CIB Process

Records are received by CIB from NCIC on a monthly basis.  Records are validated on a three month cycle, with validation of a record occurring for the first time 60-90 days after the record was entered (records entered in January will be validated in April, those entered in May will be validated in August, etc.) As long as the record remains active in the system it will be validated again once each year.

The NCIC list of records to be validated is compared to the CIB files, and CIB prepares a list of items to be validated that are entered into the CIB and NCIC files.  The list is then forwarded to the individual agencies responsible for the records.

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 representative, 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. A message is also sent to agencies via the TIME System advising them validation information has been forwarded.

The list of records provided to the agency is sorted by type of file, and page headers provide basic information (type of file, month of validation, agency identifiers, print date, etc.)  Records appear in abbreviated form, and supplemental information may be available but not shown.