050 2 1050
VOR 1 210 1 210
VRC 3 524 3 524
PAR(1) 10
PAR(2) 88
PAR(3) 35
HIT(1) 2
HIT(2) 8
HIT(3) 6
HIT(4) 3
HIT(5) 11
HIT(6) 1
HIT(7) 1
HIT(9) 4
 HIT NCIC – 62

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 58 62 58 62
VNP 2 1050 2 1050
VOR 1 75 1 75
VRC 3 515 3 515
PAR(1) 5
PAR(2) 8
PAR(3) 12
HIT(1) 2
HIT(2) 1
HIT(3) 6
HIT(4) 3
HIT(5) 1
HIT(6) 1
HIT(7) 1
HIT(9) 4

HIT STATE – 119

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

NPA 21 25 21 25
VNP 3 1325 3 1325
VOR 1 875 1
875
VRC 5 10500 5 10500
PAR(1) 10
PAR(2) 25
PAR(3) 5
HIT(1) 2
HIT(2) 8
HIT(3) 6
HIT(4) 3
HIT(5) 1
HIT(6) 1
HIT(7) 1
HIT(9)

LOCATED - 17

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

PAR(1) 5 1
PAR(2) 3 8
PAR(3) 4 3
HIT(1) 1 2
HIT(2) 1 1
HIT(3) 3 1
HIT(4) 4 1
HIT(5) 2 1
HIT(6) 1 1
HIT(7) 1 1
HIT(9) 1 4

NOT WANTED – 128

PREVIOUSLY LOCATED – 3

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

PAR(2) 1
HIT(6) 1
HIT(9) 1

WARRANT DISMISSED – 34

0THER MEANS - 225

LOCATE VALUE CLEAR VALUE CANCEL TOTAL VALUE

------ ----------- ------ ----------- ------ ------- -----------

PAR(1) 45 23
PAR(2) 68 64
PAR(3) 10 13
HIT(1) 11 22
HIT(2) 23 18
HIT(3) 34 21
HIT(4) 46 16
HIT(5) 23 31
HIT(6) 17 15
HIT(7) 41 61
HIT(9) 21 42

The Benefits and Effectiveness Data Report is sorted alphabetically primarily by file type
and secondarily by the Reason for Property Record Removal (RPP) Field or the Reason for
Person Record Removal (RPS) Field. The benefits and effectiveness data for the Number of
Persons Apprehended (NPA), Number of Missing Persons Found (NPF), Value of Recovered
Property (VNP), Value of Other Recovered Property, and Value of Recovered Contraband
(VRC) Fields represent the number of occurrences and the accumulated value within that file
and RPP/RPS code. For the Persons Armed (PAR) and Wanted/Missing Person Hit Results
(HIT) Fields, the benefits and effectiveness data are the number of occurrences that each
value is used in the field.
5.4 MESSAGE FIELD CODES FOR BENEFITS ANALYSIS REQUEST

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SUBJECT OF OPTIONAL SBE 9-9 ALPHABETIC,
BENEFITS AND NUMERIC,
EFFECTIVENESS SPECIAL
PROFILE CHARACTERS
DATE OF BENEFITS OPTIONAL DBE 6-6 NUMERIC
AND
EFFECTIVENESS
PROFILE

5.5 REQUIREMENTS

1. The Benefits and Effectiveness Analysis Request (RBED) transaction must contain the
following: HDR, MKE, and ORI without MFC. One ORI per CSA is authorized to
perform RBED transactions. CSAs can only retrieve benefits and effectiveness data
stored under their respective user codes.

2. The SBE Field enables the CSA to limit the RBED to a specific ORI or similarly
structured ORIs using wildcard (+) characters. For example, to obtain all benefits and
effectiveness data entered by the Department of Public Safety for the CSA’s user code
use ++DPS++++. If not used, the NCIC System provides all benefits and effectiveness
data for the CSA.

3. The DBE Field enables the CSA to request any of the 12 previous month’s Benefits and
Effectiveness Data Reports. The format is YYYYMM. If not used, the NCIC System
will provide the previous month’s Benefits and Effectiveness Data Report.

SECTION 6--NCIC USAGE STATISTICS REQUEST (RSDU)

6.1 GENERAL INFORMATION

The RSDU transaction allows CSA to request usage statistics compiled for the previous
month's transactions. These requests are limited to CSA and are restricted to transactions for
 those agencies using NCIC through respective state/federal systems. The request can be
designated for a specific user and/or transaction type.

The NCIC System acknowledges the request when it is received. When the usage analysis
response is ready, the CSA is notified via a $.B. File Transfer Ready notification. The CSA
can then request the response file via the FT transaction.

6.2 EXAMPLE OF A USAGE ANALYSIS REQUEST

1N01HEADER.RSDU.NJNSP0000.NJ+++++++.QV

The request is for all vehicle inquiries by the state of New Jersey.

Acknowledgment:

1L01HEADERNJNSP0000
USAGE ANALYSIS REQUEST RECEIVED

6.3 EXAMPLE OF A USAGE ANALYSIS RESPONSE

1L01HEADER
NJNSP0000
MKE/STATISTICAL DATA ON USAGE 199909
ORI/NJ
SUBJECT IS NEW JERSEY

AVERAGES BY MESSAGE KEY

MESSAGE DAILY MONTHLY
SUN MON TUE WED THU FRI SAT
KEY AVG TOTAL
QV 50 61 103 55 79 155 176 97 679

6.4 MESSAGE CODES FOR USAGE ANALYSIS REQUEST

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SUBJECT OF OPTIONAL SDR 9-9 ALPHABETIC,
STATISTICAL NUMERIC,
DATA REQUEST SPECIAL
CHARACTERS
MESSAGE TYPE MANDATORY MTY 2-4 ALPHABETIC,
SPECIAL
CHARACTERS

6.5 REQUIREMENTS

The usage analysis request transaction must contain the following: HDR, MKE, ORI, and
MTY without MFC.

6.6 ADDITIONAL GUIDELINES

1. MESSAGE TYPE (MTY)

1. The MTY Field indicates the message key for which the statistical data are requested.
It must be a valid NCIC -assigned message key or ALL if statistics for all transactions
are requested.

2. In response to an RSDU inquiry, the message type requested is broken down by

MKEs or by groups of MKEs related by type. For example, EA and EAA would be
grouped, as would ELG, ERG, and EG, but EV and EW would be shown on two
different lines.

3. MKEs are reported in the following order: entry, query, cancel, clear, locate, modify,
and miscellaneous transactions.

They are sorted in the following order: Vehicle, Vehicle/Boat Part, Article, License
Plate, Gun, Wanted Person, Missing Person, Securities, Boat, Unidentified Person,
ORI, Dental, Gang Reference, Gang, Known or Suspected Terrorist, Canadian
Vehicle Index, Protection Order, National Sex Offender Registry, other person, QI,
image, SPRQ, deferred request, miscellaneous, rejects, and NLETS.

4. Deferred requests include RSDU, RPDQ, RBED, etc. Miscellaneous includes ZE,
LRBD, CRBD, etc.

2. SUBJECT OF STATISTICAL DATA REQUEST (SDR)

The SDR Field indicates the agency or agencies for which statistical data are requested.
The wildcard (+) in a position indicates that anything in that position is acceptable.
However, the wildcard cannot be used for all 9 positions of the SDR. (Additional
information on the wildcard can be found in Section 8 of this chapter.) The following are
examples of valid SDRs:

NJ1230001
NJ+++++++
NJ++++++H
NJ123++++
 In the Usage Analysis Response, the SDR is translated as SUBJECT IS followed by the
SDR input or the ORI translation.

For example:

SUBJECT IS ORLANDO POLICE DEPARTMENT

or

SUBJECT IS NJ+++++++.

SECTION 7--ERROR TREND ANALYSIS REQUEST (RPDQ)

7.1 GENERAL INFORMATION

The RPDQ transaction allows CSA to request an Error Trend Analysis, data entry rejects and
serious errors, compiled from the previous month's transactions. These requests are limited to
CSA and are restricted to transactions for those agencies using NCIC through respective
state/federal systems. The request can be designated for a specific user and/or transaction
type.

The NCIC System acknowledges the request when it is received. When the Error Trend
Analysis is ready, the CSA is notified via a $.B. File Transfer Ready notification. The CSA
can then request the response file via the FT transaction.

7.2 EXAMPLE OF AN ERROR TREND ANALYSIS REQUEST

1N01HEADER.RPDQ.NCDCI0002..ALL

Acknowledgment:

1L01HEADER
NCDCI0002
ERROR TREND ANALYSIS RECEIVED

7.3 EXAMPLE OF AN ERROR TREND ANALYSIS RESPONSE

1L01HEADER
NCDCI0002

MKE/DATA QUALITY PROFILE 199909

SUBJECT IS GUILFORD CO SO GREENSBORO, NC

MKE/WANTED PERSON

NMR/2600 NMJ/13 PRJ/5%

RMS/REJECT FIELD ERROR NAM NOO/4
RMS/REJECT FIELD ERROR DOB NOO/3
RMS/REJECT FIELD ERROR HGT NOO/6

MKE/MISSING PERSON
 NMR/300 NMJ/3 PRJ/1%
RMS/REJECT FIELD ERROR NAM NOO/1
RMS/REJECT FIELD ERROR SEX NOO/1
RMS/REJECT FIELD ERROR HGT NOO/1

MKE/UNIDENTIFIED PERSON

NMR/NO MESSAGES RECEIVED

MKE/STOLEN VEHICLE

NMR/500 NMJ/NO MESSAGES REJECTED

SET\THE VEHICLE IDENTIFICATION NUMBER -VIN- DOES NOT AGREE

SET\WITH MANUFACTURE'S SPECIFICATION AND/OR WITH OTHER
SET\AVAILABLE REFERENCES SUCH AS THE NATIONAL INSURANCE
SET\CRIME BUREAU NRC\1

7.4 MESSAGE CODES FOR ERROR TREND ANALYSIS REQUEST

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SUBJECT OF OPTIONAL SDP 9-9 ALPHABETIC,
DATA QUALITY NUMERIC,
PROFILE SPECIAL
CHARACTERS
TYPE OF MANDATORY TTY 2-4 ALPHABETIC,
TRANSACTION NUMERIC,
SPECIAL
CHARACTERS

7.5 REQUIREMENTS

The Error Trend Analysis Request must contain the following: HDR, MKE, ORI, and TTY
without MFC.
7.6 ADDITIONAL GUIDELINES

1. SUBJECT OF DATA QUALITY PROFILE (SDP)

The SDP Field contains the agency or agencies for which the data quality profile is
requested. The wildcard in a position indicates that anything in that position is
acceptable. However, the wildcard cannot be used for all 9 positions of the SDP. The
following are examples of valid SDPs:

NJ1230001
NJ+++++++
NJ++++++H
NJ123++++

If SDP is not specified, the CSA will receive the analysis for traffic for the line.

2. TYPE OF TRANSACTION (TTY)

The TTY is a mandatory field specifying the message key for which data are requested. It
must be a valid NCIC MKE or ALL when a profile of all transactions is requested or INV
when a profile of all transactions with an invalid header or invalid message key is
requested.

3. ERROR TREND ANALYSIS REPORT FIELDS

1. MKE/Wanted Person

MKE Message key translation

2. NMR/2600 NMJ/13 PRJ/5%

NMR Number of messages received. Contains a count of the messages received for
the message type being reported or NO MESSAGES RECEIVED.

NMJ Number of messages rejected. Contains a count of the messages rejected for the
message type being reported or NO MESSAGES REJECTED.

PRJ Percentage of messages rejected.

3. RMS/REJECT FIELD ERROR NAM NOO/4

RMS Reject Messages

NOO Number of occurrences.

4. SET/REVIEW OF ERRONEOUS SER INDICATES THAT THE NUMBER IS THE

RIGHT LENGTH, BUT CONTAINS INVALID CHARACTERS. NRC/1.
 SET Serious error type.

NRC Number of records canceled.

SECTION 8--GLOBAL INQUIRY (SPRQ)

8.1 BACKGROUND

The Global Inquiry, also known as the off-line search or SPRQ, is a request for records that
cannot be retrieved by way of a standard inquiry transaction. The use of Global Inquiry is
restricted to authorized CSA and other authorized agencies. The CSA can perform searches
of the active or retired (purged) NCIC records. Additionally, log searches can be requested
by contacting FBI CJIS at 304 625-3000.

NCIC responds with an acknowledgment or a reject message. An acknowledge message

includes the Control Number (CTN) for tracking purposes. Once the inquiry has been
processed, the results are written to file, and a $.B. Administrative Message is generated. The
$.B. Administrative Message includes the CTN and the first 65 characters of the SPRQ
transaction. The file may be retrieved via a File Transfer (FT) transaction for up to 120 hours.
Additional information on the FT transaction can be found in Section 2 of this chapter.

8.2 SPRQ MESSAGE FIELDS, EDITS, AND DESCRIPTIONS

The message field codes are listed in the order they are included in an SPRQ transaction.
Each field is separated by a period in the SPRQ transaction. All fields must be accounted for.

Code Field Edits and Descriptions

HDR Header Must begin with 1N01 and be at least 9 characters but
not more than 19 characters.
MKE Message Key Must be SPRQ.
ORI Originating Agency Must be a valid and authorized NCIC -assigned ORI.
Identifier
TYPE Type of Request The type of request must be ACT (active) or PRG
(retired).
NEED Urgency of Request Must be blank the search will be discontinued at a
record limit of 2,000.
RQST Name of Requester May contain a hyphen or comma as allowable special
characters. The contact person requesting the SPRQ.
RADR Requester's Address Free Text. The address of the contact person.
RTNO Requester's Must be three numerics, a space, three numerics, a
Telephone Number hyphen, and four numerics. The contact
person's telephone number.
TITL Report Title Free text. The title as requested for the SPRQ output
report.
UINF User Information Free text. Used to indicate any special instruction or
user comments about the request.
FILE NCIC File Must contain one of the following codes:

A Stolen Articles
B Stolen Boats
C Supervised Release
G Felony, Lost, Stolen, and Recovered Guns
H Protection Orders
J Identity Theft
K Protective Interest
L Violent Person
M Missing Persons
N Immigration Violator
P Stolen License Plates
R Canadian Vehicle Index Records
S Stolen Securities
T Gang Members and Terrorists
U Unidentified Persons
V Stolen Vehicles, Vehicle/Boat Parts
W Wanted Persons
X Sexual Offenders
Z Gang Groups
+ All of the above (ACT only)
0 Originating Agencies (ACT only)
TYPO Type of Output This field must be one of the following codes:

CNT: A record count is desired in the output

LST: A physical list of records is desired.
ONE: Records are listed one per page.
BDAT Beginning Date Mandatory blank.
EDAT Ending Date Mandatory blank.
FSIZ File Size Mandatory blank.
RCNT Random Count Mandatory blank.
RLST List of Random Mandatory blank.
Numbers
IND Image Indicator Mandatory blank.
RSCH Request Search Valid searchable fields.

8.3 GENERAL GUIDELINES

1. To search a field, the MFC followed by a slash and its value should be entered into the
search criteria portion (RSCH) of the SPRQ transaction. An MFC may be used only once.

2. Multiple values for an MFC are allowed. To search more than one value of a certain
MFC, each value should be separated by a percent sign (%). For example:

VMO/616%618%626%RX7
 When multiple values for an MFC are searched, the search selection criteria will be
applied in a logical OR manner. For the above example, the following records would be
returned:

VMO of 616 or 618 or 626 or RX7

3. To indicate that other MFCs will also be searched, a period should be placed after the
field value and then the next MFC followed by a slash and its value(s) should be entered.
For example:

VMA/CHEV.VMO/CIT.VCO/RED

When multiple MFCs are searched, the search selection criteria will be applied in a
logical AND manner. For the above example, the following records would be returned:

VMA of CHEV and VMO of CIT and VCO of RED

4. The maximum number of fields for any SPRQ request is 30. A maximum of 15 values
per MFC is allowed for ACT searches, and 30 values per MFC are permitted for PRG
searches.

5. As with the regular NCIC on-line transactions, the alphabetic O is converted to numeric
0.

6. All fields are left justified. If the search statement does not have the full length of the
field specified, it will only match what has been supplied

For example, a search of MKE/EW will only return records with that MKE; records with
other characters in the MKE will not be returned. If it is desired that all records with any
version of the MKE/EW be returned, the wildcard (described in 8.4 below) should be
used, for example, EW++.

7. A search message key (MKE) must be valid for the specified file. For example, if FILE is
W, MKE/EW++ is valid, but MKE/EV++ is not.

8. An NCIC Number (NIC) must be valid for the specified file. For example, if FILE is V,
NIC/V123456789 is valid, but NIC/W123456789 is not. In addition, the NIC check digit
must also be valid.

9. Only valid MFCs for the search file code are permitted.

10. If the search criteria (RSCH) specifies dental characteristics, NCIC will use a scoring
algorithm to determine if the data qualify for selection.

11. To obtain a listing of all records entered by a particular agency, use "+" in the File Field
and the ORI as the search parameter in the RSCH Field. The list will be sorted by file
type and date of entry.
8.4 WILDCARD CHARACTER (+) UTILIZATION

1. A wildcard (+) is used when the field being searched may contain any character in a
specific position. To search an MFC value with certain positions as wildcards, a plus sign
should be entered in the desired positions. A field cannot contain all wildcards.

For example: MKE/EW++ Returns all records with an MKE of EW, EW-C, EWJ, or
EWJC.

Multiple searches using wildcards on the same MFC are allowed.

For example: SER/+++++++ARW%+++++++BRW

2. Where NAM/, NMF/, or NDB/ are used for the search, each field should be right-filled
with wildcard characters unless only an exact name is being searched.

For example:

NAM/JACKSON, TOM NO HIT for NAM/JACKSON, TOM J

NAM/JACKSON, TOM++++++++++ HIT for NAM/JACKSON, TOM J
NAM/WILSON, JOE WILLY+++++ NO HIT for NAM/WILSON, JOE W
NAM/WILSON, J+++++++++++++ HIT for NAM/WILSON, JIM BOB

8.5 RANGE INDICATION AND BRANCH CONDITIONS (-, H, L)

1. To indicate a certain range of values, an asterisk is entered after the period ending the
field value. Following the asterisk, a hyphen is entered. A range is specified by entering
two values prior to ".*-". If a range is specified, the first value must be less than the
second value.

For example: DOB/1950013119550131.* Returns records with a DOB between

19500131 and 19550131.

2. To indicate a branch condition, an asterisk is entered after the period ending the field
value. Following the asterisk, H or L is entered.

A branch on high (H) means that values numerically higher than the one entered are
eliminated from the search. If DOW/19751207 is the search statement, all records with a
DOW higher than 19751207 will be eliminated, and all records with a DOW of 19751207
and lower will be returned.

For example: DOW/19751207.*H Returns records with DOW/195751207 and lower.

A branch on low (L) means that values numerically lower than the one entered are
eliminated from the search. If DOW/19751207 is the search statement, all records with
DOW lower than 19751207 will be eliminated from the search, and all on-line records
with a DOW higher than 19751207 will be returned.
 For example: DOW/19751207.*L Returns records with DOW/19751207 and higher.

3. If the MFC used represents a range of values (e.g., HGT for unidentified person) and the
range branch on high or branch on low is used, any value overlapping the two ranges will
be returned.

4. If a branch on high or low is used, only one search statement per MFC is allowed.

8.6 ORI EXCLUSION (.*E)

1. To exclude an MFC from a search, E must be entered after the asterisk.. The exclusion
(.*E) option is only valid with the ORI MFC. All ORIs following the slash will be
excluded from the search. This option is not allowed when an ORI file search is
requested.

For example: ORI/PA+++++++%NY+++++++.*E Returns records with ORIs that do not

begin with PA or NY.

8.7 SORTING

1. To sort records, SRT/ is entered in the RSCH Field.

2. After SRT/ a maximum of three MFCs may follow, along with the desired length for the
sort criteria of each MFC.

3. The length of the sort criteria may be less than the maximum length of the specified MFC
except where noted. The length of the sort criteria cannot be greater than the maximum
length of the specified MFC.

For example: SRT/ORI, 2 Sorts by the first two characters of the ORI.

4. If there is more than one MFC in the sort criteria, NCIC will sequence the results in
ascending order based on the leftmost MFC specified, followed by the next MFC, and the
final MFC as supplied.

For example:

SRT/ORI,9,DTE,8 Sorts by agency and date of entry within agency.

SRT/VMA,4,VYR,4,VIN,20 Sorts vehicles by vehicle make (primary), vehicle year

(secondary), and then by VIN.

5. Sort criteria will be rejected if there is not a valid MFC for the FILE or TYPE, or if the
length is invalid or missing.

For example:
 SRT/ORI,12 Length greater than maximum for MFC should not be used.

SRT/ORI,VMO,3 Length of sort is required.

SRT/ORI,,VMO,3 MFC and length must be specified.

8.8 SEARCH CRITERIA (RSCH) MESSAGE FIELD CODE EDITS

Code Field Field Format Valid File Edits

Length A=Alphabetic Code
N=Numeric
S=Special
Characters
AOV Age of Victim 1-2 NS X Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
ARI Arresting 9-9 ANS C Only valid special
Agency character is the plus
Identifier sign. Plus signs in all
positions and
embedded spaces are
prohibited.
BCO Boat Color 3-7 AS B,R Only valid special
characters are the slash
and plus sign. Plus
signs in all positions
and embedded spaces
are prohibited.
BHN Boat Hull 1 - 20 ANS B,R Only valid special
Serial Number character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
BLE Overall Boat 2-2 N B,R NN is accepted format
Length* for expressing a length
without a range or
branch condition.
BLT Blood Type 4-5 A M,U Must be valid code
from, the NCIC Code
Manual .
BMA Boat Make 3 - 24 ANS B,R Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
BMO Model Name 1 - 20 ANS B Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
BNM Boat Name 1 - 20 ANS B,R Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
BPS Body Parts 15 - 15 AS U Only valid special
Status character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
BRA Brand Name - 2-4 ANS R,V Only valid special
Vehicle/ Boat characters are the
Parts hyphen and plus sign.
Plus signs in all
positions prohibited.
BRA Brand Name - 2-6 ANS A Only valid special
Article characters are the
hyphen and plus sign.
Plus signs in all
positions prohibited.
BRD Brady Record 1-1 A H Must be Y, or U.
Indicator
BTY Type - Boat 3-3 AS B,R Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
BXR Body X-rays 1-1 A U Must be valid code
from the NCIC Code
Manual.
BYR Boat Model 4-4 NS B,R Only valid special
Year character is the plus
sign. Plus signs in all
positions are
prohibited.
CAL Caliber 1-4 NS G Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
CAT Category 2-2 AS V,R Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
CDA Manner and 1-1 A U Must be valid code
Cause of Death from the NCIC Code
Manual .
CDE Canadian Date 8-8 N R Must be a valid
of Entry* Gregorian date,
YYYYMMDD.
CGD Coast Guard 1-8 NS B Only valid special
Document character is the plus
Number sign. Plus signs in all
positions and
embedded spaces are
prohibited.
CMC Caution and 2-2 N C, H, M, N, T, Must be valid code
Medical W, X, 9 from the NCIC Code
Conditions Manual.
CON Date of 8-8 N X Must be a valid
Conviction* Gregorian date,
YYYYMMDD.
COU County 1 - 20 A X
CRC Circumcision 1-1 A M,U Must be valid code
from Part 4, the NCIC
Code Manual. .
CRI Court of 9-9 ANS C Only valid special
Issuing character is the plus
Warrant sign. Plus Signs in all
positions and
embedded spaces are
prohibited.
CRR Conviction 1-4 NS X Only valid special
Resulting in character is the plus
Registration sign. Plus signs in all
positions are
prohibited.
CTI Court ORI 9-9 ANS H Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
DBF Date Body 8-8 N U Must be a valid
Found Gregorian date,
YYYYMMDD.
DCC Dental 1-1 A M,U,W Must contain A or a
Characteristics space. DCC/A searches
records containing
dental information.
DCC/space searches
records without dental
information.
DCH Dental 10 - 12 ANS M,U,W Format is 2 numeric
Characteristics characters (tooth
number), followed by
up to 7 characteristic
codes. Positions 3-10
are AS and the only
valid special character
allowed in 3-10 is the
"/" or plus sign. DCH
must be filled when
DCC equals A. DCH
must be absent when
DCC equals space.
Spaces and pluses are
ignored in the actual
search.
DCL Date of Clear* 8-8 N A,B,G,H,M,N,P Must be a valid
,S,U,V,W,X Gregorian date,
YYYYMMDD.
DEN Denomination 1-9 ANS S Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
DTT Date of Threat 8-8 N K Must be a valid
Gregorian date,
YYYYMMDD.
DII Date 8-8 N A,B,C,G,H, Must be a valid
Investigative M,N,P,S,T,U,V, Gregorian date,
Interest* W,X (YYYYMMDD).
DIS Date 8-8 N W Must be a valid
Incarceration Gregorian date,
Starts* (YYYYMMDD).
DLC Date of Last 8-8 NS M Must be a valid
Contact* Gregorian date,
YYYYMMDD.
DLU Date Last 8-8 N A,B,C,G,H,M, Must be a valid
Update* N,P,R,S,T,U,V, Gregorian date,
W,X,Z,9 (YYYYMMDD).
DNA DNA 1-1 A X Must be Y or N.
Available
DNO Detainer Case 1 - 20 ANS W Only valid special
Number characters are the
hyphen and plus sign.
Plus signs in all
positions are
prohibited.
DOA Date of Arrest* 8-8 N C Must be a valid
Gregorian date,
YYYYMMDD.
DOB Date of Birth* 8-8 N C,H,M,N,T,W, Must be a valid
X,9 Gregorian date,
YYYYMMDD.
DOC Date of 8-8 N A, B, C, G, H, Must be a valid
Cancel* M, N, P, R, S, Gregorian date,
T, U, V, W, X, YYYYMMDD.
Z
DOD Date of 8-8 N W Must be a valid
Detainer* Gregorian date,
YYYYMMDD.
DOE Date of 8-8 N M, W Must be a valid
Emancipation* Gregorian date,
YYYYMMDD.
DOL Date of Loss* 8-8 N G Must be a valid
Gregorian date,
YYYYMMDD.
DOP Date of 8-8 N T Must be a valid
Purge** Gregorian date,
YYYYMMDD.
DOR Date of 8-8 N A, B, G, P, S, Must be a valid
Recovery* V, W Gregorian date,
YYYYMMDD.
DOT Date of Theft* 8-8 N A,B,G,P,R,S,V Must be a valid
Gregorian date,
YYYYMMDD.
DOV Date of 8-8 N W Must be a valid
Violation* Gregorian date,
YYYYMMDD.
DOW Date of 8-8 N W Must be a valid
Warrant* Gregorian date,
YYYYMMDD.
DPR Date Probation 8-8 N C Must be a valid
or Release Gregorian date,
Revoked* YYYYMMDD.
DRS Identifying 1 - 25 ANS Z Only valid special
Dress characters are the plus
sign, dash, slash, and
commas. Plus signs in
all positions are
prohibited.
DSE Date of 8-8 N W Must be a valid
Sentence Gregorian date,
Expiration* YYYYMMDD.
DSP Disposition 4-4 A M Must be valid code
from the NCIC Code
Manual .
DSS Date of Start of 8-8 N C Must be a valid
Supervision* Gregorian date,
YYYYMMDD.
DTE Date of Entry* 8-8 N A,B,C,G,H,M, Must be a valid
N, Gregorian date,
YYYYMMDD.
P,S,R,T,U,V,W,
X,Z,,9
ECR Criteria for 1-2 AS T Must contain A or any
Entry two- character
combination of A-F or
plus sign.
EDD Estimated Date 8-8 N U Must be a valid
of Death* Gregorian date,
YYYYMMDD.
EDS Date of 8-8 N C Must be a valid
Release of Gregorian date,
Supervision* YYYYMMDD.
EPD Engine Power 2-5 2-5 V Only valid special
or characters are the
Displacement hyphen and plus sign.
Plus signs in all
positions and
embedded spaces are
prohibited.
ERD Ending 6-6 A X Must contain NONEXP
Registration or a valid Gregorian
Date* 8-8 N date, YYYYMMDD.
EXL Extradition 1-2 A W Must be valid code
Limitation N from the NCIC Code
Manual .
EXP Expiration 6-6 A H Must contain NONEXP
Date* or a valid Gregorian
8-8 N date, YYYYMMDD.
EXT Extradition 4-4 A W Must be EXTR,
NOEX, or DETN.
EYB Estimated Year 4-4 N U Must be YYYY format
of Birth* for the four-character
format.
EYE Eye Color 3-3 A C,H,M,N, Must be valid code
T,U,W,X,9 from the NCIC Code
Manual. .
FBI FBI 1-9 AN C, H, M, N, T,
Number/UCN W, X, 9
FPA Footprint 1-1 A M, U Must be Y or N.
Available
FPC Fingerprint 3-3 A C,H,M,N, Only valid special
Classification character is the plus
20-20 ANS T,U,W,X,,9 sign. Plus signs in all
positions and
embedded spaces are
prohibited. A three-
character value must
contain NFP.
GNG Group Name 1 - 22 ANS T,Z Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
GTI Identifying 1 - 25 ANS Z Only valid special
Graffiti characters are the plus
sign, dash, slash and
commas. Plus signs in
all positions are
prohibited.
HAI Hair Color 3-3 A C,H,M,N, Must be valid code
T,U,W,X,9 from the NCIC Code
Manual.
HGT Height* 3-3 N C,,H,M,
N,T,U,W,X,9

HND Identifying 1 - 25 ANS Z Only valid special

Hand Signals characters are the plus
sign, dash, slash, and
comma. Plus signs in
all positions are
prohibited.
HMC Hazardous 1 - 25 ANS A Plus signs in all
Material positions are
Container prohibited.
HPT Home Port 1 - 20 ANS B Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
HSP Hull Shape 2-2 AS B Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
HUL Outer Hull 2-2 AS B,R Only valid special
Material character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
ICA Investigative 1 - 20 ANS A, B, C, G, H, Only valid special
Interest Case M, N, P, S, T, characters are the
Number U, V, W, X hyphen and plus sign.
Plus signs in all
positions are
prohibited.
IIA Investigative 9-9 ANS A, B, C, G, H,Only valid special
Interest M, N, P, S, T,character is the plus
Agency U, V, W, X sign. Plus signs in all
Identifier positions and
embedded spaces are
prohibited.
INC Place of 1 - 50 ANS C Plus signs in all
Incarceration positions are
prohibited.
ISD Date of Issue* 8-8 N H Must be a valid
Gregorian date,
YYYYMMDD.
ISS Issuer 1 - 15 ANS S Only valid special
characters are the
hyphen and plus sign.
Plus signs in all
positions prohibited.
JWL Jewelry 1 - 100 ANS M, U Plus signs in all
Description positions are
prohibited.
JWT Jewelry Type 2-2 AS M,U Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
LIC License Plate 1 - 10 ANS C,H,M,N,P,R,T, Only valid special
Number V,W,X,,9 character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X,, or 9.
LIS License Plate 2-2 AS C,H,M,N,P,R,T, Only valid special
State V,W,X,,9 character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X, , or 9.
LIT License Plate 2-2 AS C,H,M,N,P,R,T, Only valid special
Type character is the plus
V,W,X,,9 sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X, , or 9.
LIY License Plate 2-2 A C,H,M,N,P,R,T, Range (.*-) and branch
Year of V,W,X,8,9 (.*H and .*L) suffix
Expiration* 4-4 N and plus signs are
accepted if <FILE>
equals P, R, or V. Only
NX is accepted as the
two-character format.
LKA Linkage Case 1 - 20 ANS A, B, C, G, H, Only valid special
Number M, N, P, S, T, characters are the
U, V, W, X, 9 hyphen and plus sign.
Plus signs in all
positions are
prohibited.
LKI Linkage 9-9 ANS A, B, C, G, H, Only valid special
Agency M, N, P, S, T, character is the plus
Identifier U, V, W, X, 9 sign. Plus signs in all
positions and
embedded spaces are
prohibited.
LOC Release 1 - 50 ANS C Plus signs in all
Location positions are
prohibited.
LOT Lot Number 1 - 20 ANS A Plus signs in all
positions are
prohibited.
MAK Gun Make 2 - 23 AS G Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
MIF Missing Person 1-1 A M Must be Y or N.
Interest
MIS Miscellaneous 1 - 40 ANS C, H, M, N, R, Only valid special
S, T, V, W, X, character is the plus
Z,9 sign. Plus signs in all
positions are
prohibited.
MKE Message Key 2-4 ANS A, B, C, G, H, Must be valid NCIC
M, N, P, R, S, MKE. Only special
T, U, V, W, X, characters for valid
Z,9 NCIC MKE queries are
the hyphen and plus
sign.
MNP Missing Person 2-2 A M Must be valid code
from the NCIC Code
Manual.
MNU Miscellaneous 4 - 15 ANS C,H,M,N,T,W, Only valid special
Number X,9 characters are the
hyphen and plus sign.
Plus sign in all
positions and
embedded spaces are
prohibited.
MOD Model - Gun 1-20 ANS G Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
MOD Model - Article 1-9 ANS A Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
MPA Dental Models/ 1-1 A M,U Must be Y or N.
Photographs
MPC Missing Person 1-1 A M Must be valid code
Circumstances from the NCIC Code
Manual .
NAM Name 3 - 30 ANS C, H, M, N, T, Only valid special
W, X,9 characters are one
mandatory comma,
which must appear
after position one; no
more than one space
after comma; hyphen;
and plus sign (e.g., X,X
is minimum valid
name). NAM
prohibited when NMF
or NDB is used.
NDB Name and Date 12 - 39 ANS C, H, M, N, T, Format is up to 30
of Birth W, X, 9 alphabetic characters
(for Name), followed
by @, then 8 numeric
characters (for Date of
Birth). For Name
portion: Only valid
special characters are
one mandatory comma,
which must appear
after position one; no
more than one space
after comma; hyphen;
and plus sign, which
may not precede
comma. For the Date of
Birth: Plus signs
prohibited. NDB
prohibited if <TYPE>
does not equal PRG.
NAM, NMF, and DOB
are prohibited when
NDB is used.
NIA Notify 1-1 A A, B, C, G, H, Must be Y or N.
Investigative M, N, P, S, T,
Agency U, V, W, X
NIC NCIC Number 10 - 10 AN A, B, C, G, H, Must be a valid NCIC
M, N, P, R, S, System assigned
T, U, V, W, X, number.
Z,9
NMF First Name 3 - 30 ANS C, H, M, N, T, Only valid special
W, X,9 character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited. NMF is
prohibited when NAM
or NDB is used.
NOA Notify 1-1 A A, B, G, H, M, Must be Y or N.
Originating N, P, S, T, U,
Agency V, W
OAN Owner- 1 - 20 ANS A, B, V Only valid special
Applied character is the plus
Number sign. Plus signs in all
positions and
embedded spaces are
prohibited.
OCA Originating 1 - 20 ANS A, B, C, G, H, Only valid special
Agency Case M, N, P, R, S, characters are the
Number T, U, V, W, X,9 hyphen and plus sign.
Plus signs in all
positions are
prohibited.
OFF Offense Code 4 - 24 ANS N,W,9 Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
OLN Operator's 1 - 20 AN C, H, M, N, T,
License W, X,9
OLS Operator's 2-2 A C, H, M, N, T, Embedded spaces are
License State W, X,9 prohibited.
OLY Operator's 2-2 A C, H, M, N, T, Only NX will be
License Year W, X,9 accepted as the two-
of Expiration 4-4 N character format.
OOC Original 4-4 NS C, W, N, 9 Only valid special
Offense Code character is the plus
sign. Plus signs in all
positions are
prohibited.
ORD Offender 8-8 N X Must be a valid
Registration Gregorian date,
Date* YYYYMMDD.
ORI Originating 9-9 ANS A, B, C, G, H, Only valid special
Agency M, N, P, R, S, character is the plus
Identifier T, U, V, W, X, sign. Plus signs in all
Z,9 positions and
embedded spaces are
prohibited. .E* is
permitted as a suffix to
the ORI Field.
PCO Protection 2-2 N H Must be valid code
Order from the NCIC Code
Conditions Manual.
PDT Purge Date* 8-8 N A, B, C, G, H, Must be a valid
M, N, P, S, T, Gregorian date,
U, V, W, X, Z, YYYYMMDD.
9
PLC Place of Crime 2-2 A X Embedded spaces are
prohibited.
PLI Partial Lot 1-1 A A Must be P or C.
Indicator
PNO Protection 3 - 15 ANS H Only valid special
Order Number characters are the
hyphen and plus sign.
Plus signs in all
positions are
prohibited.
POB Place of Birth 2-2 AS C,H,M,N,T,W, Only valid special
X,9 characters are the
hyphen and plus sign.
Plus signs in all
positions and
embedded spaces are
prohibited.
POC Point of 1 - 50 ANS Z Only valid special
Contact characters are the plus
sign, dash, slash, and
comma. Plus signs in
all positions are
prohibited.
PPB Protected 8-8 N H Must be a valid
Person Date of Gregorian date,
Birth* YYYYMMDD.
PPN Protected 3 - 30 ANS H Only valid special
Person Name characters are one
mandatory comma,
which must appear
after position one; no
more than one space
after the comma; the
hyphen; and the plus
sign (e.g., X,X is the
minimum valid name).
PPR Protected 1-1 A H Must be valid code
Person Race from the NCIC Code
Manual.
PRO Propulsion 2-2 AS B, R Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
PSN Protected 9-9 NS H Only valid special
Person Social character is the plus
Security sign. Use of plus sign
Number in more than two
positions is prohibited.
PSX Protected 1-1 A H Must be valid code
Person Sex from the NCIC Code
Manual.
RAC Race 1-1 A C, H, M, N, T, Must be valid code
U, W, X,9 from the NCIC Code
Manual.
RCA Recovering 1 - 20 ANS A, B, C, G, H, Only valid special
Agency Case M, N, P, S, T, characters are the
Number U, V, W, X, 9 hyphen and plus sign.
Plus signs in all
positions are
prohibited.
REG Registration 1-8 ANS B, R Only valid special
Number character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
RES Registration 2-2 AS B, R Only valid special
State character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
REY Registration 2-2 A B, R NX is the only value
Year of accepted for the two-
Expiration* 4-4 N character format.
RMI Ransom 1-1 A S Must be valid code
Money from the NCIC Code
Indicator Manual.
RRI Recovering 9-9 ANS A, B, C, G, H, Only valid special
Agency M, N, P, S, T, character is the plus
Identifier U, V, W, X, 9 sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SCI Sentencing 9-9 ANS C Only valid special
Court character is the plus
Identifier sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SDT Date or Series 4-9 ANS S Only valid special
Year character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SER Serial Number 1 - 20 ANS A Only valid special
- Article character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SER Serial Number 1 - 20 ANS G Only valid special
- Gun character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SER Serial Number 1 - 18 ANS S Only valid special
- Securities character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SER Serial Number 1 - 20 ANS R,V Only valid special
- Vehicle/Boat character is the plus
Part sign. Plus signs in all
positions and
embedded spaces are
prohibited.
SEX Sex 1-1 A C, H, M, N, T, Must be valid code
U, W, X,9 from the NCIC Code
Manual.
SGP Subgroup 1 - 35 ANS T, Z Only valid special
Name character is the plus
sign. Plus signs in all
positions are
prohibited.
SKN Skin Tone 3-3 A C, H, M, N, T, Must be valid code
W, X, 9 from the NCIC Code
Manual.
SMT Scars, Marks, 3 - 10 AS C, H, M, N, T, Only valid special
Tattoos, and U, W, X, 9 character is the plus
Other sign. Plus signs in all
Characteristics positions are
prohibited.
SNA Street Name 1 - 25 ANS X Plus signs in all
positions are
prohibited.
SNU Street Number 1-7 ANS X Plus signs in all
positions are
prohibited.
SOC Social Security 9-9 NS C, H, M, N, S, Only valid special
Number T, W, X, 9 character is the plus
sign. Use of plus sign
in more than two
positions is prohibited.
SON Name of 3 - 30 ANS C Only valid special
Supervising characters are one
Officer mandatory comma,
which must appear
after position one; no
more than one space
after comma; hyphen;
and plus sign.
SOS Sex Offender 1-1 A X Must be Y or N.
Status
SOV Sex of Victim 1-1 A X Must be M or F.
SRT Sort 5-80 ANS A, B, C, G, H, Only valid special
Parameters M, N, P, R, S, characters are commas.
T, U, V, W, X, Only DBF and/or ORI
Z,9 is accepted as SRT
MFCs when <FILE>
equals U.
STA State Name 2-2 A X Only valid special
character is the plus
sign. Plus signs in all
positions are
prohibited.
SXP Sexual 1-1 A X Must be Y or N.
Predator
Indicator
TNO Telephone 12 -12 ANS X If no plus sign is used,
Number the format is 3
numerics, followed by
a space, 3 numerics, a
hyphen, then 4
numerics. The only
valid special character
is the plus sign. Use of
plus sign in all
positions is prohibited.
TTO Identifying 3 - 35 ANS Z Only valid special
Tattoos characters are the plus
sign, dash, slash, and
comma. Use of plus
sign in all positions is
prohibited. Characters
11-35 are free text.
TYP Type - Article 4-7 AS A Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
TYP Type - Gun 1-2 AS G Only valid special
character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
TYP Type - ORI 1-1 AN 0
TYP Type - 2-2 AS S Only valid special
Securities character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited.
USR User Code 2-2 AN A, B, C, G, H, Embedded spaces are
M, N, P, R, S, prohibited.
T, U, V, W, X,
Z,9
VCO Vehicle Color 3-7 AS C, H, M, N, T, Only valid special
V, W, X,9 characters are the dash
and plus sign. Plus
signs in all positions
and embedded spaces
are prohibited. Plus
sign is prohibited if
<FILE> equals W, M,
C, H, N, T, X,or 9.
VIN Vehicle 1 - 20 ANS C, H, M, N, R, Only valid special
Identification T, V, W, X, 9 character is the plus
Number sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X,or 9.
VMA Vehicle Make 2- 24 ANS C, H, M, N, R, Use of plus sign in all
T, V, W, X, 9 positions is prohibited.
Plus sign is prohibited
if <FILE> equals W,
M, C, H, N, T, X,or 9.
VMO Vehicle Model 2-3 ANS C, H, M, N, T, Only valid special
V, W, X, 9 character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X,or 9.
VRX Corrective 1 - 40 ANS M, U Plus signs in all
Vision positions are
Prescription prohibited.
VST Vehicle Style 2-2 ANS C, H, M, N, T, Only valid special
V, W, X, 9 character is the plus
sign. Plus signs in all
positions and
embedded spaces are
prohibited. Plus sign is
prohibited if <FILE>
equals W, M, C, H, N,
T, X, or 9.
VYR Vehicle Year* 4-4 NS C, H, M, N, R, Range (.*-) and branch
T, V, W, X, 9 (.*H and .*L) suffix is
accepted if <FILE>
equals R or V. Only
valid special character
is the plus sign. Plus
signs in all positions
and embedded spaces
are prohibited. Plus
sign is prohibited if
<FILE> equals W, M,
C, H, N, T, X, or 9.
WGT Weight* 3-3 N C, H, M, N, T,
U, W, X,9
WNO Warrant 1 - 15 ANS C, W Only valid special
Number character is the plus
sign. Plus signs in all
positions are
prohibited.
ZIP Zip Code 5-5 NS X Only valid special
character in the five
10 - 10 NS character format is the
plus sign. The ten
character format must
contain a hyphen in
position six and may
include plus signs. Plus
signs in all positions
are prohibited.
*Range (.*-) or branch (.*H or .*L) suffixes accepted.

8.9 MESSAGE FIELD CODES FOR GLOBAL INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
 TYPE OF MANDATORY TYPE 3-3 ALPHABETIC
REQUEST
URGENCY OF OPTIONAL NEED 3-3 ALPHABETIC
REQUEST
NAME OF MANDATORY RQST 3-30 ALPHABETIC,
REQUESTER NUMERIC,
SPECIAL
CHARACTERS
ADDRESS OF MANDATORY RADR 1-100 ALPHABETIC,
REQUESTER NUMERIC,
SPECIAL
CHARACTERS
REQUESTER'S MANDATORY RTNO 12-12 ALPHABETIC,
TELEPHONE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REPORT TITLE MANDATORY TITL 1-50 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
USER MANDATORY UINF 1-100 ALPHABETIC,
INFORMATION NUMERIC,
SPECIAL
CHARACTERS
FILE MANDATORY FILE 1-1 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
TYPE OF OUTPUT MANDATORY TYPO 3-3 ALPHABETIC
BEGINNING MANDATORY BDAT 8-8 BLANK
DATE
ENDING DATE MANDATORY EDAT 8-8 BLANK
FILE SIZE MANDATORY FSIZ 1-6 BLANK
RANDOM COUNT MANDATORY RCNT 1-6 BLANK
RANDOM LIST MANDATORY RLST 1-1 BLANK
IMAGE MANDATORY IND 1-1 BLANK
INDICATOR
REQUEST MANDATORY RSCH 1-2480 ALPHABETIC,
SEARCH NUMERIC,
CRITERIA SPECIAL
CHARACTERS
8.10 EXAMPLE OF A PERSON FILE SPRQ REQUEST

1N01HEADER.SPRQ.DCFBIWAQ8.ACT..CPL SMITH.1000 CUSTER HOLLOW RD CLARKSBURG WV

26306.304 625-0000.CASE 1999-123.FOR DET JONES – FREMONT
PD.W.LST.......MKE/E+++.NAM/FRANKLIN,ROBERT+++++++++++++++

The RSCH defines the search criteria:

1. MKE - the first character of the message key is E

2. NAM - FRANKLIN,ROBERT.

All active Wanted Person File records for FRANKLIN, ROBERT with any and/or no middle
names or initials will be listed.

8.11 GENERAL GUIDELINES FOR A PERSON FILE SPRQ REQUEST

1. VALID FILE TYPES:

C Supervised Release T Gang Member and Terrorist

H Protection Order U Unidentified Person
J Identity Theft W Wanted Person
K Protective Interest X National Sex Offender Registry
L Violent Person Z Gang Group
M Missing Person
N Immigration Violator

2. SEARCH

1. Supplemental fields will be searched when NAM, NDB, NMF, DOB, SMT, MNU,
SOC, OLN, OLS, OLY, LIC, LIS, LIY, LIT, VIN, VYR, VMA, VMO, VST, VCO,
PCO, PPN, PPB, PPR, PSN, or PSX is specified.

2. The MIS Field can be searched for a length of 40 characters.

3. NAME (NAM), FIRST NAME (NMF) AND/OR NAME AND DATE OF BIRTH
(NDB)

1. NAM

The entire field for NAM or NDB should be right-justified with the wildcard
if the name is uncertain.

NAM/FRANKLIN, +++++++++++++++++++++

FRANKLIN, ROBERT JAMES

FRANKLIN, ROBERT
 FRANKLIN, ROBERT J JR
FRANKLIN, DOROTHY
FRANKLIN, DAVID

When using NAM or NDB, the name should be searched without a space
following the comma.

2. NMF

1. To generate a search by the first name only in active person records, the
MFC for first name - NMF should be used. NMF will cause the base
name, alias supplementals, and stolen/false ID names in all records for the
file being searched to be processed.

The field may be completed with wildcards. For example:

NMF/JOHN++++++++++++++++++++++++++

The above parameter will cause only the first name to be searched and
produce results similar to the following:

MOROZO,JOHN ROBERT
ADAMS,JOHNNY SIMON
WILLIAMS,JOHN

NMF/JOHN ROBERT+++++++++++++++++++

The above statement will cause only the first and middle name to be
searched and produce results similar to the following:

MOROZO,JOHN ROBERT
GARCIA,JOHN ROBERT FRANKLIN

2. NMF Error Conditions

1. Commas are not allowed

2. NAM, NMF, or NDB cannot be searched together.
3. This MFC should be used with other MFCs such as DOB, HGT, WGT,
HAI, EYE, etc., to reduce the number of records selected.

3. NDB

NDB should be used when a specific name and date of birth are to be
searched together. For example:

NDB/TAYLOR,TIM+++++++++++++++++++@19690612
 All records containing NAM/TAYLOR,TIM and DOB/19690612 will be
returned.

Each NDB Field must consist of a name (a maximum of 30 characters), an

@ symbol, and a DOB (eight numbers). If NDB Field is used, then NAM,
NMF, or DOB cannot be entered.

4. DENTAL CHARACTERISTICS GUIDELINES

1. DCH will be searched as a set if there is more than one search statement
for that MFC. The first two characters indicating the number of the tooth
must be numeric. Characters four through ten should be searched in the
MODFLCR order. Additionally, the third character may be X, /, or V. If /
is used in the third character, only R may be the tenth character. The
characters X and V may not be used with any other except the + for a
particular tooth.

2. The records returned will match the request exactly, unless the user
enters the wildcard +.

3. Additional information regarding dental characteristics codes can

be found in the NCIC Operating Manual and the NCIC Code
Manual.

DCH/01 MO%17V%29X%32V
Will be searched as a set.

DCH/01 MO%17V%29X%32V
Will hit on any record with MO listed for tooth number one, V listed for tooth
numbers 17 and 32, and X listed for tooth number 29, regardless of the coding for
other teeth in the record.

DCH/01+MO+++++%17V
Will hit on any record with MO listed for tooth number one (the D, F, or L may
also be coded for the tooth since the + is used) and with V listed for tooth number
17.

In a search for records containing any dental information, DCC/A should be used
as a search statement. In a search for records without any dental information,
DCC/ should be used.

5. WANTED PERSON RECORD SEARCHES

If a search parameter of EW++ is submitted, records in located and detained status will
not be identified. The MKE/+W++ should be used to identify all wanted person records.
 6. PRG SEARCH

The MFC PDT allows the requester to limit the search to certain purge (retirement) dates
(e.g. PDT/1985101819861018.*-). If the PDT specifies a time period for which there are
no retired records, NCIC will provide a NO RECORD response.

7. ADDITIONAL GUIDELINES FOR UNIDENTIFIED PERSON FILE

1. Since EYB, HGT, and WGT in the Unidentified Person File already contain a
range for these fields, the search is executed differently than other range searches.

Search Hit Records

EYB/19801985*- 1982-1983
1985-1986
HGT/602604.*- 602-603
603-605
WGT/150.*H 145-155 (hit)
155-160 (not a hit)

2. Body Part Status (BPS) must be 15 characters and completely defined. ALD,
ALF, and SKL are not allowed in the off-line search.

FFFFFFFFFFFFFFF/BPS Represents ALF

DDDDDDDDDDDDDDD/BPS Represents ALD
BPS/SSSSSSSSSSSSSSS
BPS/NNRRRRRNNNNRRRR Represents SKL

BPS/RR+++R+R+NNN+++

3. Fingerprint Classification (FPC) must be 20 alphanumeric characters or NFP.

FPC/1210AADINATT6612SRPM
FPC/++++++DI++++++++SR++
FPC/NFP

The only valid sort fields are DBF and ORI.

8.12 EXAMPLE OF A PROPERTY FILE SPRQ REQUEST

1N01HEADER.SPRQ.DCFBIWAQ8.ACT..CPL SMITH.1000 CUSTER HOLLOW RD CLARKSBURG WV

26306.304.625-0000.CASE 1999-123.FOR DET JONES - FREMONT PD.V.LST.......
MKE/E+++.VMA/BMW.VMO/28%30%20%318%320%5+0.VST/CV%C%HT%2T%4T%HB.VYR/19721980.*-
The RSCH defines the search criteria:

1. MKE - first character of the message key is E

2. VMA – BMW
3. VMO - 28, 30, 20, 318, or any three-character VMO starting with a 5 and ending with 0
4. VST - CV, HT, 2T, 4T, or HB
5. VYR - 1972 through 1980

1. VALID FILE TYPES

A - Article
B - Boat
G - Gun
P - License Plate
R - Canadian Vehicle Index
S - Securities
V - Vehicle, Vehicle/Boat Part

2. PRG SEARCH

The MFC PDT allows the requester to limit the search to certain purge (retirement) dates
(e.g. PDT/1985101819861018.*-). If the PDT specifies a time period for which there are
no retired records, NCIC will provide a NO RECORD response.

3. GUIDELINES FOR VEHICLE, BOAT, VEHICLE/BOAT PART, AND LICENSE

PLATE FILES

1. For VIN searches, the VIN, SER, and OAN Fields will be searched. For SER
searches, the VIN, SER, and OAN Fields will be searched. For OAN searches, the
VIN, SER, and OAN Fields will be searched.

2. The MIS Field can be searched for a length of 40 characters for Vehicle and
Vehicle/Boat Parts only.

3. All VIN, SER, and/or BHN searches that do not contain a wildcard are searched
against the rightmost eight characters of the VIN/SER (leftmost eight characters for
BHN). If the record matches only on the rightmost eight characters of the VIN, SER,
and/or leftmost eight of the BHN and the search criteria contain a wildcard, the
following message will be printed:

**THE ABOVE RECORD IS BASED ON A PARTIAL VIN SEARCH. ALL

DATA MUST BE VERIFIED.**
 4. GUIDELINES FOR THE CANADIAN VEHICLE INDEX

1. In order to search the Canadian Vehicle Index records, an R must be entered in the
file indicator. This will generate a search on Canadian stolen/felony/abandoned
vehicles, stolen boats, stolen plates and stolen parts record.

2. The first three characters of the BTY are searchable; the first two characters of the
PRO are searchable; and the first two characters of the BLE are searchable.

3. The MIS can be searched for a length of 40 characters.

5. GUIDELINES FOR ARTICLE AND SECURITIES FILES SPRQ TRANSACTIONS

1. Searching on MKE/EA or MKE/ES will not return sequential article or securities

records. MKE/EA++ or MKE/EAA+ (to identify sequential article records) or
MKE/ES++ or ESS+ (to identify sequential securities records) should be used.

2. In the case of sequential articles/securities records, the serial number on the search
statement must match the beginning serial number of the given range. SER/81234
would not return a record if the beginning serial number was 81230 with a range of
100.

6. ADDITIONAL GUIDELINES FOR GUN FILE SPRQ TRANSACTIONS

1. A DOT search statement will search the date of recovery (DOR) for a recovered gun
record and the date of loss (DOL) for lost gun records.

2. If a search parameter of MKE/EG++ is submitted, recovered and lost gun records will
not be listed. MKE/E+++ should be used to list all gun record types.

7. GUIDELINE FOR GANG FILE SPRQ TRANSACTION

In order to search Gang File references records, the FILE type must be Z, and the MIS
Field can be searched for a length of 40 characters.

8.13 ORIGINATING AGENCY IDENTIFIER ACTIVE SPRQ REQUEST

1NO1HEADER.SPRQ.DCFBIWAQ8.ACT..CPL SMITH.1000 CUSTER HOLLOW RD CLARKSBURG WV

26306.304 625-0000.CASE 1999-123.FOR DET JONES - FREMONT
PD.O.LST.......ORI/++FBI++++%++DOJ++++

The RSCH defines the search criterion:

ORI - with FBI or DOJ in characters 3-5. ( The search will return all ORIs with FBI or DOJ
in positions 3 through 5.)
 GENERAL GUIDELINES

1. In order to search the ORI File, a 0 must be entered in the FILE type.
2. ORI and/or TYP are the only valid search fields.
3. The ACT is the only valid TYPE for an ORI File search.

8.14 EXAMPLE OF AN ACTIVE SPRQ REPORT

1N01-NCIC2000-10000
RIRSP0052

TITLE: CASE 1999-123

ROUTE TO: CPL SMITH

ADDRESS: 1000 CUSTER HOLLOW RD CLARKSBURG WV 26306

EXTENSION: 304 555-1212

COMMENTS: FOR DET JONES - FREMONT PD

TYPE: ACT NEED: FILE: W

BEGIN DATE: END DATE: LIST TYPE: LST

FILE SIZE: 000000000 COUNT: 000000 RANDOM NUMBER LIST:

IMAGE INDICATOR:

FIELDS SEARCHED: 0RI/DCFBI++++.NAM/BARK++++++++++++++++++++++++++

MKE/WANTED PERSON
EXL/1 - FULL EXTRADITION UNLESS OTHERWISE NOTED IN THE MIS FIELD
ORI/DCFBIWA09 NAM/BARK,STANLEY A SEX/M RAC/B POB/MA DOB/19560423
HGT/600 WGT/150 EYE/BR0 HAI/BLK FBI/500047N11 SKN/DRK
MNU/0A-11124
OFF/TREASON
DOW/19780608 OCA/98-1168
MIS/4910 FTA IND 77-875 CHG ASLT INT RAPEA DPT PD PR0V
ORI IS WASHINGTON DC, FBI OFFICE 202 324-0000
AKA/BR0WN,STANLEY
NIC/W181111432 DTE/19980608 0000 EDT DLU/20081212 0753 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

MKE/WANTED PERSON
EXL/1 - FULL EXTRADITION UNLESS OTHERWISE NOTED IN THE MIS FIELD
ORI/DCFBIWAD8 NAM/BARK,MIGUEL SEX/M RAC/W POB/PR DOB/19510613
HGT/503 WGT/090 EYE/BR0 HAI/BLK FBI/111170L9 SKN/MED
SOC/123423378
OFF/FAILURE TO APPEAR - FACING MURDER CHARGE
DOW/19990308 OCA/12345658
ORI IS WASHINGTON DC, FBI OFFICE 202 324-0000
NIC/W234564828 DTE/19990308 0000 EST DLU/20070714 1124 EDT
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI
8.15 EXAMPLE OF A PURGE SPRQ REPORT WITH EXCESSIVE RECORDS
RETURNED

1N01123456789012300
DCFBIWA36

TITLE: CASE 1999-123

ROUTE TO: CPL SMITH

ADDRESS: 1000 CUSTER HOLLOW RD CLARKSBURG WV 26306

EXTENSION: 304 555-1212

COMMENTS: FOR DET JONES - FREMONT PD

TYPE: PRG NEED: FILE: B

BEGIN DATE: END DATE: LIST TYPE: LST

FILE SIZE: 000000000 COUNT: 000000 RANDOM NUMBER LIST:

IMAGE INDICATOR:
FIELDS SEARCHED: BC0/WHI++++.

REJECT - MAXIMUM RECORD COUNT EXCEEDED FOR A REGULAR RUN - RESUBMIT WITH MODIFIED
SEARCH PARAMETERS

8.16 GLOBAL INQUIRY CANCEL (XSRQ) TRANSACTION

1. The cancel transaction is used to remove a Global Inquiry request before it is processed
by the system.

2. Only the ORI submitting the Global Inquiry request or FBI CJIS can cancel the request.

8.17 EXAMPLE OF XSRQ TRANSACTION

1N01HEADER.XSRQ.DCFBIWA00.C1811422102

SECTION 9--UNIFORM CRIME REPORTING (UCR)/NATIONAL INCIDENT-BASED

REPORTING SYSTEM (NIBRS) DATA TRANSACTION

9.1 GENERAL INFORMATION

This transaction allows the user to enter UCR data using an NCIC transaction. The MKE is
UCR.
9.2 EXAMPLES OF UCR TRANSACTIONS

1N01HEADER.UCR.NCDCI0002.<data from UC1>.<data from UC2>.<data from

UC3>.<data from UC4>.<data from UC4>.<data from UC4>.<data from UC5>.<data
from UC6>.<data from UC7>.<data from UCL>

1N01HEADER.UCR.NCDCI0002.<data from UC0>

Acknowledgment:

1N01HEADER
NCDCI0002
UCR DATA RECEIVED AT 1400 EDT 19990912

Note: The National Incident-Based Reporting System, VOLUME 2: Data Submission

Specifications contains more details concerning segment record layouts and field
descriptions.

9.3 MESSAGE FIELD CODES FOR UCR TRANSACTION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
ZERO REPORTING CONDITIONAL UC0 43-43 ALPHABETIC,
LEVEL NUMERIC,
SPECIAL
CHARACTERS
ADMINISTRATIVE CONDITIONAL UC1 87-87 ALPHABETIC,
SEGMENT NUMERIC,
SPECIAL
CHARACTERS
OFFENSE CONDITIONAL UC2 63-63 ALPHABETIC,
SEGMENT NUMERIC,
SPECIAL
CHARACTERS
PROPERTY CONDITIONAL UC3 307-307 ALPHABETIC,
SEGMENT NUMERIC,
SPECIAL
CHARACTERS
VICTIM SEGMENT CONDITIONAL UC4 129-129 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
OFFENDER CONDITIONAL UC5 45-45 ALPHABETIC,
SEGMENT NUMERIC,
SPECIAL
CHARACTERS
ARRESTEE CONDITIONAL UC6 110-110 ALPHABETIC,
SEGMENT NUMERIC,
SPECIAL
CHARACTERS
GROUP "B" ARREST CONDITIONAL UC7 66-66 ALPHABETIC,
REPORT NUMERIC,
SPECIAL
CHARACTERS
LEOKA SEGMENT CONDITIONAL UCL 637-637 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS

9.4 REQUIREMENTS

The UCR/NIBRS data transaction must contain the following: HDR, MKE, ORI, and at least
one of the segments without MFC.

The maximum number of segments per UCR transaction are the following:

UC0 -1
UC1 -1
UC2 -10
UC3 -9
UC4 -50
UC5 -50
UC6 -50
UC7 -50
UCL -1

The file of data will be processed by UCR/NIBRS. Errors detected by UCR/NIBRS will be
forwarded to the CTA.
 SECTION 10 -- INVESTIGATIVE INTEREST

10.1 GENERAL INFORMATION

1. The investigative interest supplemental record allows agencies to indicate an

investigative interest in an existing NCIC record. Up to ten agencies [other than the
Originating Agency Identifier (ORI) of record] may add an investigative interest
supplemental record to the base record.

2. The following NCIC files may have an investigative interest supplemental record
appended to a base record: Article, Boat, Immigration Violator, Foreign Fugitive, Gun,
License Plate, Missing Person, Protection Order, Securities, Supervised Release,
Unidentified Person, Vehicle, Vehicle/Boat Part, Gang, Identity Theft, Violent Person,
and Wanted Person Files and National Sex Offender Registry.

10.2 MESSAGE KEY (MKE) CODES

Message MKE
Entry EII
Cancel XII

10.3 RECORD RETENTION PERIOD

Investigative interest supplemental records have the same record retention period as the base
record. At the end of the retention period for the base record, the Investigative Interest
Agency Identifier (IIA) is notified with a $.I. Investigative Interest Notification that the
record has been purged due to record retention.

10.4 VALIDATION

Investigative interest supplemental record information will be added to the validation format
of the ORI of record. Validation requests will not be sent to validate their investigative
interest records.

10.5 INVESTIGATIVE INTEREST MESSAGE FIELD CODES AND EDITS

Code Field Edits

DII Date Investigative Interest Must be a valid Gregorian date (YYYYMMDD).
Must not contain a single zero only, a run of
zeros only, the word NONE, or a single
alphabetic only.The first seven characters of the
Investigative Interest Case Number
ICA ICA cannot equal the first seven characters of the
IIA. The only valid special character is the
hyphen.
 Investigative Interest Agency
IIA Must be a valid NCIC -assigned ORI.
Identifier
MIS Miscellaneous Must contain the reason of investigative interest.
MKE Message Key Must be a valid message key.
NIA Notify Investigative Agency Must be Y or N. Default is N.
A self-checking number consisting of an
alphabetic character (varies depending on the
file) followed by nine numeric characters
NIC NCIC Number automatically assigned by NCIC to each
accepted record. Must have valid check digits
when used to identify record in a subsequent
transaction.
Must not contain a single zero only, a run of
zeros only, the word NONE, or a single
alphabetic only. The first seven characters of the
OCA Originating Agency Case Number
OCA cannot equal the first seven characters of
the ORI. The only valid special character is the
hyphen.

10.6 EXAMPLE OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL RECORD

ENTRY

1N01HEADER.EII.WA1230000.NIC/W146203706.OCA/92341244.123456789.20000108.Y.
WANTED FOR QUESTIONING IN CONNECTION WITH MURDER INVESTIGATION

Acknowledgment:

1N01HEADER
WA1230000
INVESTIGATIVE INTEREST NIC/W146203706 OCA/92341244

The above investigative interest supplemental record entry contains: Header

(1N01HEADER), Message Key (EII), Investigative Interest Agency Identifier
(WA1230000), NIC (W146203706), Originating Agency Case Number (92341244),
Investigative Interest Case Number (123456789), Date Investigative Interest (20000108),

Notify Investigative Agency (Y), and the Miscellaneous Field information (WANTED FOR
QUESTIONING IN CONNECTION WITH MURDER INVESTIGATION).
10.7 MESSAGE FIELD CODES FOR ENTRY

Field Name Requirements Message Field Data Type

Field Length
Code
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
INVESTIGATIVE MANDATORY IIA 9-9 ALPHABETIC,
INTEREST AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING AGENCY MANDATORY OCA 1-20 ALPHABETIC,
CASE NUMBER NUMERIC, SPECIAL
CHARACTERS
INVESTIGATIVE MANDATORY ICA 1-20 ALPHABETIC,
INTEREST CASE NUMBER NUMERIC, SPECIAL
CHARACTERS
DATE INVESTIGATIVE MANDATORY DII 8-8 NUMERIC
INTEREST
NOTIFY INVESTIGATIVE OPTIONAL NIA 1-1 ALPHABETIC
AGENCY
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS

10.8 MANDATORY FIELDS FOR INVESTIGATIVE INTEREST SUPPLEMENTAL

RECORD ENTRY

The following fields are mandatory to cause acceptance of an investigative interest

supplemental record entry: HDR, MKE, ORI, NIC and OCA, or NIC and PNO (for
Protection Order File records), ICA, and DII.

10.9 IDENTIFICATION OF A RECORD FOR INVESTIGATIVE INTEREST ENTRY

An NCIC record to which an investigative interest supplemental record is to be added must

be identified by either NIC and OCA, in that order, or NIC and PNO for Protection Order
File records, in that order, with each data element preceded by the proper MFC.

10.10 ADDITIONAL GUIDELINES FOR INVESTIGATIVE INTEREST

SUPPLEMENTAL RECORD ENTRY

Entry of an investigative interest supplemental record to append to a base record may be

made by any valid ORI with an investigative interest to the base record.
10.11 MODIFICATION

No one-step procedure is available to modify fields in an investigative interest supplemental

record. To modify, the investigative interest supplemental record should be canceled and
reentered. Cancellation procedures are set forth in this section, which also contains
instructions on entering an investigative interest supplemental record.

10.12 CANCELLATION OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL

RECORD

A cancellation message is used when it is determined that the investigative interest record is
invalid, was entered in error, modification of the information is needed, or there is no longer
an interest.

A cancellation message may also be used to remove investigative interest data on a record
when the Wanted Person File record is in detained status. The Investigative Interest Agency
may delete investigative interest data from a Wanted Person File record that is in detained
status by using the XII transaction.

10.13 EXAMPLE OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL RECORD

CANCEL

1N01HEADER.XII.WA1230000.NIC/W146203706.OCA/92341244.123456789

Acknowledgment:

1N01HEADER
WA1230000
CANCEL INVESTIGATIVE INTEREST NIC/W146203706 OCA/92341244

The above cancel supplemental record transaction example contains: HDR (1N01HEADER),
MKE (XII), ORI [(WA1230000), which is the investigative interest agency], NIC
(W146203706), OCA (92341244), and ICA (123456789).

10.14 MESSAGE FIELD CODES FOR CANCELLATION

Field Name Requirements Message Field Data Type

Field Length
Code
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
INVESTIGATIVE MANDATORY IIA 9-9 ALPHABETIC,
INTEREST AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING AGENCY MANDATORY OCA 1-20 ALPHABETIC,
CASE NUMBER NUMERIC, SPECIAL
CHARACTERS
INVESTIGATIVE MANDATORY ICA 1-20 ALPHABETIC,
INTEREST CASE NUMERIC, SPECIAL
NUMBER CHARACTERS

10.15 MANDATORY FIELDS FOR INVESTIGATIVE INTEREST SUPPLEMENTAL

RECORD CANCELLATION

The following fields are mandatory to cause acceptance of an investigative interest

supplemental record cancellation: HDR, MKE, ORI, NIC and OCA, NIC and PNO (for
Protection Order File), and ICA.

10.16 IDENTIFICATION OF AN INVESTIGATIVE INTEREST SUPPLEMENTAL

RECORD TO BE CANCELED

An NCIC record from which an investigative interest supplemental record is to be canceled

must be identified by either NIC and OCA, in that order, or NIC and PNO for Protection
Order File records, in that order, with each data element preceded by the proper MFC.

10.17 ADDITIONAL GUIDELINES FOR INVESTIGATIVE INTEREST

SUPPLEMENTAL RECORD CANCELLATION

Cancellation of an investigative interest supplemental record is restricted to the IIA of the

investigative interest supplemental record.

10.18 EXAMPLE OF AN INVESTIGATIVE INTEREST POSITIVE HIT RESPONSE

RESULTING FROM AN INQUIRY

Below is an example of a Wanted Person record with an investigative interest supplemental

record appended:

1N01HEADER
PA0450000
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON
EXL/1 - FULL EXTRADITION UNLESS OTHERWISE NOTED IN THE MIS FIELD
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W POB/TX DOB/19511012
HGT/510 WGT/175 EYE/BRO HAI/BRO SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/2000
OFF/HOMICIDE - WILLFUL KILL-POL OFF-GUN
DOW/19981201 OCA/92341244
WNO/635F1129 CTI/MD101261J
MIS/KNOWN TO COLLECT, DRIVE AND STEAL CLASSIC CARS
LIC/ABC123 LIC/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS ANY CITY PD MD 304 555-1212
DOB/19501012
NIC/W146203706 DTE/19991205 1400 EST DLU/20080616 1518 EDT
INVESTIGATIVE INTEREST AGENCIES:
IIA/WA1230000 ANY CITY PD WA 555 555-4321 ICA/123456789 DII/20010108
MIS/WANTED FOR QUESTIONING IN CONNECTION WITH MURDER INVESTIGATION
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI
 NCIC Operating Manual
PROTECTION ORDER FILE

INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.9 $.8. OUT-OF-STATE MESSAGE
1.10 IMAGE CAPABILITY
1.11 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF PROTECTION ORDER FILE ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES
2.5 MESSAGE FIELD CODES FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 MODIFICATION TO REMOVE VEHICULAR DATA FROM A RECORD
3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION
CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE
4.6 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

INQUIRY

5.1 EXAMPLE OF AN INQUIRY FOR RECORD SUBJECT

5.2 MESSAGE FIELD CODES FOR AN INQUIRY
5.3 REQUIREMENTS FOR AN INQUIRY
5.4 EXAMPLE OF A QW USING NAME OF PROTECTED PERSON
5.5 ADDITIONAL GUIDELINES FOR NCIC INQUIRY
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR RECORD CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 ADDITIONAL GUIDELINES

SUPPLEMENTAL DATA

8.1 MESSAGE FIELD CODES FOR A SUPPLEMENTAL RECORD

8.2 ENTRY OF A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL ENTRY
8.4 IDENTIFICATION OF A RECORD FOR ENTRY OF A SUPPLEMENTAL RECORD
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF INFORMATION IN A SUPPLEMENTAL RECORD
8.10 EXAMPLE OF SUPPLEMENTAL RECORD INFORMATION CANCELLATION
8.11 IDENTIFICATION OF RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR CANCELLATION OF SUPPLEMENTAL
DATA
 SECTION 1--INTRODUCTION

1.1 BACKGROUND

The Protection Order File (POF) contains court orders that are issued to prevent acts of
domestic violence against a person or to prevent a person from stalking, intimidating, or
harassing another person. Orders are issued by both civil and criminal state courts. The types
of protection orders issued and the information contained in them vary from state to state.

1.2 CRITERIA FOR ENTRY

Each record in the POF must be supported by a protection order (electronic or hard copy).
Protection orders must meet the following criteria before an entry can be made into the file:

1. The protection order includes

a. any injunction, restraining order, or any other order issued by a civil or criminal court
for the purpose of preventing violent or threatening acts or harassment against, sexual
violence or contact or communication with, or physical proximity to another person
including any temporary and final orders issued by civil or criminal courts whether
obtained by filing an independent action or as a pendente lite order in another
proceeding so long as any civil order was issued in response to a complaint, petition,
or motion filed by or on behalf of a person seeking protection and

b. any support, child custody or visitation provisions, orders, remedies, or relief issued
as part of a protection order, restraining order, or stay away injunction pursuant to
local, state, tribal, or territorial law authorizing the issuance of protection orders,
restraining orders, or injunctions for the protection of victims of domestic violence,
dating violence, sexual assault, or stalking.

Pendente Lite--During the proceeding or litigation; in a manner contingent on the

outcome of litigation. (Black's Law Dictionary, 8th ed. 2004)

2. Additionally, reasonable notice and opportunity to be heard must be given to the person
against whom the order is sought; or, in the case of ex parte orders, notice and
opportunity to be heard must be provided within the time required by state laws, and in
any event within reasonable time after the order is issued, sufficient to protect the
respondent's due process rights.

Ex Parte--Done or made at the instance and for the benefit of one party only, and without
notice to, or argument by, any person adversely interested; of or relating to court action
taken by one party without notice to the other, usu. for temporary or emergency relief.
(Black's Law Dictionary, 8th ed. 2004)

Please note: Ex Parte orders should be entered as temporary protection order records.
 3. A Military Protective Order (MPO) that serves the same general purpose of a court-
issued protection order issued in a civilian court qualifies for entry. An MPO is issued by
a commissioned officer as a lawful order under Title 10, United States Code (U.S.C.),
Article 90, Assaulting or willfully disobeying superior commissioned officer, of the
Uniform Code of Military Justice (UCMJ 10 [U.S.C. Chapter 47]).

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EPO PROTECTION ORDER
ETO TEMPORARY PROTECTION
ORDER
Modify MPO
MTO
Cancel XPO
XTO
Inquiry QPO
QW
QWA
QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV
Clear CPO CANCELED PROTECTION
ORDER
CTO CANCELED TEMPORARY
PROTECTION ORDER
Expired IPO EXPIRED PROTECTION
ORDER
ITO EXPIRED TEMPORARY
PROTECTION ORDER
Entry of supplemental ENPO
Cancel supplemental XNPO

A caution indicator should be added to the message key EPO or ETO when it is known that
an individual is armed and dangerous, is a drug addict, or whatever is appropriate to the
particular circumstances of the individual. The message key will translate with - CAUTION
after the translation listed above if the caution indicator has been used.
1.4 RECORD RETENTION PERIOD

1. A POF record (EPO or ETO) will remain active until it is canceled or cleared by the
entering agency or until the order expires. Five days prior to an order's expiration date, an
unsolicited $.P. administrative message will be sent to the ORI of record. This message
will serve to notify the agency of the order's impending expiration date (EXP). It also
serves to remind the agency that the record will have to be modified if the EXP is
changed by the court.

2. If no action is taken by the entering agency to modify the EXP, the record will expire
after the fifth day. Inactive records (cleared or expired) will be maintained on-line for the
remainder of the year plus 5 years. At the end of that time, NCIC will not notify the ORI
of record. Records that are in inactive status cannot be modified or cleared; however,
inactive records can be canceled.

3. Nonexpiring Records:

Records for protection orders that have no expiration are referred to as nonexpiring
records (NONEXP). These records will remain active until cleared or canceled by the
entering agency.

4. Inactive Records:

Inactive records (expired or cleared) will be accessible, via the QPO message, for the
remainder of the year in which the record was cleared or expired plus 5 years.

Example of $.P. Message - Inactive Status

$.P.
MD1012600

THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUS IN FIVE DAYS BY

THE FBI COMPUTER BASED ON THE EXPIRATION DATE CONTAINED IN THE
PROTECTION ORDER RECORD. UNLESS ACTION IS TAKEN TO INCREASE THE
EXPIRATION DATE, MODIFICATION OR CLEARANCE OF THE RECORD WILL
BE PROHIBITED AFTER THE FIFTH DAY.

MKE/PROTECTION ORDER
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W POB/MD DOB/19701010
HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4 SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/N222333444 OLS/MD OLY/1995
PNO/PO12345 BRD/Y ISD/20120728 EXP/20180728 CTI/MD056013J
PPN/SMITH, JANE L PSX/F PPR/W PPB/19760107
PCO/04 - THE SUBJECT IS REQUIRED TO STAY AWAY FROM THE RESIDENCE,
PCO/PROPERTY, SCHOOL OR PLACE OF EMPLOYMENT.
PCO/OF THE PROTECTED PERSON OR OTHER FAMILY OR HOUSEHOLD MEMBER
OCA/14-017289
MIS/100 FEET OFF 110 MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FOR
MIS/VISITATION, SUBJECT IS PROHIBITED FROM POSSESSING A HUNTING KNIFE
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2G2PM37A2G2208042 VYR/1992
VMA/DODG VMO/INT VST/4T VCO/BLK
 PCO/07 - THE SUBJECT IS PROHIBITED FROM POSSESSING AND/OR PURCHASING A
PCO/FIREARM OR OTHER WEAPONS AS IDENTIFIED IN THE MISCELLANEOUS FIELD.
NIC/H146203706 DTE 19970810 0000 EDT DLU/20120903 1600 EDT

1.5 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 POF base record or supplemental record for
the year of entry plus 4 years from the date of entry of the base record regardless when the
license plate data is entered. If the purged license plate is the only searchable identifier in
the POF record, then the entire record will be removed.

A nonexpiring license plate (LIY/NX) contained in a POF record will remain on file until
action is taken by the originating agency to remove the license data or clear or cancel the
entire record, or when the record expires.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

AKA Alias May include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. Coding instructions can
be found in Personal Descriptors, NCIC Code
Manual.
BRD Brady Indicator Must be Y, N, or U. Must be N if MKE is ETO or
ETOC. If MKE is ETO or ETOC and field is blank,
it will default to N. (Optional–no default for
MKE/EPO or EPOC.)
CTI Court Identifier Must be a valid NCIC-assigned ORI.
CTZ Citizenship Must be a valid NCIC-assigned country code as
listed in State and Country Codes, NCIC Code
Manual.
DCL Date of Clear Must be a valid Gregorian date (YYYMMDD) equal
to or less than current date.
DLO DNA Location Free text. If the DNA field is N or defaulted to N,
then the DLO must be blank.
DNA DNA Profile Indicator Must be either a Y or N. N is the default value. If Y
is entered, then the DLO Field must contain data.
DOB Date of Birth Must be a valid Gregorian date if it is the only
numeric identifier (YYYYMMDD). The DOB
cannot be later than the current date. If the DOB is
not the only numeric identifier, 00 is valid for the
month and day when the actual date is unknown.
More information available in Personal Descriptors,
NCIC Code Manual.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD)
equal to current date or current date minus one.
EBS Expanded Date of Birth Must be 1, 2, 3, or blank. The default value is blank.
Search If 2 or 3 is entered, the day of birth in the DOB Field
must be 12 or less.
EXP Expiration Date Must be a valid Gregorian date (YYYYMMDD) or
NONEXP. The year must be equal to or greater than
the year of entry. Must be greater than the date of
issue (ISD). NONEXP should be entered for
nonexpiring orders or when the expiration date is
unknown.
EYE Eye Color Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics or one to six numerics
followed by an alphabetic character A through H; or
one to six numerics followed by an alphabetic
character J through Z, followed by one or two check
digits; or one to six numerics followed by two
alphabetics followed by one check digit. If the
number contains one alphabetic character (J-Z), the
check digit(s) will be 1 to 11. If the number contains
two alphabetic characters, the first cannot be B, G, I,
O, Q, S, U, Y, or Z; the second must be A, B, C, D,
or E; and the check digit will be 0 to 9. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain alphabetic
characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Classification Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual. If the first
character of any finger is numeric, the second
character must also be numeric. Codes 00 and 50
may not be used.
HAI Hair Color Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second and
third characters represent inches. May be a minimum
of 400 but not more than a maximum of 711. More
information available in Personal Descriptors, NCIC
Code Manual.
ISD Date of Issue Must be a valid Gregorian date (YYYYMMDD).
Cannot be greater than the current date.
LIC License Plate The characters UNK, UNKN, or UNKNOWN may
be used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact the FBI
CJIS Division staff. If VMA is AERO, LIS is US,
and LIT is PP or NP, the first character in the LIC
Field must be the alphabetic N. If the license plate
number exceeds ten characters, only the first ten
characters should be entered in the LIC Field. The
full plate number must be shown in the MIS Field.
LIS License Plate Number Must be a valid code as listed in State and Country
Data Codes, NCIC Code Manual.
LIT License Plate Type Must be a valid code as listed in Vehicular Data
Codes, NCIC Code Manual.
LIY License Plate Year of Must be a valid four-character year (YYYY) or the
Expiration alphabetics NX to represent a nonexpiring
registration.
MIS Miscellaneous SVIN must be entered in MIS Field if the VIN is a
state-assigned or nonconforming 17-character VIN.
Must contain explanation if PCO is 08. Free text.
MKE Message Key Must be a valid message key.
MNU Miscellaneous Number The first two characters must be a valid code as listed
in Personal Descriptors, NCIC Code Manual. The
third character must be a hyphen. Entry of one zero
only or a run of zeros only is prohibited in positions
4 through 15. An originating agency police or
identification number or identification number
(prefix code OA) in MNU cannot be the only
numeric identifier in the record. 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.
NAM Name The name may include alphabetics, numerics, a
comma, hyphen(s), and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in the
first position or directly precede the comma. The
NCIC Code Manual, Personal Descriptors, provides
coding instructions.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (H in the Protection Order File) followed
by nine numeric characters which is automatically
assigned by NCIC to each accepted record. Must
have valid check digits when used to identify record
in a subsequent transaction.
NOA Notify Originating Agency May contain a Y or an N. System will default to N if
left blank.
OCA Originating Agency Case Must not contain a single zero only, a run of zeros
Number only, the word NONE, or a single alphabetic only.
The first seven characters of the OCA cannot equal
the first seven characters of the ORI. The only valid
special character is the hyphen.
OLN Operator's License Number One zero only or a run of zeros only indicating a
license is unknown may not be used. More
information available in Personal Descriptors, NCIC
Code Manual.
OLS Operator's License State Must be a valid code as listed in State and
Country Codes, NCIC Code Manual.
OLY Operator's License Year of Must represent the year the license expires (XXXX),
Expiration the alphabetics NX to represent nonexpiring, or the
code UNKN for unknown. More information in
Personal Descriptors, NCIC Code Manual
ORI Originating Agency Must be a valid ORI.
Identifier
PCO Protection Order Conditions Must be 01, 02, 03, 04, 05, 06, 07, 08 or 09.
PNO Protection Order Number A unique number assigned by the court. A hyphen
is permitted in addition to alphabetics and numerics.
Must not contain a single zero, a run of zeros only, or
the word NONE.
POB Place of Birth Must be a valid code as listed in State and Country
Codes, NCIC Code Manual. More information also
available in Personal Descriptors, NCIC Code
Manual.
PPB Protected Person Date of Must be a valid Gregorian date (YYYYMMDD).
Birth
PPN Protected Person Name The name may include alphabetics, numerics, a
comma, hyphen(s), and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in the
first position or directly precede the comma. The
NCIC Code Manual, Personal Descriptors, provides
coding instructions.
PPR Protected Person Race Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
PSN Protected Person Must not be less than 001010001 or have a value of 9
Social Security in the first position or have a value of 00 in the fourth
Number and fifth position. Invalid and/or nonissue numbers
are accepted but cause a SOC attention message.
More information available in Personal Descriptors,
NCIC Code Manual.
PSX Protected Person Sex Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
RAC Race Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
SEX Sex Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
SID State Identification Number First two characters must be a valid state code,
territory code, or the code US. Embedded spaces are
prohibited. The third and fourth characters may
contain an asterisk. The tenth character may contain
a hyphen.
SKN Skin Tone Must be a valid code as listed in Personal
Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, and Must be a valid code as listed in Personal
Other Characteristics Descriptors, NCIC Code Manual.
SOC Social Security Number Must not be less than 001010001 or have a value of 9
in the first position or have a value of 00 in the fourth
and fifth position. Invalid and/or nonissue numbers
are accepted but cause a SOC attention message.
More information available in Personal Descriptors,
NCIC Code Manual.
VCO Vehicle Color Must be a valid code as listed in Vehicular Data
Codes, NCIC Code Manual. If two color codes are
used, they must be separated by a slash (/).
VIN Vehicle Identification Single zero only, run of zeros only, single alphabetic
Number only, all alphabetics only, or spaces cannot be used.
The Vehicle File Chapter of this manual has
additional edits on the VIN Field. If state-assigned or
a nonconforming 17-character VIN, SVIN must be
entered in the first four characters of the MIS Field.
If the VIN exceeds 20 characters, only the last 20
characters should be entered in the VIN Field. The
full VIN must then be shown in the MIS Field.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first
four characters must be alphabetic and a valid code.
If the VMA code is less than four characters and data
are included in positions 5 through 24, positions
three and/or four should be blanks. The remaining
characters are free text and must contain the name of
the manufacturer when the VMA code is AERO,
ATV, COEQ, CYCL, FARM, SNOW, SPEC, TRLR,
or TRUK.
If the VMO is other than TL, the VMA code must be
a valid code as listed in Vehicular Data Codes,
NCIC Code Manual.
If the VMO is TL, the VMA code must not be the
characters ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX,
XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or
ZZZZ.
For every assembled vehicle that does not have a
manufacturer-assigned VIN, the VMA code must be
ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or
less. If the VMA code is AMER, the VYR must be
1988 or less. If the VMA code is JEEP, the VYR
must be 1989 or greater.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or
SA, the VMA code must be AERO
 (all-terrain vehicle, dune If VST is EB, EN, or OP, the VMA code must be
buggy, go-cart, golf cart, SPEC, ATV, SNOW, CYCL or one of the
and snowmobile) approved VMA codes for snowmobiles or
motorcycles listed in the NCIC Code Manual,
Vehicular Data Codes. If VST is MV, the VMA
code must be SPEC, ATV, CYCL or one of the
approved VMA codes for snowmobiles or
motorcycles listed in the NCIC Code Manual,
Vehicular Data Codes. If VMA code is ATV or
SPEC, the VST must be EB, EN, MV, or OP, and the
name of the manufacturer must be entered in the MIS
Field.
VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols can
be used. More information available in Vehicular
Data Codes, NCIC Code Manual.
The only valid VMO codes for vehicles with VST
codes EB, EN, MV, or OP are (blank), ATV, CYL,
DUN, GOF, GRT, SKT, SKW, TOY, TRA, TRW, or
WHE.
(assembled automobile) If the first four characters of the VMA are ASVE,
the VMO must be AV or REP.
(construction equipment) If the first four characters of the VMA are
COEQ, the VMO must be CE.
(farm and garden If the first four characters of the VMA are
equipment) FARM, the VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW or
one of the valid snowmobile manufacturer's codes
listed in Vehicular Data Codes, NCIC Code Manual,
the VMO must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL.
(truck) If the first four characters of the VMA are TRUK,
the VMO must be TK.
VST Vehicle Style Must be a valid code listed in Vehicular Data Codes,
NCIC Code Manual.
VYR Vehicle Year Must be four numeric characters representing the
production (model) year during which the vehicle
was manufactured (YYYY). Year cannot be more
than one year beyond the current model year. For
entries of model year 1981 or later, and when the
VIN is 17 characters, the 10th position (vehicle year)
of a VIN must represent the VYR.
WGT Weight Minimum of 050 and maximum of 499. More
information is available in Personal Descriptors,
NCIC Code Manual.

1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the following fields of an NCIC POF or temporary POF entry message are the same as
those field codes of an active POF record already on file, the second entry will be
rejected with the message REJECT ON FILE: FBI, PNO, and ORI; FBI, OCA, and ORI;
NAM, MNU, PNO, and ORI; NAM, MNU, OCA, and ORI; NAM, SOC, PNO, and ORI;
NAM, SOC, OCA, and ORI; OLN, OLS, PNO, and ORI; OLN, OLS, OCA , and ORI;
NAM, PNO, and ORI; or NAM, OCA, and ORI. (The PNO and OCA are only part of
the criteria if the fields contain a value other than spaces). Essentially, NCIC will accept
records for multiple protection orders on one subject or one protection order with
multiple subjects.

2. Whenever the message REJECT ON FILE is sent by NCIC, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is other than Protection Order, e.g., Wanted or Missing Person Files, Gang
File, etc. A duplicate record will also be accepted if there are vehicle data in the POF
message that match data in the Vehicle File. In those cases, the duplicate record(s) will be
furnished with the entry/modify acknowledgment.

1.9 $.8. OUT-OF-STATE MESSAGE

NCIC will not transmit a $.8. message when there is an entry, modification, clearance, or
cancellation of a POF record containing data on a vehicle registered in a state other than the
ORI of record. Additional information on the $.8. administrative message can be found in the
Introduction chapter of this manual.

1.10 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.11 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.
 SECTION 2--ENTRY

2.1 EXAMPLE OF PROTECTION ORDER FILE ENTRY

1N01HEADER.EPO.MD1012600.SMITH, JOHN J.M.W.MD.20180728.510.175.BRO.BRO.416249J4.FAR.SC

L EAR.121011CO141159TTCI13.AS-123456789.123456789.N222333444.MD.1995.03.Y.20120728.14
017289.100 FEET OFF 110 MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FOR
VISITATION.Y.ABC123.MD.2000.PC.2G2PM37A2G2208042.1996.DODG.INT.4T.RED.P012345.MD056013
J.SMITH, JANE L.F.W.19700302..555225555.Y.FBI LAB, QUANTICO, VA 703-632-4000,
VA1234567, MTDNA, CODIS NUMBER - ABC-UHR-123456789…1.20060403.20120903…MD99999999

Acknowledgment

1L01HEADER
MD1012600
NAM/SMITH, JOHN J NIC/H123456789
OCA/14-017289

Note: For records that do not include OCA data, PNO data will be used.

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS DEFINED
IN NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS DEFINED
IN NCIC CODE
MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS DEFINED
IN NCIC CODE
MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
DATE OF MANDATORY EXP 6-6 ALPHABETIC,
EXPIRATION NUMERIC
8-8
HEIGHT OPTIONAL HGT 3-3 NUMERIC
WEIGHT OPTIONAL WGT 3-3 NUMERIC
EYE COLOR OPTIONAL EYE 3-3 CODE AS DEFINED
IN NCIC CODE
MANUAL
HAIR COLOR OPTIONAL HAI 3-3 CODE AS DEFINED
IN NCIC CODE
MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS DEFINED
IN NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS DEFINED
TATTOOS, AND IN NCIC CODE
OTHER MANUAL
CHARACTERISTICS
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC, SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR'S SET OLS 2-2 CODE AS DEFINED
LICENSE STATE IN NCIC CODE
MANUAL
OPERATOR'S SET OLY 2-2 ALPHABETIC (4) OR
LICENSE YEAR OF ALPHABETIC (2) OR
EXPIRATION 4-4 NUMERIC (4)
PROTECTION ORDER MANDATORY PCO 2-2 CODE AS DEFINED
CONDITIONS IN
NCIC CODE
MANUAL
BRADY INDICATOR OPTIONAL BRD 1-1 ALPHABETIC
DATE OF ISSUE MANDATORY ISD 8-8 NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS DEFINED
STATE IN NCIC CODE
MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC (2),
YEAR OF NUMERIC (4)
EXPIRATION 4-4
LICENSE PLATE SET LIT 2-2 CODE AS DEFINED
TYPE IN NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-4 CODE AS DEFINED
IN NCIC CODE
2-24 MANUAL
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS DEFINED
IN NCIC CODE
MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS DEFINED
IN NCIC CODE
MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS DEFINED
IN NCIC CODE
7-7 MANUAL
PROTECTION ORDER CONDITIONAL PNO 3-15 ALPHABETIC,
NUMBER NUMERIC, SPECIAL
CHARACTERS
COURT IDENTIFIER OPTIONAL CTI 9-9 ALPHABETIC,
NUMERIC
PROTECTED CONDITIONAL PPN 3-30 ALPHABETIC,
PERSON'S NAME SET NUMERIC, SPECIAL
CHARACTERS
PROTECTED OPTIONAL PSX 1-1 CODE AS DEFINED
PERSON'S SEX WITHIN SET IN NCIC CODE
MANUAL
PROTECTED OPTIONAL PPR 1-1 CODE AS DEFINED
PERSON'S RACE WITHIN SET IN NCIC CODE
MANUAL
PROTECTED CONDITIONAL PPB 8-8 NUMERIC
PERSON'S DATE OF WITHIN SET
BIRTH
CAUTION AND OPTIONAL CMC 2-2 CODE AS DEFINED
MEDICAL IN NCIC CODE
CONDITION MANUAL
PROTECTED CONDITIONAL PSN 9-9 NUMERIC
PERSON'S SOCIAL WITHIN SET
SECURITY NUMBER
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION DLO 1-250 ALPHABETIC,
CONDITIONAL NUMERIC, SPECIAL
CHARACTERS
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS DEFINED
IN NCIC CODE
MANUAL
ETHNICITY OPTIONAL ETN 1-1 CODE AS DEFINED
IN NCIC CODE
MANUAL
SERVICE OPTIONAL SVC 1-1 CODE AS DEFINED
INFORMATION IN NCIC CODE
MANUAL
SERVICE DATE OPTIONAL SVD 8-8 NUMERIC
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC, SPECIAL
CHARACTERS
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC, SPECIAL
NUMBER CHARACTERS

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory in a POF record: MKE, ORI, NAM, SEX, RAC, EXP,
PCO, and ISD. In addition, records must have either OCA or PNO for entry.

POF records must also have at least one of the following numeric identifiers: DOB, FBI,
MNU, SOC, OLN (if OLN is used, OLS and OLY are also required), LIC (if LIC is used,
LIY, LIS, and LIT are required), VIN (if VIN is used, VYR, VMA, and VST are required),
or PPN (if PPN is used, either PPB or PSN are required).

2.4 ADDITIONAL GUIDELINES

1. The entering agency (ORI) must account for all fields in the POF record format. In the
original entry, all available data called for in the record 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/MPO or MKE/MTO).
 Guidelines for the entry of aliases and/or other additional identifiers as a supplemental
record to a POF 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. All numerical identifiers except the OCA, PNO, and MNU are to be entered omitting
spaces, hyphens, and symbols. A hyphen may be used in the OCA and PNO, and a
hyphen is used to separate the first two alphabetics from the number itself in the MNU
Field. 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.

4. Records containing only the protected person's information as the numeric identifier will
not be hit upon when the inquiry is on the subject of the record. Many protection orders
disqualify the subject from possessing, purchasing, or receiving a firearm. To ensure that
these individuals are prevented from purchasing a firearm, every effort should be made to
obtain the numeric identifiers (specifically the date of birth) for the subject of the record.

5. 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, operator’s 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.

The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:
ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 MESSAGE FIELD CODES FOR ENTRY

1. DATE OF EXPIRATION (EXP)

The EXP is the date the protection order (final, temporary, or emergency) expires. If the
protection order does not have an expiration date, NONEXP should be entered.
 2. PROTECTION ORDER CONDITIONS (PCO)

The terms and conditions of the protection order are indicated in the PCO Field. An
additional eight conditions may be added by entering a supplemental record. Specific
details of terms and conditions are placed in the MIS Field. PCO codes are the following:

PCO Code Translation

01 01 - THE SUBJECT IS RESTRAINED FROM ASSAULTING, THREATENING,
ABUSING, HARASSING, FOLLOWING, INTERFERING WITH, OR
STALKING THE PROTECTED PERSON AND/OR THE CHILD OF THE
PROTECTED PERSON.
02 02 - THE SUBJECT MAY NOT THREATEN A MEMBER OF THE
PROTECTED PERSON'S FAMILY OR HOUSE-HOLD.
03 03 - THE PROTECTED PERSON IS GRANTED EXCLUSIVE POSSESSION
OF THE RESIDENCE OR HOUSEHOLD.
04 04 - THE SUBJECT IS REQUIRED TO STAY AWAY FROM THE
RESIDENCE, PROPERTY, SCHOOL, OR PLACE OF EMPLOYMENT OF
THE PROTECTED PERSON OR OTHER FAMILY OR HOUSEHOLD
MEMBER.
05 05 - THE SUBJECT IS RESTRAINED FROM MAKING ANY
COMMUNICATION WITH THE PROTECTED PERSON, INCLUDING BUT
NOT LIMITED TO, PERSONAL, WRITTEN OR TELEPHONE CONTACT, OR
THEIR EMPLOYERS, EMPLOYEES, FELLOW WORKERS, OR OTHERS
WITH WHOM THE COMMUNICATION WOULD BE LIKELY TO CAUSE
ANNOYANCE OR ALARM THE VICTIM.
06 06 - THE SUBJECT HAS VISITATION OR CUSTODY RIGHTS OF THE
CHILD(REN) NAMED.
07 07 - THE SUBJECT IS PROHIBITED FROM POSSESSING AND/OR
PURCHASING A FIREARM OR OTHER WEAPONS AS IDENTIFIED IN THE
MISCELLANEOUS FIELD.
08 08 - SEE THE MISCELLANEOUS FIELD FOR COMMENTS REGARDING
THE TERMS AND CONDITIONS OF THE ORDER.
09 09 - THE PROTECTED PERSON IS AWARDED TEMPORARY EXCLUSIVE
CUSTODY OF THE CHILD(REN) NAMED.

3. BRADY RECORD INDICATOR (BRD)

1. Protection orders meeting certain criteria disqualify an individual from possessing,

purchasing, or receiving a firearm per Federal Law 18, USC 922.

2. An order that restrains an individual from harassing, stalking, threatening, or

engaging in other conduct that would place an intimate partner in reasonable fear of
bodily injury to the partner or a child of the partner disqualifies that individual from
possessing, purchasing, or receiving a firearm providing that the order:
 1a. Was issued after a hearing, of which the subject received actual notice, and at
which such person had an opportunity to participate, and;

2a. Includes a finding that the subject represents a credible threat to the physical
safety of an intimate partner or child.

b. Explicitly prohibits the use, attempted use, or threatened use of physical force
against an intimate partner or child that would reasonably be expected to cause
bodily injury.

3. If the criteria are met and the subject is considered Brady disqualified, Y should be
entered in the BRD Field. This will cause a caveat to be generated as part of a
response to an NCIC inquiry. The caveat follows the protection order alert but
precedes the NCIC record and reads:

****THE SUBJECT OF THIS RECORD IS PROHIBITED FROM RECEIVING OR

POSSESSING A FIREARM UNDER FEDERAL LAW (TITLE 18, U.S.C.,
SECTION 922)****

4. Only a final protection order record (MKE/EPO or EPOC) can contain a Brady
indicator of Y or U (unknown). Emergency or temporary orders (MKE/ETO or
ETOC) issued ex parte do not meet the criteria specified by law, and, therefore, N
must be entered in the field.

5. Prior to entering the record, an entering agency should make every attempt to
determine the firearm disqualification status. The U code should be used when the
status remains unknown after reviewing all available documentation. When no
attempt is made to determine the disqualification status, a BRD code should not be
included in the record (MKE/EPO or EPOC).

6. The federal firearm prohibition does not apply unless the relationship between the
subject of a protection order (respondent) and the protected person (petitioner) is that
of an intimate partner or child of an intimate partner.

Intimate Partner--with respect to a person, the spouse of the person, a former spouse
of the person, an individual who is a parent of a child of the person, and an individual
who cohabit or has cohabited with the person.

Cohabitation--requires a live-in relationship (or former live-in relationship) between

two (2) individuals (can be same sex) which, in essence, is a sexual/romantic
relationship, NOT merely a roommate.
The following chart contains relationships frequently encountered on protection orders and
the corresponding value for the BRD Field.

PROTECTED PERSON SUBJECT BRD

Spouse Spouse Y
Former spouse Former spouse Y
Unmarried Child in Common Unmarried Child in Common Y
Unmarried Currently or formerly Unmarried Currently or formerly U
living together unless documentation living together unless documentation
of cohabitation exists of cohabitation exists
Child Parent Y
Stepchild Stepparent Y
Currently or formerly cohabiting Currently or formerly cohabiting Y
Parent Child N
Nephew/Niece Uncle/Aunt N
Uncle/Aunt Nephew/Niece N
Grandchild Grandparent N
Grandparent Grandchild N
Brother/Sister Brother/Sister N
Cousins Cousins N
Roommates Roommates N
Neighbors Neighbors N
Stepparent Stepchild N
Boyfriend/Girlfriend unless Boyfriend/Girlfriend unless N
cohabitation exists cohabitation exists
Same sex cohabiting, intimate Same sex, cohabiting, intimate Y
relationship relationship
Stranger Stranger N

4. PROTECTED PERSON NAME (PPN)

The PPN contains the name of the person protected by the order. If the name of the
protected person and his/her date of birth and/or Social Security number is known, the
data should be placed in the corresponding fields. The NCIC Code Manual , Personal
Descriptors, provides detailed instructions on the coding of a name. When only the name
of the protected person is known, it can be placed in the MIS Field.

5. PROTECTED PERSON DATE OF BIRTH (PPB)

For NCIC-formatted messages, this field is mandatory if information is placed in the PPN
Field.

6. MISCELLANEOUS (MIS) FIELD

1. Aliases, nicknames (monikers), vehicle 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 as a supplemental record (MKE/EPNO) illustrated
and explained in Section 8 of this chapter, as this procedure increases the chances of a
hit on the record.

2. If the entry contains an FBI Number/UCN, the entering agency may obtain a copy of
the subject's manual identification record by entering the alphabetic code Send
Identification Record (SIR) as the last item in the MIS Field. A blank character must
precede SIR if other information is included in the MIS Field.

3. When an agency enters a POF record with a protection order condition of 08, the
terms and conditions must be entered in the MIS Field.

4. This field should be used to further explain the conditions of an order. For example, if
the terms and conditions of the PCO state that the subject is restrained from entering
the residence, property, school, or place of employment of the protected person(s) or
of the other family or household members of the protected person, then such
information is shown in the MIS Field. For example:

MIS/100 FEET OFF MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN

MIS/FOR VISITATION

Additionally, the MIS Field should contain details regarding service of the order.

5. When an agency enters a POF record with a protection order condition of 07 and the
weapon is not a firearm, the weapon must be identified in the MIS Field.

6. When an agency enters a POF record with an MPO, protection order condition 08
will be used with the following mandatory caveat in the MIS Field:

“THIS IS A MILITARY PROTECTIVE ORDER AND MAY NOT BE

ENFORCEABLE BY NON-MILITARY AUTHORITIES. IF SUBJECT IS IN
POSSIBLE VIOLATION OF THE ORDER, ADVISE THE ENTERING AGENCY
(MILITARY LAW ENFORCEMENT).”

7. When an agency enters a POF records with a Criminal Bail Protection Order,
protection order condition 08 will be used with the following mandatory caveat in the
MIS Field: “CRIMINAL BAIL PROTECTION ORDER”

7. 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).
 8. SERVICE INFORMATION DATA (SVC and SVD)

When the SVD Field is populated with the date the protection order was served; the SVC
Field must contain 1.

9. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Protection Order
record are located in Section 8 of this chapter.

10. CAUTION AND MEDICAL CONDITIONS (CMC)

When a POF record is entered with a caution indicator, the MKE ends with C, and the
CMC Field must contain a valid caution and medical code. Section 8 of this chapter
describes the process for entry of additional CMC codes as supplemental records to a
POF record. The following are the allowable CMC codes and their translations.

00 = Armed and Dangerous 55 = Alcoholic 90 = Diabetic

05 = Violent Tendencies 60 = Allergies 01 = Other-Explain in MIS
Field
10 = Martial Arts Expert 65 = Epilepsy
15 = Explosive Expertise 70 = Suicidal
20 = Known to abuse drugs 80 = Medication Required
25 = Escape Risk 85 = Hemophiliac
30 = Sexually Violent Predator –
Contact ORI for Detailed
Information
40 = International Flight Risk
50 = Heart Condition

11. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the subject of the POF record is
known, Y should be entered into the NOA Field.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

12. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

The DNA Field has a default value of N, meaning no DNA data is available. When the
user sets the DNA Field to Y, indicating DNA data are available, then specific
information regarding location of the DNA sample must be entered 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.

13. LINKAGE DATA (LKA and LKI)

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 with 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. In the entry message the LKI and LKA Fields immediately follow the ETN
Field. The message will be rejected if the first seven characters of the LKA are the same
as the first even characters of the LKI.

SECTION 3--MODIFICATION

3.1 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 the base record.

A modification message to delete information in a field of the base record will cause the
same data in the supplemental record to move up to the base record, except for vehicle,
license, protected person, AKA, and image data.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MPO.MD1012600.NAM/SMITH, JOHN J.NIC/H146203706.SOC/123456789.

PNO/P012354

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAME/SMITH, JOHN J NIC/H146203706

The above modification example contains: header (1N01HEADER), message key (MPO),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/H146203706), the fields being modified, and the data being changed (SOC/
123456789 and PNO/P012354).
3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PROTECTION CONDITIONAL PNO 3-15 ALPHABETIC,
ORDER NUMBER NUMERIC,
SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 1-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S) OPTIONAL
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; NIC and OCA, in that order; or NAM and PNO, in that order, followed
by the fields to be modified. All fields, other than the HDR, MKE, and ORI, must be
preceded by the appropriate MFC and a slash. The name used in identifying the record to be
modified must be set forth with the exact spelling and spacing as shown in the record on file.
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

1. Further instructions to modify an alias and/or an additional identifier previously

appended to a POF record by means of a supplemental record are provided in Section 8
of this chapter.

2. If an agency has entered a temporary protection order record, it can be modified

(MKE/MTO) to a regular protection order record by modifying the MKE to EPO.

3. An agency modifying a POF record to insert the FBI Number/UCN may also request a
copy of the subject's identification record by adding SIR as the last item in the MIS Field.
A blank character must precede SIR if other information is included in the MIS Field.
Only the agency that entered the record may request a copy of the identification record
through this means.

4. If a court should make a change to a protection order that is the basis for a POF record
and is not the entering agency, that court must notify the agency that entered the record of
the change.

5. If a court changes the expiration date of an order, but the change does not occur until
after a record expires, the record must be reentered.

6. Five days prior to the expiration of a protection order (date shown in the EXP), the ORI
of record will receive a $.P. message. This unsolicited message from NCIC is a reminder
to the agency to make any needed modifications to the EXP in the event that the date was
changed by a court.

7. POF records that have been cleared or expired and are in an inactive status cannot be
modified.

8. LINKAGE DATA (LKI and LKA)

1. The Linkage ORI and OCA Fields are provided as separate fields to associate
incidents that are handled by multiple departments. A record which shares the same
incident of a record entered with a different ORI and/or OCA can be modified to link
the records by entering the associated ORI and OCA into the linkage fields (LKI and
LKA) of both records. If a modify transaction is used to add a linkage to another
record, then both LKI and LKA must be entered.

2. LKI and LKA Fields already existing in the protection order can be modified
individually.

3. The LKI and LKA Fields must be deleted as a pair; otherwise, the message will be
rejected.
3.6 MODIFICATION TO REMOVE VEHICULAR DATA FROM A RECORD

1. TO REMOVE ALL VEHICULAR DATA

When vehicular data are included in a POF record, a special modification message may
be used to remove all the vehicular data without identifying each individual field. The
characters LIC-VCO/. follow the two record identifiers. LIC-VCO/. causes NCIC to
delete the fields LIC, LIS, LIY, LIT, VIN, VYR, VMA, VMO, VST, and VCO.

1N01HEADER.MPO.MD1012600.NAM/SMITH, JOHN J.NIC/H123456780.LIC-VCO/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/H123456780

The above modification example to remove all vehicular data contains: header
(1N01HEADER), message key (MPO), Originating Agency Identifier (MD1012600),
two record identifiers (NAM/SMITH, JOHN J and NIC/H123456780), and the fields
being removed (LIC-VCO) immediately followed by slash period (/.).

2. TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less than all
of the vehicular data from a POF record. If, for example, only the four fields of license
plate data (LIC, LIS, LIY, LIT) are to be deleted from the record, the usual modifying
procedure must be followed, with each field to be deleted explicitly set forth in the
modification message. For example:

1N01HEADER.MPO.MD1012600.NAM/SMITH, JOHN J.NIC/H123456780.LIC/.LIS/.LIY/.LIT/.

3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a POF record to indicate that the record has been validated. When data are entered
into the VLN Field, the NCIC enters the current date in the Date of Last Validation (VLD)
Field of the record. If the user attempts to delete or modify the VLN Field to all blanks, the
message will be rejected. The acknowledgment for the modification message containing
VLN Field data will indicate the record has been validated. Each CSA can determine the
specific data to be included in the VLN Field for the validation of the record. For example:

1N01HEADER.MPO.MD1012600.NAM/SMITH, JOHN J.NIC/H123456780.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NAM/SMITH, JOHN J NIC/H123456780
 SECTION 4--CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

Cancellation of a record is restricted to the agency that entered the record. A cancellation
message will immediately retire the POF record. These records are not available in the
inactive database. POF records that have been expunged or are determined to be inaccurate
should be canceled. Active, expired, and cleared records can be canceled.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XPO.MD1012600.NAM/SMITH, JOHN J.NIC/H146203706.19991205

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NAM/SMITH, JOHN J NIC/H146203706

The above cancellation example contains: header (1N01HEADER), message key (XPO),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/H146203706), and date of cancellation (19991205).

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PROTECTION CONDITIONAL PNO 3-15 ALPHABETIC,
ORDER NUMBER NUMERIC,
SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; NIC and OCA, in that order; or NAM and PNO, in that order, preceded
by the proper MFCs. The name used in identifying the record to be canceled must be set forth
with the exact spelling and spacing as shown in the record on file. Cancellation date must
follow the two record identifiers.

4.5 ADDITIONAL GUIDELINES

When a POF record is canceled, any supplemental information or images appended to that
record will be canceled automatically.

Inactive records (expired and cleared) can be canceled. If the two record identifiers used in
the cancellation message are NAM and OCA or NAM and PNO, the NCIC System will
cancel the oldest matching record on file, which could be an inactive record.

4.6 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

Benefits and effectiveness data are not applicable to the POF record.

SECTION 5--INQUIRY

5.1 EXAMPLE OF AN INQUIRY FOR RECORD SUBJECT

The message key QPO is used for Protection Order File (POF) inquiries. It will search the
Protection Order File and will retrieve POF records which are active, expired, or cleared. If
the QPO includes MNU, SOC, or OLN, the NCIC System will search them against the SER
of the Article File personal identifier records.

1N01HEADER.QPO.MD0100010.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19701010

Negative Response:

1L01HEADER
MD0100010

NO NCIC PROTECTION ORDER DOB/19701010 NAM/SMITH, JOHN J SEX/M RAC/W

Positive Response:

(Response will contain any active, cleared, or expired records that may be identical with the
subject of the query.)

1L01HEADER
MD0100010

****WARNING - THE FOLLOWING IS AN NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER*****

MKE/PROTECTION ORDER
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4 CTZ/US
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/N222333444 OLS/MD OLY/1995
SVC/1 – SERVED SVD/20120903
PNO/PO12345 BRD/N ISD/20120728 EXP/20180728 CTI/MD056013J
PPN/SMITH, JANE L PSX/F PPR/W PPB/19710101 PSN/777665555
PCO/01 - THE SUBJECT IS RESTRAINED FROM ASSAULTING, THREATENING, ABUSING,
HARASSING, FOLLOWING, INTERFERING, OR STALKING THE PROTECTED
PERSON AND/OR THE CHILD OF THE PROTECTED PERSON.
OCA/14-017289 SID/MD99999999
LKI/MD1240000 LKA/MD-2255
MIS/100 FEET FROM RESIDENCE EXCEPT WHEN PICKING UP CHILDREN FOR
MIS/VISITATION
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2G2PM37A2G2208042 VYR/1992
VMA/DODG VMO/INT VST/4T VCO/BLK
ORI IS ANNAPOLIS POLICE DEPARTMENT MD 301 555-5555
NIC/H146203706 DTE 19980801 0000 EDT DLU/20120728 1600 EDT

****WARNING - THE FOLLOWING IS AN EXPIRED NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER*****

MKE/EXPIRED PROTECTION ORDER

ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
PNO/PO33333 BRD/N ISD/19980517 EXP/19990517 CTI/MD010023D
PPN/SMITH, RITA R PSX/F PPR/W PPB/19730319 PSN/111223333
PCO/01 - THE SUBJECT IS RESTRAINED FROM ASSAULTING, THREATENING, ABUSING,
HARASSING, FOLLOWING, INTERFERING, OR STALKING THE PROTECTED PERSON
AND/OR THE CHILD OF THE PROTECTED PERSON
OCA/14-556678 SID/MD99999999
MIS/SUBJECT IS PROHIBITED FROM CONTACTING PROTECTED PERSON AND MUST
MIS/VACATE RESIDENCE
ORI IS ANNAPOLIS POLICE DEPARTMENT MD 301 555-5555
NIC/H147359010 DTE 19980521 0000 EDT DLU/20080301 1600 EDT
5.2 MESSAGE FIELD CODES FOR AN INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
VEHICLE CONDITIONAL VIN 1 -20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
CASE AGENCY NUMERIC
NUMBER
SPECIAL
CHARACTER
PROTECTION CONDITIONAL PNO 3-15 ALPHABETIC,
ORDER NUMBER NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT
EXPANDED NAME OPTIONAL ENS 1-1 ALPHABETIC
SEARCH
EXPANDED DATE OPTIONAL EBS 1-1 NUMERIC
OF BIRTH SEARCH

5.3 REQUIREMENTS FOR AN INQUIRY

1. An inquiry of the Protection Order File may be made by name and one, more than one, or
all of the following alphanumeric identifiers: complete DOB (including year, month, and
day), FBI, MNU, SOC, and OLN, with each data element preceded by the proper MFC.
Additionally, inquiries may be made using vehicle data, NAM and OCA only, NAM and
PNO only, or NIC only, with each data element preceded by the proper MFC.

Note: Exact spelling of the name as contained in the entry is required when inquiring
with only NAM and OCA or NAM and PNO. An inquiry with NAM and DOB will also
search the PPN and PPB Fields, respectively. Additionally, an inquiry with SOC will
search the PSN Field.

2. When the inquiry contains a 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 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 match to the surname in the inquiry.

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 SEX code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry
can limit the search made by NCIC. A list of the Race Field codes and the race codes
that will be searched when each is included in an inquiry follows.

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.,
SOC, FBI, MNU, or OLN, 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 an alphanumeric identifier is not available, an alphabetical search by NAM can be
performed by requesting a Global Inquiry (SPRQ) from the CTA/FSC if additional
descriptive identifiers are known.

5. An inquiry can provide a secondary hit response only from within the Protection Order
File when the primary hit contains a SOC, FBI, or VIN, and those fields were not part of
the original search criteria. A second computer search is automatically generated on the
SOC, FBI, and VIN contained in the primary record response. A QPO transaction will
not cause a cross-search of any other file.

6. An inquiry of the Wanted Person (QW, QWA, QWE, QWF, QWS, ZW, QWB, and
QWI) and/or Vehicle (QV, ZV, QVB) Files will result in the automatic cross-search of
the POF. Active records will be returned in a positive response; inactive records will not.
QW queries based on NAM and DOB will also search the PPN and PPB Fields.
Additionally, QW inquiries on SOC will also search the PSN Field. The Wanted Person
and Vehicle File Chapters contain details regarding use of the above MKEs.

7. 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.

8. If an inquiry hits on more than 100 records, the NCIC System will discontinue processing
the response and return the first 100 records with the following caveat.

MAXIMUM RECORD COUNT EXCEEDED FOR AN ON-LINE

SEARCH. RESUBMIT MODIFIED SEARCH PARAMETERS OR
SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

To modify the search parameters to possibly prevent excessive hits, omit DOB and use
NAM and a different numeric identifier. Also, using SEX and RAC with NAM and DOB
may reduce the number of hits. To request a Global Inquiry, contact your CSA or the
FBI’s CJIS Division.

9. A Protection Order File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle
identification data, protected person data, protection order conditions, and image data.
All supplemental fields will be sorted by special character, alphabetically, then
numerically. Within supplemental data sets, the fields will be sorted as follows:
operator’s license data by OLS, license plate data by LIS, vehicle data by VIN, protected
person data by PPN, and image data by IMN.
5.4 EXAMPLE OF A QW USING NAME OF PROTECTED PERSON

1N01HEADER.QW.MD0100010.NAM/SMITH, JANE L.SEX/F.RAC/W.DOB/19710101

Negative Response:

1L01HEADER
MD0100010

NO NCIC WANT DOB/19710101 NAM/SMITH, JANE L SEX/F RAC/W

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response: (with supplemental information)

1L01HEADER
MD0100010

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

****WARNING - THE FOLLOWING IS AN NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER****

****THE SUBJECT OF THIS RECORD IS PROHIBITED FROM RECEIVING OR POSSESSING

A FIREARM UNDER FEDERAL LAW (TITLE 18, U.S.C., SECTION 922)****

MKE/PROTECTION ORDER
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/MD
DOB/1971010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/N222333444 OLS/MD OLY/1995
SVC/1 – SERVED SVD/20120903
PNO/PO12345 BRD/Y ISD/20120728 EXP/20180728 CTI/MD056013J
PPN/SMITH, JANE L PSX/F PPR/W PPB/19710101 PSN/777665555
PCO/04 - THE SUBJECT IS REQUIRED TO STAY AWAY FROM THE RESIDENCE, PROPERTY,
PCO/SCHOOL OR PLACE OF EMPLOYMENT OF THE PROTECTED PERSON OR OTHER
PCO/FAMILY OR HOUSEHOLD MEMBER
OCA/14-017289
MIS/100 FEET OFF 110 MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FOR
MIS/VISITATION, SUBJECT IS PROHIBITED FROM POSSESSING A HUNTING KNIFE
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2G2PM37A2G2208042 VYR/1992
VMA/DODG VMO/INT VST/4T VCO/BLK
ORI IS ANNAPOLIS POLICE DEPARTMENT MD 301 555-5555
PCO/07 - THE SUBJECT IS PROHIBITED FROM POSSESSING AND/OR PURCHASING A
PCO/FIREARM OR OTHER WEAPONS AS IDENTIFIED IN THE MISCELLANEOUS FIELD.
NIC/H146203706 DTE 19980728 0000 EDT DLU/20120728 1600 EST
5.5 ADDITIONAL GUIDELINES FOR NCIC INQUIRY

1. IMAGE INDICATOR (IND)

1. QPO 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.

1N01HEADER.QPO.WA1230000.NAM/SMITH,JOHN J.
SEX/M.RAC/W.DOB/19691012.IND/Y

2. The following would be returned for a POF record with a mug shot image:

IMR/MNAM:SMITH, JOHN J DOB:19691012

RAC:W HGT:510 WGT:165 DOI:19821210
NIC:H000069216 IMN:I000001233
MIS:MUGSHOT FROM 1982 ARREST

00256
<image>.

3. The Image Response (IMR) is composed of the following data: the Image Type (M
for mug shot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The
Date of Image (DOI) is next, followed by the NIC of the base record and the Image
NCIC Number (IMN). Following the IMN is the Image MIS Field, then image size
in bytes (00256), and, last, <image> would be replaced with the actual image.

2. RELATED SEARCH HIT (RSH)

1. QPO inquiries may also contain a Related Search Hit (RSH) Field. If the RSH is Y,
secondary hit responses will be returned for all linked POF records. The NCIC
System links records when: 1) ORI/OCA matches the primary hit response and the
dates of entry for those records are within 30 days of each other and 2) the LKI/LKA
are the same as ORI/OCA contained in the primary hit response.

2. If the hit response contains more than ten secondary hit responses, the following will
be included in the hit response to indicate a file is being created with up to an
additional 100 hit responses.

ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW

3. A $.B. notification 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.
3. EXPANDED NAME SEARCH (ENS)

A QPO inquiry may also contain an Enhanced Name Search indicator (ENS) to specify
that when the NAM and DOB identifiers are used, the enhanced name search function
should be performed. If the ENS is Y, primary hits will be determined using each entered
name part as a last name, interchanging the remaining name parts as given names.

1N01HEADER.QPO.WA1230000.NAM/FRANK,MILES.SEX/M.RAC/W.DOB/19691012.
ENS/Y

The following hit response based on ENS would be returned:

****WARNING - THE FOLLOWING IS AN NCIC PROTECTION ORDER RECORD. DO NOT

SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING
AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER****

MKE/PROTECTION ORDER
ORI/MD1012600 NAM/MILES, FRANK L SEX/M RAC/W ETN/H POB/MD
DOB/19691012 HGT/550 WGT/155 EYE/BRO HAI/BRO
SKN/FAR SOC/123456789
SVC/1 – SERVED SVD/20120903
PNO/PO34512345 BRD/N ISD/19980728 EXP/19990728 CTI/MD056013J
PPN/SMITH, JANE L PSX/F PPR/W PPB/19710101
PCO/04 - THE SUBJECT IS REQUIRED TO STAY AWAY FROM THE RESIDENCE,
PCO/PROPERTY, SCHOOL, OR PLACE OF EMPLOYMENT OF THE PROTECTED PERSON
PCO/OR OTHER FAMILY OR HOUSEHOLD MEMBER
OCA/14-017289
MIS/100 FEET OFF 110 MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FOR
MIS/VISITATION
ORI IS ANNAPOLIS POLICE DEPARTMENT MD 301 555-5555
NIC/H134566706 DTE 19980728 0000 EDT DLU/20120728 1600 EST

4. EXPANDED DATE OF BIRTH SEARCH (EBS)

When an inquiry transaction includes the numeric 1 in the EBS Field, the expanded date
of birth search will return records with the exact input DOB as well as records with the
exact month and day and a range of plus or minus one year of the input DOB. When an
inquiry transaction includes the numeric 2 in the EBS Field, the expanded date of birth
search will return records with the exact input DOB as well as records with the exact year
of birth with the month and day transposed. When the inquiry transaction includes the
numeric 3 in the EBS Field, the expanded date of birth search will return the following:
records with the exact input DOB, records with the exact month and day and a range of
plus or minus 1 year of the input DOB, and records with the exact year of birth with the
month and day of the input DOB transposed.

5. DELAYED-INQUIRY HIT NOTIFICATION ($.H.)

1. A $.H. is sent only to the entering/modifying agency for POF records.

2. A $.H. will be returned only if the entering/modifying and inquiring agencies are
different.
 6. MISCELLANEOUS NUMBER FIELD

If the MNU exceeds 15 characters, the first 15 characters should be entered in the MNU
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.

7. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE DATA. USE
CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

5.6 PROCEDURES FOR HANDLING A HIT

1. The entering agency must be able to confirm the status and terms of a protection order to
any criminal justice agency that makes an inquiry. If the entering agency does not operate
24 hours a day, seven days a week, it must make arrangements with another agency
through a written agreement to provide responses to hit confirmation requests.

Requirements for hit confirmation responses are based on two levels of priority: urgent
and routine, with a different response time governing each level. Hit confirmation
procedures are detailed in the Introduction chapter of this manual.

2. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

3. For MPOs hit confirmation would not be required, as NCIC policy only requires hit
confirmation when taking official action based on the order. However, local, state,
federal, and tribal authorities would be aware of the military protective order which
would enhance officer safety, and could then notify the entering agency (military law
enforcement) that would take appropriate action.

In addition, the entering military law enforcement agency should include a Y in the
Notify Originating Agency (NOA) Field of the POF record so they will be notified of all
hits via a $.H. Originating Agency Notification.

SECTION 6--LOCATE

There are no locate procedures for the Protection Order File.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

When a court notifies the owner of the record that the protection order has been canceled, the
entire corresponding POF record must be cleared. The clear transaction will change the status
of the POF record from active to inactive. Clearance of a POF record is restricted to the
agency that entered the record.

Expired records cannot be cleared.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CPO.MD1012600.NAM/SMITH, JOHN J.NIC/H146203706.20000531

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NAM/SMITH, JOHN J NIC/H146203706

The above clear example contains: header (1N01HEADER), message key (CPO),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/H146203706), and date of clear (20000531).

7.3 MESSAGE FIELD CODES FOR RECORD CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PROTECTION CONDITIONAL PNO 3-15 ALPHABETIC,
ORDER NUMBER NUMERIC,
SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by NAM and NIC, in that order; NAM and OCA,
in that order; NIC and OCA, in that order; or NAM and PNO, in that order, preceded by the
proper MFC. The name used in identifying the record to be cleared must be set forth with the
exact spelling and spacing as shown in the record on file. The date of clear must follow the
two record identifiers.

7.5 ADDITIONAL GUIDELINES

When a Protection Order File record is cleared, any supplemental information appended to
that record will be cleared automatically.

When a POF record is cleared, its status will be changed to inactive. During this period of
time, the record can be accessed via the QPO transaction. Inactive records cannot be
modified. The record will remain on file for the remainder of the year plus 5 years at which
time the record will be retired.

Benefits and effectiveness data are not applicable to the POF record.

SECTION 8--SUPPLEMENTAL DATA

8.1 MESSAGE FIELD CODES FOR A SUPPLEMENTAL RECORD

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
PROTECTION CONDITIONAL PNO 3-15 ALPHABETIC,
ORDER NUMBER NUMERIC,
SPECIAL
CHARACTERS
ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL OLN1
LICENSE NUMBER SET
SET
LICENSE PLATE OPTIONAL LIC2
NUMBER
SET SET
VEHICLE OPTIONAL VIN3
IDENTIFICATION SET
NUMBER SET
PROTECTED OPTIONAL PPN4
PERSON SET SET
PROTECTION OPTIONAL PCO 2-2 CODE AS
ORDER CONDITIONS DEFINED IN
NCIC CODE
MANUAL
IMAGE NCIC OPTIONAL SET IMN5
NUMBER
CAUTION AND OPTIONAL CMC 2-2
CODE AS
MEDICAL DEFINED IN
CONDITION NCIC CODE
MANUAL
CITIZENSHIP OPTIONAL CTZ 9-9 CODE AS
DEFINED IN
NCIC CODE
MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1 3
OLN/<OLN>.<OLS>.<OLY> VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
2 4
LIC/<LIC>.<LIS>.<LIY>.<LIT> PPN/<PPN>.<PSX>.<PPR>.<PPB><PSN*>
5
IMN/<IMN>.<IMT>

8.2 ENTRY OF A SUPPLEMENTAL RECORD

Only the agency that entered the original record may add additional identifiers to a record.
This applies to either permanent or temporary Protection Order File records.

8.3 EXAMPLE OF A SUPPLEMENTAL ENTRY

1N01HEADER.ENPO.MD1012600.NAM/SMITH, JOHN J.OCA/14-017289.

DOB/19681010.19711109.VIN/2G2PM39B2J2208195.1986.PONT..4T..PPN/SMITH,
PRINCESS...19900102.432567890.PPN/SMITH, PRINCE...19900102.432483232

The above entry example contains: header (1N01HEADER), message key (ENPO),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and OCA/14-017289), two additional dates of birth (19681010.19711109), vehicle
identification number (2G2PM39B2J2208195), vehicle year (1986), vehicle make (PONT),
vehicle style (4T), protected person name (SMITH, PRINCESS), protected person date of
birth (19900102), protected person Social Security number (432567890), second protected
person name (SMITH, PRINCE), and second protected person date of birth (19900102), and
second protected person Social Security number (432483232).

8.4 IDENTIFICATION OF A RECORD FOR ENTRY OF A SUPPLEMENTAL

RECORD

The POF record to which a supplemental record alias and/or another additional identifier is to
be added must be identified by either NAM and NIC, in that order; NIC and OCA, in that
order; NAM and PNO, in that order; or NAM and OCA, in that order, with each data element
preceded by the proper MFC. Identifiers used in the above example are name and originating
agency case number. The name used in identifying the record to which a supplemental record
is to be added must be set forth with the exact spelling and spacing as shown in the record on
file.
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

1. The data fields which may be included in a supplemental record with their field codes
and the maximum number allowable for a POF record are the following:

Field Field Code Maximum Number Permitted

Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, and SMT 9
Other Characteristics
Miscellaneous Number MNU 9
Social Security Number SOC 9
Operator's License Number, OLN 9
State, and Year of Expiration
(entered as a set)
License Plate Number, State, LIC 9
Year of Expiration, and Type
(entered as a set)
Vehicle Identification VIN 9
Number, Year, Make, Model,
Style, and Color (entered as a
set; model and color not
required for entry, but should
be entered if known)
Protected Person Name, Sex, PPN 9
Race, Date of Birth, and
Social Security Number *
(entered as a set; either date of
birth or social security
number are required; sex and
race are not required but
should be entered if known)
Protection Order Condition PCO 8
Caution and Medical CMC 10
Conditions
Image NCIC Number and IMN 12
Image Type (entered as a set)
Citizenship CTZ 9
State Identification Number SID 9

2. IMN and IMT Fields (up to 12: 1 mugshot, 1 signature, 10 identifying images) are added
to the supplemental record when an image is entered and the NIC of the base record is
included in the entry transaction. Additional information can be found in the the Image
File Chapter of this manual.
 3. A record relating to John J. Smith might have appended supplemental data consisting of
three other names (AKAs), nine dates of birth, five scars, two miscellaneous numbers (an
army serial number and a mariner's document number), 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 have come into his possession, one set of vehicle data concerning
an automobile known to be in his possession, three sets of data describing persons
covered by the protection order, four additional conditions of the protection order, and
two caution and medical conditions.

4. 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.

8.6 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; state identification numbers;
protection order condition; or caution and medical condition is counted as one identifier.
Each set of data relating to an operator's license, a license plate, vehicle, protected person or
image is likewise counted as one identifier.

8.7 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL RECORD ENTRY

1. After the POF 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 and each field must end with 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 information before any supplemental entry for
that same field will be accepted. For example, any attempt to enter a Social Security
number in a supplemental record will be rejected as a format error if the main record does
not contain a Social Security number in the SOC Field.

3. All numeric identifiers excluding originating agency case number, protection order
number, and miscellaneous number are to be entered omitting spaces, hyphens, and
symbols. A hyphen may be used in the OCA and PNO Fields, and a hyphen must be used
to separate the two alphabetics from the number itself in the MNU Field.

4. Personal Descriptors, State and Country Codes, and Vehicular Data Codes, NCIC Code
Manual, contain appropriate coding of personal identifiers and license and vehicle data.
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS FIELD (AKA)

1. Field code AKA followed by a slash is used to identify an alias(es). An alias includes
any name in which any last, first, or middle name is different from that in the NAM
Field (or those previously entered in the AKA Fields) for the record, i.e.,
NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is optional),
first name or initial, space, middle name or initial if any, space, and suffix meaning
seniority, if any, e.g., SR or III. Aliases and/or variations in name spelling must be
separated by a period without repeating the MFC AKA.
3. Nicknames (monikers) are to be entered in the AKA Field of the protection order
record. The term nickname in NCIC is defined as a name added to or substituted for
the proper name of a person, such as their street name (i.e., Shorty). It is not a
familiar form of a proper name, such as Jim for James.

The nickname is to be entered in the AKA Field, followed by a comma (space after
comma is optional), then an X (i.e., Peanut, X).

2. OPERATOR'S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator's license data
in an entry. The three data elements making up this set are operator's license number,
state of issue, and year of expiration. All three elements must be included in the order
listed and must be separated by a period. For example:

OLN/ L234526677238.VA.1976.

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by MFC OLN/.

3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in an
entry. This set contains four data elements: LIC, LIS, LIY, and LIT. Elements must be
entered in the order listed and must be separated by a period. For example:

LIC/CBA321.MD.1999.TK.

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.
4. VEHICLE IDENTIFICATION NUMBER (VIN) SET

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This set contains six data elements: VIN, VYR, VMA, VMO,
VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and color
should be entered in proper order when available. Elements must be separated by
periods and each data element must be accounted for. For example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK.

Or

VIN.1D37Q6R001225.1976.CHEV..2D..

3. In the event that data related to other vehicles are entered at the same time, each set of
vehicular data must be preceded by MFC VIN/.

5. PROTECTED PERSON SET (PPN)

1. Field code PPN followed by a slash is used to identify an additional protected person
in a supplemental entry. This set contains four data elements: for NCIC formatted
messages: PPN, SEX, RAC, and DOB or five data elements for NCIC formatted
messages: PPN, SEX, RAC, DOB, and PSN. The PPN and DOB or PSN are required
for entry. However, all fields should be entered in proper order when available.

2. Elements must be separated by periods and each data element must be accounted for.
For example:

PPN/DALE, ROGER J.M.W.19930917. 123456789

Or

PPN/DALE, ROGER J…19930917

Or

PPN/DALE, ROGER J….123456789

3. In the event that data related to other protected persons are entered at the same time,
each set of protected person data must be preceded by MFC PPN/. If a protection
order lists the names of more than ten protected persons, the additional names should
be placed in the MIS Field.
 6. PROTECTION ORDER CONDITIONS (PCO)

An additional seven protection order conditions can be entered in a supplemental record.

The details of the conditions should be included in the MIS Field of the base record.

If condition number 08 is entered, the MIS Field is mandatory. PCO codes entered in a
supplemental record will be translated in the NCIC response.

7. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

Additional dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; protection order conditions; citizenships; and caution
and medical conditions follow the field codes DOB/, SMT/, MNU/, SOC/, PCO/, CTZ/,
and CMC/, respectively, without repeating the MFC and separated only by periods. For
example:

DOB/19370102.19350823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333.SOC/303055378.

8.9 MODIFICATION OF INFORMATION IN A SUPPLEMENTAL RECORD

No one-step procedure is available to modify fields in a POF supplemental record.

To modify, the incorrect field should be canceled and reentered. Cancellation procedures are
set forth in this section which also contains instructions on entering the correct data.

8.10 EXAMPLE OF SUPPLEMENTAL RECORD INFORMATION CANCELLATION

1N01HEADER.XNPO.MD1012600.NAM/SMITH, JOHN J.NIC/H000069216.AKA/ROE, EDWARD.JONES,

EDWARD.DOB/19651012.19630912

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/SMITH, JOHN NIC/H000069216
AKA/ROE, EDWARD
AKA/JONES, EDWARD
DOB/19651012
DOB/19630912

The above example of a cancellation of information in a supplemental record to a POF record

contains: header (1N01HEADER), message key (XNPO), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/SMITH, JOHN J and NIC/H000069216), and
data to be canceled (AKA/ROE, EDWARD.JONES, EDWARD and DOB/19651012.
19630912).
8.11 IDENTIFICATION OF RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS

When canceling information contained in a supplemental record, the POF record to which the
supplemental record is appended must be identified by either NAM and NIC, in that order;
NIC and OCA, in that order; NAM and OCA, in that order; or NAM and PNO, in that order,
with each data element preceded by the proper MFC. The example shown uses NAM and
NIC and supplemental data to be canceled, with each field preceded by the proper MFC.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one cancellation

message. Additional messages are required if more than nine identifiers are to be canceled.
Each AKA (or name spelling variation), DOB, SMT, MNU, CMC, PCO, CTZ, SID, or SOC
is counted as one identifier. Each set of OLN, OLS, VIN, IMN, or PPN is counted as one
identifier.

8.13 ADDITIONAL GUIDELINES FOR CANCELLATION OF SUPPLEMENTAL

DATA

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; protection order conditions; caution and medical conditions; citizenships, state
identification numbers; and/or Social Security numbers to be canceled are to be set out in
the cancel message in the same manner as in a supplemental record entry. That is, more
than one identifier of the same type may follow the MFC without repetition of the MFC.
However, character for character, each identifier to be canceled must be set out exactly as
it appears in the supplemental record on file.

2. Each set of operator's license, license plate data, image data or protected person data
(multiple data element fields) must be preceded by OLN/, LIC/, IMN/, or PPN/,
respectively, and all data elements of the set must appear exactly as they appear in the
supplemental record on file. When canceling vehicle data, only the vehicle identification
number and make are required following VIN/, with a period to account for the
intervening VYR Field. For example:

VIN/1L69X6JO23456..CHEV

When canceling information on a protected person, only the PPN and both PPB and PSN
(when entered) are required after the MFC/; however, a period must be entered to account
for the intervening PSX and PPR and PPB (if blank). For example:

PPN/SMITH, PRINCESS…19931121.432567890

Or
PPN/SMITH, PRINCESS….432567890
 Or
PPN/SMITH, PRINCESS…19931121

3. When a POF record is canceled, its entire supplemental record is automatically canceled.
 NCIC
PROTECTIVE INTEREST FILE

TABLE OF CONTENTS

INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORD
1.9 THREAT TO PROTECTEE NOTIFICATION
1.10 OUT OF STATE MESSAGE
1.11 IMAGE CAPABILITY
1.12 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.3 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 MODIFICATION TO REMOVE VEHICULAR DATA
3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINES FOR CANCELLATION

NCIC Operating Manual – Protective Interest File

INQUIRY

5.1 NCIC INQUIRY PROCESSING

5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 INQUIRY USING VEHICULAR DATA
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR

SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMIUM NUMBER OF ADDITIONAL IDENTIFIERS IN A
SUPPLEMENTAL ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF SUPPLEMENTAL RECORD ALIAS AND OTHER
IDENTIFIERS CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

SUPPLEMENTAL STOLEN/FRAUDULENT RECORD

9.1 MESSAGE FIELD CODES FOR FRAUDULENT DATA ENTRY

9.2 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT
RECORD
9.3 EXAMPLE OF A SUPPLEMENTAL S/F RECORD ENTRY/CANCELLATION
9.4 IDENTIFICATION OF A RECORD FOR S/F RECORD
ENTRY/CANCELLATION
9.5 NUMBER OF ADDITIONAL FIELDS IN A SUPPLEMENTAL S/F RECORD
9.6 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL S/F RECORD
9.7 MODIFICATION OF AN S/F IDENTIFIER RECORD

NCIC Operating Manual – Protective Interest File

 SECTION 1--INTRODUCTION

1.1BACKGROUND

The Protective Interest File (PIF) has been designed to aid law enforcement agencies in
their protective mission. Only law enforcement agencies with a protective mission as
specified within municipal, state, or federal statutes, regulations, or other appropriate
legal authority may enter and update records in the PIF. A record entered into the PIF
will assist agencies in determining the threatener’s location and may provide the record
owner with information related to the threatener’s criminal activity.

1.2 CRITERIA FOR ENTRY

Only law enforcement agencies with a protective mission as specified within municipal,
state, or federal statutes, regulations, or other appropriate legal authority may enter and
update records in the PIF. A record may be entered into the PIF for an individual for
whom the authorized agency reasonably believes, based on its law enforcement
investigation, may pose a threat to the physical safety of a protectee or their immediate
family. Documentation (electronic or hard copy) must be on file to support a PIF entry.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EPI POTENTIALLY US
TO U.S. SECRET SERVICE
PROTECTEE

POTENTIALLY DANGEROUS
TO USMS PROTECTEE

POTENTIALLY DANGEROUS
TO PROTECTEE
EPIC POTENTIALLY DANGEROUS
TO U.S. SECRET SERVICE
PROTECTEE – CAUTION

POTENTIALLY DANGEROUS
TO USMS PROTECTEE – CAUTION

POTENTIALLY DANGEROUS TO
PROTECTEE - CAUTION

Modify MPI
Cancel XPI
Entry of ENPI
supplemental
record

NCIC Operating Manual – Protective Interest File

 Cancellation of XNPI
supplemental
record
Entry of ENPS
stolen/fraudulent
identifiers
Cancellation of XNPS
stolen/
fraudulent
identifiers

*There is no specific MKE to query the Protective Interest File; however, a wanted
person inquiry will return a hit response on this file if a match occurs.

A caution indicator should be added to the MKE EPI when it is known that a PIF subject
is armed and dangerous, has suicidal tendencies, has previously escaped custody, is a
drug addict, or whatever is appropriate to the particular circumstances. The reason for
the caution must be entered in the Caution and Medical Conditions (CMC) Field.

1.4 RECORD RETENTION PERIOD

PIF records have an unlimited retention period. A PIF record will remain on file
indefinitely or until action is taken by the entering agency to cancel the record.

Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file.

1.5AUTOMATIC RETIREMENT

Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and
License Plate Type (LIT) Fields will remain in a PIF record or supplemental record for
the year of entry plus 4 years from the date of entry of the base record regardless of when
the license plate data is entered. Entering agencies are not notified of records from
which expired license data are retired. If the purged license plate is the only searchable
identifier in the PIF record, the entire record will be removed, and the originating agency
will not be notified.

A nonexpiring license plate (LIY/NX) contained in a PIF record will remain on file until
action is taken by the originating agency to remove the license data or cancel the entire
record.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction
of this manual.

NCIC Operating Manual – Protective Interest File

 The Name of Validation (VLN) Field will be returned when the requester is the entering
agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other
responses, the VLN Field will be suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

AKA Alias May include alphabetics, numerics, a comma, hyphens,
and spaces; the comma must follow the last name; there
can be no more than one space after the comma. The
hyphen cannot be in the first position or directly precede
the comma. Personal Descriptors, NCIC Code Manual,
provides coding instructions.
CMC Caution and Medical Must be a valid NCIC-assigned code as listed in Personal
Conditions Descriptors, NCIC Code Manual.
CTZ Citizenship Must be a valid NCIC-assigned country code as listed in
State and Country Codes, NCIC Code Manual.
DLO DNA Location Free text. If the DNA field is N or defaulted to N, then
the DLO must be blank.
DNA DNA Profile Must be either a Y or N. N is the default value. If Y
Indicator is entered, then the DLO Field must contain
data.
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD) if it is
the only numeric identifier. The DOB cannot be later than
the current date. If the DOB is not the only numeric
identifier, 00 may be entered for the month and/or day
when the actual date is unknown. More information in
Personal Descriptors, NCIC Manual Code.
DTT Date of Threat Must be valid Gregorian date (YYYYMMDD) equal to or
less than current date.
ETN Ethnicity Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
EYE Eye Color Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.

NCIC Operating Manual – Protective Interest File

FBI FBI Number/UCN May be up to seven numerics; or one to six numerics
followed by an alphabetic character A through H; or one
to six numerics followed by an alphabetic character J
through Z, followed by one or two check digits; or one to
six numerics followed by two alphabetics followed by one
check digit. If the number contains one alphabetic
character (J-Z), the check digit(s) will be 1 to 11. If the
number contains two alphabetic characters, the first
cannot be B, G, I, O, Q, S, U, Y, or Z; the second must be
A, B, C, D, or E; and the check digit must be 0 to 9. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain alphabetic
characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Must be listed in Personal Descriptors, NCIC Code
Classification Manual. If the first character of any finger is numeric, the
second character must also be numeric. Codes 00 and 50
may not be used.
HAI Hair Color Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second and third
characters represent inches. May be a minimum of 400
but not more than 711. More information in Personal
Descriptors, NCIC Code Manual.
IMN Image NCIC Number A self-checking number automatically assigned by NCIC
to each accepted image record and consists of the
alphabetic character I followed by nine numeric
characters. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
LIC License Plate Number The characters UNK, UNKN, UNKNOWN may be used
in inquiry transactions. For entry of a record with UNK,
UNKN, or UNKNOWN, contact the FBI CJIS Division
staff. If VMA is AERO, LIS is US, and LIT is PP or NP,
the first character in the LIC Field must be the alphabetic
N. If the license plate number exceeds ten characters,
only the first ten characters should be entered in the LIC
Field. The full plate number must be shown in the MIS
Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in State and
Country Data Codes, NCIC Code Manual.
LIT License Plate Type Must be a valid NCIC-assigned code as listed in the
Vehicular Data Codes, NCIC Code Manual.

NCIC Operating Manual – Protective Interest File

LIY License Plate Year Must be a valid four-character year (YYYY) or the of
Expiration alphabetics NX to represent a nonexpiring
registration.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros a single
alphabetic only, or the word
NONE. The first seven characters of the LKA cannot
equal the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be valid
for the
LKI. (There must be an ORI and matching OCA in the
System.)
LKI Linkage Agency Must be a valid ORI.
Identifier
MIS Miscellaneous May include alphabetics, numerics, and special characters.
MKE Message Key Must be a valid message key.
MNU Miscellaneous Number The first two characters must be a valid NCIC-assigned code
as listed in Personal Descriptors, NCIC Code Manual. The
third character must be a hyphen. Entry of one zero only, or
a run of zeros only is prohibited in positions 4 through 15.
An originating agency police or identification number in
MNU Field cannot be the only numeric identifier in the
record. 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.
NAM Name The name may include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. The NCIC Code Manual,
Personal Descriptors, provides coding instructions.
NIC NCIC Number A self-checking number automatically assigned by NCIC
to each accepted record and consists of an alphabetic
character (K in the Protective Interest File) followed by nine
numeric characters. Must have valid check digits when
used to identify the record in a subsequent transaction.
OCA Originating Agency Must not contain a single zero only, run of zeros only, the
Case Number word NONE, or a single alphabetic only. The first seven
characters of the OCA cannot equal the first seven
characters of the ORI. The only valid special character is
the hyphen.
OLN Operator’s License One zero only or run of zeros only may not be used.
Number More information in Personal Descriptors, NCIC Code
Manual.
OLS Operator’s License Must be a valid NCIC-assigned code as listed in State and
State Country Data Codes, NCIC Code Manual.

NCIC Operating Manual – Protective Interest File

OLY Operator’s License Must represent the year the license expires (YYYY) or the
Year of Expiration alphabetics NX to represent a nonexpiring license. More
information in Personal Descriptors, NCIC Code Manual.

ORI Originating Agency Must be a valid NCIC-assigned ORI.

Identifier

POB Place of Birth Must be a valid NCIC-assigned code as listed in the State
and Country Codes, NCIC Code Manual. More information
also in Personal Descriptors, NCIC Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
SEX Sex Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
SID State Identification First two characters must be a valid state code, territory
Number code, or the code US. Embedded spaces are prohibited.
The third and fourth characters may contain an asterisk.
The tenth character may contain a hyphen.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, Must be a valid NCIC-assigned code as listed in Personal
and Other Descriptors, NCIC Code Manual.
Characteristics
SOC Social Security Must not be less than 001010001. The SOC cannot have
Number a value of 9 in the first position or have a value of 00 in
the fourth and fifth positions. Invalid and/or unissued
numbers are accepted but cause a SOC attention message.
More information in Personal Descriptors, NCIC Code
Manual.
VCO Vehicle Color Must be valid NCIC-assigned code as listed in Vehicular
Data Codes, NCIC Code Manual. If two color codes are
used, they must be separated by a slash (/).
VIN Vehicle Identification Single zero only, run of zeros only, single alphabetic only,
Number all alphabetics only, or spaces cannot be used. The
Vehicle File chapter has additional edits on the VIN Field.
If state-assigned or nonconforming 17-character VIN,
SVIN must be entered in the first four characters of the
MIS Field. If the VIN exceeds 20 characters, only the last
20 characters should be entered in the VIN Field. The full
VIN must then be shown in the MIS Field.
VLN Name of Validator Any valid characters representing validator.

NCIC Operating Manual – Protective Interest File

VMA Vehicle Make The VMA Field can be up to 24 characters. The first four
characters must be alphabetic and a valid code. If the
VMA code is less than four characters and data are
included in positions 5 through 24, positions 3 and/or 4
should be blanks. The remaining characters are free text
and must contain the name of the manufacturer when the
VMA code is AERO, ATV, COEQ, CYCL, FARM,
SNOW, SPEC, TRLR, or TRUK.

If the VMO is other than TL, the VMA code must be a

valid NCIC-assigned code as listed in Vehicular Data
Codes, NCIC Code Manual.

If the VMO is TL, the VMA code must not be the

characters: ASM, ASMB, ASSE, ASSM, MB, MC, MK,
MP, MS, NA, TK, TL, UNK, UNKN, XX, XXX, XXXX,
YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.

For every assembled vehicle that does not have a

manufacturer-assigned VIN, the VMA code must be
ASVE.

(Jeep) If the VMA code is JEP, the VYR must be 1969 or

earlier. If the VMA code is AMER, the VYR must be
1988 or earlier. If the VMA code is JEEP, the VYR must
be 1989 or later.

(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP,
HP, or SA, the VMA code must be AERO.

(all-terrain vehicle, dune buggy, go-cart approved golf

cart, and snowmobiles) If VST is EB, EN, or OP, the
VMA code must be SPEC, ATV, SNOW, CYCL, or one
of the VMA codes for snowmobiles or motorcycles as
listed in the Vehicular Data Codes, NCIC Code Manual.

If VST is MV, the VMA code must be SPEC, ATV,

CYCL, or one of the approved VMA codes for
snowmobiles or motorcycles listed in the Vehicular Data
Codes, NCIC Code Manual. If VMA code is ATV or
SPEC, the VST must be EB, EN, MV, or OP, and the
name of the manufacturer must be entered in the MIS
Field.

NCIC Operating Manual – Protective Interest File

VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols should be
used. More information in Vehicular Data Codes, NCIC
Code Manual.

The only valid VMO codes for vehicles with VST codes
EB, EN, MV, or OP are (blank), ATV, CYL, DUN, GOF,
GRT, SKT, SKW, TOY, TRA, TRW or WHE.

(assembled automobile) If the first four characters of the

VMA are ASVE,the VMO must be AV or REP.

(construction equipment) If the first four characters of the

VMA are COEQ, the VMO
must be CE.

(farm and garden equipment) If the first four characters of

the VMA are FARM, the VMO must be FE.

(motorcycle) If the VST is MB, MC, MD, MK, MS, or

MY, the VMO required is CYL.

(snowmobile) If the first four characters of the VMA are

SNOW or one of the valid snowmobile manufacturer’s
codes as listed in Vehicular Data Codes, NCIC Code
Manual, the VMO must be SKT, SKW, TRA, TRW, or
WHE.

(trailer) If the first four characters of the VMA are TRLR

or HMDE, the VMO must be
TL.

(truck) If the first four characters of the VMA are TRUK,

the VMO must be TK.

VST Vehicle Style Must be a valid NCIC-assigned code as listed in Vehicular

Data Codes, NCIC Code Manual. If the VMA is ATV or
SPEC, then the VST must be OP, EB, EN, or MV, and the
MIS Field must contain a nonblank character.
VYR Vehicle Year Must represent the product (model) year during which the
vehicle was manufactured (YYYY). Year cannot be more
than one year beyond the current model year. For entries
1981 or later, and when the VIN is 17 characters, the tenth
position (vehicle year) of a VIN must represent the VYR.
WGT Weight Minimum of 050 and maximum of 499. More
information in Personal Descriptors, NCIC Code Manual.

NCIC Operating Manual – Protective Interest File

1.8 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES

1. If the following fields of a PIF entry message are the same as the corresponding fields
of an active PIF record already on file, the second entry will be rejected with the
message REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and
ORI; OLN, OLS, and ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM,
and ORI; OCA, NAM, and ORI; or DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is received, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is different, e.g., Wanted Person, etc. In this case, the first entry will be
furnished as a response to the second entry.

1.9 $.H.TTP THREAT TO PROTECTEE NOTIFICATION

This notification is sent to the ORI of record when an inquiry or entry/modify results in a
hit on a Protective Interest record. The following is an example of the $.H.TTP
Notification:

$.H.TTP. THREAT TO PROTECTEE NOTIFICATION

MDUSM0123
HIT NOTIFICATION ON NCIC PROTECTIVE INTEREST FILE RECORD AT
1600 EST 20111215
QW.PASP01000.NAM/SMITH. JOHN J.SEX/M.RAC/W.DOB/19511012

RESULTED IN A HIT ON THE FOLLOWING RECORD:

MKE/POTENTIALLY DANGEROUS TO USMS PROTECTEE

ORI/MDUSM0123 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US SKN/DRK
SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
DTT/20100103 OCA/123456273
MIS/KNOWN TO THREATEN FEDERAL JUDGE IN 1ST DISTRICT, WASHINGTON, DC
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
NIC/K146203706 DTE/20101201 DLU/20101203 1815 EST

1.10 $.8. OUT-OF-STATE MESSAGE

NCIC will not transmit a $.8. message when there is an entry, modification, or
cancellation of a PIF record containing data on a vehicle registered in a state other than
the ORI of record. Additional information on the $.8. administrative message can be
found in the Introduction of this manual.

NCIC Operating Manual – Protective Interest File

1.11 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry,
modification, cancellation, and inquiry of images in NCIC.

1.12 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding

investigative interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1N01HEADER.EPIC.MDUSM0123.SMITH, JOHN J.M.W.TX.US.19511012.510.175.BRO.

BRO..DRK.SC R HND.121011C0141159TTC113..204111111.C313456.MD.2002.
123456789.20120103.VAUSM0100.987654321.N..00.ABC123.MD.2010.PC.
2Y27H5L000009.1975.PONT.SUN.2D.BLU.KNOWN TO BE VERY AGGRESSIVE WITH LAW
ENFORCEMENT OFFICERS.H.MD99999999

Acknowledgment:
1L01HEADER
MDUSM0123
NAM/SMITH, JOHN J NIC/K123456789
OCA/123456789

Note: When vehicular data have been entered, all entries and modifications will cross-
search all person files (except the Unidentified Person File), and Vehicle, Vehicle/Boat
Part, and License Plate Files.

2.2 MESSAGE FIELD CODES FOR ENTRY

The following is a list of the PIF data fields and the order of the fields for an entry
transaction.

MESSAGE
FIELD
FIELD NAME REQUIREMENTS FIELD DATA TYPE
LENGTH
CODE
ALPHABETIC,
HEADER MANDATORY HDR 9-19 NUMERIC, SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC

ORIGINATING
ALPHABETIC,
AGENCY MANDATORY ORI 9-9
NUMERIC
IDENTIFIER

NCIC Operating Manual – Protective Interest File

 ALPHABETIC,
NAME MANDATORY NAM 3-30 NUMERIC, SPECIAL
CHARACTERS
CODE AS DEFINED
SEX MANDATORY SEX 1-1 IN NCIC CODE
MANUAL
CODE AS DEFINED
RACE MANDATORY RAC 1-1 IN NCIC CODE
MANUAL
CODE AS DEFINED
PLACE OF BIRTH OPTIONAL POB 2-2 IN NCIC CODE
MANUAL
MUST BE VALID
NCIC ASSIGNED
COUNTRY CODE AS
CITIZENSHIP OTIONAL CTZ 2-2 LISTED IN STATE
AND COUNTRY
CODES, NCIC CODE
MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC

HEIGHT MANDATORY HGT 3-3 NUMERIC

WEIGHT MANDATORY WGT 3-3 NUMERIC

CODE AS DEFINED
EYE COLOR MANDATORY EYE 3-3 IN NCIC CODE
MANUAL
CODE AS DEFINED
HAIR COLOR MANDATORY HAI 3-3 IN NCIC CODE
MANUAL
ALPHABETIC,
FBI NUMBER/UCN CONDITIONAL FBI 1-9
NUMERIC
CODE AS DEFINED
SKIN TONE OPTIONAL SKN 3-3 IN NCIC CODE
MANUAL
SCARS, MARKS,
CODE AS DEFINED
TATTOOS, AND
OPTIONAL SMT 3-10 IN NCIC CODE
OTHER
MANUAL
CHARACTERISTICS

NCIC Operating Manual – Protective Interest File

FINGERPRINT ALPHABETIC,
OPTIONAL FPC 20-20
CLASSIFICATION NUMERIC
ALPHABETIC,
MISCELLANEOUS
CONDITIONAL MNU 4-15 NUMERIC, SPECIAL
NUMBER
CHARACTERS
SOCIAL SECURITY
CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR’S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC

OPERATOR’S CODE AS DEFINED

LICENSE STATE SET OLS 2-2 IN NCIC CODE
MANUAL
OPERATOR’S 2-2 ALPHABETIC (2),
LICENSE YEAR OF SET OLY NUMERIC (4), OR
EXPIRATION 4-4 ALPHABETIC (4)
ORIGINATING ALPHABETIC,
AGENCY CASE MANDATORY OCA 1-20 NUMERIC, SPECIAL
NUMBER CHARACTERS
DATE OF THREAT MANDATORY DTT 8-8 NUMERIC
LINKAGE AGENCY ALPHABETIC,
OPTIONAL SET LKI 9-9
IDENTIFIER NUMERIC
ALPHABETIC,
LINKAGE CASE
OPTIONAL LKA 1-20 NUMERIC, SPECIAL
NUMBER
CHARACTERS
DNA PROFILE
OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
ALPHABETIC,
NUMERIC,
DNA LOCATION CONDITIONAL DLO 1-250
SPECIAL
CHARACTERS
CAUTION AND CODE AS DEFINED
MEDICAL OPTIONAL CMC 2-2 IN NCIC CODE
CONDITIONS MANUAL
LICENSE PLATE CONDITIONAL ALPHABETIC,
LIC 1-10
NUMBER SET NUMERIC

NCIC Operating Manual – Protective Interest File

 CODE AS DEFINED
LICENSE PLATE
SET LIS 2-2 IN NCIC CODE
STATE
MANUAL
LICENSE PLATE
ALPHABETIC (2),
YEAR OF SET LIY 2-4
NUMERIC (4)
EXPIRATION
CODE AS DEFINED
LICENSE PLATE
SET LIT 2-2 IN NCIC CODE
TYPE
MANUAL
VEHICLE
CONDITIONAL ALPHABETIC,
IDENTIFICATION VIN 1-20
SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
CODE AS DEFINED
VEHICLE MAKE SET VMA 2-24 IN NCIC CODE
MANUAL
CODE AS DEFINED
VEHICLE MODEL OPTIONAL VMO 2-3 IN NCIC CODE
MANUAL
CODE AS DEFINED
VEHICLE STYLE SET VST 2-2 IN NCIC CODE
MANUAL
CODE AS DEFINED
VEHICLE COLOR OPTIONAL VCO 3-3 IN NCIC CODE
MANUAL
ALPHABETIC,
MISCELLANEOUS OPTIONAL MIS 1-500 NUMERIC, SPECIAL
CHARACTERS
ALPHABETIC,
NAME OPTIONAL NAM* 3-30 NUMERIC, SPECIAL
CHARACTERS

DATE OF BIRTH OPTIONAL DOB* 8-8 NUMERIC

SOCIAL SECURITY
OPTIONAL SOC* 9-9 NUMERIC
NUMBER
ALPHABETIC,
MISCELLANEOUS
OPTIONAL MNU* 4-15 NUMERIC, SPECIAL
NUMBER
CHARACTERS

NCIC Operating Manual – Protective Interest File

OPERATOR’S CONDITIONAL ALPHABETIC,
OLN* 1-20
LICENSE NUMBER SET NUMERIC
OPERATOR'S
SET OLS* 2-2 ALPHABETIC
LICENSE STATE
OPERATOR’S 2-2 ALPHABETIC (2)
LICENSE YEAR OF SET OLY*
EXPIRATION 4-4 NUMERIC (4)

CODE AS DFINED
OPTIONAL ETN 1-1 IN NCIC CODE
ETHNICITY
MANUAL
STATE ALPHABETIC,
IDENTIFICATION OPTIONAL SID 3-10 NUMERIC, SPECIAL
NUMBER CHARACTERS
*Fraudulent data

2.3 MANDATORY FIELDS FOR ENTRY

1. The following fields are mandatory to cause acceptance of a PIF entry into NCIC:

HDR, MKE, ORI, NAM, SEX, RAC, HGT, WGT, EYE, HAI, OCA, DTT, and at
least one of the following numeric identifiers: DOB (including year, month, and day);
FBI; MNU (other than originating agency police or identification number); SOC; OLN
with OLS and OLY; LIC with LIS, LIY, and LIT; VIN with VYR, VMA, and VST; or
S/F NAM and S/F DOB, (a S/F NAM is required if a S/F DOB is entered as the only
searchable numeric identifier); S/F MNU (other than originating agency police or
identification number); S/F SOC; or S/F OLN with S/F OLS and S/F OLY.

2. The mandatory fields for entry of a record permit entry when the only known
numerical identifier for an individual is a S/F identifier. Since S/F identifiers are
processed as a supplemental record, and since at least one unique numeric identifier is
required to enter a base record, the PIF record entry format allows an entering agency
to transmit both the base record and one of each type of S/F identifier (NAM, DOB,
MNU, SOC, and OLN with OLS and OLY) in one transaction. This provides for the
inclusion of a numeric identifier for record entry purposes. If the S/F DOB is the only
numeric identifier, the S/F NAM must be included as well, or the record will be
rejected.

3. The mandatory fields for entry of a record permit entry when the only known
numerical identifier for an individual is a S/F identifier. Since S/F identifiers are
processed as a supplemental record, and since at least one unique numeric identifier is
required to enter a base record, the PIF record entry format allows an entering agency
to transmit both the base record and one of each type of S/F identifier (NAM, DOB,
MNU, SOC, and OLN with OLS and OLY) in one transaction. This provides for the
inclusion of a numeric identifier for record entry purposes. If the S/F DOB is the only

NCIC Operating Manual – Protective Interest File

 numeric identifier, the S/F NAM must be included as well, or the record will be
rejected.

4. Any agency transmitting a base record entry message for an individual who is known
to be using an S/F identification and whose real identifiers are unknown must include
a minimum of one S/F numerical identifier, SOC, MNU, OLN with OLS and OLY, or
NAM and DOB with the base record entry message. For example:

1N01HEADER.EPIC.MDUSM0123.DOE,JOHN.M.W....510.150.BRO.BRO..
FAR........2012-0002.20120201.MD101783J.12-15243...00...........
BELIEVED TO BE USING HOMICIDE VICTIM PETER SMITH DRIVERS
LICENSE AND SSN.SMITH,PETER.19451212.899001234..DC123456.DC.2014

5. The base record entry format includes one of each of the S/F identifiers fields. These
fields immediately follow the VCO Field and are entered in the following order: S/F
NAM; S/F DOB; S/F SOC; S/F MNU; and S/F OLN, OLS, and OLY. Any agency
transmitting a base record entry message may optionally include one of each type of
the S/F identifiers. The following is an example of an entry with base numerical
identifiers as well as S/F data:
1N01HEADER.EPI.MDUSM0123.JONES,RANDY.M.W.VA.US.19450123.510.150.BRO.BRO..FAR.
SC UL ARM.11121314151514131211.AF-123456789.123456789.MD18273645.MD.2014.12
15243.20120228.MD-101783J.12-00347.N.............PETER SMITH DRIVERS LICENSE
AND SSN TAKEN DURING BURGLARY.SMITH,PETER.19451212.899001234..A444444.WV.2015

6. Although the S/F fields are appended to the base record entry message, NCIC will
process the data therein as a supplemental S/F identifier record entry message. Thus,
S/F identifiers included in a base record entry message cannot be changed or deleted
with a modify message, i.e., MKE MPI. Stolen/fraudulent identifiers can be changed
or deleted only by using the supplemental S/F identifier record entry and cancel
transactions, i.e., MKE ENPS, XNPS, respectively.

7. To preclude the illogical association of a S/F name with a true date of birth, NCIC
does not cross-index S/F names and dates of birth with base record names and dates of
birth or supplemental aliases and dates of birth.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The entering agency must account for all fields in the PIF record format. All available
data called for in the record format must be entered. Missing data obtained at a later
time should be promptly added through the use of a modify message (MKE/MPI).
Guidelines for the entry of aliases and/or other additional identifiers as a supplemental
record to a PIF 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.

NCIC Operating Manual – Protective Interest File

3. If a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except the OCA and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen is used
to separate the first two alphabetics from the number itself in the MNU Field. 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.

5. A record in the PIF may contain a minimum number of personal descriptors, license,
and vehicular data because little was known of the individual at the time of entry. This
lack of information limits the chance of a hit on the record.

One possible source of additional identification data may be the Interstate

Identification Index (III). Thus, an inquiry (MKE/QH) should be made prior to or
soon after making the protective interest entry to determine if the criminal history
record of the subject is in III. A positive response to this inquiry may reveal not only
physical descriptors, identifying numbers, and aliases not known to the inquirer, but
also arrest, court, and/or custody-supervision data which might provide investigative
leads.

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; operator’s 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.

6. An ORI attempting to enter a record on a person it already has entered will receive a
reject message. An entry on the same individual will be accepted providing the
originating agencies are different. The agency making the second entry will receive
the record already on file at the time the second entry is acknowledged. This
notification should lead to some form of communication between the two agencies, as
valuable lead information might be available.

7. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat
will be generated stating that the SOC has not been assigned and that the agency
should check for a possible data entry error. For example:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

NCIC Operating Manual – Protective Interest File

2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

1. The ORI represents the agency responsible for maintaining the PIF record.

2. PERSONAL DESCRIPTORS

Entry instructions and valid codes for name; sex; race; ethnicity; date of birth; height;
weight; eye color; hair color; skin tone; scars, marks, and tattoos; fingerprint
classification; miscellaneous number; Social Security number; operator’s license
number; and caution and medical conditions can be found in the Personal Descriptors,
NCIC Code Manual. Codes for entering the place of birth and citizenship can be
found in State and Country Codes, NCIC Code Manual.

3. 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).

4. LINKAGE DATA (LKI and LKA)

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 of the LKA are the same as the first seven
characters of the LKI.

5. DNA DATA (DNA and DLO)

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.

NCIC Operating Manual – Protective Interest File

 6. VEHICLE OR LICENSE PLATE DATA

Entry instructions for vehicle and license plate formation can be found in the Vehicle
File chapter of this manual, Vehicular Data Codes, NCIC Code Manual, and State and
Country Codes, NCIC Code Manual.

7. 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/ENPI), 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.

8. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Protective

Interest record are located in Section 8 of this chapter.

SECTION 3--MODIFICATION

3.1 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 PIF record. For online
validation, a modification message is also used to validate a record.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K146203706.SOC/375145249.OLY/2014

Acknowledgment:
1L01HEADER
MDUSM0123
MODIFY NAM/SMITH, JOHN J NIC/K146203706

The above modification example contains: header (1N01HEADER), message key (MPI),
Originating Agency Identifier (MDUSM0123), two record identifiers (NAM/SMITH
JOHN J and NIC/K146203706), the fields being modified, and the data being changed
(SOC/375145249 and OLY/2014).

NCIC Operating Manual – Protective Interest File

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC

ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,

AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
(except fraudulent
data)

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, followed by the fields to be modified.
All fields, other than the HDR, MKE, and ORI, must be preceded by the appropriate MFC
and a slash. The name used in identifying the record to be modified must be set forth with
the exact spelling and spacing as shown in the record on file.

NCIC Operating Manual – Protective Interest File

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

Section 8 of this chapter contains information on modifying n alias and/or additional

identifiers previously appended to a PIF record by means of a supplemental record.

If an entering agency subsequently learns that the person is using one of the S/F
identifiers with one of his “true” identifiers, the record must be modified to add the
identifier to the appropriate “true” identifier field.

3.6 MODIFICATION TO REMOVE VEHICULAR DATA

1. TO REMOVE ALL VEHICULAR DATA

When all vehicular data from a PIF base record needs to be deleted, a special message
field code may be used to remove all vehicular data without identifying each
individual field. When the characters LIC-VCO/. are included in the modification
transaction, the NCIC System will delete the following fields: LIC, LIS, LIY, LIT,
VIN, VYR, VMA, VMO, VST, and VCO.
1N01HEADER.MPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K146203706.
LIC-VCO/.

Acknowledgment:
1L01HEADER
MDUSM0123
MODIFY NAM/SMITH, JOHN J NIC/K146203706

The above modification example to remove all vehicular data from the record
contains: header (1N01HEADER), message key (MPI), Originating Agency
Identifier (MDUSM0123), two record identifiers (NAM/SMITH, JOHN J and
NIC/K146203706), and the fields being removed (LIC-VCO) immediately followed
by slash period (/.).

2. TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less
than all of the vehicular data from a PIF base record. For example, if only the four
fields of license plate data (LIC, LIS, LIY, LIT) are to be deleted from the record, the
usual modification procedure must be followed with each field to be deleted explicitly
set forth in the modify message. For example:
1N01HEADER.MPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K146203706.
LIC/.LIS/.LIY/.LIT/.

3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a PIF record to indicate that the record has been validated. When data are

NCIC Operating Manual – Protective Interest File

 included in the VLN Field, NCIC places the current date in the Date of Last Validation
(VLD) Field of the record. If the user attempts to delete or modify the VLN Field to all
blanks, the message will be rejected. The acknowledgment for the modify message
containing VLN Field data will indicate the record has been validated. Each CSA can
determine the specific data to be included in the VLN Field for the validation of the
record. For example:

1N01HEADER.MPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K000069216.VLN/JONES, DAVID E

Acknowledgment:
1L01HEADER
MDUSM0123
VALIDATE NAM/SMITH JOHN J NIC/K000069216

SECTION 4--CANCELLATION

4.1 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 or the entering agency
determines the subject no longer poses a threat to the protectee.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K146203706.20120423

Acknowledgment:
1L01HEADER
MDUSM0123
CANCEL NAM/SMITH, JOHN J NIC/K146203706

The above cancellation example contains: header (1N01HEADER), message key (XPI),
Originating Agency Identifier (MDUSM0123), two record identifiers (NAM/SMITH
JOHN J and NIC/K146203706), and date of cancellation (20120423).

When a PIF record is canceled, the entire record, including all data appended to the
record by means of a supplemental record entry, is automatically canceled.

NCIC Operating Manual – Protective Interest File

4.3 MESSAGE FIELD CODES FOR CANCELLATION

MESSAGE
FIELD
FIELD NAME REQUIREMENTS FIELD DATA TYPE
LENGTH
CODE

ALPHABETIC,
NUMERIC,
HEADER MANDATORY HDR 9-19
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC

ORIGINATING
ALPHABETIC,
AGENCY MANDATORY ORI 9-9
NUMERIC
IDENTIFIER

ALPHABETIC,
NUMERIC,
NAME CONDITIONAL NAM 3-30
SPECIAL
CHARACTERS

10-10 ALPHABETIC,
NCIC NUMBER CONDITIONAL NIC
NUMERIC

ALPHABETIC,
ORIGINATING
NUMERIC,
AGENCY CASE CONDITIONAL OCA 1-20
SPECIAL
NUMBER
CHARACTERS

DATE OF
MANDATORY DOC 8-8 NUMERIC
CANCELLATION

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be canceled must be set forth with the exact
spelling and spacing as shown in the record on file. The cancellation date (without MFC)
must follow the two record identifiers and be equal to the current date or the current date
minus one.
4.5 ADDITIONAL GUIDELINES FOR CANCELLATION
Benefits and effectiveness data are not applicable to the PIF records.

NCIC Operating Manual – Protective Interest File

 SECTION 5--INQUIRY

5.1 NCIC INQUIRY PROCESSING

When an agency transmits an NCIC wanted person inquiry (QW, QWA, QWE, QWF,
QWS, ZW, or QWI), the data in the Protective Interest File will be searched in addition
to all other NCIC person files (except the Unidentified Person File). If vehicle identifiers
are included in the inquiry, the Article, Boat, License Plate, Vehicle, and Vehicle/Boat
Part Files will be searched as well. Additional information can be found in the Wanted
Person File chapter.

5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

Wanted Person File Inquiry (QW/ZW)

1N01HEADER.QW.WA1230000.NAM/SMITH JOHN J.SEX/M.RAC/W.DOB/19511012.

VIN/ABC123DEF45678901

Negative QW/ZW Response

1L01HEADER
WA1230000

NO NCIC WANT DOB/19511012 NAM/SMITH, JOHN J SEX/M RAC/W

NO RECORD VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHERNCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QW Response

If the record contains ORI/DCSS802Q1, the following response will be returned:

1L01HEADER
WA1230000

WARNING-DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION.

MKE/POTENTIALLY DANGEROUS THREAT TO U.S. SECRET SERVICE PROTECTEE
CMC/05 - VIOLENT TENDENCIES
ORI/DCSS802Q1 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
DTT/20110803 OCA/12345627 SID/DC99999999
MIS/KNOWN TO THREATEN PRESIDENT
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS U.S. SECRET SERVICE INTELLIGENCE DIV WASHINGTON 202-406-5731
NIC/K146203706 DTE/20110804 DLU/20110804

NCIC Operating Manual – Protective Interest File

*****REPEAT-DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION
***CALL COLLECT U.S. SECRET SERVICE HEADQUARTERS, TEL NO.202-406-5000
WHICH HAS BEEN NOTIFIED OF THIS TRANSACTION. THIS RECORD IS FOR CRIMINAL
JUSTICE AGENCIES FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

If the record contains ORI/ ++USM++++, the following response will be returned:

1L01HEADER
WA1230000

WARNING-DO NO ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION.OBTAIN

IDENTIFYING INFORMATION. SUBJECT IDENTIFIED AS A CREDIBLE THREATENER AND
POTENTIAL DANGER TO U.S. MARSHALS SERVICE PROTECTEE. IMMEDIATELY CONTACT
USMS COMMUNICATIONS CENTER AT 202-307-9100 FOR FURTHER INFORMATION.
MKE/POTENTIALLY DANGEROUS TO USMS PROTECTEE
CMC/05 - VIOLENT TENDENCIES
ORI/MDUSM0123 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/199
DTT/20110803 OCA/123456273 SID/MD99999999
MIS/KNOWN TO THREATEN FEDERAL COURT JUDGE
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS US MARSHALS SERVICE BALTIMORE FIELD OFFICE 301-307-6100
NIC/K146203706 DTE/20110804 DLU/20110804

*****CONTACT USMS COMMUNICATIONS CENTER AT 202-307-9100 WHICH HAS BEEN

NOTIFIED OF THIS TRANSACTION. THIS RECORD IS FOR CRIMINAL JUSTICE AGENCIES
FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

If the record contains any other ORI, the following response will be returned:

1L01HEADER
WA1230000

WARNING-DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION. OBTAIN
IDENTIFYING INFORMATION. IMMEDIATELY CONTACT AGENCY FOR FURTHER INFORMATION.
MKE/POTENTIALLY DANGEROUS TO PROTECTEE
CMC/05 - VIOLENT TENDENCIES
ORI/VASP01000 NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
DTT/20110803 OCA/123456273 SID/VA99999999
MIS/KNOWN TO THREATEN GOVERNOR
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS VA STATE POLICE ROANOKE OFFICE 703-555-1212
NIC/K146203706 DTE/20110804 DLU/20110804
*****CONTACT LAW ENFORCEMENT AGENCY THAT ENTERED RECORD WHICH HAS BEEN
NOTIFIED OF THIS TRANSACTION. THIS RECORD IS FOR CRIMINAL JUSTICE AGENCIES

NCIC Operating Manual – Protective Interest File

 FOR CRIMINAL JUSTICE PURPOSES.

***DO NOT DISSEMINATE OR USE FOR LICENSING AND EMPLOYMENT PURPOSES*****

5.3 REQUIREMENTS FOR INQUIRY

1. The capability to query only the Protective Interest File does not exist; however, the
same procedures used to search the Wanted Person File will also search the Protective
Interest File. Complete details can be found in the Wanted Person File chapter.

2. In a positive response, Wanted Person and Foreign Fugitive File records will appear
first, followed by Missing Person, Gang, Known or Suspected Terrorist, Violent
Person, National Sex Offender Registry, Supervised Release, Immigration Violator,
Protection Order, Identity Theft, Protective Interest, License Plate, Vehicle,
Vehicle/Boat Part, and Article File records. .

3. As part of a positive Protective Interest File response, the receiving agency is advised
that the person in question cannot be arrested solely upon the basis of the information
provided. A caveat at the end of a record response emphasizes to record recipients
that the record may be disseminated only to criminal justice agencies for criminal
justice purposes.

4. A Protective Interest File response can contain supplemental data fields of AKA,
DOB, SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data,
vehicle identification data, address data, and image data. All supplemental fields will
be sorted by special character, alphabetically, then numerically. Within supplemental
data sets, the fields will be sorted as follows: operator’s license data by OLS, license
plate data by LIS, vehicle data by VIN, address data set by STA, and image data by
IMN.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

When only one numeric identifier is used in an inquiry, the response(s) will include the
record(s) on file containing that specific numeric identifier. For example, if an inquiry
contains only the Social Security number, the response will include the record(s) on file
with that Social Security number, even though there may be other records on file for the
same individuals which do not contain that particular number.

Following a positive response to an inquiry with limited personal descriptors, an agency

should make a second inquiry using all identifiers contained in the response record(s).
The second inquiry should ensure the receipt of all records which could possibly pertain
to the person in question.

If a hit response contains expired license plate information, the following caveat will be
included:
WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE
DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

NCIC Operating Manual – Protective Interest File

5.5 INQUIRY USING VEHICULAR DATA

A QV, ZV, QW, QWA, QWE, QWF, QWS, or ZW inquiry by license plate number or
vehicle identification number will retrieve all person files as well as the Protective
Interest File in which the vehicle and/or license has been entered. Additionally, such an
inquiry will retrieve data from the Vehicle, Vehicle/Boat Part, and License Plate Files. It
is not necessary to include a name in this type of inquiry.

5.6 PROCEDURES FOR HANDLING A HIT

When an agency receives a record in response to an NCIC inquiry and (1) the
whereabouts of the person inquired upon is known and (2) the person inquired upon
appears to be identical with the subject of one or more of the records, the agency must
contact the ORI of the record possibly identical with the person in question to confirm the
record information prior to taking official action based on the record information.

SECTION 6--LOCATE

There are no locate procedures for the Protective Interest File.

SECTION 7--CLEAR

There are no clear procedures for the Protective Interest File.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE

HEADER MANDATORY HDR 9-19 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER

NCIC Operating Manual – Protective Interest File

NAME CONDITIONAL* NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS

NCIC NUMBER CONDITIONAL* NIC 10-10 ALPHABETIC,

NUMERIC

ORIGINATING CONDITIONAL* OCA 1-20 ALPHABETIC,

AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

ALIAS OPTIONAL AKA 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC

SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS

TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTIC MANUAL
S

MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,

NUMBER NUMERIC,
SPECIAL
CHARACTERS

SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC

NUMBER

OPERATOR’S OPTIONAL SET OLN1

LICENSE NUMBER
SET

LICENSE PLATE OPTIONAL SET LIC2

NUMBER SET

VEHICLE OPTIONAL SET VIN3

IDENTIFICATION
NUMBER SET

NCIC Operating Manual – Protective Interest File

 CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL

CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS

DEFINED IN
NCIC CODE
MANUAL

IMAGE NCIC OPTIONAL SET IMN4

NUMBER SET

STATE OPTIONAL SID 3-10 ALPHABETIC,

IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT>
3
VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
4
IMN/<IMN>.<IMT>
*Base record identifier

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

An enter supplemental record is used when additional identifiers, such as an alias or
scars, marks, tattoos, and other characteristics etc., need to be added to a protective
interest record. The enter supplemental record message may be made only by the agency
that entered the protective interest record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.ENPI.MDUSM0123.NAM/SMITH, JOHN J.OCA/1234523.AKA/DEER,
JIM.BUCK,ROBERT J.DOB/19521012.19520912.LIC/ABC123.MD.2015.PC.LIC/123ABC.MD.
2015.PC.VIN/3J57K5D112345.1975.OLDS.CUT.2T.BLU.SMT/CAUL L EAR.TAT R ARM

Acknowledgment:

1L01HEADER
MDUSM0123
SUPP NAM/SMITH, JOHN J OCA/1234523

The above supplemental record entry example contains: header (1N01HEADER),

message key (ENPI), Originating Agency Identifier (MDUSM0123), two record
identifiers (NAM/SMITH, JOHN J and OCA/1234523), and the supplemental data added
to the record: two aliases (AKA/DEER, JIM.BUCK, ROBERT J), two dates of birth
(DOB/19521012 and 19520912), two sets of license plate data
(LIC/ABC123.MD.2015.PC and LIC/123ABC.MD.2015.PC), one set of vehicle

NCIC Operating Manual – Protective Interest File

 information (VIN/3J57K5D112345.1975.OLDS. CUT.2T.BLU), and two scars, marks,
and tattoos (SMT/CAUL L EAR and TAT R ARM).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The protective interest record to which a supplemental record of alias(es) and/or other
additional identifiers is to be added must be identified by either NAM and NIC, in that
order; or NAM and OCA, in that order; or NIC and OCA, in that order, with each data
element preceded by the proper MFC. The name used in identifying the record to which
a supplemental record is to be added must be set forth with the exact spelling and spacing
as shown in the record on file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The AKA Field and all other identifying data fields which may be included in a
supplemental record with their field codes and the maximum number of aliases and/or
other identifiers that may be added to a protective interest record are the following:

Field Field Code Maximum

Number
Permitted
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, SMT 9
and Other Characteristics
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operator’s License Number OLN 9
State, and Year of Expiration
(entered as a set)
License Plate Number, State, LIC 9
Year of Expiration, and Type
(entered as a set)
Vehicle Identification VIN 9
Number, Year, Make, Model,
Style, and Color (entered as a set;
model and color not required for entry,
but should be entered if known)

Caution and Medical Conditions CMC 10

Image NCIC Number and Image Type IMN 11
(entered as a set)

NCIC Operating Manual – Protective Interest File

 Citizenship CTZ 9
State Identification Number SID 9

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A

SUPPLEMENTAL ENTRY

1. 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; date of birth; scar, mark, tattoo, etc.;
miscellaneous number; Social Security number; citizenship; state identification
numbers; or caution and medical condition is counted as one identifier. Each set of
data relating to an operator’s license, license plate, vehicle, address, or image is
likewise counted as one identifier.

2. For example, a record relating to JOHN HARRY DOE might have appended
supplemental data consisting of three other names (AKAs), nine dates of birth, five
scars, two miscellaneous numbers (e.g., army serial number and a mariner’s
document number), 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 have
come into his possession, and one set of data concerning an automobile known to be
in his possession. 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.

8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the protective interest record has been identified, each field included in a
supplemental record entry, except those entered as sets of data, must be identified by
the appropriate field code followed by a slash and the item(s) of data, e.g.,
AKA/<AKA>.SOC/<SOC>.DOB/<DOB>. The data elements must be separated by
a period, and each field must end with a period. Fields that are not part of sets of data
may be entered in any order in a supplemental record entry.

2. The OLN, LIC, VIN, and IMN Fields in the supplemental record format are multiple
element data fields; i.e., these fields have more than one data element following the
field code and slash and are entered as sets, e.g., OLN/<OLN>.<OLS>.<OLY>.

3. Each set of data must be preceded by the appropriate field code followed by a slash.
The data elements within a set of data must be entered in sequence after the slash, and
each data element must be accounted for.

4. The field in the base record must be filled before any supplemental entry for that
same field will be accepted. For example, any attempt to enter a Social Security
number in a supplemental record will be rejected as a format error if the base record
does not contain a Social Security number in the SOC Field.

NCIC Operating Manual – Protective Interest File

 5. All numeric identifiers excluding the OCA and MNU Fields are to be entered
omitting spaces, hyphens, and symbols. A hyphen may be used in the OCA, and a
hyphen must be used to separate the two alphabetics from the number itself in the
MNU Field.

6. The criteria for rejecting duplicate records, as defined in the Introduction section of
this chapter, apply to the entry of supplemental information.

7. Personal Descriptors, State and Country Codes, and Vehicular Data Codes, NCIC
Code Manual, contain appropriate coding of personal identifiers and vehicular data.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA)

1. Field code AKA followed by a slash is used to identify an alias. An alias includes
any name in which any last, first, or middle name is different from that in the
NAM Field (or those previously entered in the AKA Fields) for the record, i.e.,
NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is optional),
first name or initial, space, middle name or initial, if any, space, and suffix
indicating seniority, if any, e.g., SR or III. Aliases and/or variations in name
spelling must be separated by a period without repeating the MFC AKA.

3. Aliases and nicknames (monikers) should not be entered in the MIS Field. All
additional searchable data should be entered in a supplemental record
(MKE/ENPI), 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.

4. Further guidelines for the coding of aliases are provided in Personal Descriptors,
NCIC Code Manual.

2. OPERATOR’S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator’s license
data in an entry. The three data elements making up this field are OLN, OLS, and
OLY. All three elements must be included in the order listed in the format and must
be separated by a period. For example:

OLN/L234526677238.VA.2014

In the event more than one operator’s license is to be entered at the same time, each
set of operator’s license data must be preceded by MFC OLN/.

NCIC Operating Manual – Protective Interest File

 3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in
an entry. This set contains four data elements: LIC, LIS, LIY, and LIT. Elements
must be entered in the order listed in the format and must be separated by a period.
For example:

LIC/CBA321.MD.2014.TK

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.

4. VEHICULAR DATA SET (VIN)

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This field contains six data elements: VIN, VYR, VMA,
VMO, VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and
color should be entered in proper order when available. Elements must be
separated by periods and each element must be accounted for. For example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK.

Or
VIN/1D37Q6R001225.1976.CHEV..2D..

3. In the event data related to other vehicles are entered at the same time, each set of
vehicular data must be preceded by MFC VIN/.

5. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

The MFCs followed by a slash are used to identify additional data to be included in a
supplemental record, i.e., DOB/, SMT/, MNU/, and SOC/. Multiples can be entered
without repeating the MFC and separated only by periods. For example, an entry
might include:

DOB/19570102.19550823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333.SOC/303055378

When identifying data are entered in a supplemental record, the corresponding fields
in the corresponding base record must be filled.

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

1. No one-step procedure is available to modify an alias or other identifier in a

supplemental record to a protective interest record.

NCIC Operating Manual – Protective Interest File

 2. To modify (change) an alias or other identifier in a supplemental record, the incorrect
alias or other identifier must be canceled and reentered.

8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER

IDENTIFIERS CANCELLATION
1N01HEADER.XNPI.MDUSM0123.NAM/SMITH, JOHN J.NIC/K146203706.AKA/BUCK, ROBERT
J.DOB/19520912.LIC/ABC654.MD.2013.PC

Acknowledgment:
1L01HEADER
MDUSM0123
CANCEL SUPP NAM/SMITH, JOHN J NIC/K146203706
AKA/BUCK, ROBERT J
DOB/19520912
LIC/ABC654.MD.2013.PC

This example of a cancellation of an alias and other additional identifiers in a

supplemental record contains: header (1N01HEADER), message key (XNPI),
Originating Agency Identifier (MDUSM0123), two record identifiers (NAM/SMITH,
JOHN J and NIC/K146203706), and data to be canceled (AKA/BUCK, ROBERT J),
(DOB/19520912), and (LIC/ABC654.MD.2013.PC).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an alias(es) and/or other additional identifiers contained in a

supplemental record, the protective interest record to which the supplemental record is
appended must be identified by either NAM and NIC, in that order; or NAM and OCA, in
that order; or NIC and OCA, in that order, with each data element preceded by the proper
MFC. The supplemental data to be canceled, with each field preceded by the proper
MFC, are then entered.

8.12 NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one message.

Additional messages are required if more than nine identifiers are to be canceled. Each
AKA, DOB, SMT, MNU, CTZ, SID, or SOC is counted as one identifier. Each set of
OLN, LIC, VIN, or IMN (multiple data element fields) is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; citizenships; state identification numbers; and
caution and medical conditions to be canceled should be set out in the cancellation
message in the same manner as in a supplemental record entry. That is, more than
one identifier of the same type may follow the MFC without repetition of the MFC.

NCIC Operating Manual – Protective Interest File

 However, character for character, each identifier to be canceled must be set out
exactly as it appears in the supplemental record on file.

2. Each set of operator’s license or license plate data (multiple data element fields) must
be preceded by OLN/ or LIC/, respectively, and all data elements of the set must
appear exactly as they appear in the supplemental record on file. When canceling
vehicular data, only the VIN and VMA are required following VIN/, with a period to
account for the intervening VYR. For example:

VIN/1L69X6JO23456..CHEV

This transaction would result in deletion of the entire VIN set.

3. When a Protective Interest File record is canceled, its entire supplemental record is
automatically canceled.

SECTION 9--SUPPLEMENTAL STOLEN/FRAUDULENT RECORD

9.1 MESSAGE FIELD CODES FOR FRAUDULENT DATA ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE

HEADER MANDATORY HDR 9-19 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER

NAME CONDITIONAL NAM 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,

NUMERIC

NCIC Operating Manual – Protective Interest File

 ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

NAME* OPTIONAL NAM 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

DATE OF OPTIONAL DOB 8-8 NUMERIC

BIRTH

SOCIAL OPTIONAL SOC 9-9 NUMERIC

SECURITY
NUMBER

MISCELLANE OPTIONAL MNU 4-15 ALPHABETIC,

OUS NUMBER NUMERIC,
SPECIAL
CHARACTERS

OPERATOR’S OPTIONAL SET OLN1

LICENSE
NUMBER SET
*Stolen/fraudulent name
1
OLN/<OLN>.<OLS>.<OLY>

9.2 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT

RECORD

A supplemental stolen/fraudulent (S/F) identifier record may be appended to or removed

from a base record only by the agency that entered the base record.

9.3 EXAMPLE OF A SUPPLEMENTAL S/F RECORD ENTRY/CANCELLATION

Following is an example of a supplemental S/F identifier record entry message. This

example is appending two S/F names, three dates of birth, two Social Security numbers:

1N01HEADER.ENPS.MDUSM0123.NAM/JONES,RANDY.NIC/K146203706.
NAM/BROOKS,PETER.SMITH,THOMAS.D0B/19711203.19730123.19751002.SOC/123456789.7777
77777.

Acknowledgment:
1L01HEADER
MDUSM0123

NCIC Operating Manual – Protective Interest File

 S/F SUPP NAM/JONES, RANDY NIC/K146203706

Following is an example of a supplemental S/F identifier record cancellation message.

This example is removing two S/F dates of birth, one Social Security number, and one
operator's license number:

1N01HEADER.XNPS.MDUSM0123.JONES, RANDY.OCA/9015243.DOB/19451231.
19460101.SOC/123456789.OLN/98765432.DC.2013

Acknowledgment:

1L01HEADER
MDUSM0123
CANCEL S/F SUPP NAM/JONES, RANDY OCA/9015243
S/F DOB/19451231
S/F DOB/19460101
S/F SOC/123456789
S/F OLN/98765432.DC.2013

9.4 IDENTIFICATION OF A RECORD FOR S/F RECORD

ENTRY/CANCELLATION

The base record to which a supplemental S/F identifier record is being added or canceled
must be identified by either the NAM and NIC, in that order; NAM and OCA, in that
order; or NIC and OCA, in that order, with each data element preceded by the proper
MFC. The name used to identify the base record must be entered with the exact spelling
and spacing as shown in the base record on file.

9.5 NUMBER OF ADDITIONAL FIELDS IN A SUPPLEMENTAL S/F RECORD

The identifiers which may be included in a supplemental S/F identifier record entry or
cancel message with their message field codes and the maximum number that may be
appended to a base record are the following:

Field Field Code Maximum Number

Permitted
Stolen/Fraudulent Name NAM 99
Stolen/Fraudulent Date of Birth DOB 9
Stolen/Fraudulent Miscellaneous MNU 9
Identifying Number
Stolen/Fraudulent Social Security SOC 9
Number
Stolen/Fraudulent Operator’s License OLN 9
Number, Operator’s License State,
and Operator’s License Year of
Expiration

NCIC Operating Manual – Protective Interest File

9.6 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL S/F RECORD

1. A maximum of nine additional identifiers of various kinds may be entered or

canceled in one supplemental record message. Additional messages are required if
more identifiers are to be entered. Each S/F NAM, DOB, SOC, and MNU is counted
as one identifier. Each set of data relating to an OLN (i.e., OLN, OLS, and OLY) is
counted as one identifier.

2. The S/F identifiers being entered or canceled follow the two base record identifiers.
Each type of identifier included in a supplemental S/F record entry or cancellation,
except the operator’s license field, must be identified by the proper MFC followed by
a slash and the identifier(s).

Multiple identifiers may be entered following the MFC. The identifiers must be
separated by a period, and each field must end with a period. All fields except the
operator’s license field may be entered in any order in a supplemental record entry.
For example, two SOCs and two DOBs contained in an entry or cancel transaction
might appear as follows:

SOC/123456789.987654321.DOB/19710101.19711231

3. The OLN is a set (multiple data element fields). Each OLN must be preceded by the
MFC OLN and a slash (/). The OLS and OLY must immediately follow the OLN and
are entered without a MFC. For example, two OLNs might appear as follows in an
entry or cancellation transaction:

OLN/18273645.DC.2013.OLN/VA192837465.VA.2012

9.7 MODIFICATION OF AN S/F IDENTIFIER RECORD

Supplemental S/F identifier records cannot be modified. To change an existing identifier,

the entering agency must cancel it using the supplemental S/F identifier record
cancellation message (MKE/XNPS). The correct information can then be reentered using
the supplemental S/F identifier record entry message (MKE/ENPS).

NCIC Operating Manual – Protective Interest File

 NCIC Operating Manual
SECURITIES FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF A SINGLE SECURITY RECORD ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD EDITS FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A SINGLE SECURITY MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A SINGLE SECURITY RECORD CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION
INQUIRY OF A SINGLE SECURITY RECORD

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH INQUIRY (QSB)
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A SINGLE SECURITY RECORD LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURES
6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE
6.7 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A SINGLE SECURITY RECORD CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES IF A SECURITY IS RECOVERED BY THE ENTERING
AGENCY
7.6 CLEAR PROCEDURES IF A SECURITY IS RECOVERED BY AN AGENCY
OTHER THAN THE ORI
7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

ENTRY OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

8.1 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

ENTRY
8.2 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES ENTRY
8.3 MANDATORY FIELDS FOR SERIALIZED SECURITIES ENTRY
8.4 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES ENTRY
MODIFICATION OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

9.1 WHEN TO USE A MODIFICATION MESSAGE

9.2 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES
RECORD MODIFICATION MESSAGE
9.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES MODIFICATION
9.4 IDENTIFICATION OF A GROUP RECORD TO BE MODIFIED
9.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES MODIFICATION

CANCELLATION OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

10.1 WHEN TO USE A CANCELLATION MESSAGE

10.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP OF SECURITIES
RECORD CANCELLATION MESSAGES
10.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES CANCELLATION
10.4 IDENTIFICATION OF A GROUP RECORD TO BE CANCELED
10.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES CANCELLATION

INQUIRY OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES RECORD

11.1 EXAMPLE OF AN INQUIRY WITH A GROUP RECORD RESPONSE

11.2 ADDITIONAL GUIDELINES FOR INTERPRETING A GROUP RECORD
RESPONSE

LOCATE MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP OF

SECURITIES RECORD

12.1 WHEN TO USE A LOCATE

12.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP OF SECURITIES
LOCATE MESSAGES
12.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES LOCATE
12.4 IDENTIFICATION OF A GROUP RECORD FOR LOCATE
12.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES LOCATE

CLEAR MESSAGE FOR A CONSECUTIVELY SERIALIZED GROUP OF

SECURITIES RECORD

13.1 WHEN TO USE A CLEAR MESSAGE

13.2 EXAMPLES OF CONSECUTIVELY SERIALIZED SECURITIES GROUP
RECORD CLEAR MESSAGES
13.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES CLEAR
13.4 IDENTIFICATION OF A GROUP RECORD TO BE CLEARED
13.5 CLEAR PROCEDURES IF SECURITIES ARE RECOVERED BY ENTERING
AGENCY
13.6 CLEAR PROCEDURES IF SECURITIES ARE RECOVERED BY AGENCY
OTHER THAN ORI OF THE RECORD
13.7 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES CLEAR
 SECTION 1--INTRODUCTION

1.1 DEFINITION

For NCIC purposes, securities are identified as currency, e.g., Federal Reserve Notes, Silver
Certificates, U. S. Notes, Canadian Notes, and other foreign currency, etc.; those documents
or certificates that are generally considered to be evidence of debt (Treasury-issued bills,
bonds, and notes; municipal and corporate bonds; debentures; other nonpersonal notes; etc.)
or ownership of property (common or preferred stock); excluding vehicle and boat ownership
documents; documents which represent subscription rights (stock warrants, stock rights);
other types traded in securities exchanges in the United States, except for commodities
futures; postal and other types of money orders; traveler's checks; warehouse receipts;
savings certificates; and interest coupons on stocks and bonds.

Items which do not meet the definition for entry in any NCIC file are personal notes; bank
drafts; cashier's checks; bank officer's checks; certified checks; personal checks; company
checks; U.S. Treasury checks, and other types of government checks (state and local); lost or
stolen credit cards; gold or silver coins; gift certificates; and savings and checking account
passbooks. Serialized food coupons (stamps and books), ingots, lottery tickets, and medals do
not qualify as securities for NCIC purposes, but may be entered in the NCIC Article File.

1.2 CRITERIA FOR ENTRY

Serially-numbered identifiable securities that have been stolen, embezzled, used for ransom,
or counterfeited may be entered into the file if a theft report has been made.

Agencies must have a theft report (electronic or hard copy) on file to support a securities
entry. Only the agency holding the theft report and having primary jurisdiction over the
place of actual theft may make an NCIC entry. The only exception occurs when the agency
has no telecommunications equipment. In such instances, any criminal justice agency or
regional dispatch center may act as holder of the record. When such an entry is made, the
agency holding the record may place its own Originating Agency Identifier (ORI) in the ORI
Field only when there is a written agreement between the two agencies which delineates the
legal responsibility for the record. Additional information concerning these responsibilities
can be found in the Introduction of this manual.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry ES STOLEN SECURITY
ESS STOLEN SECURITIES
Modify MS
MSS
Cancel XS
XSS
Inquiry QS
 ZS
Batched Inquiry QSB
Locate LS LOCATED SECURITY
LSS LOCATED SECURITIES
Clear CS
CSS

1.4 RECORD RETENTION PERIOD

1. Records for ransom securities have unlimited retention. Stolen, embezzled, or

counterfeited securities records, except traveler's checks and money orders, are retained
in the NCIC Securities File for the balance of the year entered plus an additional 4 years.
Traveler's checks and money orders are retained in file for the balance of the year entered
plus 2 years. For example, a securities record entered in 1998 record would be retired on
January 1, 2003.

2. An exception to record retention periods will occur in the event a serious error is detected
in the record on file. Additional details concerning serious errors can be found in the
Introduction chapter of this manual.

3. Ten days after a record is located, it is retired.

1.5 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.6 MESSAGE FIELD CODES AND EDITS

Code Field Edits

DCL Date of Clear Must be a valid Gregorian date (YYYMMDD) equal
to or less than current date.
DEN Denomination Must be one to nine characters, WR, or BLANK. If
numerics are used, may include a hyphen. The first
character may not be zero.
If type (TYP) is Bank of Canada (BC), DEN must be
1, 2, 5, 10, 20, 50, 100, 500, or 1000.
If TYP is Treasury Bill (BL), DEN must be 1000,
5000, 10000, over 10000 in multiples of 5000 up to
1000000.
 If TYP is Federal Reserve Bank Note (FB), DEN
must be 1, 2, 5, 10, 20, 50, or 100.
If TYP is Federal Reserve Note (FR), and the
Security Date (SDT) is 1969 and greater, the DEN
cannot be 500, 1000, 5000, or 10000.
If TYP is FR, DEN must be 1, 2, 5, 10, 20, 50, 100,
500, 1000, 5000, or 10000.
If TYP is FR and the SDT is 1976, DEN must be 2.
If TYP is Gold Certificate (GC), DEN must be 10,
20, 50, 100, 500, 1000, 5000, 10000, or 100000.
If TYP is National Bank Note (NB), DEN must be 5,
10, 20, 50, or 100.
If TYP is U.S. Individual Retirement Bond (RB),
DEN must be 50, 100, 500, or 1000.
If TYP is U.S. Savings Bond (SB), DEN must be 10,
25, 50, 75, 100, 200, 500, 1000, 5000, 10000, or
100000.
If TYP is Silver Certificate (SC), DEN must be 1, 2,
5, 10, 20, 50, 100, 500, or 1000.
If TYP is U.S. Savings Note (SN), DEN must be 25,
50, 75, or 100.
If TYP is Treasury Bond (TB), DEN must be 500,
1000, 5000, 10000, 100000, or 1000000.
If TYP is Treasury Certificate of Indebtedness (TD),
or Treasury Note (TN), DEN must be 1000, 5000,
10000, 100000, or 1000000.
If TYP is U.S. Note (UN), DEN must be 1, 2, 5, 10,
20, 50, 100, 500, 1000, 5000, or 10000.
When the RMI Field contains the value C , edits on
DEN Field do not apply.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD)
equal to current date or current date minus one.
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD) and
cannot be greater than the current date.
ISS Issuer May include hyphen and no more than one space
between combinations of alphabetic and/or numeric
characters.
If TYP is BL, FB, FR, GC, NB, RB, SB, SC, SN,
TB, TD, TN, or UN, then ISS must be US
TREASURY.
If TYP is BC, ISS must be CANADA.
When the RMI Field contains the value C , edits on
ISS Field do not apply.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros
only, a single alphabetic only, or the word NONE.
The first seven characters of the LKA cannot equal
the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System).
LKI Linkage Agency Must be a valid NCIC-assigned ORI.
MIS Miscellaneous Free text.
MKE Message Key Must be a valid message key.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (S in the Security File) followed by nine
numeric characters automatically assigned by NCIC
to each accepted record. Must have valid check digits
when used to identify record in a subsequent
transaction.
NOA Notify Originating Must be Y or N. NOA Field will default to N if left
Agency blank.
NPA Number of Persons Count of persons arrested as a result of locating
Apprehended stolen security. Can be entered only if RPP is
entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY LOCATED.
NPF Number of Missing First three characters must be numeric. Fourth
Persons Found character must be J for juvenile or O for other
missing person. Fifth character must be I or N for
indexed or not indexed in NCIC. Can be entered only
if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY LOCATED.
OCA Originating Agency Must not contain a single zero only, a run of
Case Number zeros only, the word NONE, or a single alphabetic
only. The first seven characters of the OCA cannot
equal the first seven characters of the ORI. The only
valid special character is the hyphen.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier
OWN Owner May contain one comma and/or one or more special
characters.
If TYP is BC, FB, FR, GC, NB, SC, or UN, then
OWN must be BEARER.
When the RMI Field contains a value of C , edits on
OWN do not apply.
RCA Recovering Agency Must not contain a single zero only, a run of zeros
Case Number only, the word NONE, or a single alphabetic only.
The first seven characters of the RCA cannot equal
the first seven characters of the RRI. The only valid
special character is the hyphen.
RMI Ransom Money Must be one of the following codes: R (Ransom), C
Indicator (Counterfeit), or B (Bait money).
RPP Reason for Property Must be a valid NCIC assigned code as listed in the
Record Removal Introduction chapter of this manual.
RRI Recovering Agency Must be a valid NCIC -assigned ORI.
Identifier
RSH Related Search Hit Must be Y or N.
SDT Security Date Consists of alphabetic or numeric characters.
If TYP equals BC, FB, FR, GC, NB, SC, or UN, the
SDT is a mandatory field.
If SDT contains data, there must be: 1) the word
BLANK; 2) a maturity date format consisting of the
alphabetic M followed by a valid Gregorian date
(MYYYYMMDD); 3) an issue date format
consisting of the alphabetic P followed by a valid
Gregorian date (PYYYYMMDD); or 4) a series year
consisting of four numeric characters with an
optional fifth character (YYYY, YYYYA). The
leftmost two characters must be 19 (i.e., 19YY) or
20.
If the TYP equals FR, the data must be equal to
1928, 1928A, 1928B, 1928C, 1934, 1934A, 1934B,
1934C, 1934D, 1950, 1950A, 1950B, 1950C, 1950D,
1950E, 1963, 1963A, 1963B, 1969A, 1969B, 1969C,
1969D, 1974, 1976, 1977, 1977A, 1981, 1981A,
1985, 1988, 1988A, 1990, 1993, 1995, 1996,
1999,2001, or greater.
If the TYP equals GC, SC, UN, or NB, the data must
be in the series year format
If the TYP equals FR and the DEN equals 2, the SDT
must be 1976, 1995, 1999, 2003.
If the RMI Field contains C , the edits on SDT do
not apply.
SER Serial Number If MKE is ES, must be 1 to 18 alphabetic and/or
numeric characters; must not be single zero only, run
of zeros only, single alphabetics only, or run of
alphabetics only.
If MKE is ESS, a single hyphen must separate the
two numbers designating the lowest and highest
serial numbers of the sequence; the two numbers
must contain an equal number of characters not
exceeding 18 in each number. A group record cannot
include more than 100 consecutive serial numbers.
Alphabetic characters only cannot be used. Any
alphabetic(s) and its position must be constant in any
two numbers used to denote a sequence. Rightmost
numerics must establish consecutive sequence.
Cannot be entered as a group record when serial
numbers end in alpha O.
If TYP is FR, SER must be minimum of nine or a
maximum of ten characters unless SDT equals 1999
or 2001 or greater up through the current year. The
first character shall be alphabetic A through L, and
positions two through nine shall be numeric. If the
SER is ten characters, the tenth position (suffix) must
be an alphabetic A through N or P through Z or *
(asterisk). If the TYP is FR and SER is nine
characters, the MIS Field must contain ASTERISK
SER as the first 12 characters.

If the SDT equals 1999 or 2001 or greater up through

the current year and TYP is FR and DEN is 5, 10, 20,
50, or 100, the SER must be eleven characters with
the first two characters always being alphabetic A
through N or P through Z. If the SDT is any year
and TYP is FR and DEN is 1 or 2, the SER shall
allow an * (asterisk) in the tenth position. If SDT is
any year and TYP is FR and DEN is 5, 10, 20, 50, or
100, the SER shall allow an * (asterisk) as the last
position for a SER that is 10 or 11 characters. The *
(asterisk) is the only special character allowed.
For TYP SB the following apply:
 First character or SER
If DEN is:
must be:
10 X
25 Q
50 L
75 K
100 C
200 R
500 D
1000 M
5000 V
10000 X
100000 W
In each case, the last character of the SER must be A,
B, C, D, E, F, G, H, J, or K.
For TYP SB the following apply:
If last character is: SER must be:
E 3-12 characters
EE 4-12 characters
H 3-10 characters
HH 4-11 characters
Single zeros only, run of zeros only, single
alphabetic only, or run alphabetic only will be
prohibited.
For TYP SN the following apply:

First character of SER

If DEN is:
must be:
25 Q
50 L
75 K
100 C
When TYP code is PM, the SER must have ten
characters.
When the RMI Field equals C, edits on SER do not
apply.
SOC Social Security Number If TYP is BC, FB, FR, GC, NB, SC, or UN, then
SOC must be blank. Must not be less than
001010001 or have a value of 9 in the first position
or have a value of 00 in the fourth and fifth position.
Invalid and/or nonissue numbers are accepted but
cause a SOC attention message. More information
available in Personal Descriptors, NCIC Code
Manual.
TYP Type Must be a valid NCIC -assigned code as listed in
Securities Data Codes, NCIC Code Manual.
VLN Name of Validator Any valid characters representing validator.
VNP Value of Recovered Fair market value (in whole dollars) of the recovered
Property stolen security identified in the record. Can be
entered only if RPP is entered. Must be blank or 0 if
RPP is OTHER MEANS or PREVIOUSLY
RECOVERED.
VOR Value of Other Fair market value (in whole dollars) of property
Recovered Property recovered as a result of locating the stolen security
identified in the record. Can be entered only if RPP
is entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY RECOVERED.
VRC Value of Recovered Fair market value (in whole dollars) of any
Contraband contraband recovered as a result of locating stolen
securities which are identified in the record. Can be
entered only if RPP is entered. Must be blank or 0 if
RPP is OTHER MEANS or PREVIOUSLY
RECOVERED.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

If data in the TYP, SER, DEN, OCA, and ORI Fields of a stolen security entry message are
the same as those field codes of a record already on file in NCIC , the second entry will be
rejected with the message REJECT ON FILE. Whenever the message REJECT ON FILE is
sent, the record on file will also be transmitted.

A duplicate record will be accepted if the ORI or the OCA in the second entry is different. If
accepted, the first entry (record on file) will be furnished.

1.8 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.
 SECTION 2--ENTRY

2.1 EXAMPLE OF A SINGLE SECURITY RECORD ENTRY

1N01HEADER.ES.MD1012600.SB.D83907078E.500.USTREASURY.MASON, JOHN
HENRY.505038888.P19950601.19961205.123456789...STOLEN DURING BURGLARY WITH OTHER
ITEMS.NIC/7452123.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/Sl78628481 SER/D83907078E
OCA/123456789

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE MANDATORY TYP 2-2 ALPHABETIC
SERIAL NUMBER MANDATORY SER 1- 18 ALPHABETIC,
NUMERIC
DENOMINATION MANDATORY DEN 1- 9 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ISSUER MANDATORY ISS 1-15 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
OWNER MANDATORY OWN 1- 40 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9- 9 NUMERIC
NUMBER
SECURITY DATE CONDITIONAL SDT 4-9 ALPHABETIC,
NUMERIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKAGE AGENCY OPTIONAL LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
RANSOM MONEY OPTIONAL RMI 1-1 ALPHABETIC
INDICATOR

2.3 MANDATORY FIELDS FOR ENTRY

1. U.S. AND CANADIAN CURRENCY ENTRY

The following fields are mandatory to cause acceptance of an entry for U.S. and
Canadian currency into NCIC: HDR, MKE, ORI, TYP, SER, DEN, ISS, OWN, SDT,
DOT, and OCA. The entry will be rejected if one of the mandatory fields is left blank.

2. SECURITY ENTRY FOR OTHER THAN U.S. AND CANADIAN CURRENCY

The following fields are mandatory to cause acceptance of securities other than U.S. and
Canadian currency into NCIC: HDR, MKE, ORI, TYP, SER, DEN, ISS, OWN, DOT,
and OCA.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The agency entering the record must account for all fields in the Securities File record.
All available data called for by the record format must be entered when the original entry
is made. Missing data obtained at a later time should be promptly added through the use
of a modification message (MKE/MS).

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. A person whose U.S. Savings Bond(s) has been stolen should file a claim with the
Bureau of Public Debt. The claim may be made by informal letter and should include the
following data if available: 1) the name that appears as the first owner, 2) the Social
Security number of the first owner, 3) the address of the first owner, 4) the denomination,
and 5) the serial number. Information concerning a stolen bond which is needed for entry
into NCIC may also be obtained from the Bureau of Public Debt. Letters should be
addressed to: Bureau of Public Debt, 200 3rd Street, Parkersburg, West Virginia 26101.

4. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 MESSAGE FIELD EDITS FOR ENTRY

1. TYPE (TYP) FIELD

The code for each type of security is composed of two alphabetic characters as listed in
Security Data Codes, NCIC Code Manual.

To ensure accurate retrieval of information entered in the Securities File, the TYP code
which most precisely describes the item being entered must be used. General codes, such
as BD (bond), MO (money order), and NT (note), are appropriate for those securities
which cannot be described more specifically.

2. SERIAL NUMBER (SER) DATA

The serial number must be a unique number identifying the stolen or embezzled security.
If a serial number is represented by one character(s) over another character(s) (AA/B,
AA) the numerator must be entered first immediately followed by the denominator (e.g., AAB.B).

1. Serial numbers composed of alphabetic, numerics, or a combination thereof must be

entered omitting spaces, hyphens, commas, and symbols. For example, U.S. Savings
Bond serial numbers begin with an alphabetic character and end with either one or
two alphabetic characters. All of the alphabetics should be included in the SER. If
the serial number exceeds 18 characters, the rightmost 18 characters must be entered
in the SER Field, and the complete serial number must be entered in the MIS Field.

2. When the TYP code is PM for the U.S. Postal Money Orders, the SER Field must
contain the first 10 digits of the serial number. The complete serial number should be
included in the MIS Field. U.S. Postal Money Order serial numbers consist of 11
digits, with the 11th digit designated as a check digit. The 11th digit is calculated
using the remainder of the sum of the first 10 digits divided by 9.
 3. When an asterisk is an integral part of a serial number, as in some U.S. currency, it is
not included in the SER; rather, the comment ASTERISK SER must be placed as the
first two words in the MIS Field designating the asterisk as part of the serial number.

4. Any number typed on the certificate following the name of the owner is not to be
entered as a serial number. If the number typed after the name of the owner is the
owner’s Social Security number, it must be included in the SOC.

3. DENOMINATION (DEN) FIELD

1. The amount of money represented by a security as indicated thereon is to be placed in

the DEN. An amount which does not include a fraction of a dollar should be entered
omitting the cents position; e.g., a money order for $37.00 would be entered as 37.
When the amount includes a fraction of a dollar, a hyphen should be used in place of
a decimal; e.g., a money order for $35.75 would be entered as 35-75.

2. The denomination of money orders stolen or embezzled before they were issued by
an appropriate authority and before amounts were indicated thereon should be entered
as BLANK to indicate that the amount to be paid was not stated on the money order.

3. For the denomination of a stock certificate, the number of shares represented by the
certificate should be entered. The par value (face value at the time the stock was
issued) must not be entered in the DEN Field. The word BLANK should be entered in
the DEN Field if the number of shares represented by the certificate is not included
thereon.

4. Concerning rights and warrants, the number of new securities the owner is entitled to
purchase as stated in the document should be entered in the DEN. When the number
includes a fraction represented with a numerator and a denominator, a hyphen should
be used to represent the slash; e.g., 4 3/8 would be shown as 4 3-8. When the number
includes a fraction represented as a decimal, a hyphen should be used in place of the
decimal point; e.g., 4.75 would be entered as 4-75.

5. Since warehouse receipts do not represent a value and may be issued for numerous
types of warehouse items, the alphabetic characters WR are to be entered in the DEN.

6. Commas, periods, decimal points, or dollar signs may not be placed in the DEN.
Denomination should always be entered in numerical form except where entry of the
word BLANK or the alphabetic characters WR is appropriate. The following are
examples of entries in the DEN:

$5 Federal Reserve Note 5

$17.50 money order 17-50
100 shares stock certificate 100
$1,000 Bond 1000
Money order stolen prior to issue BLANK
 Warehouse receipt WR
Warrant representing right to purchase 4
four shares of stock

4. ISSUER (ISS) FIELD

The name of the company, agency, or organization printed on the security is to be placed
in the ISS Field even if the security was stolen or embezzled before it was appropriately
prepared or issued by an authorized person.

1. Government Obligations

The U.S. Treasury, issuer of currency and other Treasury obligations (Treasury Bills,
Bonds, and Notes; Treasury Certificates of Indebtedness; U.S. Individual Retirement
Bonds; U.S. Retirement Plan Bonds; U.S. Savings Bonds; and U.S. Savings Notes),
must be shown as US TREASURY. (The name of the bank or corporation which may
have circulated the document as an agent of the U.S. Government should be
disregarded.)

Securities issued by other agencies of the U.S. Government should show the full
name or a generally accepted abbreviation for that agency. Canadian currency, issued
by the Bank of Canada, must be shown as CANADA.

2. Corporate Obligations

The name of the state or a province in a corporate name which sets the name of the
corporation apart from other corporations having similar names should be included
where feasible; for example, Standard Oil Company (New Jersey), Standard Oil
Company (Ohio), Standard Oil Company of California. State and province
abbreviations are found in State and Country Data Codes, NCIC Code Manual.

Commas and periods should not be used. Parentheses should be replaced with
hyphens if punctuation is necessary. Initials may be included but without periods. If
initials constitute the full name, the name should be written without intervening
spaces or periods.

3. Abbreviation Guidelines

When the issuer's name contains more than 15 characters, the name should be
abbreviated to 15 characters. Abbreviations used in the financial pages of newspapers
are acceptable and will serve as useful guidelines. In abbreviating words, generally
accepted abbreviations or contractions should be used when feasible. In
circumstances which involve names consisting of a large number of separate words, it
may be desirable for purpose of recognition to utilize several letters of key words. To
conserve space, words such as "and," "Assoc.," "Association," "at," "Co.,"
"Company,""Corp.," "Corporation," "of," "or," etc., should not be included.
 If the abbreviation does not sufficiently identify the issuer, the full name or more
substantial abbreviation should be included in the MIS Field.

5. OWNER (OWN) FIELD

1. The full name of the owner appearing on the face of the security is to be included if
space in this field permits.

2. The word BLANK should be entered when the security was stolen or embezzled
before the appropriate space provided for name of owner was filled.

3. Individual names must be entered as mandatory surname; mandatory comma; space

(optional); mandatory first name or initial; space (to be included only if middle name
or initial will follow); middle name(s) or initial(s) if any; mandatory space after each
middle name or initial except last one; and suffix denoting seniority (Jr., III, etc.) if
any.

Incorrect placement or omission of the comma will result in a negative response to

inquiries on the name. If more than one comma is used when entering the name, the
message will be rejected.

4. Institutional Owner

If the owner is not a person but a company, bank, brokerage house, etc., the full name
must be entered in the same order as it appears on the documents; however, the
following words and symbols should not be included:

and Corporation Limited & ()

Co. Inc. of ‘ /
Company Incorporated S.A. . (other symbols)
Corp. Ltd. the -

If the owner’s name exceeds the allotted 40 characters, the name should be written
out to the maximum extent possible. This may result in eliminating a part of a word
or several words. For example, First National Bank of San Gregorio, California,
would be entered as FIRST NATIONAL BANK SAN GREGORIO CALIFOR; Bank
of America National Trust and Savings Association would be entered as BANK
AMERICA NATIONAL TRUST SAVING ASSO.

5. Bearer as Owner

The word BEARER must be entered for all types of currency—Bank of Canada
(Canadian Notes), Federal Reserve Bank Notes, Federal Reserve Notes, Gold
Certificates, National Bank Notes, Silver Certificates, and U.S. Notes.
 BEARER must also be entered in the OWN Field when the name of owner is not set
out on the face of the security because the security was not designed to include a
specific owner’s name or when the security contains the words “Payable to Bearer.”

6. Co-Owners

When co-owners are listed on the security, only the name of the first person is to be
listed even if deceased. Title(s) such as Mr., Mr. or Mrs., Mr. and Mrs., Dr., Dr. or
Mrs., Dr. and Mrs., etc., are not to be included except when it is necessary to
differentiate a wife's identity from that of her husband. In such a case, the title Mrs.
would be included, e.g., SWANSON, ROBERT D MRS.

The name of a person (or organization) identified as beneficiary or to whom security

is payable on death (P.O.D.) should be disregarded.

7. Traveler’s Check

The name of the person or company holding a traveler's check at the time of theft or
embezzlement should be entered in the OWN Field even though this information is
not indicated on the face of the document. When the purchaser of the traveler's check
had cashed it or used it to make a purchase, the name appearing on the traveler's
check should be included in the MIS Field to assist in its identification.

8. Money Order

The person in possession of a money order at the time of theft or embezzlement

should be identified as the owner even though his/her name does not appear on the
document. This situation would occur when the purchaser of a money order had filled
in the payee line but had not turned the money order over to the person or company to
whom payment was to be made. In this instance, the name of the payee should be
placed in the MIS Field to further identify the money order.

6. SOCIAL SECURITY NUMBER (SOC) FIELD

1. If the name of the owner appears on the security, the Social Security number of the
owner should be entered in the SOC Field. If the Social Security number does not
appear on the security, the number should be obtained from the owner and entered.

2. When co-owners are listed on the security, the SOC of the first person listed is
preferred if available.

3. When the owner of the security is not a person but is a corporation, foundation, etc.,
no entry should be made in the SOC Field.

4. Entries of U.S. Savings Bonds and U.S. Savings Notes should include the Social
Security number if available. Each U.S. Savings Bond issued after December 1973 is
 required by law to have the Social Security number of the first-named owner printed
on the face of the bond.

5. If the security does not list the name of the owner (e.g., a bearer bond or currency) or
the security was stolen before it had been executed by an appropriate authority, no
entry should be made in the SOC Field.

6. Upon entry of invalid and/or non-issued social security numbers, a caveat will be
generated stating that the SOC has not been assigned and that the agency should
check for a possible data entry error. This caveat will be generated each time such a
number is entered, modified, or queried:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

7. SECURITY DATE (SDT) FIELD

1. Currency

1. In entering currency, the series year (four numeric characters and any alphabetic
character suffix) must be included in the SDT. (SDT edits are presented in Section
1 of this chapter.) The series year is found on the face of U.S. currency following
the word SERIES. For example: SERIES 1993 would be entered as 1993.

2. For Bank of Canada Notes (currency), the year which follows the word
OTTAWA (centered immediately under the black bar on which is written BANK
OF CANADA-BANQUE DU CANADA) is to be entered.

3. The alphabetic character M or P is not to be prefixed to the series year of U.S.

currency or Canadian notes. They are used only when the maturity or issue date is
entered.

2. Securities Other Than Currency

1. Securities such as bonds, debentures, notes, and other certificates acknowledging

debt usually set out a specific date (maturity date) when they become payable to
the owner. Maturity date is to be entered in the SDT when it appears on the
security.

2. Certain securities such as stock certificates represent shares of ownership in a

corporation and as such have no maturity date. Others, such as traveler's checks,
are documents that can be cashed if appropriately signed or endorsed. For such
securities, the date prepared or issued should be entered as issue date.

3. When maturity date appears, the date entered in the SDT should be preceded by
the alphabetic character M; e.g., M19990112 for the maturity date January 12,
1999. When issue date appears, the date entered should be preceded by the
 alphabetic character P; e.g., P19950513 for the issue date May 13, 1995.

4. The issue date of each U.S. Savings Bond appears in the upper right-hand corner
on the face side. The issue day is always the first day of the month in which the
bond was issued. The month and year of issue follow the wording, "Issue date
which is the first day of _______." When the issue date is entered in the SDT, it
must be preceded by the alphabetic P; e.g., P19961201.

5. If a money order was stolen before it was issued and no issue date appears
thereon, the word BLANK is to be entered in the SDT. An agency inquiring upon
a recovered money order with a date of issue may retrieve a record for a money
order with the same serial number that contains the word BLANK in the SDT. In
this case, the inquiring agency can assume that the date of issue was added by an
unauthorized individual.

8. MISCELLANEOUS (MIS) FIELD

1. Counterfeit U.S. Currency

1. When counterfeit U.S. currency is entered, if the face plate number and the back
plate number appear on the currency, they should be entered in the MIS Field.

2. The face plate number should be found on the obverse side of the bill (the side
with the portrait) to the right above and slightly to the left of the denomination
numeral on the white background inside and close to the border ornamentation. It
should consist of a prefix alphabetic character and one or more numeric
characters. For series year 1996 (and later), the face plate number should appear
to the right of the portrait on the white background above the lower border
ornamentation.

3. The back plate number consists of one or more numeric characters which should
be found on the reverse side of the bill to the right on the white background inside
and close to the border ornamentation.

2. Counterfeit Bank of Canada Notes

1. If the face plate number and back plate number appear on counterfeit Bank of
Canada notes, the numbers should be included in the MIS Field. These numbers
are extremely small.

2. The face plate number should be located inside the lacy border ornamentation and
immediately above and to the far left of the engraved black bar which extends the
full width of the face (portrait side) of the note between the borders and on which
is inscribed BANK OF CANADA - BANQUE DU CANADA.
 3. The back plate number should be found in several locations in the light areas
immediately adjoining the lacy border ornamentation on the lower half of the
note. The Canadian $1 note back plate number is located approximately 5/8 inch
to the right of the inside edge of the left border and immediately above the bottom
border. The Canadian $5 note back plate number is located approximately 1/8
inch to the left of the inside edge of the right border at its juncture with the
diagonal line made by the border in the lower right-hand corner.

4. To conserve space, the following abbreviations may be used to indicate that the
plate number is the face plate or back plate number:

face plate number FP

back plate number BP

A MIS Field entry for a counterfeit bill (note) might read:

COUNTERFEIT A123 BP 345

9. ADDITIONAL DESCRIPTORS

1. Significant information not called for by specific fields in the Securities File format
should be entered in MIS Field. Additional information should be entered in the MIS
Field when it would be helpful to an inquiring agency for positive identification (e.g.,
other securities taken during same robbery not recovered) or would more fully
describe the securities being entered. For example, a large corporation may issue
many kinds of securities which are not identical but are similar in many respects. In
such instances, descriptive terms such as "convertible," "cumulative," "series A,"
"sinking fund," "senior," or "collateral trust" would be of assistance to the inquiring
agency in assuring positive identification. Necessary descriptive terms ordinarily
appear prominently on securities.

2. The originating agency may wish to enter the city or location of the theft, the identity
of the agency or branch office from which the security was taken, or the nature of the
offense.

3. Bait money (prerecorded currency) is Federal Reserve Notes that have been marked
to identify stolen money as evidence against a robber. The RMI Field should contain
a value of B for Bait Money.

4. Interest which is written as dollar amount or as decimal rate should be entered by

substituting a hyphen for the decimal point and omitting the percent sign; for
example, 4.75 percent would be entered 4-75 INT; $4.25 would be entered 4-25 INT;
and $4.00 would be entered 4 INT.
 10. 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).

11. LINKAGE ORI AND OCA (LKI/LKA)

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. In the entry message the LKI and LKA Fields immediately follow
the OCA Field entry. The message will be rejected if the first seven characters of the
LKA are the same as the first seven characters of the LKI.

12. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the security is known, Y should
be entered into the NOA Field. If the NOA is left blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

13. RANSOM MONEY INDICATOR (RMI)

The RMI Field can have the value of B (Bait Money), C (Counterfeit), or R (Ransom).
The entry of one of these codes in the RMI Field will result in a code translation
following the message key translation in a hit response. The entry of R in the RMI Field
also results in the unlimited retention of the record. The entry of C in the RMI Field will
cause the edits on the SER, DEN, ISS, OWN, and SDT to be bypassed.

SECTION 3--MODIFICATION

3.1 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 securities record. A securities record
cannot be modified if the record is in a located status (MKE/LOCATED SECURITY).
3.2 EXAMPLE OF A SINGLE SECURITY MODIFICATION MESSAGE

1N01HEADER.MS.MD1012600.NIC/S178628481.OCA/123456789.SER/D83907068.RMI/C

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/S178628481

The above modification example contains: header (1N01HEADER), message key (MS),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/S178628481 and
OCA/123456789), the field being modified, and the modification (SER/D83907068 and
RMI/C).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-18 ALPHABETIC,
NUMERIC,
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 1-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

Record to be modified must be identified by NIC and OCA, in that order, or SER and OCA,
in that order, preceded by the proper MFC.

3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a Name of Validator (VLN) may be added to the Name of Validator
(VLN) Field of a securities record to indicate that the record has been validated. When data
are entered into the VLN Field, NCIC stores the current date in the Date of Last Validation
(VLD) Field of the record. If the user attempts to delete or modify the VLN Field to all
blanks, the message will be rejected. The acknowledgment for the modification message
containing VLN Field data will indicate the record has been validated. Each CSA can
determine the specific data to be included in the VLN Field for the validation of the record.
For example:

1N01HEADER.MS.MD1012600.NIC/S1234235344.OCA/12324342325.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/S1234235344 OCA/12324342325

SECTION 4--CANCELLATION

4.1 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; for example, a record is
determined to be the result of a theft report which proves to be fictitious or false.

4.2 EXAMPLE OF A SINGLE SECURITY RECORD CANCELLATION MESSAGE

1N01HEADER.XS.MD1012600.NIC/S178628379.OCA/123425332.19991205.
CASE DROPPED

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/S178628379

The above cancellation example contains: header (1N01HEADER), message key (XS),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/S178628379 and
OCA/123425332), date of cancellation (19991205), and reason for property record removal
(CASE DROPPED).
 4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-18 ALPHABETIC,
NUMERIC,
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NIC and OCA, in that order, or SER and
OCA, in that order, with each data element preceded by the proper MFC. Date of
cancellation (DOC) must follow the two record identifiers. DOC must be the current date or
the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When a record is canceled in an NCIC format, the user is expected to enter the Reason for
Property Record Removal (RPP). The RPP Field is entered directly after the DOC Field. For
a cancellation transaction, the RPP value will be either CASE DROPPED or NOT STOLEN.
 SECTION 5--INQUIRY OF A SINGLE SECURITY RECORD

5.1 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

An inquiry on a security gives access to single as well as group records in the Securities File.

1N01HEADER.QS.WA1230000.TYP/BD.SER/D30232.DEN/1000.ISS/CON EDISON

Negative Response:

1L01HEADER
WA1230000
NO RECORD SER/D30232 TYP/BD DEN/1000

Positive Response:

1L01HEADER
WA1230000

MKE/STOLEN SECURITY
ORI/MD1012600 TYP/BD SER/D30232 DEN/1000 ISS/CON EDISON
OWN/POWELL, JOSEPH SDT/M19971004 DOT/19981205
OCA/12343432
NIC/S178628175 DTE/19981205 0000 EST DLU/19990801 0000 EDT
ORI IS ANY CITY PD MD 301 555-1212
IMMED CONFIRM RECORD WITH ORI

5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE CONDITIONAL TYP 2-2 ALPHABETIC
SERIAL NUMBER CONDITIONAL SER 1-18 ALPHABETIC,
NUMERIC
DENOMINATION CONDITIONAL DEN 1-9 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ISSUER OPTIONAL ISS 1-15 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
OWNER CONDITIONAL OWN 1-40 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
SECURITY DATE OPTIONAL SDT 4-9 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT

5.3 REQUIREMENTS FOR INQUIRY

An inquiry of the Securities File should include TYP, SER, and DEN. ISS should be included
for securities other than U.S. Treasury issues and currency. An inquiry may also be made by
OWN; OWN and TYP; OWN and OCA; OWN and SOC; or SOC only. Inquiries may be
made using the NIC only, if available.

BEARER, BLANK, UNKNOWN, UNK, UNKN, or CONTACT ORI must not be used as
names of owners for purposes of inquiry. Such inquiries will be rejected.

5.4 GUIDELINES FOR INQUIRY

1. An inquiry containing BLANK in the DEN will pull only records that are entered with
the word BLANK in the DEN. An inquiry containing a face value (e.g., 50 or 28-75) in
the DEN could pull records that have a matching DEN or DEN/BLANK.

2. An inquiry containing TYP data will limit the search to those security entries having a
matching type code or a type code of AO (All other). Use of AO pulls any record having
a matching SER and DEN regardless of the TYP code in the record. Furthermore, if the
TYP is MO or PM, an NCIC search will return hits of both TYP/MO and TYP/PM
records.

3. If TYP is PM (Postal Money Order), the SER Field must be ten characters. (Using the
first 10 digits of the serial number).
 4. An asterisk must not be used in the SER in an inquiry.

5. 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.

RELATED SEARCH HIT (RSH) Inquiries may also contain a Related Search Hit (RSH)
Field. If RSH is Y, secondary hit responses will be returned for all linked records. The
NCIC System links records when: 1) ORI/OCA matches the primary hit response and the
dates of entry for those records are within 30 days of each other and 2) the LKI/LKA are
the same as ORI/OCA contained in the primary hit response.

1. If the hit response contains more than 10 secondary hit responses, the following will
be included in the hit response to indicate a file is being created with up to an
additional 100 hit responses.

ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW

2. 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.

5.5 BATCH INQUIRY (QSB)

1. The batch inquiry allows users to create a file of individual QS/ZS inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the
inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to
each response SEQUENCE NUMBER: <SEQ> will be returned to identify those
responses that follow as coming from the inquiry with that sequence number.

2. The sequence numbers do not have to be sequential, but they do have to be unique. The
HDR, ORI, MKE, and SEQ are entered without the MFC. The identifiers available in the
QS/ZS inquiry are available for use in the QSB message, including the RSH indicator,
and are preceded by the proper MFC.

3. There is a limit of 1800 characters for a batch inquiry, including the header and all
control characters.
 1N01HEADER.QSB.DC1014300.001.TYP/BD.SER/D30232.DEN/1000.ISS/CON
EDISON&002.OWN/SMITH, JOSEPH.OCA/123242323&005.OWN/BROWN,
ROBERT.SOC/144237911&010.NIC/S123456789

Acknowledgment:

1L01HEADER
DC1014300
BATCH INQUIRY RECEIVED

4. The results of the batch inquiry are transmitted via a file to be retrieved by the user. The
maximum number of inquiry batched records is . If the maximum number is exceeded,
the Introduction chapter of this manual provides the necessary message translation. The
user is notified of the file by the $.B. administrative message. The following is an
example of the content of the file:

1L01HEADER
DC1014300

SEQUENCE NUMBER: 001

MKE/STOLEN SECURITY
ORI/MD1012600 TYP/BD SER/D30232 DEN/1000 ISS/CON EDISON
OWN/POWELL, JOSEPH SDT/M19801004 DOT/19980910
OCA/1232534444
NIC/S178628175 DTE/19980912 0000 EDT DLU/19990101 0000 EST
ORI IS ANY CITY PD MD 301 555-1212
IMMED CONFIRM RECORD WITH ORI

SEQUENCE NUMBER: 002

NO RECORD OWN/SMITH, JOSEPH OCA/123242323

SEQUENCE NUMBER: 005

NO RECORD OWN/BROWN, ROBERT SOC/144237911

SEQUENCE NUMBER: 010

NO RECORD NIC/S123456789

5.6 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit is not probable cause to arrest. A hit confirmed with the originating agency
may be adequate grounds to seize a security.

2. When an agency receives a record in response to an NCIC inquiry and the whereabouts
of the security inquired upon is known, the agency that can seize the security must
confirm the hit with the ORI of each possible match prior to seizing the security.

3. "To confirm the hit" means to verify that the theft report is still outstanding, that the
security inquired upon is identical to the security described in the record, and to obtain
information concerning return of the security to the rightful owner.

4. When an agency receives a record in response to an NCIC inquiry and the whereabouts
of the security inquired upon is not known, the hit should not be confirmed.
 5. Requirements for hit confirmation response are based on two levels of priority: urgent
and routine, with a different response time governing each level. Hit confirmation
procedures are detailed in the Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that recovers a security indexed in
NCIC must place a locate message on the security record. When an agency receives a record
or multiple records in response to an inquiry, the agency that can seize the stolen security
must contact the ORI of each record possibly identical with the security in question to
confirm the hit. Following confirmation with the originating agency, a locate message must
be transmitted for each record on file for the security. Ten days after a record is located, it is
retired.

6.2 EXAMPLE OF A SINGLE SECURITY RECORD LOCATE MESSAGE

1N01HEADER.LS.WA1230000.NIC/S178628481.OCA/123456789.19991205.
48703.HIT NCIC 19991204.4..1000..1500

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/S178628481

The above locate example contains: header (1N01HEADER), message key (LS), Recovering
Agency Identifier (WA1230000), two record identifiers (NIC/S178628481 and OCA/
123456789), date of recovery (19991205), the recovering agency's case number (48703), and
benefits and effectiveness data: reason for property record removal (HIT NCIC 1991204),
number of persons apprehended (4), value of recovered property (1000), and value of
recovered contraband (1500).
6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-18 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The record to be located must be identified by NIC and OCA, in that order, or SER and
OCA, in that order, with each data element preceded by the proper MFC. The OCA used as
an identifier is the OCA of the agency that entered the record.

6.5 LOCATE PROCEDURES

Following the two record identifiers, date of recovery and recovering agency's case number
are next entered, in that order, and without field codes. The date of recovery (which cannot
be prior to the date of theft) must be entered or the locate message will be rejected.

6.6 GUIDELINE LOCATE

Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period. Additional
information on benefits and effectiveness data can be found in the Introduction chapter of
this manual.

6.7 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically
notify the entering agency of the placement of the locate with a $.L. administrative message.
Additional information on the $.L. administrative message can be found in the Introduction
chapter of this manual.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted under one of the following conditions:

1. When the agency recovering the security is the agency that entered the record.

2. When the agency that entered the record is officially advised that the security has been
recovered by another agency.

7.2 EXAMPLE OF A SINGLE SECURITY RECORD CLEAR MESSAGE

1N01HEADER.CS.MD1012600.NIC/S178628481.OCA/123456789.19991205...
HIT LOCAL 19991205.2..10000..12000
 Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/S178628481

The above clear example contains: header (1N01HEADER), message key (CS), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/S178628481 and OCA/
123456789), date of clear (19991205), and benefits and effectiveness data: reason for
property record removal (HIT LOCAL 19991205), number of persons apprehended (2),
value of recovered property (10000), and value of recovered contraband (12000).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-18 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by NIC and OCA, in that order, or SER and
OCA, in that order, with each data element preceded by the proper MFC.

7.5 CLEAR PROCEDURES IF A SECURITY IS RECOVERED BY THE ENTERING

AGENCY

If the agency that entered the record recovers the security, the date of clear (which cannot be
prior to the date of theft) must be entered following the two record identifiers. Additionally,
benefits and effectiveness data should be included.

7.6 CLEAR PROCEDURES IF A SECURITY IS RECOVERED BY AN AGENCY

OTHER THAN THE ORI

If an agency other than the ORI of the record recovers the security, using the following
procedures will ensure that the cleared record contains complete recovery data (date of clear,
recovering agency's identifier, and recovering agency's case number).

1. If the record being cleared is in a located status (MKE/LOCATED SECURITY), only the
date of clear must be entered following the two record identifiers.

2. If the record being cleared is in an active status (MKE/STOLEN SECURITY), the date of
clear followed by the locating agency's identifier and the locating agency's case number,
in that order, without field codes, must be entered after the two record identifiers.
Additionally, benefits and effectiveness data should be included.
7.7 ADDITIONAL GUIDELINE CLEAR

Following the date of clear, the recovering agency identifier, and the recovering agency case
number, users are expected to enter benefits and effectiveness data. The entry of benefits data
is not MFC-dependent. Therefore, any field not entered should be accounted for with a
period. Additional information on benefits and effectiveness data can be found in the
Introduction chapter of this manual.

SECTION 8--ENTRY OF A CONSECUTIVELY SERIALIZED

GROUP OF SECURITIES

8.1 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

ENTRY

1N01HEADER.ESS.MD1012600.TC.DD99888970-DD99888985.20.AMERICAN EXPRES.SMITHSON,
JEROME HENRY.525027777.P19960930.19991205.123456789. DC1014300.1243125152.STOLEN
WITH VEHICLE.Y.R

Acknowledgment:

1L01HEADER
MD1012600
NIC/S179633578 SER/DD99888970-DD99888985
OCA/123456789

8.2 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
TYPE MANDATORY TYP 2-2 ALPHABETIC
SERIAL NUMBER MANDATORY SER 3-37 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DENOMINATION MANDATORY DEN 1- 9 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ISSUER MANDATORY ISS 1-15 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
OWNER MANDATORY OWN 1- 40 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9- 9 NUMERIC
NUMBER
SECURITY DATE CONDITIONAL SDT 4-9 ALPHABETIC,
NUMERIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKAGE AGENCY OPTIONAL LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS CONDITIONAL MIS 1-200* ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
RANSOM MONEY OPTIONAL RMI 1-1 ALPHABETIC
INDICATOR

8.3 MANDATORY FIELDS FOR SERIALIZED SECURITIES ENTRY

The following fields are mandatory to cause acceptance of a consecutively serialized group
of securities entry into NCIC: HDR, MKE, ORI, TYP, SER, DEN, ISS, OWN, DOT, and
OCA. The SDT is also mandatory if the consecutively serialized group entry is for currency.

8.4 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES ENTRY

1. The beginning and ending serial numbers of the sequence must have a hyphen separating
the two numbers for the SER Field. NCIC will accept two serial numbers containing an
equal number of characters, not exceeding 18 in each number, when the numbers are
separated by a hyphen, the message key code is ESS, and the consecutive sequence does
 not exceed a total of 100 serial numbers.

2. Serial numbers in a group entry must be numerically consecutive, and the rightmost
numerics in the two numbers must establish the consecutive sequence. For example:

5387621-5387692 ABC6782-ABC6808
5382961-5382968 ABC67C53-ABC67C68
1235BD-1274BD AB6782C-AB6808C

3. Numbers composed of alphabetic characters only cannot be used. Alphabetic characters

may be present as a prefix, suffix, or intermixed with numeric characters; however, any
alphabetic(s) and its position must be constant in any two numbers used to denote a
sequence.

4. A consecutively serialized group of stolen securities with serial numbers having a

common suffix containing the alphabetic O should not be entered. The System
automatically changes the alphabetic O to the numeric 0 which will result in an
alphabetic O in the suffix being incorrectly treated as the rightmost numeric character.

5. When a group of consecutively serialized securities is entered, the System automatically

generates one NIC for the group record.

6. If more than 100 securities are to be entered, additional group entries must be made.
Inclusion of more than 100 securities in one group entry will result in the entry being
rejected. Thus, a group of stolen securities bearing serial numbers A526800- A526952
would have to be entered in two separate entries. For example:

1N01HEADER.ESS.MD1012600.TC.A526800-A526899.20.AMERICAN EXPRES. MARYLAND

NATIONAL BANK..BLANK.19991205.123456789...SEE SER/A526900-A526952

1N01HEADER.ESS.MD1012600.TC.A526900-A526952.20.AMERICAN EXPRES.
MARYLAND NATIONAL BANK..BLANK. 19991205.123456789...SEE SER/A526800-A526899

7. Additional information concerning entry of TYP, DEN, ISS, OWN, SOC, SDT, LKI,
LKA, MIS, NOA, and RMI can be found in Section 2 of this chapter.

SECTION 9--MODIFICATION OF A CONSECUTIVELY SERIALIZED

GROUP OF SECURITIES

9.1 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 consecutively serialized group of
securities record. A consecutively serialized group of securities record cannot be modified if
the record is in a located status (MKE/LOCATED SECURITIES).
9.2 EXAMPLE OF A CONSECUTIVELY SERIALIZED GROUP OF SECURITIES
RECORD MODIFICATION MESSAGE

1N01HEADER.MSS.MD1012600.NIC/S180195026.OCA/123456789.ISS/1ST NAT C BK NY.RMI/R

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/S180195026

The above group record modification example contains: header (1N01HEADER), message
key (MSS), Originating Agency Identifier (MD1012600), two record identifiers
(NIC/S180195026 and OCA/123456789), the field being modified, and the modification
(ISS/1ST NAT C BK NY and RMI/R).

9.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-37 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20* ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 1-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
(except SER)
9.4 IDENTIFICATION OF A GROUP RECORD TO BE MODIFIED

The group record to be modified must be identified by NIC and OCA, in that order, or SER
and OCA, in that order, preceded by the proper MFCs.

9.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES MODIFICATION

1. When serial numbers are used as an identifier for a consecutively serialized group record
modification, the lowest and highest of all serial numbers appearing in the existing group
record, including any numbers shown in a located status, must be used. For example, if a
record in file was entered with the serial numbers DD99888977-DD99888985, serial
numbers DD99888979-DD99888982 are in a located status, and serial numbers
DD99888977 and DD99888978 have been cleared or canceled, the serial numbers used
to identify the record would be DD99888979-DD99888985.

2. Except for the HDR, MKE, and SER, all fields in a group securities record may be
changed by a modification message (MKE/MSS). However, a group securities record that
is in a located status (MKE/LOCATED SECURITIES) cannot be modified.

3. Serial numbers of a consecutively serialized group record cannot be changed through use
of a modification message. Any error which relates to the serial numbers in the record
must be corrected by canceling the existing group record and making a new entry.

4. Errors discovered subsequent to a group record entry which concern one or more, but not
all, of the securities in a group record (for example, one half of a group of traveler's
checks having a different issue date than the other half) cannot be corrected with a
modification message. In such a case, it is necessary to cancel the original group entry
and make correct entries, single or group, depending on the situation.

5. For NCIC -formatted records, validation data may be included in the modification
message (MKE/MSS). Additional details on modification can be found in Section 3 of
this chapter.

SECTION 10--CANCELLATION OF A CONSECUTIVELY SERIALIZED

GROUP OF SECURITIES

10.1 WHEN TO USE A CANCELLATION MESSAGE

1. A cancellation message is used when the record is invalid; for example, a record is
determined to be the result of a theft report which proves to be fictitious or false.

2. A cancellation message must be used in place of modification message when making

certain types of corrections to a group record. Additional information can be found in
Section 9 of this chapter.

3. Cancellation of a record is restricted to the agency that entered the record.

10.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP OF SECURITIES
RECORD CANCELLATION MESSAGES

Canceling All Securities in a Range:

1N01HEADER.XSS.MD1012600.NIC/S180195026.OCA/123456789.19991205

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/S180195026

The above cancellation example contains: header (1N01HEADER), message key (XSS),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/S180195026 and
OCA/1234567689), and date of cancellation (19991205).

Canceling Multiple Securities in a Range:

1N01HEADER.XSS.MD1012600.SER/DD99888970-DD99888976.OCA/123456789.19991205

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SER/DD99888970-DD99888976

The above cancellation message contains: header (1N01HEADER), message key (XSS),
Originating Agency Identifier (MD1012600), two record identifiers (SER/DD99888970-
DD99888976 and OCA/123456789), and date of cancellation (19991205). Both serial
numbers are considered as one identifier. The SER/ represents only the securities to be
canceled from the group record.

Canceling One Security in the Range:

1N01HEADER.XSS.MD1012600.SER/DD99888979-DD99888979.OCA/123456789.19991205

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SER/DD99888979-DD99888979

This cancellation example contains: header (1N01HEADER), message key (XSS),

Originating Agency Identifier (MD1012600), two record identifiers (SER/DD99888979-
DD99888979 and OCA/123456789), and date of cancellation (19991205). The SER/
represents a single security to be canceled from the group record.
10.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-37 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

10.4 IDENTIFICATION OF A GROUP RECORD TO BE CANCELED

There are three options for canceling consecutively serialized group records:

1. Canceling all securities in a group record:

1. The group record to be canceled must have two identifiers: SER and OCA, in that
order, or NIC and OCA, in that order, each preceded by the proper MFC.

2. When the SER is used, it must represent the lowest and highest serial numbers of the
consecutively numbered group of items that are in an active or a located status. When
breaks in the consecutive order of the serial numbers exist, separate cancel messages
must be sent. Date of cancellation (DOC) must follow the two record identifiers and
must be the current date or the current date minus one.

3. It is recommended that the NIC and the OCA be used when the entire group
record is to be canceled. This procedure can be used even if there are any breaks in
the consecutive order of the serial numbers. It cannot be used if the entire range is
not to be canceled as it will cause all records in the range to be canceled.
 2. Canceling more than one, but not all, securities in a group record:

The group record containing securities to be canceled must be identified by the SER and
the OCA, in that order, with each data element preceded by the proper MFC. The lowest
and highest serial number of the consecutively numbered items being canceled must be
used. When breaks in the consecutive order of the serial numbers exist, separate cancel
messages must be sent. DOC must follow the two record identifiers and must be the
current date or the current date minus one.

NIC and OCA should not be used to identify the record as this will result in
cancellation of the entire group record.

3. Canceling a single security in a group record:

The group record containing a single security to be canceled must be identified by SER
(serial number repeated as if it represented a range of numbers) and OCA, in that order,
with each data element preceded by the proper MFC. The serial number of the
consecutively numbered item being canceled must be used as the lowest and highest
value. DOC must follow the two record identifiers and must be the current date or the
current date minus one.

NIC and OCA should not be used to identify the record as this will result in
cancellation of the entire group record.

10.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES CANCELLATION

If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

No benefits and effectiveness data are collected for serialized securities.

SECTION 11--INQUIRY OF A CONSECUTIVELY SERIALIZED

GROUP OF SECURITIES RECORD

11.1 EXAMPLE OF AN INQUIRY WITH A GROUP RECORD RESPONSE

An inquiry on a security may result in a single record positive response or a group record
positive response.

Only one serial number may be included in the SER of an inquiry of the Securities File. For
example:

1N01HEADER.QS.WA1230000.TYP/TC.SER/DD99888977.DEN/20.ISS/AMERICAN EXPRES.RSH/Y

The following is a typical response which illustrates the format of an active group record in
which some of the securities have been located, cleared, or canceled prior to the inquiry.
 1L01HEADER
WA1230000

MKE/STOLEN SECURITIES
ORI/MD1012600 TYP/TC DEN/20 ISS/AMERICAN EXPRES
OWN/SMITHSON,JEROME HENRY SOC/525027777 SDT/P19930831 DOT/19991205
OCA/123456789
NIC/S179633578 DTE/19991207 1201 EST DLU/20001101 1600 EST
ORI IS ANY CITY PD MD 301 555-1234
SER/DD99888977-DD99888978
DD99888982-DD99888983
MKE/LOCATED SECURITIES 20000120 NB1977700 9462
SER/DD99888980-DD99888980
MKE/LOCATED SECURITIES 20000120 NB1977700 9462
SER/DD99888984-DD99888985
IMMED CONFIRM RECORD WITH ORI

The lowest and highest serial numbers of the securities originally entered in the example
record above were SER/DD99888977-DD99888985. Since the entry of this record, some of
the securities of the group originally entered have been located (SER/DD99888980 and
SER/DD99888984-DD99888985) and cleared or canceled ( DD99888979 and DD99888981)
prior to the time of the inquiry.

11.2 ADDITIONAL GUIDELINES FOR INTERPRETING A GROUP RECORD

RESPONSE

1. Additional information concerning requirement for inquiry can be found in Section 5 of

this chapter.

2. An inquiry on a serial number contained in a group record (whether it is the first, last, or
a number in between) will reveal the complete group record on file.

3. The serial numbers follow the TYP as in a single security record but follow the ORI
translation line.

4. The NIC is printed after the main body of the record just above the ORI translation line.

5. Located securities of the group originally entered are identified by MKE/LOCATED

SECURITIES, date of location, locating agency's identifier, locating agency's case
number, and serial number(s).

6. Canceled and cleared securities are not listed.

7. Upon receipt of a locate message indicating all or the remaining unrecovered item(s) in
the active group record have been located, the message key translation STOLEN
SECURITIES will be changed automatically to LOCATED SECURITIES.
 SECTION 12--LOCATE MESSAGE FOR A CONSECUTIVELY SERIALIZED
GROUP OF SECURITIES RECORD

12.1 WHEN TO USE A LOCATE

Any agency, except the agency that entered the record, that recovers a security indexed in
NCIC must place a locate message on the security record. When an agency receives a record
or multiple records in response to an inquiry, the agency that can seize the stolen security
must contact the ORI of each record possibly identical with the security in question to
confirm the hit. Following confirmation with the originating agency, a locate message must
be transmitted for each record on file for the security. Once a consecutively serialized group
record has had a locate placed on it, it cannot be modified.

12.2 EXAMPLES OF CONSECUTIVELY SERIALIZED GROUP OF SECURITIES

LOCATE MESSAGES

Locating All Securities in a Range:

1N01HEADER.LSS.WA1230000.NIC/S179633578.OCA/123456789.19991205.9462

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/S179633578

The above locate message example contains: header (1N01HEADER), message key (LSS),
recovering agency identifier (WA1230000), two record identifiers (NIC/S179633578 and
OCA/123456789), date of recovery (19991205), and recovering agency case number (9462).

Locating Multiple Securities in a Range:

1N01HEADER.LSS.NB1977700.SER/DD99888984-DD99888989.OCA/123456789. 19991205.9462

Acknowledgment:

1L01HEADER
NB1977700
LOCATE SER/DD99888984-DD99888989

The above locate message example contains: header (1N01HEADER), message key (LSS),
recovering agency's identifier (NB1977700), two record identifiers (SER/DD99888984-
DD99888989 and OCA/123456789), date of recovery (19991205), and the recovering
agency's case number (9462). The SER/ represents the securities from the group record
to be located.

Locating One Security in a Range:

1N01HEADER.LSS.NB1977700.SER/DD99888980-DD99888980. OCA/123456789.19991205.9462
 Acknowledgment:

1L01HEADER
NB1977700
LOCATE SER/DD99888980-DD99888980

The above locate message example contains: header (1N01HEADER), message key (LSS),
recovering agency identifier (NB1977700), two record identifiers (SER/DD99888980-
DD99888980 and OCA/123456789), date of recovery (19991205), and the recovering
agency case number (9462). The SER/ represents a single security from the group record
to be located.

12.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-37 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

12.4 IDENTIFICATION OF A GROUP RECORD FOR LOCATE

There are three options for locating consecutively serialized group records:

1. Recovery of all securities in a group record:

 1. The group record to be located requires two identifiers, SER and OCA, in that order,
or NIC and OCA, in that order, preceded by the proper MFC.

2. When using SER, it must represent the lowest and highest serial numbers of the
consecutively numbered group of recovered items. When breaks in the consecutive
order of the serial numbers exist, separate messages must be sent.

3. It is recommended that NIC and OCA be used when the entire group record is
to be located. This procedure can be used even if there are breaks in the consecutive
order of the serial numbers. The OCA used as an identifier is the OCA of the agency
that entered the record. This OCA is contained in the NCIC response to the
recovering agency inquiry.

2. Recovery of more than one, but not all, securities in a group record:

The group record containing securities to be located must be identified by SER and OCA,
in that order, with each data element preceded by the proper MFC. The lowest and
highest serial numbers of the recovered consecutively numbered items must be used.
When breaks in the consecutive order of the serial numbers exist, separate locate
messages must be sent.

NIC and OCA should not be used to identify the record as this will result in the
locate message applying to all securities in the group record.

3. Recovery of a single security in a group record:

The group record containing the security to be located must be identified by SER (serial
number repeated as if it represented a range of numbers) and OCA, in that order, with
each data element preceded by the proper MFC.

NIC and OCA should not be used to identify the record as this will result in the
locate message applying to all securities in the group record.

12.5 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES LOCATE

1. Following the two record identifiers, the date of recovery and recovering agency case
number are entered without field codes. The date of recovery (which cannot be prior to
the date of theft) must be entered or the locate message will be rejected.

2. If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

3. Benefits and effectiveness data are not collected for located serialized securities.
 SECTION 13--CLEAR MESSAGE FOR A CONSECUTIVELY SERIALIZED
GROUP OF SECURITIES RECORD

13.1 WHEN TO USE A CLEAR MESSAGE

1. Clearance of a record is restricted to the agency that entered the record. A clear message
is transmitted under one of the following conditions:

1. When the agency recovering the security(s) is the agency that entered the record.

2. When the agency that entered the record is officially advised that the security has
been recovered by another agency.

2. More than one clear message must be sent if the same recovery information is not
applicable to all securities being cleared in a group record. This ensures that recovery
information for each security will be accurate. For example, if one of three stolen
securities was recovered by an agency other than the originating agency on December 2,
1996, and the other two securities were recovered by the originating agency on December
3, 1996, two clear messages must be sent.

3. Upon receipt of a clear or cancel message which indicates all or the remaining
unrecovered item(s) in the active group record have been accounted for, the group record
will be retired.

13.2 EXAMPLES OF CONSECUTIVELY SERIALIZED SECURITIES GROUP

RECORD CLEAR MESSAGES

Clearing All Securities in a Range:

1N01HEADER.CSS.MD1012600.NIC/S179633578.OCA/123456789.19991205.NB1977700.9462

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/S179633578

The above clear example contains: header (1N01HEADER), message key (CSS), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/S179633578 and
OCA/123456789), date of clear (19991205), recovering agency identifier (NB1977700), and
recovering agency case number (9462).

Clearing Multiple Securities in a Range:

1N01HEADER.CSS.MD1012600.SER/DD99888984-DD99888988.OCA/123456789.
19991205.NB1977700.9462
 Acknowledgment:

1L01HEADER
MD1012600
CLEAR SER/DD99888984-DD99888988

The above example contains: header (1N01HEADER), message key (CSS), Originating
Agency Identifier (MD1012600), two record identifiers (SER/DD99888984-DD99888988
and OCA/123456789), date of clear (19991205), recovering agency identifier (NB1977700),
and recovering agency case number (9462). The SER/ represents only the securities from
the group record to be cleared.

Clearing One Security in a Range:

1N01HEADER.CSS.MD1012600.SER/DD99888980-D99888980.
OCA/123456789.19991205.NB1977700.946253423453621

Acknowledgment:

1L01HEADER
MD1012600
CLEAR SER/DD99888980-DD99888980

The above example contains: Header (1N01HEADER), message key (CSS), Originating
Agency Identifier (MD1012600), two record identifiers (SER/DD99888980- DD99888980
and OCA/123456789), date of clear (19991205), recovering agency identifier (NB1977700),
and recovering agency case number (946253423453621). The SER/ represents a single
security from the group record to be cleared.

13.3 MESSAGE FIELD CODES FOR SERIALIZED SECURITIES CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-37 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS

13.4 IDENTIFICATION OF A GROUP RECORD TO BE CLEARED

There are three options for clearing consecutively serialized group records:

1. Clearing all securities in a group record:

1. The group record to be cleared must be identified by two identifiers, SER and OCA,
in that order or NIC and OCA, in that order, preceded by the proper MFC.

2. When SER is used, it must represent the lowest and highest serial numbers of the
consecutively numbered group of items that are in an active or located status. When
breaks in the consecutive order of the serial numbers exist, separate clear messages
must be sent.

3. It is recommended that NIC and OCA be used when the entire group is to be
cleared. This procedure can be used even if there are breaks in the consecutive order
of the serial numbers.

2. Clearing more than one, but not all, securities in a group record:

1. The group record containing securities to be cleared must be identified by SER and
OCA, in that order, with each data element preceded by the proper MFC. The lowest
and highest serial numbers of the consecutively numbered items being cleared must
be used. When breaks in the consecutive order of the serial numbers exist, separate
clear messages must be sent.

2. NIC and OCA should not be used to identify the record as this will result in the
clear message applying to all securities in the group record.

3. Clearing a single security in a group record:

1. The group record containing the security to be cleared must be identified by SER
(serial number repeated as if it represented a range of numbers) and OCA, in that
order, with each data element preceded by the proper MFC. The OCA used as an
 identifier is the OCA of the entering agency.

2. NIC and OCA should not be used to identify the record as this will result in the
clear message applying to all securities in the group record.

13.5 CLEAR PROCEDURES IF SECURITIES ARE RECOVERED BY ENTERING

AGENCY

If the agency that entered the record recovers the securities, only the date of clear (which
cannot be prior to the date of theft) must be entered following the two record identifiers.

13.6 CLEAR PROCEDURES IF SECURITIES ARE RECOVERED BY AGENCY

OTHER THAN ORI OF THE RECORD

If an agency other than the ORI of the record recovers the securities, the following
procedures must be used:

1. If the record being cleared is in a located status (MKE/LOCATED SECURITIES), only

the date of clear must be entered following the two record identifiers.

2. If the record being cleared is in an active status (MKE/STOLEN SECURITIES), the date
of clear followed by the locating agency identifier and the locating agency case number,
in that order, without field codes, must be entered after the two record identifiers.

13.7 ADDITIONAL GUIDELINES FOR SERIALIZED SECURITIES CLEAR

If any number in the range specified is not present in an active or located status, the
transaction will be rejected as an invalid serial number range.

Benefits and effectiveness data are not collected for cleared serialized securities.
 NCIC Operating Manual
SUPERVISED RELEASE FILE

The entire Supervised Release File portion of the NCIC Manual was revised and republished
below per TOU 04-2, issued April 30, 2004, effective April 2005.

INTRODUCTION
1.1 CRITERIA FOR ENTRY
1.2 MESSAGE KEY (MKE) CODES
1.3 RECORD RETENTION PERIOD
1.4 AUTOMATIC RETIREMENT
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 IMAGE CAPABILITY
1.9 INVESTIGATIVE INTEREST

ENTRY
2.1 EXAMPLE OF AN ENTRY
2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

MODIFICATION
3.1 WHEN TO USE A MODIFICATION MESSAGE
3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

CANCELLATION
4.1 WHEN TO USE A CANCELLATION MESSAGE
4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

INQUIRY
5.1 REQUIREMENTS FOR INQUIRY
5.2 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES
5.3 ADDITIONAL GUIDELINES FOR INQUIRY
5.4 PROCEDURES FOR HANDLING A HIT

LOCATE
CLEAR
7.1 WHEN TO USE A CLEAR MESSAGE
7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 ADDITIONAL GUIDELINES FOR CLEAR

SUPPLEMENTAL RECORD
8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD TRANSACTION
8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF AN ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER IDENTIFIERS
CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION
8.14 MESSAGE FIELD CODES FOR FRAUDULENT DATA RECORD
8.15 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT
IDENTIFIER RECORDS
8.16 MODIFICATION OF A STOLEN/FRAUDULENT IDENTIFIER RECORD
 SECTION 1--INTRODUCTION

1.1 CRITERIA FOR ENTRY

Agencies must have documentation (electronic or hard copy) on file to support a supervised
release entry. Local, state, and federal supervision officers may enter records in NCIC for
subjects who are put under specific restrictions during their probation, parole, supervised
release sentence, or pre-trial sentencing. The court shall order as an explicit condition of a
sentence of probation or supervised release "that the defendant not commit another local,
state, or federal crime during the term of supervision" (Title 28, U.S.C., Sections 3563 and
3583). Among discretionary conditions that the court may impose are the following:

That the defendant:

1. Refrain from engaging in a specified occupation, business, or profession bearing a

reasonable direct relationship to the conduct constituting the offense, or engage in such a
specified occupation, business, or profession only to a stated degree or under stated
circumstances.

2. Refrain from frequenting specified kinds of places or from associating unnecessarily with
specified persons.

3. Refrain from excessive use of alcohol or any use of a narcotic drug or other controlled
substance without a prescription by a licensed medical practitioner.

4. Refrain from possessing a firearm, destructive device, or other dangerous weapon.

5. Undergo available medical, psychiatric, or psychological treatment, including treatment

for drug or alcohol dependency, as specified by the court, and remain in a specified
institution if required for that purpose.

6. Remain in the custody of the Bureau of Prisons during nights, weekends, or other
intervals of time totaling no more than the lesser of 1 year or the term of imprisonment
authorized for the offense, during the first year of the term of probation.

7. Reside in a specified place or area or refrain from residing in a specific place or area.

8. Remain within the jurisdiction of the court, unless granted permission to leave by the
court or a probation officer.

9. Notify the probation officer promptly if arrested or questioned by a law enforcement

officer.

Any local, state, or federal criminal justice agency may enter information on probationers;
parolees; and subjects of supervised releases, pretrial sentencing, and released on their own
recognizance.
1.2 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EC PROBATION OR SUPERVISED

RELEASE STATUS
EC-C PROBATION OR SUPERVISED
RELEASE STATUS - CAUTION
Modify MC

Cancel XC

Inquiry* QW
QWA
QWE
QWF
QWS
ZW
QWB
QWI
QV
ZV

Clear CC

Entry of supplemental record of ECN

aliases and/or additional identifiers
Entry of supplemental ECNS
stolen/fraudulent identifiers
Cancellation of supplemental record XCN
Cancellation of stolen/fraudulent XCNS
identifiers

*There is no specific MKE to query the Supervised Release File; however, a wanted person
inquiry will return a hit response on this file if a match occurs.

1.3 RECORD RETENTION PERIOD

Supervised Release File records are removed once records meet the date in the Date of
Probation/Parole Expiration (DPE) Field. NONEXP may be entered in the DPE Field for
subjects with nonexpiring dates of supervision. A $.P. Purge Notification is sent to the
entering agency 30 days prior to the date the record is to expire.

An exception to record retention periods will occur in the event a serious error is detected in
the record on file or in the event the record is not validated as scheduled. Additional
 information on the serious errors program can be found in the Introduction chapter of this
manual.

Example of a $.P. Purge Notification

$.P.
VA013123G

THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUS IN THIRTY DAYS BY THE FBI
COMPUTER BASED ON THE EXPIRATION DATE CONTAINED IN THE SUPERVISED RELEASE RECORD.
UNLESS ACTION IS TAKEN TO INCREASE THE EXPIRATION DATE, MODIFICATION OR
CANCELLATION OF THE RECORD WILL BE PROHIBITED AFTER THE THIRTIETH DAY.

ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W POB/TX DOB/19520521

HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A SKN/DRK
SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OOC/ROBBERY OCA/611112131
VLD/20000521
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20101009 SCI/VA12346J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/20050509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EDT DLU/20000125 1600 EST

1.4 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 convicted person base record or
supplemental record for the year of entry plus 4 years, from the date of entry of the base
record regardless when the license plate data is entered. If the purged license plate is the
only searchable identifier in the Supervised Release File record, then the entire record will be
removed.

A nonexpiring license plate (LIY/NX) contained in a Supervised Release File record will
remain on file until action is taken by the originating agency to remove the license data or
clear or cancel the entire record.

1.5 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
 Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.6 MESSAGE FIELD CODES AND EDITS

Code Field Edits

ARI Arresting Agency Identifier Must be a valid NCIC-assigned ORI.
CMC Caution and Medical Must be a valid NCIC-assigned code as listed in
Conditions Personal Descriptors, NCIC Code Manual.
CRI ORI of Court Issuing Must be a valid NCIC-assigned ORI.
Warrant
CTZ Citizenship Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DLO DNA Location Free text. If the DNA field is N or defaulted to N,
then the DLO must be blank.
DNA DNA Profile Indicator Must be either a Y or N. N is the default value. If
Indicator Y is entered, then the DLO Field must
contain data.
DOA Date of Arrest Must be a valid Gregorian date (YYYYMMDD).
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD) if
it is the only numeric identifier. The DOB cannot
be later than the current date or DSS. If the DOB is
not the only numeric identifier, 00 is valid for the
month and/or day when the actual date is unknown.
More information in Personal Descriptors, NCIC
Code Manual.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD)
equal to current date or current date minus one.
DPE Date of Probation/Parole Must be a valid Gregorian date (YYYYMMDD) or
Expiration NONEXP. The DPE cannot be less than the current
date.
DPR Date Probation or Release Must contain no data.
Revoked
DSS Date of Start of Supervision Must be a valid Gregorian date (YYYYMMDD).

EDS Date of Release from Must be a valid Gregorian date (YYYYMMDD).

Supervision
EML E-mail Address Free text. Must not contain a period (.).
ETN Ethnicity Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
EYE Eye Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics or one to six numerics
followed by an alphabetic character A through H; or
one to six numerics followed by an alphabetic
character J through Z, followed by one or two check
digits; or one to six numerics followed by two
alphabetics followed by one check digit. If the
number contains one alphabetic character (J-Z), the
check digit(s) will be 1 to 11. If the number
contains two alphabetic characters, the first cannot
be B, G, I, O, Q, S, U, Y, or Z; the second must be
A, B, C, D, or E; and the check digit will be 0 to 9.
The alphabetic characters I and O are always
invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain
alphabetic characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Classification Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual. If the
first character of any finger is numeric, the second
character must also be numeric. Codes 00 and 50
may not be used.
HAI Hair Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
HGT Height The first character represents feet, and the second
and third characters represent inches. May be a
minimum of 400 but not more than a maximum of
711. More information in Personal Descriptors,
NCIC Code Manual
IMN Image NCIC Number A self-checking number automatically assigned by
NCIC to each accepted image record, consisting of
alphabetic character I followed by nine numeric
characters. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter.
INC Place of Incarceration Free text.
LIC License Plate Number Characters UNK, UNKN, or UNKNOWN may be
used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact FBI
CJIS Division staff. If VMA is AERO, LIS is US,
and LIT is PP or NP, the first character in the LIC
Field must be the alphabetic N. If the license plate
number exceeds ten characters, only the first ten
characters should be entered in the LIC Field. The
full plate number must be shown in the MIS Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in
State and Country Codes, NCIC Code Manual.

LIT License Plate Type Must be a valid code as listed in Vehicular Data
Codes, NCIC Code Manual
LIY License Plate Year of Must be a valid four-character year (YYYY) or the
Expiration alphabetics NX to represent a nonexpiring
registration.
LKA Linking Case Number Must not contain a single zero only, a run of zeros
only, a single alphabetic only, or the word NONE.
The first seven characters of the LKA cannot equal
the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System)
LKI Linking Agency Identifier Must be a valid NCIC ORI.
LOC Release Location Free text.
MIS Miscellaneous SVIN must be entered in the MIS Field if the VIN
is a state-assigned or nonconforming 17-character
VIN. Free text.
MKE Message Key Must be a valid message key.
MNU Miscellaneous Number The first two characters must be a valid NCIC-
assigned code as listed in Personal Descriptors,
NCIC Code Manual. The third character must be a
hyphen. Entry of one zero only or a run of zeros is
prohibited in positions 4 through 15. An
originating agency police or identification number
in MNU cannot be the only numeric identifier in the
record. 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.
NAM Name The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in
the first position or directly precede the comma.
The NCIC Code Manual, Personal Descriptors,
provides coding instructions.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (C in the Supervised Release File)
followed by nine numeric characters automatically
assigned by NCIC to each accepted record. Must
have valid check digits when used to identify the
record in subsequent transactions.
OCA Originating Agency Case Must not contain a single zero only, a run of zeros
Number only, a single alphabetic only, the word NONE, or
the first seven characters of the ORI Field. The
only valid character is the hyphen.
OLN Operator's License Number One zero only or a run of zeros only indicating a
license is unknown may not be used. More
information in Personal Descriptors, NCIC Code
Manual.
OLS Operator's License State Must be a valid NCIC-assigned code as listed in
State and Country Codes, NCIC Code Manual.

OLY Operator's License Year of Must represent the year the license expires or the
Expiration alphabetics NX to represent nonexpiring, or the
code UNKN for unknown. More information in
Personal Descriptors, NCIC Code Manual
OOC Original Offense Must be a valid NCIC-assigned code as listed in
Uniform Offense Codes, NCIC Code Manual.
ORI Originating Agency Identifier Must be a valid NCIC-assigned ORI.
POB Place of Birth Must be a valid NCIC-assigned code as listed in
State and Country Codes, NCIC Code Manual.
More information in Personal Descriptors, NCIC
Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
RPR Reason Probation or Release Must contain no data.
Revoked
SCI Sentencing Court Identifier Must be a valid NCIC-assigned ORI.
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SID State Identification Number First two characters must be a valid state code,
territory code, and the code US. Embedded spaces
are prohibited. The third and fourth characters may
contain an asterisk. The tenth character may
contain a hyphen.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, and Must be a valid NCIC-assigned code as listed in
Other Characteristics Personal Descriptors, NCIC Code Manual.
SOC Social Security Number Must not be less than 001010001 or have a value of
9 in the first position or have a value of 00 in the
fourth and fifth position. Invalid and/or nonissue
numbers are accepted but cause a SOC attention
message. More information in Personal
Descriptors, NCIC Code Manual
SON Name of Supervising Officer The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in
the first position or directly precede the comma.
The NCIC Code Manual, Personal Descriptors,
provides coding instructions.
SOT Business Telephone of Must be three numerics, a space, three numerics, a
Supervising Officer hyphen, followed by four numerics.
VCO Vehicle Color Must be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If two
colors are used, they must be separated by a slash
(/).
VIN Vehicle Identification Single zero only, run of zeros only, single
Number alphabetic only, all alphabetics only, or
spaces cannot be used. The Vehicle File chapter of
this manual has additional edits on the VIN Field.
If state-assigned or nonconforming 17-character
VIN, SVIN must be entered in the MIS Field. If the
VIN exceeds 20 characters, only the last 20
characters should be entered in the VIN Field. Full
VIN must then be shown in the MIS Field.
VLN Name of Validator Any valid characters representing validator.
VMA Vehicle Make The first four characters must be alphabetic and a
valid NCIC-assigned code. If the VMA code is less
than four characters and data are included in
positions 5 through 24, positions 3 and/or 4 should
be blanks. The remaining characters are free text
and must contain the name of the manufacturer
when the code is AERO, ATV, COEQ, CYCL,
FARM, SNOW, SPEC, TRLR, or TRUK. If the
VMO is other than TL, the VMA code must be a
valid NCIC-assigned code as listed in Vehicular
Data Codes, NCIC Code Manual.
If the VMO is TL, the VMA code must not be the
characters: ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX,
XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or
ZZZZ.
For every assembled vehicle that does not have a
manufacturer-assigned VIN, the code must be
ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or
less. If the VMA code is AMER, the VYR must be
1988 or less. If the VMA code is JEEP, the VYR
must be 1989 or greater.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or
SA, the code must be AERO.
(all-terrain vehicle, dune If VST is EB, EN, or OP, the VMA code must be
buggy, go-cart, golf cart, and SPEC, ATV, SNOW, or one of the approved VMA
snowmobile) snowmobiles or motorcycles listed in Vehicular
Data Codes, NCIC Code Manual. If VST is MV,
the VMA code must be SPEC, ATV, CYCL, or one
of the approved VMA codes for snowmobiles or
motorcycles listed in Vehicular Data Codes, NCIC
Code Manual. If VMA code is ATV or SPEC, the
VST must be EB, EN, MV, or OP, and the MIS
Field must have one nonblank character.
VMO Vehicle Model Must be alphanumeric characters. Spaces cannot be
skipped. Hyphens or symbols should be used.
More information in Vehicular Data Codes, NCIC
Code Manual.
The only valid VMO codes for vehicles with VST
codes EB, EN, MV, or OP are (blank), CYL, DUN,
GOF, GRT, SKT, SKW, TOY, TRA, TRW, or
WHE.
(assembled automobile) If the first four characters of the VMA are ASVE,
the VMO must be AV or REP.
 (construction equipment) If the first four characters of the VMA are COEQ,
the VMO must be CE.
(farm and garden equipment) If the first four characters of the VMA are FARM,
the VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW
or one of the valid snowmobile manufacturer's
codes listed in the Vehicular Data Codes, NCIC
Code Manual, the VMO must be SKT, SKW, TRA,
TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL.

(truck) If the first four characters of the VMA are TRUK,

the VMO must be TK.
VST Vehicle Style Must be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.
VYR Vehicle Year Must represent the product (model) year during
which the vehicle was manufactured (YYYY).
Year cannot be more than 1 year beyond the current
model year. For entries of model year 1981 or later,
and when the VIN is 17 characters, the tenth
position (vehicle year) of a VIN must represent the
VYR.
WGT Weight Minimum of 050 and maximum of 499. More
information in Personal Descriptors, NCIC Code
Manual.
WNO Warrant Number One to fifteen alphanumeric characters.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the following fields of a Supervised Release File entry message are the same as the
corresponding fields of a Supervised Release record already on file, the second entry will
be rejected with the message REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI;
NAM, SOC, and ORI; OLN, OLS, and ORI; VIN, VMA, NAM, and ORI; LIC, LIS,
LIY, LIT, NAM, and ORI; OCA, NAM, and ORI; and DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is sent, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is other than Supervised Release, such as Gang File, Wanted Person, etc. A
duplicate record will also be accepted if there are vehicle data in the Supervised Release
 record message that match data in the Vehicle File. In those cases, the duplicate
record(s) will be furnished with the entry/modify acknowledgment.

1.8 IMAGE CAPABILITY

The Image File chapter of the manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.9 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1N01000005.EC.MD101260G.SMITH, JOHN J.M.B.AL.19620623.509.168.BRO.BLK.

494999W5.DRK.PRCD R EAR.121011CO141159TTCI13.AS-123456789.123456789.
34862561.MD.2003. 0907.612767853456.ON PAROLE, SUBJECT SHOULD REMAIN WITHIN
TOWN LIMITS OF BALTIMORE, NOT ALLOWED IN
BARS.ABC123.MD.1996.PC.2Y27H5L100009.1975.PONT.VEN.2D.BLU..MD123456J.
BALTIMORE PENITENTIARY. 19900615.20101009.20051009.FITZPATRICK, JOHN.301
555-3013..MD1012600... WORK FARM MD..........Y.FBI LAB, QUANTIC0, VA 703-
632-4000, VA1234567, MTDNA.JFITZPATRICK@DPS(DOT)MD(DOT)US.US.H...MD99999999

Acknowledgment:
1L01000005
MD101260G
NAM/SMITH, JOHN J NIC/C146203706
OCA/612767853456

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
HEIGHT MANDATORY HGT 3-3 NUMERIC
WEIGHT MANDATORY WGT 3-3 NUMERIC
EYE COLOR OPTIONAL EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S LICENSE CONDITIONAL OLN 1-20 ALPHABETIC,
NUMBER SET NUMERIC
OPERATOR'S LICENSE SET OLS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
OPERATOR'S LICENSE SET OLY 2-2 ALPHABETIC
YEAR OF 4-4 (2), NUMERIC
EXPIRATION (4), OR
ALPHABETIC
(4)
ORIGINAL OFFENSE OPTIONAL OOC 4-4 CODE AS
CODE DEFINED IN
NCIC CODE
MANUAL
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC
YEAR OF 4-4 (2), NUMERIC
EXPIRATION (4)
LICENSE PLATE TYPE SET LIT 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE MODEL SET VMO 2-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE COLOR SET VCO 3-3 CODE AS
7-7 DEFINED IN
NCIC CODE
MANUAL
CAUTION AND CONDITIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
SENTENCING COURT OPTIONAL SCI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
PLACE OF OPTIONAL INC 1-50 ALPHABETIC,
INCARCERATION NUMERIC,
SPECIAL
CHARACTERS
DATE OF ARREST OPTIONAL DOA 8-8 NUMERIC
DATE OF MANDATORY DPE 6-6 ALPHABETIC
PROBATION/PAROLE 8-8 NUMERIC
EXPIRATION
DATE OF START OF MANDATORY DSS 8-8 NUMERIC
SUPERVISION
NAME OF MANDATORY SON 3-30 ALPHABETIC,
SUPERVISING NUMERIC,
OFFICER SPECIAL
CHARACTERS
BUSINESS MANDATORY SOT 12-12 ALPHABETIC,
TELEPHONE NUMBER NUMERIC,
OF SUPERVISING SPECIAL
OFFICER CHARACTERS
DATE OF RELEASE OPTIONAL EDS 8-8 NUMERIC
FROM SUPERVISION
ARRESTING AGENCY OPTIONAL ARI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
DATE PROBATION OR DPR 0 BLANK
RELEASE REVOKED
REASON PROBATION RPR 0 BLANK
OR RELEASE
REVOKED
RELEASE LOCATION OPTIONAL LOC 1-50 ALPHABETIC,
NUMERIC
WARRANT NUMBER OPTIONAL WNO 1-15 ALPHABETIC,
NUMERIC
ORI OF COURT OPTIONAL CRI 9-9 ALPHABETIC,
ISSUING WARRANT NUMERIC
NAME OPTIONAL NAM* 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB* 8-8 NUMERIC
SOCIAL SECURITY OPTIONAL SOC* 9-9 NUMERIC
NUMBER
MISCELLANEOUS OPTIONAL MNU* 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
OPERATOR'S LICENSE CONDITIONAL OLN* 1-20 ALPHABETIC,
NUMBER SET NUMERIC
OPERATOR'S LICENSE SET OLS* 2-2 ALPHABETIC
STATE
OPERATOR'S LICENSE SET OLY* 2-2 ALPHABETIC
YEAR OF 4-4 (2),
EXPIRATION NUMERIC (4)
DNA PROFILE OPTIONAL SET DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION SET DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
E-MAIL ADDRESS OPTIONAL EML 3-80 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
[EXCEPT
PERIOD (.)]
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
THE NCIC
CODE MANUAL
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
THE NCIC
CODE MANUAL
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
IDENTIFIER NUMERIC,
SPECIAL
CHARACTERS
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS

*Fraudulent data

2.3 MANDATORY FIELDS FOR ENTRY

1. The following fields are mandatory for the acceptance of a supervised release entry into
NCIC: HDR, MKE, ORI, NAM (base record NAM must be included in all entry
messages and must be the individual's true name), SEX, RAC, HGT, WGT, HAI, OCA,
DPE, DSS, SON, SOT, and at least one of the following numeric identifiers: DOB
(including year, month, and day); FBI; MNU (other than originating agency police or
identification number); SOC; OLN with OLS and OLY; LIC with LIS, LIY, and LIT; or
VIN with VYR, VMA, and VST.

2. The base record entry format includes one of each of the stolen/fraudulent (S/F) identifier
fields. These fields immediately follow the CRI Field and are entered in the following
order: S/F name; S/F date of birth; S/F Social Security number; S/F miscellaneous
identifying number; and S/F operator's license number, state, and year of expiration. Any
agency transmitting a base record entry message may optionally include one of each type
of the S/F identifiers if at least one of the individual's real identifiers are included in the
base record.

3. Although the S/F fields are appended to the base record entry message, NCIC will
process the data therein as a supplemental S/F identifier record entry message. Thus, S/F
identifiers included in a base record entry message cannot be changed or deleted with a
modify message. Stolen/fraudulent identifiers can be changed or deleted only by using
the supplemental S/F identifier record entry and cancel transactions.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The entering agency (ORI) must account for all fields in the Supervised Release File
record entry format. In the original entry, all available data called for in the record must
be entered. Missing data obtained at a later time should be promptly added through the
use of a modify message (MKE/MC). Guidelines for the entry of aliases and/or other
additional identifiers as a supplemental record to a Supervised Release File record are
located in Section 8 of this chapter.

2. For training and administrative purposes, agencies may enter test records in NCIC format
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 a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except OCA and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen must be
used to separate the first two alphabetics from the number itself in the MNU Field. 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.

5. 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, operator’s 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.

6. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error:

ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 MESSAGE FIELD CODE EDITS FOR ENTRY

1. PERSONAL DESCRIPTORS

Entry instructions for NAM, SEX, RAC, ETN, DOB, HGT, WGT, EYE, HAI, FBI, SKN,
SMT, FPC, MNU, SOC, OLN, and CMC can be found in Personal Descriptors, NCIC
Code Manual. Codes for entering the POB and CTZ can be found in State and Country
Codes, NCIC Code Manual.

2. ORIGINAL OFFENSE CODE - UNIFORM OFFENSE CLASSIFICATIONS (OOC)

The OOC Field is used to describe the offense which occurred prior to the parole or
probation status. The appropriate code for the particular offense should be entered in the
OOC. The codes listed in Uniform Offense Codes, NCIC Code Manual, are the only
codes approved for use in the OOC.
3. 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 as a supplemental
record (MKE/ECN) illustrated and explained in Section 8 of this chapter
because this procedure increases the chances of a hit on the record.

2. Cross-referencing with another subject record may be accomplished by

placing the name and NIC of the other subject's record in the MIS Field of the
other record with an appropriate explanatory notation.

3. Records for individuals charged but released on their own recognizance

should include a notation in the MIS Field indicating this type of record.

4. VEHICLE OR LICENSE PLATE DATA

A vehicle and/or license plate belonging to the subject may be entered as part of a
Supervised Release File record (EC, EC-C) provided the entering agency has reasonable
grounds to believe the subject of the record may be operating the vehicle or vehicle
bearing the license plate.

Mere knowledge or verification with the appropriate motor vehicle department that a
vehicle and/or license plate is registered to the supervised release subject does not meet
the criteria for entry of part of his/her record.

5. VEHICLE OR LICENSE PLATE DATA AND THE $.8. PROGRAM

An agency making a Supervised Release File entry containing data on a vehicle or license
plate registered in another state must advise the Control Terminal Agency (CTA) in the
state of registry about such an entry if the state of registry is not a $.8. Program
participant. Additional information on the $.8. administrative message can be found in
the Introduction chapter of this manual.

6. 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).

7. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

The DNA Field has a default value of N, meaning no DNA data is available. When the
user sets the DNA Field to Y, indicating DNA data are available, then specific
information regarding location of the DNA sample be entered 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.

8. E-MAIL ADDRESS (EML)

The E-mail Address (EML) Field should contain the primary e-mail address of the
agency or if known, the e-mail address of the supervising official. (DOT) represents a
period (.) in the EML Field [e.g., EML/MNMHP@MN(DOT)STATE(DOT)US].

9. DATE PROBATION OR RELEASE REVOKED (DPR)

REASON PROBATION OR RELEASE REVOKED (RPR)

The DPR and RPR Fields must not contain data. However, these fields must be
accounted for in the period formatted transaction. If the DPR or RPR Fields contain data,
the transaction will be rejected.

10. LINKAGE DATA (LKA and LKI)

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 with 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. In the entry message the LKI and LKA Fields immediately follow
the ETN Field. The message will be rejected if the first seven characters of the LKA are
the same as the first seven characters of the LKI.

11. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Supervised

Release record are located in Section 8 of this chapter.

SECTION 3--MODIFICATION

3.1 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 Supervised Release File base record. A
modification message is also used to validate a record.

A modification message used to delete information in the MNU, DOB, SOC, SMT, or CMC
Field of the base record will cause the oldest data in the supplemental record to move up to
the base record.
3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MC.MD101260G.NAM/SMITH, JOHN J.NIC/C146203706.SOC/123456789.OLY/1996

Acknowledgment:

1L01HEADER
MD101260G
MODIFY NAM/SMITH, JOHN J NIC/C146203706

The above modification example contains header (1N01HEADER), message key (MC),
Originating Agency Identifier (MD101260G), two record identifiers (NAM/SMITH, JOHN J
and NIC/C146203706), the fields being modified, and the data being changed
(SOC/123456789 and OLY/1996).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 1-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S) OPTIONAL
FROM ENTRY
TRANSACTION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
The record to be modified must be identified by either NAM and NIC, in that order; NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be modified must be set forth with the exact spelling
and spacing as shown in the record on file.

3.5 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

Further instructions to modify an alias and/or an additional identifier previously appended to

a Supervised Release File record by means of a supplemental record are provided in Section
8 of this chapter.

1. MODIFICATION TO REMOVE ALL VEHICULAR DATA

If there is a need to delete all vehicular data from a Supervised Release File record, a
special modification message may be used to remove all vehicular data from the base
record without identifying each individual field. The characters LIC-VCO/. following
the two record identifiers. LIC-VCO/. cause the NCIC System to delete the following
fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA, VMO, VST, and VCO. For example:

1N01HEADER.MC.MD101260G.NAM/SMITH, JOHN J.NIC/C146203706.LIC-VCO/.

Acknowledgment:

1L01HEADER
MD101260G
MODIFY NAM/SMITH, JOHN J NIC/C146203706

The above modification example to remove all vehicular data contains: header
(1N01HEADER), message key (MC), Originating Agency Identifier (MD101260G), two
record identifiers (NAM/SMITH, JOHN J and NIC/C146203706), and the fields being
removed (LIC-VCO) immediately followed by slash period (/.).

2. MODIFICATION TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less than all
of the vehicular data from a Supervised Release File base record. For example, if only
the four fields of license plate data (LIC, LIS, LIY, LIT) are to be deleted from the
record, the usual modifying procedure must be followed, with each field to be deleted
explicitly set forth in the modify message. For example:

1N01000005.MC.MD1012600.NAM/DOE, JOHN J.NIC/C146203706.LIC/.LIS/.LIY/.LIT/.

3. VALIDATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a Supervised Release File record to indicate that the record has been validated.
When data are entered into the VLN Field, NCIC stores the current date in the Date of
 Last Validation (VLD) Field of the record. If the user attempts to delete or modify the
VLN Field to all blanks, the message will be rejected. The acknowledgment for the
modification message containing VLN Field data will indicate the record has been
validated. Each CSA can determine the specific data to be included in the VLN Field for
the validation of the record. For example:

1N01HEADER.MC.MD101260G.NAM/SMITH, JOHN J.NIC/C000069216.

SOC/144557911.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD101260G
VALIDATE NAM/SMITH, JOHN NIC/C000069216

In the example, the record is modified at the same time it is validated.

4. LINKAGE DATA (LKI and LKA)

1. The Linkage ORI and OCA Fields are provided as separate fields to associate
incidents that are handled by multiple departments. A record which shares the same
incident of a record entered with a different ORI and/or OCA can be modified to link
the records by entering the associated ORI and OCAA into the linkage fields (LKI
and LKA) of both records. If a modify transaction is used to add a linkage to another
record, then both LKI and LKA must be entered.

2. LKI and LKA Fields already existing in the supervised release record can be
modified individually.

3. The LKI and LKA Fields must be deleted as a pair; otherwise, the message will be
rejected.

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid and was
entered in error.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XC.MD101260G.NAM/SMITH, JOHN J.NIC/C146203706.19991205

Acknowledgment:

1L01HEADER
MD101260G
CANCEL NAM/SMITH, JOHN J NIC/C146203706
 The above cancellation example contains header (1N01HEADER), message key (XC),
Originating Agency Identifier (MD101260G), two record identifiers (NAM/ SMITH, JOHN
J and NIC/C146203706), and date of cancellation (19991205).

When a Supervised Release File record is canceled, the entire record, including all data
appended to the record by means of a supplemental record entry, is automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCEL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be canceled must be set forth with the exact spelling
and spacing as shown in the record on file. Cancellation date (which must be the current date
or yesterday's date) must follow the two record identifiers.

4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

Benefits and effectiveness data are not collected for the Supervised Release File.
 SECTION 5--INQUIRY

5.1 REQUIREMENTS FOR INQUIRY

When an agency transmits an NCIC wanted person inquiry, the data in the Supervised
Release File will be searched in addition to all other NCIC person files (except the
Unidentified Person File) as well as the Article, Boat, License Plate, Vehicle, and
Vehicle/Boat Part Files. As a part of a positive Supervised Release File response, the
receiving agency is advised that the subject cannot be arrested solely upon the basis of the
information provided. Additional information can be found in the Wanted Person File
chapter.

5.2 EXAMPLE OF AN INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

The message keys QW, QWA, QWE, QWF, QWS, ZW, QWB, and QWI are used for
Wanted Person File inquiries. A Wanted Person File inquiry will also cause an automatic
cross-search of the Foreign Fugitive, Missing Person, Gang, Known or Suspected Terrorist,
Protection Order, Immigration Violator, Identity Theft, Supervised Release, Violent Person,
and Protective Interest Files and the National Sex Offender Registry. If vehicle identifiers
are included in the inquiry, the Vehicle, Boat, Vehicle/Boat Part, and License Plate Files will
also be searched. If MNU, SOC, or OLN is included in the inquiry, the Article File personal
identifier records will also be searched.

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19511012.

VIN/ABC123DEF45678901

Negative Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19511012 NAM/SMITH, JOHN J SEX/M RAC/W

NO NCIC WANT VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive Response:

1L01000005
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
WARNING - DO NOT ARREST BASED ON THIS INFORMATION
MKE/PROBATION OR SUPERVISED RELEASE STATUS
ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A CTZ/US
SKN/DRK SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OCA/611112131 SID/VA99999999
OOC/ROBBERY
LKI/MD1240000 LKA/MD-2255
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20101009 SCI/VA123456J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/20050509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EDT DLU/19991215 0001 EST
REPEAT - PROBATION OR SUPERVISED RELEASE STATUS RECORD - DO NOT ARREST
BASED ON THIS INFORMATION - PLEASE CONTACT SUPERVISING AGENCY VIA NLETS,
TELEPHONE OR EMAIL TO ADVISE OF CONTACT WITH SUPERVISED INDIVIDUAL.
PLEASE BE ADVISED THAT SUPERVISING AGENCY MAY NOT BE
OPERATIONAL 24/7.
NO NCIC WANT VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.

Example of Notification Sent to Parole or Probation Officer:

$.O.
VA013123G
ORI/WA1230000 IS ANY CITY PD WA 555-555-1234

AS A RESPONSE TO THE FOLLOWING TRANSACTION:

1N01HEADER.QW.WA1230000.NAM/SMITH,
JOHN.DOB/19650220.SEX/M.RAC/W
A HIT OCCURRED ON A PROBATION OR SUPERVISED RELEASE
STATUS RECORD. PLEASE CONTACT REQUESTING ORI FOR DETAILS.

ORI/VA013123G NAM/SMITH, JOHN J SEX/M RAC/W ETN/H POB/TX

DOB/19650220 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456A
SKN/DRK SMT/SC R HD
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/98765432 OLS/MD OLY/2000
OOC/ROBBERY OCA/611112131 SID/VA99999999
LKI/MD1240000 LKA/MD-2255
VLD/20000521
MIS/SUBJECT ON PAROLE MAY NOT LEAVE THE AREA PROHIBITED TO
MIS/FREQUENT BARS
LIC/ABC123 LIS/VA LIY/1999 LIT/PC
VIN/2F37Z7P051519 VYR/1977
VMA/PONT VMO/LEM VST/2D VCO/WHI
DPE/20031009 SCI/VA12346J LOC/ANY COUNTY VA PAROLE OFFICE
DSS/19930509 SON/FITZPATRICK, JOHN SOT/703 555-3013
ARI/VA1012600 INC/VA STATE PENITENTIARY DOA/19900615
ORI IS ANY CITY PAROLE OFFICE VA 703 555-1234
IMN/I435461801 IMT/M
NIC/C146203706 DTE/19991020 0001 EDT DLU/20000215 1600 EST
 This notification is used to inform the parole or probation officer that an inquiry has been
made on a subject this officer supervises. The first ORI in the notification is the ORI of the
supervising agency. The second ORI is the ORI of the agency initiating the transaction
which resulted in the hit response (enter, modify, inquiry). Following this is the transaction
which resulted in the hit response and the record for the supervised subject.

5.3 ADDITIONAL GUIDELINES FOR INQUIRY

1. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

2. A Supervised Release File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle
identification data, and image data. All supplemental fields will be sorted by special
character, alphabetically, then numerically. Within supplemental data sets, the fields will
be sorted as follows: operator’s license data by OLS, license plate data by LIS, vehicle
data by VIN, and image data by IMN.

5.4 PROCEDURES FOR HANDLING A HIT

1. No arrest or detention should be made based solely on a Supervised Release File record
response.

If a positive response (hit) includes license plate data in the Supervised Release File
record, the Vehicle File should be queried to ascertain if the vehicle and/or license plate
is stolen.

2. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a Y in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

SECTION 6--LOCATE

There are no locate procedures for the Supervised Release File.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

The use of a clear transaction results in the immediate removal of the subject record and all
associated identifiers. Clearance of a record is restricted to the agency that entered the
 record. A clear message should be transmitted when a subject is no longer under a status of
supervised release, such as when the probation has expired, has been rescinded, etc.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CC.MD101260G.NAM/SMITH, JOHN J.NIC/C146203706.19991205

Acknowledgment:

1L01HEADER
MD101260G
CLEAR NAM/SMITH, JOHN J NIC/C146203706

The above clear example contains header (1N01HEADER), message key (CC), Originating
Agency Identifier (MD101260G), two record identifiers (NAM/SMITH, JOHN J and
NIC/C146203706), and the date of clear (19991205).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by either NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, with each data element preceded by the
 proper MFC. The name used in identifying the record to be cleared must be set forth with
the exact spelling and spacing as shown in the record on file.

7.5 ADDITIONAL GUIDELINES FOR CLEAR

The date of clear (which must be the current date or less than the current date) must follow
the two record identifiers.

There are no benefits and effectiveness data collected for Supervised Release File records.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD TRANSACTION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODES
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL SET OLN 1
LICENSE NUMBER
LICENSE PLATE OPTIONAL SET LIC 2
NUMBER
VEHICLE OPTIONAL SET VIN 3
IDENTIFICATION
NUMBER
IMAGE NCIC OPTIONAL SET IMN 4
NUMBER
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT>
3
VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
4
IMN/<IMN>.<IMT>

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

Entry of an alias and/or other additional identifiers as a supplemental record to a Supervised

Release File record (to be placed in NCIC by an entry separate from the Supervised Release
entry) may be made only by the agency that entered the Supervised Release record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01000005.ECN.MD101260G.NAM/SMITH, JOHN J.OCA/123456789.AKA/DEER,JIM.BUCK,ROBERT

J.DOB/19521012.19520912.LIC/ABC654.MD1999.PC.LIC/ABC123.MD.1999.PC.VIN/3J57K5D01234
5.1975.OLDS.CUT.2T.BLU.SMT/CAUL L EAR.TAT R ARM
 Acknowledgment:

1L01000005
MD101260G
SUPP NAM/SMITH, JOHN J OCA/123456789

The above supplemental record entry example contains header (1N01HEADER), message
key (ECN), Originating Agency Identifier (MD101260G), two record identifiers (NAM/
SMITH, JOHN J and OCA/123456789), and the supplemental data added to the record: two
aliases (AKA/DEER, JIM and BUCK, ROBERT J), two dates of birth (DOB/19521012 and
19520912), two sets of license plate data (LIC/ABC654.MD.1999.PC and LIC/ABC
123.MD.1999.PC), vehicle information (VIN/3J57K5D0112345. 1975. OLDS. CUT. 2T.
BLU), and two sets of scars, marks, and tattoos data (SMT/CAUL L EAR and TAT R ARM).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The Supervised Release File record to which a supplemental record of alias(es) and/or other
additional identifiers is to be added must be identified by either NAM and NIC, in that order;
NAM and OCA, in that order; or NIC and OCA, in that order, with each data element
preceded by the proper MFC. Identifiers used in the above example are NAM and OCA
Fields. The name used in identifying the record to which a supplemental record is to be
added must be set forth with the exact spelling and spacing as shown in the record on file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

1. The AKA Field and all other additional identifying data fields which may be included in
a supplemental record with their field codes and the maximum number of aliases and/or
additional identifiers that may be added to a Supervised Release File record are the
following:

Field Field Code Maximum Number Permitted

Alias AKA 99

Date of Birth DOB 9

Scars, Marks, Tattoos, and Other SMT 9

Characteristics
Miscellaneous MNU 9
Identifying Number
Social Security Number SOC 9
Operator's License OLN 9
Number, State, and Year of Expiration
(entered as a set)
License Plate Number, LIC 9
State, Year of Expiration,
and Type (entered as a set)
Vehicle Identification VIN 9
Number, Year, Make,
Model, Style, and Color
(entered as a set; model
and color not required for entry, but
should be entered if known)
Caution and Medical Conditions CMC 10

IMN 12
Image NCIC Number and Image Type
(entered as a set)
Citizenship CTZ 9
State Identification Number SID 9

2. IMN and IMT Fields (up to 12: 1 mugshot, 1 signature, 10 identifying images) are added
to the supplemental record when an image is entered, and the NIC of the base record is
included in the entry transaction. Additional details can be found in the Image File
chapter of this manual.

3. A maximum of 99 AKAs,10 CMCs, 9 DOBs, SMTs, MNUs, SOCs, OLNs, LICs, SIDs,
CTZs, and VINs may be added to a Supervised Release File record.

For example, a record relating to JOHN HARRY DOE 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), 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 have
come into his possession, and one set of data concerning an automobile known to be in
his possession.

4. Entry of these additional data would require several supplemental record entry messages
because all of these additional identifiers could not be included in one supplemental
record entry message.

8.6 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 AKA (or variation of name spelling), DOB, SMT, MNU, SOC, CTZ,
SID, or CMC Field is counted as one identifier. Each set of data relating to an operator's
license, a license plate, or a vehicle is likewise counted as one identifier.
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the Supervised Release File 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, and each field must be ended with a period. Fields that are
not a part of sets of data may be entered in any order in a supplemental record entry.

2. A field in the main record (other than OLN, VIN, or LIC data) must contain data before
any supplemental entry for that same field will be accepted. For example, any attempt to
enter a Social Security number in a supplemental record will be rejected as a format error
if the base record does not contain a Social Security number in the SOC Field.

3. All numeric identifiers excluding OCA and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen must be
used to separate the two alpha characters from the number itself in the MNU Field.

4. When a supplemental record entry contains data on a person, a vehicle, or a license plate
already in file in a person file (Missing Person, etc.), Vehicle, or License Plate Filerecord,
the agency making the supplemental record entry will be furnished the record on file at
the time the supplemental record entry message is acknowledged.
5. Further guidelines for the coding of personal identifiers can be found in Personal
Descriptors, NCIC Code Manual.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS FIELD (AKA)

1. Field code AKA followed by a slash is used to identify an alias(es). An alias

includes any name in which any last, first, or middle name is different from
that in the NAM Field (or those previously entered in the AKA Fields) for the
record, e.g., NAM/SMITH, MICHAEL LEE and AKA/SMITH, LEE
MICHAEL.

2. Aliases are to be listed with the last name, comma (space after comma is
optional), first name or initial, space, middle name or initial, if any, space, and
suffix indicating seniority if any, e.g., SR or III. Aliases and/or variations in
name spelling must be separated by a period without repeating the MFC
AKA.

3. Nicknames (monikers) are to be entered in the AKA Field of the Supervised

Release File record. The term nickname in NCIC is defined as a name added
to or substituted for the proper name of a person, such as their street name
(i.e., Shorty). It is not a familiar form of a proper name, such as Jim for
James.
 The nickname is to be entered in the AKA Field, followed by a comma (space
after comma is optional), then an X (i.e., Peanut, X). Additional information
for the coding of aliases can be found in Personal Descriptors, NCIC Code
Manual.

2. OPERATOR'S LICENSE (OLN) FIELD

Field code OLN followed by a slash is used to identify additional operator's license data
in an entry. The three data elements making up this set are OLN, OLS, and OLY. All
three elements must be included in the order listed in the format and must be separated by
a period. For example:

OLN/L234526677238.VA.1980.

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by MFC OLN/.

3. LICENSE PLATE (LIC) FIELD

Field code LIC followed by a slash is used to identify additional license plate data in an
entry. This set contains four data elements: LIC, LIS, LIY, and LIT. Elements must be
entered in the order listed in the format and must be separated by a period. For example:
LIC/CBA321.MD.2000.TK.

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.

4. VEHICULAR DATA

1. Field code VIN followed by a slash is used to identify an additional vehicle in

a supplemental entry. This set contains the following six data elements: VIN,
VYR, VMA, VMO, VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and
color should be entered in proper order when available. Elements must be
separated by periods, and each element must be accounted for. For example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK.

OR

VIN/1D37Q6R001225.1976.CHEV..2D..

3. In the event data related to other vehicles are entered at the same time, each
set of vehicular data must be preceded by MFC VIN/.
 5. ADDITIONAL IDENTIFYING DATA

Additional dates of birth; scars, marks, and tattoos, etc.; miscellaneous numbers; Social
Security numbers; and caution and medical conditions follow the field codes DOB/,
SMT/, MNU/, and SOC/, CTZ/, SID/, and CMC/, respectively, without repeating the
MFC and separated only by periods. For example:

DOB/19570102.19550823.SMT/SC L CHK.POCKMARKS.MNU/AF-123456789.SOC/123456789

8.9 MODIFICATION OF AN ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

1. No one-step procedure is available to modify an alias or other identifier in a supplemental

record to a Supervised Release File record.

2. To modify an AKA or other identifier in a supplemental record, the incorrect AKA or

other identifier must be canceled and reentered. Once canceled, the correct alias or other
identifier can be entered. Cancellation procedures are explained in Section 3 of this
chapter.

3. A modify message to the base record to delete information in a field will cause the same
data, except for vehicular data, in the supplemental record to move up to the base record.

8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER

IDENTIFIERS CANCELLATION

1N01HEADER.XCN.MD101260G.NAM/SMITH, JOHN J.NIC/C146203706.AKA/BUCK, ROBERT

J.DOB/19520912.LIC/ABC654.MD.2000.PC

Acknowledgment:

1L01HEADER
MD101260G
CANCEL SUPP NAM/SMITH, JOHN J NIC/C146203706
AKA/BUCK, ROBERT J
DOB/19520912
LIC/ABC654.MD.2000.PC

The above example of cancellation of an alias and other additional identifiers in a

supplemental record contains header (1N01HEADER), message key (XCN), Originating
Agency Identifier (MD101260G), two record identifiers (NAM/SMITH, JOHN J and NIC/
C146203706), data to be canceled: an alias (AKA/BUCK, ROBERT J), date of birth
(DOB/19520912), and four fields of license plate data (LIC/ABC654.MD.2000.PC).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an alias and/or other additional identifiers contained in a supplemental

record, the Supervised Release record to which the supplemental record is appended must be
 identified by either NAM and NIC, in that order; NAM and OCA, in that order; or NIC and
OCA, in that order, with each data element preceded by the proper MFC. The supplemental
data to be canceled, with each field preceded by the proper MFC, then follow.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one cancel message.
Additional messages are required if more than nine identifiers are to be canceled. Each AKA
(or name spelling variation), DOB, SMT, MNU, SOC, CTZ, SID, or CMC is counted as one
identifier. Each set of operator's license, license plate, or vehicle data is counted as one
identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers, citizenships, state identification numbers, and/or
caution and medical conditions to be canceled are to be set out in the cancel message in
the same manner as in a supplemental record entry. That is, more than one identifier of
the same type may follow the MFC without repetition of the MFC. However, character
for character, each identifier to be canceled must be set out exactly as it appears in the
supplemental record on file.

2. Each set of operator's license or license plate data must be preceded by OLN/ or LIC/,
respectively, and all data elements of the set must appear exactly as they appear in the
supplemental record on file. When canceling vehicle data, only the VIN and VMA are
required following VIN/, with a period to account for the intervening VYR. For
example:

VIN/1L69X6JO23456..CHEV.

3. When a Supervised Release File record is canceled, its entire supplemental record is
automatically canceled.

4. Up to nine images can be canceled in a supplemental cancel transaction: one signature,

one mugshot, and/or ten identifying images. The format is IMN/ <IMN>.<IMT>. The
IMN is the NIC of the image, and the image type will be either S, M, or I. If the image
type of the record is not the same type as defined by the IMT, the supplemental data will
be rejected.
8.14 MESSAGE FIELD CODES FOR FRAUDULENT DATA RECORD

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODES
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME* OPTIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
OPERATOR'S OPTIONAL SET OLN 1-20 ALPHABETIC,
LICENSE NUMBER NUMERIC
OPERATOR'S SET OLS 2-2 ALPHABETIC
LICENSE STATE
OPERATOR'S SET OLY 2-2 ALPHABETIC (2)
LICENSE YEAR OF 4-4 NUMERIC (4)
EXPIRATION

*Stolen/fraudulent name

8.15 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT

IDENTIFIER RECORDS

1. A supplemental stolen/fraudulent (S/F) identifier record may be appended to or removed

from a base record only by the agency that entered the base record. The base record to
 which a supplemental S/F identifier record is being added or canceled must be identified
by either the base record NAM and NIC, in that order; the base record NAM and OCA, in
that order; or NIC and OCA, in that order, with each data element preceded by the proper
MFC. The name used to identify the base record must be typed with the exact spelling
and spacing as shown in the base record on file.

2. The identifiers which may be included in a supplemental S/F identifier record entry or
cancel message are listed below with their MFCs and the maximum number that may be
appended to a base record:

Field Field Maximum Number

Code Permitted
Stolen/Fraudulent Name NAM 99

Stolen/Fraudulent Date of Birth DOB 9

Stolen/Fraudulent Miscellaneous Identifying MNU 9

Number
Stolen/Fraudulent Social Security Number SOC 9

Stolen/Fraudulent Operator's OLN 9

License Number, Operator's
License State, and Operator's
License Year of Expiration

3. The S/F identifiers being entered or canceled follow the two base record identifiers. Each
type of identifier included in a supplemental S/F record entry or cancel, except OLS and
OLY, must be identified by the proper MFC followed by a slash and the identifier(s).

4. Multiple identifiers may be entered following the MFC. The identifiers must be separated
by a period and each field must end with a period. All fields except the operator's license
fields may be entered in any order in a supplemental record entry. For example, two
SOCs and two DOBs contained in an entry or cancel message might appear as the
following:

SOC/123456789.777777777.DOB/19710101.19711231

5. The OLN in the supplemental S/F record format is a multiple element data field; there is
more than one data element following the field code and slash. Each OLN must be
preceded by the MFC OLN and a slash (/). The OLS and OLY must immediately follow
the OLN and are entered without a MFC. For example, the entry or cancellation of two
OLNs might include the following:

OLN/98765432.MD.1993.OLN/VA111111111.VA.1992

6. A maximum of nine additional identifiers of various kinds may be entered or canceled in

one supplemental record message. Additional messages are required if more identifiers
 are to be entered. Each S/F NAM, DOB, SOC, and MNU is counted as one identifier.
Each set of data relating to an OLN (i.e., OLN, OLS, and OLY) is counted as`` one
identifier.

7. An example of a supplemental S/F identifier record entry message follows. This example
appends two S/F names, three dates of birth, two Social Security numbers, and two
operator's license numbers:

1N01000005.ECNS.MD101260G.NAM/JONES,RANDY.OCA/9015243.DOB/19451231.19460101.194
40631.NAM/BROOKS,PETER.SMITH,THOMAS.SOC/123456789.777777777.OLN/4567890.MD.199.
OLN/VA111111111.VA.1992

Acknowledgment:

1L01HEADER
MD101260G
S/F SUPP NAM/JONES, RANDY OCA/9015243

An example of a supplemental S/F identifier record cancellation message follows. This

example removes two S/F dates of birth, one Social Security number, and one operator's
license number:

1N01HEADER.XCNS.MD101260G.JONES, RANDY.OCA/9015243.DOB/19451231.19460101.
SOC/123456789.OLN/9876543.MD.1993

Acknowledgment:

1L01HEADER
MD101260G
CANCEL S/F SUPP NAM/JONES, RANDY OCA/9015243
S/F DOB/19451231
S/F DOB/19460101
S/F SOC/123456789
S/F OLN/9876543.MD.1993

8.16 MODIFICATION OF A STOLEN/FRAUDULENT IDENTIFIER RECORD

Supplemental S/F identifier records cannot be modified. To change an existing identifier, it

must be canceled using the supplemental S/F identifier record cancellation message
(MKE/XCNS). The correct information can then be entered using the supplemental S/F
identifier record entry message (MKE/ECNS).
 NCIC Operating Manual
UNIDENTIFIED PERSON FILE

INTRODUCTION

1.1 CRITERIA FOR ENTRY

1.2 MESSAGE KEY (MKE) CODES
1.3 RECORD RETENTION PERIOD
1.4 VALIDATION
1.5 MESSAGE FIELD CODES AND EDITS
1.6 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.7 FINGERPRINT IDENTIFICATION RECORDS SYSTEM
1.8 IMAGE CAPABILITY
1.9 NOTIFICATION TO THE NATIONAL CENTER FOR MISSING AND EXPLOITED
CHILDREN (NCMEC)
1.10 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 $.K. ADMINISTRATIVE MESSAGE
2.5 ADDITIONAL GUIDELINES FOR ENTRY
2.6 MESSAGE FIELD CODE EDITS FOR ENTRY
2.7 AUTOMATIC CROSS-SEARCH WITH MISSING PERSON RECORDS

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION
3.6 AUTOMATIC CROSS-SEARCH WITH MISSING PERSON RECORDS
3.7 ADDITIONAL GUIDELINES FOR MODIFICATION
CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

INQUIRY

5.1 EXAMPLE OF A BODY PARTS STATUS (BPS) FIELD INQUIRY WITH POSITIVE
AND NEGATIVE RESPONSES
5.2 MESSAGE FIELD CODES FOR BPS FIELD INQUIRY
5.3 REQUIREMENTS FOR INQUIRY USING THE BPS FIELD
5.4 EXAMPLE OF A NONUNIQUE IDENTIFIER INQUIRY WITH NEGATIVE AND
POSITIVE RESPONSES
5.5 MESSAGE FIELD CODES FOR NONUNIQUE IDENTIFIER INQUIRY
5.6 REQUIREMENTS FOR NONUNIQUE IDENTIFIER INQUIRY
5.7 ADDITIONAL GUIDELINES FOR NONUNIQUE IDENTIFIER INQUIRY
5.8 REQUIREMENTS FOR INQUIRY USING NIC OR OCA
5.9 ADDITIONAL GUIDELINE FOR NCIC INQUIRY
5.10 BATCH INQUIRY

LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 ADDITIONAL GUIDELINE FOR CLEAR

SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL SMT ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
 8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 MODIFICATION OF SUPPLEMENTAL DATA
8.8 EXAMPLE OF A SUPPLEMENTAL SMT RECORD CANCELLATION
8.9 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.10 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
CANCELLATION
8.11 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL CANCELLATION
8.12 ADDITIONAL GUIDELINES FOR NCIC SUPPLEMENTAL CANCELLATION

SUPPLEMENTAL DENTAL RECORD

9.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

9.2 WHEN TO USE A SUPPLEMENTAL DENTAL RECORD ENTRY
9.3 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY
9.4 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA
9.5 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY
9.6 DENTAL CHARACTERISTICS (DCH) FIELD
9.6.a. NDIR DATA AVAILABLE (NDI) FIELD
9.7 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION
9.8 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION
9.9 EXAMPLE OF SUPPLEMENTAL DENTAL RECORD CANCELLATION
9.10 ADDITIONAL GUIDELINE FOR SUPPLEMENTAL DENTAL RECORD
CANCELLATION
 SECTION 1--INTRODUCTION

1.1 CRITERIA FOR ENTRY

Agencies must have documentation (electronic or hard copy) on file to support an

unidentified person entry. Only the agency holding the unidentified person report may make
an NCIC entry. The only exception is that any criminal justice agency or regional dispatch
center may act as holder of the record for another agency that has no telecommunications
equipment. When such an entry is made, the agency holding the record may place its own
Originating Agency Identifier (ORI) in the ORI Field only when there is a written agreement
between the two agencies that delineates the legal responsibility of the record. Additional
information concerning these responsibilities can be found in the Introduction of this manual.

An unidentified person record may be entered using one of the following categories:

1. Deceased (MKE/EUD): a person who is no longer living for whom the identity cannot be
ascertained. This category also includes recovered body parts when a body has been
dismembered.

2. Living (MKE/EUL): a person who is living and unable to ascertain his/her identity, e.g.,
amnesia victim, infant, etc. The information on unidentified living persons should only be
included if the person gives his/her consent or if they are physically or mentally unable to
give consent.

3. Catastrophe Victim (MKE/EUV): a person who is a victim of a catastrophe for whom the
identity cannot be ascertained or body parts when a body has been dismembered as the
result of a catastrophe.

1.2 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EUD UNIDENTIFIED
DECEASED PERSON
EUL UNIDENTIFIED LIVING
PERSON
EUV UNIDENTIFIED
CASTROPHE VICTIM
Entry of supplemental EUN
record
Entry of dental information ED
Modify MU
Modification of dental MD
information
Cancel XU
Cancellation of XUN
supplemental record
 Cancellation of dental XD
information
Inquiry QU
Clear CU

1.3 RECORD RETENTION PERIOD

Unidentified Person File records will remain on file indefinitely or until action is taken by the
originating agency to clear or cancel the record.

When an unidentified person has been positively identified by partial body parts, the entering
agency may maintain the NCIC record for future identification in the event additional body
parts are recovered.

1.4 VALIDATION

A portion of the Unidentified Person File records will be validated monthly as described in
the Validation Schedule of the Introduction chapter of this manual. For NCIC validation,
unidentified person records that are not validated by the entering agency should not be
removed from NCIC. NCIC will not retire unidentified person records even if the Name of
Validator (VLN) Field is not filled in.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.5 MESSAGE FIELD CODES AND EDITS

Code Field Edits

AGE Approximate Age Must be one or two numerics.
AKA Alias May include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow
the last name; there can be no more than one
space after comma. The hyphen cannot be in
the first position or directly precede the
comma. Coding instructions in Personal
Descriptors, NCIC Code Manual.
ARE Area Must be a valid NCIC -assigned code
representing any state, the District of
Columbia, Puerto Rico, U.S. Virgin Islands, or
Canadian Provinces.
BLT Blood Type Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
BPS Body Parts Status Must be characters ALD, ALF, SKL, or 15
characters consisting of the alphabetics N, F, D,
or S. For example, FFDDDFFFDDDDFFF.
Entry of 15 Ns is invalid
Note: The BPS Field is mandatory only when
the MKE Field contains the code EUD or EUV.
The BPS Field must be blank if the MKE
contains the code EUL.
If the code ALF is entered, 15 Fs will be stored
in the BPS Field. If the code ALD is entered,
15 Ds will be stored in the BPS Field. If the
code SKL is entered,15 Ss will be stored in the
BPS Field. The Diagram for Body Parts Status
Field contains a description. A copy of the
diagram is in Section 2 of this chapter.
BXR Body X-rays Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
CDA Manner and Cause of The first character entered in the field must be a
Death valid NCIC -assigned code as listed in
Personal Descriptors, NCIC Code Manual. The
code must be followed by a space. Any valid
alphanumeric and the following special
characters may follow in positions 3 through
30: the dollar sign, the ampersand, the comma,
the space or blank, the hyphen, and the slash.
The CDA Field is mandatory when the MKE
Field contains the code EUD or EUV.
CRC Circumcision Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
Must be left blank if SEX equals F or U.
DBF Date Body Found Must be a valid Gregorian date
(YYYYMMDD).
DCH Dental Characteristics May contain a maximum of 319 codes
consisting of two numerics followed by one to
seven alphabetic characters or one special
character. The only exceptions are that the
codes ALL or UNK will be permitted in the
DCH Field. If the code ALL or UNK is
entered, no additional information may be
entered in the DCH Field. More details can be
found in Section 9 of this chapter.
DCL Date of Clear Must be a valid Gregorian date
(YYYYMMDD) equal to or less than current
date.
DLO DNA Location Free text. If the DNA field is N or defaulted to
N, then the DLO must be blank.
DNA DNA Profile Indicator Must be either a Y or N. N is the default
value. If Y is entered, then the DLO Field must
contain data.
DOC Date of Cancellation Must be a valid Gregorian date
(YYYYMMDD) equal to current date or
current date minus one.
DRE Dentist's Remarks Maximum of 50 alphanumeric and special
characters (free text).
DXR Dental X-rays Available Must be a valid NCIC-assigned code as listed
in Personal Descriptors, NCIC Code Manual.
EDD Estimated Date of Death Must be a valid Gregorian date
(YYYYMMDD). The month (MM) may
contain zeros to indicate that the month cannot
be estimated. If MM is not zeros, MM must
contain a value of 01 through 12. If MM is
zeros, then days (DD) must also be zeros. DD
may contain zeros to indicate that the day
cannot be estimated. If DD is not zeros, the day
indicated cannot exceed the maximum number
of days in the month (MM) indicated. If a
complete date is entered, it cannot be more than
50 years prior to the date that the entry or
modification message is transmitted. If a partial
date is entered, the year cannot be more than 50
years prior to the year that the entry or
modification message is transmitted. EDD must
be blank if MKE is EUL.
ETN Ethnicity Must be a valid NCIC-assigned code as listed
in Personal Descriptors, NCIC Code Manual.
EYB Estimated Year of Birth Must be four numerics followed by a hyphen
and four additional numerics. Positions 1
through 4 must be less than or equal to the
value of positions 6 through 9. The year
indicated in positions 6 through 9 cannot be
greater than the year of entry. The value of the
range between positions 1 through 4 and 6
through 9 cannot be greater than 20 years.
Note: The EYB Field is mandatory when the
BPS Field contains the codes ALF or all Fs or
ALD or all Ds.
EYE Eye Color Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
FPA Footprints Available Must be a valid NCIC - assigned code as listed
in Personal Descriptors, NCIC Code Manual.
The FPA Field is mandatory if MKE equals
EUD or EUV, and the BPS Field contains the
codes ALD or ALF or if positions 12 and 15
contain the alphabetic D or F.
FPC Fingerprint Must be a valid NCIC -assigned code as listed
Classification in Personal Descriptors, NCIC Code Manual.
If the MKE equals EUD or EUV and the BPS
Field contains the codes ALD or ALF or if
positions 6 and 9 contain the alphabetic D or F,
the FPC Field is mandatory.
If the MKE equals EUL, the FPC Field is
mandatory.
HAI Hair Color Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
HGT Approximate Height Must be UNK (unknown) or three numerics, a
hyphen, and three additional numerics.
Positions 1 and 5 must be 1, 2, 3, 4, 5, 6, or 7.
Positions 2 and 6 must be a 0 or 1. If position 2
is a 1, position 3 must be a 0 or 1. If position 6
is a 1, position 7 must be a 0 or 1. Positions 1
through 3 must be less than or equal to
positions 5 through 7. The range between
postions 1 through 3 and 5 through 7 cannot be
greater than 6 inches.
IMN Image NCIC Number A self-checking number consisting of
alphabetic character I followed by nine numeric
characters automatically assigned by NCIC to
each accepted image record. Must have valid
check digit.
IMT Image Type Must be a valid NCIC assigned code as listed
in Image File chapter of this manual.

IND Image Indicator Must be Y or N.

JWL Jewelry Description Free text.
JWT Jewelry Type Must be a valid NCIC -assigned code as listed
in Personal Descriptors, NCIC Code Manual.
Up to 17 codes separated by commas may be
used.
LKA Linkage Case Number Must not contain a single zero only, a run of
zeros only, the word NONE, or the first seven
characters of the Linkage Agency Field. The
only valid special character is the hyphen.
(There must be an ORI and matching OCA in
the System.)
LKI Linkage Agency Must be a valid NCIC assigned ORI. The LKI
Identifier and LKA cannot be identical to the ORI and
OCA. Must be entered as a set with the LKA.
MAL Medical Free text to indicate the city and state.
Examiner/Coroner
Locality
MAN Medical Free text to indicate the agency name and case
Examiner/Coroner number.
Agency Name and Case
Number
MAT Medical Must be three numerics, a space, three
Examiner/Coroner numerics, a hyphen, and four numerics.
Telephone
MIS Miscellaneous Free text.
MKE Message Key Must be a valid message key.
MPA Dental Models and/or Must be a valid NCIC -assigned code as listed
Photographs of Teeth in Personal Descriptors, NCIC Code Manual.
Available
NIC NCIC Number A self-checking number consisting of an
alphabetic character (U in the Unidentified
Person File) followed by nine numeric
characters automatically assigned by NCIC to
each accepted record. Must have valid check
digits when used to identify record in a
subsequent transaction.
NOA Notify Originating Must be Y or N. The field will default to N if
Agency left b blank.
OCA Originating Agency Must not contain a single zero only, a run of
Case Number zeros only, the word NONE, a single alphabetic
only, or the first seven characters of the ORI
Field. The only valid special character is the
hyphen.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier
RAC Race Must be a valid NCIC-assigned code as listed
in Personal Descriptors, NCIC Code Manual.
RPS Reason for Person Must be a valid NCIC-assigned code as listed
Record Removal in the Other Transaction Codes, NCIC Code
Manual.
 SEX Sex Must be a valid NCIC-assigned code as listed
in Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, Must be a valid NCIC-assigned code as listed
and Other in Personal Descriptors, NCIC Code Manual.
Characteristics An unidentified person record can have up to
20 SMTs.
VLN Name of Validator Any valid characters representing validator.
VRX Corrective Vision Free text. More information in Personal
Prescription Descriptors, NCIC Code Manual.
WGT Approximate Weight Must be UNK (unknown) or three numerics, a
hyphen, and three additional numerics.
Positions 1 through 3 cannot be 000 and
positions 5 through 7 cannot be greater than
499. Positions 1 through 3 must be less than or
equal to 5 through 7. The range between
positions 1 through 3 and 5 through 7 cannot be
greater than 50 lbs.

1.6 CRITERIA FOR REJECTING DUPLICATE RECORDS

If the ORI and OCA Fields in an Unidentified Person File entry are identical to the ORI and
OCA Fields of an Unidentified Person File record already on file, the message will be
rejected with the message REJECT ON FILE followed by the record already on file. In those
situations when two or more unidentified persons are discovered and are being assigned one
case number by the investigating agency, the case number entered in the OCA Field of the
Unidentified Person File entries will have to be suffixed with a character to make each OCA
unique.

1.7 FINGERPRINT IDENTIFICATION RECORDS SYSTEM

If fingerprints are available, a fingerprint card should be submitted to the FBI Criminal
Justice Information Services Division to be searched against fingerprint cards in the
Fingerprint Identification Records System.

1.8 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.9 NOTIFICATION TO THE NATIONAL CENTER FOR MISSING AND EXPLOITED

CHILDREN (NCMEC)

The NCMEC will automatically receive a "real time" $.8. notification through NCIC of all
Unidentified Person File records entered, modified, cleared, or canceled. This notification
will enable NCMEC to provide assistance to local, state, and federal law enforcement
agencies as needed.
1.10 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

Following is an example of a base record entry in the Unidentified Person File for a deceased
person:

1N01HEADER.EUD.DCFBIWA00.FFFFFFFFFDDDFFF.M.W.19531958.19990201.19990210.508-
511.175-190.BRO.BRO.SC UL ARM. 1210AADINATT6613SRPM.ABC32456...BODY FOUND WITH BLUE
SHIRT,BLK SLACKS,BLK SOCKS AND SHOES,GRN ARMY JACKET,FOOT SIZE 10D,PERSON WAS LEFT
HANDED.Y.BPOS.C.Y.F..H STABBED IN CHEST.BB,CL,CO,ER,WA.BB HAS NAME BUDDY, CL IS YEL
BIC,CO IS BLK PLASTIC,ER GOLD,WAIS 17 JEWEL TIMEX.DC MEDICAL EXAMINER OCA/83-
12345.WASHINGTON, DC.202 555-5555.Y.FBI LAB, QUANTICO, VA 703-632-4000, VA1234567,
MTDNA, CODIS NUMBER - ABC-RMP-123456789.H

Acknowledgment:

1L01HEADER
DCFBIWA00
OCA/ABC32456 NIC/U123456789

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9- 9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
BODY PARTS MANDATORY BPS 3-3 15-15 ALPHABETIC
STATUS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ESTIMATED YEAR OPTIONAL EYB 9-9 NUMERIC,
OF BIRTH SPECIAL
CHARACTERS
ESTIMATED DATE OF CONDITIONAL EDD 8-8 NUMERIC
DEATH
DATE BODY FOUND MANDATORY DBF 8-8 NUMERIC
APPROXIMATE MANDATORY HGT 3 -3 ALPHABETIC,
HEIGHT NUMERIC,
7- 7 SPECIAL
CHARACTERS
APPROXIMATE MANDATORY WGT 3 -3 ALPHABETIC,
WEIGHT NUMERIC,
7- 7 SPECIAL
CHARACTERS
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
FINGERPRINT OPTIONAL FPC 3-3 ALPHABETIC,
CLASSIFICATION ALPHABETIC,
20-20 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING CASE OPTIONAL SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
LINKING AGENCY SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY FLAG
BLOOD TYPE OPTIONAL BLT 4-5 CODE AS
DEFINED IN
NCIC CODE
MANUAL
CIRCUMCISION OPTIONAL CRC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FOOTPRINT OPTIONAL FPA 1-1 CODE AS
AVAILABLE DEFINED IN
NCIC CODE
MANUAL
BODY X-RAYS MANDATORY BXR 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
CORRECTIVE VISION OPTIONAL VRX 1-40 ALPHABETIC,
PRESCRIPTION NUMERIC,
SPECIAL
CHARACTERS
MANNER AND OPTIONAL CDA 1-30 ALPHABETIC,
CAUSE OF DEATH NUMERIC,
SPECIAL
CHARACTERS
JEWELRY TYPE OPTIONAL JWT 2-50 CODE AS
DEFINED IN
NCIC CODE
MANUAL
JEWELRY OPTIONAL JWL 1-100 ALPHABETIC,
DESCRIPTION NUMERIC,
SPECIAL
CHARACTERS
MED EXAMINER/ OPTIONAL MAN 1-50 ALPHABETIC,
CORONER AGENCY NUMERIC,
NAME AND CASE SPECIAL
NUMBER CHARACTERS
MED EXAMINER/ OPTIONAL MAL 1-30 ALPHABETIC,
CORONER LOCALITY NUMERIC,
SPECIAL
CHARACTERS
MED EXAMINER/ OPTIONAL MAT 12-12 ALPHABETIC,
CORONER NUMERIC,
TELEPHONE SPECIAL
NUMBER CHARACTERS
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION OPTIONAL DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL

2.3 MANDATORY FIELDS FOR ENTRY

The following fields are mandatory to cause acceptance of an unidentified person entry into
NCIC : HDR, MKE, ORI, BPS (mandatory blank for EUL), SEX, RAC, EYB (mandatory if
the BPS Field contains the codes ALD or ALF), EDD (mandatory blank for EUL), DBF,
HGT, WGT, EYE, HAI, FPC (mandatory when the MKE is EUL or when the MKE is EUD
or EUV if the BPS contains the codes ALD or ALF or the alphabetic D or F in positions 6
and 9), OCA, FPA (mandatory if the BPS contains the codes ALD or ALF or the alphabetic
D or F in positions 12 and 15), BXR, and CDA (mandatory when MKE is EUD or EUV).
The entry will be rejected if one of the mandatory fields is left blank.

2.4 $.K. ADMINISTRATIVE MESSAGE

An agency is required to verify and update the NCIC unidentified person record with any
additional information, including Blood Type (BLT); Dental Characteristics (DCH);
Fingerprint Classification (FPC); Jewelry Type (JWT); Scars, Marks, Tattoos, and Other
Characteristics (SMT) within 60 days of entry. If a record has a date of entry older than
30 days and any of the above fields are blank, a $.K. administrative message identifying the
blank will be transmitted. The $.K. administrative message will also include the record. An
example of a $.K. administrative message follows:

$.K.
MD1012600
NCIC INCOMPLETE MISSING/UNIDENTIFIED PERSON NOTIFICATION AT 1600
EST 19991030.YOUR ENTRY NIC/Ul05350284, OCA/ABC32456 HAS
INFORMATION MISSING FROM THE FOLLOWING KEY DATA
FIELDS: DCH, SMT

IF ANY SUPPLEMENTAL INFORMATION IS AVAILABLE, THAT DATA SHOULD BE

ENTERED IMMEDIATELY. THIS WILL BE YOUR ONLY NCIC NOTIFICATION

MKE/UNIDENTIFIED PERSON DECEASED

ORI/MD1012600 BPS/FFFFFFFFFFFFFFF SEX/F RAC/W ETN/H EYB/1953-1958 EDD/19980601
DBF/19980930 HGT/503-503 WGT/100-110 EYE/GRN HAI/BRO
FPC/12101116141109111713 OCA/ABC32456
MIS/WEARING CUT OFF JEANS YELLOW T SHIRT W/MIAMI AND BIRDS
MIS/BLU TENNIS SHOES YELLOW BIKINI UNDERPANTS
BLT/OPOS FPA/Y
BXR/P CDA/H STAB WOUNDS IN CHEST
JWT/RI
JWL/SIZE 6 STERLING SILVER W/TURQ STONE
MAN/DENVER PD CORONER CASE 83-012
 MAL/1131 CHEROKEE, DENVER MAT/303 757-0000
NIC/Ul05350284 DTE/19990930 1340 EDT DLU/19991210 1600 EST

2.5 ADDITIONAL GUIDELINES FOR ENTRY

1. The ORI must account for all fields in the unidentified person record format. All
available data called for in the record format must be entered when the entry is made.
Missing data obtained at a later time should be promptly added through the use of a
modify message (MKE/MU).

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.

2.6 MESSAGE FIELD CODE EDITS FOR ENTRY

1. ESTIMATED YEAR OF BIRTH (EYB)

The estimated year of birth provided by the medical examiner, coroner, or investigating
officer should be entered. If the exact year of birth is known, it must be entered twice,
e.g., 1948-1948.

If the estimated year of birth is expressed in a range, the range, e.g., 1948-1953, should
be entered.

Note: This field is restricted to a range of 20 years (e.g., 1933-1953) and is mandatory
when the BPS Field contains the codes ALD or ALF, or 15 Ds or Fs. If the medical
examiner, coroner, or investigating officer report contains an estimated year of birth
range of more than 20 years and the codes ALD or ALF, or 15 Ds or Fs are entered into
the BPS Field, the earliest estimated year of birth followed by a hyphen and the earliest
year of birth plus 20 years should be entered in the EYB Field.

The true range should be entered in the MIS Field. For example, if the report contains
1933-1958 as the estimated year of birth, EYB and MIS/EYB would be entered as
EYB/1933-1953 and MIS/EYB IS 1933-1958.

2. BODY PARTS STATUS (BPS)

1. The BPS Field in an EUD or EUV record entry describes whether the whole body or
only part(s) of the body has been recovered as well as the condition of those
recovered parts; i.e., skeletal.

2. When only part(s) of a body or skeleton has been recovered, the NCIC diagram for
the BPS Field should be used.

The diagram divides the body into 15 parts which correspond to the 15positions
(characters) in the field. The field should contain N (not recovered), S (recovered
 skeletal), D (recovered-decomposed), or F (recovered-fresh) in the positions
corresponding to the body parts. For example, if a body is recovered missing both
legs, the field should be coded: FFFFFFFFFNNNNNN.

Note: Body parts which were amputated and healed prior to death (ante mortem)
should be coded as recovered in the BPS Field. Body parts which were amputated
ante mortem should be coded in the SMT Field using the missing body parts codes.

3. When all 15 major parts have been recovered as skeletal remains, instead of 15 Ss the
code SKL may be entered in the BPS Field. NCIC will automatically convert the code
SKL to 15 Ss.

4. When all 15 major body parts have been recovered, the codes ALD or ALF, instead
of 15 Ds or Fs, may be entered in the BPS Field. NCIC will automatically convert the
codes ALD or ALF to 15 Ds or Fs.

Note: The BPS Field, along with the BPS Field inquiry, is used to link two or more
agencies that recover parts of one body. After an unidentified person record for an
incomplete body is entered, a BPS Field inquiry should be made using the same BPS
code that was entered in the record.

5. A copy of the DIAGRAM FOR BODY PARTS STATUS FIELD appears on the
following page. The diagram may be reproduced and utilized by officers and coroners
to aid in their investigations and assist in NCIC record entry.
3. ESTIMATED DATE OF DEATH (EDD)

The most recent estimate of date of death provided by the medical examiner/coroner
should be entered. For example, if the coroner estimates that death occurred between
May and September 1995, then 19950900 should be entered in the EDD Field.

Estimated Date Of Death Should be Entered as:

1995 19950000
June 1994 19940600
July 12, 1993 19930712

4. APPROXIMATE HEIGHT (HGT)

The estimated height of the individual (feet and inches) as reported by the medical
examiner, coroner, or investigating officer should be entered. If the exact height is
known, it must be entered twice, e.g., 510-510.

Note: This field is restricted to a range of six inches. If the height range is more than six
inches, e.g., 5'00" to 5'08", a height which falls within a range of six inches, e.g., 5'01" to
5'07" should be obtained from the medical examiner, coroner, or investigating officer.
The new range should be entered in the HGT Field, e.g., HGT/501-507, and the original
height should be entered in the MIS Field, e.g., MIS/HGT IS 500-508. The code
unknown (UNK) may be entered to indicate that the height cannot be determined.

5. APPROXIMATE WEIGHT (WGT)

The estimated weight of the individual (in pounds) as reported by the medical examiner,
coroner, or investigating officer should be entered. If the exact weight is known, it must
be entered twice, e.g., 175-175.

Note: This field is restricted to a range of 50 pounds. If the weight range is more than 50
pounds, e.g., 120-190, a weight which falls within a range of 50 pounds, e.g., 132-182,
should be obtained from the medical examiner, coroner, or investigating officer. The new
range should be entered in the WGT Field, e.g., WGT/132-182, and the original weight
should be entered in the MIS Field, e.g., MIS/WGT IS 125-190. The code UNK may be
entered to indicate that the estimated weight cannot be determined.

6. FINGERPRINT CLASSIFICATION (FPC)

1. The code NA is used when a finger cannot be printed because it has been amputated
and not found with the body and the amputation of the finger was related to the death
of the individual. Antemortem amputations that are not related to the death of the
individual are indicated by using the code XX (missing/amputated).

2. The code NA is also used when a finger cannot be printed because it is burned or
mutilated, and the burning or mutilation was related to the death of the individual.
 Antemortem burns, mutilations, and scars that are not related to the death of the
individual are indicated by using the code SR (scarred/mutilated).

3. If all ten of the deceased's fingers have been 1) amputated and not found with the
body, 2) burned, or 3) mutilated and the amputation, burning, or mutilation is related
to the death of the individual, the code NFP may be entered in the FPC Field. NCIC
will convert the code NFP to ten NAs for insertion in the FPC Field.

7. MANNER AND CAUSE OF DEATH (CDA)

The manner of death should be indicated by a one-character code as listed in Personal

Descriptors, NCIC Code Manual. The code is followed by a space and then the cause of
death, e.g., N CARDIAC ARREST, is identified. The manner of death is mandatory for
EUD and EUV records. The cause of death is not mandatory but should be included.

8. MISCELLANEOUS (MIS) DATA

When an agency makes unidentified person entries on two or more unidentified persons
who appear to be associated with each other, the agency should cross- reference each
unidentified person record entry to the other. This can be done by placing the NIC of
each person record in the MIS Field of the other person record with an appropriate
explanatory note. An agency receiving the record on one of the unidentified persons will
have the necessary information to obtain any other pertinent record(s).

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. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the identity of the subject of the unidentified
person record is known, Y should be entered into the NOA Field. If the NOA is blank,
the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

11. LINKAGE DATA (LKA AND LKI)

The Linkage ORI and OCA Fields are provided as separate fields to associate incidents
that are handled by multiple departments and to link missing and/or unidentified person
 records when an identification is made but only part of the body has been recovered. An
agency entering a record which does not share the ORI and OCA of records associated
with the same incident can enter the ORI and OCA of the associated records by including
their values in the LKI and LKA Fields. 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. In the entry
message, the LKI and LKA Fields immediately follow the OCA Field entry. The
message will be rejected if the first seven characters of the LKA are the same as the LKI.

12. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

The DNA Field has a default value of N, meaning no DNA data is available. When the
user sets the DNA Field to Y, indicating DNA data are available, then specific
information regarding location of the DNA sample must be entered 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.

2.7 AUTOMATIC CROSS-SEARCH WITH MISSING PERSON RECORDS

1. When an unidentified person record is entered or modified, NCIC automatically

compares the data in that record against all missing person records in NCIC. These
comparisons are performed daily on the records that were entered/modified on the
previous day. The identifiers used in the comparisons are as follows:

Missing Person Unidentified Person

Record Identifiers Record Identifiers

Date of Birth - Estimated Year of Birth
Sex - Sex
Race - Race
Ethnicity - Ethnicity
Height - Estimated Height
Weight - Estimated Weight
Eye Color - Eye Color
Hair Color - Hair Color
Date of Last Contact - Estimated Date of Death
Date of Last Contact - Date Body Found
Scars, Marks, Tattoos, etc. - Scars, Marks, Tattoos, etc.
Fingerprint Classification - Fingerprint Classification
Jewelry Type - Jewelry Type
Originating Agency State Code - Originating Agency State Code
Blood Type - Blood Type
Dental Characteristics - Dental Characteristics
 2. Even though the search only compares the data as shown in the chart above, records
should contain all available descriptive data to further aid in identification.

3. Once the comparisons are made to the missing person records, the system sends $.M.
administrative messages to all entering agencies. The $.M. administrative message
advises an agency that a possible match has been made on its record. This message is
transmitted to the ORIs of the matched records. The message includes abbreviated
records for up to 100 possible matches for the physical cross-search and 35 for the dental
cross-search.

Once the comparisons are made to the wanted person records, the system sends $.M.
administrative messages to all entering agencies. The $.M. administrative message
advises an agency that a possible match has been made on its record. This message is
transmitted to the ORIs of the matched records. The message includes abbreviated
records for up to 35 possible matches for the dental cross-search.

If more than 100 records are matched using physical characteristics or 35 using dental
characteristics for the missing/unidentified cross-search or more than 35 using dental
characteristics for the wanted/unidentified cross-search, the remaining records can be
obtained by contacting FBI CJIS staff at 304-625-3000.

4. If the cross-search does not produce any match, all entering/updating agencies are
notified through a $.N. administrative message. Additional information on administrative
messages can be found in the Introduction chapter of this manual.

SECTION 3--MODIFICATION

3.1 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. Data cannot be deleted from a mandatory
field.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MU.DCFBIWA00.NIC/Ul23456789.OCA/ABC345678.EYE/GRN

Acknowledgment:
1L01HEADER
DCFBIWA00
MODIFY NIC/U123456789 OCA/ABC345678

The above modification example contains: header (1N01HEADER), message key (MU),
Originating Agency Identifier (DCFBIWA00), two record identifiers (NIC/U123456789 and
OCA/ABC345678), the field being modified, and the modification (EYE/GRN).
3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record being modified must be identified by the NIC and OCA, in that order.

3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of an unidentified person record to indicate that the record has been validated. When
data are entered into the VLN Field, NCIC enters the current date in the Date of Last
Validation (VLD) Field of the record. If the user attempts to delete or modify the VLN Field
to all blanks, the message will be rejected. The acknowledgment for the modify message
containing VLN Field data will indicate the record has been validated. Each CSA can
determine the specific data to be included in the VLN Field for the validation of the record.
For example:

1N01HEADER.MU.MD1012600.NIC/U123456789.OCA/ABC32456.VLN/JONES, DAVID E
 Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/U123456789 OCA/ABC32456

3.6 AUTOMATIC CROSS-SEARCH WITH MISSING PERSON RECORDS

Modifying an unidentified person record will generate an automatic cross-search of the

updated record with missing person records in NCIC as explained in Section 2 of this
chapter.

SECTION 3.7 ADDITIONAL GUIDELINES FOR MODIFICATION

In NCIC, an error message will be generated if the BPS Field is modified to include an R.
Only S, F, D, ALF, and ALD are allowed.

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid. A
cancellation message will cause the entire record, including all supplemental data, to be
retired.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XU.DCFBIWA00.NIC/U123456789.OCA/ABC32456.20000312.PREVIOUSLY LOCATED

Acknowledgment:

1L01HEADER
DCFBIWA00
CANCEL NIC/Ul23456789 OCA/ABC32456

The above cancellation example contains: header (1N01HEADER), message key (XU),
Originating Agency Identifier (DCFBIWA00), two record identifiers (NIC/U123456789 and
OCA/ABC32456), date of cancellation (20000312), and reason for person record removal
(PREVIOUSLY LOCATED).
4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NIC and OCA, in that order, with each data
element preceded by the proper MFC. The Date of Cancellation (DOC) is mandatory and
must follow the two record identifiers and be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE CANCELLATION

When canceling a record, the user is expected to enter benefits and effectiveness data. The
RPS Field is entered directly after the DOC Field. For a cancel, the RPS value will be either
CASE DROPPED or PREVIOUSLY IDENTIFIED.

SECTION 5--INQUIRY

5.1 EXAMPLE OF A BODY PARTS STATUS (BPS) FIELD INQUIRY WITH POSITIVE
AND NEGATIVE RESPONSES

1N01HEADER.QU.DCFBIWA00.BPS/FFNNNNNNNNNNNNN.SEX/F.ARE/PA
 Negative Response:

1L01HEADER
DCFBIWA00

NO UPER REC BPS/FFNNNNNNNNNNNNN.SEX/F.ARE/PA

Positive Response:

1L01HEADER
DCFBIWA00

FOLLOWING ARE ABBREVIATED RECORDS WHICH MATCH YOUR INQUIRY ON:

BPS/FFNNNNNNNNNNNNN, SEX/F, ARE/PA

BPS SEX/RAC EYB EDD DBF ORI NIC

NNFNFNFNFNFNFNF F/W 1960- 19940000 19980415 MDMSP3100 U124909090

1967

NNFNNNNNNFNNFNN F/W 1955- 19970525 19970527 PAPSP1800 U123890329

1959

NNFNNNNNNNNNNNN F/W 1959- 19990600 19990614 NY0370000 U127550322

1969

NNNNNNNNNDDNNNN U/U 1968- 19960604 19960618 PA0630500 U126729953

1972

*MAKE INQUIRY ON NIC NUMBER TO RETRIEVE COMPLETE RECORD.

5.2 MESSAGE FIELD CODES FOR BPS FIELD INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
BODY PARTS MANDATORY BPS 15-15 ALPHABETIC
STATUS
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
AREA OPTIONAL ARE 2-3 ALPHABETIC,
SPECIAL
CHARACTERS
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR

5.3 REQUIREMENTS FOR INQUIRY USING THE BPS FIELD

An agency which recovers a partial unidentified body should transmit an inquiry and in the
BPS Field identify all body parts which have been and have not been recovered. An inquiry
using BPS requires that at least one body part be missing, but that not all are missing.
Optionally SEX, RAC, and ARE can be used in the inquiry to limit the search.

1. BODY PARTS STATUS (BPS)

1. NCIC compares the BPS Field code in the inquiry with the BPS Field code of records
on file that contain at least one N (for not recovered) in any of the 15 positions of the
BPS Field, i.e., all records for incomplete bodies. The following checks are conducted
on each of the 15 positions of the BPS Field in the inquiry and records on file:

1. If the codes are equal, they must be N.

2. If the codes are not equal, one of the codes must be N.

2. If any position of the BPS Field in the inquiry and BPS Field in the record on file
does not meet these checks, the record on file is eliminated as a possible match. For
example, if an inquiry contains FFFNNNFFFFFFFFF, only those records having an N
in positions 1, 2, 3, and 7 through 15, and any combination of Ns, Ds or Fs, and Ss in
positions 4 through 6 will be returned as possible matches.

3. The response to an inquiry on the BPS Field contains all abbreviated records on file
that pass the above checks. The abbreviated record will contain the following fields:
BPS, SEX, RAC, EYB, EDD, DBF, ORI, and NIC.

2. SEX (SEX)

The SEX Field can be either F, M, or U. Records will be considered a match if they have
the same code or have U (unknown).

3. RACE (RAC)

The RAC code can be either A, B, I, W, or U. A list of the Race Field codes and the race
codes that will be searched when each is included in an inquiry are the following:

Race Code In Inquiry Race Code Searched

A - Asian or Pacific Islander A, B, I, U (Unknown), and W
 B - Black A, B, I, and U
I - American Indian or Alaskan Native A, B, I, U, and W
W - White A, I, U, and W

4. AREA (ARE)

The ARE Field must be a valid state and country code as listed in the NCIC Code
Manual. NCIC will search all records for that state, territory, or province and will also do
so by region. When an inquiry contains ARE/ followed by a valid code and an asterisk,
the response to the inquiry will be limited to records containing the same code and/or US
in the first two positions of the ORI Field. Any code may be followed by an asterisk. The
following list identifies the region associated with each state, territory, and province
code.

Area (ARE) Field ORI of Records Returned in Response

Inquiry Code
AL AL, FL, GA, LA, MS, NC, TN, & US
AK AK, BC, YT, & US
AZ AZ, CA, CO, NV, NM, UT, & US
AR AR, IL, KS, KY, LA, MS, MO, OK, TN, TX, & US
CA AZ, CA, NV, OR, & US
CO AZ, CO, KS, NB, NM, OK, TX, UT, WY, & US
CT CT, ME, MA, NH, NJ, NY, PA, RI, VT, & US
DE DE, DC, MD, NJ, PA, VA, & US
DC DE, DC, MD, NJ, PA, VA, WV, & US
FL AL, FL, GA, MS, & US
GA AL, FL, GA, NC, SC, TN, & US
HI HI & US
ID ID, MT, NV, OR, UT, WA, WY, AB, BC, & US
IL AR, IL, IN, IA, KY, MI, MN, MO, TN, WI, & US
IN IL, IN, KY, MI, OH, WI, ON, & US
IA IL, IA, KS, MN, MO, NB, SD, WI, & US
KS AR, CO, IA, KS, MO, NB, NM, OK, TX, & US
KY AR, IL, IN, KY, MO, NC, OH, TN, VA, WV, & US
LA AL, AR, LA, MS, OK, TX, & US
MA CT, MA, ME, NH, NJ, NY, PA, RI, VT, & US
ME CT, MA, ME, NH, RI, VT, NK, NS, PQ, & US
MD DE, DC, MD, NJ, OH, PA, VA, WV, & US
MI IL, IN, MI, MN, OH, WI, ON, & US
MN IL, IA, MI, MN, NB, ND, SD, WI, MB, ON, & US
MS AL, AR, FL, LA, MS, MO, TN, & US
MO AR, IL, IA, KS, KY, MS, MO, NB, OK, TN, & US
MT ID, MT, ND, SD, WA, WY, AB, BC, MB, SN, & US
NB CO, IA, KS, MN, MO, NB, SD, WY, & US
NV AZ, CA, ID, NV, OR, UT, & US
NH CT, ME, MA, NH, NY, RI, VT, ON, PQ, & US
NJ CT, DE, DC, MD, MA, NJ, NY, PA, RI, VA, & US
NM AZ, CO, KS, NM, OK, TX, UT, & US
NY CT, MA, NH, NJ, NY, OH, PA, RI, VT, ON, PQ, & US
NC AL, GA, KY, NC, SC, TN, VA, WV, & US
ND MN, MT, ND, SD, WY, MB, SN, & US
OH IN, KY, MD, MI, NY, OH, PA, WV, ON, & US
OK AR, CO, KS, LA, MO, NM, OK, TX, & US
OR CA, ID, NV, OR, WA, & US
PA CT, DE, DC, MD, MA, NJ, NY, OH, PA, RI, VA, WV, ON,
& US
RI CT, ME, MA, NH, NJ, NY, PA, RI, VT, & US
SC GA, NC, SC, TN, & US
SD IA, MN, MT, NB, ND, SD, WY, & US
TN AL, AR, GA, IL, KY, MS, MO, NC, SC, TN, VA, WV, &
US
TX AR, CO, KS, LA, NM, OK, TX, & US
UT AZ, CO, ID, NV, NM, UT, WY, & US
VT CT, ME, MA, NH, NY, RI, VT, ON, PQ, & US
VA DE, DC, KY, MD, NJ, NC, PA, TN, VA, WV, & US
WA ID, MT, OR, WA, BC, & US
WV DC, KY, MD, NC, OH, PA, TN, VA, WV, & US
WI IL, IN, IA, MI, MN, WI, & US
WY CO, ID, MT, NB, ND, SD, UT, WY, & US
AB ID, MT, AB, BC, NT, SN, & US
BC AK, ID, MT, WA, AB, BC, NT, YT, & US
MB MN, MT, ND, MB, NT, ON, SN, & US
NF NF, PQ, & US
NK ME, NK, NS, PE, PQ, & US
NS ME, NK, NS, PE, & US
NT AB, BC, MB, NT, PQ, SN, YT, & US
ON IN, MI, MN, NH, NY, OH, PA, VT, MB, ON, PQ, & US
PE NK, NS, PE, & US
PQ ME, NH, NY, VT, NF, NK, NT, ON, PQ, & US
SN MT, ND, AB, MB, NT, SN, & US
YT AK, BC, NT, YT, & US
PR PR, VI, & US
 VI PR, VI, & US

5.4 EXAMPLE OF A NONUNIQUE IDENTIFIER INQUIRY WITH NEGATIVE AND

POSITIVE RESPONSES

1N01HEADER.QU.DCFBIWA00.SEX/M.RAC/W.AGE/19.HGT/600.WGT/170.EYE/BRO.HAI/BRO

Negative Response:

1L01HEADER
DCFBIWA00
NO NCIC UNIDENTIFIED PERSON RECORD
AGE/19.SEX/M.RAC/W.EYE/BRO.HAI/BRO.HGT/600.WGT/170

Positive Response:

1L01HEADER DCFBIWA00

NCIC HAS 4 POSSIBLE MATCHES FOR YOUR INQUIRY. THE TWO HIGHEST SCORING
RECORDS ARE LISTED FOLLOWED BY THE NIC NUMBERS OF UP TO 20 OF THE HIGH
SCORE RECORDS. CONTACT NCIC FOR OFF-LINE SEARCH FOR ALL RECORDS.

MKE/UNIDENTIFIED PERSON DECEASED

ORI/MD1201600 BPS/DDDDDDDDDDDDDDDSEX/M RAC/W ETN/H EYB/1964-1966 EDD/19970908
DBF/19970910 HGT/508-511 WGT/160-170 EYE/BRO HAI/BRO SMT/SC UR ARM
FPC/12101116141109111713
MIS/THE VICTIM WAS WEARING A BLUE DRESS SHIRT, WHITE V-NECK TSHIRT,
MIS/BLUE AND WHITE PLAID DRESS SLACKS, BLUE BOXER SHORTS, A BLACK BELT,
MIS/BLACK NYLON DRESS SOCKS, AND BROWN SLIP-ON SHOES, SIZE 9, VICTIM WAS
MIS/LEFT-HANDED,HAD A DARK SUNTAN,AND SMOKED SALEMS
BLT/BPOS CRC/C FPA/Y
BXR/F VRX/OD-2D50E-D25X90 OS-2DOOE-D25X95 CDA/H VICTIM WAS STABBED WITH A KNIFE
JWT/ER
JWL/DIAMOND STUD LEFT EAR
MAN/BALTIMORE MED EXAM OCA/ABC32456
MAL/BALTIMORE MD MAT/301 555-1234
ORI IS ANY CITY PD MD 310 555-7896
SMT/SC UL ARM

DENTAL CHARACTERISTICS
DXR/Y MPA/N DRE/VICTIM HAS NUMEROUS CARIES TOOTH

01X 32X
02MO 31F
03V 30V
04O 29V
05V 28V
06V 27V
07V 26X
08F 25V
09V 24V
10V 23V
11V 22V
12V 21V
13V 20V
14V 19V
 15V 18V
16X 17V
NIC/U000003016 DTE/19970920 0000 EDT

MKE/UNIDENTIFIED PERSON DECEASED

ORI/DCFBIWA00 BPS/DDDDDDDDDDDDDDD SEX/M RAC/W ETN/H EYB/1963-1966 EDD/19981113
DBF/19981113 HGT/509-511 WGT/160-170 EYE/BRO HAI/BRO
FPC/1210AADINATT6613SRPM OCA/ABC32456
MIS/THE VICTIM WAS WEARING BLUEJEANS AND TSHIRT, NO SHOES OR
MIS/SOCKS,VICTIM WAS RIGHT-HANDED,AND HAD A DARK COMPLEXION
BLT/APOS CRC/N FPA/Y
BXR/F VRX/OD-2D50E-D25X90 OS-2DOOE-D25X95 CDA/H VICTIM WAS STABBED WITH A KNIFE
JWT/WA
JWL/ROLEX
MAN/DC MED EXAM CASE 34-927AF
MAL/WASH DC MAT/202 555-1234
ORI IS FBI HEADQUARTERS WASHINGTON DC 202 555-0000
NIC/U002113224 DTE/19981113 0000 EST DLU/19990115 1600 EST
U000003016 095 U002113224 095 U112345891 090 U894539002 070

*The NICs are listed in descending order by score.

5.5 MESSAGE FIELD CODES FOR NONUNIQUE IDENTIFIER INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
AGE MANDATORY AGE 2-2 NUMERIC
SEX MANDATORY SEX 1-1 ALPHABETIC
RACE MANDATORY RAC 1-1 ALPHABETIC
EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN THE
NCIC CODE
MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN THE
NCIC CODE
MANUAL
HEIGHT MANDATORY HGT 3-3 NUMERIC
WEIGHT MANDATORY WGT 3-3 NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR
AREA OPTIONAL ARE 2-3 ALPHABETIC,
SPECIAL
CHARACTERS
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL

5.6 REQUIREMENTS FOR NONUNIQUE IDENTIFIER INQUIRY

1. The following fields are mandatory for a nonunique identifier inquiry: HDR, MKE, ORI,
AGE, SEX, RAC, EYE, HAI, HGT, and WGT.

2. The approximate age of the individual may be one or two numeric characters
representing the age in years. The age must fall within a range of 0 to 99. The age in the
inquiry plus or minus 1 year will be searched. If the person inquired upon is 100 years old
or older, the first numeric (1) should be dropped.

3. Sex, race, eye color, and hair color should be coded following the instructions set forth in
the NCIC Code Manual. A search on each of these fields will retrieve any record with a
corresponding code.

4. Approximate height in the inquiry plus or minus 3 inches will be searched.

5. Approximate weight in the inquiry plus or minus 10 pounds will be searched.

5.7 ADDITIONAL GUIDELINES FOR NONUNIQUE IDENTIFIER INQUIRY

1. When a nonunique identifier inquiry is received, NCIC searches the Unidentified Person
File for possible matches, i.e., candidate records. The sex, race, eye, and hair color codes
in the candidate records must be identical to the sex, race, eye, and hair color codes in the
inquiry. However, age, height, and weight in the candidate records may vary from the
age, height, and weight in the inquiry as indicated above.

2. A score is assigned to each candidate record. The score is computed based upon the
variance between the inquiry age, height, and weight, and the corresponding data in the
candidate records. The score is an abstract numerical representation of the relative
similarity between the inquiry data and the data in the candidate records. The score is
used by NCIC to select up to the 20 most likely candidate records for the response to the
inquiring agency.

3. To determine if a hit (identification) has been made, the inquiring agency must review all
of the identification data in the candidate records and contact the agency that entered the
record to confirm a possible match.

4. The ARE Field must be a valid state, territory, or province code as listed in the NCIC
Code Manual. NCIC will search all records for a particular state, territory, province, or
 region. When an inquiry contains ARE/ followed by a valid code and an asterisk, the
response to the inquiry will be limited to records containing the same code and/or US in
the first two positions of the ORI Field. Any code may be followed by an asterisk.

If the asterisk is not used, the search will be conducted on a specific region associated
with the state, territory, or province code. The list detailed in the Unidentified Person File
chapter, Section 5.3, subsection 4 identifies the region associated with each state,
territory, and province code.

5. An Unidentified Person File response can contain supplemental SMT and image data.
Supplemental fields will be sorted by special character, alphabetically, then numerically.
Within supplemental data sets, the image data fields will be sorted by IMN.

5.8 REQUIREMENTS FOR INQUIRY USING NIC OR OCA

Inquiries may be made using NIC or OCA. For inquiries on OCA, NCIC will return a record
only if the OCA and first three positions of the ORI in the inquiry are identical to the OCA
and the first three positions of the ORI in a record on file. Inquiries may also be made using
the BPS Field only or using AGE, SEX, RAC, HGT, WGT, EYE, and HAI.

5.9 ADDITIONAL GUIDELINE FOR NCIC INQUIRY

QW/ZW inquiries may contain the Image Indicator (IND), Related Search Hit (RSH), and
Expanded Name Search (ENS) Fields. Additional information on the use of these fields can
be found in the Wanted Person File chapter of this manual.

5.10 BATCH INQUIRY

The batch inquiry allows users to create a file of individual QW/ZW inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the
inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to each
response SEQUENCE NUMBER: <SEQ> will be returned to identify those responses that
follow as coming from the inquiry with that sequence number. Additional information on
procedures for conducting batch inquiries can be found in the Wanted Person File chapter.

SECTION 6--LOCATE

There are no locate procedures for the Unidentified Person File.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered it. A clear message is
transmitted:
 1. When the agency identifying a person is the agency that entered the record.

2. When the agency that entered the record is officially advised that the person has been
identified by another agency.

The clear message will cause the entire record, including supplemental data, to be removed
from file.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CU.DCFBIWA00.NIC/U123456789.OCA/ABC32456.20000312.HIT LOCAL 20000310

Acknowledgment:

1L01HEADER
DCFBIWA00
CLEAR NIC/U123456789 OCA/ABC32456

The above clear example contains: header (1N01HEADER), message key (CU), Originating
Agency Identifier (DCFBIWA00), two record identifiers (NIC/U123456789 and
OCA/ABC32456), the date that the person was identified (20000312), and the reason for
person record removal (HIT LOCAL 20000310).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by NIC and OCA, in that order, with each data
element preceded by the proper MFC. The date of clear is mandatory and must follow the
two record identifiers and must be the current date or the current date minus one.

7.5 ADDITIONAL GUIDELINE FOR CLEAR

Users are expected to enter benefits and effectiveness data for all clear transactions. The
entry of benefits data is not MFC-dependent. The values for the MFC RPS are the following:
HIT LOCAL YYYYMMDD; HIT STATE YYYYMMDD; HIT NCIC YYYYMMDD;
OTHER MEANS; or PREVIOUSLY IDENTIFIED.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
SCARS, MARKS, CONDITIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
IMAGE NCIC CONDITIONAL IMN 1 ALPHABETIC,
NUMBER SET NUMERIC
1
IMN/<IMN>.<IMT>
8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

Supplemental scars, marks, tattoos, and other characteristics may be appended to a base
unidentified person record. In order to append additional scars, marks, tattoos, and other
characteristics, the SMT Field in the base record must already contain information.

8.3 EXAMPLE OF A SUPPLEMENTAL SMT ENTRY

1N01HEADER.EUN.DCFBIWA00.NIC/U123456789.OCA/ABC32456.SMT/SC FACE.SC L ELB

Acknowledgment:

1L01HEADER
DCFBIWA00
SUPP NIC/U123456789 OCA/ABC32456
SMT/SC FACE
SMT/SC L ELB

The above supplemental entry contains: header (1N01HEADER), message key (EUN),
Originating Agency Identifier (DCFBIWA00), two identifiers (NIC/U123456789 and
OCA/ABC32456), and the supplemental SMTs (SMT/SC FACE.SC L ELB).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The unidentified person record to which supplemental data are to be added must be identified
by NIC and OCA, in that order, followed by the MFCs and the supplemental information.
Supplemental dental data are entered with MKE/ED. Additional details concerning entry of
dental information can be found in Section 9 of this chapter.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

Field Field Code Maximum Number

Permitted
Scars, Marks, Tattoos, and SMT 19
Other Characteristics
Image NCIC Number and IMN 12
Image Type (entered as a set)

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

ENTRY

A maximum of nine additional SMTs may be entered in one supplemental record entry
message. Additional messages are required if more SMTs are to be entered.

8.7 MODIFICATION OF SUPPLEMENTAL DATA

Supplemental data cannot be modified. They must be canceled and reentered.

8.8 EXAMPLE OF A SUPPLEMENTAL SMT RECORD CANCELLATION

1N01HEADER.XUN.DCFBIWA00.NIC/U123456789.OCA/ABC32456.SMT/SC
FACE.IMN/I000000111.F.IMN/I000002222.M

Acknowledgment:

1L01HEADER
DCFBIWA00
CANCEL SUPP NIC/U123456789 OCA/ABC32456
SMT/SC FACE
IMN/I000000111.F
IMN/I000002222.M

8.9 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When a supplemental record is canceled, the unidentified person record to which the
supplemental record is appended must be identified by NIC and OCA with each data element
preceded by the proper MFC.

8.10 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

CANCELLATION

A maximum of nine identifiers of various kinds may be canceled in one message. Additional
messages are required if more than nine identifiers are to be canceled. Each SMT is counted
as one identifier. Each IMN set (multiple data element field) is counted as one identifier.

8.11 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL CANCELLATION

Supplemental data to be canceled should be set out in the cancel message in the same manner
as in a supplemental record entry. That is, more than one identifier of the same type may
follow the MFC without repetition of the MFC. However, character for character, each
identifier to be canceled must be set out exactly as it appears in the supplemental record on
file.

When an unidentified person record is canceled, its entire supplemental record is

automatically canceled.

8.12 ADDITIONAL GUIDELINES FOR NCIC SUPPLEMENTAL CANCELLATION

1. IMAGE

Up to nine images can be canceled in a supplemental cancel transaction: one signature,

one mugshot, or nine identifying images (up to ten identifying images can be stored for
an unidentified person record). The format is IMN/<IMN>.<IMT>. The IMN is the NCIC
number of the image, and the image type must be either S, M, or I. If the image type of
 the record is not the same type as defined by the IMT, the supplemental data will be
rejected.

2. SUPPLEMENTAL ACKNOWLEDGMENT MESSAGE

A supplemental cancel transaction can contain up to nine supplemental data. All

supplemental data will be processed except data that do not meet field edits or data that
do not already exist in the record. The cancel supplemental message will list all
supplemental data that were successfully canceled, all supplemental data not on file, and
all supplemental data that failed due to a REJ SUPP MFC ERROR. For example:

1N01HEADER.XUN.MD1012600.NIC/U000069216.OCA/ABC32456.SMT/EXTR L TOE.SC
FACT.IMN/I000032331.F

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NIC/U000069216 OCA/ABC32456
SMT/EXTR L TOE
REJ SUPP MFC ERROR
SMT/SC FACT
REJ SUPP NOT ON FILE
IMN/I000032331.F

SECTION 9--SUPPLEMENTAL DENTAL RECORD

9.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS
DENTAL X-RAYS MANDATORY DXR 1-1 ALPHABETIC
AVAILABLE
DENTAL MODELS MANDATORY MPA 1-1 ALPHABETIC
 DENTIST'S OPTIONAL DRE 1-50 ALPHABETIC,
REMARKS NUMERIC, SPECIAL
CHARACTERS
DENTAL MANDATORY DCH ALPHABETIC,
CHARACTERISTICS NUMERIC, SPECIAL
CHARACTERISTICS

9.2 WHEN TO USE A SUPPLEMENTAL DENTAL RECORD ENTRY

The Unidentified Person File may include dental characteristics for matching purposes
against records in the NCIC Missing Person File.

Only the agency that entered the unidentified person record may enter dental data into that
record. The agency must enter (MKE/ED) separately from the base record and other
supplemental data.

9.3 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY

The following is an example of a supplemental data entry adding dental characteristics data
to the base record:

1N01HEADER.ED.DCFBIWA00.NIC/U000019216.OCA/ABC324569.Y.N.INDIVIDUAL HAS NUMEROUS

CARIES.01X,02M,03V,04O,05V,06V,07V,08F,09V,10V,11V,12V,13V,14V,15V,16X,17X,18/,19V,
20V,21V,22V,23V,24V,25V,26V,27V,28V,29V,30V,31D,32V

Acknowledgment:

1L01HEADER
DCFBIWA00
ENTRY DENTAL DATA NIC/U000019216 OCA/ABC324569

The above supplemental record entry contains: header (1N01HEADER), message key (ED),
Originating Agency Identifier (DCFBIWA00), two record identifiers (NIC U000019216 and
OCA ABC324569), and the dental information to be added to the record.

9.4 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA

The unidentified person record to which dental data are to be added must be identified by
NIC and OCA, in that order, followed by the dental information.

9.5 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY

Supplemental dental information and other supplemental identifiers cannot be transmitted in

the same message. Dental information must be entered with MKE/ED.

The entry of a supplemental dental record to a Unidentified Person File record will cause a
cross-search of all Missing Person File and Wanted Person File records containing dental
data.
 1. The DXR Field must contain Y or N.

2. The MPA Field must contain Y or N.

3. The DRE Field can hold up to 50 characters. This field should contain dental remarks
which cannot be coded in the DXR, MPA, or DCH Fields.

9.6 DENTAL CHARACTERISTICS (DCH) FIELD

1. The DCH Field describes the status of each tooth, restorations for each surface of the
tooth (MODFL), missing (X), virgin (V), no information remembered (/), root canal (R),
or crown (C).

1. An NCIC Unidentified Person Dental Report, or one similar, can be completed by a

forensic odontologist and returned to the user for entry.

2. If all 32 permanent teeth are present with no restorations, the agency can enter the
code ALL in the DCH Field. If the agency enters ALL in the DCH Field, it cannot
add information, and the system transmits the following after the DRE Field in a
positive response:

ALL 32 PERMANENT TEETH ARE PRESENT WITH NO RESTORATIONS

Note: If an agency enters ALL in the DCH Field, the code V will be used for all 32
teeth, and the system will generate a dental cross-search comparison.

3. If dental characteristics are not available for coding, then the agency should enter
UNK in the DCH Field. If the agency enters the code UNK in the DCH Field, the
system transmits the following after the DRE Field in a positive response:
DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE

Note: If an agency enters UNK in the DCH Field, NCIC will not generate a dental
cross-search comparison.

2. The codes must be entered using a comma as a separator with the exception of the last
code which must be followed by a period (field delimiter) or logical end of transmission.

3. If the agency does not enter the code ALL or UNK, the only valid codes shall be 01
through 32. Each code shall be used only once. These codes shall be followed by the
appropriate letter(s) or special character (e.g., 01M).

A modification of any code for the 01 through 32 tooth codes will replace any coding for
that specific tooth, (for example, 01MO was initially entered, 01FL was modified into the
record, the record will then list only 01FL). If new codes must be added to the existing
codes for a tooth, the existing codes must be reentered along with the new codes, (for
 example, 01MO was initially entered for tooth number 1 and FL must be added, then
01MOFL should be entered to list 01MOFL).

4. The DCH Field shall contain a maximum of 32 codes consisting of two numerics
followed by option 1, 2, or 3:

1. One special character /, or one special character / followed by R.

2. One alphabetic character M, O, D, F, L, X, or V.

3. Two to seven alphabetic characters M, O, D, F, L, C, and R.

5. Any combination of M, O, D, F, or L should be entered in the sequence of M, O, D, F, L.

6. The R character should follow any combination of M, O, D, F, L, C or the / character.

7. The C character should follow any combination of M, O, D, F, or L.

8. The only character that should be used with / is the R character.

9. The characters V and X should not be used with any combination of characters.

10. The characters M, O, D, F, L, C, R, /, V, and X may only be used once per numeric.

9.6.a NDIR DATA AVAILABLE (NDI) FIELD

The NDI Field is a one-character field included in the MD transaction that allows the FBI to
add an indicator to NCIC records that have corresponding dental information available on
Law Enforcement Online in the National Dental Image Repository (NDIR). The field has a
default value of N and can be modified to Y. If the NDI Field contains Y, NCIC will notify
the FBI of all subsequent modify, cancel, locate, or clear transactions so the FBI can make
appropriate changes to the corresponding NDIR records. The following caveat will follow
the DCH Field data in a positive record response:

DENTAL IMAGES FOR THE SUBJECT OF THIS RECORD ARE AVAILABLE ON THE LEO NDIR

9.7 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION

1N01HEADER.MD.DCFBIWA00.NIC/U000011216.OCA/ABC324569.DCH/08V,16V

Acknowledgment:

1L01HEADER
DCFBIWA00
MODIFY DENTAL DATA NIC/U0000112216 OCA/ABC324569

The above modify supplemental example contains: header (1N01HEADER), message key
(MD), Originating Agency Identifier (DCFBIWA00), the NCIC Number
 (NIC/U000011216), the case number (OCA/ABC324569), and the dental field to be
modified (DCH/08V,16V).

9.8 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION

A supplemental dental record may be modified (MKE/MD) to:

1. Change the code entered in DXR and/or MPA Fields. Since these fields are mandatory,
the codes cannot be deleted using a modify message.

2. Change or delete the information entered in the DRE Field.

3. Change any coding for the 32 tooth codes of the DCH Field.

4. Change the NDI value to Y. The NDI Field may be modified by authorized FBI ORIs
only.

9.9 EXAMPLE OF SUPPLEMENTAL DENTAL RECORD CANCELLATION

1N01HEADER.XD.DCFBIWA00.NIC/U000011216.OCA/ABC324569

Acknowledgment:
1L01HEADER
DCFBIWA00
CANCEL DENTAL DATA NIC/U000011216 OCA/ABC324569

The above cancel supplemental example contains: header (1N01HEADER), message key
(XD), Originating Agency Identifier (DCFBIWA00), and two record identifiers (NIC/
U000011216 and OCA/ABC324569).

9.10 ADDITIONAL GUIDELINE FOR SUPPLEMENTAL DENTAL RECORD

CANCELLATION

A supplemental dental cancellation message will delete all dental information from the
record identified. When an Unidentified Person File record is canceled or cleared, all
supplemental dental information is retired.
 NCIC Operating Manual
VEHICLE FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD FOR STOLEN VEHICLE, FELONY VEHICLE, OR
STOLEN PART
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.9 AUTOMATIC NOTIFICATION OF ENTRY
1.10 IMAGE CAPABILITY
1.11 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLES OF STOLEN VEHICLE RECORD ENTRIES

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD EDITS FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLES OF MODIFICATION MESSAGES
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
 4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION
4.6 AUTOMATIC NOTIFICATION OF RECORD CANCELLATION

INQUIRY

5.1 EXAMPLES OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH INQUIRY (QVB)
5.6 PROCEDURES FOR HANDLING A HIT
5.7 CANADIAN VEHICLE INDEX INFORMATION

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 ADDITIONAL GUIDELINES FOR LOCATE
6.6 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 ADDITIONAL GUIDELINES FOR CLEAR
7.6 AUTOMATIC NOTIFICATION OF CLEAR
 SECTION 1--INTRODUCTION

1.1 DEFINITION

For NCIC purposes, a vehicle is any motor-driven conveyance (except a boat) designed to
carry its operator. In addition to conveyances meeting this definition, aircraft and trailers are
also to be entered in the Vehicle File.

A part is defined as any serially-numbered component from a vehicle or boat, and ownership
documentation for a vehicle or boat. Additional information on stolen parts can be found in
the Vehicle/Boat Part File chapter of this manual.

1.2 CRITERIA FOR ENTRY

1. A stolen vehicle may be entered if a theft report has been made. The entering agency
must maintain the entry in an up-to-date status. The agency holding the theft report
should enter the record. An agency in the state of registry may enter a record for a vehicle
stolen in another state only after an inquiry, conducted after a reasonable period of time,
discloses no record has been entered in NCIC by the agency holding the theft report. In
this instance, the agency in the state of registry must enter the identity of the agency
holding the theft report in the Miscellaneous (MIS) Field.

2. A loaned, rented, or leased vehicle that has not been returned may not be entered in the
file unless an official police theft report is made or a filed complaint results in the
issuance of a warrant charging embezzlement, theft, etc.

3. A felony vehicle may be entered on file immediately providing the whereabouts of the
vehicle is unknown.

4. A vehicle subject to seizure may be entered based on a federally-issued court order.

5. A stolen Vehicle Identification Number (VIN) plate, certificate of origin/certificate of

title (blank or associated with a vehicle), or a serially-numbered backhoe, hay baler,
engine, transmission, battery, carburetor, door, bumper, hubcap, etc., may be entered in
the Vehicle/Boat Part File (Vehicle File for NCIC) as a stolen part or as an add-on part if
a theft report is on file. AM/FM/CB radios, tape players, and other entertainment devices
should be entered in the Article File not in the Vehicle File.

6. Agencies must have documentation (electronic or hard copy) on file to support a vehicle
entry. All NCIC entries should be made only by the agency holding the theft report and
having primary jurisdiction over the place of actual theft. An exception to this occurs
when a criminal justice agency or regional dispatch center acts as holder of a record for
another agency that has no telecommunications equipment. Only when there is a written
agreement between the two agencies which delineates the legal responsibility for the
record can the agency holding the record place its own Originating Agency Identifier
 (ORI) in the ORI Field when the entry is made. Additional information concerning these
responsibilities can be found in the Introduction of this manual.

7. In addition, data of investigative interest pertaining to stolen vehicles, vehicle parts, or

related vehicle titles stolen abroad and transported into the United States may be entered
by an agency having sufficient documentation to be responsible for the record. Vehicle
parts may include blank, stolen, or counterfeit documents relating to the registration of
the vehicle abroad or subsequent to its invalid titling in the United States, as well as
license plates issued on the basis of fraudulent proof of ownership.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EV STOLEN VEHICLE
EF FELONY VEHICLE
Modify MV
MF
Cancel XV
XF
Inquiry QV
ZV
QVB
Locate LV LOCATED VEHICLE
LF LOCATED FELONY
VEHICLE
Clear CV
CF

1. If it is desired that a stolen or felony vehicle or stolen part be held for latent fingerprint
examination, -P should be entered as part of the MKE; for example, EV-P would translate
as STOLEN VEHICLE - HOLD FOR LATENTS, EF-P would translate as FELONY
VEHICLE - HOLD FOR LATENTS, and EP-P would translate as STOLEN PART -
HOLD FOR LATENTS.

2. If the occupant(s) of the vehicle in question is known to be armed, -A should be entered

as part of the MKE; for example, EV-A would translate as STOLEN VEHICLE -
OCCUPANT(S) ARMED and EF-A would translate as FELONY VEHICLE -
OCCUPANT(S) ARMED.

3. If a stolen or felony vehicle is to be held for latent fingerprint examination and the
occupant(s) of the vehicle is known to be armed, -F should be entered as part of the
MKE; for example, EV-F would translate as STOLEN VEHICLE - OCCUPANT(S)
ARMED/HOLD FOR LATENTS, or EF-F would translate as FELONY VEHICLE-
OCCUPANT(S) ARMED/HOLD FOR LATENTS. Caution indicators cannot be used
with add-on MKEs.
1.4 RECORD RETENTION PERIOD FOR STOLEN VEHICLE, FELONY VEHICLE,
OR STOLEN PART

1. If a stolen vehicle record remains on file for 90 days and it does not contain a VIN or
OAN, the record is retired. If a felony vehicle or vehicle subject to seizure record remains
on file for 90 days, the record is retired.

2. Stolen vehicles which contain a VIN or OAN will remain on file for the balance of the
year entered plus 4. Following this retention period, the records are retired. For example,
a vehicle record entered in 1996 would be retired January 1, 2001.

3. Exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file. Additional information on serious errors can be found in
the Introduction chapter of this manual.

1.5 AUTOMATIC RETIREMENT

Ten days after a Vehicle File record is located, it is retired.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

BRA Brand Name Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes or Boat Data Brand Codes,
NCIC Code Manual. If the BRA is PART, the CAT
cannot be CF, CT, EN, OB, or TN.
CAT Category Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.
CDE Canadian Date of Must be a valid Gregorian date (YYYYMMDD).
Entry Canadian Vehicle Index records only.
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD) equal
to or less than current date.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD) equal
to current date or current date minus one.
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD) equal
to or less than current date.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD).
Cannot be greater than the current date. For felony
vehicle records, the DOT represents the date a vehicle
was used in the commission of a crime or the date a
warrant of seizure was issued.
EPD Engine Power or Must be a valid NCIC -assigned code as listed in
Displacement Vehicular Data Codes, NCIC Code Manual. May be
one to four numerics followed by one alphabetic. The
alphabetic must be C, H, I, L, or P. This field can only
be used if the CAT is EN or OB.
IMN Image NCIC Number A self-checking number consisting of an alphabetic
character (I in the Image File) followed by nine
numeric characters automatically assigned by NCIC to
each accepted record. Must have valid check digits
when used to identify a record in a subsequent
message.
IMT Image Type Must be a V representing a generic vehicle when
associating a vehicle record to an image. May be V or
I when deleting an association to an image.
IND Image Indicator Must be Y or N.
LIC License Plate Number The characters UNK, UNKN, or UNKNOWN may be
used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact the FBI
CJIS Division staff. If VMA is AERO, LIS is US, and
LIT is PP or NP, the first character in the LIC Field
must be the alphabetic N. If the license plate number
exceeds ten characters, only the first ten characters
should be entered in the LIC Field. The full plate
number must be shown in the MIS Field.
LIS License Plate State Must be a valid NCIC -assigned code as listed in State
and Country Data Codes, NCIC Code Manual.
LIT License Plate Type Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.
LIY License Plate Year Of Must be a valid four-character year (YYYY) or the
Expiration alphabetic NX to represent a nonexpiring registration.

LKA Linkage Case Number Must not contain a single zero only, a run of zeros
only, a single alphabetic only or the word NONE. The
first seven characters of the LKA cannot equal the
first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System).
LKI Linkage Agency Must be a valid NCIC-assigned ORI.
Identifier
MIS Miscellaneous If a generic VMA/BRA code is used, the MIS Field
must include the manufacturer's name. SVIN must be
entered in MIS Field if the VIN is a state-assigned or
nonconforming 17-character VIN.
MKE Message Key Must be a valid message key.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (V in the Vehicle File and R in the Canadian
Vehicle Index) followed by nine numeric characters
automatically assigned by NCIC to each accepted
record. Must have valid check digits when used to
identify a record in a subsequent transaction.
NOA Notify Originating Must be Y or N. NCIC will default to N if field is left
Agency blank.
NPA Number of Persons Count of persons arrested as a result of locating stolen
Apprehended vehicle. Can be entered only if RPP is entered. Must
be blank or 0 if RPP is OTHER MEANS or
PREVIOUSLY LOCATED.
NPF Number of Missing First three characters must be numeric. Fourth
Persons Found character must be J for juvenile or O for other missing
person. Fifth character must be I or N for indexed or
not indexed in NCIC. Can be entered only if RPP is
entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY LOCATED.
OAN Owner-Applied Single zero only, run of zeros only, single alphabetic
Number only, or run of alphabetics only cannot be used. The
OAN cannot be identical to the VIN or SER. If the
MKE is EF, the SER is not allowed.
OCA Originating Agency Must not contain a single zero only, a run of zeros
Case Number only, a single alphabetic only, the word NONE, or the
first seven characters of the ORI Field. The only valid
special character is the hyphen.
OPT Opt Type Must be either IN, OUT, or a valid Gregorian date
(YYYYMMDD) greater than current date.
ORI Originating Agency Must be a valid NCIC -assigned ORI.
Identifier
RCA Recovering Agency Must not contain a single zero only, a run of zeros
Case Number only, the word NONE, or a single alphabetic only.
The first seven characters of the RCA cannot equal
the first seven characters of the RRI. The only valid
special character is the hyphen.
RPP Reason for Property Must be a valid NCIC assigned code as listed in the
Record Removal Introduction chapter of this manual.
RRI Recovering Agency Must be a valid NCIC -assigned ORI.
Identifier
RSH Related Search Hit Must be Y or N.
SER Serial Number Single zero only, run of zeros only, single alphabetic
only, or run of alphabetics only cannot be used.
Cannot be identical to the OAN.
VCO Vehicle Color Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If two
color codes are used, they must be separated by a
slash (/).
VIN Vehicle Identification Single zero only, run of zeros only, single alphabetic
Number only, all alphabetics only, or spaces, cannot be used. If
state-assigned or nonconforming 17-character VIN,
SVIN must be entered in the first four characters of
the MIS Field. If the vehicle identification number
exceeds 20 characters, only the last 20 characters
should be entered in the VIN Field. The full VIN must
then be shown in the MIS Field. Cannot be identical
to OAN.
VLN Name of Validator Any valid characters representing validator.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first
four characters must be alphabetic and a valid NCIC -
assigned code. If the VMA code is less than four
characters and data are included in positions 5 through
24, positions 3 and/or 4 should be blanks. The
remaining characters are free text and must contain
the name of the manufacturer when the VMA code is
AERO, ATV, COEQ, CYCL, FARM, SNOW, SPEC,
TRLR, or TRUK.
If the VMO is other than TL, the VMA code must be
a valid NCIC -assigned code as listed in Vehicular
Data Codes, NCIC Code Manual.
If the VMO is TL, the VMA code must not be the
characters ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX,
XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or
less. If the VMA code is AMER, the VYR must be
1988 or less. If the VMA code is JEEP, the VYR must
be 1989 or greater.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or
SA, the VMA code must be AERO.
 (all-terrain vehicle, If VST is EB, EN, or OP, the VMA code must be
dune buggy, go-cart, SPEC, ATV, SNOW, CYCL, or one of the approved
golf cart) VMA codes for snowmobiles or motorcycles as listed
in Vehicular Data Codes, NCIC Code Manual.
(snowmobile) If VST is MV, the VMA code must be SPEC, ATV,
CYCL, or one of the approved VMA codes for
snowmobiles or motorcycles listed in Vehicular Data
Codes, NCIC Code Manual. If VMA code is ATV or
SPEC, the VST must be EB, EN, MV, or OP, and the
name of the manufacturer must be entered in the MIS
Field.
VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols should
be used. More information in Vehicular Data Codes,
NCIC Code Manual.
The only valid VMO codes for vehicles with VST
codes EB, EN, MV or OP are (blank), ATV, CYL,
DUN, GOF, GRT, SKT, SKW, TOY, TRA, TRW or
WHE.
(assembled If the first four characters of the VMA are ASVE, the
automobile) VMO must be AV or REP.
(construction If the first four characters of the VMA are COEQ, the
equipment) VMO must be CE.
(farm and garden If the first four characters of the VMA are FARM, the
equipment) VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW or
one of the valid snowmobile manufacturer's codes
listed in Vehicular Data Codes, NCIC Code Manual,
the VMO must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL. If the MKE is EVS_,
the VMO must be TL if VIN is filled.
(truck) If the first four characters of the VMA are TRUK, the
VMO must be TK.
VNP Value of Recovered Fair market value (in whole dollars) of the recovered
Property stolen vehicle identified in the record. Can be entered
only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY RECOVERED.
VOR Value of Other Fair market value (in whole dollars) of property
Recovered Property recovered as a result of locating the stolen vehicle
identified in the record. Can be entered only if RPP is
entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY RECOVERED.
VRC Value of Recovered Fair market value (in whole dollars) of any contraband
Contraband recovered as a result of locating stolen vehicle which
is identified in the record. Can be entered only if RPP
is entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY RECOVERED.
VST Vehicle Style Must be a valid NCIC -assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If the
VMA code is ATV or SPEC then the VST must be
OP, EB, EN, or MV, and the MIS Field must contain
the name of the manufacturer.
VYR Vehicle Year Must represent the production (model) year during
which the vehicle was manufactured (YYYY). Year
cannot be more than 1 year beyond the current year.
For entries of model year 1981 or later, when the VIN
is 17 characters, the tenth position (vehicle year) of a
VIN must represent the VYR.

1.8 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the complete VIN, VMA, and ORI Fields; the LIC, LIS, LIY, LIT, and ORI Fields; or
the complete OAN, VMA, OCA, and ORI Fields of a stolen vehicle message are the
same as those field codes of a vehicle record already on file in NCIC, the second entry
will be rejected with the message REJECT ON FILE.

2. If the complete VIN, VMA, and ORI Fields or the LIC, LIS, LIY, LIT, and ORI Fields of
a felony vehicle message are the same as those field codes of a vehicle record already on
file in NCIC, the second entry will be rejected with the message REJECT ON FILE.

3. If the complete SER, BRA, CAT, and ORI Fields or the complete OAN, BRA, CAT,
OCA, and ORI Fields of a stolen part message are the same as those field codes in the
Vehicle/Boat Part File, the second record entry will be rejected.

4. Whenever the message REJECT ON FILE is sent, the record on file will also be
transmitted.

A duplicate record will be accepted if the ORI in the second message is different or if it matches
vehicle data in a person file record.

1.9 AUTOMATIC NOTIFICATION OF ENTRY

When an agency enters, clears, cancels, modifies, or locates, or the System purges a
stolen/felony vehicle record (except VMA = AERO), NCIC will automatically notify the
National Insurance Crime Bureau (NICB), the National Vehicle Service (NVS), the
International Justice and Public Safety Network (NLETS), and the National Motor Vehicle
Title Information System (NMVTIS) through a $.8. administrative message. If the VMA is
AERO, NCIC will automatically notify the Department of Justice through a $.8. JUST/EPIC
 Aircraft administrative message. If a vehicle record has license data, a $.8. Out-of-State
Notification will be sent automatically as necessary. Additional information on $.8.
administrative messages can be found in the Introduction chapter of this manual.

1.10 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.11 -- INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLES OF STOLEN VEHICLE RECORD ENTRIES

1. Example of a Stolen Vehicle Entry with a License (LIC)

1N01HEADER.EV.MD1012600.ABC123.MD.2000.PC..1986.PONT.FIE.2T.RED.19990922.CSE123
...STOLEN AS OWNER WAS GETTING IN CAR AT SHOPPING CENTER (FAIR CITY) PARKING
LOT.Y

Acknowledgment:

1L01HEADER
MD1012600
NIC/V761416156 LIC/ABC123
OCA/CSE123

2. Example of a Stolen Vehicle Entry with an Owner-Applied Number (OAN)

1N01HEADER.EV.MD1012600......1957.ASVE.REP.CV.GRN.19990922.CSC123...1957 FORD
THUNDERBIRD REPLICA.Y.MD1234PGC567

Acknowledgment:

1L01HEADER
MD1012600
NIC/V761423763 OAN/MD1234PGC567
OCA/CSC123

3. Example of a Stolen Vehicle Entry with a Vehicle Identification Number (VIN) and
OAN

1N01HEADER.EV.MD1012600.....JD123456789T.1985.DEER.FE.TF.GRN.19990922.CSC123...
AIR CON CAB-OFFSET WHLS.Y.MD026SMC452016
 Acknowledgment:

1L01HEADER
MD1012600
NIC/V761476792 VIN/JD123456789T
OCA/CSC123

4. Example of a Felony Vehicle Entry

1N01HEADER.EF-F.MD1012600.ABC123.MD.2000.PC..1975.CHEV..2T..19990922.CSC567...
DBL-BANK ROB 2 WHITE MALES.Y

Acknowledgment:
1L01HEADER
MD1012600
NIC/V761478288 LIC/ABC123
OCA/CSC567

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9- 9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LICENSE PLATE CONDITIONAL1 LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN NCIC
CODE MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC (2)
YEAR OF
EXPIRATION 4-4 NUMERIC (4)
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN NCIC
CODE MANUAL
VEHICLE CONDITIONAL VIN 1- 20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
VEHICLE YEAR MANDATORY VYR 4-4 NUMERIC
VEHICLE MAKE MANDATORY VMA 2-24 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE STYLE MANDATORY1 VST 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
DEFINED IN NCIC
7-7 CODE MANUAL
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTER
MISCELLANEOUS OPTIONAL MIS 1-200 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY FLAG
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
IMAGE NCIC OPTIONAL SET IMN 10-10 ALPHABETIC,
NUMBER NUMERIC
IMAGE TYPE SET IMT 1-1 ALPHABETIC
OPT TYPE MANDATORY OPT 2-3 ALPHABETIC
8-8 NUMERIC
(DEFAULT=OUT)
1
Optional for felony vehicles
2.3 MANDATORY FIELDS FOR ENTRY

1. MANDATORY FIELDS FOR STOLEN VEHICLE ENTRY

The following fields are mandatory for a stolen vehicle record to be accepted in NCIC :
HDR, MKE, ORI, VYR, VMA, VST, DOT, OCA, OPT, and at least one of the following
numeric identifiers: LIC (in which case all license data fields must be used, i.e., LIC, LIS,
LIY, LIT); VIN; or OAN.

2. MANDATORY FIELDS FOR FELONY VEHICLE ENTRY

Felony vehicle record entries require the following fields: HDR, MKE, ORI, VMA,
DOT, OCA, OPT, and at least one of the following numeric identifiers: VIN or LIC.
Additional license data, i.e., LIS, LIY, and LIT, are not required in a felony vehicle entry
but should be included if available.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The agency entering the record must account for all fields in the Vehicle File record
format. All available data should be entered when the original entry is made. If there are
data known that do not fit into a specific data field, then the MIS Field should be used;
however, the MIS Field should only be used for information that cannot be placed in
another data field. Missing data obtained at a later time should be promptly added
through the use of a modify message (MKE/MV for a stolen vehicle or MKE/MF for a
felony vehicle).

2. Information on a felony vehicle (a vehicle used in the commission of a crime) or a

vehicle subject to seizure based on a federally-issued court order may be entered in file
using MKE/EF.

1. Partial license plate numbers must not be entered in the LIC. This information and the
fact that the number is a partial license plate number should be entered in the MIS
Field.

2. The DOT Field should contain either the date of the felony when the vehicle was used
in the commission of a crime or the date a federal warrant of seizure was issued for a
vehicle subject to seizure.

3. When the information being entered in the felony vehicle record is for a vehicle
subject to seizure, the fact that the vehicle is subject to federal seizure and the date the
court order expires must be stated in the MIS Field. The expiration date should be
shown as year, month, and day (YYYYMMDD). The MIS Field should read as
follows:

MIS/SUBJ TO SEIZURE-COURT ORDER EXPIRES YYYYMMDD

3. For NCIC purposes, an assembled vehicle is one which is homemade or is rebuilt using
components from different vehicles or is made from kits provided by a manufacturer for
specialty cars and replicas. There are four ways to enter these vehicles in NCIC
depending on how the vehicle was assembled.

1. When a vehicle is homemade and does not have a manufacturer-assigned VIN, the
VMA Field code ASVE is used. When the code ASVE is used, the VMO Field must
contain the code AV or REP. If a state issues or assigns a unique VIN to this type of
vehicle, the state-assigned VIN should be entered in the OAN Field. If the car is a
replica, then the words REPLICA OF (year, make, and model replicated) should
appear in the MIS Field. Those states that do not have an OAN Field should put the
state-assigned VIN in the VIN Field and place SVIN as the first item in the MIS Field
followed by REPLICA OF (year, make, and model replicated).

2. When a manufacturer-assigned VIN is present but no longer conforms with the rebuilt
vehicle, the vehicle should be entered under its major make code, e.g., AMER,
CHEV, FORD, etc., with the code AV in the VMO Field. For example, a salvaged
Pontiac Bonneville rebuilt using as the VIN of a Pontiac Catalina would be entered as
PONT.

3. A rebuilt vehicle bearing its original VIN plate should be entered using the
appropriate VMA and VMO codes. For example, a rebuilt Chevrolet Impala would be
entered with VMA/CHEV and VMO/IMP.

4. If the vehicle is assembled using a manufacturer's kit and the manufacturer's name is
not displayed on the kit or assembled vehicle, no VMA code will be assigned by
NCIC and entry should be as follows: VYR/year assembled, VMA/ASVE, VMO/AV
or REP, and OAN/number under which titled. If the car is a replica, then the words
REPLICA OF (year, make, and model replicated) should appear in the MIS Field.
States that do not allow an OAN Field should enter the number under which the
vehicle is titled in the VIN Field and SVIN as the first item in the MIS Field. If the
manufacturer's name is displayed on the kit, upon request to FBI CJIS staff, a VMA
code will be assigned and entry should be as follows: VYR/(year assembled),
VMA/(NCIC -assigned VMA code), VMO/AV or REP, and OAN/ (number under
which vehicle is titled). If the car is a replica, then the words REPLICA OF (year,
make, and model replicated) should appear in the MIS Field. States that do not allow
an OAN Field should enter the number under which the vehicle is titled in the VIN
Field and SVIN as the first item in the MIS Field.

4. Vehicles that have two identifying numbers, e.g., motorcycles which have a VIN and an
engine number, should be entered by placing the VIN in the VIN Field and the additional
identifying number in the OAN Field. Except for the states that do not have an OAN
Field, the additional identifier should not be placed in the MIS Field. If the additional
identifier is placed in the OAN Field and is not an OAN, the number should be described
in the MIS Field, e.g., OAN IS ENGN NO.
 5. Serialized truck-mounted campers (including shell type) should be entered in the
Vehicle/Boat Part File. An unmounted serialized camper should be entered in the
Vehicle/Boat Part File (EP) record. When a truck-mounted camper is not serialized, only
the truck should be entered with data in the MIS Field describing the camper and
indicating that it was mounted on the truck at the time of theft. A camping trailer should
be entered in the Vehicle File as a base trailer (EV) record.

6. For training and administrative purposes, agencies may enter test records into NCIC
using the header TN01. The test records will not generate any notifications nor will batch
processing be performed in the test system.

2.5 MESSAGE FIELD EDITS FOR ENTRY

1. LICENSE PLATE NUMBER (LIC)

1. Only alphabetic and/or numeric characters may be entered in the LIC Field; therefore,
the information must be entered omitting any hyphens, spaces, or symbols. For
instance, when a hyphen or symbol is a substantive part of the license number,
information concerning the location and design of each should be included in the MIS
Field. Further information relevant to the construction of the number can be obtained
by contacting the CTA in the state of registry.

2. If the license plate number exceeds ten characters, only the first ten characters should
be entered. The entire number must be shown in the MIS Field. Partial license plate
numbers must not be entered.

3. Where one character appears over another, the top character should be entered first,
immediately followed by the bottom character, that is, A as AB.
B
4. License Plate Number Data for Vehicles Other Than Automobiles:

1. U.S. Military Vehicles: These vehicles are externally identifiable by an

alphanumeric registration number displayed on the vehicle. This number should
be used as the license plate number when no license plate is displayed.

2. Civilian Aircraft: The aircraft registration number including all alpha-numeric

characters should be entered. The registration number usually appears on each
side of the rear section of the fuselage or on the vertical fin (vertical part of the
tail assembly) of civilian aircraft. The registration number of aircraft registered in
the United States is commonly referred to as the N number since the alphabetic N
must be the first character in all U.S.-issued registration numbers. Registration
numbers of foreign civilian aircraft may consist of all alphabetics. For example,
CF-TVU denotes civil aircraft of Canadian registry.

3. Military Aircraft: U.S. Military aircraft registration numbers usually appear on the
vertical fin of the tail assembly. Verification of the correct number to be used as
 the registration number of any military aircraft being entered should be made with
the military representative reporting the theft. (Squadron, group, or military type
designators such as VF-142, F-111A, etc., should be entered in the MIS Field.)

4. All-Terrain Vehicles and Snowmobiles: The license plate or registration number

should be entered. A registration number should be entered only in instances
where the required place of display provides identification of the snowmobile or
all-terrain vehicle when viewed from the outside.

2. LICENSE PLATE STATE (LIS)

1. The appropriate code for the state, territorial possession, province, or country that
issued the license plate must be used in the LIS Field. The codes listed in State and
Country Codes, NCIC Code Manual, are the only codes approved for use in the LIS
Field.

2. Military Vehicles and Other U.S. Government Vehicles: The code US for the license
plate of U.S. Military vehicles and vehicles with plates displaying the inscription
"U.S. Government" should be entered.

3. Aircraft: For United States aircraft, the code US should be entered in the LIS Field.
For foreign aircraft, the appropriate code from the country code listing in State and
Country Codes, NCIC Code Manual, should be entered.

3. LICENSE PLATE YEAR OF EXPIRATION (LIY)

1. The highest year in which the license plate is valid as indicated on the license plate
via sticker or embossed numbers or as indicated on a windshield sticker should be
entered in the LIY Field. Grace periods or extensions are not to be considered when
determining the LIY. Nonexpiring license plates should be entered for stolen and
felony vehicles by using LIY/NX. License plates that are expired may be entered in
stolen vehicle and felony vehicle records.

2. In the absence of a license plate sticker, windshield sticker, or embossed numbers on

the plate, the highest year in which the license plate is valid as indicated on the
registration document should be entered for stolen and felony vehicles. NX should be
entered to indicate a nonexpiring license plate when all of the following conditions
exist:

1. No year sticker is attached to the plate or windshield.

2. No year is embossed on the plate.

3. The plate number is never reissued.

 4. The registration supporting the plate indicates no expiration; for example, U.S.
Government, U.S. Military, and some state, county, and municipal vehicle plates
are nonexpiring.

3. In those instances where there is no license plate and the registration number is
permanently affixed to the vehicle and does not indicate a year of expiration (e.g.,
registration number painted on an airplane or affixed by a decal), the highest year for
which the registration number is valid as indicated on the registration document for
that stolen vehicle or felony vehicle should be entered.

Civilian aircraft registered in the United States by the Federal Aviation

Administration are issued registration certificates that are permanent and must be
entered in NCIC with LIY/NX.

4. LICENSE PLATE TYPE (LIT)

For NCIC purposes, motor vehicle license plate types are coded as 1) regular passenger
car plates or 2) special plates. Only codes as listed in Vehicular Data Codes, NCIC Code
Manual, are acceptable for entry in the LIT Field.

5. VEHICLE IDENTIFICATION NUMBER (VIN)

1. The complete identification number of the vehicle should be placed in the VIN Field.

1. The NCIC VIN search method uses the rightmost eight characters of the VIN.
Thereby, records that are entered with eight or more characters will be included in
the response to an inquiry. This search method may return a record response even
if the first characters of that record response do not match the first characters in
the inquiry. In this instance, users should compare all available information and
determine if a mistake may have been made in either the entry or inquiry. When
VINs have less than eight characters, the System will search only those
characters.

2. Entries of model year 1981 or later vehicle records with 17-character VINs will
be edited by NCIC as follows: the ninth position (check digit) must conform to
the check-digit formula and the tenth position (vehicle year) must represent the
Vehicle Year Field of the record.

3. Records for 1981 or later vehicles manufactured with nonconforming 17-

character VINs (as supported by the manufacturers' certificates of origin), may be
entered using the OAN Field for the nonconforming VINs. Agencies in those
states that do not have an OAN Field should enter the nonconforming VIN in the
VIN Field and place the word SVIN as the first item in the MIS Field.

4. For stolen automobiles that have been assigned a unique serial number by a state
agency, the state-assigned VIN should be entered in the OAN Field. Agencies in
 those states that do not have an OAN Field should enter the state-assigned VIN in
the VIN Field and place the word SVIN as the first item in the MIS Field.

2. 1970 through 1980 Ford, Lincoln, and Mercury VINs

As illustrated in the National Automobile Theft Bureau (NATB) Manual, 1970

through 1980, the VIN plate which is affixed to Ford, Lincoln, and Mercury
automobiles has one script letter F preceding and following the 11-character
alphanumeric VIN. The VIN of some 1977 Ford Mustang, Ford Pinto, and Mercury
Bobcat models is preceded and followed by two script letter Fs. These script letter Fs
are not part of the VIN and should not be used in any transaction.

3. Motorcycle VINs

1. With few exceptions, motorcycles diplay a frame VIN on the head- stock. Prior to
1981, most manufacturers configured this number to include a model designator
followed by a sequential production number. Records should be entered into
NCIC using the complete frame number as the VIN.

2. Additionally, most manufacturers place a serial number on the engine case. If this
engine serial number is not the same as the frame VIN, the information should be
entered in the OAN Field.

3. Other available descriptive data, such as the manufacturer's model number and/or
name, cubic centimeters, accessories, etc., should be entered in the MIS Field
since this additional information assists in making a positive identification. These
data should be entered in ordinary and easily readable, abbreviated language.

4. 1972-1980 VIN Field Edits

1. VIN edits for vehicle years 1972 through 1980 apply to the following makes:

American Motors Dodge Oldsmobile

Buick Ford Plymouth
Cadillac Imperial Pontiac
Chevrolet Lincoln Volkswagen
Chrysler Mercury

2. Users should be aware that any records entered for the above-listed 1972-1980
makes are considered automobiles unless the VMO Field contains the code CE
(construction equipment), FE (farm equipment), TK (truck), or TL (trailer). For
this reason, users should enter MVO/TK into records for 1972-1980 light-duty
trucks containing the VMA code for any of the manufacturers listed on the
preceding page. Entering other NCIC VMO Codes assigned for trucks will subject
those records to automobile edits.
 3. The National Insurance Crime Bureau Passenger Vehicle Identification Manual
contains VIN construction information which may be of assistance to users.

5. 1981 Through Current Year VIN Field Edits

1. Beginning with the 1981 model year, the Federal Motor Vehicle Safety Standards
of the National Highway Traffic Safety Administration (NHTSA) has required
manufacturers to place 17-character VINs on all on-the-road vehicles. On-the-
road vehicles are those vehicles which are licensed and registered for highway use
and include passenger vehicles, trucks, buses, trailers, motorcycles, and
incomplete vehicles. An incomplete vehicle means a minimum assemblage of
frame and chassis structure, power train, steering system, suspension system, and
braking system which requires further manufacturing and is intended to be part of
a complete licensed and registered vehicle.

2. There are some instances when certain motorcycles and trailer manufacturers
have not complied with the NHTSA standards for the 17-character VIN
requirement. NCIC does not edit VINs for vehicles manufactured after 1981 with
less than 17 characters.

3. An automatic calculation of the check digit is performed in accordance with the

formula set forth below for 1981 through current year VIN entries and
modifications consisting of 17 characters, excluding those with VMA Field codes
AERO, ATV, COEQ, FARM, SNOW, and SPECK, and those with VMO Field
codes CE and FE regardless of VMA. The check digit for motorcycles is edited
only if the VMO Field code is CYL and the VST Field code is MC and
17 characters of the VIN are entered. The following VST codes are excluded from
the check-digit edit: MB, MD, MK, MS, and MY.

Check Digit Formula

The check digit will always be the ninth character in the VIN. Each numeric in the
VIN is assigned its actual mathematical value and each alphabetic is assigned the
value specified for it in Table 1 which appears on the following page:

Table 1

A=1 J=1 T=3

B=2 K= 2 U=4
C=3 L=3 V=5
D=4 M= 4 W= 6
E=5 N=5 X=7
F=6 P=7 Y=8
G=7 R=9 Z=9
H=8 S=2
 The assigned value for each character in the VIN should be multiplied by the weight
factor specified for it in Table 2.

Table 2

1st = 8 7th = 2 13th = 6

2nd = 7 8th = 10 14th = 5
3rd = 6 9th = 0 (check digit) 15th = 4
4th = 5 10th = 9 16th = 3
5th = 4 11th = 8 17th = 2
6th = 3 12th = 7

The resulting products should then be added and the total divided by 11.

The remainder is the check digit. If the remainder is 10, the check digit is X.

Example:

VIN characters: 1G4AH59H9HG118341

Assigned values: 17418598987118341
Multiplied by: 8 7 6 5 4 3 2 10 0 9 8 7 6 5 4 3 2
Added: 8+49+24+5+32+15+18+80+0+72+56+7+6+40+12+12+2 = 438
Divided: 438/11 = 39 9/11
Check digit: 9 (compare to character in 9th position)

6. VIN Field Edits for 1981 and Later Automobiles

1. The NCIC search method uses the rightmost eight characters of VINs that exceed
eight characters in length. These characters include the assembly plant code, the
model year code, and the six-character sequential product number. Thereby,
records that are entered with eight or more characters will be included in the
response to an inquiry. This search method may return a record response even if
the first characters of that record response do not match the first characters in the
inquiry. In this instance, users should compare all available information and
determine if a mistake has been made in either the entry or inquiry. VINs of less
than eight characters will be searched only by those characters.

2. NCIC edits the VIN of vehicles beginning with the model year 1981 in all entry
and modification transactions. This is done by examination of the VIN's ninth
(check digit) and tenth (vehicle year) positions. The check digit must conform to
the formula found in this chapter. The tenth position designates the vehicle year
and is represented by either a letter or a number. Vehicle years and their
corresponding letter or number are shown in the table below. It should be noted
that the letters I, O, Q, U, and Z are not used.
Position Symbol Year Edit Position Symbol Year Edit Requires
Requires

Ninth Check 81-00 Use either Tenth Model 95 The letter S.

Digit numeric or Year
the letter X.
96 The letter T.
97 The letter V.
Tenth Model 81* The letter B. 98 The letter W.
Year
82 The letter C. 99 The letter X.
83 The letter 2000 The letter Y.
D.
84 The letter E. 2001 The numeric 1.
85 The letter F. 2002 The numeric 2
86 The letter 2003 The numeric 3.
G.
87 The letter 2004 The numeric 4.
H.
88 The letter J. 2005 The numeric 5.
89 The letter 2006 The numeric 6.
K.
90 The letter L. 2007 The numeric 7.
91 The letter 2008 The numeric 8.
M.
92 The letter 2009 The numeric 9.
N.
93 The letter P 2010 The letter A.
94 The letter R. 2011 The letter B.
2012 The letter C.
*Position 10 denotes the model year. Each year is represented by a character as shown in the
edit column.

3. For inquiry transactions that contain a 17-character VIN, the check- digit edit will
be performed. Matching record(s) are provided. However, if the VIN does not
conform with the edit, a caveat is also returned advising that the VIN may contain
erroneous data. For example, an inquiry on VIN/12345678901234567 may return
a positive or negative response as well as the following:

***VERIFY VIN/12345678901234567; IT DOES NOT CONFORM TO VIN

STANDARDS FOR 1981 AND LATER VEHICLES.
 4. Some 1980 model year VINs will also be included in this edit procedure as the
vehicle year is not included in the inquiry and some manufacturers produced
vehicles with 17-character VINs prior to the 1981 standards.

6. VEHICLE YEAR (VYR)

The VYR must represent the production (model) year during which the vehicle was
manufactured. If the year of manufacture is unknown, the entering agency may get this
information through a motor vehicle registry check. In instances where a vehicle is not
registered and the year of manufacture is unknown, e.g., for a minibike, snowmobile, or
assembled or homemade vehicle, the vehicle year should be estimated and the wording
VYR/ESTIMATED should be placed in the MIS Field.

7. VEHICLE MAKE (VMA)

1. Automobile VMA codes are listed in Vehicular Data Codes, NCIC Code Manual. If
an automobile make is not listed, the FBI CJIS staff can be contacted at 304-625-
3000 for valid code assignment.

2. Every assembled automobile that does not have a manufacturer-assigned VIN must
be coded VMA/ASVE. An assembled automobile is one which is homemade or is
rebuilt using components from different vehicles or from kits provided by a
manufacturer for specialty cars and replicas.

3. Manufacturer-assembled replica cars and kits having a manufacturer- assigned VIN

must be assigned a unique VMA code, providing the name of the manufacturer is
displayed on the assembled vehicle or kit. Users should enter these vehicles as
follows: VYR/ (year assembled), VMA/ (NCIC -assigned VMA code), VMO/REP,
MIS/REPLICA OF (year, make, and model replicated), and OAN/ (number under
which titled). If an entry must be made prior to NCIC assigning a VMA code, the
code ASVE must be entered in the VMA Field, and the complete manufacturer's
name must be included in the MIS Field. If the manufacturer's name is not displayed
on the vehicle or kit, no VMA will be assigned and entry must be as follows: VYR/
(year assembled), VMA/ASVE, VMO/REP, MIS/REPLICA OF (year, make, and
model replicated), and OAN/(number under which titled). Those state systems which
do not allow for an OAN Field should enter the number under which the vehicle is
titled in the VIN Field and place SVIN as the first item in the MIS Field.

4. Every aircraft make must be coded AERO, and the known manufacturer's name
should be entered in positions 5 through 24 of the VMA Field.

5. An all-terrain vehicle (ATV) is a vehicle that is designed to be driven over rough,

difficult terrain including mud, sand, snow, rocks, etc., and does not fit into any other
NCIC vehicle category. An ATV may be used for both recreational and work-related
purposes; however, items such as bull-dozers which are clearly construction
equipment should be coded as such. ATVs should be entered with the motorcycle
VMA code listed in the NCIC Code Manual, the VMO code CYL, and VST code
 MV. If a motorcycle make is not listed for the ATV manufacturer, the VMA code
ATV must be entered in the VMA Field, and the manufacturer's name must be
entered in positions 5 through 24 of the VMA Field.

6. Construction equipment VMA codes are listed in Vehicular Data Codes, NCIC Code
Manual. If a construction equipment make is not listed, the code COEQ must be
entered in the VMA Field. The make of the construction equipment should be entered
in positions 5 through 24 of the VMA Field.

7. The make code for every dune buggy, go-cart, golf cart, motorized wheelchair, and
motorized ride-on toy must be SPEC. The make of the dune buggy, go-cart, golf cart,
motorized wheelchair, or motorized ride-on toy must be entered in positions 5
through 24 of the VMA Field.

8. Farm and garden equipment VMA codes are listed in Vehicular Data Codes, NCIC
Code Manual. If a farm or garden equipment make is not listed, the code FARM must
be entered in the VMA Field. The make of the farm or garden equipment should be
entered in positions 5 through 24 of the VMA Field.

9. Motorcycle VMA codes are listed in Vehicular Data Codes, NCIC Code Manual. If a
motorcycle make is not listed, the code CYL must be entered in the VMA Field, and
the manufacturer's name must be entered in positions 5 through 24 of the VMA Field.

10. If a motorcycle is homemade, (built from commercial, homemade, or altered parts

that are personalized or customized), the code HOMD must be entered in the VMA
Field.

11. If a motorcycle is reconstructed, (assembled from parts or various similar vehicles

and the parts are not altered or customized), the code RECO must be entered in the
VMA Field.

12. Snowmobile VMA codes are listed in Vehicular Data Codes, NCIC Code Manual. If
a snowmobile make is not listed, the code SNOW must be entered in the VMA Field.
The make of the snowmobile must be entered in positions 5 through 24 of the VMA
Field .

13. Trailer VMA codes are listed in Vehicular Data Codes, NCIC Code Manual. If a
trailer make is not listed, the code TRLR must be entered in the VMA Field. The
make of the trailer must be entered in positions 5 through 24 of the VMA Field. If a
trailer is homemade, the code HMDE must be entered in the VMA Field. A
homemade trailer is a trailer built from commercial, homemade, or altered parts that
are personalized or customized. If a trailer is reconstructed, the code RCON must be
entered in the VMA Field. A reconstructed trailer is one that is assembled from parts
of various similar vehicles and the parts are not altered or customized.
 14. Truck VMA codes are listed in Vehicular Data Codes, NCIC Code Manual. If a truck
(including bus, motorized home, etc.) make is not listed, the code TRUK must be
entered in the VMA Field. The make of the truck must be entered in positions 5
through 24 of the VMA Field. A reconstructed motor home must be entered with the
code REMH in the VMA Field. A reconstructed motor home is one that is assembled
from parts of various similar vehicles and the parts are not altered or customized.

8. VEHICLE MODEL (VMO)

The appropriate code for automobile, assembled automobile, aircraft, all-terrain vehicle,
construction equipment, farm and garden equipment, dune buggy, go-cart, golf cart,
motorcycle, snowmobile, trailer, or truck must be used in the VMO Field of a stolen
vehicle entry. The codes listed in Vehicular Data Codes, NCIC Code Manual, are the
only codes approved for use in the VMO Field.

9. VEHICLE STYLE (VST)

The appropriate code for the automobile, aircraft, all-terrain vehicle, construction
equipment, dune buggy, farm and garden equipment, go-cart, golf cart, motorcycle,
snowmobile, trailer, or truck must be used in the VST Field of the stolen vehicle entry.
The codes listed in Vehicular Data Codes, NCIC Code Manual, are the only codes
approved for use in the VST Field.

10. VEHICLE COLOR (VCO)

1. The vehicle color code entered in the VCO Field of a stolen vehicle entry must be a
valid code as listed in Vehicular Data Codes, NCIC Code Manual.

2. When a vehicle of two colors is described, the colors should be coded in the order of
top to bottom or front to rear; for example, VCO/RED/WHI.

3. When a vehicle of more than two colors is described, the code for multi-colored
should be entered in the VCO Field and the actual colors listed in the MIS Field; for
example, VCO/MUL/COL and MIS/VCO/RED/WHI/BLU, MIS/VCO/RAINBOW
COLORS, or MIS/VCO/SEASHORE SCENE.

11. MISCELLANEOUS (MIS) DATA

1. License plate numbers exceeding ten characters must be shown completely in the
MIS Field. The first ten characters of the plate number must be entered in the LIC
Field.

In those states where the deletion of a hyphen or symbol in a license plate number
may cause an invalid match, the hyphenated plate number must be shown in the MIS
Field; for example, plate number 1-1568 would be matched with plate number 11-
 568. License plate numbers containing a symbol may be entered according to the
following guidelines:

1. When a symbol is used as a separator, the number should be entered in the MIS
Field with a hyphen indicating the position of the symbol. Or

2. When a symbol is used as a decoration, the number should be entered only in the
LIC Field disregarding the symbol.

2. VINs exceeding 20 characters must be shown completely in the MIS Field. The last
20 characters must be entered in the VIN Field.

3. For records containing the generic VMA codes AERO, ATV, COEQ, CYL, FARM,
SNOW, SPEC, TRLR, and TRUCK, the manufacturer's complete name must be
entered into the MIS Field. Also, the model number and/or model name (usually
contained on the bill of sale) should be entered when available. If the vehicle is
homemade, VMA/HOMEMADE should be included in the MIS Field, and any
additional descriptive information which might aid in identification should be entered
in easily readable, abbreviated language.

4. With regard to a felony vehicle record, a brief description of the felony should appear
in the MIS Field.

5. In instances where a vehicle is not registered and the VYR is unknown, such as for a
minibike, snowmobile, or assembled or homemade vehicle, the VYR should be
estimated and VYR-ESTIMATED should be placed in the MIS Field.

6. States that do not have an OAN Field and have entered a nonconforming 17-character
VIN or state-assigned serial number in the VIN Field must place the word SVIN as
the first item in the MIS Field.

12. OWNER-APPLIED NUMBER (OAN)

1. The OAN Field is a 20-character searchable field. If the record entry also contains a
VIN, it cannot be the same as the OAN.

2. The OAN Field can also be used when the stolen vehicle has a unique identification
number which has been assigned in connection with a theft prevention program. In
such a case, the OAN may be entered as the only numeric identifier or in addition to a
VIN. An OAN is not permitted in a felony vehicle entry.

13. 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).

14. IMAGE DATA (IMN AND IMT)

A Vehicle File record can be entered with an IMN and IMT corresponding to a generic
image on file. The user can query the Image File to determine if a generic image with the
same VMA, VMO, VST, and VYR is stored in the system. The IMN and IMT returned in
the response can be included in the entry transaction.

The IMN must begin with an I and the IMT must be V. If the Image Type is not V, the
message will be rejected as a field error. NCIC will verify that the generic image is an
active record in the System.

15. LINKAGE DATA (LKA AND LKI)

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. In the entry message, the LKI and LKA Fields immediately follow the OCA
Field entry. The message will be rejected if the first seven characters of the LKA are the
same as the first seven characters of the LKI.

16. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the vehicle is known, Y should
be entered into the NOA Field. If the NOA is blank, the field will default to N.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

17. OPT TYPE (OPT)

The OPT Field is used to indicate whether a record should be made available for public
dissemination. Entering an IN will indicate that the record should be made available for
public dissemination. Entering an OUT will indicate that the record should not be made
available for public dissemination. If an agency enters a date in the OPT Field, the record
will not be made available for public dissemination until that date. All vehicle record
entries that do not contain an OPT value will automatically be defaulted to OUT.
2.6 VEHICLE ENTRY AND THE $.8. PROGRAM

An agency entering a vehicle registered in another state must advise the NCIC control
terminal in the state of registry about such an entry if the state of registry is not a $.8.
Program participant. Additional information concerning the $.8. Program can be found in the
Introduction chapter of this manual.

SECTION 3--MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

1. 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 an active vehicle record. A
vehicle record cannot be modified if the record is in a located status (MKE/LOCATED
VEHICLE).

2. The MKE MV should be used to modify a stolen vehicle record and the MKE MF should
be used to modify a felony vehicle record.

3.2 EXAMPLES OF MODIFICATION MESSAGES

1N01HEADER.MV.MD1012600.NIC/V000032699.OCA/A222.VMO/BON.VCO/BRO

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/V000032699

The above modification example contains: header (1N01HEADER), message key (MV),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and
OCA/A222), the fields being modified, and the data being changed (VMO/BON,
VCO/BRO).

1N01HEADER.MV.MD1012600.NIC/V126431001.OCA/2501.LIC/.LIS/.LIY/.LIT/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/V126431001

The above modification example contains: header (1N01HEADER), message key (MV),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/V126431001 and
OCA/2501), and indicates data (only license plate information) to delete.
3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The modify transaction must contain two record identifiers. For a stolen vehicle or felony
vehicle record, the first identifier must be one of the following: NIC, LIC, or VIN. The
second identifier must always be the OCA. Each identifier must be preceded by its MFC.

3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a vehicle record to indicate that the record has been validated. When data are entered
into the VLN Field, NCIC stores the current date in the Date of Last Validation (VLD) Field
of the record. If the user attempts to delete or modify the VLN Field to all blanks, the
message will be rejected. The acknowledgment for the modify message containing VLN
 Field data will indicate the record has been validated. Each CSA can determine the specific
data to be included in the VLN Field for the validation of the record. For example:

1N01HEADER.MV.MD1012600.NIC/V126431001.OCA/2501.MIS/CAR WAS BUILT AS A

KIT.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/V126431001

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid, for example,
a record that resulted from a fictitious or false theft report. The MKE XV must be used to
cancel a stolen vehicle record; the MKE XF must be used to cancel a felony vehicle record.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XV.MD1012600.NIC/V000032699.OCA/A222.19991205.NOT STOLEN

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/V000032699

The above cancellation example contains: header (1N01HEADER), message key (XV),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and
OCA/A222), date of cancellation (19991205), and reason for property record removal (NOT
STOLEN).

When a vehicle record is canceled, the entire record including all data appended to the record
by means of an add-on record entry is automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The cancel transaction must contain two record identifiers. For a stolen vehicle or felony
vehicle record, the first identifier must be one of the following: NIC, LIC, or VIN. The
second identifier must always be the OCA. Each identifier must be preceded by its MFC. The
Date of Cancellation (DOC) must follow the two record identifiers. DOC must be the current
date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR NCIC CANCELLATION

When canceling a record in NCIC, the user is expected to enter the Reason for Property Record
Removal (RPP). The RPP Field is entered directly after the DOC Field. For a cancel transaction,
the RPP value will be either CASE DROPPED or NOT STOLEN.

4.6 AUTOMATIC NOTIFICATION OF RECORD CANCELLATION

NCIC will automatically search the appropriate NCIC databases for duplicate vehicle
records. If the VIN and VMA Fields of the record being canceled match another record or the
LIC and either LIS, LIY, or LIT Fields match another record, a $.D. administrative message
will be sent to the ORI of the duplicate record. Additional information on administrative
messages can be found in the Introduction chapter of this manual.
 SECTION 5--INQUIRY

5.1 EXAMPLES OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

Vehicle data contained in QV, ZV, QW, QWA, QWE, QWF, QWS, QWI, or ZW inquiries
will automatically search all NCIC files that may include LIC and VIN data.

1N01HEADER.QV.WA1230000.LIC/ABC123.LIS/MD.VIN/2P4555P026483.VMA/PONT

Negative Response:

1L01HEADER
WA1230000

NO RECORD LIC/ABC123 LIS/MD

NO RECORD VIN/2P4555P026483

Positive Response:

1L01HEADER
WA1230000

MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/2P4555P026483 VYR/1995
VMA/PONT VMO/BON VST/SW VCO/BRO DOT/19990921
OCA/2325
MIS/DENT IN REAR LEFT FENDER
OAN/1234567891234
OPT/IN AS OF 20120806
NIC/V000032699 DTE/19990930 1432 EDT DLU/20120806 1600 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI

It is essential that all identifying data in positive responses be compared with the suspect
vehicle before further action is taken.

For any inquiry transaction containing a 17-character VIN, the check-digit edit will be
performed and matching record(s) will be provided. However, if the VIN does not conform
with the edit, a caveat will be returned advising that the VIN may contain erroneous data. For
example, in addition to a positive or negative response, the following caveat may also be
received:

***VERIFY VIN/1K742GOD5432123; IT DOES NOT CONFORM TO

VIN STANDARDS FOR 1981 AND LATER VEHICLES.

An inquiry can contain up to a maximum of three VINs separated by commas with no spaces.
When an inquiry contains multiple VINs, the System will compute the check digit in each
VIN.
 Example:

1N01HEADER.QV.WA1230000.VIN/WG723KlK6E7654321,1K742B2GOD5432123,1GB8272KOF1234567

Negative Response:

1L01HEADER
WA1230000

NO RECORD VIN-SER-OAN/WG723KlK6E7654321 OR 1K742B2GOD5432123 OR 1GB8272KOFL234567

***VERIFY VIN/1K742B2GOD5432123; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.
***VERIFY VIN/1GB8272KOF1234567; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.

Positive Response:

L01HEADER
WA1230000

MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/WY LIY/1997 LIT/PC
VIN/WG723KlK6E7654321 VYR/1996
VMA/FORD VMO/MUS VST/2D VCO/BLU DOT/19991010
OCA/18273645
MIS/DENT IN REAR LEFT FENDER
OAN/0192837465VA
OPT/IN AS OF 20120806
NIC/V723005317 DTE/19991012 EST DLU/20120806 1400 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI

NO RECORD VIN-SER-OAN/1K742B2GOD5432123 OR 1GB8272KOF1234567

***VERIFY VIN/1K742B2GOD5432123; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.
***VERIFY VIN/1GB8272KOF1234567; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.

5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1 -20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE MAKE SET VMA 4 CODE AS
DEFINED IN
2-24 NCIC CODE
MANUAL
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT

5.3 REQUIREMENTS FOR INQUIRY

Inquiries can be made using the NIC only, or LIC, VIN, and OAN either separately or in
combinations, such as VIN and OAN or LIC and VIN, etc. Each identifier must be preceded
by its MFC. However, when making an inquiry using the OAN, the VIN must be used. Up to
three numbers may be included after VIN/ (e.g., VIN, OAN, and SER). Each number must be
separated by a comma with no space. An inquiry of this type will search the VIN, SER, and
OAN Fields of all Vehicle and Vehicle/Boat Part File records, as well as the VIN Field of all
person records. The LIS and VMA are not required for a vehicle inquiry but should be
included. Using the LIS will limit the search to records on file containing matching LIS
information and prevent unnecessary $.H. administrative messages from being generated.
NCIC searches felony vehicle records using LIC only.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. If a VIN is more than eight characters, the NCIC VIN search method uses the rightmost
eight characters of the VIN. Complete VINs should be used for inquiry whenever
available. A caveat will appear to warn agencies which receive a positive vehicle
response that any match(s) is not exact as to all VIN characters. The following will
appear at the beginning of the record immediately before the message key translation:

RECORD NIC/V123456789 IS BASED ON PARTIAL VIN SEARCH - VERIFY ALL DATA BEFORE
TAKING FURTHER ACTION BASED ON THIS RECORD

2. If a LIC is more than eight characters, the NCIC LIC search method uses the leftmost
eight characters of the LIC. Complete LICs should be used for inquiry whenever
available. A caveat will appear to warn agencies which receive a positive vehicle
response that any match(s) is not exact as to all LIC characters. The following will
appear at the beginning of the message immediately before the message key translation:
 RECORD NIC/V123456789 IS BASED ON A PARTIAL LIC SEARCH - VERIFY ALL DATA BEFORE
TAKING ACTION BASED ON THIS RESPONSE

3. A QV, QVB, ZV, QW, QWA, QWE, QWF, QWS, QWB, or ZW inquiry that contains
LIC or VIN will retrieve a Boat File record with a matching LIC or VIN in the boat
supplemental trailer record. Inquiries with VIN will also retrieve any part (EP, EBP, EPS)
record regardless of category, with a matching SER or OAN.

4. An inquiry containing only license plate data can provide a secondary hit response from
other NCIC files when the primary hit contains VIN. When this happens, another
computer search is automatically generated on the VIN contained in the record response.
The automatic second search may retrieve up to 15 records from the Vehicle,
Vehicle/Boat Part Files and/or person files if they contain a matching VIN, SER, or
OAN, regardless of the LIC data used in the original inquiry.

5. If the initial inquiry on license plate data retrieves a person record with identical license
data, a second search will be performed on the base VIN (or the oldest supplemental VIN
if there is no base VIN), the base SOC, or the FBI Number/UCN.

6. An inquiry containing VIN or LIC can provide a secondary hit response from the NCIC
person files when the primary hit contains a SOC or FBI Number/UCN. When this
happens, another search is automatically generated on the SOC and/or FBI Number/UCN
contained in the record response. The automatic second search may retrieve up to 15
matches of each from the person files for SOC or FBI Number/UCN regardless of the
VIN or LIC data used in the original inquiry.

7. An inquiry that results in a positive hit response on a vehicle record with expired license
plate data will generate a warning caveat as part of the response to agencies. The
following will appear at the beginning of the record before the message key translation:

WARNING - THE FOLLOWING STOLEN VEHICLE RECORD CONTAINS EXPIRED LICENSE PLATE
DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

8. 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.

9. If a hit response contains expired license plate information, the following caveat will be
included:

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE DATA. USE
CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.
 10. The following caveat will be included in a felony vehicle response when the inquiry is
made on LIC or LIC/LIS:

RECORD NIC/V123456789 IS BASED ON LIC SEARCH ONLY (LIS NOT SEARCHED)

VERIFY ALL DATA BEFORE TAKING FURTHER ACTION BASED ON THIS RESPONSE.

5.5 ADDITIONAL GUIDELINES FOR NCIC INQUIRY

1. IMAGE INDICATOR (IND)

Inquiries submitted in an NCIC format may contain an Image Indicator (IND) to specify
whether an image should be returned if available. If the IND is Y, an image related to
each primary hit response, if available, will be returned (i.e., one identifying image for a
vehicle record, one mugshot for a person record). If IND is not entered, the field will
default to an N.

1N01HEADER.QV.WA1230000.LIC/ABC123.LIS/MD.VIN/2P4555P026483.VMA/PONT.IND/Y.

The following would be returned after the immediate confirm caveat for a generic vehicle
image:

IMR/VVMO:BON VST:SW
VYR:1995 VMA:PONT
IMN:I000001222 GENERIC VEHICLE
MIS: PHOTO PROVIDED BY MANUFACTURER

00256
<image>.

The Image Response (IMR) is composed of the following data: IMT (V for generic
image) and standard vehicle MFCs (VST , VYR , and VMA). The IMN is next, followed
by the image description (GENERIC VEHICLE). Following is the Image MIS Field, then
image size in bytes (00256), and, last, the <image> would be replaced with the actual
image.

The following would be returned after the immediate confirm caveat for an identifying
vehicle image:

IMR/IVIN:2P4555P026483 LIC:ABC123 LIS:MD

VYR:1995 VMA:PONT
NIC:V000032699 IMN:I000031222
MIS: PHOTO SHOWING UNIQUE PAINT SCHEME

00512
<image>.

The Image Response (IMR) is composed of the following data: IMT (I for identifying
image) and standard vehicle MFCs (LIC, LIS, VYR, and VMA). The NIC of the base
record is next, followed by the IMN. Following the IMN is the Image, MIS Field, then
 image size in bytes (00512), and, last, the <image> would be replaced with the actual
image.

2. RELATED SEARCH HIT (RSH)

Inquiries may also contain a RSH Field. If the RSH is Y, secondary hit responses will be
returned for all linked records. The NCIC System links records when: 1) ORI/OCA
matches the primary hit response and the dates of entry for those records are within 30
days of each other and 2) the LKI/LKA are the same as ORI/OCA contained in the
primary hit response.

If the hit response contains more than ten secondary hit responses, the following will be
included in the response 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.

5.6 BATCH INQUIRY (QVB)

1. The NCIC batch inquiry allows users to create a file of individual QV/ZV inquiries in
one message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of
the inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to
each response SEQUENCE NUMBER: <SEQ> will be returned to identify those
responses that follow as coming from the inquiry with that sequence number. For
example:

1N01HEADER.QVB.DC1014300.001.VIN/WG723K1K6E7654321&002.LIC/ABC123.LIS/MD.VIN/2P
4555PO2683&005.VIN/1K742B2GOD5432123&010.NIC/V123456789

Acknowledgment:

1L01HEADER
DC1014300
BATCH INQUIRY RECEIVED

2. The sequence numbers, as shown in the example, do not have to be sequential (001, 002,
005, 010), but they have to be unique. The HDR, ORI, MKE, and sequence number are
entered without the MFC. The identifiers available in the QV/ZV inquiry are available for
use in the QVB message, including the IND and the RSH indicators, and are preceded by
the proper MFC.

3. There is a limit of 1800 characters for a batch inquiry, including the header and all
control characters.
 4. The results of the batch inquiry are transmitted via a file to be retrieved by the user. The
maximum number of inquiry batched records is 2,000. If the maximum number is
exceeded, the Introduction chapter of this manual provides the necessary message
translation. The user is notified of the file by the $.B. administrative message. The
following is an example of the contents of a file:

1L01HEADER
DC1014300

SEQUENCE NUMBER: 001

NO RECORD VIN/WG723K1K6E7654321

SEQUENCE NUMBER: 002

MKE/STOLEN VEHICLE
ORI/MD1012600 LIC/ABC123 LIS/MD LIY/1999 LIT/PC
VIN/2P4555PO2683 VYR/1996
VMA/FORD VMO/MUS VST/2D VCO/BLU DOT/20000110
OCA/ABC123
MIS/DENT IN LEFT REAR FENDER
OAN/0192837465VA
NIC/V723005317 DTE/20000112 1400 EST DLU/20000115 1400 EST
ORI IS ANY CITY PD MD 301 555-1212
IMMED CONFIRM RECORD WITH ORI

SEQUENCE NUMBER: 005

NO RECORD VIN/1K742B2GOD5432123
***VERIFY VIN/1K742B2GOD5432123; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES

SEQUENCE NUMBER: 010

NO RECORD NIC/V123456789

5.7 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit may not be probable cause to arrest. However, a hit confirmed with the ORI
may be adequate grounds to take possession of a vehicle.

2. When an agency receives a record(s) in response to an NCIC inquiry, and the

whereabouts of the stolen vehicle inquired upon is known, and the vehicle inquired upon
appears to be identical with one or more of the records, the agency that can seize the
stolen vehicle must contact the ORI of each record(s) to confirm the hit(s) prior to seizing
the vehicle.

3. "To confirm the hit" means to verify that the theft report is still outstanding, to verify that
the vehicle inquired upon is identical to the vehicle in the record, and to obtain
information concerning the return of the vehicle to the rightful owner.

4. Standard hit confirmation procedures should be followed when a hit is received on a

record for a vehicle subject to seizure. When the vehicle is located within the United
 States, the law enforcement officer should take possession of the vehicle. The officer
must also contact either the entering agency or the office of the United States Marshals
Service to execute the seizure order. When the vehicle is located outside of the United
States, the law enforcement officer should contact the entering agency to determine if that
agency will retrieve the vehicle.

5. This system is based on two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

5.8 CANADIAN VEHICLE INDEX INFORMATION

1. NCIC maintains an interface with the Canadian Police Information Centre (CPIC) that
allows searchable identifiers in CPIC records to be transmitted to NCIC for storage and
access, creating the Canadian Vehicle Index (CVI). The CVI contains stolen boat, part,
vehicle, and license plate records, including U.S. registered vehicles and boats stolen in
Canada. Based on the CVI response, the inquiring agency should perform an NLETS
transaction to obtain current record information in CPIC, then perform any required hit
confirmation. Canadian agency names, addresses, and telephone numbers may be
obtained through a QO inquiry.

2. When a U.S. user queries NCIC and the query hits on a CPIC record, the user will receive
the following message as a hit response:
Positive Response:

YOUR TRANSACTION IS A POSSIBLE MATCH WITH AN INDEX RECORD FOR A FELONY VEHICLE
IN CANADA WITH THE FOLLOWING IDENTIFIERS: ORI/BC1234567 VIN/CAN1234567890
LIC/ABC123 LIS/AB. ADDITIONAL INFORMATION MAY BE OBTAINED VIA NLETS USING A VQ
OR XQ TRANSACTION.INTERNATIONAL USERS CONTACT INTERPOL OTTAWA.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

1. Any agency, except the agency that entered the record, that recovers a vehicle which is
indexed in NCIC must place a locate message on the active vehicle record(s). When an
agency receives a record or multiple records in response to an inquiry, the agency that
can seize the stolen vehicle must contact the ORI of each record possibly identical with
the vehicle in question to confirm the hit. Following confirmation with the originating
agency, a locate message must be transmitted for each record on file for the vehicle.
 2. The MKE LV should be used for locating a stolen vehicle record; the MKE LF for
locating a felony vehicle record.

3. Once a Vehicle File record has had a locate placed on it, it cannot be modified.

6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LV.WA1230000.NIC/V000032699.OCA/2325.19991205.5865.HIT NCIC
19991204...10000.4000.9000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/V000032699

The above locate example contains: header (1N01HEADER), message key (LV), recovering
agency identifier (WA1230000), two record identifiers (NIC/V000032699 and OCA/2325),
date of recovery (19991205), recovering agency case number (5865), and benefits and
effectiveness data: reason for property record removal (HIT NCIC 19991204), value of
property recovered (10000), value of other recovered property (4000), and value of recovered
contraband (9000).

When a locate message is transmitted for a Vehicle File record, the message key translation
changes from STOLEN VEHICLE to LOCATED STOLEN VEHICLE, or from FELONY
VEHICLE to LOCATED FELONY VEHICLE, and the date of recovery, recovering agency
ORI, and recovering agency OCA are added to the record.

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The locate transaction must contain two record identifiers. For a stolen vehicle or felony
vehicle record, the first identifier must be one of the following: NIC, LIC, or VIN. The
second identifier must always be the OCA. Each identifier must be preceded by its MFC. The
OCA used to identify the record must be the OCA of the agency that entered the record. This
OCA is contained in the NCIC response to the apprehending/locating agency inquiry. The
date of recovery and recovering agency case number must be entered, in that order, and are
not preceded by the MFC.

6.5 ADDITIONAL GUIDELINES FOR LOCATE

1. Ten days after a record is located, it is retired.

 2. The FBI CJIS staff permits the NICB to locate an NCIC Vehicle File record
(MKE/LOCATED VEHICLE) when NICB receives information concerning the recovery
of a stolen vehicle and an inquiry reveals that the NCIC record is in active status
(MKE/STOLEN VEHICLE).

3. Any agency that receives a notification message based upon an NICB locate should
contact the recovering agency to obtain details concerning the recovery. The NICB
should be considered a secondary contact.

4. There are no locate procedures for CVI records.

5. Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period. Additional
information on benefits and effectiveness data can be found in the Introduction chapter of
this manual.

6.6 AUTOMATIC NOTIFICATION OF LOCATE

1. When an agency places a locate against another agency's record, NCIC will automatically
notify the entering agency through a $.L. administrative message.

2. NCIC will automatically search the appropriate NCIC databases for duplicate vehicle
records. If the VIN and VMA Fields of the record being located match another record or
the LIC and either LIS, LIY, or LIT Fields match another record, a $.D. administrative
message will be sent to the ORI of the duplicate record.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

1. Clearance of a record is restricted to the agency that entered the record. A clear message
is transmitted:

1. When the agency recovering the vehicle is the agency that entered the record.

2. When the agency that entered the record is officially advised that the vehicle has been
recovered by another agency.

3. The appropriate MKE must be used to clear a vehicle record. MKE/CV must be used to
clear a stolen vehicle record; MKE/CF must be used to clear a felony vehicle record.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CV.MD1012600.NIC/V000032699.OCA/A222.19991005.WA1230000.5865.HIT NCIC
19991003.4..1500..1000
 Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/V000032699

The above clear example contains: header (1N01HEADER), message key (CV) Originating
Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and OCA/ A222),
date of recovery (19991005), the recovering agency identifier (WA1230000), the recovering
agency case number (5865), and benefits and effectiveness data: reason for property record
removal (HIT NCIC 19991003), number of persons apprehended (4), value of recovered
property (1500), and value of recovered contraband (1000).

7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC,
IDENTIFIER
SPECIAL
CHARACTERS
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The clear transaction must contain two record identifiers. For a stolen vehicle or felony
vehicle record, the first identifier must be one of the following: NIC, LIC, or VIN. The
second identifier must always be the OCA. Each identifier must be preceded by its MFC.

7.5 ADDITIONAL GUIDELINES FOR CLEAR

There are two circumstances that require unique record formats to clear a vehicle file record.

1. If the agency that entered the record recovers the vehicle, only the date of recovery
(which cannot be prior to the date of theft) must be entered following the two record
identifiers. Additionally, benefits and effectiveness data should be included.

2. If the vehicle file record is located by an agency other than the entering agency and:

1. The record being cleared is in a located status (MKE/LOCATED VEHICLE or

MKE/LOCATED FELONY VEHICLE), only the date of clear would be entered
following the two record identifiers.

2. The record being cleared is in an active status (MKE/STOLEN VEHICLE or

MKE/FELONY VEHICLE), the date of clear followed by the recovering agency's
identifier and the recovering agency's case number, in that order, without field codes
would be entered after the two record identifiers. Additionally, benefits and
effectiveness data should be included.
 3. Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period.

7.6 AUTOMATIC NOTIFICATION OF CLEAR

NCIC will automatically search the appropriate NCIC databases for duplicate vehicle
records. If the VIN and VMA Fields of the record being cleared match another record or the
LIC and either the LIS, LIY, or LIT match another record, a $.D. administrative message will
be sent to the ORI of the duplicate record.
 NCIC Operating Manual
VEHICLE/BOAT PART FILE

INTRODUCTION

1.1 DEFINITION
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 VALIDATION
1.6 MESSAGE FIELD CODES AND EDITS
1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.8 AUTOMATIC NOTIFICATION OF ENTRY
1.9 IMAGE CAPABILITY
1.10 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLES OF VEHICLE/BOAT PART ENTRIES

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD EDITS FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR CANCELLATION
INQUIRY

5.1 REQUIREMENTS FOR INQUIRY

5.2 MESSAGE FIELD CODES FOR INQUIRY (QV)
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH INQUIRY (QVB)
5.6 PROCEDURES FOR HANDLING A HIT
5.7 CANADIAN VEHICLE INDEX INFORMATION

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURES
6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE
6.7 AUTOMATIC NOTIFICATION OF LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURES
7.6 ADDITIONAL GUIDELINE FOR NCIC CLEAR
7.7 AUTOMATIC NOTIFICATION OF CLEAR
 SECTION 1--INTRODUCTION

1.1 DEFINITION

A part is defined as any serially-numbered component from a vehicle or boat, and ownership
documentation for a vehicle or boat.

1.2 CRITERIA FOR ENTRY

1. A stolen vehicle/boat part may be entered if a theft report has been made. The entering
agency must maintain the entry in an up-to-date status. The agency holding the theft
report should enter the record. An agency in the state of registry may enter a record for a
vehicle/boat part stolen in another state only after an inquiry, conducted after a
reasonable period of time, discloses no record in NCIC has been entered by the agency
holding the theft report. In this instance, the agency in the state of registry must enter the
identity of the agency holding the theft report in the Miscellaneous (MIS) Field.

2. A stolen vehicle identification number (VIN) plate, certificate of origin/certificate of title

(blank or associated with a vehicle), or a serially-numbered backhoe, hay baler, engine,
transmission, battery, carburetor, door, bumper, hubcap, etc., may be entered in the
Vehicle/Boat Part File as stolen if a theft report is on file. AM/FM/CB radios, tape
players, and other entertainment devices should not be entered in the Vehicle/Boat Part
File but may be entered in the Article File.

3. Agencies must have a theft report (electronic or hard copy) on file to support a
vehicle/boat part entry. All NCIC entries should be made only by the agency holding the
theft report and having primary jurisdiction over the place of actual theft. An exception to
this occurs when a criminal justice agency or regional dispatch center acts as holder of a
record for another agency which has no telecommunications equipment. Only when there
is a written agreement between the two agencies which delineates the legal responsibility
for the record can the agency holding the record place its own ORI in the ORI Field when
the entry is made. Additional information concerning these responsibilities can be found
in the Introduction of this manual.

4. In addition, data of investigative interest pertaining to stolen vehicles/boat parts

transported into the United States may be entered by an agency having sufficient
documentation to be responsible for the record.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EP STOLEN VEHICLE/BOAT PART
Modify MP
Cancel XP
Inquiry QV
 ZV
QVB
QB
ZB
QBB
Locate LP LOCATED VEHICLE/BOAT
PART
Clear CP

If it is desired that a stolen vehicle/boat part be held for latent fingerprint examination, -P
should be entered as part of the MKE, for example, EP-P which translates as STOLEN
VEHICLE/BOAT PART - HOLD FOR LATENTS.

1.4 RECORD RETENTION PERIOD

1. If a stolen vehicle/boat part record remains on file for 90 days and it does not contain a
SER and OAN, the record is retired.

2. Stolen Vehicle/Boat Part File records which contain a SER or OAN will remain on file
for the balance of the year entered plus 4 years. Following this retention period, the
records in the Vehicle/Boat Part File are retired. For example, a Vehicle/Boat Part File
record entered in 1996 would be retired January 1, 2001.

3. Exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file. Additional information on serious errors can be found in
the Introduction chapter of this manual.

4. Ten days after a vehicle/boat part record is located, it is retired.

1.5 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.
1.6 MESSAGE FIELD CODES AND EDITS

Code Field Edits

BRA Brand Name Must be a valid NCIC -assigned BRA or VMA code
as listed in Vehicular or Boat Data Codes, NCIC
Code Manual. If the BRA is PART, the CAT cannot
be CF, CT, EN, OB, or TN.
CAT Category Must be a valid NCIC assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If the
CAT is OB, then the VYR, the EPD, and the SER
are mandatory
DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD)
less than or equal to current date plus one day or
equal to or less than current date.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD)
equal to current date or current date minus one.
DOR Date of Recovery Must be valid Gregorian date (YYYYMMDD)
equal to or less than current date.
DOT Date of Theft Must be a valid Gregorian date (YYYYMMDD).
Cannot be greater than the current date.
EPD Engine Power or Must be a valid NCIC assigned code as listed in
Displacement Vehicular Data Codes, NCIC Code Manual. May be
one to four numerics followed by one alphabetic
which must be C, H, I, L, or P. This field can only
be filled if the CAT is EN or OB. If the CAT is
OB, then the EPD is mandatory.
IMN Image NCIC Number A self-checking number consisting of an alphabetic
character (I in the Image File) followed by nine
numeric characters automatically assigned by NCIC
to each accepted record. Must have valid check
digits when used to identify a record in a subsequent
message.
IMT Image Type Must be a V representing a generic vehicle when
associating a vehicle record to an image. May be a
V or an I when deleting an association to an image.
IND Image Indicator Must be Y or N.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros
only, a single alphabetic only or the word NONE.
The first seven characters of the LKA cannot equal
the first seven characters of the LKI. The only valid
special character is the hyphen. The LKA must be
valid for the LKI. (There must be an ORI and
matching OCA in the System).
LKI Linkage Agency Identifier Must be a valid NCIC-assigned ORI.
MIS Miscellaneous Must contain a description of the boat or vehicle
part. If a generic BRA code is used, the MIS Field
must include the manufacturer's name.
MKE Message Key Must be a valid message key.
NIC NCIC Number A self-checking number consisting of an alphabetic
character (V for vehicle/boat part and R for
Canadian Vehicle Index records) followed by nine
numeric characters automatically assigned by NCIC
to each accepted record. Must have valid check
digits when used to identify a record in a subsequent
transaction.
NOA Notify Originating Agency Must be Y or N. NCIC will default to N if the field
is left blank.
NPA Number of Persons Count of persons arrested as a result of locating the
Apprehended stolen part in record being located. Can be entered
only if RPP is entered. Must be blank or 0 if RPP is
OTHER MEANS or PREVIOUSLY LOCATED.
NPF Number of Missing First three characters must be numeric. The fourth
Persons Found must be J for Juvenile, or O for other missing
person. The fifth character must be I or N for
individual indexed or not indexed in NCIC. Can be
entered only if RPP is entered. Must be blank or 0 if
RPP is OTHER MEANS or PREVIOUSLY
LOCATED.
OAN Owner-Applied Number Single zero only, run of zeros only, single
alphabetic only, or run of alphabetics only cannot be
used. The OAN cannot be identical to the SER.
OCA Originating Agency Case Must not contain a single zero only, a run of zeros
Number only, a single alphabetic only, the word NONE, or
the first seven characters of the ORI Field. The only
valid special character is the hyphen.
ORI Originating Agency Must be a valid NCIC -assigned ORI.
Identifier
RCA Recovery Agency Case Must not contain a single zero only, run of zeros
Number only, alphabetic only, or the word NONE. The only
valid special character is the hyphen. The first seven
characters of the RCA cannot equal the first seven
characters of the RRI.
RPP Reason for Property Must be a valid NCIC -assigned code as listed in the
Record Removal Introduction chapter of this manual.
RRI Recovering Agency Must be a valid NCIC -assigned ORI.
Identifier
RSH Related Search Hit Must be Y or N.
SER Serial Number Single zero only, run of zeros only, single
alphabetic only, or run of alphabetics only cannot be
used. Cannot be identical to the OAN. If the CAT is
OB, then the SER is mandatory.
VLN Name of Validator Any valid character representing validator.
VNP Value of Recovered Fair market value (in whole dollars) of the part
Property when it was recovered. Can be entered only if RPP
is entered. Must be blank or 0 if RPP is OTHER
MEANS or PREVIOUSLY RECOVERED.
VOR Value of Other Recovered Fair market value (in whole dollars) of the property
Property recovered in addition to the stolen part identified in
the record. Can be entered only if RPP is entered.
Must be blank or 0 if RPP is OTHER MEANS or
PREVIOUSLY RECOVERED.
VRC Value of Recovered Fair market value (in whole dollars) of any
Contraband contraband recovered as a result of recovering the
stolen partwhich is identified in the record. Can be
entered only if RPP is entered. Must be blank or 0 if
RPP is OTHER MEANS or PREVIOUSLY
RECOVERED.
VYR Vehicle Year If the CAT is OB, then the VYR is mandatory. If
the year is unknown, UNKN must be entered.

1.7 CRITERIA FOR REJECTING DUPLICATE RECORDS

1. If the OAN, OCA, and ORI Fields of a stolen vehicle/boat part message are the same the
second entry will be rejected with the message REJECT ON FILE.

2. If the SER, BRA, CAT, and ORI Fields or the OAN, BRA, CAT, OCA, and ORI Fields
of a stolen vehicle/boat are the same as those field codes of a part record already on file,
the second record entry will be rejected.

3. Whenever the message REJECT ON FILE is sent, the record on file will also be
transmitted.

1.8 AUTOMATIC NOTIFICATION OF ENTRY

When an agency enters, clears, cancels, modifies, or locates, or the System purges a stolen
vehicle/boat part record (except VMA=AERO), NCIC will automatically notify the NICB
through a $.8. administrative message. If the VMA is AERO, NCIC will automatically notify
the Department of Justice through a $.8. JUST/EPIC Aircraft administrative message.
Additional information on administrative messages can be found in the Introduction chapter
of this manual.

If a vehicle has license data, a $.8. Out-of-State Notification will be sent automatically as
necessary.
1.9 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.10 -- INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLES OF VEHICLE/BOAT PART ENTRIES

1. Example of a Stolen Vehicle/Boat Part Entry With Serial Number (SER)

1N01HEADER.EP.MD1012600.1563229C.FORD.CT..19990922.1999-1234...REC/MUSTANG
TITLE/VIN-7F02Y00997.N

Acknowledgment:

1L01HEADER
MD1012600
NIC/V761479101 SER/1563229C
OCA/1999-1234

2. Example of a Stolen Vehicle/Boat Part Entry with Owner-applied Number (OAN)

1N01HEADER.EP.MD1012600..MASS.HY.EF026452016.19990922.1999-2345...MASSEY-
FERGUSON HAY BALER.

Acknowledgment:

1L01HEADER
MD1012600
NIC/V761480064 OAN/EF026452016
OCA/1999-2345

3. Example of a Stolen Vehicle/Boat Part Entry with SER and OAN

1N01HEADER.EP.MD1012600.1J6543H81.EVIN.OB.SM2468387.19990922.1999-
3456...EVINRUDE BOAT MOTOR.Y.15P.1974

Acknowledgment:

1L01HEADER
MD1012600
NIC/V761480370 SER/1J6543H81
OCA/1999-3456
2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
BRAND NAME MANDATORY BRA 2-4 CODE AS
DEFINED IN
NCIC CODE
MANUAL
CATEGORY MANDATORY CAT 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
OWNER-APPLIED CONDITIONAL OAN 1-20 ALPHABETIC,
NUMBER NUMERIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
MISCELLANEOUS MANDATORY MIS 1-200 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-15 ALPHABETIC
ORIGINATING
AGENCY FLAG
ENGINE POWER OR LDNOITIDNOC EPD 2-5 ALPHABETIC,
DISPLACEMENT NUMERIC
SPECIAL
CHARACTERS
VEHICLE YEAR CONDITIONAL VYR 4-4 ALPHABETIC,
NUMERIC

2.3 MANDATORY FIELDS FOR ENTRY

Stolen vehicle/boat part entries require the following fields: HDR, MKE, ORI, BRA, CAT,
DOT, OCA, a brief description of the stolen part in the MIS Field, and at least one of the
following numeric identifiers: SER or OAN.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The agency entering the record must account for all fields in the Vehicle/Boat Part File
record format. All available data should be entered when the original entry is made. If
there are data known that do not fit into a specific data field, then the MIS Field should
be used. The MIS Field should only be used for information that cannot be placed in
another data field. Missing data obtained at a later time should be promptly added
through the use of a modify message (MKE/MP).

2. Serialized truck-mounted campers (including shell type) should be entered in the

Vehicle/Boat Part File. In NCIC the mounted camper should be entered as a part (EP)
with the same OCA as that in the Vehicle File truck record. Unmounted serialized
campers should be entered as a base part (EP) record. When a truck-mounted camper is
not serialized, only a record for the truck should be entered in the Vehicle File with data
in the MIS Field that describe the camper and state that it was mounted on the truck at the
time of theft.

3. For training and administrative purposes, agencies may enter test records into NCIC
using the header TN01. The test records will not generate any notifications nor will batch
processing be performed in the test system.

4. When a stolen vehicle record is entered into NCIC, a vehicle/boat part record should not
be entered when the part serial number has the same last eight characters as the VIN.
When a stolen vehicle is partially located, users are encouraged to enter separate stolen
part records for the unrecovered parts. In instances when a stolen vehicle part serial
number does not have the same last eight characters as the VIN of the stolen vehicle,
separate entries can be made into the Vehicle/Boat Part File.
2.5 MESSAGE FIELD EDITS FOR ENTRY

1. SERIAL NUMBER (SER)

When a stolen vehicle/boat part is entered, the serial number of the part must be entered
in the SER Field. If an entry is for a stolen certificate of title, the title number should be
entered in the SER Field. If the part is a nonmotorized forklift, the serial number should
be entered in the SER Field. The vehicle identification number should be entered in the
SER Field when the stolen part is a VIN plate. If the CAT is OB, then the SER is
mandatory.

2. BRAND NAME (BRA)

1. Valid brand name codes for vehicle/boat parts are listed in Vehicular Data Codes,
NCIC Code Manual. Valid brand name codes for boat parts are listed in Boat Data
Code, NCIC Code Manual. BMA codes cannot be used in the BRA Field of a boat
part record. If the brand name for a part is not listed, the part may be entered using the
generic code PART, listing the true manufacturer's name in the MIS Field.

2. The BRA codes ENGN (engine) and TRMN (transmission) should be used for entry
of stolen engines and transmissions manufactured by companies other than vehicle
manufacturers. When the codes ENGN and TRMN are used in part records, the
complete brand name must be entered in the MIS Field.

3. For entry of a vehicle/boat part record for a stolen certificate of origin (CTO) or
certificate of title (CTT), the BRA code for the manufacturer of the vehicle which is
identified on the certificate should be used. For entry of a stolen blank CTO or CTT
with a preassigned serial number, the BRA code CERF should be used. For entry of a
stolen VIN plate, engine, or transmission, the BRA code for the make of the vehicle
from which the part was stolen, e.g., FORD, CHEV, PLYM, etc., should be used. The
same is true for any part entry for construction and/or farm and garden equipment
such as a bucket/scoop or harrow. These should be entered using the BRA code for
manufacturer of the equipment from which the part was stolen, e.g., DEER or MASS.

3. CATEGORY (CAT)

A valid two-character category code must be entered in the CAT Field of a stolen
vehicle/boat part entry. Valid codes can be found in Vehicular Data Codes, NCIC Code
Manual.

4. MISCELLANEOUS (MIS) DATA

If a stolen vehicle/boat part entry contains either the code PART, ENGN, or TRMN in
the BRA Field, the manufacturer's complete name must be entered in the MIS Field. A
brief description of the part must also appear in the MIS Field as shown in the examples
below:
  CAR RECOVERED VIN PLATE MISSING
 ONLY VIN PLATE STOLEN
 POWERGLIDE AUTOMATIC MISSING
 CERTIFICATE OF TITLE STOLEN

5. OWNER-APPLIED NUMBER (OAN)

The OAN Field is a 20-character searchable field. If the record entry also contains a SER,
it cannot be the same as the OAN.

Another use of the OAN Field occurs when the stolen vehicle/boat part has a unique
identification number which has been assigned in connection with a theft prevention
program. In such a case, the OAN may be entered as the only numeric identifier or in
addition to a SER.

6. ENGINE POWER OR DISPLACEMENT (EPD)

The EPD Field may only be used for part entries when the CAT Field code is EN
(engine) or OB (outboard motor). If the CAT Field is OB, then the EPD is mandatory.
The EPD Field is used to describe the size of the engine or motor, e.g., 750C for 750
cubic centimeters. Other units of measure are cubic inches -I, liters -L, horsepower -H,
and pounds of thrust -P.

When the engine power or displacement contains a fraction or decimal, the whole number
should be placed in the EPD Field, and the whole number plus the fraction or decimal
should be placed in the MIS Field.

7. 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).

8. VEHICLE YEAR (VYR)

The VYR must represent the production (model) year during which the vehicle/boat part
was manufactured. If the year of manufacture is unknown, the entering agency should
enter UNKN. If the CAT is OB, then the VYR Field is mandatory.

9. IMAGE DATA (IMN AND IMT)

The Image NCIC Number (IMN) must begin with an I and the Image Type (IMT) must
be V. If the IMT is not V, the message will be rejected as a field error. NCIC will verify
the generic image is an active record in the System by inquiring with the IMN. If the
 image is not found or the image is not stored as a generic type, the message will be
rejected.

10. LINKAGE DATA (LKI AND LKA)

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. In the entry message, the LKI and LKA Fields immediately follow the OCA
Field entry. The message will be rejected if the first seven characters of the LKA are the
same as the first seven characters of the LKI.

11. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the vehicle/boat part is known,
Y should be entered into the NOA Field. If the NOA is left blank, the field will default to
N.

The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

SECTION 3--MODIFICATION

3.1 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 an active vehicle/boat part record. A
vehicle/boat part record cannot be modified if the record is in a located status
(MKE/LOCATED PART).

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MP.MD1012600.NIC/V000032699.OCA/A222.BRA/HON.EPD/750C

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NIC/V000032699
 The above modification example contains: header (1N01HEADER), message key (MP),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and
OCA/A222), the fields being modified, and the data being changed (BRA/HON, EPD/750C).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The modification transaction must contain two record identifiers. For a stolen vehicle/boat
part record, the first identifier must be NIC or SER. The second identifier must always be the
OCA. Each identifier must be preceded by its MFC.

3.5 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a vehicle/boat part record to indicate that the record has been validated. When data
are entered into the VLN Field, NCIC stores the current date in the Date of Last Validation
Field of the record. If the user attempts to delete or modify the VLN Field to all blanks, the
message will be rejected. The acknowledgment for the modify message containing VLN
Field data will indicate the record has been validated. Each CSA can determine the specific
data to be included in the VLN Field for the validation of the record. For example:

1N01HEADER.MP.MD1012600.NIC/V126431001.OCA/2501.VLN/JONES, DAVID E
 Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NIC/V126431001

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid; for example,
it is determined that a record resulted from a fictitious or false theft report.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XP.MD1012600.NIC/V000032699.OCA/A222.19991205.NOT STOLEN

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NIC/V000032699

The above cancellation example contains: header (1N01HEADER), message key (XP),
Originating Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and
OCA/A222), date of cancellation (19991205), and reason for property record removal (NOT
STOLEN).

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER 1-20 SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The cancellation transaction must contain two record identifiers. For a stolen vehicle/boat
part record, the first identifier must be NIC or SER. The second identifier must always be the
OCA. Each identifier must be preceded by its MFC. Date of Cancellation (DOC) must follow
the two record identifiers. DOC must be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

When a record is canceled in an NCIC format, the user is expected to enter the reason for
property record removal (RPP). The RPP Field is entered directly after the DOC Field. For a
cancellation, the RPP value will be either CASE DROPPED or NOT STOLEN.

SECTION 5--INQUIRY

5.1 REQUIREMENTS FOR INQUIRY

Inquiries can be made using the NIC or VIN Fields. The VIN Field contains the OAN or SER
information. An inquiry of this type will search the VIN, SER, and OAN Fields of all
Vehicle/Boat Part File records and the VIN Field of all person records. Additional
information on inquiry can be found in the Vehicle File chapter.

5.2 MESSAGE FIELD CODES FOR INQUIRY (QV)

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
VEHICLE CONDITIONAL VIN* 1 -20 ALPHABETIC,
IDENTIFICATION NUMERIC
NUMBER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE OPTIONAL IND 1-1 ALPHABETIC
INDICATOR
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT

* The value of MFCs SER or OAN must be represented with the MFC VIN.

5.3 REQUIREMENTS FOR INQUIRY

In a stolen vehicle/boat part inquiry, the complete stolen vehicle/boat part serial number and
owner-applied number value must be entered as a VIN. For example:

1N01HEADER.QV.WA1230000.VIN/1563229C

Negative Response:

1L01HEADER
WA1230000

NO RECORD VIN/1563229C

Positive Response:

1L01HEADER
WA1230000

MKE/STOLEN PART
ORI/MD1012600 SER/1563229C BRA/FORD CAT/CT
DOT/19990922
OCA/1999-1234
MIS/REC/MUSTANG TITLE/VIN-7F02Y00997
NIC/V111115317 DTE/19990922 1340 EDT DLU/19991215 1600 EST
ORI IS ANY CITY PD MD 301 555-1234
IMMED CONFIRM RECORD WITH ORI

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. IMAGE INDICATOR (IND)

Inquiries submitted in an NCIC format may contain an Image Indicator (IND) to specify
whether an image should be returned if available. If the image indicator is Y, an image
related to each primary hit response, if available, will be returned (i.e., one identifying
image for a vehicle/boat part record, one mugshot for a person record). If IND is not
entered, the System will default to N.
 2. RELATED SEARCH HIT (RSH)

1. Inquiries may also contain a Related Search Hit (RSH) Field. If the RSH is Y,
secondary hit responses will be returned for all linked records. The NCIC System
links records when: 1) ORI/OCA matches the primary hit response and the dates of
entry for those records are within 30 days of each other and 2) the LKI/LKA are the
same as ORI/OCA contained in the primary hit response.

2. If the hit response contains more than ten secondary hit responses, the following will
be included in the hit response to indicate a file is being created with the additional
hits.

ADDITIONAL HITS AVAILABLE, FILE NOTIFICATION TO FOLLOW

3. A $.B. will then be sent to the ORI to identify the file name to be requested to retrieve
the additional hit responses. The File Transfer (FT) transaction in the Other
Transactions chapter of this manual contains additional information on retrieving the
file.

5.5 BATCH INQUIRY (QVB)

The NCIC batch inquiry allows users to create a file of individual QV/ZV inquiries in one
message. Each inquiry is delimited by a sequence number (SEQ) at the beginning of the
inquiry and an "&" as a separator. The SEQ is three numerics and is used to match the
responses (hit or no hit) to the specific inquiry from which they were generated. Prior to each
response SEQUENCE NUMBER: <SEQ> will be returned to identify those responses that
follow as coming from the inquiry with that sequence number. Additional information on
procedures for conducting batch inquiries can be found in the Vehicle File chapter.

5.6 PROCEDURES FOR HANDLING A HIT

1. An NCIC hit may not be probable cause to arrest. A hit confirmed with the ORI may be
adequate grounds to recover a vehicle/boat part.

2. When an agency receives a record in response to an NCIC inquiry, and the whereabouts
of the stolen vehicle/boat part inquired upon is known and the vehicle/boat part inquired
upon appears to be identical with one or more of the records, the agency that can seize the
stolen vehicle/boat part must contact the ORI of each record(s) possibly identical with the
vehicle/boat part in question to confirm the hit(s) prior to seizing the vehicle/boat part.

3. When an agency receives a record in response to an NCIC inquiry, and the whereabouts
of the stolen vehicle/boat part inquired upon is not known, the hit should not be
confirmed.

4. "To confirm the hit" means to verify that the theft report is still outstanding; to verify that
the vehicle/boat part inquired upon is identical to the vehicle/boat part described in the
record; and to obtain information concerning the return of the vehicle/boat part to the
 rightful owner.

5. This system is based on two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.

5.7 CANADIAN VEHICLE INDEX INFORMATION

1. NCIC maintains an interface with the Canadian Police Information Centre (CPIC) that
allows searchable identifiers in CPIC records to be transmitted to NCIC for storage and
access, creating the Canadian Vehicle Index (CVI). The CVI contains stolen boat, part,
vehicle, and license plate records, including U.S. registered vehicles and boats stolen in
Canada. Based on the CVI response, the inquiring agency should perform an NLETS
transaction to obtain current record information in CPIC, then perform any required hit
confirmation. Canadian agency names, addresses, and telephone numbers may be
obtained through a QO inquiry.

2. All inquiries that search the Boat File, Vehicle File and Vehicle/Boat Part File may
generate responses from the CVI. When a U.S. user queries NCIC and the query hits on a
CPIC record, the user will receive the following message as a hit response:

Positive Response:

YOUR TRANSACTION IS A POSSIBLE MATCH WITH AN INDEX RECORD FOR A STOLEN

VEHICLE/BOAT PART IN CANADA WITH THE FOLLOWING IDENTIFIERS: ORI/MB1012600
SER/12345678. ADDITIONAL INFORMATION MAY BE OBTAINED VIA NLETS USING A VQ OR
CBQ TRANSACTION. INTERNATIONAL USERS CONTACT INTERPOL OTTAWA.

SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

Any agency, except the agency that entered the record, that recovers a vehicle/boat part
which is indexed in NCIC must place a locate message on the active vehicle/boat part
record(s). When an agency receives a record or multiple records in response to an inquiry,
the agency that can seize the stolen vehicle/boat part must contact the ORI of each record
possibly identical with the vehicle/boat part in question to confirm the hit.

Following confirmation with the originating agency, a locate message must be transmitted
for each record on file for the vehicle/boat part.
6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LP.WA1230000.NIC/V000032699.OCA/2325.19991205.5865.HIT NCIC
19991204...500.4000.9000

Acknowledgment:

1L01HEADER
WA1230000
LOCATE NIC/V000032699

The above locate example contains: header (1N01HEADER), message key (LP), recovering
agency identifier (WA1230000), two record identifiers (NIC/V000032699 and OCA/2325),
date of recovery (19991205), recovering agency case number (5865), and benefits and
effectiveness data: reason for property record removal (HIT NCIC 19991204), value of
recovered property (500), value of other recovered property (4000), and value of recovered
contraband (9000).

When a locate message is transmitted for a Vehicle/Boat Part File record, the message key
translation changes from STOLEN PART to LOCATED STOLEN PART, and the date of
recovery, recovering agency ORI, and recovering agency OCA are added to the record.

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The locate transaction must contain two record identifiers. For a stolen vehicle/boat part
record, the first identifier must be NIC or SER. The second identifier must always be the
OCA. Each identifier must be preceded by its MFC. The OCA used as an identifier will be
that of the agency that entered the record as shown in the record received from NCIC in reply
to the apprehending/locating agency's inquiry. The date of recovery and recovering agency
case number must be entered, in that order, and are not preceded by the MFC.

6.5 LOCATE PROCEDURES

1. Ten days after a record is located, it is retired.

2. The FBI CJIS permits the NICB to locate an NCIC Vehicle/Boat Part File record (MKE/
LOCATED PART) when NICB receives information concerning the recovery of a stolen
vehicle/boat part and an inquiry reveals that the NCIC record is in active status
(MKE/STOLEN PART).

3. There are no locate procedures for CVI records.

6.6 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period. Additional
information on benefits and effectiveness data can be found in the Introduction chapter of
this manual.

6.7 AUTOMATIC NOTIFICATION OF LOCATE

When an agency places a locate against another agency's record, NCIC will automatically
notify the entering agency through a $.L. administrative message.

NCIC will automatically search the appropriate NCIC databases for duplicate vehicle/boat
part records. A $.D. administrative message will be sent to the ORI of the duplicate record.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency recovering the vehicle/boat part is the agency that entered the record.

2. When the agency that entered the record is officially advised that the vehicle/boat part
has been recovered by another agency.

7.2 EXAMPLE OF A CLEAR MESSAGE

1N01HEADER.CP.MD1012600.NIC/V000032699.OCA/A222.19991105.WA1230000.5865.HIT NCIC
19991105.4..1500..1000

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NIC/V000032699

The above clear example contains: header (1N01HEADER), message key (CP), Originating
Agency Identifier (MD1012600), two record identifiers (NIC/V000032699 and OCA/A222),
date of recovery (19991105), the recovering agency identifier (WA1230000), the recovering
agency case number (5865), and benefits and effectiveness data: reason for property record
removal (HIT NCIC 19991105), number persons apprehended (4), value of recovered
property (1500), and value of recovered contraband (1000).
7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC,
IDENTIFIER SPECIAL
CHARACTERS
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER
REASON FOR OPTIONAL RPP 10-21 ALPHABETIC,
PROPERTY NUMERIC
RECORD
REMOVAL
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING NUMERIC
PERSONS FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The clear transaction must contain two record identifiers. For a stolen vehicle/boat part
record, the first identifier must be NIC or SER. The second identifier must always be the
OCA. Each identifier must be preceded by its MFC.

7.5 CLEAR PROCEDURES

There are two circumstances that require unique record formats to clear a Vehicle/Boat Part
File record.

1. If the agency that entered the record recovers the vehicle/boat part, only the date of
recovery (which cannot be prior to the date of theft) must be entered following the two
record identifiers. Additionally benefits and effectiveness data should be included.

2. If the Vehicle/Boat Part File record is located by an agency other than the entering
agency and:

1. The record being cleared is in a located status (MKE/LOCATED VEHICLE/ BOAT

PART); only the date of clear would be entered following the two record identifiers.

2. The record being cleared is in an active status (MKE/STOLEN VEHICLE/ BOAT

PART), the date of clear followed by the recovering agency's identifier and the
recovering agency's case number in this order without field codes would be entered
after the two record identifiers. Additionally, benefits and effectiveness data should be
included.

7.6 ADDITIONAL GUIDELINE FOR NCIC CLEAR

Following the date of recovery and recovering agency case number, users are expected to
enter benefits and effectiveness data. The entry of benefits data is not MFC-dependent.
Therefore, any field not entered should be accounted for with a period.

7.7 AUTOMATIC NOTIFICATION OF CLEAR

NCIC will automatically search the appropriate NCIC databases for duplicate vehicle/boat
part records. A $.D. administrative message will be sent to the ORI of the duplicate record.
 NCIC OPERATING MANUAL
VIOLENT PERSON FILE

INTRODUCTION

1.1 BACKGROUND
1.2 CRITERIA FOR ENTRY
1.3 MESSAGE KEY (MKE) CODES
1.4 RECORD RETENTION PERIOD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 MESSAGE FIELD CODES AND EDITS
1.8 CRITERIA FOR REJECTING DUPLICATE ENTRIES
1.9 IMAGE CAPABILITY
1.10 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 ADDITIONAL GUIDELINES FOR ENTRY
2.5 MESSAGE FIELD CODES FOR ENTRY

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 MODIFICATION TO REMOVE VEHICULAR DATA
3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION

CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINES FOR CANCELLATION

NCIC Operating Manual – Violent Person File

INQUIRY

5.1 NCIC INQUIRY PROCESSING

5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND POSITIVE
RESPONSES
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 INQUIRY USING VEHICULAR DATA
5.6 PROCEDURES FOR HANDLING A HIT

LOCATE

CLEAR

SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A
SUPPLEMENTAL ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD
ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF SUPPLEMENTAL RECORD ALIAS AND OTHER
IDENTIFIERS CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF
ADDITIONAL IDENTIFIERS
8.12 NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA
CANCELLATION

NCIC Operating Manual – Violent Person File

 NCIC
VIOLENT PERSON FILE

SECTION 1—INTRODUCTION

1.1 BACKGROUND

The Violent Person File (VPF) was designed to alert law enforcement officers that an
individual they are encountering may have the propensity for violence against law
enforcement.

1.2 CRITERIA FOR ENTRY

An entry into the VPF should be made when at least one of the following criteria has been
met:

1. Offender has been convicted for assault or murder/homicide of a law enforcement officer,
fleeing, resisting arrest, or any such statute which involves violence against law
enforcement.

2. Offender has been convicted of a violent offense against a person to include homicide
and attempted homicide.

3. Offender has been convicted of a violent offense against a person where a firearm or
weapon was used.

4. A law enforcement agency, based on its official investigatory duties, reasonably believes
that the individual has seriously expressed his or her intent to commit an act of unlawful
violence against a member of the law enforcement or criminal justice community.

1.3 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EVP ENTER VIOLENT PERSON
EVPC ENTER VIOLENT PERSON-CAUTION
Modify MVP
Cancel XVP
Entry of supplemental ENVP
record
Cancellation of XNVP
supplemental record

*There is no specific MKE to query the Violent Person File; however, a wanted person
inquiry will return a hit response on this file if a match occurs. A caution indicator should be
added to the MKE EVP when it is known that a VPF subject is armed and dangerous, has
suicidal tendencies, has previously escaped custody, is a drug addict, or whatever is
NCIC Operating Manual – Violent Person File
 appropriate to the particular circumstances. The reason for the caution must be entered in the
Caution and Medical Conditions (CMC) Field.

1.4 RECORD RETENTION PERIOD

VPF records have an unlimited retention period. A VPF record will remain on file
indefinitely or until action is taken by the entering agency to cancel the record.

Other exceptions to the record retention periods will occur in the event a serious error is
detected in the record on file.

1.5 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 VPF record or supplemental record for the
year of entry plus 4 years from the date of entry of the base record regardless of when the
license plate data is entered. Entering agencies are not notified of records from which
expired license data are retired. If the purged license plate is the only searchable identifier in
the VPF record, the entire record will be removed, and the originating agency will not be
notified.

A nonexpiring license plate (LIY/NX) contained in a VPF record will remain on file until
action is taken by the originating agency to remove the license data or cancel the entire
record.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The VLN Field will be returned only when the requester is the entering agency, the CJIS
Systems Agency of the entering agency, the FBI, and in the $.C. Request for Validation
Notification and fixed format validation files. For all other responses, the VLN field is
suppressed.

1.7 MESSAGE FIELD CODES AND EDITS

Code Field Edits

AKA Alias May include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the
last name; there can be no more than one space
after the comma. The hyphen cannot be in the first
position or directly precede the comma. Personal
Descriptors, NCIC Code Manual, provides coding
instructions.

NCIC Operating Manual – Violent Person File

CMC Caution and Medical Must be a valid NCIC-assigned code as listed in
Conditions Personal Descriptors, NCIC Code Manual.
CTZ Citizenship Must be a valid NCIC-assigned country code as
listed in State and Country Codes, NCIC Code
Manual.
DLO DNA Location Free text. If the DNA field is N or defaulted to N,
then the DLO must be blank.
DNA DNA Profile Must be either a Y or N. N is the default value. If
Y Indicator is entered, then the DLO Field must
contain data.
DOB Date of Birth Must be a valid Gregorian date, (YYYYMMDD) if
it is the only numeric identifier. The DOB cannot
be later than the current date. If the DOB is not the
only numeric identifier, 00 may be entered for the
month and/or day when the actual date is unknown.
More information in Personal Descriptors, NCIC
Code Manual.
DOC Date of Cancellation Must be a valid Gregorian date (YYYYMMDD)
equal to current date or current date minus one.
ETN Ethnicity Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
EYE Eye Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics; or one to six
numerics followed by an alphabetic character A
through H; or one to six numerics followed by an
alphabetic character J through Z, followed by one
or two check digits; or one to six numerics followed
by two alphabetics followed by one check digit. If
the number contains one alphabetic character (J-Z),
the check digit(s) will be 1 to 11. If the number
contains two alphabetic characters, the first cannot
be B, G, I, O, Q, S, U, Y, or Z; the second must be
A, B, C, D, or E; and the check digit must be 0 to 9.
The alphabetic characters I and O are always
invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain
alphabetic characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Must be listed in Personal Descriptors, NCIC Code
Classification Manual. If the first character of any finger is
numeric, the second character must also be numeric.
Codes 00 and 50 may not be used.
NCIC Operating Manual – Violent Person File
HAI Hair Color Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second
and third characters represent inches. May be a
minimum of 400 but not more than a maximum of
711. More information in Personal Descriptors,
NCIC Code Manual.
IMN Image NCIC Number A self-checking number automatically assigned by
NCIC to each accepted image record and consists
of the alphabetic character I followed by nine
numeric characters. Must have valid check digit.
IMT Image Type Must be a valid NCIC-assigned code as listed in the
Image File chapter of this manual.
LIC License Plate Number The characters UNK, UNKN, UNKNOWN may be
used in inquiry transactions. For entry of a record
with UNK, UNKN, or UNKNOWN, contact the
FBI CJIS Division staff. If VMA is AERO, LIS is
US, and LIT is PP or NP, the first character in the
LIC Field must be the alphabetic N. If the license
plate number exceeds ten characters, only the last
ten characters should be entered in the LIC Field.
The full plate number must be shown in the MIS
Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in
State and Country Data Codes, NCIC Code
Manual.
LIT License Plate Type Must be a valid NCIC-assigned code as listed in the
Vehicular Data Codes, NCIC Code Manual.
LIY License Plate Year of Must be a valid four-character year (YYYY) or the
Expiration alphabetics NX to represent a nonexpiring
registration.
LKA Linkage Case Number Must not contain a single zero only, a run of zeros a
single alphabetic only, or the word NONE. The first
seven characters of the LKA cannot equal the first
seven characters of the LKI. The only valid special
character is the hyphen. The LKA must be valid for
the LKI. (There must be an ORI and matching OCA
in the System.)
LKI Linkage Agency Must be a valid ORI.
Identifier
MIS Miscellaneous May include alphabetics, numerics, and special
characters.
MKE Message Key Must be a valid message key.

NCIC Operating Manual – Violent Person File

MNU Miscellaneous The first two characters must be a valid NCIC-
Number assigned code as listed in Personal Descriptors, NCIC
Code Manual. The third character must be a hyphen.

Entry of one zero only, or a run of zeros only is

prohibited in positions 4 through 15. An
originating police agency or identification number
in MNU Field cannot be the only numeric identifier
in the record. 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.
NAM Name The name may include alphabetics, numerics, a
comma, hyphens, and spaces; the comma must
follow the last name; there can be no more than one
space after the comma. The hyphen cannot be in
the first position or directly precede the comma.
The NCIC Code Manual, Personal Descriptors
provides coding instructions.
NIC NCIC Number A self-checking number automatically assigned by
NCIC to each accepted record and consists of an
alphabetic character (L in the Violent Person File)
followed by nine numeric characters. Must have
valid check digits when used to identify record in a
subsequent transaction.
NOA Notify Originating Must be Y or N. NCIC will default N if left blank.
Agency
OCA Originating Agency Must not contain a single zero only, run of zeros
Case Number only, the word NONE, or a single alphabetic only.
The first seven characters of the OCA cannot equal
the first seven characters of the ORI. The only
valid special character is the hyphen.
OLN Operator’s License One zero only or run of zeros only may not be used.
Number More information in Personal Descriptors, NCIC
Code Manual.
OLS Operator’s License Must be a valid NCIC-assigned code as listed in
State State and Country Data Codes NCIC Code Manual.
OLY Operator’s License Must represent the year the license expires
Year of Expiration (YYYY) Year of Expiration or the alphabetics NX
to represent a nonexpiring or the code UNKN for
unknown. More information in Personal
Descriptors, NCIC Code Manual.
ORI Originating Agency Must be a valid NCIC-assigned ORI.
Identifier

NCIC Operating Manual – Violent Person File

POB Place of Birth Must be a valid NCIC-assigned code as listed in the
State and Country Codes, NCIC Code Manual.
More information also in Personal Descriptors,
NCIC Code Manual.
RAC Race Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SEX Sex Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SID State Identification First two characters must be a valid state code,
Number territory code, or the code US. Embedded spaces
are prohibited. The third and fourth characters may
contain an asterisk. The tenth character may
contain a hyphen.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in
Personal Descriptors, NCIC Code Manual.
SMT Scars, Marks, Tattoos, Must be a valid NCIC-assigned code as listed in
and Other Personal Descriptors, NCIC Code Manual.
Characteristics
SOC Social Security Must not be less than 001010001. The SOC cannot
Number have a value of 9 in the first position or have a
value of 00 in the fourth and fifth positions. Invalid
and/or unissued numbers are accepted but cause a
SOC attention message. More information in
Personal Descriptors, NCIC Code Manual.
VCO Vehicle Color Must be valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If two
color codes are used, they must be separated by a
slash (/).
VIN Vehicle Identification Single zero only, run of zeros only, single
Number alphabetic only, all alphabetics only, or spaces
cannot be used. The Vehicle File chapter has
additional edits on the VIN Field. If state-assigned
or nonconforming 17-character VIN, SVIN, must
be entered in the first four characters of the MIS
Field. If the VIN exceeds 20 characters, only the
last 20 characters should be entered in the VIN
Field. The full VIN must them be shown in the
MIS Field.
VLN Name of Validator Any valid characters representing validator.

NCIC Operating Manual – Violent Person File

VMA Vehicle Make The VMA Field can be up to 24 characters. The
first four characters must be alphabetic and a valid
code. If the VMA code is less than four characters
and data are included in positions 5 through 24,
positions 3 and/or 4 should be blanks. The
remaining characters are free text and must contain
the name of the manufacturer when the VMA code
is AERO, ATV, COEQ, CYCL, FARM, SNOW,
SPEC, TRLR, or TRUK.

If the VMO is other than TL, the VMA code must

be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual.

If the VMO is TL, the VMA code must not be the

characters: ASM, ASMB, ASSE, ASSM, MB, MC,
MK, MP, MS, NA, TK, TL, UNK, UNKN, XX,
XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or
ZZZZ.

For every assembled vehicle that does not have a

manufacturer-assigned VIN, the VMA code must
be ASVE.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP,
or SA, the VMA code must be AERO.
(all-terrain vehicle, If VST is EB, EN, or OP, the VMA code must be
dune buggy, go-cart SPEC, ATV, SNOW, CYCL, or one of the VMA
codes approved golf codes for snowmobiles or motorcycles as listed in
cart and snowmobiles) the NCIC Code Manual, Vehicular Data Codes. If
VST is MV, the VMA code must be SPEC, ATV,
CYCL, or one of the approved VMA codes for
snowmobiles or motorcycles listed in the NCIC
Code Manual, Vehicular Data Codes. If VMA
code is ATV or SPEC, the VST must be EB, EN,
MV, or OP, and the name of the manufacturer must
be entered in the MIS Field.
VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols
should be used. More information in Vehicular
Data Codes, NCIC Code Manual. The only valid
VMO codes for vehicles with VST codes EB, EN,
MV, or OP are (blank), ATV, CYL, DUN, GOF,
GRT, SKT, SKW, TOY, TRA, TRW or WHE.
(assembled If the vehicle year is less than 1988 and the first four
automobile) characters of the VMA are ASVE, the VMO must
be AV or REP.

NCIC Operating Manual – Violent Person File

 (construction If the first four characters of the VMA are COEQ,
equipment) the VMO must be CE.
(farm and garden If the first four characters of the VMA are FARM,
equipment) the VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the
VMO required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW
or one of the valid manufacturer’s codes as listed in
Vehicular Data Codes, NCIC Code Manual the
VMO must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR or
HMDE, the VMO must be TL.
(truck) If the first four characters of the VMA are TRUK,
the VMO must be TK.
VPC Violent Person Must be a numeric 1, 2, 3, or 4.
Criteria
VST Vehicle Style Must be a valid NCIC-assigned code as listed in
Vehicular Data Codes, NCIC Code Manual. If the
VMA is ATV or SPEC, then the VST must be OP,
EB, EN or MV, and the MIS Field must contain a
nonblank character.
VYR Vehicle Year Must represent the product (model) year during
which the vehicle was manufactured (YYYY).
Year cannot be more than 2 years beyond the
current model year. For entries 1981 or later, and
when the VIN is 17 characters, the tenth position
(vehicle year) of a VIN must represent the VYR.
WGT Weight Minimum of 050 and maximum of 499. More
information in Personal Descriptors, NCIC Code
Manual.

1.8 CRITERIA FOR REJECTING DUPLICATE RECORD ENTRIES

1. If the following fields of a VPF entry message are the same as the corresponding fields of
an active VPF record already on file, the second entry will be rejected with the message
REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM, SOC, and ORI; OLN,
OLS, and ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT, NAM, and ORI; OCA,
NAM, and ORI; or DOB, NAM, and ORI.

2. Whenever the message REJECT ON FILE is received, the record on file will also be
transmitted.

3. A duplicate record will be accepted if the ORI in the second entry is different or the
person type is different, e.g., Wanted Person, etc. In this case, the first entry will be
furnished as a response to the second entry.

NCIC Operating Manual – Violent Person File

1.9 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.

1.10 INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1N01HEADER.EVPC.MDUSM0123.SMITH, JOHN J.M.W.TX.US.19511012.510.175.

BRO.BRO..DRK.SC R HND.121011C0141159TTC113..204111111.
C313456.MD.NX.123456789.VAUSM0100.987654321.N..00.ABC123.MD.2014.PC.
2Y27H5L000009.1975.PONT.SUN.2D.BLU.KNOWN TO BE VERY AGGRESSIVE WITH LAW ENFORCEMENT
OFFICERS.N.1.MD99999999.Y

Acknowledgment:
1L01HEADER
MDUSM0123
NAM/SMITH, JOHN J NIC/L123456789
OCA/123456789

Note: When vehicular data have been entered, all entries and modifications will cross-search
all person files (except the Unidentified Person File), and Vehicle, Vehicle/Boat Part, and
License Plate Files.

2.2 MESSAGE FIELD CODES FOR ENTRY

The following is a list of the VPF data fields and the order of the fields for an entry
transaction.

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER

NCIC Operating Manual – Violent Person File

NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
CITIZENSHIP OPTIONAL CTZ 2-2 MUST BE VALID
NCIC ASSIGNED
COUNTRY CODE
AS LISTED IN
STATE AND
COUNTRY
CODES, NCIC
CODE MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
HEIGHT MANDATORY HGT 3-3 NUMERIC

WEIGHT MANDATORY WGT 3-3 NUMERIC

EYE COLOR MANDATORY EYE 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
HAIR COLOR MANDATORY HAI 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN NCIC
OTHER CODE MANUAL
CHARACTERISTICS
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC

NCIC Operating Manual – Violent Person File

MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR’S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC

OPERATOR’S SET OLS 2-2 CODE AS

LICENSE STATE DEFINED IN NCIC
CODE MANUAL
OPERATOR’S SET OLY 2-2 ALPHABETIC (2),
LICENSE YEAR OF NUMERIC (4), OR
EXPIRATION 4-4 ALPHABETIC (4)
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

LINKAGE AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,

IDENTIFIER NUMERIC
LINKAGE CASE OPTIONAL LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION CONDITIONAL DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN NCIC
CONDITIONS CODE MANUAL
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN NCIC
CODE MANUAL
LICENSE PLATE SET LIY 2-4 ALPHABETIC (2),
YEAR OF NUMERIC (4)
EXPIRATION
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN NCIC
CODE MANUAL
NCIC Operating Manual – Violent Person File
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN NCIC
CODE MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
DEFINED IN NCIC
CODE MANUAL
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN NCIC
CODE MANUAL
VIOLENT PERSON MANDATORY VPC 1-1 CODE AS
CODE DEFINED IN NCIC
CODE MANUAL
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY

2.3 MANDATORY FIELDS FOR ENTRY

1. The following fields are mandatory to cause acceptance of a VPF entry into NCIC:
HDR, MKE, ORI, NAM, SEX, RAC, HGT, WGT, EYE, HAI, OCA, VPC, and at least
one of the following numeric identifiers: DOB (including year, month, and day); FBI;
MNU (other than originating agency police or identification number); SOC; OLN with
OLS and OLY; LIC with LIS, LIY, and LIT; VIN with VYR, VMA, and VST.

2.4 ADDITIONAL GUIDELINES FOR ENTRY

1. The entering agency must account for all fields in the VPF record format. All available
data called for in the record format must be entered. Missing data obtained at a later time

NCIC Operating Manual – Violent Person File

 should be promptly added through the use of a modify message (MKE/MVP).
Guidelines for the entry of aliases and/or other additional identifiers as a supplemental
record to a VPF 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 a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except the OCA and MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen is used to
separate the first two alphabetics from the number itself in the MNU Field. 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.

5. A record in the VPF may contain a minimum number of personal descriptors, license, and
vehicular data because little was known of the individual at the time of entry. The lack of
information limits the chance of a hit on the record.

One possible source of additional identification data may be the Interstate Identification
Index (III). Thus, an inquiry (MKE/QH) should be made prior to or soon after making
the violent person entry to determine if the criminal history record of the subject is in III.
A positive response to this inquiry may reveal not only physical descriptors, identifying
numbers, and aliases not known to the inquirer, but also arrest, court, and/or custody-
supervision data which might provide investigative leads.

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, operator’s 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.

6. An ORI attempting to enter a record on a person it already has entered will receive a
reject message. An entry on the same individual will be accepted providing the
originating agencies are different. The agency making the second entry will receive the
record already on file at the time the second entry is acknowledged. This notification
should lead to some form of communication between the two agencies, as valuable lead
information might be available.

NCIC Operating Manual – Violent Person File

 7. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error. For example:
ATTENTION: THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

2.5 MESSAGE FIELD CODES FOR ENTRY

1. The ORI represents the agency responsible for maintaining the VPF record.

2. PERSONAL DESCRIPTORS

Entry instructions and valid codes for name; sex; race; date of birth; height; weight; eye
color; hair color; skin tone; scars, marks, and tattoos; fingerprint classification;
miscellaneous number; Social Security number; and operator’s license number; and
caution and medical conditions can be found in the Personal Descriptors, NCIC Code
Manual. Codes for entering the place of birth and citizenship can be found in State and
Country Codes, NCIC Code Manual.

3. 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).

4. LINKAGE DATA (LKI and LKA)

To link a VPF record to another NCIC record, the LKI and LKA Fields should contain
the ORI and OCA Fields from the related record. The message will be rejected if the first
seven characters of the LKA Field are the same as the first seven characters of the LKI
Field.

5. DNA DATA (DNA and DLO)

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.

6. 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 Code Manual, and State and
Country Codes, NCIC Code Manual.

NCIC Operating Manual – Violent Person File

 7. VIOLENT PERSON CRITERIA (VPC) CODE

The Violent Person Criteria Field must be a numeric 1, 2, 3, or 4 to indicate which

criteria listed in Section 1.2 justifies entry into the file. The VPC codes are the following.

VPC CodeTranslation
1 - ASSAULT ON LAW ENFORCEMENT
2 - VIOLENT CRIME HOMICIDE/ATTEMPTED HOMICIDE
3 - VIOLENT CRIME WITH WEAPON
4 - THREAT TO LAW ENFORCEMENT

8. 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/ENVP),
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.

9. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the wanted person is known, Y
should be entered into the NOA Field. If NOA is left blank, the field will default to N.
The NOA Field will be returned in record responses when the inquiring agency ORI
matches the entering agency ORI and in unsolicited notifications ($. messages) to the
ORI of record.

10. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Violent Person
record are located in Section 8 of this chapter.

SECTION 3--MODIFICATION

3.1 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 VPF record. For online validation, a
modification message is also used to validate a record.

NCIC Operating Manual – Violent Person File

3.2 EXAMPLE OF A MODIFICATION MESSAGE
1N01HEADER.MVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L146203706. SOC/375145249.OLY/2014

Acknowledgment:
1L01HEADER
MDUSM0123
MODIFY NAM/SMITH, JOHN J NIC/L146203706

The above modification example contains: header (1N01HEADER), message key (MVP),
Originating Agency Identifier (MDUSM0123), two record identifiers (NAM/SMITH JOHN J
and NIC/L146203706), and the fields being modified and the data being changed
(SOC/375145249 and OLY/2014).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE

HEADER MANDATORY HDR 9-19 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER

NAME CONDITIONAL NAM 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,

NUMERIC

ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,

AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

NCIC Operating Manual – Violent Person File

NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS

ANY FIELD(S)
FROM ENTRY
TRANSACTION

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, followed by the fields to be modified.
All fields, other than the HDR, MKE, and ORI, must be preceded by the appropriate MFC
and a slash. The name used in identifying the record to be modified must be set forth with
the exact spelling and spacing as shown in the record on file.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

Section 8 of this chapter contains information on modifying an alias and/or additional

identifiers previously appended to a VPF record by means of a supplemental record.

3.6 MODIFICATION TO REMOVE VEHICULAR DATA

1. TO REMOVE ALL VEHICULAR DATA

If there is a need to delete all vehicular data from a VPF base record, a special message
field code may be used to remove all vehicular data without identifying each individual
field. When the characters LIC-VCO/. are included in the modification transaction, the
NCIC System will delete the following fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA,
VMO, VST, and VCO.
1N01HEADER.MVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L146203706.LIC-VCO/.

Acknowledgment:

1L01HEADER
MDUSM0123
MODIFY NAM/SMITH, JOHN J NIC/L146203706

The above modification example to remove all vehicular data from the record contains:
header (1N01HEADER), message key (MVP), Originating Agency Identifier
(MDUSM0123), two record identifiers (NAM/SMITH, JOHN J and NIC/L146203706),
and the fields being removed (LIC-VCO) immediately followed by slash period (/.).

NCIC Operating Manual – Violent Person File

 2. TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less than all
of the vehicular data from a VPF base record. For example, if only the four fields of
license plate data (LIC, LIS, LIY, LIT) are to be deleted from the record, the usual
modification procedure must be followed with each field to be deleted explicitly set forth
in the modify message. For example:
1N01HEADER.MVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L146203706. LIC/.LIS/.LIY/.LIT/.

3.7 VALIDATION GUIDELINES FOR NCIC MODIFICATION

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a VPF record to indicate that the record has been validated. When data are included
in the VLN Field, NCIC places the current date in the Date of Last Validation (VLD) Field of
the record. If the user attempts to delete or modify the VLN Field to all blanks, the message
will be rejected. The acknowledgment for the modify message containing VLN Field data
will indicate the record has been validated. Each CSA can determine the specific data to be
included in the VLN Field for the validation of the record. For example:

1N01HEADER.MVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L0000069216.

VLN/JONES, DAVID E

Acknowledgment:
1L01HEADER
MDUSM0123
VALIDATE NAM/SMITH JOHN J NIC/L000069216

SECTION 4—CANCELLATION

4.1 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 or the entering agency
determines the subject no longer poses a threat to law enforcement officers.

4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L146203706.20120923

Acknowledgment:
1L01HEADER
MDUSM0123
CANCEL NAM/SMITH, JOHN J NIC/L146203706

The above cancellation example contains: header (1N01HEADER), message key (XVP),
Originating Agency Identifier (MDUSM0123), two record identifiers (NAM/SMITH JOHN J
and NIC/L146203706), and date of cancellation (20120923).

NCIC Operating Manual – Violent Person File

 When a VPF record is canceled, the entire record, including all data appended to the record
by means of a supplemental record entry, is automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE

HEADER MANDATORY HDR 9-19 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER

NAME CONDITIONAL NAM 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,

NUMERIC

ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,

AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

DATE OF MANDATORY DOC 8-8 NUMERIC

CANCELLATION

4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by NAM and NIC, in that order; NAM and
OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The name
used in identifying the record to be canceled must be set forth with the exact spelling and
spacing as shown in the record on file. The cancellation date (without MFC) must follow the
two record identifiers and be equal to the current date or the current date minus one.

NCIC Operating Manual – Violent Person File

4.5 ADDITIONAL GUIDELINES FOR CANCELLATION

Benefits and effectiveness data are not applicable to the VPF records.

SECTION 5--INQUIRY

5.1 NCIC INQUIRY PROCESSING

When an agency transmits an NCIC wanted person inquiry (QW, QWA, QWE, QWF, QWS,
ZW, or QWI), the data in the Violent Person File will be searched in addition to all other
NCIC person files (except the Unidentified Person File). If vehicle identifiers are included in
the inquiry, the Article, Boat, License Plate, Vehicle, and Vehicle/Boat Part Files will be
searched as well. Additional information can be found in the Wanted Person File chapter.

5.2 EXAMPLE OF INQUIRY WITH NEGATIVE AND POSITIVE RESPONSES

1. Wanted Person File Inquiry (QW/ZW)

1N01HEADER.QW.WA1230000.NAM/SMITH JOHN J.SEX/M.RAC/W.DOB/19511012.

VIN/ABC123DEF45678901

Negative QW/ZW Response

1L01HEADER
WA1230000

NO NCIC WANT NAM/SMITH, JOHN J DOB/19511012 SEX/M RAC/W

NO RECORD VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHERNCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QW Response
1L01HEADER
WA1230000
WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT
OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS
RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.
USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER. THE SUBJECT HAS A CRIMINAL HISTORY OF ASSAULTING LAW
ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL.
DO NOT ARREST OR DETAIN BASED SOLELY UPON THIS INFORMATION.
MKE/VIOLENT PERSON - CAUTION
CMC/05 - VIOLENT TENDENCIES

NCIC Operating Manual – Violent Person File

 VPC/1 – ASSAULT ON LAW ENFORCEMENT
ORI/VASP01000 NAM/SMITH, JOHN J SEX/M RAC/W POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/123456789 CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
VLD/20151204 VLN/JONES, DAVID E NOA/Y
OCA/123456273 SID/VA99999999
MIS/KNOWN TO THREATEN POLICE OFFICERS
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS VA STATE POLICE ROANOKE OFFICE 703-555-1212
NIC/L146203706 DTE/20121204 DLU/20151204

5.3 REQUIREMENTS FOR INQUIRY

1. The capability to query only the Violent Person File does not exist; however, the same
procedures used to search the Wanted Person File will also search the Violent Person
File. Complete details can be found in the Wanted Person File chapter.

2. In a positive response, Wanted Person and Foreign Fugitive File records will appear first,
followed by Missing Person, Gang, Known or Suspected Terrorist, Violent Person,
National Sex Offender Registry, Supervised Release, Immigration Violator, Protection
Order, Identity Theft, Protective Interest, License Plate, Vehicle, Boat, Vehicle/Boat Part
and Article File records.

3. As part of a positive Violent Person File response, the receiving agency is advised that
the person in question cannot be arrested solely upon the basis of the information
provided. A caveat at the end of a record response emphasizes to record recipients that
the record may be disseminated only to criminal justice agencies for criminal justice
purposes.

4. A Violent Person File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle
identification data, address data, and image data. All supplemental fields will be sorted
by special character, alphabetically, then numerically. Within supplemental data sets, the
fields will be sorted as follows: operator’s license data by OLS, license plate data by
LIS, vehicle data by VIN, address data set by STA, and image data by IMN.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

When only one numeric identifier is used in an inquiry, the response(s) will include the
record(s) on file containing that specific numeric identifier. For example, if an inquiry
contains only the Social Security number, the response will include the record(s) on file with
that Social Security number, even though there may be other records on file for the same
individual which does not contain that particular number.

Following a positive response to an inquiry with limited personal descriptors, an agency

should make a second inquiry using all identifiers contained in the response record(s). The

NCIC Operating Manual – Violent Person File

 second inquiry should ensure the receipt of all records which could possibly pertain to the
person in question.

If a hit response contains expired license plate information, the following caveat will be
included:
WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE
DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

5.5 INQUIRY USING VEHICULAR DATA

A QV, ZV, QW, QWA, QWE, QWF, QWS, or ZW inquiry by license plate number or
vehicle identification number will retrieve all person files as well as the Violent Person File
in which the vehicle and/or license has been entered. Additionally, such an inquiry will
retrieve data from the Boat, Vehicle, Vehicle/Boat Part, and License Plate Files. It is not
necessary to include a name in this type of inquiry.

5.6 PROCEDURES FOR HANDLING A HIT

There are no hit confirmation procedures for the Violent Person File.

SECTION 6—LOCATE

There are no locate procedures for the Violent Person File.

SECTION 7—CLEAR

There are no clear procedures for the Violent Person File.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE

HEADER MANDATORY HDR 9-19 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

MESSAGE KEY MANDATORY MKE 4-4 ALPHABETIC

ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,

AGENCY NUMERIC
IDENTIFIER

NCIC Operating Manual – Violent Person File

NAME CONDITIONAL* NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS

NCIC NUMBER CONDITIONAL* NIC 10-10 ALPHABETIC,

NUMERIC

ORIGINATING CONDITIONAL* OCA 1-20 ALPHABETIC,

AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS

ALIAS OPTIONAL AKA 3-30 ALPHABETIC,

NUMERIC,
SPECIAL
CHARACTERS

DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC

SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS

TATTOOS, AND DEFINED IN NCIC
OTHER CODE MANUAL
CHARACTERISTICS

MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,

NUMBER NUMERIC,
SPECIAL
CHARACTERS

SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC

NUMBER

OPERATOR’S OPTIONAL SET OLN1

LICENSE NUMBER
SET

LICENSE PLATE OPTIONAL SET LIC2

NUMBER SET

VEHICLE OPTIONAL SET VIN3

IDENTIFICATION
NUMBER SET

NCIC Operating Manual – Violent Person File

CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN NCIC
CONDITIONS CODE MANUAL

CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS

DEFINED IN NCIC
CODE MANUAL

IMAGE NCIC OPTIONAL SET IMN4

NUMBER SET

STATE OPTIONAL SID 3-10 ALPHABETIC,

IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
OLN/<OLN>.<OLS>.<OLY>
2
LIC/<LIC>.<LIS>.<LIY>.<LIT> 3VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>
4
IMN/<IMN>.<IMT>
*Base record identifier

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

An enter supplemental record is used when additional identifiers, such as an alias or scars,
marks, tattoos, and other characteristics etc., need to be added to a violent person record.
The enter supplemental record message may be made only by the agency that entered the
violent person record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.ENVP.MDUSM0123.NAM/SMITH, JOHN J.OCA/1234523.
AKA/DEER, JIM.BUCK, ROBERT J.DOB/19521012.19520912.
LIC/ABC123.MD.2015.PC.LIC/123ABC.MD.
2015.PC.VIN/3J57K5D112345.1975.OLDS.CUT.2T.BLU.
SMT/CAUL L EAR.TAT R ARM

Acknowledgment:
1L01HEADER
MDUSM0123
SUPP NAM/SMITH, JOHN J OCA/1234523

The above supplemental record entry example contains: header (1N01HEADER), message
key (ENVP), Originating Agency Identifier (MDUSM0123), two record identifiers
(NAM/SMITH, JOHN J and OCA/1234523), and the supplemental data added to the record:
two aliases (AKA/DEER, JIM and BUCK, ROBERT J), two dates of birth (DOB/19521012
and 19520912), two sets of license plate data (LIC/ABC123.MD.2015.PC and
LIC/123ABC.MD.2015.PC), one set of vehicle information

(VIN/3J57K5D112345.1975.OLDS. CUT.2T.BLU), and two scars, marks, and tattoos

(SMT/CAUL L EAR and TAT R ARM).

NCIC Operating Manual – Violent Person File

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The violent person record to which a supplemental record of alias(es) and/or other additional
identifiers is to be added must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded by
the proper MFC. The name used in identifying the record to which a supplemental record is
to be added must be set forth with the exact spelling and spacing as shown in the record on
file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The AKA Field and all other identifying data fields which may be included in a supplemental
record with their field codes and the maximum number of aliases and/or other identifiers that
may be added to a violent person record are the following:

Field Field Code Maximum Number

Permitted

Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, SMT 9
and Other Characteristics
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operator’s License Number OLN 9
State, and Year of Expiration
(entered as a set)
License Plate Number, State, LIC 9
Year of Expiration, and Type
(entered as a set)
Vehicle Identification VIN 9
Number, Year, Make, Model,
Style, and Color (entered as a set;
model and color not required for entry, but
should be entered if known)
Caution and Medical Conditions CMC 10
Image NCIC Number and Image Type (entered IMN 1
as a set)
Citizenship CTZ 9
State Identification Number SID 9

NCIC Operating Manual – Violent Person File

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY

1. 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; date of birth; scar, mark, tattoo, etc.; miscellaneous
number; Social Security number; citizenship; state identification number; or caution and
medical condition is counted as one identifier. Each set of data relating to an operator’s
license, license plate, vehicle, address, or image is likewise counted as one identifier.

2. For example, a record relating to JOHN HARRY DOE might have appended
supplemental data consisting of three other names (AKAs), nine dates of birth, five scars,
two miscellaneous numbers (e.g. army serial number and a mariner’s document number),
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 have come into his possession, and
one set of data concerning an automobile known to be in his possession. 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.

8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the violent person record has been identified, each field included in a supplemental
record entry, except those entered as sets of data, must be identified by the appropriate
field code followed by a slash and the item(s) of data, e.g.,
AKA/<AKA>.SOC/<SOC>.DOB/<DOB>. The data elements must be separated by a
period, and each field must end with a period. Fields that are not part of sets of data may
be entered in any order in a supplemental record entry.

2. The OLN, LIC, VIN, and IMN Fields in the supplemental record format are multiple
element data fields; i.e., these fields have more than one data element following the field
code and slash and are entered as sets, e.g., OLN/<OLN>.<OLS>.<OLY>.

3. Each set of data must be preceded by the appropriate field code followed by a slash. The
data elements within a set of data must be entered in sequence after the slash, and each
data element must be accounted for.

4. The field in the base record must be filled before any supplemental entry for that same
field will be accepted except AKA, Image, Vehicle and License Set. For example, any
attempt to enter a Social Security number in a supplemental record will be rejected as a
format error if the base record does not contain a Social Security number in the SOC
Field.

5. All numeric identifiers excluding the OCA and MNU Fields are to be entered omitting
spaces, hyphens, and symbols. A hyphen may be used in the OCA, and a hyphen must be
used to separate the two alphabetics from the number itself in the MNU Field.

NCIC Operating Manual – Violent Person File

 6. The criteria for rejecting duplicate records, as defined in the Introduction section of this
chapter, apply to the entry of supplemental information.

7. Personal Descriptors, State and Country Codes, and Vehicular Data Codes, NCIC Code
Manual, contain appropriate coding of personal identifiers and vehicular data.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA)

1. Field code AKA followed by a slash is used to identify an alias. An alias includes any
name in which any last, first, or middle name is different from that in the NAM Field
(or those previously entered in the AKA Fields) for the record, i.e., NAM/SMITH,
MICHAEL LEE and AKA/SMITH, LEE MICHAEL.

2. An alias is to be listed with the last name, comma (space after comma is optional),
first name or initial, space, middle name or initial, if any, space, and suffix indicating
seniority, if any, e.g., SR or III. Aliases and/or variations in name spelling must be
separated by a period without repeating the MFC AKA.

3. Nicknames (monikers) are to be entered in the AKA Field of the Violent Person File
record. The term nickname in NCIC is defined as a name added to or substituted for
the proper name of a person, such as a street name (i.e., Shorty). It is not a familiar
form of a proper name, such as Jim for James.

The nickname is to be entered in the AKA Field, followed by a comma (space after
comma is optional), then an X (i.e., Peanut, X).

4. Further guidelines for the coding of aliases are provided in Personal Descriptors,
NCIC Code Manual.

2. OPERATOR’S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator’s license data
in an entry. The three data elements making up this field are OLN, OLS, and OLY. All
three elements must be included in the order listed in the format and must be separated by
a period. For example:

OLN/L234526677238.VA.2014

In the event more than one operator’s license is to be entered at the same time, each set of
operator’s license data must be preceded by MFC OLN/.

NCIC Operating Manual – Violent Person File

 3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in an
entry. This set contains four data elements: LIC, LIS, LIY, and LIT. Elements must be
entered in the order listed in the format and must be separated by a period. For example:

LIC/CBA321.MD.2014.TK

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.

4. VEHICULAR DATA SET (VIN)

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This field contains six data elements: VIN, VYR, VMA, VMO,
VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and color
should be entered in proper order when available. Elements must be separated by
periods and each element must be accounted for. For example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK.

Or

VIN/1D37Q6R001225.1976.CHEV..2D..

5. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

The MFCs followed by a slash are used to identify additional data to be included in a
supplemental record, i.e., DOB/, SMT/, MNU/, and SOC/. Multiples can be entered
without repeating the MFC and separated only by periods. For example, an entry might
include:
DOB/19570102.19550823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333. SOC/303055378

When identifying data are entered in a supplemental record, the corresponding fields in
the corresponding base record must be filled.

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

1. No one-step procedure is available to modify an alias or other identifier in a supplemental

record to a violent person record.

2. To modify (change) an alias or other identifier in a supplemental record, the incorrect

alias or other identifier must be canceled and reentered.

NCIC Operating Manual – Violent Person File

8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER
IDENTIFIERS CANCELLATION

1N01HEADER.XNVP.MDUSM0123.NAM/SMITH, JOHN J.NIC/L146203706.

AKA/BUCK, ROBERT J.DOB/19520912.LIC/ABC654.MD.2013.PC

Acknowledgment:
1L01HEADER
MDUSM0123
CANCEL SUPP NAM/SMITH, JOHN J NIC/L146203706
AKA/BUCK, ROBERT J
DOB/19520912
LIC/ABC654.MD.2013.PC

This example of a cancellation of an alias and other additional identifiers in a supplemental

record contains: header (1N01HEADER), message key (XNVP), Originating Agency
Identifier (MDUSM0123), two record identifiers (NAM/SMITH, JOHN J and
NIC/K146203706), and data to be canceled (AKA/BUCK, ROBERT J), (DOB/19520912),
and (LIC/ABC654.MD.2013.PC).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an alias(es) and/or other additional identifiers contained in a supplemental

record, the violent person record to which the supplemental record is appended must be
identified by either NAM and NIC, in that order; or NAM and OCA, in that order; or NIC
and OCA, in that order, with each data element preceded by the proper MFC. The
supplemental data to be canceled, with each field preceded by the proper MFC, are then
entered.

8.12 NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one message. Additional
messages are required if more than nine identifiers are to be canceled. Each AKA, DOB,
SMT, MNU, CTZ, SID, or SOC is counted as one identifier. Each set of OLN, LIC, VIN, or
IMN (multiple data element fields) is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; citizenships; state identification numbers; and caution
and medical conditions to be canceled should be set out in the cancellation message in the
same manner as in a supplemental record entry. That is, more than one identifier of the
same type may follow the MFC without repetition of the MFC. However, character for
character, each identifier to be canceled must be set out exactly as it appears in the
supplemental record on file.

NCIC Operating Manual – Violent Person File

2. Each set of operator’s license or license plate data (multiple data element fields) must be
preceded by OLN/ or LIC/, respectively, and all data elements of the set must appear
exactly as they appear in the supplemental record on file. When canceling vehicular data,
only the VIN and VMA are required following VIN/, with a period to account for the
intervening VYR. For example:
VIN/1L69X6JO23456..CHEV

This transaction would result in deletion of the entire VIN set.

3. When a Violent Person File record is canceled, its entire supplemental record is
automatically canceled.

NCIC Operating Manual – Violent Person File

 NCIC Operating Manual
WANTED PERSON FILE

INTRODUCTION

1.1 CRITERIA FOR ENTRY

1.2 MESSAGE KEY (MKE) CODES
1.3 RECORD RETENTION PERIOD
1.4 RETENTION PERIOD FOR A TEMPORARY FELONY WANT RECORD
1.5 AUTOMATIC RETIREMENT
1.6 VALIDATION
1.7 POSTING OF WANTED PERSON NOTICES
1.8 MESSAGE FIELD CODES AND EDITS
1.9 CRITERIA FOR ENTERING NAMES AND DATES OF BIRTH FOR STOLEN/
FRAUDULENT IDENTIFIERS
1.10 CRITERIA FOR REJECTING DUPLICATE RECORDS
1.11 IMAGE CAPABILITY
1.12 INVESTIGATIVE INTEREST

ENTRY

2.1 EXAMPLE OF AN ENTRY

2.2 MESSAGE FIELD CODES FOR ENTRY
2.3 MANDATORY FIELDS FOR ENTRY
2.4 MANDATORY FIELDS FOR JUVENILE OFFENDER (MKE/EWJ) ENTRY
2.5 ADDITIONAL GUIDELINES FOR ENTRY
2.6 CRITERIA FOR ENTRY OF "JOHN DOE" OR "JANE DOE" WARRANTS
2.7 MESSAGE FIELD CODE EDITS FOR ENTRY
2.8 VEHICLE OR LICENSE PLATE DATA AND THE $.8. PROGRAM

MODIFICATION

3.1 WHEN TO USE A MODIFICATION MESSAGE

3.2 EXAMPLE OF A MODIFICATION MESSAGE
3.3 MESSAGE FIELD CODES FOR MODIFICATION
3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED
3.5 ADDITIONAL GUIDELINES FOR MODIFICATION
3.6 MODIFICATION TO REMOVE VEHICULAR DATA
CANCELLATION

4.1 WHEN TO USE A CANCELLATION MESSAGE

4.2 EXAMPLE OF A CANCELLATION MESSAGE
4.3 MESSAGE FIELD CODES FOR CANCELLATION
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED
4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

INQUIRY

5.1 EXAMPLE OF INQUIRIES WITH NEGATIVE AND POSITIVE RESPONSES

5.2 MESSAGE FIELD CODES FOR INQUIRY
5.3 REQUIREMENTS FOR INQUIRY
5.4 ADDITIONAL GUIDELINES FOR INQUIRY
5.5 BATCH INQUIRY (QWB)
5.6 QWI INQUIRY - COMBINED III AND QWI TRANSACTIONS
5.7 QWI TRANSACTION FORMAT
5.8 PROCEDURES FOR HANDLING A HIT

LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

6.2 EXAMPLE OF A LOCATE MESSAGE
6.3 MESSAGE FIELD CODES FOR LOCATE
6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE
6.5 LOCATE PROCEDURE
6.6 EXTR/NOEX/DETN IN A LOCATE MESSAGE
6.7 SUBSEQUENT LOCATE TRANSACTIONS
6.8 ADDITIONAL GUIDELINE FOR NCIC LOCATE

CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

7.2 EXAMPLE OF A CLEAR MESSAGE WITH BENEFITS AND EFFECTIVENESS
DATA
7.3 MESSAGE FIELD CODES FOR CLEAR
7.4 IDENTIFICATION OF A RECORD TO BE CLEARED
7.5 CLEAR PROCEDURE IF WANTED PERSON APPREHENDED BY AGENCY
THAT ENTERED RECORD
 7.6 CLEAR PROCEDURES IF WANTED PERSON APPREHENDED BY AN AGENCY
OTHER THAN ORI
7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

DETAINER

7a.1 WHEN TO USE A DETAINER

7a.2 POSITIVE RESPONSE CONTAINING DETAINER INFORMATION
7a.3 EXAMPLE OF A DETAINER ENTRY
7a.4 MESSAGE FIELD CODES FOR A DETAINER ENTRY
7a.5 IDENTIFICATION OF A WANTED PERSON FILE RECORD TO BE APPENDED
WITH DETAINER INFORMATION
7a.6 MANDATORY FIELDS FOR A DETAINER ENTRY
7a.7 ADDITIONAL GUIDELINES FOR A DETAINER ENTRY
7a.8 NOTIFICATIONS OF DETAINER
7a.9 MODIFICATION TO DETAINER INFORMATION
7a.10 WHEN TO CANCEL DETAINER INFORMATION
7a.11 EXAMPLE OF A CANCEL DETAINER TRANSACTION
7a.12 IDENTIFICATION OF RECORD FOR WHICH DETAINER IS BEING
CANCELED
7a.13 MANDATORY FIELDS FOR A CANCEL DETAINER TRANSACTION

SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD
8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY
8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY
8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD
8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL
ENTRY
8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY
8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY
8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A
SUPPLEMENTAL RECORD
8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER
IDENTIFIERS CANCELLATION
8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL
IDENTIFIERS
8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION
MESSAGE
8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION
8.14 ADDITIONAL GUIDELINES FOR NCIC SUPPLEMENTAL CANCELLATION
SUPPLEMENTAL STOLEN/FRAUDULENT RECORD

9.1 MESSAGE FIELD CODES FOR FRAUDULENT DATA ENTRY

9.2 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT
RECORD
9.3 EXAMPLE OF A SUPPLEMENTAL S/F RECORD ENTRY/CANCELLATION
9.4 IDENTIFICATION OF A RECORD FOR S/F RECORD ENTRY/CANCELLATION
9.5 NUMBER OF ADDITIONAL FIELDS IN A SUPPLEMENTAL S/F RECORD
9.6 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL S/F RECORD
9.7 MODIFICATION OF A S/F IDENTIFIER RECORD

INTERSTATE COMPACT ON JUVENILES

SUPPLEMENTAL DENTAL RECORD

11.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

11.2 WHEN TO USE A SUPPLEMENTAL DENTAL RECORD ENTRY
11.3 AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS
11.4 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY
11.5 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA
11.6 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY
11.7 DENTAL CHARACTERISTICS (DCH) FIELD
11.7.a NDIR DATA AVAILABLE (NDIR) FIELD
11.8 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION
11.9 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION
11.10 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD CANCELLATION
11.11 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD
CANCELLATION
 SECTION 1--INTRODUCTION

1.1 CRITERIA FOR ENTRY

1. GENERAL CRITERIA

An entry in the Wanted Person File should be made immediately after: 1) the decision to
arrest or authorize arrest has been made, and 2) the decision has been made regarding
extradition. The criteria for entry follow.

Agencies must have a warrant (electronic or hard copy) on file to support a wanted
person entry. Only the agency that holds the warrant may make an NCIC wanted person
entry. The only exception is that any criminal justice agency or regional dispatch center
may act as holder of the record for another agency that has no telecommunications
equipment. When such an entry is made, the agency holding the record may place its
own Originating Agency Identifier (ORI) in the ORI Field but only when there is a
written agreement between the two agencies that delineates the legal responsibility of
each for the record. Additional information concerning these responsibilities can be
found in the Introduction of this manual.

2. ADULT

1. An individual (including a juvenile who will be tried as an adult) for whom a federal
warrant is outstanding. Federal fugitives are persons who:

1. Are being sought because they have been charged with one or more federal
crimes,
2. Have failed to appear for a required court action or for deportation, or
3. Have escaped from federal custody.

2. An individual (including a juvenile who will be tried as an adult) for whom a felony
or misdemeanor warrant is outstanding.

3. Probation and parole violators meeting the criteria above.

3. JUVENILE

Juvenile status is determined by the laws of the state of residence of the parent, guardian,
person, or agency entitled to legal custody of such juvenile. The criteria for entry are the
following:

1. A juvenile who has been adjudged delinquent and is subject to the jurisdiction of
the court making such adjudication or to the jurisdiction or supervision of an agency
or institution pursuant to an order of such court (Category 1), and
 1. Who has escaped from an institution or agency vested with the legal custody or
supervision of such juvenile, or

2. Who has absconded while on probation or parole?

Entry of a record in this category must be supported by a copy of the judgment,

formal adjudication, or order of commitment which subjects such a delinquent to
probation or parole or to the legal custody of the institution or agency concerned.

Specifically excluded from this category are "status offenders," i.e., children who
commit noncriminal but legally proscribed acts, such as truancy, disobedience to
parents, running away, and violating curfew.

2. A juvenile who has been charged with the commission of a delinquent act that would
be a crime if committed by an adult and who has fled from the state where the act was
committed. (Category 2)

Entry of a record in this category is permitted only when a petition has been filed in a
court of competent jurisdiction in the requesting state where the violation of criminal
law is alleged to have been committed.

Only agencies in states where the Rendition Amendment to the Interstate Compact on
Juveniles (ICS) has been signed will be permitted to enter Category 2 records. (The
ICS and the Rendition Amendment can be found in Section 10 of this chapter.) The
following states are permitted entry:

Alabama Indiana Nebraska Rhode Island

Alaska Iowa Nevada South Carolina
Arizona Kansas New Hampshire Tennessee
Arkansas Kentucky New Jersey Texas
California Louisiana New Mexico Utah
Colorado Maine New York Vermont
Delaware Maryland North Carolina Virginia
Florida Massachusetts North Dakota Washington
Georgia Minnesota Ohio West Virginia
Hawaii Mississippi Oklahoma Wisconsin
Idaho Missouri Oregon Wyoming
Illinois Montana Pennsylvania District of Columbia

Agencies in states not listed that attempt to enter an EWJ record an offense code
other than 8100, 8101, or 8102 will receive the reject message: REJECT – NOT
AUTHORIZED.

A positive record response is also restricted to those states listed above for EWJ
entries with an offense code other than 8100, 8101, or 8102. Agencies in states not
listed above will receive a NO RECORD response.
4. TEMPORARY FELON

A temporary felony want record, message key (MKE) ET, may be entered to establish a
"want" entry when a law enforcement agency needs to take prompt action to apprehend
a person (including a juvenile) who has committed, or the officer has reasonable grounds
to believe has committed, a felony. This individual may seek refuge by fleeing across
jurisdictional boundaries while circumstances prevent the immediate acquisition of a
warrant.

A temporary felony want record must be specifically identified as such. A warrant for the
arrest of the individual must be obtained as soon as possible, and thereafter, the
temporary felony want record must be either canceled and a permanent wanted person
record (MKE/EW) must be entered or the MKE must be modified to the permanent
wanted person record MKE/EW. A temporary felony want record will be automatically
retired after 48 hours.

5. EXTRADITION

1. Before entering a record of a wanted person in NCIC, the entering agency must
attempt to determine, to the maximum extent possible, if extradition will be
authorized when the individual is located in another state. For NCIC purposes,
extradition is the surrender by one state to another of an individual charged with or
convicted of an offense outside its own territory and within the territorial jurisdiction
of the other. Agencies entering warrants that do not meet the NCIC definition of
extradition (e.g., intrastate only) must code the EXL Field as 4 (NO EXTRADITION
– IN-STATE PICK UP ONLY. SEE MIS FIELD FOR LIMITS) for felony warrants
or D (NO EXTRADITION – IN-STATE PICK UP ONLY. SEE MIS FIELD FOR
LIMITS) for misdemeanor warrants. Additional details regarding intrastate
limitations may be placed in the MIS Field.

2. In situations where an agency is absolutely certain that the wanted person will not be
extradited, the individual's record may be entered in NCIC using the appropriate
code in the Extradition Limitation Field.

3. At the time of entry, if there is a limitation concerning extradition of the wanted

person, such information should be entered using the appropriate code in the
Extradition Limitation Field with any specific limitations placed in the MIS Field of
the record. More information can be found in the Personal Descriptors chapter of the
NCIC Code Manual.

EXTR ADJACENT STATES ONLY

EXTR WEST OF MISS ONLY
EXTR WITHIN 1000 MILES ONLY
NOEX
 4. In many instances, however, no forecast of extradition can be made at the time the
wanted person is entered on file because extradition is not a law enforcement
decision. In such cases, use the codes 6 or F in the Extradition Limitation (EXL) Field
to indicate PENDING EXTRADITION DETERMINATION. If at some future time,
the entering agency learns that the individual definitely will not be extradited, the
NCIC record must be modified using the appropriate code in the EXL Field.

1.2 MESSAGE KEY (MKE) CODES

Message MKE Translation

Entry EW WANTED PERSON
EWJ WANTED-JUVENILE DELINQUENT-
ADJUDGED
or
WANTED-EMANCIPATED JUVENILE
DELINQUENT-ADJUDGED
or
WANTED-JUVENILE DELINQUENT-
CHARGED
or
WANTED-EMANCIPATED JUVENILE
DELINQUENT-CHARGED
ET WANTED PERSON-TEMPORARY
FELONY
Modify MW
MT
MDW
Cancel XW
XT
Inquiry QW
ZW
QWA
QWE
QWF
QWS
QWB
QWI
QV
ZV
Locate LW* LOCATED WANTED PERSON
or
LOCATED WANTED JUVENILE
DELINQUENT-ADJUDGED
 or
LOCATED WANTED JUVENILE
DELINQUENT-CHARGED
or
LOCATED WANTED EMANCIPATED
JUVENILE DELINQUENT-ADJUDGED
or
LOCATED WANTED EMANCIPATED
JUVENILE DELINQUENT-CHARGED
LT LOCATED WANTED PERSON-
TEMPORARY FELONY
Entry of a detainer DW DETAINED WANTED PERSON
or
DETAINED WANTED JUVENILE
DELINQUENT-ADJUDGED
or
DETAINED WANTED JUVENILE
DELINQUENT-CHARGED
or
DETAINED WANTED EMANCIPATED
JUVENILE DELINQUENT-ADJUDGED
or
DETAINED WANTED EMANCIPATED
JUVENILE DELINQUENT-CHARGED

Cancellation of a detainer XDW

Clear CW
CT
Entry of supplemental record of EN
aliases and/or additional
identifiers
Entry of supplemental ENS
stolen/fraudulent identifiers
Cancellation of supplemental XN
record
Cancellation of XNS
stolen/fraudulent identifiers
Entry of dental information ED
Modification of dental MD
information
Cancellation of dental XD
information
 *The LW MKE will only translate as indicated when the locate appended to the record shows
that the subject will be extradited (EXTR) or detained (DETN).

1. A caution indicator should be added to the MKEs EW, ET, or EWJ when it is known that
an individual is armed and dangerous, has suicidal tendencies, has previously escaped
custody, is a drug addict, or whatever is appropriate to the particular circumstances of the
individual.

2. The reason for the caution must be entered in the Caution and Medical Conditions (CMC)
Field. For example, a record with MKE/EW-C might include one of the following in the
CMC Field:

ARMED AND DANGEROUS

SUICIDAL TENDENCIES
HEMOPHILIAC
PREVIOUSLY ESCAPED CUSTODY
HEROIN ADDICT
DIABETIC

3. For the MKEs EW and ET, the caution indicator C is preceded by a dash, e.g., EW-C;
however, the message key EWJ does not allow space for the dash, e.g., EWJC.

4. The MKE EW-C translates WANTED PERSON - CAUTION. The MKE ET-C translates
WANTED PERSON - TEMPORARY FELONY/CAUTION.

5. The MKE EWJC translates as one of the following:

WANTED - JUVENILE DELINQUENT - ADJUDGED/CAUTION

WANTED - EMANCIPATED JUVENILE DELINQUENT - ADJUDGED/CAUTION
WANTED - JUVENILE DELINQUENT - CHARGED/CAUTION
WANTED - EMANCIPATED JUVENILE DELINQUENT - CHARGED/CAUTION

1.3 RECORD RETENTION PERIOD

Wanted person records have an unlimited retention period. A wanted person (EW) record
that has not been located or has one locate message appended with no extradition (NOEX)
will remain on file indefinitely or until action is taken to clear or cancel the record or a
second NOEX locate is placed upon the record. The same rules apply to a located juvenile
record (whether emancipated or not).

Other exceptions to the record retention period will occur in the event a serious error is
detected in the record on file. Additional information on serious error detection can be found
in the Introduction chapter of this manual.
1.4 RETENTION PERIOD FOR A TEMPORARY FELONY WANT RECORD

Temporary felony want records have a 48-hour retention period. A temporary felony want
record will be retired at the end of 48 hours, and a $.P. administrative message will be sent to
the originating agency. Additional information concerning the $.P. administrative message
can be found in the Introduction chapter of this manual.

1.5 AUTOMATIC RETIREMENT

1. A record with MKE/EW or MKE/EWJ to which one locate message has been appended
indicating that the subject will not be extradited (NOEX) will be retired immediately
upon receipt of a second locate message with NOEX. The ORI of the record will be
notified that the record has been retired.

2. A record with the MKE/EW or MKE/EWJ to which one locate is appended indicating
that the subject will be extradited (EXTR) or detained (DETN) will be retired 5 days
from the date of the locate transaction. The originating agency will be notified by a $.P.
message. If a second locate is received within those 5 days, the retirement date will be
reset to 5 days from the date of the second locate transaction.

3. Records for juveniles will not be retired when the juvenile reaches the age of
emancipation. Once the individual has been emancipated, NCIC will notify the entering
agency with a $.J. message, change the MKE translation, and add a caveat to the record
indicating that the juvenile has reached the age of emancipation. Additional information
concerning the $.J. administrative message can be found in the Introduction chapter of
this manual.

4. Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and
License Plate Type (LIT) Fields will remain in a wanted person base record or
supplemental record for the year of entry plus 4 years from the date of entry of the base
record regardless of when the license plate data is entered. Entering agencies are not
notified of records from which expired license data are retired. If the purged license plate
is the only searchable identifier in the Wanted Person File record, the entire record will
be removed, and the originating agency will not be notified.

5. A nonexpiring license plate (LIY/NX) contained in a Wanted Person File record will
remain on file until action is taken by the originating agency to remove the license data or
clear or cancel the entire record.

1.6 VALIDATION

For validation policy and procedures, refer to the Validation Section in the Introduction of
this manual.

The Name of Validator (VLN) Field will be returned when the requester of the record is the
entering agency, the CJIS Systems Agency of the entering agency, the FBI, and in the $.C.
 Request for Validation Notification and fixed format validation files. For all other responses,
the VLN Field will be suppressed.

1.7 POSTING OF WANTED PERSON NOTICES

1. Users are reminded that when possible the FBI Number/UCN should be included in a
wanted person entry. When a Wanted Person File entry contains the FBI Field, the same
wanted information is posted in the subject's criminal history record maintained by the
FBI Criminal Justice Information Services (CJIS) Division. The FBI CJIS staff will then
notify a wanting agency of subsequent fingerprints received that are identified with the
wanted person.

2. A user may request a copy of a subject's criminal history record by placing the acronym
SIR (Send Identification Record) as the last item of the MIS Field of a Wanted Person
File entry that contains an FBI Number/UCN. A wanted notice will not be posted in the
CJIS Division nor will an identification record be forwarded when the NCIC entry
contains an incorrect FBI Number/UCN. When an entry contains an incorrect FBI
Number/UCN, the ORI will be notified and requested to correct the NCIC record using a
modification message.

3. The modification of an NCIC Wanted Person File record to add or correct an FBI
Number/UCN will cause a wanted notice to be posted in the subject's criminal history
record. When a clear, cancel, or locate transaction is processed, a notification will be
transmitted to remove the wanted notice from the criminal history record.

4. When a located NCIC Wanted Person File record containing an FBI Number/UCN has
detainer information appended, a Wanted Person Notice will be posted in the subject's
criminal history record.

1.8 MESSAGE FIELD CODES AND EDITS

Code Field Edits

ADD Address Type Must be a valid NCIC assigned code as listed in the
Personal Descriptors Codes, NCIC Code Manual.
ADO Additional Offense Must be Y, N, or blank. The default value is blank.
AKA Alias May include alphabetics, numerics, a comma, hyphens,
and spaces; the comma must follow the last name; there
can be no more than one space after the comma. The
hyphen cannot be in the first position or directly precede
the comma. More information in Personal Descriptors,
NCIC Code Manual.
ATN Attention Free text.
CMC Caution and Must be a valid NCIC assigned code as listed in Personal
Medical Descriptors, NCIC Code Manual.
Conditions
COU County Free text (alphabetical).

CTI Court Identifier Must be a valid NCIC assigned ORI.

CTY City Free text (alphabetical).

CTZ Citizenship Must be a valid NCIC assigned country code as listed in

State and Country Codes, NCIC Code Manual
DCH Dental May contain a maximum of 319 codes consisting of two
Characteristics numerics followed by one to seven alphabetic characters
or one special character. The only exceptions are that the
codes ALL or UNK will be permitted in the DCH Field. If
the code ALL or UNK is entered, no additional
information may be entered in the DCH Field. More
details can be found in Section 11 of this chapter.

DCL Date of Clear Must be a valid Gregorian date (YYYYMMDD) equal to

or less than current date.
DDA Date of Must be a valid Gregorian date, (YYYYMMDD) and
Documented cannot be later than the current date.
Address
DIS Date Incarceration Must be a valid Gregorian date (YYYYMMDD) equal to
Starts or less than current date.
DLO DNA Location Free text. If the DNA field is N or defaulted to N, then
the DLO must be blank.
DNA DNA Profile Must be either a Y or N. N is the default value. If Y is
Indicator entered, then the DLO Field must contain data.
DNO Detainer Case Must not contain a single zero only, a run of zeros only,
Number the word NONE, or a single alphabetic only.The first
seven characters of the DNO cannot equal the first seven
characters of the ORI. The only valid special character is
the hyphen.
DOB Date of Birth Must be a valid Gregorian date (YYYYMMDD) if it is
the only numeric identifier. The DOB cannot be later than
the current date or DOW. If the DOB is not the only
numeric identifier, 00 may be entered for the month
and/or day when the actual date is unknown. If MKE is
EWJ or EWJC, the DOB must be a valid Gregorian date.
More information in Personal Descriptors, NCIC Code
Manual.
DOC Date of Must be a valid Gregorian date (YYYYMMDD) equal to
Cancellation current date or current date minus one.
DOD Date of Detainer Must be a valid Gregorian date (YYYYMMDD) equal to
or less than current date.
DOE Date of Must be a valid Gregorian date (YYYYMMDD). The
Emancipation DOE must be later than the DOV. The DOE is mandatory
when the MKE is EWJ or EWJC. If the MKE is not EWJ
or EWJC, the DOE must be left blank.
DOR Date of Recovery Must be a valid Gregorian date (YYYYMMDD) equal to
or less than current date.
DOV Date of Violation Must be a valid Gregorian date (YYYYMMDD) equal to
or less than current date. (Juvenile)
DOW Date of Warrant Must be a valid Gregorian date (YYYYMMDD) equal to
or less than current date. (Adult)
DRE Dentist's Remarks Maximum of 50 alphanumeric and/or special characters
(free text).
DSE Date of Sentence Must be a valid Gregorian date (YYYYMMDD) greater
Expiration than current date plus 5 days.
DXR Dental X-rays Must be a valid NCIC-assigned code as listed in Personal
Available Descriptors, NCIC Code Manual.
EBS Expanded Date of Must be 1, 2, 3, or blank. The default value is blank. If 2
Birth Search or 3 is entered, the day of birth in the DOB Field must be
12 or less.
ENS Expanded Name Must be Y or N.
Search
ETN Ethnicity Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
EXL Extradition Must be a valid NCIC-assigned code as listed in the
Limitation Personal Descriptors Chapter of the NCIC Code Manual .
EXT Extradition Must be EXTR, NOEX, or DETN
EYE Eye Color Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
FBI FBI Number/UCN May be up to seven numerics; or one to six numerics
followed by an alphabetic character A through H; or one
to six numerics followed by an alphabetic character J
through Z, followed by one or two check digits; or one to
six numerics followed by two alphabetics followed by one
check digit. If the number contains one alphabetic
character (J-Z), the check digit(s) will be 1 to 11. If the
number contains two alphabetic characters, the first
cannot be B, G, I, O, Q, S, U, Y, or Z; the second must be
A, B, C, D, or E; and the check digit must be 0 to 9. The
alphabetic characters I and O are always invalid.

-OR-

May be eight alphanumerics followed by one

alphanumeric check digit. Cannot contain alphabetic
characters B, G, I, O, Q, S, U, Y, or Z.
FPC Fingerprint Must be a valid NCIC-assigned code as listed in Personal
Classification Descriptors, NCIC Code Manual. If the first character of
any finger is numeric, the second character must also be
numeric. Codes 00 and 50 may not be used.
HAI Hair Color Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
HGT Height The first character represents feet and the second and third
represent inches. May be a minimum of 400 but not more
than 711. More information in Personal Descriptors,
NCIC Code Manual.
HIT Wanted/Missing Must be a valid code as listed in the Introduction chapter
Person Hit Results of this manual. Can be entered only if RPS is entered.
IMN Image NCIC A self-checking number consisting of alphabetic character
Number I followed by nine numeric characters automatically
assigned by NCIC to each accepted image record. Must
have valid check digit.
IMT Image Type Must be a valid NCIC assigned code as listed in the Image
File chapter.
INC Place of Free text (alphanumeric and special characters).
Incarceration
IND Image Indicator Must be Y or N.
IRI Incarcerating Must be a valid NCIC-assigned ORI.
Agency
LIC License Plate The characters UNK, UNKN, or UNKNOWN may be
Number used in inquiry transactions. For entry of a record with
UNK, UNKN, or UNKNOWN, contact the FBI CJIS
Division staff. If VMA is AERO, LIS is US, and LIT is
PP or NP, the first character in the LIC Field must be the
alphabetic N. If the license plate number exceeds ten
characters, only the first ten characters should be entered
in the LIC Field. The full plate number must be shown in
the MIS Field.
LIS License Plate State Must be a valid NCIC-assigned code as listed in State and
Country Data Codes, NCIC Code Manual.
LIT License Plate Type Must be a valid NCIC-assigned code as listed in
Vehicular Codes, NCIC Code Manual.
LIY License Plate Year Must be a valid four-character year (YYYY) or the
of Expiration alphabetics NX to represent a nonexpiring registration..
LKA Linkage Case Must not contain a single zero only, a run of zeros only, a
Number single alphabetic only, or the word NONE. The first seven
characters of the LKA cannot equal the first seven
characters of the LKI. The only valid special character is
the hyphen. The LKA must be valid for the LKI. (There
must be an ORI and matching OCA in the System.)
LKI Linkage Agency Must be a valid ORI.
Identifier
MIS Miscellaneous SVIN must be the first four characters in the MIS Field if
the VIN is a state-assigned or nonconforming 17-
character VIN. If EXL code is 2 or B or is 5 or E, the
MIS Field must contain additional information. Free text.
MKE Message Key Must be a valid message key.
MNU Miscellaneous The first two characters must be a valid NCIC-assigned
Number code as listed in Personal Descriptors, NCIC Code
Manual. The third character must be a hyphen. Entry of
one zero only or a run of zeros only is prohibited in
positions 4 through 15. An originating agency police or
identification number in MNU cannot be the only numeric
identifier in the record. 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.
MPA Dental Models Must be a valid NCIC-assigned code as listed in Personal
and/or Descriptors, NCIC Code Manual.
Photographs of
Teeth Available
NAM Name The name may include alphabetics, numerics, a comma,
hyphens, and spaces; the comma must follow the last
name; there can be no more than one space after the
comma. The hyphen cannot be in the first position or
directly precede the comma. The NCIC Code Manual,
Personal Descriptors, provides coding instructions.
NIC NCIC Number A self-checking number automatically assigned by NCIC
to each accepted record and consists of an alphabetic
character (W in the Wanted Person File) followed by nine
numeric characters. Must have valid check digits when
used to identify the record in a subsequent transaction.
NOA Notify Originating Must be Y or N. NCIC will default to N if left blank.
Agency
NPA Number of Count of persons arrested as a result of locating wanted
Persons person. Can be entered only if RPS is entered. Must be
Apprehended blank or 0 if RPS is OTHER MEANS or PREVIOUSLY
LOCATED.
NPF Number of First three characters must be numeric. The fourth
Missing Persons character must be J for juvenile or O for other missing
Found person. Fifth character must be I or N for indexed or not
indexed in NCIC. Can be entered only if RPS is entered.
Must be blank or 0 if RPS is OTHER MEANS or
PREVIOUSLY LOCATED.
OCA Originating Must not contain a single zero only, a run of zeros only,
Agency Case the word NONE, or a single alphabetic only. The first
Number seven characters of the OCA cannot equal the first seven
characters of the ORI. The only valid special character is
the hyphen.
OFF Offense Must be a valid code from the NCIC Code Manual,
Uniform Offense Codes. If code 0201 or 0299 is used,
ORI must be military or FBI. If codes 8100, 8101, or 8102
are used, MKE must be EWJ or EWJC.
OLN Operator's License One zero only or a run of zeros only may not be used.
Number More information in Personal Descriptors, NCIC Code
Manual.
OLS Operator's License Must be a valid NCIC-assigned code as listed in State and
State Country Codes, NCIC Code Manual. More information
also in Personal Descriptors, NCIC Code Manual.
OLY Operator's License Must represent the year the license expires (XXXX), the
Year Of alphabetics NX to represent nonexpiring, or the code
Expiration UNKN for unknown. More information in Personal
Descriptors, NCIC Code Manual.
OOC Original Offense Must be a valid code from Uniform Offense Codes, NCIC
Code Code Manual. Entry of OOC is required (and permitted
only) when OFF is 4901, 4999, 5001, 5002, 5011, 5012,
5013, 5014, 5015, 8100, 8101, or 8102. The OOC Field
cannot equal 4901, 4999, 5001, 5002, 5011, 5012, 5013,
5014, 5015, 8100, 8101, or 8102. If OOC is 8100, 8101,
or 8102, MKE should be EWJ or EWJC. If OOC is 8002,
then the FBI Field should contain data
ORI Originating Must be a valid NCIC-assigned ORI.
Agency Identifier
PAR Person Armed Must be a valid NCIC assigned code as listed in the
Introduction chapter of this manual. Can be entered only
if RPS is entered.
POB Place of Birth Must be a valid NCIC-assigned code as listed in State and
Country Codes, NCIC Code Manual. More information
also in Personal Descriptors, NCIC Code Manual.
PUR Purpose-III Must be a valid NCIC assigned code as listed in the
Interstate Identification Index chapter.
RAC Race Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
RCA Recovering Must not contain a single zero only, a run of zeros only,
Agency Case the word NONE, or a single alphabetic only. The first
Number seven characters of the RCA cannot equal the first seven
characters of the RRI. The only valid special character is
the hyphen.
RPS Reason for Person Must be a valid NCIC assigned code as listed in the
Record Removal Introduction chapter of this manual.
RRI Recovering Must be a valid NCIC-assigned ORI.
Agency Identifier
RSH Related Search Hit Must be Y or N.
SEX Sex Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
SID State Identification First two characters must be a valid state code. Foreign
Number country codes are not permitted. Embedded blanks are not
permitted.
SKN Skin Tone Must be a valid NCIC-assigned code as listed in Personal
Descriptors, NCIC Code Manual.
SMT Scars, Marks, Must be a valid NCIC-assigned code as listed in Personal
Tattoos, and Other Descriptors, NCIC Code Manual.
Characteristics
SNA Street Name Free text (alphanumerical and special characters).
SNU Street Number Free text (alphanumerical and special characters).
SOC Social Security Must not be less than 001010001. The SOC cannot have a
Number value of 9 in the first position or have a value of 00 in the
fourth and fifth positions. Invalid and/or unissued
numbers are accepted but cause a SOC attention message.
More information in Personal Descriptors, NCIC Code
Manual.
STA State Must be a valid NCIC assigned code as listed in the State
and Country Codes, NCIC Code Manual.
VCO Vehicle Color Must be valid NCIC-assigned code as listed in Vehicular
Data Codes, NCIC Code Manual. If two color codes are
used, they must be separated by a slash (/).
VIN Vehicle Single zero only, run of zeros only, single alphabetic only,
Identification all alphabetics only, or spaces cannot be used. The
Number Vehicle File chapter has additional edits on the VIN Field.
If the VIN exceeds 20 characters, only the last 20
characters should be entered in the VIN Field. The full
VIN must then be shown in the MIS Field.
VLN Name of Validator Any valid characters representing validator.
VMA Vehicle Make The VMA Field can be up to 24 characters. The first four
characters must be alphabetic and a valid code. If the
VMA code is less than four characters and data are
included in positions 5 through 24, positions 3 and/or 4
should be blanks. The remaining characters are free text
and must contain the name of the manufacturer when the
VMA code is AERO, ATV, COEQ, CYCL, FARM,
SNOW, SPEC, TRLR, or TRUK.
If the VMO is other than TL, the VMA code must be a
valid NCIC-assigned code as listed in Vehicular Data
Codes, NCIC Code Manual.
 If the VMO is TL, the VMA code must not be the
characters ASM, ASMB, ASSE, ASSM, MB, MC MK,
MP, MS, NA, TK, TL, UNK, UNKN, XX, XXX, XXXX,
YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ.
For every assembled vehicle that does not have a
manufacturer-assigned VIN, the VMA code must be
ASVE.
(Jeep) If the VMA code is JEP, the VYR must be 1969 or earlier.
If the VMA code is AMER, the VYR must be 1988 or
earlier. If the VMA code is JEEP, the VYR must be 1989
or later.
(aircraft) If VST is 1J, 2J, 3J, MJ, 1P, 2P, 3P, MP, BP, HP, or SA,
the VMA code must be AERO.
(all-terrain vehicle, If VST is EB, EN, or OP, the VMA code must be SPEC,
dune buggy, go- ATV, SNOW, CYCL, or one of the approved VMA codes
cart, golf carts, and for snowmobiles or motorcycles listed in the NCIC Code
snowmobile) Manual, Vehicular Data Codes. If VST is MV, the VMA
code must be SPEC, ATV, CYCL, or one of the approved
VMA codes for snowmobiles or motorcycles listed in the
NCIC Code Manual, Vehicular Data Codes.
VMO Vehicle Model Spaces cannot be skipped. Hyphens or symbols should be
used. More information in Vehicular Data Codes, NCIC
Code Manual.
The only valid VMO codes for vehicles with VST codes
EB, EN, MV, or OP are (blank), ATV, CYL, DUN, GOF,
GRT, SKT, SKW, TOY, TRA, TRW, or WHE.
(assembled If the first four characters of the VMA are ASVE, the
automobile) VMO must be AV or REP.
(construction If the first four characters of the VMA are COEQ, the
equipment) VMO must be CE.
(farm and garden If the first four characters of the VMA are FARM, the
equipment) VMO must be FE.
(motorcycle) If the VST is MB, MC, MD, MK, MS, or MY, the VMO
required is CYL.
(snowmobile) If the first four characters of the VMA are SNOW or one
of the valid snowmobile manufacturer's codes listed in
Vehicular Data Codes, NCIC Code Manual, the VMO
must be SKT, SKW, TRA, TRW, or WHE.
(trailer) If the first four characters of the VMA are TRLR, or
HMDE, the VMO must be TL.
(truck) If the first four characters of the VMA are TRUK, the
VMO must be TK.
VNP Value of Must be blank or 0.
Recovered
Property
VOR Value of Other Fair market value (in whole dollars) of property recovered
Recovered as a result of locating wanted person who is subject of the
Property record. Can be entered only if RPS is entered. Must be
blank or 0 if RPS is OTHER MEANS or PREVIOUSLY
RECOVERED.
VRC Value of Fair market value (in whole dollars) of any contraband
Recovered recovered as a result of locating a wanted person who is
Contraband subject of the record. Can be entered only if RPS is
entered. Must be blank or 0 if RPS is OTHER MEANS or
PREVIOUSLY RECOVERED.
VST Vehicle Style Must be a valid code listed in Vehicular Data Codes,
NCIC Code Manual.
VYR Vehicle Year Must represent the production (model) year during which
the vehicle was manufactured (YYYY). Year cannot be
more than one year beyond the current year. For entries of
model year 1981 or later, when the VIN is 17 characters,
the tenth position (vehicle year) of a VIN must represent
the VYR.
WGT Weight Minimum of 050 and maximum of 499. More information
in Personal Descriptors, NCIC Code Manual.
WNO Warrant Number May be up to 15 alphabetic and/or numeric characters.
ZIP ZIP Code Must be either five numerics or ten characters with five
numerics followed by a hyphen and another four
numerics.

1.9 CRITERIA FOR ENTERING NAMES AND DATES OF BIRTH FOR STOLEN/
FRAUDULENT IDENTIFIERS

The general rule for the use of stolen/fraudulent (S/F) identifier fields is that they must be
used whenever a wanted person is known to be using identification documents that are
stolen/fraudulent. If the wanted person is using a made-up name or numerical identifier for
which it is not known whether identification documents (Social Security card, operator's
license, etc.) exist, these identifiers should be entered in the appropriate base record or
supplemental identifier fields, such as the DOB Field. If the identity of the thief is known and
there is an arrest warrant, the victim information should be entered in the S/F fields.

The base record NAM must be entered for each record. This field should contain the wanted
person's true name regardless of whether it is the name contained on the arrest warrant.
Listed below are guidelines for coding the "true" and S/F NAM Fields and the "true" and S/F
DOB Fields.

1. If the name on the arrest warrant is believed to be the wanted person's real name, the
name should be entered in only the base record NAM. If the wanted person's date of birth
is available, it should be entered in the base record DOB. Any known S/F identifiers
should be entered in the S/F identifier fields.
 2. If the name on the arrest warrant is known to be S/F and the wanted person's true name is
known, the S/F name should be entered in the S/F NAM Field. The wanted person's real
name must be entered in the base record NAM. The date of birth from the S/F
identification, if known, must be entered in the S/F DOB. If the wanted person's real date
of birth is known, it should be entered in the base record DOB.

3. If an arrest warrant is issued in the name of "John Doe" or "Jane Doe" because the
wanted person's true identity is unknown and the wanted person is known to be using
stolen or fraudulent identification documents, entry of a Wanted Person File record is
permitted provided the identifiers from the stolen or fraudulent documents are included in
the wanted person record and identified as such. The FBI Field should not be entered in
these types of records.

Refer to SECTION 2.6 CRITERIA FOR ENTRY OF "JOHN DOE" OR "JANE DOE"
WARRANTS for further information.

4. This enhancement only serves to highlight information when the record subject is known
to use S/F identification documents. It does not alter current policy concerning entry of
"John Doe" or "Jane Doe" records without a warrant which is currently allowed only
when the record subject is using a homicide victim's identification.

5. When a record is entered into the Identity Theft File, if the identity of the thief is known
and a warrant is obtained, the thief's personal information should be entered in the base
Wanted Person File record. Additionally, the victim information should be entered in the
supplemental stolen/fraudulent data fields.

1.10 CRITERIA FOR REJECTING DUPLICATE RECORDS

If the following fields of an NCIC wanted person or temporary felony want message are the
same as those field codes of a wanted person record already on file, the second entry will be
rejected with the message REJECT ON FILE: FBI and ORI; NAM, MNU, and ORI; NAM,
SOC, and ORI; OLN, OLS, and ORI; VIN, VMA, NAM, and ORI; LIC, LIS, LIY, LIT,
NAM, and ORI; OCA, NAM, and ORI; and DOB, NAM, and ORI.

Whenever the message REJECT ON FILE is sent by NCIC , the record on file will also be
transmitted. A duplicate record will be accepted if the ORI in the second message is different
or the person type is other than wanted, for example, Protection Order File, Gang File, etc. A
duplicate record will also be accepted if there are vehicle data in the wanted person message
which match data in the Vehicle File. In those cases, the duplicate record(s) will be furnished
with the acknowledgment.

1.11 IMAGE CAPABILITY

The Image File chapter of this manual contains information regarding entry, modification,
cancellation, and inquiry of images in NCIC.
1.12 -- INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative
interest supplemental records in NCIC.

SECTION 2--ENTRY

2.1 EXAMPLE OF AN ENTRY

1N01HEADER.EW-C.MD101783J.SMITH, JOHN J.M.W.TX.19311012..510.175.BRO.

BRO..DRK.SC R HND.121011CO141159TTCI13.AS-123456789.123456789.98765432.
MD.2002.0907..19981201.123456789...98-0003457.MD101783J.KNOWN TO BE VERY AGGRESSIVE
WITH LAW ENFORCEMENT FFICERS.Y.ABC123.MD.2000.PC.
2Y27H5L000009.1975.PONT.SUN.2D.BLU.00........1.Y.FBI LAB, QUANTICO, VA
703-632-4000, VA1234567, MTDNA, CODIS NUMBER - ABC-UHR-
123456789.US.........N.Y.MD99999999

Acknowledgment:

1L01HEADER
MD101783J
NAM/SMITH, JOHN J NIC/W146203706
OCA/123456789

Note: When vehicular data have been entered, all entries and modifications will cross-search
all person files (except the Unidentified Person File), and Vehicle, Boat, Vehicle/Boat Part,
and License Plate Files.

2.2 MESSAGE FIELD CODES FOR ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC,
SPECIAL
CHARACTERS
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NAME MANDATORY NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
SEX MANDATORY SEX 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
RACE MANDATORY RAC 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
PLACE OF BIRTH OPTIONAL POB 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
DATE OF MANDATORY** DOE 8-8 NUMERIC
EMANCIPATION
HEIGHT MANDATORY1 HGT 3-3 NUMERIC
WEIGHT MANDATORY1 WGT 3-3 NUMERIC
EYE COLOR OPTIONAL EYE 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
HAIR COLOR MANDATORY1 HAI 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
SKIN TONE OPTIONAL SKN 3-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
FINGERPRINT OPTIONAL FPC 20-20 ALPHABETIC,
CLASSIFICATION NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR'S SET OLS 2-2 CODE AS
LICENSE STATE DEFINED IN
NCIC CODE
MANUAL
OPERATOR'S SET OLY 2-2 ALPHABETIC
LICENSE YEAR OF (2), NUMERIC
EXPIRATION 4-4 (4), OR
ALPHABETIC
(4)
OFFENSE CODE MANDATORY OFF 4-4 CODE AS
DEFINED IN
4-24 NCIC CODE
MANUAL
ORIGINAL OFFENSE CONDITIONAL OOC 4-4 CODE AS
CODE DEFINED IN
NCIC CODE
MANUAL
DATE OF WARRANT MANDATORY DOW 8-8 NUMERIC
OR DATE OF
VIOLATION2 DOV
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
LINKING AGENCY OPTIONAL SET LKI 9-9 ALPHABETIC,
IDENTIFIER NUMERIC
LINKING CASE SET LKA 1-20 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
WARRANT NUMBER OPTIONAL WNO 1-15 ALPHABETIC,
NUMERIC
COURT IDENTIFIER OPTIONAL CTI 9-9 ALPHABETIC,
NUMERIC
MISCELLANEOUS OPTIONAL MIS 1-500 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NOTIFY OPTIONAL NOA 1-1 ALPHABETIC
ORIGINATING
AGENCY
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
LICENSE PLATE SET LIY 2-2 ALPHABETIC
YEAR OF (2), NUMERIC
EXPIRATION 4-4 (4)
LICENSE PLATE SET LIT 2-2 CODE AS
TYPE DEFINED IN
NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1-20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE YEAR SET VYR 4-4 NUMERIC
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE MODEL OPTIONAL VMO 2-3 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE STYLE SET VST 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
VEHICLE COLOR OPTIONAL VCO 3-3 CODE AS
DEFINED IN
7-7 NCIC CODE
MANUAL
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
NAME OPTIONAL NAM*** 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB*** 8-8 NUMERIC
SOCIAL SECURITY OPTIONAL SOC*** 9-9 NUMERIC
NUMBER
MISCELLANEOUS OPTIONAL MNU*** 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
OPERATOR'S CONDITIONAL OLN*** 1-20 ALPHABETIC,
LICENSE NUMBER SET NUMERIC
OPERATOR'S SET OLS*** 2-2 ALPHABETIC
LICENSE STATE
OPERATOR'S SET OLY*** 2-2 ALPHABETIC
LICENSE OF YEAR (2) NUMERIC
EXPIRATION 4-4 (4)
EXTRADITION MANDATORY EXL 1-2 ALPHABETIC,
LIMITATION NUMERIC
DNA PROFILE OPTIONAL DNA 1-1 ALPHABETIC
INDICATOR
DNA LOCATION CONDITIONAL DLO 1-250 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
STREET NUMBER OPTIONAL SNU 1-7 ALPHABETIC,
WITHIN SET NUMERIC,
SPECIAL
CHARACTERS
STREET NAME OPTIONAL SNA 1-25 ALPHABETIC,
WITHIN SET NUMERIC,
SPECIAL
CHARACTERS
CITY NAME OPTIONAL CTY 1-20 ALPHABETIC
WITHIN SET
COUNTY OPTIONAL COU 1-20 ALPHABETIC
WITHIN SET
STATE OPTIONAL STA 2-2 CODE AS
WITHIN SET DEFINED IN
NCIC CODE
MANUAL
ZIP CODE OPTIONAL ZIP 5-5 NUMERIC,
WITHIN SET SPECIAL
10-10 CHARACTERS
ADDRESS TYPE OPTIONAL ADD* 2-2 CODE AS
WITHIN SET DEFINED IN
NCIC CODE
MANUAL
DATE OF OPTIONAL DDA 8-8 NUMERIC
DOCUMENTED WITHIN SET
ADDRESS
ETHNICITY OPTIONAL ETN 1-1 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ADDITIONAL OPTIONAL WITH ADO 1-1 ALPHABETIC
OFFENSE DEFAULT
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1
Optional for foreign fugitive
2
Date of Violation (DOV) Field is used when the MKE is EWJ.
**Mandatory blank for MKE EW/EW-C/ET/ET-C
***Fraudulent data

2.3 MANDATORY FIELDS FOR ENTRY

1. The following fields are mandatory to cause acceptance of a wanted person entry into
NCIC : HDR, MKE, ORI, NAM (base record NAM must be included in all entry
messages, and it must be the individual's true name if known), SEX, RAC, HGT, WGT,
HAI, OFF, DOW, OCA, EXL and at least one of the following numeric identifiers: DOB
(including year, month, and day); FBI; MNU (other than originating agency police or
identification number); SOC; OLN with OLS and OLY; LIC with LIS, LIY, and LIT;
VIN with VYR, VMA, and VST; or S/F NAM and S/F DOB, (a S/F NAM is required if a
S/F DOB is entered as the only searchable numeric identifier); S/F MNU (other than
originating agency police or identification number); S/F SOC; or S/F OLN with S/F OLS
and S/F OLY.

2. STOLEN/FRAUDULENT (S/F) IDENTIFIERS

1. The mandatory fields for entry of a record permit entry when the only known
numerical identifier for an individual is a S/F identifier. Since S/F identifiers are
processed as a supplemental record, and since at least one unique numerical identifier
is required to enter a base record, the Wanted Person File record entry format allows
an entering agency to transmit both the base record and one of each type of S/F
identifier (NAM, DOB, MNU, SOC, and OLN with OLS and OLY) in one
transaction. This provides for the inclusion of a numerical identifier for record entry
purposes. If the S/F DOB is the only numerical identifier, the S/F NAM must be
included as well, or the record will be rejected.

2. Any agency transmitting a base record entry message for an individual who is known
to be using an S/F identification and whose real identifiers are unknown must include
a minimum of one S/F numerical identifier, SOC, MNU, OLN with OLS and OLY, or
NAM and DOB with the base record entry message. For example:

1N01HEADER.EW-C.MD1012600.DOE,JOHN.M.W.....510.150.BRO.BRO..
FAR........0903..19990228.99-15243...98-0001234.MD101783J.
 BELIEVED TO BE USING HOMICIDE VICTIM PETER SMITH DRIVERS LICENSE AND
SSN.Y...........00.SMITH,PETER.19451212.899001234..DC123456.DC.2002

3. The base record entry format includes one of each of the S/F identifier fields. These
fields immediately follow the VCO Field and are entered in the following order: S/F
NAM; S/F DOB; S/F SOC; S/F MNU; and S/F OLN, OLS, and OLY. Any agency
transmitting a base record entry message may optionally include one of each type of
the S/F identifiers. The following is an example of a entry with base numerical
identifiers as well as S/F data:

1N01HEADER.EW.MD1012600.JONES,RANDY.M.W.US.19450123..510.
150.BRO.BRO..FAR.SC UL ARM.11121314151514131211.AF-123456789.
123456789.MD18273645.MD.2002.2202.19990228.99-15243...99-00347.
MD101783J.PETER SMITH DRIVERS LICENSE AND SSN TAKEN DURING
BURGLARY..18273645.MD.2003.PC.19283746572728.1996.CHEV.IMP.4T.BLU.05.SMITH,P
ETER.19451212.899001234..A444444.WV.200

4. Although the S/F fields are appended to the base record entry message, NCIC will
process the data therein as a supplemental S/F identifier record entry message. Thus,
S/F identifiers included in a base record entry message cannot be changed or deleted
with a modify message, i.e., MKEs MW and MT. Stolen/fraudulent identifiers
can be changed or deleted only by using the supplemental S/F identifier record entry
and cancel transactions, i.e., MKEs ENS and XNS, respectively.

5. To preclude the illogical association of a S/F name with a true date of birth, NCIC
does not cross-index S/F names and dates of birth with base record names and dates
of birth or supplemental aliases and dates of birth.

2.4 MANDATORY FIELDS FOR JUVENILE OFFENDER (MKE/EWJ) ENTRY

The following fields are mandatory to cause acceptance of a juvenile offender record entry
into NCIC: MKE, ORI, NAM, SEX, RAC, DOB, DOE, HGT, WGT, HAI, OFF, DOV,
OCA, and EXL.

2.5 ADDITIONAL GUIDELINES FOR ENTRY

1. The entering agency (ORI) must account for all fields in the Wanted Person File record
format. In the original entry, all available data called for in the record 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/MW or
MKE/MT). Guidelines for the entry of aliases and/or other additional identifiers as a
supplemental record to a wanted person 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 a DOB is the only known numerical identifier, it must be a valid Gregorian date
(YYYYMMDD) or the entry will be rejected.

4. All numerical identifiers except the OCA and the MNU are to be entered omitting spaces,
hyphens, and symbols. A hyphen may be used in the OCA Field, and a hyphen is used to
separate the first two alphabetics from the number itself in the MNU Field. 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.

5. When a warrant issued for a subject contains multiple charges, the entering agency
should enter the code for the more serious charge in the Offense Code (OFF) Field with
the additional charge(s) shown in the MIS Field. Two separate entries by an ORI for the
same person should not be made. It is only necessary for an ORI to enter one record on a
person, no matter how many separate charges are lodged against him/her.

6. The ADO Field should be used to indicate that multiple warrants exist for the same
individual by the same ORI. Additional offenses should be listed in the MIS Field.

7. A record in the Wanted Person File may contain a minimum number of personal
descriptors, license, and vehicle data because little was known of the individual at the
time of entry. This lack of information limits the chance of a hit on the record.

One possible source of additional identification data may be the Interstate Identification
Index (III). Thus, an inquiry (MKE/QH) should be made prior to or soon after making the
wanted person entry to determine if the criminal history record of the subject is in III. A
positive response to this inquiry may reveal not only physical descriptors, identifying
numbers, and aliases not known to the inquirer, but also arrest, court, and/or custody-
supervision data which might provide investigative leads.

8. An ORI attempting to enter a record on a person it already has entered will receive a
reject message. An entry on the same individual will be accepted providing the
originating agencies are different. The agency making the second entry will receive the
record already on file at the time the second entry is acknowledged. This notification
should lead to some form of communication between the two agencies, as valuable lead
information might be available.

9. The entry of invalid and/or unissued numbers in the SOC Field is allowed. A caveat will
be generated stating that the SOC has not been assigned and that the agency should check
for a possible data entry error. For example:

ATTENTION: -- THE SOC USED IN YOUR TRANSACTION HAS NOT BEEN ASSIGNED BY THE
SOCIAL SECURITY ADMINISTRATION. PLEASE CHECK FOR A DATA ENTRY ERROR.

10. If the NCIC entry does not contain data in the EXL Field, the entry will be rejected.

11. The following caveat will be generated with the entry acknowledgment when a Wanted
Person File record entry contains EXL 5, 6, E, or F.
 RECORD INCLUDES EXTRADITION ARRANGEMENTS PENDING OR PENDING
EXTRADITION DETERMINATION. WHEN EXTRADITION HAS BEEN DETERMINED,
THE EXTRADITION LIMITATION FIELD SHOULD BE MODIFIED IMMEDIATELY.
YOU WILL RECEIVE A REMINDER NOTIFICATION EVERY 15 DAYS UNTIL THE
EXTRADITION LIMITATION FIELD HAS BEEN MODIFIED TO INCLUDE SPECIFIC
EXTRADITION INFORMATION OR THE RECORD IS CLEARED.

12. 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, operator’s 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.

2.6 CRITERIA FOR ENTRY OF "JOHN DOE" OR "JANE DOE" WARRANTS

1. In jurisdictions authorized to use "John Doe" or "Jane Doe" warrants, an agency may
enter a Wanted Person File record in the name of "John Doe" or "Jane Doe" using the
identifiers from the stolen or fraudulent documents, provided this type of warrant has
been obtained.

2. If an arrest warrant is issued in the name of "John Doe" or "Jane Doe," the name from the
S/F documents should be listed as S/F. Any identifiers should be placed in the
appropriate S/F identifier field(s), and a statement should be placed in the MIS Field
indicating that the documents may be in the possession of "John Doe" or "Jane Doe."
The FBI Field should not be included in these types of entries.

3. If an agency is located in a jurisdiction that does not issue this type of warrant, only those
cases involving a homicide where the wanted person is believed to be using the victim's
identification can be entered as "John Doe" or "Jane Doe." The criteria below list the
instructions to enter "John Doe" or "Jane Doe" records without a warrant:

1. To allow specific identification of "John Doe" or "Jane Doe" entries in cases

involving a homicide where a warrant could not be secured, OFF 0913 has been
added for use in the OFF Field.

2. A variation in the DOW Field will be required when the OFF/0913 is used. Because a
warrant could not be issued, the date the investigation was opened should be entered
in the DOW. Use of OFF/0913 will generate the following caveat at the end of the
records:

NO WARRANT. SUBJECT POSSIBLY IN POSSESSION OF

HOMICIDE VICTIM'S PERSONAL IDENTIFICATION.
CONTACT ORI IMMEDIATELY.
 3. OFF 0913 is restricted to open homicide investigations where the victim's
identification was missing at the time the body was located and to agencies unable to
obtain a "John Doe" or "Jane Doe" warrant. The report must indicate that the victim's
identification was missing and must be available for audit purposes by FBI CJIS staff.

2.7 MESSAGE FIELD CODE EDITS FOR ENTRY

1. PERSONAL DESCRIPTORS

Entry instructions and valid codes for name; sex; race; ethnicity; date of birth; height;
weight; eye color; hair color; skin tone; scars, marks, and tattoos; fingerprint
classification; miscellaneous number; Social Security number; operator's license number;
and extradition limitation can be found in Personal Descriptors, NCIC Code Manual.
Codes for entering the place of birth and citizenship can be found in State and Country
Codes, NCIC Code Manual. Codes for entering license and vehicle data can be found in
the Vehicular Data Codes, NCIC Code Manual.

2. DATE OF EMANCIPATION (DOE)

1. The DOE Field is mandatory when the message key is EWJ or EWJC. It is mandatory
blank for all other wanted person MKEs. The DOE indicates the exact day that an
unemancipated juvenile will reach the age of emancipation (majority) as defined by
the laws of his/her state of residence. The DOE must be later than the DOV. The
DOE is entered in the same manner as a DOB (year, month, and day). For example, a
wanted person who was born on July 5, 1988, and is emancipated at the age of 18
years would be entered in file with DOB/19880705 and DOE/20060705.

The entry of February 29 (----0229) in the DOE Field for a year that is not a leap year
is prohibited. If the DOB is February 29 and the year of emancipation is not a leap
year, the DOE should be entered as March 1. The DOE must be complete (year,
month, and day) or the entry will be rejected.

2. Most states have a fixed age of emancipation which is commonly referred to as the
age of majority. However, many states have exceptions which cause a person to
become emancipated at an earlier age. For example, a person who is not married and
is unemancipated until he/she reaches the age of 18 may be emancipated at an earlier
age if his/her marital status changes or if he/she enters the military.

3. The exceptions concerning age of emancipation may be changed at any time by the
passage of state law. Before entering a record for a missing person who is a resident
of another state, an agency should contact the CTO of that state to obtain information
concerning the age of emancipation.
3. UNIFORM OFFENSE CLASSIFICATIONS

The appropriate code for the particular offense should be entered in the OFF. The codes
listed in the NCIC Code Manual, Uniform Offense Codes, are the only codes approved
for use in the OFF. If the OFF Field contains 0199, 0299, 0399, 5099, 7099, 7199, 7299,
7399, 5005, or 5015, then positions 5 through 24 must contain an explanation of the
offense code.

4. MISCELLANEOUS (MIS) DATA

Aliases, nicknames (monikers), vehicular data, date 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 as a supplemental record (MKE/EN), illustrated and
explained in Section 8 of this chapter, to increase the chances of a hit on the record.If the
entry contains an FBI Number/UCN, the entering agency may obtain a copy of the
subject's manual identification record by entering the alphabetic code for Send
Identification Record (SIR) as the last item in the MIS Field. A blank character must
precede SIR if other information is included in the MIS Field.For NCIC records with a
code of 2 or B (LIMITED EXTRADITION SEE MIS FIELD) in the EXL Field, the MIS
Field must contain details regarding the extradition authorized; with the code of 5 or E
(EXTRADITION ARRANGEMENTS PENDING SEE MIS FIELD) in the EXL Field,
the MIS Field must contain the location from where the extradition is pending.VEHICLE
OR LICENSE PLATE DATA

1. A vehicle and/or license plate may be entered as part of a wanted person record (EW,
EWJ, or ET) provided the location of the vehicle and/or license plate is unknown, and
the entering agency has reasonable grounds to believe that the wanted person may be
operating the vehicle or a vehicle bearing the license plate.

2. Mere knowledge or verification with the appropriate Department of Motor Vehicles

that a vehicle and/or license plate is registered to the wanted person does not meet the
criteria for entry of either or both as part of his/her wanted record.

3. In instances where the vehicle or license plate in a wanted person entry has been
stolen, a notation that the vehicle or license plate is stolen should be placed in the
MIS Field. Also, a separate entry of the stolen vehicle, felony vehicle, or license plate
should be made in the Vehicle or License Plate Files by the agency possessing the
theft report or handling the felony investigation. In NCIC , the LKI and the LKA
Fields should be used to link multiple records.

4. The wanted person and stolen vehicle or license plate records should be cross-
referenced in the MIS Field. For example, the MIS Field of the wanted person record
might read SUBJ STOLE VEH BELOW-SEE NIC/V123456789, and the MIS Field
of the vehicle record might contain SEE NIC/W000069216. Additionally, records
entered with the same OCA and ORI are automatically linked in NCIC , and both will
be returned with an inquiry on either record if the RSH Field contains Y. Otherwise, a
 record cross-referencing another record via the LKI and LKA Fields will also receive
both records if the RSH Field contains Y.

5. Should the wanted person entry contain data about a vehicle or license plate which
has already been entered in the Vehicle or License Plate Files, the agency making the
entry will be furnished the vehicle or license plate record already on file at the time
the wanted person entry is acknowledged.

6. When the vehicle in the record has been recovered, the vehicle data must be removed
from the wanted person record.

5. 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).

6. DNA PROFILE INDICATOR (DNA) and DNA LOCATION (DLO)

The DNA Field has a default value of N, meaning no DNA data is available. When the
user sets the DNA Field to Y, indicating DNA data are available, then specific
information regarding location of the DNA sample must be entered 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.

7. ADDRESS DATA

1. All fields will be optional within the set.

2. The DDA Field should include the date on which the subject, his/her employer,
relative, or associate was last known to be at that address.

3. If foreign address information is available, only the NCIC assigned country code, as
listed in the NCIC 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 the NCIC Code Manual. If code “05 – Other” is chosen,
agencies should enter additional information in the MIS Field.

8. STATE IDENTIFICATION NUMBER (SID)

Guidelines for the entry of additional SIDs as a supplemental record to a Wanted Person
record are located in Section 8 of this chapter.

9. CAUTION AND MEDICAL CONDITIONS (CMC)

When a wanted person record is entered with a caution indicator (the MKE ends with -C),
the CMC Field must contain a valid caution and medical code. Section 8 of this chapter
describes procedures for entry of additional CMC codes as a supplemental record to a
wanted person record. The allowable CMC codes and their translations are the following:

00 = Armed and Dangerous 60 = Allergies

05 = Violent Tendencies 65 = Epilepsy
10 = Martial Arts Expert 70 = Suicidal
15 = Explosive Expertise 80 = Medication Required
20 = Known to abuse drugs 85 = Hemophiliac
25 = Escape Risk 90 = Diabetic
30 = Sexually Violent Predator - Contact ORI for Detailed
Information
40 = International Flight Risk
50 = Heart Condition 01 = Other (Explain in MIS Field)
55 = Alcoholic

10. COURT IDENTIFIER (CTI)

The CTI Field must be a valid criminal justice ORI for a court. Court ORIs are
designated by the character J in position nine of the ORI Field.

11. LINKAGE DATA (LKI and LKA)

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. In the entry message the LKI and LKA Fields immediately follow
the OCA Field entry. The message will be rejected if the first seven characters of the
LKA are the same as the first seven characters of the LKI.

12. NOTIFY ORIGINATING AGENCY (NOA)

When the ORI believes that notification each time its record is hit will provide
investigative leads, regardless of whether the location of the wanted person is known, Y
should be entered into the NOA Field.The NOA Field will be returned in record
responses when the inquiring agency ORI matches the entering agency ORI and in
unsolicited notifications ($. messages) to the ORI of record.

13. ORIGINAL OFFENSE CODE (OOC)

This field is entered immediately after the offense code. It has to be a valid code from the
Uniform Offense Classifications, NCIC Code Manual. Entry of the OOC is mandatory
(and permitted only) when the OFF is one of the following: 4901, 4999, 5001, 5002,
5011, 5012, 5013, 5014, 5015, 8100, 8101, or 8102. In a wanted person hit response, the
OOC Field will be translated just as the OFF Field is translated currently.

14. WARRANT NUMBER (WNO)

The WNO is entered immediately after the LKA Field. This optional field may contain
up to 15 alphabetic/numeric characters. Along with the CTI Field, the WNO is intended
to improve the hit confirmation and validation process.

2.8 VEHICLE OR LICENSE PLATE DATA AND THE $.8. PROGRAM

An agency making a wanted person entry containing data on a vehicle or license plate
registered in another state must advise the NCIC CTA in the state of registry about such an
entry if the state of registry is not a $.8. Program participant. Additional information
concerning the $.8. administrative message can be found in the Introduction chapter of this
manual.

Only those states listed as Rendition States (Section 1 of this chapter) will receive
notification if license data from their state are included in a Juvenile Offender (Category 2)
record transaction.

SECTION 3--MODIFICATION

3.1 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 an active wanted person base record. If a
 wanted person record has been retired, it cannot be modified and, therefore, must be
reentered. An MW message to delete information in a field of the base record will cause the
same data, except for vehicle and license data, in the supplemental record to move up to the
base record. An MW message can be used only to delete vehicle and license data in a
detained wanted person base record.

3.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706.SOC/375145249.OLY/1999

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/W146203706

The above modification example contains: header (1N01HEADER), message key (MW),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/W146203706), the fields being modified, and the data being changed (SOC/
375145249 and OLY/1999).

3.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC,
SPECIAL
CHARACTERS
ANY FIELD(S)
FROM ENTRY
TRANSACTION
(except fraudulent
data)

3.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be modified must be set forth with the exact spelling
and spacing as shown in the record on file.

3.5 ADDITIONAL GUIDELINES FOR MODIFICATION

1. Section 8 of this chapter provides further instructions for modifying an alias and/or an
additional identifier previously appended to a wanted person record by means of a
supplemental record.

2. If an agency has entered a temporary felony want record, it can be modified to an EW by

modifying the MKE using MT.

3. An agency modifying a wanted person record to insert the FBI Number/UCN may also
request a copy of the subject's identification record by modifying the MIS Field to place
SIR as the last item in the field. If any other information is already entered in the MIS
Field, it must all be reentered in the modify transaction and a blank character must
precede SIR. Only the agency that entered the record may request a copy of the
identification record through this means.

4. In instances where an ORI will not honor the extradition of an individual, the ORI must
initiate a modify message to include the extradition limitations by using the appropriate
code in the EXL Field and any additional information in the MIS Field of the record,
such as, WILL NOT EXTR FROM OHIO.

5. If an entering agency subsequently learns that the person is using one of the S/F
identifiers with one of his "true" identifiers, the record must be modified to add the S/F
identifier to the appropriate "true" identifier field.

6. When the subject of the record has been located and extradition is pending, the entering
agency may modify the record to include code 5 or E (EXTRADITION
ARRANGEMENTS PENDING SEE MIS FIELD) in the EXL Field and indicate the
 location from which extradition is pending in the MIS Field.

7. The following caveat will be generated with the modify acknowledgment when a Wanted
Person File record is modified to contain EXL 5, 6, E, or F.

RECORD INCLUDES EXTRADITION ARRANGEMENTS PENDING OR PENDING EXTRADITION

DETERMINATION. WHEN EXTRADITION HAS BEEN DETERMINED,
THE EXTRADITION LIMITATION FIELD SHOULD BE MODIFIED IMMEDIATELY.
YOU WILL RECEIVE A REMINDER NOTIFICATION EVERY 15 DAYS UNTIL THE
EXTRADITION LIMITATION FIELD HAS BEEN MODIFIED TO INCLUDE SPECIFIC
EXTRADITION INFORMATION OR THE RECORD IS CLEARED.

8. The owning ORI of a Detained Wanted Person File record may delete vehicle and license
plate data by using an MW transaction.

3.6 MODIFICATION TO REMOVE VEHICULAR DATA

1. TO REMOVE ALL VEHICULAR DATA

When a vehicle which was included in a wanted person record is recovered prior to
apprehension/location of the wanted person, a special modification message may be used
to remove all vehicular data without identifying each individual field. This special
modification message may also be used to remove vehicle data when a Wanted Person
File record is in detained status.

The record to be modified must be identified by either NAM and NIC, in that order;
NAM and OCA, in that order; or NIC and OCA, in that order, preceded by the proper
MFC. The characters LIC-VCO/. follow the two record identifiers. Entry of LIC-VCO/.
causes NCIC to delete the following fields: LIC, LIS, LIY, LIT, VIN, VYR, VMA,
VMO, VST, and VCO. For example:

1N01HEADER.MW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706.LIC-VCO/.

Acknowledgment:

1L01HEADER
MD1012600
MODIFY NAM/SMITH, JOHN J NIC/W146203706

The above modification example to remove all vehicular data contains: header
(1N01HEADER), message key (MW), Originating Agency Identifier (MD1012600), two
record identifiers (NAM/SMITH, JOHN J and NIC/W146203706), and the fields being
removed (LIC-VCO) immediately followed by slash period (/.).

2. TO REMOVE PART OF VEHICULAR DATA

The special modification message explained above cannot be used to remove less than all
of the vehicular data from a wanted person record. If only the four fields of license plate
data (LIC, LIS, LIY, LIT) are to be deleted from the record, the usual modification
 procedure must be followed, with each field to be deleted explicitly set forth as shown in
the following modify message:

1N01HEADER.M W.MD1012600.NAM/DOE, JOHN J.NIC/W146203706.LIC/.LIS/.LIY/.LIT/.

3.7 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

1. LINKAGE DATA (LKI and LKA)

1. The Linkage ORI and OCA Fields are provided as separate fields to associate
incidents that are handled by multiple departments. A record which shares the same
incident of a record entered with a different ORI and/or OCA can be modified to link
the records by entering the associated ORI and OCA into the linkage fields (LKI and
LKA) of both records. If a modify transaction is used to add a linkage to another
record, then both LKI and LKA must be entered.

2. LKI and LKA Fields already existing in the wanted person record can be modified
individually.

3. The LKI and LKA Fields must be deleted as a pair; otherwise, the message will be
rejected.

2. NAME OF VALIDATOR (VLN) FIELD DATA

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a wanted person record to indicate that the record has been validated. When data
are entered into the VLN Field, NCIC enters the current date in the Date of Last
Validation (VLD) Field of the record. If the user attempts to delete or modify the VLN
Field to all blanks, the message will be rejected. The acknowledgment for the modify
message containing VLN data will indicate the record has been validated. Each CSA can
determine the specific data to be included in the VLN Field for the validation of the
record. For example:

1N01HEADER.MW.MD1012600.NAM/SMITH, JOHN J.NIC/W000069216.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE NAM/SMITH, JOHN J NIC/W000069216

SECTION 4--CANCELLATION

4.1 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 the entering agency determines that the record is invalid; for example,
the warrant which was the basis for the record has been dismissed.
4.2 EXAMPLE OF A CANCELLATION MESSAGE

1N01HEADER.XW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706.19991205

Acknowledgment:

1L01HEADER
MD1012600
CANCEL NAM/SMITH, JOHN J NIC/W146203706

The above cancellation example contains: header (1N01HEADER), message key (XW),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/W146203706), and date of cancellation (19991205).

When a wanted person record is canceled, the entire record, including all data appended to
the record by means of an S/F record entry, are automatically canceled.

4.3 MESSAGE FIELD CODES FOR CANCELLATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOC 8-8 NUMERIC
CANCELLATION
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
4.4 IDENTIFICATION OF A RECORD TO BE CANCELED

The record to be canceled must be identified by either NAM and NIC, in that order; NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
name used in identifying the record to be canceled must be set forth with the exact spelling
and spacing as shown in the record on file. The Date of Cancellation (DOC) must follow the
two record identifiers and must be the current date or the current date minus one.

4.5 ADDITIONAL GUIDELINE FOR CANCELLATION

Information regarding the cancellation of an alias and/or additional identifiers appended to a

wanted person record by means of a supplemental record can be found in Section 8 of this
chapter.

When canceling a record in NCIC, the user is expected to enter benefits and effectiveness
data. The RPS Field is entered directly after the DOC Field. For a cancellation message, the
RPS value will be either CASE DROPPED, NOT WANTED, or WARRANT DISMISSED.

The following is an example of a cancellation transaction containing benefits and

effectiveness data:

1N01HEADER.XW.MD1012600.NAM/SMITH, JOHN J.NIC/W000069216.19991205.

CASE DROPPED

SECTION 5--INQUIRY

5.1 EXAMPLES OF INQUIRIES WITH NEGATIVE AND POSITIVE RESPONSES

The MKEs QW, QWA, QWE, QWF, QWS, and ZW are used for Wanted Person File
inquiries. Record responses will be filtered based on each individual MKE used at the time
of inquiry. The design of each MKE is as follows:

The Wanted Person File Inquiry (QW/ZW) is designed to limit responses to possible
extraditable misdemeanor records and felony records regardless of extradition. The QW/ZW
inquiry returns records with EXL Field codes 1-6, A, B, E, F, and code C if the entering
agency is from an adjacent state.

The Wanted Person File Inquiry - All (QWA) is designed to return all felony and
misdemeanor records regardless of extradition. Not all records included in a QWA response
may be actionable by the inquiring agency; however, the information returned may provide
investigative leads.

The Wanted Person File Inquiry - Extraditable (QWE) is designed to limit responses to
felony and misdemeanor records that are possibly extraditable from the inquiring agency’s
location. The QWE returns records with EXL Field codes 1, 2, 5, 6, A, B, E, and F and
codes 3 and C if the entering agency is from an adjacent state.
The Wanted Person File Inquiry - Felony (QWF) is designed to limit responses to only
felony records regardless of extradition and will return records with EXL Field codes 1-6.

The Wanted Person File Inquiry - State (QWS) is designed to serve states that use NCIC in
lieu of a state warrant database. The QWS returns all felony records with an EXL Field code
of 1-6, and possible extraditable misdemeanors with an EXL Field code of A, B, E, F and C
if the entering agency is from an adjacent state. The QWS also returns nonextraditable
misdemeanors with an EXL Field code of D and the entering agency's ORI matches the first
two characters of the inquiring agency's ORI.

In a positive response, Wanted Person File records will be returned first in the order of
seriousness based on the EXL Field code at the time of entry (i.e., felonies 1-6 followed by
misdemeanors A-F). Other records will be returned in the following order: Foreign Fugitive,
Missing Person, Gang, Known or Suspected Terrorist, Violent Person, National Sex Offender
Registry, Supervised Release, Immigration Violator, Protection Order, Identity Theft,
Protective Interest, NICS Denied Transaction, License Plate, Vehicle, Boat, Vehicle/Boat
Part, and Article Files.

If a Violent Person File record is returned, the following caveat will precede all file hits,
including the Wanted Person File record:

WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS
RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.
USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

Wanted Person File inquiries will also cause an automatic cross-search of the Foreign
Fugitive, Missing Person, Gang, Known or Suspected Terrorist, Violent Person, National Sex
Offender Registry, Supervised Release, Immigration Violator, Protection Order, Identity
Theft, Protective Interest File, and NICS Denied Transaction Files. If vehicle identifiers are
included in the inquiry, the Vehicle, Boat, Vehicle/Boat Part, and License Plate Files will
also be searched. If MNU, SOC, or OLN is included in the inquiry, the Article File personal
identifier records will also be searched.

Examples:

1. Wanted Person File Inquiry (QW/ZW)

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19511012.

VIN/ABC123DEF45678901

Negative QW/ZW Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19511012 NAM/SMITH, JOHN J SEX/M RAC/W

NO RECORD VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.
***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QW Response (with supplemental record):

1L01HEADER
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON - CAUTION
CMC/00 - ARMED AND DANGEROUS
2 -LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/1999
OFF/HOMICIDE - WILLFUL KILL POL OFF GUN
DOW/19981201 OCA/123456273 SID/MD99999999
WNO/635F1129 CTI/MD101261J
MIS/EXTR EAST OF MISSISSIPPI ONLY KNOWN TO COLLECT, DRIVE AND STEAL
MIS/CLASSIC CARS
LIC/ABC123 LIS/MD LIY/2000 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS ANY CITY PD MD 301 555-1212
ADD/01 – RESIDENCE (LAST KNOWN) DDA/19991201
SNU/11 SNA/MAIN STREET
CTY/ANY STA/MD ZIP/00000
COU/ANY
DOB/19501012
DOB/19520912
AKA/BUCK,ROBERT J
AKA/DEER,JIM
SMT/CAUL L EAR
SMT/TAT R ARM
SID/VA11111111
LIC/ABC654 MD 2003 PC
LIC/DFE987 MD 2003 PC
VIN/3J57K5D012345 1975 OLDS CUT 2T BLU
NIC/W146203706 DTE/19991205 1400 EST DLU/20000106 1215 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI
NO RECORD VIN/ABC123DEF45678901
***VERIFY VIN/ABC123DEF45678901; IT DOES NOT CONFORM TO
VIN STANDARDS FOR 1981 AND LATER VEHICLES.

In these examples, the check-digit edit was applied to the 17-character VIN in the inquiry
message and resulted in the Verify VIN caveat.

When an inquiry contains one or more VINs, the System will compute the check digit for
each 17-character VIN. Each VIN, up to a maximum of three in any inquiry, must be
separated by a comma.
2. Wanted Person File Inquiry - All (QWA)

1N01HEADER.QWA.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19521012.

Negative QWA Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19521012 NAM/SMITH, JOHN J SEX/M RAC/W

***MESSAGE KEY QWA SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.

Positive QWA Response:

1L01HEADER
WA1230000

***MESSAGE KEY QWA SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.
MKE/WANTED PERSON
EXL/B - LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19521012 HGT/510 WGT/175 EYE/BRO HAI/BRO
SKN/DRK SMT/SC R HND
MNU/AS-123456789 SOC/123456789
OFF/RAPE - GUN
DOW/19981218 OCA/465978124 SID/MD99999999
MIS/EXTR EAST OF MISSISSIPPI ONLY
ORI IS ANY CITY PD MD 301 555-1212
NIC/W146203714 DTE/19990114 1400 EST DLU/19990315 1600 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

3. Wanted Person File Inquiry - Extraditable (QWE)

1N01HEADER.QWE.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19531012.

Negative QWE Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19531012 NAM/SMITH, JOHN J SEX/M RAC/W

***MESSAGE KEY QWE SEARCHES WANTED PERSON FILE FELONY
AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL
OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QWE Response:

1L01HEADER
WA1230000

***MESSAGE KEY QWE SEARCHES WANTED PERSON FILE FELONY

AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL
OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON
 EXL/2 - LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19531012 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
MNU/AS-123456789 SOC/123456789
OFF/MARIJUANA - SELL
DOW/19981201 OCA/123987654 SID/MD99999999
MIS/EXTR EAST OF MISSISSIPPI ONLY
ORI IS ANY CITY PD MD 301-555-1212
NIC/W146482134 DTE/19990617 1600 EDT DLU/19990705 1300 EDT
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

4. Wanted Person File Inquiry - Felony (QWF)

1N01HEADER.QWF.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19501012.

Negative QWF Response:

1L01HEADER
WA1230000

NO NCIC WANT DOB/19501012 NAM/SMITH, JOHN J SEX/M RAC/W

***MESSAGE KEY QWF SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION. ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QWF Response:

1L01HEADER
WA1230000

***MESSAGE KEY QWF SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION. ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON
EXL/2 - LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19501012 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
MNU/AS-123456789 SOC/123456789
OFF/HIT AND RUN
DOW/19981201 OCA/127658132 SID/MD99999999
MIS/EXTR EAST OF MISSISSIPPI ONLY
ORI IS ANY CITY PD MD 301 555-1212
NIC/W148761321 DTE/19990705 1400 EDT DLU/19990715 1600 EDT
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

5. Wanted Person File Inquiry - State (QWS)

1N01HEADER.QWS.MD1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.DOB/19511210.

Negative QWS Response:

1L01HEADER
MD1230000

NO NCIC WANT DOB/19511210 NAM/SMITH, JOHN J SEX/M RAC/W

***MESSAGE KEY QWS SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION, ALL MISDEMEANOR RECORDS INDICATING POSSIBLE EXTRADITION FROM
 THE INQUIRING AGENCY’S LOCATION, AND ALL INTRASTATE MISDEMEANOR RECORDS.
ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.

Positive QWS Response:

1L01HEADER
MD1230000

***MESSAGE KEY QWS SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF
EXTRADITION, ALL MISDEMEANOR RECORDS INDICATING POSSIBLE EXTRADITION FROM
THE INQUIRING AGENCY’S LOCATION, AND ALL INTRASTATE MISDEMEANOR RECORDS.
ALL OTHER NCIC PERSONS FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON
EXL/4 - NO EXTRADITION – IN-STATE PICK UP ONLY. SEE MIS FIELD FOR LIMITS
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511210 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
MNU/AS-123456789 SOC/123456789
OFF/SIMPLE ASSLT
DOW/19981201 OCA/234291315 SID/MD999999999
MIS/PICK UP IN SURROUNDING COUNTIES ONLY
ORI IS ANY CITY PD MD 301 555-1212
NIC/W194657812 DTE/19990917 1400 EDT DLU/19990925 1600 EDT
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

6. An example of a positive response depicting multiple offenses is listed below:

1L01HEADER
WA1230000

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE
EXTRADITION FROM THE INQUIRING AGENCY’S LOCATION. ALL OTHER NCIC PERSONS
FILES ARE SEARCHED WITHOUT LIMITATIONS.
MKE/WANTED PERSON - CAUTION
CMC/00 - ARMED AND DANGEROUS
ADO/Y - THIS SUBJECT HAS MULTIPLE WARRANTS FROM THIS AGENCY
2-LIMITED EXTRADITION SEE MIS FIELD
ORI/MD1012600 NAM/SMITH,JOHN J SEX/M RAC/W ETN/H POB/TX
DOB/19511012 HGT/510 WGT/175 EYE/BRO HAI/BRO CTZ/US
SKN/DRK SMT/SC R HND
FPC/121011CO141159TTCI13 MNU/AS-123456789 SOC/123456789
OLN/11111111 OLS/MD OLY/2009
OFF/HOMICIDE-WILLFUL KILL POL OFF GUN
DOW/20111001 OCA/123456273 SID/MD99999999
WNO/635F1129 CTI/MD101261J
MIS/EXTR EAST OF MISSISSIPPI ONLY KNOWN TO COLLECT, DRIVE AND STEAL
MIS/BURGLARY, DOW 20111002, WNO 123456
LIC/ABC123 LIS/MD LIY/2010 LIT/PC
VIN/2Y27H5LI00009 VYR/1975
VMA/PONT VMO/VEN VST/2D VCO/BLU
ORI IS ANY CITY PD MD 301 555-1212
NIC/W146203706 DTE/20111003 1400 EST DLU/20111212 0800 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI
5.2 MESSAGE FIELD CODES FOR INQUIRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-3 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
SEX OPTIONAL SEX 1-1 ALPHABETIC
RACE OPTIONAL RAC 1-1 ALPHABETIC
FBI NUMBER/UCN CONDITIONAL FBI 1-9 ALPHABETIC,
NUMERIC
MISCELLANEOUS CONDITIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
SOCIAL SECURITY CONDITIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S CONDITIONAL OLN 1-20 ALPHABETIC,
LICENSE NUMBER NUMERIC
LICENSE PLATE CONDITIONAL LIC 1-10 ALPHABETIC,
NUMBER SET NUMERIC
LICENSE PLATE SET LIS 2-2 CODE AS
STATE DEFINED IN
NCIC CODE
MANUAL
VEHICLE CONDITIONAL VIN 1 -20 ALPHABETIC,
IDENTIFICATION SET NUMERIC
NUMBER
VEHICLE MAKE SET VMA 2-24 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
CASE AGENCY NUMERIC,
NUMBER SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC
RELATED SEARCH OPTIONAL RSH 1-1 ALPHABETIC
HIT
EXPANDED NAME OPTIONAL ENS 1-1 ALPHABETIC
SEARCH
EXPANDED DATE OPTIONAL EBS 1-1 NUMERIC
OF BIRTH SEARCH

5.3 REQUIREMENTS FOR INQUIRY

1. An inquiry of the Wanted Person File may be made by name and one, more than one, or
all of the following alphanumeric identifiers: DOB (including year, month, day), FBI,
MNU, SOC, and OLN with each data element preceded by the proper MFC.
Additionally, inquiries may be made using vehicle data (LIC, LIS, and/or VIN and
VMA); NAM and OCA only, in that order; or NIC only, with each data element preceded
by the proper MFC.

Note: Exact spelling of the name as contained in the record is required when inquiring
with only NAM and OCA.

2. A juvenile offender (Category 2) record response will be restricted to those agencies in

states that have signed the Rendition Amendment to the Interstate Compact on Juveniles.
Only those federal agencies located in Rendition states will be allowed access to
Category 2 records.

5.4 ADDITIONAL GUIDELINES FOR INQUIRY

1. When only one numeric identifier is used in a Wanted Person File inquiry, the response
will include only the record on file containing that specific numeric identifier. For
example, if an inquiry contains only the Social Security number, the response(s) will
include records on file with that Social Security number even though there may be other
records on file for the same individual which do not contain that particular number.

2. An agency making an inquiry with limited personal descriptors should make a second
inquiry using all available identifiers contained in the response record to ensure the
receipt of all records on file which could possibly pertain to the person in question.

3. An NCIC inquiry containing a DOB will search on the exact date of birth; therefore,
additional inquiries may be made varying the year. Some state systems employ a search
method to automatically extend the search parameter to a period before and after the
 DOB in the inquiry (e.g., plus or minus 5 years). If a record from the state system is
received via this search method, the new DOB should be used in an NCIC inquiry.

4. If a positive response (hit) includes vehicle or license plate data in the wanted person
record, the Vehicle File should be queried to ascertain if the vehicle and/or license plate
is stolen.

5. Currently, all names and dates of birth are cross-indexed so as to produce a hit regardless
of the name and date of birth combination used in an inquiry message. To preclude the
illogical association of a S/F name with a true date of birth, the NCIC System will not
cross-index S/F names and dates of birth with base record names and dates of birth or
supplemental aliases and dates of birth.

If the only numerical identifier being entered into the record is a DOB, then both the
NAM and DOB must be entered as the same type of identifier, i.e., either both must be
entered as a base record NAM and DOB or both must be entered as a S/F NAM and
DOB.

6. When the inquiry contains a 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 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 phonetic match to the surname in the
inquiry.

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 SEX code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry
can limit the search made by NCIC. Race Field codes and the race codes that will be
searched when each is included in an inquiry are the following:

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

7. When the inquiry contains a name and an alphanumeric identifier other than DOB, i.e.,
the SOC, FBI, MNU, or OLN, 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.
8. If an alphanumeric identifier is not available, an alphabetical search by NAM can be
requested by contacting the FBI CJIS staff.

9. An inquiry can provide a secondary hit response from other files in NCIC when the
primary hit contains a SOC, FBI, or VIN, and those fields were not part of the original
search criteria. A second computer search is automatically generated on the SOC, FBI,
and VIN contained in the primary record response. The second search is against all
person files (except the Unidentified Person File), Vehicle, Boat, and Vehicle/Boat Part
Files. 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.

10. VEHICLE INQUIRY OF WANTED PERSON FILE

An inquiry (QV or ZV) by LIC, LIS, and/or VIN, and, when available, VMA will also
identify a person record into which the vehicle and/or license plate data have been
entered.

11. LOCATED DATA IN A POSITIVE RESPONSE

If the subject of a wanted person record has been apprehended/located and a locate
message has been transmitted, apprehension/locate information will appear near the end
of the record printout following the word LOCATED. This information will contain the
date of apprehension/location, apprehending/locating agency identifier,
apprehending/locating agency case number, and extradition data, that is, EXTR, DETN,
or NOEX. Entry of a locate message in the Wanted Person File record does not change
the MKE code translation for EW or ET when the subject will not be extradited (NOEX).
However, when the subject will be extradited (EXTR), or detained (DETN), the MKE
will translate indicating the located status.

12. DETAINER DATA IN A POSITIVE RESPONSE

If a detainer has been filed against a subject of a Wanted Person record in located status,
detainer information will appear near the end of the record. Detainer information may
contain the date incarceration starts, date of detainer, detainer case number, date of
sentence expiration, place of incarceration, and incarcerating agency identifier.
Additionally, the message key will indicate "DETAINED WANTED PERSON."

13. If a hit response contains expired license plate information, the following caveat will be
included:
 WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE DATA. USE
CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

14. If an inquiry hits on more than 100 records, the NCIC System will discontinue processing
the response and return the first 100 records with the following caveat.

MAXIMUM RECORD COUNT EXCEEDED FOR AN ON-LINE

SEARCH. RESUBMIT MODIFIED SEARCH PARAMETERS OR
SUBMIT A GLOBAL INQUIRY TO RETRIEVE ALL RECORDS.

To modify the search parameters to possibly prevent excessive hits, omit DOB and use
NAM and a different numeric identifier. Also, using SEX and RAC with NAM and DOB
may reduce the number of hits. To request a Global Inquiry, contact your CSA or the
FBI’s CJIS Division.

15. A Wanted Person File response can contain supplemental data fields of AKA, DOB,
SMT, MNU, SOC, CMC, CTZ, SID, operator’s license data, license plate data, vehicle
identification data, address data, and image data. All supplemental fields will be sorted
by special character, alphabetically, then numerically. Within supplemental data sets, the
fields will be sorted as follows: operator’s license data by OLS, license plate data by
LIS, vehicle data by VIN, address data set by STA, and image data by IMN.

16. IMAGE INDICATOR (IND)

Inquiries submitted in NCIC may contain an Image Indicator (IND) to specify whether an
image should be returned if available. If the IND is Y, image data related to each primary
hit response will be returned. For a person, this would be a mugshot, if available; for
property, it would be either the identifying image or the generic image, if available. If
IND is not entered, the field will default to N. For example:

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.

DOB/19691012.IND/Y.

The following would be returned after the immediate confirm caveat for a mugshot
image:

IMR/MNAM:SMITH, JOHN J DOB:19691012

RAC:W HGT:510 WGT:165 DOI:19821210
NIC:W000069216 IMN:I000001233
MIS: MUGSHOT FROM 1982 ARREST

00256
<image>

The Image Response (IMR) is composed of the following data: the Image Type (M for
mugshot) and standard person MFCs (NAM, DOB, RAC, HGT, and WGT). The Date of
Image (DOI) is next. Then the NIC of the base record is provided, followed by the Image
NCIC Number (IMN). Following the IMN is the Image MIS Field, then image size in
bytes (00256), and, last, < image> would be replaced with the actual image.
 The following would be returned after the immediate confirm caveat for an identifying
vehicle image:

IMR/IVIN:2P4555P026483 LIC:ABC123 LIS:MD

VYR:1995 VMA:PONT
NIC:V000032699 IMN:I000031222
MIS: PHOTO SHOWING UNIQUE PAINT SCHEME

00512
<image>

The IMR is composed of the following data: the Image Type (I for identifying image)
and standard vehicle MFCs (VIN, LIC, LIS, VYR, and VMA). The NIC of the base
record is next, followed by the IMN. Following the IMN is the Image MIS Field, then
image size in bytes (00512), and, last, <image> would be replaced with the actual image.

17. RELATED SEARCH HIT (RSH)

Inquiries may also contain a RSH Field. If the RSH is Y, secondary hit responses will be
returned for all linked records. The NCIC System links records when: 1) ORI/OCA
matches the primary hit response and the dates of entry for those records are within 30
days of each other and 2) the LKI/LKA are the same as ORI/OCA contained in the
primary hit response. If RSH is not entered, the field will default to N. For example:

1N01HEADER.QW.WA1230000.NAM/SMITH, JOHN J.SEX/M.RAC/W.

DOB/19691012.IND/Y.RSH/Y

The following would be returned after the primary hit response based on the ORI/OCA of
the two records being the same:

***RELATED RECORDS***

MKE/STOLEN GUN
ORI/MD1012600 SER/B512673 MAK/REM CAL/308 MOD/MOHAWK
TYP/RC DOT/19981005
OCA/99-1234
NIC/G000039842 DTE/19981215 0000 EST DLU/19981227 0000 EST
ORI IS ANY CITY PD MD 301 555-1111
IMMED CONFIRM RECORD WITH ORI

The following would be returned after the primary hit response if the primary hit
response has an LKI/DC1014300 LKA/CS12345 that matches another record's
ORI/OCA:

***RELATED RECORDS***

MKE/MISSING PERSON OTHER

ORI/DC1014300 NAM/THOMAS, TOM SEX/M RAC/W ETN/H POB/FL
DOB/19540327 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/123456789
MNP/MP DLC/19981001 OCA/CS12345 SID/DC99999999
MIS/LAST SEEN WEARING BLUEJEANS AND BLACK PULL OVER SHIRT
 ORI IS ANY CITY PD DC 202 555-1111
NIC/M107650007 DTE/19991003 1400 EDT DLU/19991106 1600 EST
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

If the hit response contains more than ten secondary hit responses, the following will be
included in the hit response 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.

18. EXPANDED NAME SEARCH (ENS)

Inquiries may also contain an ENS Field. If the ENS is Y and both NAM and DOB are
specified as search criteria, then each name part included in the inquiry will be used as a
surname, interchanging the remaining name pairs as given names. If the ENS is not
entered, the field will default to N. Additional information can be found in the
Introduction chapter of this manual.

19. If the MNU exceeds 15 characters, the first 15 characters should be entered in the MNU
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.

20. EXPANDED DATE OF BIRTH SEARCH (EBS)

When an inquiry transaction includes the numeric 1 in the EBS Field, the expanded date
of birth search will return records with the exact input DOB as well as records with the
exact month and day and a range of plus or minus one year of the input DOB. When an
inquiry transaction includes the numeric 2 in the EBS Field, the expanded date of birth
search will return records with the exact input DOB as well as records with the exact year
of birth with the month and day transposed. When the inquiry transaction includes the
numeric 3 in the EBS Field, the expanded date of birth search will return the following:
records with the exact input DOB, records with the exact month and day and a range of
plus or minus 1 year of the input DOB, and records with the exact year of birth with the
month and day of the input DOB transposed.

5.5 BATCH INQUIRY (QWB)

1. The batch inquiry allows users to create a file of multiple QWA inquiries in one message.
Each inquiry is delimited by a sequence number (SEQ) at the beginning of the inquiry
and an "&" as a separator. The SEQ is three numerics and is used to match the responses
(hit or no hit) to the specific inquiries from which they were generated. Prior to each
response SEQUENCE NUMBER: <SEQ> will be returned to identify those responses
that follow as coming from the inquiry with that sequence number. For example:
 1N01HEADER.QWB.DC1014300.001.NAM/DOE, JOHN.DOB/19650430&
002.NAM/SMITH,BOB.DOB/19540105&005.NIC/W123456789&010.
NAM/BROWN,JOHN.SOC/123456789

Acknowledgment:

1L01HEADER
DC1014300
BATCH INQUIRY RECEIVED

2. The sequence numbers do not have to be sequential, but they should be unique. The
HDR, ORI, MKE, and SEQ are entered without the MFC. The identifiers available in the

QW/ZW inquiry are available for use in the QWB message, including the IND, RSH,
ENS, and EBS indicators, preceded by the proper MFC.

3. Including the header and all control characters, a batch inquiry is limited to 1800
characters.

4. The results of the batch inquiry are transmitted via a file to be retrieved by the user. The
maximum number of inquiry batched records is 2,000. If the maximum number is
exceeded, the Introduction chapter of this manual provides the necessary message
translation. The user is notified of the file by the $.B. administrative message. The
following is an example of the contents of the file:

The following is an example of the contents of the file:

1L01HEADER
DC1014300

SEQUENCE NUMBER: 001

NO NCIC WANT NAM/SMITH, JOHN DOB/19650430
***MESSAGE KEY QWB SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.

SEQUENCE NUMBER: 002

***MESSAGE KEY QWB SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.
MKE/MISSING PERSON INVOLUNTARY
ORI/DC1014300 NAM/SMITH, BARRY SEX/M RAC/W POB/FL
DOB/19540105 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/123456789
MNP/MP DLC/19981001 OCA/CS12345 SID/DC999999999
MIS/LAST SEEN AT THE TYSONS CORNER MALL
ORI IS ANY CITY PD DC 202 555-1111
NIC/M107650007 DTE/19991003 1400 EDT DLU/19991015 1600 EDT
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

SEQUENCE NUMBER: 005

NO NCIC WANT NIC/W123456789
***MESSAGE KEY QWB SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.

SEQUENCE NUMBER: 010

***MESSAGE KEY QWB SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.
MKE/MISSING PERSON INVOLUNTARY
 ORI/DC1014300 NAM/BROWN, JOHN SEX/M RAC/W POB/FL
DOB/19540105 HGT/509 WGT/153 EYE/BRO HAI/BRO
SKN/FAR SMT/TAT L LEG
FPC/PMPICI14151617181920 SOC/123456789
MNP/MP DLC/19981001 OCA/CS12345 SID/DC99999999
MIS/LAST SEEN AT THE TYSONS CORNER MALL
ORI IS ANY CITY PD DC 202 222-1111
NIC/M123496537 DTE/19751011 0000 EDT DLU/19751016 0000 EDT
IMMED CONFIRM MISSING PERSON STATUS WITH ORI

5.6 QWI INQUIRY - COMBINED III AND QWI TRANSACTIONS

The QWI transaction allows the user to access both III and NCIC by performing one
transaction. Because this inquiry is treated by NCIC as a QWA and by III as a QH, the same
policies for performing transactions apply to the QWI transaction.

NCIC and III will return positive and/or negative responses independently. NCIC will
return Wanted Person File records matching the search criteria regardless of the seriousness
of the offense or extradition. The IND, RSH, ENS, and EBS Fields are not used by III. The
PUR and ATN Fields are not used by NCIC. The following caveat will be included in the
QWI response:

***MESSAGE KEY QWI SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS.

Additional information on the QH can be found in the III chapter.

QWI Transaction Example

1N01HEADER.QWI.NY510300
NAM/GREEN, BENJAMIN C.PUR/C.FBI/9015174.
MNU/AF-123456789.SOC/123456789.SEX/M.RAC/W.
DOB/19620621.IND/N.RSH/N.ENS/N.ATN/DET JONES

NCIC Response:

1L01000072
NY1510300

NO NCIC WANT DOB/19620621 NAM/GREEN, BENJAMIN C SEX/M RAC/W

NO NCIC WANT SOC/123456789
NO NCIC WANT MNU/AF-123456789

***MESSAGE KEY QWI SEARCHES ALL NCIC PERSONS FILES WITHOUT LIMITATIONS

III Response:

2L01HEADER
NY1510300
THIS INTERSTATE IDENTIFICATION INDEX RESPONSE IS THE RESULT OF YOUR INQUIRY ON
NAM/GREEN, BENJAMIN C SEX/M RAC/W DOB/19620621 PUR/C

NAME FBI UCN INQUIRY DATE

GREEN, BENJAMIN C. 9015174 19940626
 BIRTH BIRTH
SEX RACE HEIGHT WEIGHT EYES HAIR SKIN
DATE PLACE
M W 19620621 601 189 BLU BRO MED MICHIGAN

FINGERPRINT CLASS

PO PM 14 CO 09
01 13 XX 17 62

ALIAS NAMES
GREEN, JOHN

MISC NUMBERS
AS-444332222
IDENTIFICATION DATA UPDATED 19940505

THE CRIMINAL HISTORY RECORD IS MAINTAINED AND AVAILABLE FROM

THE FOLLOWING:

FLORIDA - STATE ID/FL00000123

FBI - FBI/9015174

THE RECORD(S) CAN BE OBTAINED THROUGH THE INTERSTATE

IDENTIFICATION INDEX BY USING THE APPROPRIATE NCIC
TRANSACTION.
END

In this example, III returns a positive response, whereas there is a no hit response on the
NCIC System. The two responses are returned to the user independently.

5.7 QWI TRANSACTION FORMAT

MESSAGE
FIELD
FIELD NAME REQUIREMENTS FIELD DATA TYPE
LENGTH
CODE
ALPHABETIC,
HEADER MANDATORY HDR 9-19 NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING ALPHABETIC,
MANDATORY ORI 9-9
AGENCY IDENTIFIER NUMERIC
ALPHABETIC,
NAME MANDATORY NAM 3-30 NUMERIC, SPECIAL
CHARACTERS
PURPOSE MANDATORY PUR 1-1 ALPHABETIC
ALPHABETIC,
MISCELLANEOUS
CONDITIONAL MNU 4-15 NUMERIC, SPECIAL
NUMBER
CHARACTERS
SOCIAL SECURITY
CONDITIONAL SOC 9-9 NUMERIC
NUMBER
SEX CONDITIONAL SEX 1-1 ALPHABETIC
RACE CONDITIONAL RAC 1-1 ALPHABETIC
DATE OF BIRTH CONDITIONAL DOB 8-8 NUMERIC
IMAGE INDICATOR OPTIONAL IND 1-1 ALPHABETIC
RELATED SEARCH
OPTIONAL RSH 1-1 ALPHABETIC
HIT
EXPANDED NAME
OPTIONAL ENS 1-1 ALPHABETIC
SEARCH
EXPANDED DATE OF
OPTIONAL EBS 1-1 NUMERIC
BIRTH SEARCH
ALPHABETIC,
ATTENTION OPTIONAL ATN 3-30 NUMERIC, SPECIAL
CHARACTERS

5.8 PROCEDURES FOR HANDLING A HIT

1. When an agency receives a record in response to an NCIC inquiry and 1) the

whereabouts of the person inquired upon is known and 2) the person inquired upon
appears to be identical with the subject of one or more of the records, the agency must
contact the ORI of the record possibly identical with the person in question to confirm the
record information prior to taking official action based on the record information.

2. An exception occurs when an NCIC wanted person record contains a no extradition

indication or other extradition limitations indication and the agency finding the wanted
person is outside the geographic area of extradition indicated. These records need not be
confirmed, and the record should not be located.
3. When an NCIC inquiry returns a record on an individual being detained on local charges
and the individual is found within the geographical area of extradition, the inquiring
agency must contact the entering agency to confirm the hit.

4. When an agency receives a record in response to an NCIC inquiry and the whereabouts
of the person inquired upon is not known, the hit should not be confirmed.

5. This system is based on two levels of priority: urgent and routine, with a different
response time governing each level. Hit confirmation procedures are detailed in the
Introduction chapter of this manual.

6. When an agency receives a record response to an NCIC query containing investigative

interest information, the inquiring agency is not required to notify the investigative
interest agency(s). If the investigative interest agency requests notification of all hits, this
agency should place a "Y" in the Notify Investigative Agency (NIA) Field. Refer to the
Other Transactions chapter of this manual for additional information on investigative
interest supplemental records.
 SECTION 6--LOCATE

6.1 WHEN TO USE A LOCATE MESSAGE

1. Any agency, except the agency that entered the record, that apprehends or locates a
person who is indexed in the NCIC Wanted Person File must place a locate message on
the wanted person record.

2. However, when, and only when, the apprehending agency incorrectly places a locate on a
wanted person record or fails to place a locate on a wanted person record, the owning
agency may place a locate on its own record with EXTR or DETN in the EXT Field (not
NOEX). The owning agency is then required to place a detainer on that record.

3. When an agency receives a record or multiple records in response to an inquiry, the

inquiring agency must contact the ORI of each record possibly identical with the person
in question to confirm the hit.

4. Following confirmation with the originating agencies, a locate message must be

transmitted for each record on file for the subject. A record should not be located if no
extradition is indicated or the locating agency is outside of the extradition limitations set
forth in the record.

5. When an agency places a locate of NOEX on a record, the record will be retired upon any
second locate with NOEX.

6. When the locating agency intends to hold the subject on local charges, the locate
transaction should include DETN in the EXT Field. A locate message should be
transmitted only when the individual is found within the geographical area of extradition.

7. When extradition is pending, the entering agency may request that the locating agency
not place a locate message when the entering agency intends to modify the Wanted
Person record to indicate that extradition arrangements are pending. An NCIC Wanted
Person record containing a code of 5 or E (EXTRADITION ARRANGEMENTS
PENDING SEE MIS FIELD) in the EXL Field should not have a locate placed against
it.

6.2 EXAMPLE OF A LOCATE MESSAGE

1N01HEADER.LW.WA1230000.NAM/SMITH, JOHN J.NIC/W146203706.20011205.8592.EXTR.HIT

NCIC 20011204.1.14.1.002JI..20000.750

Acknowledgment:

1L01HEADER
WA1230000
LOCATED NAM/SMITH, JOHN J NIC/W146203706
 The above locate example contains: header (1N01HEADER), message key (LW),
apprehending/ locating agency ORI (WA1230000), two record identifiers (NAM and NIC),
date of apprehension/location (20011205), apprehending/locating agency OCA (8592),
extradition (EXTR), and benefits and effectiveness data: reason for person record removal
(HIT NCIC 20011204), person armed (1), wanted/missing person hit results (14)*, number of
persons apprehended (1), number of missing persons found (002JI), value of other property
recovered (20000), and value of recovered contraband (750).

*1=Subject arrested on charge in wanted person record

4=Held for extradition

6.3 MESSAGE FIELD CODES FOR LOCATE

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOR 8-8 NUMERIC
RECOVERY
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
EXTRADITION MANDATORY EXT 4-4 ALPHABETIC
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
PERSON ARMED OPTIONAL PAR 1-1 NUMERIC
WANTED/MISSING OPTIONAL HIT 1-2 NUMERIC
PERSON HIT
RESULTS
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

6.4 IDENTIFICATION OF A RECORD TO RECEIVE LOCATE

The record to receive a locate must be identified by either NAM and NIC, in that order; or
NAM and OCA, in that order; or NIC and OCA, in that order, with each data element
preceded by the proper MFC. The name used in identifying the record to receive the locate
must be set forth with the exact spelling and spacing as shown in the record on file. The OCA
used as an identifier will be that of the agency that entered the record as shown in the record
received from NCIC in reply to the apprehending/locating agency's inquiry.

6.5 LOCATE PROCEDURE

1. Following the two record identifiers, the date of apprehension/location,

apprehending/locating agency case number, and the appropriate abbreviation DETN,
EXTR, or NOEX are next entered, in that order, without field codes. The date of
apprehension/location must be entered or the locate message will be rejected. The
apprehending/ locating agency case number should be entered to ensure that complete
apprehension/locate information is in the record.

When contacting the originating agency to confirm the warrant, extradition information
must be obtained to include in the locate message. In the response to any subsequent
inquiry on the located record, the date of location, locating agency ORI, locating agency
case number, and extradition information will be appended to the wanted person record
following the word LOCATED.

When the locating agency intends to hold the subject on local charges and the individual
is found within the geographical area of extradition, the locate transaction should include
DETN in the EXT Field.
 When the locating agency intends to hold the subject on local charges, the locate
transaction should include DETN in the EXT Field.

2. The ORI has the responsibility of immediately advising an apprehending/ locating

agency concerning extradition of the individual when contacted about the
apprehension/location.

3. In instances where an ORI receives information that an apprehending/locating agency

will not honor the extradition of an individual, the ORI must initiate a modify message to
include in the MIS Field of the record the words CANNOT EXTR FROM (and indicate
limitations).

6.6 EXTR/NOEX/DETN IN A LOCATE MESSAGE

1. EXTR

EXTR indicates that the subject will be returned to the wanting agency and must be
included in the locate message when:

1. The agency that entered the record advises that the apprehended/located person will
be extradited or picked up intrastate. Or
2. The person is wanted by a federal agency and has been apprehended/located by
federal or local authorities.

2. NOEX

NOEX indicates that the subject will not be returned to the wanting agency and must be
included in the locate message when:

1. The agency that entered the record advises that the apprehended/located person will
not be extradited based on circumstances at the time of apprehension/location. Or

2. The apprehending/locating agency has received no information concerning an

extradition decision after making a concerted effort to obtain such information.

3. DETN

DETN indicates that the subject is being detained and will be returned to wanting agency
upon release and must be included in the locate message when:

1. The locating agency intends to hold the subject on local charges.

2. The wanted person has been found in a government holding facility, such as in
prison.
3.
6.7 SUBSEQUENT LOCATE TRANSACTIONS

1. NOEX to NOEX

When a record has been previously located with NOEX and a second locate with NOEX
is placed against the record, the complete wanted person record, including all
supplemental data, is automatically retired. The locate acknowledgment will indicate that
the record is being retired. For example:

1L01HEADER
DCFBIWA00
2ND LOCATE NAM/DILBERT, ROBERT OCA/213233 RECORD BEING CANCELED

2. EXTR or DETN to EXTR or DETN

When a record is in located status and the Extradition (EXT) Field is EXTR or DETN,
any subsequent locate transactions with EXTR or DETN will reset the retirement date
and update the Date of Recovery (DOR), Recovering Agency Identifier (RRI),
Recovering Agency Case Number (RCA), and EXT Fields. The record will be retired 5
days from the date of the locate transaction.

3. NOEX to EXTR or DETN

When a record has been located with an EXT Field of NOEX, a second locate transaction
with EXTR or DETN will place the record in located status and add the DOR, RRI, RCA,
and EXT Fields. The record will be retired 5 days from the date of the locate transaction.

4. EXTR or DETN to NOEX

When a record is in located status and the EXT Field is EXTR or DETN, any subsequent
locate transaction with NOEX will be rejected.

6.8 ADDITIONAL GUIDELINE FOR NCIC LOCATE

Following the extradition information, users are expected to enter benefits and effectiveness
data. These fields include: RPS, PAR, HIT, NPA, NPF, VNP (must be left blank or zero for a
Wanted Person File record), VOR, and VRC.

Example of a Locate Message with Benefits and Effectiveness Data:

1N01HEADER.LW.WA1230000.NIC/W000069216.OCA/2000-5.19991030.35102.
EXTR.HIT STATE 19991029..1..1..400.1000

The entry of benefits and effectiveness data is not MFC-dependent. Therefore, any field not
entered should be accounted for with a period. In the above example, a wanted person has
been located as a result of a state hit, which occurred on October 29, 1999. The subject was
arrested on the charge stated in the wanted person record, the number of persons found was
1, along with $400 worth of other recovered property, and $1000 of recovered contraband.
 Additional information on benefits and effectiveness data can be found in the Introduction
chapter of this manual.

SECTION 7--CLEAR

7.1 WHEN TO USE A CLEAR MESSAGE

Clearance of a record is restricted to the agency that entered the record. A clear message is
transmitted:

1. When the agency apprehending the wanted person is the agency that entered the record.

Or

2. When the agency that entered the record is officially advised that the wanted person is in
custody of another agency unless the individual is being detained.

The use of a clear transaction results in the immediate removal of the subject record and all
associated identifiers.

7.2 EXAMPLE OF A CLEAR MESSAGE WITH BENEFITS AND EFFECTIVENESS

DATA

1N01HEADER.CW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706.19991205.

WA1230000.8592.HIT STATE 19981029..3..1.400.1000

Acknowledgment:

1L01HEADER
MD1012600
CLEAR NAM/SMITH, JOHN J NIC/W146203706

The above clear example contains: header (1N01HEADER), message key (CW), Originating
Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J and
NIC/W146203706), date of apprehension (19991205), the apprehending agency identifier
(WA1230000), apprehending agency case number (8592), and benefits and effectiveness
data: reason for person record removal (HIT STATE 19981029), wanted/missing person hit
results (3*), number of missing persons found (1), value of other recovered property (400),
and value of recovered contraband (1000).

*3-Detainer filed
7.3 MESSAGE FIELD CODES FOR CLEAR

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING OPTIONAL RRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
RECOVERING OPTIONAL RCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
REASON FOR OPTIONAL RPS 10-21 ALPHABETIC,
PERSON RECORD NUMERIC
REMOVAL
PERSON ARMED OPTIONAL PAR 1-1 NUMERIC
WANTED/MISSING OPTIONAL HIT 1-2 NUMERIC
PERSON HIT
RESULTS
NUMBER OF OPTIONAL NPA 1-3 NUMERIC
PERSONS
APPREHENDED
NUMBER OF OPTIONAL NPF 1-20 ALPHABETIC,
MISSING PERSONS NUMERIC
FOUND
VALUE OF OPTIONAL VNP 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OTHER OPTIONAL VOR 1-8 NUMERIC
RECOVERED
PROPERTY
VALUE OF OPTIONAL VRC 1-8 NUMERIC
RECOVERED
CONTRABAND

7.4 IDENTIFICATION OF A RECORD TO BE CLEARED

The record to be cleared must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded by
the proper MFC. The name used in identifying the record to be cleared must be set forth with
the exact spelling and spacing as shown in the record on file.

7.5 CLEAR PROCEDURE IF WANTED PERSON APPREHENDED BY AGENCY

THAT ENTERED RECORD

If the agency that entered the record apprehends the wanted person, only the date of
apprehension must be entered following the two record identifiers.

7.6 CLEAR PROCEDURES IF WANTED PERSON APPREHENDED BY AN AGENCY

OTHER THAN ORI

If an agency other than the ORI of the record apprehends the wanted person, use of the
following procedures will ensure that the cleared record contains complete apprehension data
(date of apprehension, apprehending agency identifier, and apprehending agency case
number).

1. If the record being cleared is in a located status, only the date of apprehension must be
entered following the two record identifiers.

2. If the record being cleared is in an active status, the date of apprehension followed by the
apprehending agency identifier and the apprehending agency case number, in that order,
without field codes, must be entered after the two record identifiers. The apprehending
agency must provide this information to the originating agency for it to be included in the
clear message.

3. Even though the record may be cleared without these data, including the apprehending
agency identifier and case number makes an historical record complete.

4. When the NCIC Wanted Person record contains code 5 or E (EXTRADITION

ARRANGEMENTS PENDING SEE MIS FIELD) in the EXL Field, the Wanted Person
record should be cleared by the entering agency once the subject has been extradited.
7.7 ADDITIONAL GUIDELINE FOR NCIC CLEAR

Following the recovering agency information (RRI and RCA), users are expected to include
benefits and effectiveness data. These fields include RPS, PAR, HIT, NPA, NPF, VNP,
VOR, and VRC. Additional information on benefits and effectiveness data can be found in
the Introduction chapter of this manual.

SECTION 7a - DETAINER

7a.1 WHEN TO USE A DETAINER

Detainer information may be appended only to NCIC Wanted Person File records in located
status. When an inquiring agency receives a positive response, confirms that the subject is
identical, the warrant is outstanding, and extradition is authorized, it must perform a locate
transaction to place the record in located status. If the locating agency intends to hold the
individual on local charges, the locate transaction should indicate detention by placing DETN
in the Extradition (EXT) Field. At this point, the agency of record should append any
detainer information to its record within 5 days of the locate transaction. Appending a
detainer will allow the record to remain in NCIC until extradition can occur.

7a.2 POSITIVE RESPONSE CONTAINING DETAINER INFORMATION

1L01HEADER
WV1100010
WARNING- A DETAINER HAS BEEN FILED FOR THE SUBJECT OF THIS RECORD.
PLEASE CONTACT ORI TO OBTAIN ADDITIONAL INFORMATION.

MKE/DETAINED WANTED PERSON - CAUTION

CMC/70 - SUICIDAL
ORI/MD1012600 NAM/SMITH, JOHN J SEX/M RAC/W POB/OH
DOB/19701010 HGT/510 WGT/175 EYE/BRO HAI/BRO FBI/416249J4
SKN/FAR SMT/SC L EAR
FPC/121011CO141159TTC113 MNU/AS-375145249 SOC/375145249
OLN/N222333444 OLS/MD OLY/2002
OFF/HOMICIDE - WILLFUL KILL - FAMILY - GUN
DOW/19991227 OCA/99-4889 SID/MD99999999
ORI IS ANY CITY CORRECTIONS AGENCY 301 555-1234
LOCATED/20010224 PA2022300A 345234 DETN
DOD/20010315 DNO/01-1234567890 IRI/PA202230C DIS/20010315 DSE/20010415
INC/PENNSYLVANIA STATE PEN
NIC/W123456789 DTE/1999 0830 EST DLU/20000115 1600 EST
IMMED CONFIRM WARRANT AND EXTRADITION WITH ORI

7a.3 EXAMPLE OF A DETAINER ENTRY

1N01HEADER.DW.MD1012600.NAM/SMITH, JOHN J.NIC/W123456789.20010315.

01-1234567890.WV202230C.20010317.20010417.DODDRIDGE REGIONAL JAIL

Acknowledgment

1L01HEADER
MD1012600
ENTER DETAINER NAM/SMITH, JOHN J NIC/W123456789
 The above enter detainer information example contains: Header (1N01HEADER), message
key (DW), originating agency identifier (MD1012600), two record identifiers
(NAM/SMITH, JOHN J and NIC/W123456789), date of detainer (20010315), detainer case
number (01-1234567890), incarcerating agency identifier (WV202230C), date incarceration
starts (20010317), date of sentence expiration (20010417) and place of incarceration
(DODDRIDGE REGIONAL JAIL).

7a.4 MESSAGE FIELD CODES FOR A DETAINER ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NCIC NUMBER CONDITIONAL* NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL* NAM 3-30 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL* OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER SPECIAL
CHARACTERS
DATE OF MANDATORY DOD 8-8 NUMERIC
DETAINER
DETAINER CASE MANDATORY DNO 1-20 ALPHABETIC,
NUMBER NUMERIC
SPECIAL
CHARACTERS
INCARCERATING MANDATORY IRI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
DATE OPTIONAL DIS 8-8 NUMERIC
INCARCERATION
STARTS
DATE OF OPTIONAL DSE 8-8 NUMERIC
SENTENCE
EXPIRATION
PLACE OF OPTIONAL INC 1-50 ALPHABETIC,
INCARCERATION NUMERIC,
SPECIAL
CHARACTERS
*Base record identifier

7a.5 IDENTIFICATION OF A WANTED PERSON FILERECORD TO BE APPENDED

WITH DETAINER INFORMATION

The record to have detainer information appended or removed must be identified by NAM
and NIC, in that order; NAM and OCA, in that order; or NIC and OCA, in that order. The
name used in identifying the record to be appended must be set forth with the exact spelling
and spacing as shown in the record on file.

7a.6 MANDATORY FIELDS FOR A DETAINER ENTRY

The following fields are mandatory to cause acceptance of a detainer entry into NCIC : HDR,
MKE, ORI, (NAM and OCA) or (NIC and OCA) or (NAM and NIC), DOD, DNO, and IRI.

7a.7 ADDITIONAL GUIDELINES FOR DETAINER ENTRY

1. A Wanted Person record must be in located status before a detainer can be appended to
the record.

2. The ORI of the Wanted Person Record is the only agency that can append a detainer.

3. The entering agency (ORI) must account for all fields in the detainer record format. If
optional fields are not included, then a period must be included for the field place holder.

4. A wanted person record can only be appended with one detainer.

5. The place of incarceration is the facility that has the individual detained, whether it be a
local, state, federal, or private facility.

6. The incarcerating agency identifier is the NCIC assigned ORI of the agency who will
receive the Incarcerating Agency Notification ($.O.) advising that a detainer has been
filed. (Prior to trial, this would likely be the arresting agency or holding facility. Post
trial, it would probably be a correctional facility).

7a.8 NOTIFICATIONS OF DETAINER

Upon entry of detainer information, an unsolicited message, $.O. Incarcerating Agency

Notification, is sent to the incarcerating agency. In addition, upon modification of detainer
information, an unsolicited message, $.O.MDW. Modify Detainer Notification, is sent to the
incarcerating agency. An example of these notifications can be found in the Introduction of
this manual.
 SENTENCE EXPIRATION NOTIFICATION ($.P.)

Five days prior to the date of sentence expiration (date shown in the DSE), the ORI of record
will receive a $.P. message. This unsolicited message from NCIC is a reminder to the agency
of the subject's pending release and the need to contact the incarcerating agency to arrange
extradition. An example of this notification can be found in the Introduction of this manual.

7a.9 -- MODIFICATION OF DETAINER INFORMATION

7a.9.1 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 change detainer data in the Wanted Person File record. When a detainer
has been implemented, only the detainer information can be modified and the vehicle and
license plate information can be removed by using an MW transaction.

7a.9.2 EXAMPLE OF A MODIFICATION MESSAGE

1N01HEADER.MDW.MD1012600.NAM/SMITH, JOHN J.NIC/W146203706.

DOD/20090501.IRI/PA202230C

Acknowledgment:

1L01HEADER
MD1012600
MODIFY DETAINER NAM/SMITH, JOHN J NIC/W146203706

The above modification example contains: header (1N01HEADER), message key (MDW),
Originating Agency Identifier (MD1012600), two record identifiers (NAM/SMITH, JOHN J
and NIC/W146203706), the fields being modified, and the data being changed
(DOD/20090501 and IRI/PA202230C).

7a.9.3 MESSAGE FIELD CODES FOR MODIFICATION

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC, SPECIAL
CHARACTERS
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC, SPECIAL
NUMBER CHARACTERS
NAME OF OPTIONAL VLN 3-30 ALPHABETIC,
VALIDATOR NUMERIC, SPECIAL
CHARACTERS
ANY FIELD(S) FROM
DETAINER
TRANSACTION

7a.9.4 IDENTIFICATION OF A RECORD TO BE MODIFIED

The record to be modified must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, preceded by the proper MFC. The
NAM used in identifying the record to be modified must be the exact spelling and spacing as
shown in the record on file.

7a.9.5 ADDITIONAL GUIDELINES FOR NCIC MODIFICATION

NAME OF VALIDATOR (VLN) FIELD DATA

For NCIC validation, a name of validator may be added to the Name of Validator (VLN)
Field of a Wanted Person record in detained status to indicate that the record has been
validated. When data are entered into the VLN Field, NCIC enters the current date in the
Date of Last Validation (VLD) Field of the detainer. If the user attempts to delete or modify
the VLN Field to all blanks, the message will be rejected. The acknowledgment for the
modify detainer message containing VLN data will indicate the record has been validated.
Each CSA can determine the specific data to be included in the VLN Field for the validation
of the record. For example:

1N01HEADER.MDW.MD1012600.NAM/SMITH, JOHN J.NIC/W000069216.VLN/JONES, DAVID E

Acknowledgment:

1L01HEADER
MD1012600
VALIDATE DETAINER NAM/SMITH, JOHN J NIC/W000069216

7a.10 WHEN TO CANCEL DETAINER INFORMATION

This transaction is used to cancel a detainer on a Wanted Person record by using MKE
XDW.

7a.11 EXAMPLE OF A CANCEL DETAINER TRANSACTION (XDW)

1N01HEADER.XDW.MD1012600.NAM/DOE, JOHN J.NIC/W123456789.01-1234567890

 Acknowledgment

1L01HEADER
MD1012600
CANCEL DETAINER NAM/DOE, JOHN J NIC/W123456789

The above cancel detainer information example contains: Header (1N01HEADER), message
key (XDW), originating agency identifier (MD1012600), two record identifiers (NAM/DOE,
JOHN J and NIC/W123456789), and detainer case number (01-1234567890).

7a.12 IDENTIFICATION OF A RECORD FOR WHICH DETAINER IS BEING

CANCELED

The record to have detainer information removed must be identified by NAM and NIC, in
that order; NAM and OCA, in that order; or NIC and OCA, in that order. The name used in
identifying the detained record to be removed must be set forth with the exact spelling and
spacing as shown in the record on file.

7a.13 MANDATORY FIELDS FOR A CANCEL DETAINER TRANSACTION

The following fields are mandatory to cause acceptance of a detainer cancel into NCIC :
HDR, MKE, ORI, (NAM and OCA) or (NIC and OCA) or (NAM and NIC) and DNO.

SECTION 8--SUPPLEMENTAL RECORD

8.1 MESSAGE FIELD CODES FOR SUPPLEMENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NCIC NUMBER CONDITIONAL** NIC 10-10 ALPHABETIC,
NUMERIC
NAME CONDITIONAL** NAM 3-30 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
ORIGINATING CONDITIONAL** OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC
NUMBER SPECIAL
CHARACTERS
 ALIAS OPTIONAL AKA 3-30 ALPHABETIC,
NUMERIC
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SCARS, MARKS, OPTIONAL SMT 3-10 CODE AS
TATTOOS, AND DEFINED IN
OTHER NCIC CODE
CHARACTERISTICS MANUAL
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC
SPECIAL
CHARACTERS
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
OPERATOR'S OPTIONAL SET OLN1
LICENSE NUMBER
SET
LICENSE PLATE OPTIONAL SET LIC2
NUMBER SET
VEHICLE OPTIONAL SET VIN3
IDENTIFICATION
NUMBER SET
CAUTION AND OPTIONAL CMC 2-2 CODE AS
MEDICAL DEFINED IN
CONDITIONS NCIC CODE
MANUAL
IMAGE NCIC OPTIONAL SET IMN4
NUMBER SET
CITIZENSHIP OPTIONAL CTZ 2-2 CODE AS
DEFINED IN
NCIC CODE
MANUAL
ADDRESS SET OPTIONAL SET SNU 1-7
STATE OPTIONAL SID 3-10 ALPHABETIC,
IDENTIFICATION NUMERIC,
NUMBER SPECIAL
CHARACTERS
1OLN/<OLN>.<OLS>.<OLY> 5SNU/<SNU><SNA><CTY><COU><STA><ZIP>

2LIC/<LIC>.<LIS>.<LIY>.<LIT> <ADD> <DDA>

3VIN/<VIN>.<VYR>.<VMA>.<VMO>.<VST>.<VCO>

4IMN/<IMN>.<IMT>

**Base record identifier

8.2 WHEN TO ENTER A SUPPLEMENTAL RECORD

An enter supplemental record is utilized when additional identifiers, such as an alias or scars,
marks, tattoos, and other characteristics etc., need to be added to a wanted person record (to
be placed in NCIC by an entry separate from the wanted person entry). The enter
supplemental record message may be made only by the agency that entered the wanted
person record.

8.3 EXAMPLE OF A SUPPLEMENTAL RECORD ENTRY

1N01HEADER.EN.MD1012600.NAM/DOE, JOHN J.OCA/1234523.AKA/DEER, JIM.BUCK,ROBERT

J.DOB/19521012.19520912. LIC/ABC123.MD.2003.PC.LIC/123ABC.MD.
2003.PC.VIN/3J57K5D112345.1975.OLDS.CUT.2T.BLU.SMT/CAUL L EAR.TAT R ARM

Acknowledgment:

1L01HEADER
MD1012600
SUPP NAM/DOE, JOHN J OCA/1234523

The above supplemental record entry example contains: header (1N01HEADER), message
key (EN), Originating Agency Identifier (MD1012600), two record identifiers (NAM/DOE,
JOHN J and OCA/1234523), and the supplemental data added to the record: two aliases
(AKA/DEER, JIM.BUCK, ROBERT J), two dates of birth (DOB/19521012 and 19520912),
two sets of license plate data (LIC/123ABC.MD.2003.PC), one set of vehicle information
(VIN/3J57K5D112345.1975.OLDS. CUT.2T.BLU), and two scars, marks, and tattoos
(SMT/CAUL L EAR and TAT R ARM).

8.4 IDENTIFICATION OF A RECORD FOR SUPPLEMENTAL ENTRY

The wanted person record to which a supplemental record of alias(es) and/or other additional
identifiers is to be added must be identified by either NAM and NIC, in that order; or NAM
and OCA, in that order; or NIC and OCA, in that order, with each data element preceded by
the proper MFC. The name used in identifying the record to which a supplemental record is
to be added must be set forth with the exact spelling and spacing as shown in the record on
file.

8.5 NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL RECORD

The AKA Field and all other identifying data fields which may be included in a supplemental
record with their field codes and the maximum number of aliases and/or other identifiers that
may be added to a wanted person record are the following:

Field Field Code Maximum Number

Permitted
Alias AKA 99
Date of Birth DOB 9
Scars, Marks, Tattoos, and Other Characteristics SMT 9
Miscellaneous Identifying Number MNU 9
Social Security Number SOC 9
Operator's License Number, State, and Year of OLN 9
Expiration (entered as a set)
License Plate Number, State, Year of Expiration, LIC 9
and Type (entered as a set)
Vehicle Identification Number, Year, Make, Model, VIN 9
Style, and Color (entered as a set; model and color
not required for entry, but should be entered if
known)
Caution and Medical Conditions CMC 10
Image NCIC Number and Image Type (entered as a IMN 12
set)
Citizenship CTZ 9
Street Number, Street Name, City, State, County, Zip SNU 9
Code, Address Type, and Date of Documented
Address
State Identification Number SID 9

8.6 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A SUPPLEMENTAL

ENTRY

1. 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; state
identification numbers; or caution and medical condition is counted as one identifier.
Each set of data relating to an operator's license, license plate, vehicle, address, or image
is likewise counted as one identifier.

2. For example, a record relating to JOHN HARRY DOE might have appended
supplemental data consisting of three other names (AKAs), nine dates of birth, five scars,
two miscellaneous numbers (e.g. army serial number and a mariner's document number),
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 have come into his possession, and
one set of data concerning an automobile known to be in his possession. 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.

3. Supplemental entry of an IMN/IMT set is used to link the base wanted person record with
an existing image record in the NCIC database. A wanted person may be associated with
a maximum of one each of the following image types: mugshot, right index fingerprint,
and signature.
 Up to ten images, other than mugshot, fingerprint, and signature, may also be associated
with a single base wanted person record through a supplemental entry for a maximum of
13 images. Only fingerprint images can be linked to multiple wanted person records.

8.7 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL RECORD ENTRY

1. After the wanted person record has been identified, each field included in a supplemental
record entry, except those entered as sets of data, must be identified by the appropriate
field code followed by a slash and the item(s) of data, e.g.,
AKA/<AKA>.SOC/<SOC>.DOB/<DOB>. The data elements must be separated by a
period, and each field must end with a period. Fields that are not part of sets of data may
be entered in any order in a supplemental record entry.

2. The OLN, LIC, VIN, and IMN Fields in the supplemental record format are multiple
element data fields; i.e., these fields have more than one data element following the field
code and slash and are entered as sets, e.g., OLN/<OLN>.<OLS>.<OLY>.

3. Each set of data must be preceded by the appropriate field code followed by a slash. The
data elements within a set of data must be entered in sequence after the slash, and each
data element must be accounted for.

4. The field in the base record must be filled before any supplemental entry for that same
field will be accepted. For example, any attempt to enter a Social Security number in a
supplemental record will be rejected as a format error if the base record does not contain
a Social Security number in the SOC Field.

5. All numeric identifiers excluding the OCA and MNU Fields are to be entered omitting
spaces, hyphens, and symbols. A hyphen may be used in the OCA, and a hyphen must be
used to separate the two alphabetics from the number itself in the MNU Field.

6. The criteria for rejecting duplicate records, as defined in the Introduction section of this
chapter, apply to the entry of supplemental information.

7. Personal Descriptor, State and Country Codes, and Vehicular Data Codes, NCIC Code
Manual, contain appropriate coding of personal identifiers and vehicular data.

8.8 MESSAGE FIELD CODE EDITS FOR SUPPLEMENTAL RECORD ENTRY

1. ALIAS (AKA)

1. Field code AKA followed by a slash is used to identify an alias. An alias includes any
name in which any last, first, or middle name is different from that in the NAM Field
(or those previously entered in the AKA Fields) for the record, i.e., NAM/SMITH,
MICHAEL LEE and AKA/SMITH, LEE MICHAEL.
 2. An alias is to be listed with the last name, comma (space after comma is optional),
first name or initial, space, middle name or initial, if any, space, and suffix indicating
seniority, if any, e.g., SR or III. Aliases and/or variations in name spelling must be
separated by a period without repeating the MFC AKA.

3. Nicknames (monikers) are to be entered in the AKA Field of the wanted person
record. The term nickname in NCIC is defined as a name added to or substituted for
the proper name of a person, such as their street name (i.e., Shorty). It is not a
familiar form of a proper name, such as Jim for James.

The nickname is to be entered in the AKA Field, followed by a comma (space after
comma is optional), then an X (i.e., Peanut, X).

4. Further guidelines for the coding of aliases are provided in Personal Descriptors,
NCIC Code Manual.

2. OPERATOR'S LICENSE SET (OLN)

Field code OLN followed by a slash is used to identify additional operator's license data
in an entry. The three data elements making up this field are OLN, OLS, and OLY. All
three elements must be included in the order listed in the format and must be separated by
a period. For example:

OLN/L234526677238.VA.2000

In the event more than one operator's license is to be entered at the same time, each set of
operator's license data must be preceded by MFC OLN/.

3. LICENSE PLATE SET (LIC)

Field code LIC followed by a slash is used to identify additional license plate data in an
entry. This set contains four data elements: LIC, LIS, LIY, and LIT. Elements must be
entered in the order listed in the format and must be separated by a period. For example:

LIC/CBA321.MD.2000.TK

In the event more than one set of license plates is to be included in one supplemental
message, each set of license plate data must be preceded by MFC LIC/.

4. VEHICULAR DATA SET (VIN)

1. Field code VIN followed by a slash is used to identify an additional vehicle in a

supplemental entry. This field contains six data elements: VIN, VYR, VMA, VMO,
VST, and VCO.

2. The VIN, VYR, VMA, and VST are required for entry. However, model and color
should be entered in proper order when available. Elements must be separated by
 periods and each element must be accounted for. For example:

VIN/1L69X6J023456.1976.CHEV.IMP.4D.BLK.

Or

VIN/1D37Q6R001225.1976.CHEV..2D..

3. In the event data related to other vehicles are entered at the same time, each set of
vehicular data must be preceded by MFC VIN/.

5. ADDITIONAL IDENTIFYING DATA IN A SUPPLEMENTAL RECORD ENTRY

The MFCs followed by a slash are used to identify additional data to be included in a
supplemental record, i.e, DOB/, SMT/, MNU/, and SOC/. Multiples can be entered
without repeating the MFC and separated only by periods. For example, an entry might
include:

DOB/19570102.19550823.SMT/SC L CHK.POCKMARKS.MNU/AF-2252333.SOC/303055378

When identifying data are entered in a supplemental record, the corresponding fields in
the corresponding base record must be filled.

6. IMAGE SET (IMN)

Up to nine images can be canceled in a supplemental cancel transaction. The format is

IMN/<IMN>.<IMT>. The IMN is the NCIC Number of the image, and the image type is
either signature (S), mugshot (M), or identifying image (I). If the image type of the record
is not the same type as defined by the IMT, the supplemental data will be rejected.

8.9 MODIFICATION OF ALIAS(ES) AND/OR OTHER IDENTIFIERS IN A

SUPPLEMENTAL RECORD

No one-step procedure is available to modify an alias or other identifier in a supplemental

record to a wanted person record.

To modify (change) an alias or other identifier in a supplemental record, the incorrect alias or
other identifier must be canceled and reentered.

8.10 EXAMPLE OF A SUPPLEMENTAL RECORD ALIAS AND OTHER

IDENTIFIERS CANCELLATION
1N01HEADER.XN.MD1012600.NAM/DOE, JOHN J.NIC/W146203706.AKA/BUCK, ROBERT
J.DOB/19520912.LIC/ABC654.MD.2003.PC
 Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/DOE, JOHN J NIC/W146203706
AKA/BUCK, ROBERT J
DOB/19520912
LIC/ABC654.MD.1983.PC

This example of a cancellation of an alias and other additional identifiers in a supplemental

record contains: header (1N01HEADER), message key (XN), Originating Agency Identifier
(MD1012600), two record identifiers (NAM/DOE, JOHN J and NIC/W146203706), and data
to be canceled (AKA/BUCK, ROBERT J), (DOB/19520912), and
(LIC/ABC654.MD.2003.PC).

8.11 IDENTIFICATION OF A RECORD FOR CANCELLATION OF ADDITIONAL

IDENTIFIERS

When canceling an alias(es) and/or other additional identifiers contained in a supplemental

record, the wanted person record to which the supplemental record is appended must be
identified by either NAM and NIC, in that order; or NAM and OCA, in that order; or NIC
and OCA, in that order, with each data element preceded by the proper MFC. The
supplemental data to be canceled, with each field preceded by the proper MFC, are then
entered.

8.12 MAXIMUM NUMBER OF ADDITIONAL IDENTIFIERS IN A CANCELLATION

MESSAGE

A maximum of nine identifiers of various kinds may be canceled in one message. Additional
messages are required if more than nine identifiers are to be canceled. Each AKA, DOB,
SMT, MNU, CTZ, SID, or SOC is counted as one identifier. Each set of OLN, LIC, VIN, or
IMN (multiple data element fields) is counted as one identifier.

8.13 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DATA CANCELLATION

1. Aliases; dates of birth; scars, marks, tattoos, and other characteristics; miscellaneous
numbers; Social Security numbers; citizenships; state identification numbers; and caution
and medical conditions to be canceled should be set out in the cancellation message in the
same manner as in a supplemental record entry. That is, more than one identifier of the
same type may follow the MFC without repetition of the MFC. However, character for
character, each identifier to be canceled must be set out exactly as it appears in the
supplemental record on file.

2. Each set of operator's license or license plate data (multiple data element fields) must be
preceded by OLN/ or LIC/, respectively, and all data elements of the set must appear
exactly as they appear in the supplemental record on file. When canceling vehicular data,
only the VIN and VMA are required following VIN/, with a period to account for the
intervening VYR. For example:
 VIN/1L69X6JO23456..CHEV

This transaction would result in deletion of the entire VIN set.

3. When a Wanted Person File record is canceled, its entire supplemental record is
automatically canceled.

4. Supplemental vehicle and license plate data can be canceled when a Wanted Person File
record is in detained status by using the XN transaction.

5. The Investigative Interest Agency may delete investigative interest data from Wanted
Person File record that is in detained status by using the XII transaction.

8.14 ADDITIONAL GUIDELINES FOR NCIC SUPPLEMENTAL CANCELLATION

SUPPLEMENTAL CANCELLATION ACKNOWLEDGMENT MESSAGE

A cancel supplemental transaction can contain up to nine supplemental data. All

supplemental data will be processed except data that do not meet field edits or do not
exist. The cancel supplemental message will list all supplemental data that were
successfully canceled, list all supplemental data not on file, and then list all supplemental
data that failed due to a REJ SUPP MFC ERROR. For example:

1N01HEADER.XN.MD1012600.NAM/DOE, JOHN J. NIC/W000069216.AKA/ROE,EDWARD.DOE,

EDWARD.DOB/19651012.19300932

Acknowledgment:

1L01HEADER
MD1012600
CANCEL SUPP NAM/DOE, JOHN NIC/W000069216
AKA/ROE, EDWARD
DOB/19651012
REJ SUPP MFC ERROR
DOB/19300932
REJ SUPP NOT ON FILE
AKA/DOE, EDWARD

This example of a supplemental cancellation acknowledgment message indicates that the

AKA (ROE, EDWARD) and DOB (19651012) were successfully canceled. However, the
DOB (19300932) was rejected due to a field edit error, as was the AKA (DOE,
EDWARD) which was not on file.
 SECTION 9--SUPPLEMENTAL STOLEN/FRAUDULENT RECORD

9.1 MESSAGE FIELD CODES FOR FRAUDULENT DATA ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 NUMERIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY NUMERIC
IDENTIFIER
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING CONDITIONAL OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
NAME CONDITIONAL NAM 3-30 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
(FRAUDULENT) OPTIONAL NAM 3-30 ALPHABETIC,
NAME NUMERIC,
SPECIAL
CHARACTERS
DATE OF BIRTH OPTIONAL DOB 8-8 NUMERIC
SOCIAL SECURITY OPTIONAL SOC 9-9 NUMERIC
NUMBER
MISCELLANEOUS OPTIONAL MNU 4-15 ALPHABETIC,
NUMBER NUMERIC,
SPECIAL
CHARACTERS
OPERATOR'S OPTIONAL SET OLN1
LICENSE NUMBER
SET
1
OLN/<OLN>.<OLS>.<OLY>

9.2 ENTRY OR CANCELLATION OF SUPPLEMENTAL STOLEN/FRAUDULENT

RECORD

A supplemental stolen/fraudulent (S/F) identifier record may be appended to or removed

from a base record only by the agency that entered the base record.
9.3 EXAMPLE OF A SUPPLEMENTAL S/F RECORD ENTRY/CANCELLATION

Following is an example of a supplemental S/F identifier record entry message. This example
is appending two S/F names, three dates of birth, two Social Security numbers, and two
operator's license numbers:

1N01HEADER.ENS.MD1012600.NAM/JONES, RANDY.OCA/9015243.DOB/19451231.
19460101.19440630.NAM/BROOKS, PETER.SMITH, THOMAS.SOC/123456789.
777777777.OLN/11111111.DC.1993.OLN/VA22222222.VA.1992

Acknowledgment:

1L01HEADER
MD1012600
S/F SUPP NAM/JONES, RANDY OCA/9015243

Following is an example of a supplemental S/F identifier record cancellation message. This

example is removing two S/F dates of birth, one Social Security number, and one operator's
license number:

1N01HEADER.XNS.MD1012600.JONES, RANDY.OCA/9015243.DOB/19451231.
19460101.SOC/123456789.OLN/98765432.DC.2003

Acknowledgment:

1L01HEADER
MD1012600
CANCEL S/F SUPP NAM/JONES, RANDY OCA/9015243
S/F DOB/19451231
S/F DOB/19460101
S/F SOC/123456789
S/F OLN/98765432.DC.2003

9.4 IDENTIFICATION OF A RECORD FOR S/F RECORD ENTRY/CANCELLATION

The base record to which a supplemental S/F identifier record is being added or canceled
must be identified by either the NAM and NIC, in that order; NAM and OCA, in that order;
or NIC and OCA, in that order, with each data element preceded by the proper MFC. The
name used to identify the base record must be entered with the exact spelling and spacing as
shown in the base record on file.

9.5 NUMBER OF ADDITIONAL FIELDS IN A SUPPLEMENTAL S/F RECORD

The identifiers which may be included in a supplemental S/F identifier record entry or cancel
message with their message field codes and the maximum number that may be appended to a
base record are the following:

Field Field Code Maximum Number

Permitted
Stolen/Fraudulent Name NAM 99
Stolen/Fraudulent Date of DOB 9
Birth
Stolen/Fraudulent MNU 9
Miscellaneous Identifying
Number
Stolen/Fraudulent Social SOC 9
Security Number
Stolen/Fraudulent Operator's OLN 9
License Number, Operator's
License State, and Operator's
License Year of Expiration

9.6 ADDITIONAL GUIDELINES FOR A SUPPLEMENTAL S/F RECORD

1. A maximum of nine additional identifiers of various kinds may be entered or canceled in

one supplemental record message. Additional messages are required if more identifiers
are to be entered. Each S/F NAM, DOB, SOC, and MNU is counted as one identifier.
Each set of data relating to an OLN (i.e., OLN, OLS, and OLY) is counted as one
identifier.

2. The S/F identifiers being entered or canceled follow the two base record identifiers. Each
type of identifier included in a supplemental S/F record entry or cancellation, except the
operator's license field, must be identified by the proper MFC followed by a slash and the
identifier(s).

Multiple identifiers may be entered following the MFC. The identifiers must be separated
by a period, and each field must end with a period. All fields except the operator's license
field may be entered in any order in a supplemental record entry. For example, two SOCs
and two DOBs contained in an entry or cancel transaction might appear as follows:

SOC/123456789.777777777.DOB/19710101.19711231

3. The OLN is a set (multiple data element fields). Each OLN must be preceded by the
MFC OLN and a slash (/). The OLS and OLY must immediately follow the OLN and are
entered without a MFC. For example, two OLNs might appear as follows in an entry or
cancellation transaction:

OLN/18273645.DC.1993.OLN/VA192837465.VA.1992

9.7 MODIFICATION OF A S/F IDENTIFIER RECORD

Supplemental S/F identifier records cannot be modified. To change an existing identifier, the
entering agency must cancel it using the supplemental S/F identifier record cancellation
message (MKE/XNS). The correct information can then be reentered using the supplemental
S/F identifier record entry message (MKE/ENS).
 SECTION 10--INTERSTATE COMPACT ON JUVENILES

THE INTERSTATE COMPACT ON JUVENILES

The contracting states solemnly agree:

ARTICLE I-Findings and Purposes

That juveniles who are not under proper supervision and control, or who have absconded,
escaped or run away, are likely to endanger their own health, morals and welfare, and the health,
morals and welfare of others. The cooperation of the states party to this compact is therefore
necessary to provide for the welfare and protection of juveniles and of the public with respect to
(1) cooperative supervision of delinquent juveniles on probation or parole; (2) the return, from
one state to another, of delinquent juveniles who have escaped or absconded; (3) the return, from
one state to another, of nondelinquent juveniles who have run away from home; and (4)
additional measures for the protection of juveniles and of the public, which any two or more of
the party states may find desirable to undertake cooperatively. In carrying out the provisions of
this compact the party states shall be guided by the noncriminal, reformative and protective
policies which guide their laws concerning delinquent, neglected or dependent juveniles
generally. It shall be the policy of the states party to this compact to cooperate and observe their
respective responsibilities for the prompt return and acceptance of juveniles and delinquent
juveniles who become subject to the provisions of this compact. The provisions of this compact
shall be reasonably and liberally construed to accomplish the foregoing purposes.

Article II -- Existing Rights and Remedies

That all remedies and procedures provided by this compact be in addition to and not in
substitution for other rights, remedies and procedures, and shall not be in derogation of parental
rights and responsibilities.

Article III -- Definitions

That, for the purposes of this compact, "delinquent juvenile" means any juvenile who has been
adjudged delinquent and who, at the time the provisions of this compact are invoked, is still
subject to the jurisdiction of the court that has made such adjudication or to the jurisdiction or
supervision of an agency or institution pursuant to an order of such court; "probation or parole"
means any kind of conditional release of juveniles authorized under the laws of the states party
hereto; "court" means any court having jurisdiction over delinquent, neglected or dependent
children; "state" means any state, territory or possession of the United States, the District of
Columbia, and the Commonwealth of Puerto Rico; and "residence" or any variant thereof means
a place at which a home or regular place of abode is maintained.

Article IV -- Return of Runaways

(a) That the parent, guardian, person or agency entitled to legal custody of a juvenile who has not
been adjudged delinquent but who has run away without the consent of such parent, guardian,
person or agency may petition the appropriate court in the demanding state for the issuance of a
requisition for his return. The petition shall state the name and age of the juvenile, the name of
the petitioner and the basis of entitlement to the juvenile's custody, the circumstances of his
running away, his location if known at the time application is made, and such other facts as may
tend to show that the juvenile who has run away is endangering his own welfare or the welfare of
others and is not an emancipated minor. The petition shall be verified by affidavit, shall be
executed in duplicate, and shall be accompanied by two certified copies of the document or
documents on which the petitioner's entitlement to the juvenile's custody is based, such as birth
certificates, letters of guardianship, or custody decrees. Such further affidavits and other
documents as may be deemed proper may be submitted with such petition. The judge of the court
to which this application is made may hold a hearing thereon to determine whether for the
purposes of this compact the petitioner is entitled to the legal custody of the juvenile, whether or
not it appears that the juvenile has in fact run away without consent, whether or not he is an
emancipated minor, and whether or not it is in the best interest of the juvenile to compel his
return to the state. If the judge determines, either with or without a hearing, that the juvenile
should be returned, he shall present to the appropriate court or to the executive authority of the
state where the juvenile is alleged to be located a written requisition for the return of such
juvenile. Such requisition shall set forth the name and age of the juvenile, the determination of
the court that the juvenile has run away without the consent of a parent, guardian, person or
agency entitled to his legal custody, and that it is in the best interest and for the protection of
such juvenile that he be returned. In the event that a proceeding for the adjudication of the
juvenile as a delinquent, neglected or dependent juvenile is pending in the court at the time when
such juvenile runs away, the court may issue a requisition for the return of such juvenile upon its
own motion, regardless of the consent of the parents, guardian, person or agency entitled to legal
custody, reciting therein the nature and circumstances of the pending proceeding. The requisition
shall in every case be executed in duplicate and shall be signed by the judge. One copy of the
requisition shall be filed with the compact administrator of the demanding state, there to remain
on file subject to the provisions of law governing records of such court. Upon the receipt of a
requisition demanding the return of a juvenile who has run away, the court or the executive
authority to whom the requisition is addressed shall issue an order to any peace officer or other
appropriate person directing him to take into custody and detain such juvenile. Such detention
order must substantially recite the facts necessary to the validity of its issuance hereunder. No
juvenile detained upon such order shall be delivered over to the officer whom the court
demanding him shall have appointed to receive him, unless he shall first be taken forthwith
before a judge of a court in the state, who shall inform him of the demand made for his return,
and who may appoint counsel or guardian ad litem for him. If the judge of such court shall find
that the requisition is in order, he shall deliver such juvenile over to the officer whom the court
demanding him shall have appointed to receive him. The judge, however, may fix a reasonable
time to be allowed for the purposes of testing the legality of the proceeding.

Upon reasonable information that a person is a juvenile who has run away from another state
party to this compact without the consent of a parent, guardian, person or agency entitled to his
legal custody, such juvenile may be taken into custody without a requisition and brought
forthwith before a judge of the appropriate court who may appoint counsel or guardian ad litem
for such juvenile and who shall determine after a hearing whether sufficient cause exists to hold
the person, subject to the order of the court, for his own protection and welfare, for such a time
not exceeding 90 days as will enable his return to another state party to this compact pursuant to
a requisition for his return from a court of that state. If, at the time when a state seeks the return
of a juvenile who has run away, there is pending in the state wherein he is found any criminal
charge, or any proceeding to have him adjudicated a delinquent juvenile for an act committed in
such state, or if he is suspected of having committed within such state a criminal offense or an
act of juvenile delinquency, he shall not be returned without the consent of such state until
discharged from prosecution or other form of proceeding, imprisonment, detention or
supervision for such offense or juvenile delinquency. The duly accredited officers of any state
party to this compact, upon the establishment of their authority and the identity of the juvenile
being returned, shall be permitted to transport such juvenile through any and all the states party
to this compact, without interference. Upon his return to the state from which he ran away, the
juvenile shall be subject to such further proceedings as may be appropriate under the laws of that
state.

(b) That the state to which a juvenile is returned under this Article shall be responsible for
payment of the transportation costs of such return.

(c) That "juvenile" as used in this Article means any person who is a minor under the law of the
state of residence of the parent, guardian, person or agency entitled to the legal custody of such
minor.

Article V -- Return of Escapees and Absconders

(a) That the appropriate person or authority from whose probation or parole supervision a
delinquent juvenile has absconded or from whose institutional custody he has escaped shall
present to the appropriate court or to the executive authority of the state where the delinquent
juvenile is alleged to be located a written requisition for the return of such delinquent juvenile.
Such requisition shall state the name and age of the delinquent juvenile, the particulars of his
adjudication as a delinquent juvenile, the circumstances of the breach of the terms of his
probation or parole or of his escape from an institution or agency vested with his legal custody or
supervision, and the location of such delinquent juvenile, if known, at the time the requisition is
made. The requisition shall be verified by affidavit, shall be executed in duplicate, and shall be
accompanied by two certified copies of the judgment, formal adjudication, or order of
commitment which subjects such delinquent juvenile to probation or parole or to the legal
custody of the institution or agency concerned. Such further affidavits and other documents as
may be deemed proper may be submitted with such requisition. One copy of the requisition shall
be filed with the compact administrator of the demanding state, there to remain on file subject to
the provisions of law governing records of the appropriate court. Upon the receipt of a
requisition demanding the return of a delinquent juvenile who has absconded or escaped, the
court or the executive authority to whom the requisition is addressed shall issue an order to any
peace officer or other appropriate person directing him to take into custody and detain such
delinquent juvenile. Such detention order must substantially recite the facts necessary to the
validity of its issuance hereunder. No delinquent juvenile detained upon such order shall be
delivered over to the officer whom the appropriate person or authority demanding him shall have
appointed to receive him, unless he shall first be taken forthwith before a judge of an appropriate
court in the state, who shall inform him of the demand made for his return and who may appoint
counsel or guardian ad litem for him. If the judge of such court shall find that the requisition is in
order, he shall deliver such delinquent juvenile over to the officer whom the appropriate person
or authority demanding him shall have appointed to receive him. The judge, however, may fix a
reasonable time to be allowed for the purpose of testing the legality of the proceeding.

Upon reasonable information that a person is a delinquent juvenile who has absconded while on
probation or parole, or escaped from an institution or agency vested with his legal custody or
supervision in any state party to this compact, such person may be taken into custody in any
other state party to this compact without a requisition. But in such event, he must be taken
forthwith before a judge of the appropriate court, who may appoint counsel or guardian ad litem
for such person and who shall determine, after a hearing, whether sufficient cause exists to hold
the person subject to the order of the court for such a time, not exceeding 90 days, as will enable
his detention under a detention order issued on a requisition pursuant to this Article. If, at the
time when a state seeks the return of a delinquent juvenile who has either absconded while on
probation or parole or escaped from an institution or agency vested with his legal custody or
supervision, there is pending in the state wherein he is detained any criminal charge or any
proceeding to have him adjudicated a delinquent juvenile for an act committed in such state, or if
he is suspected of having committed within such state a criminal offense or an act of juvenile
delinquency, he shall not be returned without the consent of such state until discharged from
prosecution or other form of proceeding, imprisonment, detention or supervision for such offense
or juvenile delinquency. The duly accredited officers of any state party to this compact, upon the
establishment of their authority and the identity of the delinquent juvenile being returned, shall
be permitted to transport such delinquent juvenile through any and all states party to this
compact, without interference. Upon his return to the state from which he escaped or absconded,
the delinquent juvenile shall be subject to such further proceedings as may be appropriate under
the laws of that state. (b) That the state to which a delinquent juvenile is returned under this
Article shall be responsible for payment of the transportation costs of such return.

Article VI -- Voluntary Return Procedure

That any delinquent juvenile who has absconded while on probation or parole, or escaped from
an institution or agency vested with his legal custody or supervision in any state party to this
compact, and any juvenile who has run away from any state party to this compact, who is taken
into custody without a requisition in another state party to this compact under the provisions of
Article IV (a) or of Article V (a), may consent to his immediate return to the state from which he
absconded, escaped or ran away. Such consent shall be given by the juvenile or delinquent
juvenile and his counsel or guardian ad litem if any, by executing or subscribing a writing, in the
presence of a judge of the appropriate court, which states that the juvenile or delinquent juvenile
and his counsel or guardian ad litem, if any, consent to his return to the demanding state. Before
such consent shall be executed or subscribed, however, the judge, in the presence of counsel or
guardian ad litem, if any, shall inform the juvenile or delinquent juvenile of his rights under this
compact. When the consent has been duly executed, it shall be forwarded to and filed with the
compact administrator of the state in which the court is located and the judge shall direct the
officer having the juvenile or delinquent juvenile in custody to deliver him to the duly accredited
officer or officers of the state demanding his return, and shall cause to be delivered to such
officer or officers a copy of the consent. The court may, however, upon the request of the state to
which the juvenile or delinquent juvenile is being returned order him to return unaccompanied to
such state and shall provide him with a copy of such court order; in such event a copy of the
consent shall be forwarded to the compact administrator of the state to which said juvenile or
delinquent juvenile is ordered to return.

Article VII -- Cooperative Supervision of Probationers and Parolees

(a) That the duly constituted judicial and administrative authorities of a state party to this
compact (herein called "sending state") may permit any delinquent juvenile within such state,
placed on probation or parole, to reside in any other state party to this compact (herein called
"receiving state") while on probation or parole, and the receiving state shall accept such
delinquent juvenile, if the parent, guardian or person entitled to the legal custody of such
delinquent juvenile is residing or undertakes to reside within the receiving state. Before granting
such permission, opportunity shall be given to the receiving state to make such investigations as
it deems necessary. The authorities of the sending state shall send to the authorities of the
receiving state copies of pertinent court orders, social case studies and all other available
information which may be of value to and assist the receiving state in supervising a probationer
or parolee under this compact. A receiving state, in its discretion, may agree to accept
supervision of a probationer or parolee in cases where the parent, guardian or person entitled to
the legal custody of the delinquent juvenile is not a resident of the receiving state, and if so
accepted the sending state may transfer supervision accordingly.

(b) That each receiving state will assume the duties of visitation and of supervision over any such
delinquent juvenile and in the exercise of those duties will be governed by the same standards of
visitation and supervision that prevail for its own delinquent juveniles released on probation or
parole.

(c) That, after consultation between the appropriate authorities of the sending state and of the
receiving state as to the desirability and necessity of returning such a delinquent juvenile, the
duly accredited officers of a sending state may enter a receiving state and there apprehend and
retake any such delinquent juvenile on probation or parole. For that purpose, no formalities will
be required, other than establishing the authority of the officer and the identity of the delinquent
juvenile to be retaken and returned. The decision of the sending state to retake a delinquent
juvenile on probation or parole shall be conclusive upon and not reviewable within the receiving
state, but if, at the time the sending state seeks to retake a delinquent juvenile on probation or
parole, there is pending against him within the receiving state any criminal charge or any
proceeding to have him adjudicated a delinquent juvenile for any act committed in such state, or
if he is suspected of having committed within such state a criminal offense or an act of juvenile
delinquency, he shall not be returned without the consent of the receiving state until discharged
from prosecution or other form of proceeding, imprisonment, detention or supervision for such
offense or juvenile delinquency. The duly accredited officers of the sending state shall be
permitted to transport delinquent juveniles being so returned through any and all states party to
this compact, without interference.
(d) That the sending state shall be responsible under this Article for paying the costs of
transporting any delinquent juvenile to the receiving state or of returning any delinquent juvenile
to the sending state.

Article VIII -- Responsibility for Costs

(a) That the provisions of Articles IV (b), V (b) and VII (d) of this compact shall not be
construed to alter or affect any internal relationship among the departments, agencies and
officers of and in the government of a party state, or between a party state and its subdivisions, as
to the payment of costs, or responsibilities therefore.

(b) That nothing in this compact shall be construed to prevent any party state or subdivision
thereof from asserting any right against any person, agency or other entity in regard to costs for
which such party state or subdivision thereof may be responsible pursuant to Articles IV (b), V
(b) or VII (d) of this compact.

Article IX -- Detention Practices

That, to every extent possible, it shall be the policy of states party to this compact that no
juvenile or delinquent juvenile shall be placed or detained in any prison, jail or lockup nor be
detained or transported in association with criminal, vicious or dissolute persons.

Article X -- Supplementary Agreements

That the duly constituted administrative authorities of a state party to this compact may enter into
supplementary agreements with any other state or states party hereto for the cooperative care,
treatment and rehabilitation of delinquent juveniles whenever they shall find that such
agreements will improve the facilities or programs available for such care, treatment and
rehabilitation. Such care, treatment and rehabilitation may be provided in an institution located
within any state entering into such supplementary agreement. Such supplementary agreements
shall (1) provide the rates to be paid for the care, treatment and custody of such delinquent
juveniles, taking into consideration the character of facilities, services and subsistence furnished;
(2) provide that the delinquent juvenile shall be given a court hearing prior to his being sent to
another state for care, treatment and custody; (3) provide that the state receiving such a
delinquent juvenile in one of its institutions shall act solely as agent for the state sending such
delinquent juvenile; (4) provide that the sending state shall at all times retain jurisdiction over
delinquent juveniles sent to an institution in another state; (5) provide for reasonable inspection
of such institutions by the sending state; (6) provide that the consent of the parent, guardian,
person or agency entitled to the legal custody of said delinquent juvenile shall be secured prior to
his being sent to another state; and (7) make provision for such other matters and details as shall
be necessary to protect the rights and equities of such delinquent juveniles and of the cooperating
states.

Article XI -- Acceptance of Federal and Other Aid

That any state party to this compact may accept any and all donations, gifts and grants of money,
equipment and services from the federal or any local government, or any agency thereof and
from any person, firm or corporation, for any of the purposes and functions of this compact, and
may receive and utilize the same subject to the terms, conditions and regulations governing such
donations, gifts and grants.

Article XII -- Compact Administrators

That the governor of each state party to this compact shall designate an officer who, acting
jointly with like officers of other party states, shall promulgate rules and regulations to carry out
more effectively the terms and provisions of this compact.

Article XIII -- Execution of Compact

That this compact shall become operative immediately upon its execution by any state as
between it and any other state or states so executing. When executed it shall have the full force
and effect of law within such state, the form of execution to be in accordance with the laws of the
executing state.

Article XIV -- Renunciation

That this compact shall continue in force and remain binding upon each executing state until
renounced by it. Renunciation of this compact shall be by the same authority which executed it,
by sending six months' notice in writing of its intention to withdraw from the compact to the
other states party hereto. The duties and obligations of a renouncing state under Article VII
hereof shall continue as to parolees and probationers residing therein at the time of withdrawal
until retaken or finally discharged. Supplementary agreements entered into under Article X
hereof shall be subject to renunciation as provided by such supplementary agreements, and shall
not be subject to the six months' renunciation notice of the present article.

Article XV -- Severability

That the provisions of this compact shall be severable and if any phrase, clause, sentence or
provision of this compact is declared to be contrary to the constitution of any participating state
or of the United States or the applicability thereof to any government, agency, person or
circumstances is held invalid, the validity of the remainder of this compact and the applicability
thereof to any government, agency, person or circumstance shall not be affected thereby. If this
compact shall be held contrary to the constitution of any state participating therein, the compact
shall remain in full force and effect as to the remaining states and in full force and effect as to the
state affected as to all severable matters.

Member States and Statutory Citations

Alabama: Ala. Code, Title 49, Sec. 10291 (1965)

Alaska: Al. Stat. 47.15.010 to 80 (1960)
Arizona: Ariz. Rev. Stat. 8-361 to 67 (1961)
Arkansas: Act No. 155 of 1961 (1961)
California: Welf. Code, Ch. 1363, Sec. 1300-1308 (1955)
Colorado: Colo. Rev. Stat. 24-60-701 to 8 (1957)
Connecticut: Conn. Gen. Stat., Sec. 17-75 to 81 (1957)
Delaware: Del. Laws, Ch. 64, Vol. 54 (1963)
Florida: Fla. Stat., Ch. 39.25 to 31 (1957)
Georgia: Act No. 1259 of 1972 (1972)
Hawaii: H.R.S., Sec. 582-1 (1955)
Idaho: Idaho Code, 16-1901-10, Ch. 194 (1961)
Illinois: I.R.S., Ch. 23, Sec. 2591 et seq.
Indiana: Acts of 1957, Ch. 98 (1957)
Iowa: Iowa Code, Ch. 231.14 (1961)
Kansas: Kan. Stat. 38-l001 to 7 (1965)
Kentucky: K.R.S. 208.600-990 (1960)
Louisiana: La. Rev. Stat. 46:1451 (1958)
Maine: Me. Rev. Stat., Title 34, Ch. 9, Sec. 181 (1955)
Maryland: Md. Ann. Code, Art. 41, Sec. 387 (1966)
Massachusetts: Ch. 687, Laws of 1955 (1955)
Michigan: Public Act 203, as amended (1958)
Minnesota: Minn. Stat. 260.51; Laws 1957, Ch. 892 (1957)
Mississippi: Miss. Code. Ann., Sec. 43-25 (1958)
Missouri: Mo. Rev. Stat., Sec. 210.570 (1955)
Montana: Mont. Rev. Codes, Sec. 10-1001 (1967)
Nebraska: Laws of 1963, Ch. 248, Sec. 43-1001 (1963)
Nevada: Nev. Rev. Stat. 214.010, Art. 4 (1957)
New Hampshire: N.H. Rev. Stat. Ann., 169-A-1 (1957)
New Jersey: N.J. Stat. Ann., 9:23-1 (1955)
New Mexico: N.M. Stat. Ann., 13-16-1 (1973)
New York: Unconsol. Laws, Sec. 1801, Title 5 (1955)
North Carolina: N.C. Gen. Stat. 110-64.1 (1965)
North Dakota: N.D. Cent. Code, 27-22-01 (1969)
Ohio: Ohio Rev. Code Ann., 2151.56 (1957)
Oklahoma: 10 Okla. Stat. 532 (1967)
Oregon: Oreg. Rev. Stat. 417 (1959)
Pennsylvania: 62 P.S. 731-35
Rhode Island: R.I. Gen. Laws, Title 14, Ch. 6 (1957)
South Carolina: S.C. Code, Sec. 55-65 (1970)
Tennessee: Tenn. Code Ann., 37-801 (1955)
Texas: Vern. Civil Stat., Art. 514e (1965)
 Vermont: Vt. Stat. Ann., Title33, Sec. 551 (1968)
Virginia: Ch. 452, Acts of 1956 (1956)
Washington: Wash. Rev. Code, 13.24 (1955)
West Virginia: W. Va. Code, Art. 8, Chap. 49 (1963)
Wisconsin: Wisc. Stat., Sec. 48.991 (1957)
Wyoming: Wyo. Stat., 14-52.10 (1957)
Dist. of Col.: P.L. 91-358 of 1970 (1970)
Guam: P.L. 12-50 of 1973 (1973)
Congress: 48 Stat. 909 (1934)

RENDITION AMENDMENT

This article shall provide additional remedies, and shall be binding only as among and between
those party states which specifically execute the same.

All provisions and procedures of Articles V and VI of the Interstate Compact on Juveniles shall
be construed to apply to any juvenile charged with being a delinquent by reason of a violation of
any criminal law. Any juvenile, charged with being a delinquent by reason of violating any
criminal law shall be returned to the requesting state upon a requisition to the state where the
juvenile may be found. A petition in such case shall be filed in a court of competent jurisdiction
in the requesting state where the violation of criminal law is alleged to have been committed.
The petition may be filed regardless of whether the juvenile has left the state before or after the
filing of the petition. The requisition described in Article V of the compact shall be forwarded by
the judge of the court in which the petition has been filed.

SECTION 11--SUPPLEMENTAL DENTAL RECORD

11.1 MESSAGE FIELD CODES FOR DENTAL RECORD ENTRY

FIELD NAME REQUIREMENTS MESSAGE FIELD DATA TYPE

FIELD LENGTH
CODE
HEADER MANDATORY HDR 9-19 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING MANDATORY ORI 9-9 ALPHABETIC,
AGENCY IDENTIFIER NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC,
NUMERIC
ORIGINATING MANDATORY OCA 1-20 ALPHABETIC,
AGENCY CASE NUMERIC,
NUMBER SPECIAL
CHARACTERS
DENTAL X-RAYS MANDATORY DXR 1-1 ALPHABETIC
AVAILABLE
DENTAL MODELS MANDATORY MPA 1-1 ALPHABETIC
DENTIST'S REMARKS OPTIONAL DRE 1-50 ALPHABETIC,
NUMERIC,
SPECIAL
CHARACTERS
DENTAL MANDATORY DCH 3-319 ALPHABETIC,
CHARACTERISTICS NUMERIC,
SPECIAL
CHARACTERS

11.2 WHEN TO USE A SUPPLEMENTAL DENTAL RECORD ENTRY

The Wanted Person File includes dental characteristics for the purpose of matching
information against records in the NCIC Unidentified Person File.

Only the agency that entered the wanted person record may enter dental data into that record.
The agency must enter (MKE/ED) separately from the base record and other supplemental
data.

11.3 AUTOMATIC CROSS-SEARCH WITH UNIDENTIFIED PERSON RECORDS

Once the comparisons are made to the unidentified person records, the system sends $.M.
administrative messages to all entering agencies. The $.M. administrative message advises an
agency that a possible match has been made on its record. This message is transmitted to the
ORIs of the matched records. The message includes abbreviated records for up to 35 possible
matches for the dental cross-search. If there are more than 35 matches using dental
characteristics for the wanted/unidentified cross-search, the remaining records can be
obtained by contacting FBI CJIS staff at 304-625-3000. If the cross-search does not produce
any match, all entering/updating agencies are notified through a $.N. administrative message.

11.4 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD ENTRY

The following is an example of a supplemental data entry adding dental characteristics data
to the base record:

1N01HEADER.ED.DCFBIWA00.NIC/W123456789.OCA/ABC324569.Y.N.INDIVIDUAL HAS NUMEROUS

CARIES.01X,02M,03V,04O,05V,06V,07V,08F,09V,10V,11V,12V,13V,14V,15V,16X,17X,18V,19V,
20V,21V,22V,23V,24V,25V,26V,27V,28V,29V,30V,31D,32V

Acknowledgment:

1LO1HEADER
DCFBIWA00
ENTRY DENTAL DATA NIC/W123456789 OCA/ABC324569
 The above supplemental record entry contains: header (1N01HEADER), message key (ED),
Originating Agency Identifier (DCFBIWA00), two record identifiers (NIC/W123456789 and
OCA/ABC324569), and the dental information to be added to the record.

11.5 IDENTIFICATION OF A RECORD FOR ENTRY OF DENTAL DATA

The wanted person record to which dental data are to be added must be identified by NIC and
OCA, in that order, followed by the dental information.

11.6 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD ENTRY

Supplemental dental information and other supplemental identifiers cannot be transmitted in

the same message. Dental information must be entered with MKE/ED.

The entry of a supplemental dental record to a Wanted Person File record will cause a cross-
search of all Unidentified Person File records containing dental data.

1. The DXR Field must contain Y or N.

2. The MPA Field must contain Y or N.

3. The DRE Field can hold up to 50 characters. This field should contain dental remarks
which cannot be coded in the DXR, MPA, or DCH Fields.

11.7 DENTAL CHARACTERISTICS (DCH) FIELD

1. The DCH Field describes the status of each tooth, restorations for each surface of the
tooth (MODFL), missing (X), virgin (V), no information remembered (/), root canal (R),
or crown (C).

1. An NCIC Missing Person Dental Report, or one similar, can be completed by a

dentist or forensic odontologist and returned to the user for entry.

2. If all 32 permanent teeth are present with no restorations, the agency can enter the
code ALL in the DCH Field. If the agency enters ALL in the DCH Field, it cannot
add information, and the system transmits the following after the DRE Field in a
positive response:

ALL 32 PERMANENT TEETH ARE PRESENT WITH NO RESTORATIONS

Note: If an agency enters ALL in the DCH Field, the code V will be used for all 32
teeth, and the system will generate a dental cross-search comparison.

3. If dental characteristics are not available for coding, then the agency should enter
UNK in the DCH Field. If the agency enters the code UNK in the DCH Field, the
system transmits the following after the DRE Field in a positive response:
 DENTAL CHARACTERISTICS (DCH) ARE NOT AVAILABLE

Note: If an agency enters UNK in the DCH Field, NCIC will not generate a dental
cross-search comparison.

2. The codes must be entered using a comma as a separator with the exception of the last
code which must be followed by a period (field delimiter) or logical end of transmission.

3. If the agency does not enter the code ALL or UNK, the only valid codes shall be 01
through 32. Each code shall be used only once. These codes shall be followed by the
appropriate letter(s) or special character (e.g., 01M).

A modification of any code for the 01 through 32 tooth codes will replace any coding for
that specific tooth, (for example, 01MO was initially entered, 01FL was modified into the
record, the record will then list only 01FL). If new codes must be added to the existing
codes for a tooth, the existing codes must be reentered along with the new codes, (for
example, 01MO was initially entered for tooth number 1 and FL must be added, then
01MOFL should be entered to list 01MOFL).

4. The DCH Field shall contain a maximum of 32 codes consisting of two numerics
followed by option 1, 2, or 3:

1. One special character /, or one special character / followed by R.

2. One alphabetic character M, O, D, F, L, X, or V.

3. Two to seven alphabetic characters M, O, D, F, L, C, and R.

5. Any combination of M, O, D, F, or L should be entered in the sequence of M, O, D, F, L.

6. The R character should follow any combination of M, O, D, F, L, C or the / character.

7. The C character should follow any combination of M, O, D, F, or L.

8. The only character that should be used with / is the R character.

9. The characters V and X should not be used with any combination of characters.

10. The characters M, O, D, F, L, C, R, /, V, and X may be used only once per numeric.

11.7.a NDIR DATA AVAILABLE (NDI) FIELD

The NDI Field is a one-character field included in the MD transaction that allows the FBI to
add an indicator to NCIC records that have corresponding dental information available on
Law Enforcement Online in the National Dental Image Repository (NDIR). The field has a
 default value of N and can be modified to Y. If the NDI Field contains Y, NCIC will notify
the FBI of all subsequent modify, cancel, locate, or clear transactions so the FBI can make
appropriate changes to the corresponding NDIR records. The following caveat will follow
the DCH Field data in a positive record response:

DENTAL IMAGES FOR THE SUBJECT OF THIS RECORD ARE AVAILABLE ON THE LEO NDIR

11.8 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD MODIFICATION

1N01HEADER.MD.DCFBIWA00.NIC/W123456789.OCA/ABC324569.DCH/08V,16V

Acknowledgment:

1L01HEADER
DCFBIWA00
MODIFY DENTAL DATA NIC/W123456789 OCA/ABC324569

The above modify supplemental example contains: header (1N01HEADER), message key
(MD), Originating Agency Identifier (DCFBIWA00), the NCIC Number
(NIC/W123456789), the case number (OCA/ABC324569), and the dental field to be
modified (DCH/08V,16V).

11.9 REQUIREMENTS FOR SUPPLEMENTAL DENTAL RECORD MODIFICATION

A supplemental dental record may be modified (MKE/MD) to:

1. Change the code entered in DXR and/or MPA Fields. Since these fields are mandatory,
the codes cannot be deleted using a modify message.

2. Change or delete the information entered in the DRE Field.

3. Change any coding for the 32 tooth codes of the DCH Field.

4. Change the NDI value to Y. The NDI Field may be modified by authorized FBI ORIs
only.

11.10 EXAMPLE OF A SUPPLEMENTAL DENTAL RECORD CANCELLATION

1N01HEADER.XD.DCFBIWA00.NIC/W123456789.OCA/ABC324569

Acknowledgment:

1L01HEADER
DCFBIWA00
CANCEL DENTAL DATA NIC/W123456789 OCA/ABC324569

The above cancel supplemental example contains: header (1N01HEADER), message key
(XD), Originating Agency Identifier (DCFBIWA00), and two record identifiers
(NIC/W123456789 and OCA/ABC324569).
11.11 ADDITIONAL GUIDELINES FOR SUPPLEMENTAL DENTAL RECORD
CANCELLATION

A supplemental dental cancellation message will delete all dental information from the
record identified. When a Wanted Person File record is canceled or cleared, all supplemental
dental information is retired.