Record Entry, Modification, and Cancellation Flashcards

What is the 'entry requirement' that must be met before a property record can be entered into NCIC?

Answer: There must be a verified theft report and the property must have identifying characteristics such as a serial number or unique description

To enter a stolen property record into NCIC, there must be a verified theft report and the property must have identifying characteristics — such as a serial number, make, model, or unique description — to enable matching.

When an agency enters a record with an error and another agency has already queried or acted on that record, what is the correct procedure?

Answer: The originating agency must correct the record via MOD or cancel and re-enter, and must notify any agency known to have received incorrect information

The originating agency must correct the record and notify any agencies that may have received or acted on the erroneous information so they can take appropriate corrective action.

What is the significance of the 'Miscellaneous Number' field in NCIC entries?

Answer: It is an agency-defined field that can store local case numbers, court file numbers, or other identifiers used by the originating agency

The Miscellaneous Number field is a flexible field where the originating agency can store locally relevant identifiers such as case numbers, warrant numbers, or court file numbers.

Under what circumstances may an agency re-enter a record into NCIC after it has been cancelled?

Answer: If the basis for the entry recurs — such as if a court re-issues a recalled warrant or a property is stolen again — a new entry is permitted

A new NCIC record may be entered if the legal basis for an entry recurs — for example, if a court re-issues a warrant that had been recalled or if property that was previously recovered is subsequently stolen again.

What is 'stale data' in the context of NCIC record management, and why is it a problem?

Answer: Active records that are no longer accurate because circumstances have changed but the record has not been updated or cancelled

Stale data refers to active NCIC records that are no longer accurate — such as a warrant that was recalled but not cancelled — posing the risk of wrongful enforcement action.

When performing a NCIC record entry, what is the function of mandatory versus optional data fields?

Answer: Mandatory fields must be completed for the record to be accepted by NCIC; optional fields, while not required, may significantly improve the record's utility for identification

Mandatory fields must be completed for NCIC to accept the entry; optional fields are not required but can greatly improve the record's usefulness for identification and matching purposes.