Responsibility for Records

TIME System records must be kept accurate and up-to-date. Agencies that enter records into the TIME System are responsible for their accuracy, timeliness, and completeness. The Crime Information Bureau, which is responsible for the operation of the TIME System, helps to maintain the integrity of the system through:

•      Automatic computer edits which reject certain types of errors and data.

•      Quality control checks by the Crime Information Bureau personnel and the National Crime Information Center (NCIC), up to and including regular audits.

•      Periodically furnishing lists of all records on file for validation by agencies that entered them. See the “Validation and Quality Control Section” for additional information on quality control and validation procedures.

Stringent administrative procedures and controls to ensure that accurate data is entered in the computerized data files are important. An officer’s evaluation of the information contained in a hit response is just as important as keeping the information accurate, timely, and complete. Combining stringent administrative controls with proper evaluation by the officer receiving the hit will prevent lost court cases, civil liability suits, and criminal charges against law enforcement officers.

This manual contains instructions designed to guide participants in the use of the TIME System. No system can be expected to produce results unless it is used properly. It is the users responsibility to keep the files accurate and up-to-date. The standards and procedures set forth should be strictly adhered to, as every exception tends to degrade the system.