SOP-SSD-22 Record Verification and ValidationSupport Services Division
SOP-SSD-22
Issued March 25, 2016
Revised May 5, 2021
SUBJECT: CJIS RECORD MAINTENANCE, VERIFICATION, AND VALIDATION
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PURPOSE AND SCOPE: All records entered into Criminal Justice Information Systems (CJIS) must adhere
to DOJ requirements, with a master file record kept current and all entries double-checked by a second
party. Below is the procedure to be followed by Records, Dispatch, and other support staff to meet this
requirement.
A. Maintenance: All records contributed to CJIS must be backed by a master case record (e.g.,
crime report or warrant). The master case record must contain complete information and be
available at all times. Whenever information is received which would change the data in or
status of the CJIS record, the agency must update the CJIS record as soon as possible. Entries
into CJIS must be made in accordance with DOJ timeframes and master case record
requirements.
B. Verification: The primary responsibility for the maintenance of CJIS records belongs to the users
of the system. To control the quality and accuracy of record information, all record entry data
must be verified by a second party. This can be accomplished either through a sight verification
process by other entry personnel, supervisory personnel, or review of the record by the case
officer.
C. Validation: The purpose of validation is to determine, through comparison with originating
source documents, that each record in CJIS files is accurate, complete, and represents an active
case. The Gun, Securities, Boat, Vehicle, License Plate, Wanted Persons, and Missing
Unidentified Persons Files are validated monthly. Validation is accomplished by reviewing the
original entry and current supporting documents, and by recent consultation with any
appropriate complainant, victim, prosecutor, court, motor vehicles registry files or other
appropriate source or individual. In the event the ORI is unsuccessful in its attempts to contact
the victim, complainant, etc., the entering authority must make a determination based on the
best information and knowledge available whether or not to retain the original entry in the file.
Recent consultation with the victim or complainant for Gun, Boat (only) and Securities records is
not mandatory.
Records identified on the monthly DOJ validation listings are subject to purging by NCIC if not
validated using the appropriate definition. The records on the validation listing must be
reviewed by the contributing agency. Records which are no longer current must be removed
from CJIS and all records remaining in the system must be confirmed valid and accurate. All
records must contain all available information.
PROCEDURE:
A. Record Maintenance:
1. If new data has been added to the master case record, modify the CJIS record to include
the new data
2. If data in the CJIS record is incorrect and correct data is available, modify the CJIS record
to correct the data in a particular data field
3. If data in the CJIS record is inaccurate and the correct data is unavailable, modify the
record to delete the data if the data is an optional data field, or cancel the CJIS record if
the data is in a mandatory field
4. If the reliability of the master case record is in doubt, cancel the CJIS record
5. If the property of record is recovered, clear or cancel the CJIS record (depending on the
system)
6. If the subject of a WPS record is apprehended, cancel the WPS record and delete the
FCN number from Crimnet
7. If the master case record is unavailable, cancel the CJIS record
8. If the restraining order has been terminated by the court, cancel the ROS record
B. Verification/Validation:
I. Printed Process
1. Initial Entry
a. Receive information from Patrol or Investigations
▪ Missing Person (MUPS)
▪ Emergency Protective Order (CARPOS)
▪ Stolen Vehicle or Boat (SVS)
▪ Stolen Property (APS)
▪ Lost, Stolen, Found, Safekeeping, Destroyed and Crime Guns (AFS)
▪ Gun Violence Restraining orders (GVROS)
▪ Warrants (WPS)
▪ Arson and Sex registration (CSAR) – Investigations completes the
CJIS entry and notifies staff
b. Complete the entry
c. Print out the entry
d. Write your initials/ID number on the printout
e. Provide the printout to the second person
2. Review
a. Review the entry for accuracy
b. Write your initials/ID number on the printout
c. Forward the printout for attachment to the master case file
▪ To Records for MUPS, CARPOS, SVS, APS, AFS, GVROS
▪ To Investigations for CSAR
II. Digital Process – Dispatch
1. Initial Entry
a. Create a CAD event
b. Complete the entry
c. Log the FCN and your initials/ID number in the CAD remarks
d. Attach the entry return from Informer to the CAD event
e. Leave the event in Pending status for your shift partner to review
f. Update Crimnet’s NCIC Number and history with “Entered into WPS” and
“Entered into NCIC” if applicable
2. Review
a. Review the entry for accuracy
b. Log your initials/ID number and “second check complete” in the CAD
remarks
c. Close the CAD event
d. Update Crimnet history with “2nd Check Complete” if applicable
III. Digital Process – Records
1. Initial Entry
a. Complete the entry
b. Create a pdf of the entry
c. Add a “CLETS Entry” digital stamp to the pdf
d. Provide the pdf to the second person
2. Review
a. Review the entry for accuracy
b. Add a “CLETS Entry Confirmed” digital stamp to the pdf
c. Attach the pdf with both stamps to the report, in the incident Summary
and the Case section