NCIC Record Entry, Modification, and Cancellation 2 — Questions and Answers

Question 1: Which agency has the authority to modify an NCIC record after it has been entered?

Any law enforcement agency that queries the record
Only the FBI CJIS Division
The originating agency that entered the record, or another agency specifically authorized by the originating agency (Correct answer)
Any agency in the same state as the originating agency

Correct answer: The originating agency that entered the record, or another agency specifically authorized by the originating agency

Only the originating agency that entered an NCIC record, or another agency specifically authorized by the originating agency, has the authority to modify that record.

NCIC's record ownership principle dictates that the agency that entered a record (identified by its ORI) retains exclusive authority over that record throughout its life in the system. Only the originating agency may modify key fields, enter locates, or cancel the record — unless it formally authorizes another agency to act on its behalf. This principle ensures accountability and prevents unauthorized changes to active records. If another agency discovers an error in a record it did not enter, it must contact the originating agency and request a correction rather than modifying the record itself.

Question 2: What information must be verified before an agency enters a Wanted Person record into NCIC?

A police report number and the subject's last known address
A valid arrest warrant or court order authorizing the arrest, and that the entering agency will accept custody if the person is apprehended (Correct answer)
Fingerprint confirmation of the subject's identity and DNA on file
The subject's complete criminal history and current photograph

Correct answer: A valid arrest warrant or court order authorizing the arrest, and that the entering agency will accept custody if the person is apprehended

Before entering a Wanted Person record, the entering agency must have a valid warrant or legal authority for the arrest and must confirm it will accept custody if the person is located.

Entry into the NCIC Wanted Person file requires two fundamental verifications: first, the existence of a valid arrest warrant or other legal authority for the arrest (such as a probation violation order or parole revocation warrant); and second, confirmation that the entering agency is prepared to take custody of the person if apprehended elsewhere. Without a valid legal instrument authorizing the arrest, a Wanted Person entry lacks the legal foundation for enforcement action. Without the commitment to accept custody, other agencies cannot take meaningful action on a hit. Both elements must be in place before the record is entered.

Question 3: When must an agency cancel an NCIC record?

After the record has been in the system for 10 years
When the basis for the entry no longer exists — such as when a warrant is recalled, a missing person is found, or stolen property is recovered (Correct answer)
Only when directly ordered to do so by the FBI CJIS Division
After each annual validation, regardless of whether the record is still valid

Correct answer: When the basis for the entry no longer exists — such as when a warrant is recalled, a missing person is found, or stolen property is recovered

An NCIC record must be cancelled immediately when the reason for its entry no longer exists, such as when a warrant is recalled, a fugitive is apprehended, a missing person is located, or stolen property is recovered.

Timely cancellation of NCIC records is one of the most critical compliance requirements. Agencies must cancel records immediately when the underlying reason for the entry no longer applies: a wanted person warrant recalled by the court, a missing person found safe, a stolen vehicle recovered, a protection order vacated. Leaving active records in NCIC after they should have been cancelled creates serious risks — primarily the wrongful arrest or detention of an innocent person against an invalid warrant or the enforcement of a no-longer-valid order. NCIC audits specifically review cancellation timeliness as a key compliance metric.

Question 4: What transaction type is used in NCIC to cancel an existing record?

DEL transaction
CAN transaction (Correct answer)
CLR transaction
REM transaction

Correct answer: CAN transaction

The CAN (cancel) transaction is used in NCIC to remove an active record from the database when it is no longer valid.

The NCIC CAN (cancel) transaction removes an active record from the NCIC database when the basis for the entry no longer exists. Only the originating agency (or an agency authorized by them) may submit a CAN transaction against a record. When a CAN transaction is processed, the record is removed from active status but the transaction itself is retained in the NCIC audit trail, preserving a record of the entry and its cancellation. This audit retention is important for legal proceedings, accountability reviews, and investigations into potential wrongful arrest claims based on NCIC records.

Question 5: What is the purpose of the NCIC transaction type 'MOD'?

To modify the originating agency identifier of a record
To update specific fields of an existing NCIC record without cancelling and re-entering the entire record (Correct answer)
To transfer ownership of a record to another agency
To flag a record for FBI review

Correct answer: To update specific fields of an existing NCIC record without cancelling and re-entering the entire record

The MOD transaction updates specific data fields in an existing NCIC record, allowing the originating agency to correct or update information without cancelling the entire record.

The NCIC MOD (modification) transaction allows the originating agency to update specific fields in an active record — for example, to correct a misspelled name, update a physical description, add new identifying information, or revise extradition terms — without having to cancel the record and create an entirely new entry. This preserves the record's continuity and its associated audit history while ensuring the data remains current and accurate. Using MOD rather than CAN/re-entry also preserves the original entry date, which may be relevant in some enforcement contexts. Only mandatory fields and authorized optional fields may be modified using the MOD transaction.

Question 6: If a wanted person is arrested on the outstanding warrant by a local agency, who is responsible for cancelling the NCIC Wanted Person record?

The local agency that made the arrest
The court that issued the warrant
The originating agency that entered the record (Correct answer)
The state police headquarters

Correct answer: The originating agency that entered the record

The originating agency that entered the Wanted Person record is responsible for cancelling it upon learning that the subject has been apprehended on the outstanding warrant.

Even when an arrest is made by a different agency than the one that entered the NCIC record, the responsibility for cancelling the Wanted Person record rests with the originating agency. The apprehending agency must immediately notify the originating agency of the arrest so the originating agency can cancel the NCIC record without delay. If the record is not promptly cancelled after an arrest, the subject could be wrongfully detained again in a separate encounter based on the still-active NCIC entry. The originating agency typically cancels the record upon receiving confirmation that custody has been taken and the warrant has been served.

NCIC Record Entry, Modification, and Cancellation 2

Which agency has the authority to modify an NCIC record after it has been entered?