NCIC 2000 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
2.6 NCIC 2000 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 2000 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 2000 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 ADDITIONAL GUIDELINES FOR NCIC 2000 INQUIRY  
5.6 BATCH INQUIRY (QAB)  
5.7 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 2000 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 2000 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
10.6 ADDITIONAL GUIDELINES FOR NCIC 2000 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
12.6 ADDITIONAL GUIDELINE FOR NCIC 2000 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
13.8 ADDITIONAL GUIDELINE FOR NCIC 2000 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 2000 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 2000 Article File or any other NCIC 2000 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) may be entered in NCIC if the entering agency has supporting documentation.

1.3 MESSAGE KEY (MKE) CODES

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

¹Only valid for category Q 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" or "T" 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" or "T" 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 and in the $.C. Request for Validation Notification.  For all other inquiries, 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 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.
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 2000 to each accepted record. Must have valid check digits when used to identify a record in a subsequent transaction.
OAN Owner-applied Number Single zero only, run of zeros only, single alphabetic only, or a 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 Agency Case Number 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 cannot equal the first seven characters of the ORI. The only valid special character is the hyphen.
ORI Originating Agency Identifier Must be a valid NCIC 2000-assigned ORI.
RCA Recovering Agency Case Number 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 RCA cannot equal the first seven characters of the RRI. The only valid special character is the hyphen
RRI Recovering Agency Identifier Must be a valid NCIC 2000-assigned ORI.
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 2000 Code Manual, Article Data Codes. Spaces are not allowed.

NCIC 2000-formatted Messages May Also Contain the Following Fields:

HMC Hazardous Material Container Free text.
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 2000 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 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 2000 -assigned ORI. The LKI and LKA cannot be identical to the ORI and OCA.
LOT Lot Number Free text.
NOA Notify Originating Agency Must be Y or N. Field will default to N if left blank.
NPA Number of Persons Apprehended Count of persons arrested as a result of locating stolen article. 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 Persons First three characters must be numeric. Fourth 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 2000. Can be entered only if RPP is entered. Must be blank or 0 if RPP is OTHER MEANS or PREVIOUSLY LOCATED.
PLI Partial Lot Indicator Must be C or P.
RPP Reason for Property Record Removal Must be a valid NCIC 2000-assigned code as listed in the Introduction chapter of this manual.
RSH Related Search Hit Must be Y or N.
UNN United Nations Number Can be entered only if the first character of TYP is T. Must be numeric code as maintained in the NLETS Hazardous Material File.
VLN Name of Validator Any valid characters representing validator.
VNP Value of Recovered Property Fair market value (in whole dollars) of the recovered stolen article 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 Recovered Property Fair market value (in whole dollars) of property recovered as a result of locating the stolen article 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 Contraband Fair market value (in whole dollars) of any contraband  recovered as a result of locating stolen article 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.

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 2000.

SECTION 1.9 -- INVESTIGATIVE INTEREST

The Other Transactions chapter of this manual contains information regarding investigative interest supplemental records in NCIC 2000.

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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-4 ALPHABETIC, SPECIAL CHARACTERS
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
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 NUMBER CONDITIONAL OAN 1-20 ALPHABETIC, NUMERIC
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING AGENCY CASE NUMBER MANDATORY OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
LINKAGE AGENCY IDENTIFIER OPTIONAL LKI* 9-9 ALPHABETIC, NUMERIC
LINKAGE CASE NUMBER OPTIONAL LKA* 1-20 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-50
1-200*
ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
NOTIFY ORIGINATING AGENCY OPTIONAL NOA* 1-1 ALPHABETIC
LOT NUMBER OPTIONAL LOT* 1-20 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
HAZARDOUS MATERIALS CONTAINER OPTIONAL HMC* 1-25 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
PARTIAL LOT INDICATOR OPTIONAL PLI* 1-1 ALPHABETIC
UNITED NATIONS NUMBER OPTIONAL UNN* 4-4 NUMERIC

*NCIC 2000 format only

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, 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 2000 by using the header TL01 (NCIC) or TN01 (NCIC 2000). 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 2000 Code Manual.

2. Article Name Code

1. The Article Name Dictionary, included in the NCIC 2000 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 Dictionary, 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 2000 Code Manual.
3. If the brand name is not listed in the NCIC 2000 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 one 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 code 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 (NCIC 2000) or 50 characters (NCIC) 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
 

6. When an agency believes that notification each time its record is hit will provide investigative leads, the entering agency should place the code NOAH (Notify ORI of All Hits) in the MIS Field (NCIC) or set the NOA Field to Y (NCIC 2000).

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).

2.6 NCIC 2000 MESSAGE FIELD EDITS FOR SINGLE ARTICLE ENTRY

1. TYPE (TYP)

Category Code

A new category code of T is available for the entry of an NCIC 2000 transaction for stolen toxic, 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 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.

2. BRAND NAME (BRA)

If the entry is for a toxic, hazardous chemical, then the BRA Field must contain the name of the chemical's manufacturer.

3. 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.

4. 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).

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

5. 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. Previously this was indicated by placing NOAH in the MIS Field. Currently, 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. LOT NUMBER (LOT)

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

7. PARTIAL LOT INDICATOR (PLI)

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

8. 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.

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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC, NUMERIC
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
OWNER-APPLIED NUMBER CONDITIONAL OAN 1-20 ALPHABETIC, NUMERIC
ANY FIELD(S) FROM ENTRY TRANSACTION        

*NCIC 2000 format only

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 2000 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC, NUMERIC
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
OWNER-APPLIED NUMBER CONDITIONAL OAN 1-20 ALPHABETIC, NUMERIC
DATE OF CANCEL MANDATORY

DOC

8-8

NUMERIC
REASON FOR PROPERTY RECORD REMOVAL OPTIONAL RPP* 10-21 ALPHABETIC, NUMERIC

*NCIC 2000 format only

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 2000 CANCELLATION

When canceling a record in an NCIC 2000 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 cancel transaction, the RPP value will be either CASE DROPPED 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
NIC/A000039206 DTE/19990424 0000 EDT DLU/19991201 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
NIC/A000039206 DTE/19990924 1230 EDT DLU/19991201 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
TYPE CONDITIONAL TYP 4-7 ALPHABETIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC, NUMERIC
NCIC NUMBER CONDITIONAL NIC 10-10 ALPHABETIC, NUMERIC
IMAGE INDICATOR OPTIONAL IMN 1-1 ALPHABETIC
RELATED SEARCH HIT OPTIONAL RSH* 1-1 ALPHABETIC

*NCIC 2000 format only

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, 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 2000 format 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. 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 then be sent to the ORI to identify the file name to be requested to retrieve the additional hit responses. Additional information on file retrieval via the File Transfer (FT) transaction can be found in the Other Transactions chapter of this manual.

6. 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. (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.

7.  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.

5.5 ADDITIONAL GUIDELINES FOR NCIC 2000 INQUIRY

1. 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.

2. 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.

3. 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

4. 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.

5.6 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
NIC/A287654123 DTE/19981011 0000 EDT DLU/20080121 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

5.7 PROCEDURES FOR HANDLING A HIT

1. An NCIC 2000 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 2000 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 2000 inquiry and the whereabouts of the article 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, details concerning the inquiry must be furnished to the ORI of the record.

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. Depart   ment 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC, NUMERIC
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
OWNER-APPLIED NUMBER CONDITIONAL OAN 1-20 ALPHABETIC, NUMERIC
DATE OF RECOVERY MANDATORY DOR 8-8 NUMERIC
RECOVERING AGENCY CASE NUMBER OPTIONAL RCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
REASON FOR PROPERTY RECORD REMOVAL OPTIONAL RPP* 10-21 ALPHABETIC, NUMERIC
NUMBER OF PERSONS APPREHENDED OPTIONAL NPA* 1-3 NUMERIC
NUMBER OF MISSING PERSONS FOUND OPTIONAL NPF* 1-20 ALPHABETIC, NUMERIC
VALUE OF RECOVERED PROPERTY OPTIONAL VNP* 1-8 NUMERIC
VALUE OF OTHER RECOVERED PROPERTY OPTIONAL VOR* 1-8 NUMERIC
VALUE OF RECOVERED CONTRABAND OPTIONAL VRC* 1-8 NUMERIC

*NCIC 2000 format only

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 2000 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 2000 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 2-2 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 1-20 ALPHABETIC, NUMERIC
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
OWNER-APPLIED NUMBER CONDITIONAL

OAN

1-20 ALPHABETIC, NUMERIC
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING AGENCY IDENTIFIER OPTIONAL RRI 9-9 ALPHABETIC, NUMERIC
RECOVERING AGENCY CASE NUMBER OPTIONAL RCA 1-9 or

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
REASON FOR PROPERTY RECORD REMOVAL OPTIONAL RPP* 10-21 ALPHABETIC, NUMERIC
NUMBER OF PERSONS APPREHENDED OPTIONAL NPA* 1-3 NUMERIC
NUMBER OF MISSING PERSONS FOUND OPTIONAL NPF* 1-20 ALPHABETIC, NUMERIC
VALUE OF RECOVERED PROPERTY OPTIONAL VNP* 1-8 NUMERIC
VALUE OF OTHER RECOVERED PROPERTY OPTIONAL VOR* 1-8 NUMERIC
VALUE OF RECOVERED CONTRABAND OPTIONAL VRC* 1-8 NUMERIC

*NCIC 2000 format only

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 2000 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 CODE FIELD LENGTH

DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
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 NUMBER MANDATORY OAN 1-20  
DATE OF THEFT MANDATORY DOT 8-8 NUMERIC
ORIGINATING AGENCY CASE NUMBER MANDATORY OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
LINKAGE AGENCY IDENTIFIER OPTIONAL LKI* 9-9 ALPHABETIC, NUMERIC
LINKAGE CASE NUMBER OPTIONAL LKA* 1-20 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MISCELLANEOUS OPTIONAL MIS 1-50

1-200*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
NOTIFY ORIGINATING AGENCY OPTIONAL NOA* 1-1 ALPHABETIC
LOT NUMBER OPTIONAL LOT* 1-20 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
HAZARDOUS MATERIALS CONTAINER OPTIONAL HMC* 1-25 ALPHANUMERIC
PARTIAL LOT INDICATOR OPTIONAL PLI* 1-1 ALPHABETIC
UNITED NATIONS NUMBER OPTIONAL UNN* 4-4 NUMERIC

*NCIC 2000 format only

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, 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 2000 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, 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-41 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
ANY FIELD(S) FROM ENTRY TRANSACTION (except SER)        

*NCIC 2000 format only

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

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
DATE OF CANCEL MANDATORY DOC 8-8 NUMERIC

*NCIC 2000 format only

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.

10.6 ADDITIONAL GUIDELINES FOR NCIC 2000 GROUP CANCELLATION

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
NIC/A000049206 DTE/19990425 0000 EDT DLU/19991201 0259 EST
ORI IS ANY CITY PD MD 301 555-1212
SER/B123456700-B123456704
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 2000 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 CODE FIELD LENGTH DATA TYPE
HEADER MANDATORY HDR 9-19 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
MESSAGE KEY MANDATORY MKE 3-3 ALPHABETIC
ORIGINATING AGENCY IDENTIFIER MANDATORY ORI 9-9 ALPHABETIC, NUMERIC
NCIC NUMBER MANDATORY NIC 10-10 ALPHABETIC, NUMERIC
SERIAL NUMBER CONDITIONAL SER 3-41 ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
ORIGINATING AGENCY CASE NUMBER CONDITIONAL OCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
DATE OF RECOVERY MANDATORY DOR 8-8 NUMERIC
RECOVERING AGENCY CASE NUMBER OPTIONAL RCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS

*NCIC 2000 format only

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 2000 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.

12.6 ADDITIONAL GUIDELINE FOR NCIC 2000 GROUP LOCATE

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

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS
DATE OF CLEAR MANDATORY DCL 8-8 NUMERIC
RECOVERING AGENCY IDENTIFIER OPTIONAL RRI 9-9 ALPHABETIC, NUMERIC
RECOVERING AGENCY CASE NUMBER OPTIONAL RCA 1-9

1-20*

ALPHABETIC, NUMERIC, SPECIAL CHARACTERS

*NCIC 2000 format only

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.

13.8 ADDITIONAL GUIDELINE FOR NCIC 2000 GROUP CLEAR

Benefits and effectiveness data are not collected for cleared serialized groups.