Record Entry, Modification, and Cancellation Flashcards

Before entering a record into an NCIC file, such as Stolen Vehicle or Wanted Person, what must an agency possess?

Answer: A signed, written report or warrant on file supporting the entry.

NCIC policy requires that every record entry must be supported by source documentation, such as a formal police report or a valid court-issued warrant. This ensures that all entries are legitimate, verifiable, and have a proper legal basis.

When a stolen vehicle is recovered or a wanted person is apprehended, the corresponding NCIC record must be removed:

Answer: As soon as possible, and in no case later than the same calendar day.

Timeliness in removing records is critical to prevent false arrests or other negative consequences for individuals whose cases have been resolved. The policy requires immediate removal to maintain the integrity and accuracy of the system.

A 'cancellation' transaction is used to remove an NCIC record under what specific circumstance?

Answer: The record was found to be invalid or entered in error.

A cancellation is distinct from a 'clear' or 'locate'. It is used to remove a record that should not have been entered in the first place, for instance, if the initial report was unfounded or the entry contained a fatal error making it invalid from the start.

Modifying an NCIC record is the appropriate action in which of the following situations?

Answer: A stolen vehicle's license plate has been changed or an additional identifying number is found.

A modification is used to add, delete, or change information within an existing, active record. For example, if a stolen car's license plate is replaced or an alias for a wanted person becomes known, the record should be modified to reflect the most current, accurate information.

All active NCIC records must be periodically validated by the originating agency for what purpose?

Answer: To ensure the records are still active, accurate, and complete.

Validation is a mandatory quality control process where the originating agency must review its active records to confirm they are still valid, accurate, and complete. This process ensures the integrity of the NCIC database by removing outdated or incorrect information.

What is the time requirement for entering a missing person record for a juvenile (under 21) into NCIC after receiving the minimum required data?

Answer: 2 hours

Federal law (Suzanne's Law) mandates the prompt entry of missing juveniles into NCIC to ensure a rapid response. Agencies are required to enter the record within 2 hours of receiving the minimum necessary information for entry.