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There are three levels of criminal history records. The first level is the local law enforcement agency (police department or sheriff's office). A criminal history record is established at the local agency when an individual is arrested, booked in or a citation is issued to that person.
An authorized criminal justice agency will be able to make an inquiry to a local criminal justice agency to determine the existence of a criminal record matching the inquiry and obtain further details. This inquiry is based on name and other identifiers (birth date, Social Security Number, etc.)
When an agency receives a properly formatted request for local criminal history record information they must respond within a reasonable length of time. Messages requesting records that are not received in the authorized format must be disregarded by the receiving agency. All responses to local criminal history record request transactions must be in the approved format. Do not use an administrative message for the original request or the reply.
The local criminal justice agency should generate a response to advise of “no record” or provide information relating to a “possible record.” The information provided varies by agency, and the arrests and citations listed are generally not supported by fingerprints taken at the time of arrest/issuance of the citation, but instead are associated by name given by the subject at the time of contact with law enforcement.
Because of the name search techniques used, extreme caution must be exercised in reviewing the response(s) received to ensure that the information matches the person of the inquiry.
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