Agency Responsibilities

A person(s) should be assigned the responsibility of validation.  This person(s) should attend CIB Validation and Quality Control Training.

When an agency receives the list of records to be validated, it should first be confirmed that they have received the list that belongs to them.  Page headers list what agency the records in question belong to.  If the list, whole or in part, does not apply to your agency, please contact CIB immediately. 

Note run date vs. print as of date. Records are listed by agency case number, with some exceptions: warrant, missing person and injunction records are listed in alphabetical order.  Be aware the list may also be sorted by agency unit number or the identifiers associated with the terminal where the initial entry was made. Supplemental information may be available for a record but not appear.  If so, the record is caveated, and the ORI must query to obtain full record.

All entries appearing on the monthly validation must be checked for accuracy and completeness.  Stale information should be removed, updated information added.  All changes must be documented in the case file.

Agencies must make contact with the person or agency that originated the record to attempt to determine if the record is still valid. Contact must be made with the Clerk of Court and/or the District Attorney's office to determine if a warrant is still outstanding. Follow-up must be accomplished on missing person reports to determine if the subject is still missing. Contact must be made with the complainant of stolen property to determine if the complainant has recovered the item, received an insurance settlement or has any additional information about the item.  If an agency is unable to contact the complainant, the agency must determine based on monetary and law enforcement value whether or not to keep the entry active.

Agencies should check the TIME System, their in-house records, and other sources in an attempt to obtain more current information.  This may include making queries of the warrant/wanted person files, criminal history records, etc.

Always attempt to obtain as much information as possible to enter into the record.  In many cases, the information is available simply by reading the officer's case report.  If not, there are numerous databases that can be accessed to obtain required and optional information to enter.  Remember that "packing a record" with all available data increases the chances of apprehending the wanted person, finding and identifying the missing person and recovering stolen property. Do not forget alternative sources of information, such as:

•      Other police agencies. Contact police agencies of cities where the individual may have lived or that are listed on state or FBI level criminal histories. These agencies may have warrants on the individual and can tell you where they obtained their information (if not from their own investigation).  Source documentation must be provided for any information obtained from another police agency.

•      Dentists/doctors.           It is important to get as much identifying information as possible.  Dental information should be included in missing and unidentified person records.  Medical history such as surgeries, scars, etc. can help in identification of bodies or amnesia victims.

•      Clerk of Courts office

A cover letter is also forwarded to the agency.  This cover letter is color-coded to the month of validation.  One side of the letter is a message from the CIB director explaining the purpose of validation.  The other side of the letter contains a certification statement for the agency representative to complete. This certification statement must be signed and returned to CIB prior to the due date, typically 30 days after the list is forwarded to the agency. This certification letter, signed by an agency represe4ntative, signifies that the agency has completed validation on the records in question and certifies that all records on the list are complete, accurate and up-to-date. If a signed certification letter is not received from the agency, the records contained on the validation list will be cancelled.

The Validation/Quality Control officer should  review all quality control and $ messages in a timely fashion.  Any changes made to the record should be noted in the case file.