CHPTR_28_VPF

CHPTR_28_VPF

Chapter 28

Violent

Persons

File

Last Updated 26 October 2018

Chapter 28 – Violent Persons File 28-1 For assistance call 503 378-5565

REVISIONS TO LEDS MANUAL CHAPTER 28, VIOLENT PERSONS FILE

Revision Date Section Revised Revision Details

2 May 2017 28.12 Added section 28.12 “Hit Handling.”

Subsequent sections renumbered.

29 May 2018 All Added intra-document hyperlinks.

26 October 2018 28.13.3 Corrected example to include LIY field

Chapter 28 – Violent Persons File 28-2 For assistance call 503 378-5565

Table of Contents

28.0 Violent Persons File ........................................................................................................ 6

28.1 File Description ............................................................................................................... 6

28.2 Authorized System Use .................................................................................................. 6

28.3 Entry Criteria ................................................................................................................... 7

28.4 Record Retention Period ................................................................................................ 7

28.5 Timeliness of Entry ......................................................................................................... 8

28.6 Record Completeness – General ................................................................................... 8

28.6.1 Record Completeness – Caution Indicators .............................................................. 9

28.6.2 Record Completeness – Medical Conditions............................................................. 9

28.6.3 Record Completeness – Scars, Marks, Tattoos, Etc. ................................................ 9

28.6.4 Record Completeness – Linking Case Information ................................................... 9

28.6.5 Record Completeness – Miscellaneous (MIS) Field................................................ 10

28.6.6 Record Completeness – Vehicle Information .......................................................... 10

28.7 Record Accuracy ........................................................................................................... 10

28.8 Duplicate Records ......................................................................................................... 11

28.9 Record Validations ........................................................................................................ 11

28.10 LNU and NIC Numbers .................................................................................................. 12

28.11 LEDS and NCIC Codes ................................................................................................. 12

28.12 Hit Handling ................................................................................................................... 12

28.13 Entry Transaction .......................................................................................................... 13

28.13.1 Entry Transaction Procedure ................................................................................... 13

28.13.2 VPF Entry Message Keys........................................................................................ 13

28.13.2.1 Caution Indicator .......................................................................................... 13

28.13.2.2 Required Fields for VPF Record Entry ......................................................... 13

28.13.3 VPF Entry Transaction (EVP or EVPC) ................................................................... 14

28.13.4 VPF Entry Transaction Example ............................................................................. 15

28.13.5 Query After Enter VPF Transaction ......................................................................... 15

28.14 Supplemental Data Entry Transaction ........................................................................ 16

28.14.1 Supplemental Data Entry Transaction Description .................................................. 16

28.14.2 Supplemental Entry Transaction Procedure ............................................................ 16

28.14.3 Enter Supplemental Data Message Key.................................................................. 17

28.14.4 Identification of Record for Supplemental Entry ...................................................... 17

28.14.5 Enter Supplemental Data Transaction..................................................................... 17

28.14.5.1 Enter Supplemental Data Transaction Example ........................................... 17

28.14.6 Query After Supplemental Data Entry ..................................................................... 18

28.15 Modify Transaction ....................................................................................................... 19

28.15.1 Modify Transaction Description ............................................................................... 19

28.15.2 Modify Transaction Procedure ................................................................................ 19

28.15.2.1 Deletion of Data From a Record ................................................................... 19

28.15.2.2 Modifying Supplemental Data ....................................................................... 19

28.15.3 Modify Message Key ............................................................................................... 19

28.15.4 Identification of Record to be Modified .................................................................... 19

28.15.5 Modify VPF Transaction (MVP) ............................................................................... 20

28.15.5.1 Modify VPF Example .................................................................................... 21

28.15.6 Query After Modify Transaction ............................................................................... 21

28.16 Cancel Supplemental Data Transaction ....................................................................... 22

28.16.1 Cancel Supplemental Data Transaction Description ............................................... 22

28.16.2 Cancel Supplemental Data Transaction Procedures............................................... 22

28.16.3 Identification of Supplemental Record to be Cancelled ........................................... 23

Chapter 28 – Violent Persons File 28-3 For assistance call 503 378-5565

28.16.4 Cancel Supplemental Data Message Key ............................................................... 23

28.16.5 Cancel Supplemental Data Transaction .................................................................. 23

28.16.5.1 Cancel Supplemental Data Transaction Example ........................................ 23

28.16.6 Query After Supplemental Data Cancellation .......................................................... 24

28.17 Clear Transaction .......................................................................................................... 24

28.18 Cancel VPF Transaction ............................................................................................... 24

28.18.1 Cancel Transaction Description .............................................................................. 24

28.18.2 Cancel Transaction Procedures .............................................................................. 25

28.18.3 Benefits and Effectiveness Data ............................................................................. 25

28.18.4 Cancel VPF Message Key ...................................................................................... 25

28.18.5 Identification of Record to be Cancelled .................................................................. 25

28.18.6 Cancel VPF Transaction ......................................................................................... 25

28.18.6.1 Cancel VPF Transaction Example ................................................................ 25

28.19 Message Field Code Directory ..................................................................................... 26

28.19.1 AKA Alias - 30 ......................................................................................................... 26

28.19.2 CMC Cautions and Medical Conditions – 2 ............................................................ 27

28.19.3 CTZ Citizenship – 2 ................................................................................................ 28

28.19.4 DLO DNA Location – 250 ....................................................................................... 28

28.19.5 DNA DNA Profile Indicator – 1 ................................................................................ 28

28.19.6 DOB Date of Birth – 8 ............................................................................................. 28

28.19.7 DOC Date of Cancel – 8 ......................................................................................... 28

28.19.8 ETN Ethnicity – 1 .................................................................................................... 29

28.19.9 EYE Eye Color – 3 .................................................................................................. 29

28.19.10 FBI FBI Number/UCN – 10 ..................................................................................... 29

28.19.11 FPC Fingerprint Classification – 20 ........................................................................ 29

28.19.12 HAI Hair Color – 3 ................................................................................................... 29

28.19.13 HGT Height – 3 ....................................................................................................... 29

28.19.14 IMN Image NCIC Number – 10 ............................................................................... 30

28.19.15 IMT Image Type – 1 ................................................................................................ 30

28.19.16 LIC License Plate Number – 10 .............................................................................. 30

28.19.17 LIS License Plate State – 2 .................................................................................... 30

28.19.18 LIT License Plate Type – 2 ..................................................................................... 31

28.19.19 LIY License Plate Year – 4 ..................................................................................... 31

28.19.20 LKA Linkage Case Number – 20 ............................................................................ 31

28.19.21 LKI Linkage Agency Identifier – 9 ........................................................................... 32

28.19.22 MIS Miscellaneous – 500 ........................................................................................ 32

28.19.23 MKE Message Key – 4 ........................................................................................... 32

28.19.24 MNU Miscellaneous Number – 15 .......................................................................... 32

28.19.25 NAM Name – 30 ..................................................................................................... 33

28.19.26 NIC NCIC Number – 10 .......................................................................................... 37

28.19.27 OCA Originating Case Number – 20 ...................................................................... 38

28.19.28 OLN Operator License Number – 20 ...................................................................... 38

28.19.29 OLS Operator License State – 2 ............................................................................. 38

28.19.30 OLY Operator License Year – 4 ............................................................................. 38

28.19.31 ORI Originating Agency Identifier – 9 ..................................................................... 38

28.19.32 POB Place of Birth – 2 ............................................................................................ 39

28.19.33 RAC Race – 1 ......................................................................................................... 39

28.19.34 SEX Sex – 1 ........................................................................................................... 39

Chapter 28 – Violent Persons File 28-4 For assistance call 503 378-5565

28.19.35 SKN Skin Tone – 3 ................................................................................................. 39

28.19.36 SMT Scars, Marks, Tattoos & Other Characteristics – 10 ...................................... 39

28.19.37 SOC Social Security Number – 9 ........................................................................... 40

28.19.38 VCO Vehicle Color – 7 ............................................................................................ 40

28.19.39 VIN Vehicle Identification Number – 20 .................................................................. 40

28.19.40 VLD Date Last Validated – 8 .................................................................................. 40

28.19.41 VLN Name of Validator – 30 ................................................................................... 40

28.19.42 VMA Vehicle Make - 24 .......................................................................................... 41

28.19.43 VMO Vehicle Model – 3 .......................................................................................... 41

28.19.44 VST Vehicle Style – 2 ............................................................................................. 41

28.19.45 VPC Violent Person Criteria – 1 ............................................................................. 42

28.19.46 VYR Vehicle Year – 4 ............................................................................................. 42

28.19.47 WGT Weight – 3 ..................................................................................................... 42

Chapter 28 – Violent Persons File 28-5 For assistance call 503 378-5565

28.0 VIOLENT PERSONS FILE

This section describes procedures for making entries, updates, and inquiries into the NCIC

Violent Person File (VPF). LEDS does not maintain a Violent Persons File; all records are

entered directly into NCIC’s file.

28.1 FILE DESCRIPTION

The VPF is designed to alert law enforcement officers of individuals prone to commit violent acts

against law enforcement and contains records of individuals with previous violent offense

convictions including homicide, attempted homicide, the use of a firearm or weapon, fleeing,

resisting arrest, or individuals who law enforcement agencies reasonably believe (after official

investigation) have seriously expressed intent to commit unlawful violence against a member of

law enforcement or the criminal justice community.

Record entry into the Violent Person File is voluntary and upon law enforcement agency

discretion. All record entries will be subject to NCIC validations and FBI audit procedures.

Entry of records into the Violent Persons File is restricted to law enforcement agencies,

corrections agencies (including jails and Oregon Department of Corrections facilities),

and Parole & Probation/Community Corrections agencies.

28.2 AUTHORIZED SYSTEM USE

The LEDS, NCIC, and other databases are designed for, and made available to, criminal justice

agencies to aid in the investigation of crimes and prosecution of criminal offences.

The use of the system as well as all the data entered into or extracted from any such

database(s) is restricted to a Criminal Justice Purpose and the “administration of criminal

justice” which is defined as: “The performance of any of the following activities: detection,

apprehension, detention, pretrial release, post-trial release, prosecution, adjudication,

correctional supervision, or rehabilitation of accused persons or criminal offenders.”

The administration of criminal justice shall include criminal identification activities and the

collection, storage, and dissemination of criminal history record information. Criminal justice

employment investigations are included, as is the licensing of or issuing of a permit for a

weapon or explosive when required to be performed by a criminal justice agency, pursuant to a

federal, state or local law. (This category includes firearms dealers and purchasers, carriers of

concealed weapons, explosives dealers and users and lethal weapons dealers and users).

State and Federal Inspector General offices are included.

Defense of accused persons, whether by private counsel, public defender or other court

appointed counsel is not included in the definition of the administration of criminal justice.

LEDS and NCIC conduct both routine and unscheduled audits to ensure strict adherence to

system discipline. LEDS is mandated to investigate all reports of violations of system use

Chapter 28 – Violent Persons File 28-6 For assistance call 503 378-5565

policies, physical and technical security, as well as data access, use, and dissemination policies

and procedures.

28.3 ENTRY CRITERIA

An entry into the VPF should be made when at least one of the following criteria has been met,

using the appropriate Violent Person Criteria (VPC) Code:

1. Offender has been convicted for assault or murder/homicide of a law enforcement

officer, fleeing, resisting arrest, or any such statute which involves violence against law

enforcement. [VPC/1]

2. Offender has been convicted of a violent offense against a person to include homicide

and attempted homicide. [VPC/2]

3. Offender has been convicted of a violent offense against a person where a firearm or

weapon was used. [VPC/3]

4. A law enforcement agency, based on its official investigatory duties, reasonably

believes that the individual has seriously expressed his or her intent to commit an act of

unlawful violence against a member of the law enforcement or criminal justice

community. [VPC/4]

Law enforcement agencies entering records into the VPF with VPC/4 (Threat to Member of Law

Enforcement or Criminal Justice Community), must retain official investigatory documentation

within their master case record file that coincides with the reasonable belief that the individual

has expressed his or her intent to commit an act of unlawful violence against a member of the

law enforcement community. This documentation must be made available for audit purposes.

Record entry into the Violent Person File is voluntary and upon law enforcement agency

discretion. All record entries will be subject to NCIC validations and FBI audit procedures.

28.4 RECORD RETENTION PERIOD

VPF records have an unlimited retention period. A VPF record will remain on file indefinitely or

until action is taken by the entering agency to cancel the record.

Data in the License Plate Number (LIC), License Plate Year of Expiration (LIY), and License

Plate Type (LIT) fields will remain in a VPF record or supplemental record for the year of entry

plus 4 years from the date of entry of the base record regardless of when the license plate data

is entered. Entering agencies are not notified of records from which expired license data are

retired. If the purged license plate is the only searchable identifier in the VPF record, the entire

record will be removed, and the originating agency will not be notified.

A non-expiring license plate (LIY/NX) contained in a VPF record will remain on file until action is

taken by the originating agency to remove the license data or cancel the entire record.

Chapter 28 – Violent Persons File 28-7 For assistance call 503 378-5565

28.5 TIMELINESS OF ENTRY

Entry is to be made immediately after it is determined that the subject is qualified for entry into

system, and the agency determines the subject should be entered into the VPF. The

promptness in entering, modifying, and canceling of Violent Person records is the

responsibility of the originating agency.

Timely modification of a record is that which occurs as soon as possible following the detection

of erroneous data in an existing record, and/or as soon as possible following the receipt of data

not already stored in the record.

Timely removal from the file requires immediate removal of the record once the originating

agency has documentation that the subject is no longer qualified for entry into the system.

28.6 RECORD COMPLETENESS – GENERAL

Before entering a Violent Person File record, it is imperative to obtain as much information as

possible.

It is the sole responsibility of the entering agency to ensure all sources of available information

are checked. Sources include, but are not limited to:

 State and National Computerized Criminal History Files

 Agency case files

 Bureau of Public Debt

 Vehicle Registration records (cars, boats, aircraft, etc.) in and out of state

 Driving records in and out of state

 Commercial investigative databases to which the entering agencies subscribe

 Department of Corrections databases

Types of descriptive data that will aid in identifying a subject can include, but are not limited to:

 Social security number, as well as AKA SOC’s

 FBI number,

 State Identification Number (SID),

 Driver’s license number, as well as AKA OLNs

 Miscellaneous numbers (MNU),

 AKA Names

 AKA DOBs

 Scars, marks, tattoos (SMT), medical conditions, etc.

 Any and all other information that will result in a more complete record.

Chapter 28 – Violent Persons File 28-8 For assistance call 503 378-5565

28.6.1 RECORD COMPLETENESS – CAUTION INDICATORS

The caution indicator "C" may be used as part of Violent Persons record message key. The

caution may be for officer safety, or for the health and safety of the wanted person: for example,

if the person has a life threatening medical condition. If used, the appropriate code must be

entered into the Cautions and Medical Conditions (CMC) field and a plain-text explanation

entered into the Miscellaneous (MIS) field.

28.6.2 RECORD COMPLETENESS – MEDICAL CONDITIONS

The Cautions and Medical Conditions (CMC) fields and the Scars, Marks, Tattoos, and Other

Characteristics (SMT) fields can both hold medical condition data.

The inclusion of AIDS/HIV positive information is of doubtful legality under the Privacy Act and

therefore must not be entered into any LEDS/NCIC records.

28.6.3 RECORD COMPLETENESS – SCARS, MARKS, TATTOOS, ETC.

The Scars, Marks, Tattoos, and Other Characteristics (SMT) fields should be used to list visible

scars, marks, and tattoos, medical conditions that could impact either officer or subject’s safety,

drugs of abuse, etc. When a SMT field code does not adequately describe the characteristic

then a fuller description must be added to the MIS field.

28.6.4 RECORD COMPLETENESS – LINKING CASE INFORMATION

The capability to link records is useful when two or more agencies share the same case, or

when different cases in the same department are associated. When a query is made using the

“Related Search Hit” (RSH) field option of “Yes” (Y), all related (linked) records will be returned.

Related records are those with the same ORI/OCA as the primary hit response and all records

linked by the LKI/LKA contained in the primary hit response

Chapter 28 – Violent Persons File 28-9 For assistance call 503 378-5565

28.6.5 RECORD COMPLETENESS – MISCELLANEOUS (MIS) FIELD

(MIS) must include explanatory information when any of the following conditions are met:

 A caution indicator is placed on the record

 An entry is made in the “Cautions and Medical Conditions” (CMC) field

 Only the last 20 characters fit in the VIN field – (enter the complete VIN in the MIS field)

 Only the last 10 characters fit in the LIC field – (enter the complete LIC in the MIS Field)

 Only the last 15 characters fit in the MNU field – (enter the complete MNU in the MIS

Field)

 When entering a test record – (enter "TEST RECORD ONLY" as the first entry in the

MIS Field)

28.6.6 RECORD COMPLETENESS – VEHICLE INFORMATION

The entry of vehicle information into the LEDS and NCIC files is critical for officer safety

reasons. A vehicle and/or license plate may be entered as part of a Violent Person record,

provided the location of the vehicle and/or license plate is unknown and the entering agency has

reasonable grounds to believe the Violent Person may be utilizing the vehicle, or a vehicle

bearing the license plate.

MERE KNOWLEDGE THAT A VEHICLE AND/OR LICENSE PLATE IS REGISTERED TO THE

VIOLENT PERSON DOES NOT MEET THE CRITERIA FOR ENTRY OF EITHER OR BOTH

AS PART OF THE VIOLENT PERSON RECORD.

INVESTIGATORS MUST HAVE REASONABLE GROUNDS TO BELIEVE THAT THE

SUBJECT OF THE VIOLENT PERSON RECORD IS ACTUALLY OPERATING, OR A

PASSENGER IN, THE VEHICLE, OR A VEHICLE BEARING THE LICENSE PLATE.

In instances where the vehicle or license plate in a Violent Person Record has been stolen, a

notation that the vehicle or license plate is stolen should be placed in the miscellaneous field of

the Violent Person record. Also, a separate entry of the stolen vehicle, felony vehicle, or license

plate should be made in the stolen vehicle or license plate file by the agency possessing the

theft report or handling the felony investigation. The LKI and LKA fields in the records should

likewise be filled to “link” this information.

28.7 RECORD ACCURACY

The accuracy of records is an integral part of the system. The accuracy of a record must be

double-checked by a second party. The verification of a record must include assuring all

available cross checks, e.g. VIN/LIC, were made and that the data in the record matches the

data in the investigative report.

Chapter 28 – Violent Persons File 28-10 For assistance call 503 378-5565

28.8 DUPLICATE RECORDS

If the following fields of a Violent Person File entry message are the same as the corresponding

fields of an active VPF record already on file, the second entry will be rejected with the message

REJECT ON FILE:

 FBI and ORI;  VIN, VMA, NAM, and ORI;

 NAM, MNU, and ORI;  LIC, LIS, LIY, LIT, NAM, and ORI;

 NAM, SOC, and ORI;  OCA, NAM, and ORI; or

 OLN, OLS, and ORI;  DOB, NAM, and ORI

Whenever the message REJECT ON FILE is sent, the record on file will also be transmitted.

A duplicate record will be accepted if the ORI or the OCA in the second entry is different. If

accepted, the first entry (the record already on file) will be furnished.

28.9 RECORD VALIDATIONS

Agency validation procedures must be formalized and copies of these procedures must be on

file for review during a LEDS and/or FBI CJIS audit. In addition, documentation and validation

efforts must be maintained for review during such audit.

Each month, LEDS will send a list of records requiring validation. The list will be accompanied

by a certification form that must be signed and returned to LEDS in a prescribed amount of time.

By signing the form, the LEDS Rep certifies that the validation of those records is complete.

Validation certification means:

 The records contained on the validation listing have been reviewed by the originating

agency;

 The records which are no longer current have been removed from NCIC 2000 and all

records remaining in the System are valid and active;

 The information contained in each of the records is accurate.

Agencies failing to return the certification form within the prescribed time frame, as set forth on

the certification form, are subject to having all non-validated records removed from the LEDS

and NCIC Systems. Removal may occur as soon as 0001 hours on the calendar day

immediately following the due date.

Validation of records includes conducting the same checks and queries as noted in the

“Timeliness of Entry” Section as noted above. All data contained in each record must be

checked for accuracy in addition to determining if any new data has become available.

Validations are completed by the LEDS Representative or designee. Procedures for record

validation are listed on LEDS secure website under LEDS Representative Manual, Chapter 5

“Validations:”

https://apps.oregon.gov/Application/PDFDownload/OSP/pdfdownload/osp/LREP_Manual_CHPTR_5.pdf

Chapter 28 – Violent Persons File 28-11 For assistance call 503 378-5565

28.10 LNU AND NIC NUMBERS

Because LEDS does not have a Violent Person File, a LEDS record number (LNU) is not

issued.

A unique NCIC file number (NIC) is assigned to each record entered. This number is included in

the computer acknowledgment of the entry and should be retained in the agency case file along

with a copy of the record entered. No entry transaction is complete until the acknowledgment is

received from NCIC.

Violent Person records are assigned NIC numbers with the prefix L.

EXAMPLE: NCIC Number NIC/L475815385

28.11 LEDS AND NCIC CODES

Only codes listed in the LEDS Manual or the NCIC Code Manual are allowed in Violent Person

records.

To locate the proper codes for entering or modifying a Violent Person record, please reference

the NCIC Code Manual.

28.12 HIT HANDLING

THIS IS NOT AN ARREST WARRANT. Violent Person record information is provided for

officer safety purposes. A positive “hit” on a Violent Person File record does not require

additional enforcement action.

Chapter 28 – Violent Persons File 28-12 For assistance call 503 378-5565

28.13 ENTRY TRANSACTION

28.13.1 ENTRY TRANSACTION PROCEDURE

28.13.2 VPF ENTRY MESSAGE KEYS

EVP Enter Violent Person

EVPC Enter Violent Person - CAUTION

28.13.2.1 CAUTION INDICATOR

Caution indicators may be used in conjunction with a Violent Person entry. If used, the reason

for the caution must be coded appropriately in the CMC field and explained in detail in the MIS

field.

28.13.2.2 REQUIRED FIELDS FOR VPF RECORD ENTRY

The following fields are mandatory to cause acceptance of a VPF entry into NCIC:

ORI, NAM, SEX, RAC, HGT, WGT, EYE, HAI, OCA, VPC, and at least one of the following

numeric identifiers:

 DOB* (including year, month, and day);

 FBI;

 MNU (other than originating agency police or identification number);

 SOC;

 OLN with OLS and OLY;

 LIC with LIS, LIY, and LIT;

 VIN with VYR, VMA, and VST.

*Please note – while DOB is not a specifically required field, entering a VPF record

without a DOB will cause missed hits on your record.

Chapter 28 – Violent Persons File 28-13 For assistance call 503 378-5565

28.13.3 VPF ENTRY TRANSACTION (EVP OR EVPC)

EVP (or EVPC) •ORI• NAM/___•

SEX/___•

RAC/___•

POB/___•

CTZ/___•

DOB/___•

HGT/___•

WGT/___•

EYE/___•

HAI/___•

FBI/___•

SKN/___•

SMT/___•

FPC/___•

MNU/___•

SOC/___•

OLN/___• Must be used as a set

OLS/__•

OLY/___•

OCA/___•

LKI/___• Must be used as a set

LKA/___•

DNA/___• Must be used as a set

DLO/___•

CMC/___•

LIC/___• Must be used as a set

LIS/___•

LIY/___•

LIT/___•

VIN/__•

VYR/__•

VMA/__•

VMO/__• Optional

VST/__•

VCO/__• Optional

MIS/___•

ETN/___•

VPC/___•

Chapter 28 – Violent Persons File 28-14 For assistance call 503 378-5565

28.13.4 VPF ENTRY TRANSACTION EXAMPLE

EVP.OR0370100.NOGOOD,NICK.M.W.ND.US.19690909.600.188.GRN.RED...TAT R

ARM....5035120.OR.2016.TEST2017-01...N..01.FAT500.OR.2017.PC.......TEST

RECORD ONLY - THREATS AGAINST LAW ENFORCEMENT..4.

NCIC Acknowledgement

REUR 0002 NCIC

0R0370100

NAM/N0G00D,NICK NIC/L510001051

OCA/TEST2017-01

28.13.5 QUERY AFTER ENTER VPF TRANSACTION

REUR 0010 LEDS

QW.OR0370100.NAM/N0G00D,NICK.DOB/09091969.SEX/M.RAC/W

REUR 0010 NCIC

0R0370100

WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS

RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.

USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE

EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHER NCIC PERSONS

FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN DEEMED A SERIOUS THREAT TO

LAW ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO

NOT ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

MKE/VIOLENT PERSON

CMC/01 - OTHER

VPC/4 - THREAT TO LAW ENFORCEMENT

ORI/0R0370100 NAM/N0G00D,NICK SEX/M RAC/W ETN/N POB/ND

DOB/19690909 HGT/600 WGT/188 EYE/GRN HAI/RED CTZ/US

SMT/TAT R ARM

OLN/5035120 OLS/0R OLY/2016

OCA/TEST2017-01

MIS/TEST REC0RD 0NLY - THREATS AGAINST LAW ENF0RCEMENT

LIC/FAT500 LIS/0R LIY/2017 LIT/PC

DNA/N

ORI IS LEDSTEST POLICE DEPARTMENT 503 378-5565

NIC/L510001051 DTE/20170405 1102 EDT DLU/20170405 1102 EDT

Chapter 28 – Violent Persons File 28-15 For assistance call 503 378-5565

28.14 SUPPLEMENTAL DATA ENTRY TRANSACTION

28.14.1 SUPPLEMENTAL DATA ENTRY TRANSACTION DESCRIPTION

Supplemental record entries are used to append additional identifiers to a record. Examples of

additional identifiers are alias names, multiple driver’s licenses, social security numbers,

additional vehicles, etc. This additional information will be appended to the original entry.

Supplemental data may only be added by the agency that entered the Violent Person Record.

28.14.2 SUPPLEMENTAL ENTRY TRANSACTION PROCEDURE

A data field in the base record must be filled before any supplemental entry for that same field

will be accepted. For example, any attempt to enter a Social Security number as a supplemental

record will be rejected if the base record does not already contain a Social Security number in

the Social Security number (SOC) field. (See the “MODIFY” Section later in this chapter for

complete details on how to enter information into a field that does not contain data in the base

record).

A maximum of nine additional identifiers of various kinds may be entered in one supplemental

transaction. Additional supplemental transactions are required if more than nine identifiers are to

be entered.

Supplemental data cannot be modified; it must be cancelled then re-entered.

The following list shows the types of information and the number of elements that can be added

as a supplement to the original entry.

Field Message Field Code Max Allowed

Alias AKA 99

Caution and Medical Conditions CMC 10

Date of Birth DOB 9

Scars, Marks, Tattoos, etc. SMT 9

Miscellaneous Number MNU 9

Social Security Number SOC 9

Image Number, Image Type

IMN, IMT 1

(must be entered as a set)

Operator License, State, Year

OLN, OLS, OLY 9 sets

(must be entered as a set)

License Plate Number, State, Year, Type

LIC, LIS, LIY, LIT 9 sets

(must be entered as a set)

Vehicle Identification Number, Year, Make,

Model, Style, Color

VIN, VYR, VMO, VMA,

(must be entered as a set; model and color 9 sets

VST, VCO

are not required, but should be entered if

known)

Citizenship CTZ 9

Chapter 28 – Violent Persons File 28-16 For assistance call 503 378-5565

28.14.3 ENTER SUPPLEMENTAL DATA MESSAGE KEY

ENVP Enter Violent Person Supplemental Data

28.14.4 IDENTIFICATION OF RECORD FOR SUPPLEMENTAL ENTRY

The Violent Person Record to which a supplemental data entry is to be added must be identified

by:

 NAM and NIC

 NAM and OCA

 NIC and OCA

28.14.5 ENTER SUPPLEMENTAL DATA TRANSACTION

ENVP•ORI•NAM/__•OCA/___• AKA/___•

DOB/___•

or NIC/___• SMT/___•

MNU/___•

SOC/___•

OLN/___•OLS•OLY•

LIC/___•LIS•LIY•LIT•

VIN/___•VYR•VMA•VMO•VST•VCO•

CMC/___•

CTZ/___•

IMN/___•IMT•

28.14.5.1 ENTER SUPPLEMENTAL DATA TRANSACTION EXAMPLE

ENVP.OR0370100.NAM/NOGOOD,NICK.NIC/L510001051.AKA/JONES,SKIPPY.JONES,PEET.SMT/MC

BEHAVIO.LIC/GAG500.OR.2016.PC.

This example is adding two (2) AKAs, an SMT, and an LIC dataset.

NCIC Acknowledgement

REUR 0004 NCIC

0R0370100

SUPP NAM/N0G00D,NICK NIC/L510001051

Chapter 28 – Violent Persons File 28-17 For assistance call 503 378-5565

28.14.6 QUERY AFTER SUPPLEMENTAL DATA ENTRY

REUR 0010 LEDS

QW.OR0370100.NAM/N0G00D,NICK.DOB/09091969.SEX/M.RAC/W

REUR 0005 NCIC

0R0370100

WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS

RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.

USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE

EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHER NCIC PERSONS

FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN DEEMED A SERIOUS THREAT TO

LAW ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO

NOT ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

MKE/VIOLENT PERSON

CMC/01 - OTHER

VPC/4 - THREAT TO LAW ENFORCEMENT

ORI/0R0370100 NAM/N0G00D,NICK SEX/M RAC/W ETN/N POB/ND

DOB/19690909 HGT/600 WGT/188 EYE/GRN HAI/RED CTZ/US

SMT/TAT R ARM

OLN/5035120 OLS/0R OLY/2016

OCA/TEST2017-01

MIS/TEST REC0RD 0NLY - THREATS AGAINST LAW ENF0RCEMENT

LIC/FAT500 LIS/0R LIY/2017 LIT/PC

DNA/N

ORI IS LEDSTEST POLICE DEPARTMENT 503 378-5565

AKA/J0NES,PEET

AKA/J0NES,SKIPPY

SMT/MC BEHAVI0

LIC/GAG500 0R 2016 PC

NIC/L510001051 DTE/20170405 1102 EDT DLU/20170405 1104 EDT

Chapter 28 – Violent Persons File 28-18 For assistance call 503 378-5565

28.15 MODIFY TRANSACTION

28.15.1 MODIFY TRANSACTION DESCRIPTION

The modify transaction is used to add, delete or change data in one or more fields of an existing

Violent Person File base record.

28.15.2 MODIFY TRANSACTION PROCEDURE

A VPF record can only be modified by the agency that made the original entry.

Records must be immediately modified when it is determined:

 Data contained in the record is incorrect, or

 Additional data has been located that is not included in the record

28.15.2.1 DELETION OF DATA FROM A RECORD

To delete data from a field, enter the message field code followed by a slash and a period. (e.g.

SOC/.)

A special shortened format may be used to delete the entire set of vehicle information from a

record (e.g. LIC-VCO/.)

Using this identifier instructs the system to remove all vehicle data in the record, from license

through color.

28.15.2.2 MODIFYING SUPPLEMENTAL DATA

No one-step procedure is available to modify an alias or other identifier in a supplemental record

to a VPF record.

To modify (change) an alias or other identifier in a supplemental record, the incorrect alias or

other identifier must be deleted (cancelled), then entered correctly.

28.15.3 MODIFY MESSAGE KEY

MVP Modify Violent Person

28.15.4 IDENTIFICATION OF RECORD TO BE MODIFIED

Records to be modified must be identified by either :

 NAM and NIC

 NAM and OCA

 NIC and OCA

Chapter 28 – Violent Persons File 28-19 For assistance call 503 378-5565

28.15.5 MODIFY VPF TRANSACTION (MVP)

MVP•ORI•NAM/__•OCA/___• NAM/___•

or NIC/___• SEX/___•

RAC/___•

POB/___•

CTZ/___•

DOB/___•

HGT/___•

WGT/___•

EYE/___•

HAI/___•

FBI/___•

SKN/___•

SMT/___•

FPC/___•

MNU/___•

SOC/___•

OLN/___• Must be used as a set

OLS/__•

OLY/___•

OCA/___•

LKI/___• Must be used as a set

LKA/___•

DNA/___• Must be used as a set

DLO/___•

CMC/___•

LIC/___• Must be used as a set

LIS/___•

LIT/___•

VIN/__• Must be used as a set

VYR/__•

VMA/__•

VMO/__• Optional

VST/__•

VCO/__• Optional

MIS/___•

ETN/___•

VPC/___•

SID/___•

NOA/___•

Chapter 28 – Violent Persons File 28-20 For assistance call 503 378-5565

28.15.5.1 MODIFY VPF EXAMPLE

MVP.OR0370100.NAM/NOGOOD,NICK.NIC/L510001051.HGT/509.WGT/175.LIC-VCO/.

This example is modifying the subject’s height and weight, and

removing/deleting all of the vehicle information.

NCIC Acknowledgement

REUR 0006 NCIC

0R0370100

MODIFY NAM/N0G00D,NICK NIC/L510001051

28.15.6 QUERY AFTER MODIFY TRANSACTION

REUR 0010 LEDS

QW.OR0370100.NAM/N0G00D,NICK.DOB/09091969.SEX/M.RAC/W

REUR 0005 NCIC

0R0370100

WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS

RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.

USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE

EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHER NCIC PERSONS

FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN DEEMED A SERIOUS THREAT TO

LAW ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO

NOT ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

MKE/VIOLENT PERSON

CMC/01 - OTHER

VPC/4 - THREAT TO LAW ENFORCEMENT

ORI/0R0370100 NAM/N0G00D,NICK SEX/M RAC/W ETN/N POB/ND

DOB/19690909 HGT/509 WGT/175 EYE/GRN HAI/RED CTZ/US

SMT/TAT R ARM

OLN/5035120 OLS/0R OLY/2016

OCA/TEST2017-01

MIS/MIS/TEST REC0RD 0NLY

DNA/N

ORI IS LEDSTEST POLICE DEPARTMENT 503 378-5565

AKA/J0NES,PEET

AKA/J0NES,SKIPPY

SMT/MC BEHAVI0

LIC/GAG500 0R 2016 PC

NIC/L510001051 DTE/20170405 1102 EDT DLU/20170405 1105 EDT

Chapter 28 – Violent Persons File 28-21 For assistance call 503 378-5565

28.16 CANCEL SUPPLEMENTAL DATA TRANSACTION

28.16.1 CANCEL SUPPLEMENTAL DATA TRANSACTION DESCRIPTION

The Cancel Supplemental Data transaction is used to remove supplemental data or identifiers

that are found to be incorrect or no longer valid.

28.16.2 CANCEL SUPPLEMENTAL DATA TRANSACTION PROCEDURES

Supplemental data can be cancelled from a Violent Person record without changing the base

record.

 A maximum of nine supplemental identifiers may be cancelled in one transaction.

 Each identifier to be cancelled must be preceded by the appropriate Message Field

Code (MFC) identifier.

Base record fields must have data before their supplemental entries are accepted. When data is

deleted from base record fields which have supplemental data fields, the top supplemental data

entry is shifted into the base record. (Except: supplemental data sets do not shift, only individual

fields shift into the base record.)

When canceling the following supplemental data, multiple data elements (up to the maximum of

nine) may be canceled without repeating the Message Field Code (MFC) identifier for like data.

 AKA

 CMC

 DOB

 MNU

 SOC

Example: AKA/ROE, EDWARD.DOE,EDWARD

When cancelling the following supplemental data-sets, only the first data element must be

identified by its Message Field Code (MFC) identifier.

 OLN/__.OLS.OLY.

 LIC/___.LIS.LIY.LIT.

 VIN/___.VYR.VMA.VMO.VST.VCO.

 IMN/___.IMT.

Once the data-set has been identified by the MFC of the first element in the data-set, continue

entering the remaining data, separating each only with “dots;” do not use the other MFCs.

When a Violent Person File record is cancelled, its entire supplemental record is automatically

cancelled as well.

Chapter 28 – Violent Persons File 28-22 For assistance call 503 378-5565

28.16.3 IDENTIFICATION OF SUPPLEMENTAL RECORD TO BE CANCELLED

Records to have Supplemental Data Cancelled must be identified by either:

 NAM and NIC

 NAM and OCA

 NIC and OCA

28.16.4 CANCEL SUPPLEMENTAL DATA MESSAGE KEY

XNVP Cancel Violent Person Supplemental Data

28.16.5 CANCEL SUPPLEMENTAL DATA TRANSACTION

XNVP•ORI•NAM/__•OCA/___• AKA/___•

DOB/___•

or NIC/___• SMT/___•

MNU/___•

SOC/___•

OLN/___•OLS•OLY•

LIC/___•LIS•LIY•LIT•

VIN/___•VYR•VMA•VMO•VST•VCO•

CMC/___•

CTZ/___•

IMN/___•IMT•

28.16.5.1 CANCEL SUPPLEMENTAL DATA TRANSACTION EXAMPLE

XNVP.OR0370100.NAM/LEDSTEST,VPF TEST.NIC/L090000880.AKA/JONES,SKIPPY.SMT/MC

BEHAVIO.

NCIC Acknowledgement

REUR 0008 NCIC

0R0370100

CANCEL SUPP NAM/N0G00D,NICK NIC/L510001051

AKA/J0NES,SKIPPY

SMT/MC BEHAVIO

Chapter 28 – Violent Persons File 28-23 For assistance call 503 378-5565

28.16.6 QUERY AFTER SUPPLEMENTAL DATA CANCELLATION

REUR 0010 LEDS

QW.OR0370100.NAM/N0G00D,NICK.DOB/09091969.SEX/M.RAC/W

REUR 0005 NCIC

0R0370100

WARNING-A SUBJECT IN THIS RESPONSE HAS BEEN IDENTIFIED AS A VIOLENT

OFFENDER OR A SERIOUS THREAT TO LAW ENFORCEMENT OFFICERS. REVIEW THIS

RESPONSE IN ITS ENTIRETY TO OBTAIN ADDITIONAL INFORMATION ON THIS SUBJECT.

USE EXTREME CAUTION IN APPROACHING THIS INDIVIDUAL.

***MESSAGE KEY QW SEARCHES WANTED PERSON FILE FELONY RECORDS REGARDLESS OF

EXTRADITION AND MISDEMEANOR RECORDS INDICATING POSSIBLE INTERSTATE

EXTRADITION FROM THE INQUIRING AGENCY'S LOCATION. ALL OTHER NCIC PERSONS

FILES ARE SEARCHED WITHOUT LIMITATIONS.

WARNING-THE SUBJECT IN THIS RECORD HAS BEEN DEEMED A SERIOUS THREAT TO

LAW ENFORCEMENT OFFICERS. USE CAUTION IN APPROACHING THIS INDIVIDUAL. DO

NOT ARREST OR DETAIN BASED SOLELY ON THIS INFORMATION.

WARNING - THE FOLLOWING RECORD CONTAINS EXPIRED LICENSE PLATE

DATA. USE CAUTION, CONTACT ENTERING AGENCY TO CONFIRM STATUS.

MKE/VIOLENT PERSON

CMC/01 - OTHER

VPC/4 - THREAT TO LAW ENFORCEMENT

ORI/0R0370100 NAM/N0G00D,NICK SEX/M RAC/W ETN/N POB/ND

DOB/19690909 HGT/509 WGT/175 EYE/GRN HAI/RED CTZ/US

SMT/TAT R ARM

OLN/5035120 OLS/0R OLY/2016

OCA/TEST2017-01

MIS/MIS/TEST REC0RD 0NLY

DNA/N

ORI IS LEDSTEST POLICE DEPARTMENT 503 378-5565

AKA/J0NES,PEET

LIC/GAG500 0R 2016 PC

NIC/L510001051 DTE/20170405 1102 EDT DLU/20170405 1106 EDT

28.17 CLEAR TRANSACTION

There is no Clear transaction for Violent Person File records. Records that need to be removed

from NCIC must be Cancelled.

28.18 CANCEL VPF TRANSACTION

28.18.1 CANCEL TRANSACTION DESCRIPTION

The Cancel transaction is used to cancel the Violent Person record from the system when the

record, for whatever reason, is no longer valid.

Chapter 28 – Violent Persons File 28-24 For assistance call 503 378-5565

28.18.2 CANCEL TRANSACTION PROCEDURES

A Violent Person record may only be cancelled by the agency that made the original entry.

Records must be immediately cancelled when it is determined that the record is invalid or the

entering agency determines the subject no longer poses a threat to law enforcement officers.

When a Violent Person File record is cancelled, its entire supplemental record is automatically

cancelled as well.

28.18.3 BENEFITS AND EFFECTIVENESS DATA

Benefits and effectiveness data are not applicable to the VPF records.

28.18.4 CANCEL VPF MESSAGE KEY

XVP Cancel Violent Person

28.18.5 IDENTIFICATION OF RECORD TO BE CANCELLED

Records to be cancelled must be identified by either :

 NAM and NIC

 NAM and OCA

 NIC and OCA

The cancellation date (without MFC) must follow the two record identifiers and must be equal to

the current date or the current date minus one (see example below).

28.18.6 CANCEL VPF TRANSACTION

XVP•ORI•NAM/__•OCA/___• DOC•

or NIC/___•

28.18.6.1 CANCEL VPF TRANSACTION EXAMPLE

XVP.OR0370100.NAM/NOGOOD,NICK.NIC/L510001051.20170404.

NCIC Acknowledgement

REUR 0011 NCIC

0R0370100

CANCEL NAM/N0G00D,NICK NIC/L510001051

Chapter 28 – Violent Persons File 28-25 For assistance call 503 378-5565

28.19 MESSAGE FIELD CODE DIRECTORY

Each message transaction is comprised of multiple data elements; this section provides the

necessary information on data elements for this transaction.

Each data element is identified by a specific field name. Each field name is abbreviated with

a unique three character code called a message field code (MFC). The MFCs are sorted

alphabetically, and then followed by a plain-text description of each. The number

immediately following the description indicates the maximum number of characters allowed

for that data element. Below the description line is text describing specific requirements for

this field, including if the field is mandatory or optional.

For full guidelines and a full listing of allowable values for any and all MFCs included in the

Violent Persons File transactions, please reference the NCIC 2000 Code Manual.

28.19.1 AKA ALIAS - 30

OPTIONAL

Name format (LAST, FIRST MIDDLE OTHER).

AKA entries are only added and deleted via the supplemental data messages, ENVP and

XNVP.

You may enter a nickname or moniker as an AKA using the format “NICKNAME, X.”

NCIC defines “nickname” as a name added to or substituted for a person’s proper name,

such as a “street name” (i.e., “Shorty”). It is not a familiar form of a proper name (i.e., “Jim”

for James or “Jenny” for Jennifer. NCIC does not support a separate “Moniker” or

“Nickname” field.

Alias names should never be entered in the MIS field, as this field non-searchable.

Up to ninety nine (99) AKAs may be added to an individual VPF record.

Chapter 28 – Violent Persons File 28-26 For assistance call 503 378-5565

28.19.2 CMC CAUTIONS AND MEDICAL CONDITIONS – 2

CONDITIONAL

 Mandatory if caution indicator used

 Optional all other times

Must be a code from the Personal Descriptors section of the NCIC 2000 Code Manual.

The inclusion of AIDS/HIV positive information is of doubtful legality under the Privacy Act

and therefore must not be entered into any LEDS/NCIC records

CMC must be used when a caution indicator is used.

**The reason for the code MUST be explained in the Miscellaneous (MIS) field.

CODE DESCRIPTION

00 Armed and dangerous

01 Other

05 Violent tendencies

10 Martial arts expertise

15 Explosive expertise

20 Known to abuse drugs

25 Escape risk

30 Sexually violent predator – Contact ORI for detailed information

35 Sex Offender

40 International Flight Risk

50 Heart condition

55 Alcoholic

60 Allergies

65 Epilepsy

70 Suicidal

80 Medication required

85 Hemophiliac

90 Diabetic

Note: The base record CMC cannot be removed until the caution indicator is removed.

Chapter 28 – Violent Persons File 28-27 For assistance call 503 378-5565

28.19.3 CTZ CITIZENSHIP – 2

CONDITIONAL

Must be a valid NCIC-assigned country code as listed in Personal Descriptors, NCIC 2000

Code Manual.

28.19.4 DLO DNA LOCATION – 250

CONDITIONAL

 Prohibited when DNA is “N” – Must remain blank

 Mandatory when DNA is “Y”

Free text field. All characters except period, slash, single quote, and double quote are

permitted.

Use to describe the location of the DNA sample, the type of DNA sample, contact

information, ORI, and CODIS number (the Combined DNA Index System (CODIS) is an FBI

database of genetic information).

28.19.5 DNA DNA PROFILE INDICATOR – 1

OPTIONAL

"Y" or "N"

Indicates whether or not a DNA sample is available.

When DNA is "N" in modify messages, DLO is automatically removed from the record. If the

DNA field is set to “Y” and the DLO is empty, then the record will be rejected.

28.19.6 DOB DATE OF BIRTH – 8

OPTIONAL

Date format, which is YYYYMMDD.

28.19.7 DOC DATE OF CANCEL – 8

MANDATORY

Date format is YYYYMMDD.

The date the record is cancelled. Must be the current date or the current date minus one

(today or yesterday).

Chapter 28 – Violent Persons File 28-28 For assistance call 503 378-5565

28.19.8 ETN ETHNICITY – 1

OPTIONAL

"H" or "N".

Indicates whether or not the subject is Hispanic or Latino (H) or Non-Hispanic or Not Latino

(N).

See the Personal Descriptors section of the NCIC 2000 Code Manual.

28.19.9 EYE EYE COLOR – 3

MANDATORY

Must be a code from the Personal Descriptors section of the NCIC 2000 Code Manual.

28.19.10 FBI FBI NUMBER/UCN – 10

OPTIONAL

A unique FBI-assigned number for all persons in the FBI criminal history file; includes a

check digit.

28.19.11 FPC FINGERPRINT CLASSIFICATION – 20

OPTIONAL

Must be valid codes as described in the Personal Descriptors section of the NCIC 2000

Code Manual.

28.19.12 HAI HAIR COLOR – 3

MANDATORY

Must be a code from the Personal Descriptors section of the NCIC 2000 Code Manual.

Note: The code “BLD” is permitted only in III (CCH) records. For other NCIC qualified

records use the code “XXX” for completely bald and enter “BALD” in the Scars,

Marks, Tattoos and Other Characteristics Field (SMT).

28.19.13 HGT HEIGHT – 3

MANDATORY

Height in feet and inches, using three digits. For example, a person 6' 2" tall would be coded

as 602. Fractions of an inch should be rounded to the nearest inch.

Minimum value is 400 (4’00”); maximum value is 711 (7’11”).

Chapter 28 – Violent Persons File 28-29 For assistance call 503 378-5565

28.19.14 IMN IMAGE NCIC NUMBER – 10

OPTIONAL

An NCIC-assigned number. It is an "I" followed by nine digits. IMN/IMT must be entered or

deleted together, as a set. IMN/IMT may not be modified.

28.19.15 IMT IMAGE TYPE – 1

CONDITIONAL

 Mandatory with IMN – used as a set

 Otherwise must be blank

IMN/IMT must be entered or deleted together, as a set. IMN/IMT may not be modified.

28.19.16 LIC LICENSE PLATE NUMBER – 10

OPTIONAL

Only letters and numbers permitted. Cannot be "UNK", "UNKN", or "UNKNOWN".

LIC, LIS, LIY, and LIT must be used together, as a set.

All hyphens, spaces, and symbols must be omitted. If a hyphen or symbol is a critical

component of the plate information concerning the location and design should be included in

the MIS field. Include the entire plate number in the MIS field, with a hyphen in place of the

symbol as necessary.

When one character appears over another, the top character must be entered first,

immediately followed by the bottom character. i.e. A/B as AB.

Partial license plate numbers must not be entered, unless the license plate is longer than 10

characters. In such cases, enter the last (rightmost) 10 characters in LIC field then place the

entire plate in the MIS field.

28.19.17 LIS LICENSE PLATE STATE – 2

CONDITIONAL

 Mandatory with LIC – used as set

 Otherwise must be blank

State of issue. Must be a state or country code from the State and Country Data Codes

section of the NCIC 2000 Code Manual, or "XX" if unknown.

For military and other U.S. Government vehicles, with plates displaying the inscription "U.S.

Government," the code "US" should be used.

Chapter 28 – Violent Persons File 28-30 For assistance call 503 378-5565

28.19.18 LIT LICENSE PLATE TYPE – 2

CONDITIONAL

 Mandatory with LIC – used as a set

 Otherwise must be blank

Must be a code from the Vehicle Data Codes section of the NCIC 2000 Code Manual.

Use "PC" for passenger cars, sport-utility vehicles, and pickup trucks. See the NCIC 2000

Code Manual for all other codes.

28.19.19 LIY LICENSE PLATE YEAR – 4

CONDITIONAL

 Mandatory with LIC – used as a set

 Otherwise must be blank

Must be a four-digit year (YYYY) or "NX". The highest year the vehicle registration is valid.

Can be up to six years in the future. Use "NX" for non-expiring plates.

28.19.20 LKA LINKAGE CASE NUMBER – 20

CONDITIONAL

 Mandatory with LKI – must be used as a set

 Otherwise must be blank

Use together with LKI to specify other Oregon records in NCIC as being related records.

Enter the ORI of the related record in LKI and the OCA of the related record in LKA.

The LKI and LKA must match at least one ORI and OCA in an existing LEDS record. If the

current message is NCIC Qualified then at least one of the ORI-and-OCA-matching records

must be NCIC Qualified.

The LKI and LKA cannot match the ORI and OCA in the same message. The LKI and LKA

must be entered, modified, or deleted together, as a set.

The characters permitted in LKA are letters, numbers, hyphens, and spaces (same as

OCA).

The capability to link records is useful when two or more agencies share the same case, or

when different cases in the same department are associated. When a record is hit by a

query using the RSH/Y option, all records related to it will also be returned. Related records

are those with ORI and OCA matching the hit record's LKI and LKA or ORI and OCA. (For

clarification, see Query section examples.)

It is strongly recommended that agencies assign unique case numbers to records entered

under their ORI unless these records are directly related to the same incident.

Chapter 28 – Violent Persons File 28-31 For assistance call 503 378-5565

28.19.21 LKI LINKAGE AGENCY IDENTIFIER – 9

OPTIONAL

Use together with LKA to specify other Oregon records as being related records. Enter the

ORI of the related record in LKI and the OCA of the related record in LKA.

28.19.22 MIS MISCELLANEOUS – 500

MANDATORY

All characters except period, slash, single quote and double quote permitted. Use to further

describe the Violent Person.

If one or more CMC codes is entered into the record, detailed information regarding the

CMC(s) must be included in the MIS field.

Aliases, nicknames, vehicular data, dates of birth, Social Security numbers, and operator’s

license numbers should not be entered into the MIS field; information in the MIS/ field is

NOT searchable.

28.19.23 MKE MESSAGE KEY – 4

MANDATORY

Code indicating the message being processed. The message keys described in this chapter

are EVP, EVPC, ENVP, MVP, XVP, and XNVP.

28.19.24 MNU MISCELLANEOUS NUMBER – 15

OPTIONAL

The first two characters must be a valid NCIC code from the Miscellaneous Identifying

Number (MNU) Field Codes section of the Personal Descriptors section of the NCIC 2000

Code Manual. The third character must be a hyphen. Entry of only zeros is prohibited in

positions 4 through 15.

If the MNU exceeds 15 characters, the leftmost 15 characters should be entered in the MNU

field. The full MNU should then be entered in the MIS Field.

Chapter 28 – Violent Persons File 28-32 For assistance call 503 378-5565

28.19.25 NAM NAME – 30

MANDATORY

Name of Violent Person. Letters, hyphens, a comma, and spaces permitted. Use "LAST,

FIRST MIDDLE OTHER" format.

Multiple last names, with or without spaces in between, are combined into the entered last

name. Apostrophes are not entered. For last names conjugated by the letter "y", replace the

"y" with a hyphen and join the names together. A single comma is required after the last

name.

Hyphens are permitted in the last name only; if a first or middle name is hyphenated, replace

the hyphen with a space. If that creates more names than permitted, remove the space so

the two formerly hyphenated names become one.

Things to know about NAM:

Up to three hyphens are permitted in the last name.

No hyphens are permitted in the first, middle, or other names.

NAM must be at least five characters in length.

Titles and other designations occurring before the first name are not permitted (Ms., Dr.,

etc).

The usage of surnames from different countries can often be confusing. For

example, Hispanics generally use both their fathers and mothers last name, giving

them a double last name. The first name of this double last name is generally the

most important name for record check purposes. If one does not know how to place

these names in the name fields on inquiries, misses could occur.

Below is a short explanation of the construction of names often checked with INS

indices.

 Mandatory in query by NAM, DOB, Sex

 Prohibited in all other transactions

HISPANIC FIRST NAMES:

Many Spanish first names consist of more than one word, for example, Maria de Los

Angeles, Maria de la Luz, and Maria del Carmen.

When written with a prepositional phrase, the name should be treated as one first name.

If the name is not recorded with a prepositional phrase, for example, Maria Luz or Maria

Carmen, it should be considered first and middle names.

HISPANIC SURNAMES

Spanish and Hispanic persons customarily use the surnames of both parents.

This double surname is derived from the first surname of the father and the first surname of

the mother. Neither name is considered a middle name. The surname of the father precedes

that of the mother.

Chapter 28 – Violent Persons File 28-33 For assistance call 503 378-5565

The two surnames may be connected by the word "y", which means "and." For example,

Juan Gomez y Conde has Juan as a first name, Gomez as the surname of the father, and

Conde as the surname of the mother.

For recording purposes, all double last names are listed with the father’s surname followed

by the mother’s surname. Juan Gomez y Conde would be recorded as Juan Gomez Conde.

The nationals of some South American countries do not, as a general rule, use both last

names. If the subject comes from a country that uses both last names, but the subject only

uses one, and it is his mother’s surname, this will often indicate that the subject’s parents

were not married.

HISPANIC MARRIED NAMES FOR WOMEN

When she marries, a woman commonly drops the surname of her mother and adds the first

surname of her husband, preceded by the preposition "de." This indicates she is the "wife

of" that man.

Maria Gomez Garcia, when married to Juan Martinez Ramirez, would become Maria Gomez

de Martinez and will be recorded as Gomez de Martinez, Maria.

Note that according to traditional Hispanic usage the woman’s surname never changes.

After admission to the United States, however, some women have adopted the American

custom of using the husband's surname as their own. Maria Gomez de Martinez may begin

to give her name as Martinez, Maria Gomez.

ASIAN (CHINESE) NAMES

When a sequence of two, three or four names appear, no part of which can be recognized

as the first name, middle name or surname, the first part only is identified as the surname

and the next parts used as the first name and middle name.

When one of more names follows the surname, use only the first as the surname.

Sometimes the surname will be in capital letters and the other names will be connected by a

hyphen. In such cases you may find the surname written either before or after the other

names.

NAME SURNAME

Low Tai Yat Low

Harry Yat Bun Sing Yat

Soong Mei Ling Soong

Chapter 28 – Violent Persons File 28-34 For assistance call 503 378-5565

MIDDLE EASTERN NAMES

When a sequence of two, three or four names appear, no part of which can be recognized

as the first name, middle name or surname, the last part only is identified as the surname

and the first part used as the first name.

NAME SURNAME

Mohammed Ali Jafir Jafir

When a surname is preceded by an article such as "El" or "Al", it is considered to be part of

the surname.

NAME SURNAME

Yousef Ben El Gazar El Gazar

Name format:

LAST, FIRST MIDDLE OTHER

Examples:

Subject has an “other” name:

Mr. Reginald Charles Hogworthy II

HOGWORTHY, REGINALD CHARLES II

The subject’s name has a suffix:

Archibald Cannon Jr.

CANNON, ARCHIBALD JR

The subject's last name is hyphenated or the letter y conjugates last names:

Natalie Spencer-Windsor

SPENCER-WINDSOR, NATALIE

Jennifer M. Gomez y Garcia

GOMEZ-GARCIA, JENNIFER M

John al-Muhammad y Jones Jr.

AL-MUHAMMAD-JONES, JOHN JR

Dr. Jay van de Muhammad Al-Akbariah

VANDEMUHAMMADAL-AKBARIAH, JAY

The last name is a compound name without a hyphen or the letter y:

James F. FitzMaurice III

FITZMAURICE, JAMES F III

Mrs. Alice Fay McDonahue

MCDONAHUE, ALICE FAY

Jean Pierre Michael d'Lessandro

Chapter 28 – Violent Persons File 28-35 For assistance call 503 378-5565

DLESSANDRO, JEAN PIERRE MICHAEL

Mr. Anthony Mark Van de Swelte

VANDESWELTE, ANTHONY MARK

Ms. Christina Jones O'Connor

JONESOCONNOR, CHRISTINA

The first name is compound:

Billy Jack Harry Coe

COE, BILLY JACK HARRY

Velda-Mae Cook

COOK, VELDA MAE

Mary-Jo Ashley Heather McMahan

MCMAHAN, MARYJO ASHLEY HEATHER

Joanne Hurt

HURT, JOANNE

Jo Ann Okilahoe

OKILAHOE, JO ANN

The first or middle name is an initial:

Mr. T. S. Elliot

ELLIOT, T S

Dr. Thornton M. Cogswell

COGSWELL, THORNTON M

Chapter 28 – Violent Persons File 28-36 For assistance call 503 378-5565

28.19.26 NIC NCIC NUMBER – 10

AUTOMATIC

NCIC-assigned number used to identify records in NCIC. It is a letter followed by nine digits.

NIC Number Prefixes Equivalent LNU Prefixes & Tables

A Articles A Articles

B Boat B Boats

C Convicted Person on Supervised Release W Persons

E NICS Denied -- -- (not used)

G Gun G Gun

H Protection Order Person R Protection Order Persons

I Image record -- (depends on record)

J Identity Theft records W Persons

K Protective Interest -- -- (not used)

L Violent Person records -- -- (not used)

M Missing Person M Missing Persons

N Immigration Violator -- -- (not used)

P License Plate V Vehicle

R CPIC Data records (Canadian Records) -- -- (not used)

S Securities records -- -- (not used)

T Gang/Known or Suspected Terrorist -- -- (not used)

U Unidentified Person -- -- (not used)

V Vehicle V Vehicle

(also includes Vehicle Boat Parts) V Vehicle Boat Parts

W Wanted Person W Persons

X National Sex Offender Registry W Persons

Z Reference Gang Records -- -- (not used)

Chapter 28 – Violent Persons File 28-37 For assistance call 503 378-5565

28.19.27 OCA ORIGINATING CASE NUMBER – 20

MANDATORY

Case number assigned by entering agency. Letters, digits, hyphens, and spaces permitted.

Must be longer than one character. Cannot be all spaces, all zeros, or "NONE." The first

seven characters cannot match the first seven characters of ORI.

A second OCA in a modify transaction must not be in delete format (i.e. OCA/.)

It is strongly recommended that agencies assign unique case numbers to records entered

under their ORI, unless these records are directly related to the same incident.

28.19.28 OLN OPERATOR LICENSE NUMBER – 20

OPTIONAL

Letters and numbers only i.e. spaces, hyphens, and symbols omitted. Typically this is a

state issued driver license number.

OLN, OLS, and OLY must be used together, as a set.

28.19.29 OLS OPERATOR LICENSE STATE – 2

OPTIONAL

Must be a state or country code from the State and Country Data Codes section of the NCIC

2000 Code Manual, or "XX" if unknown.

28.19.30 OLY OPERATOR LICENSE YEAR – 4

OPTIONAL

Must be a four-digit year (YYYY) or "NX" for non-expiring.

Note: Oregon does not issue non-expiring operator’s licenses

28.19.31 ORI ORIGINATING AGENCY IDENTIFIER – 9

MANDATORY

Code for agency submitting message, or for agency on whose behalf message is submitted.

It is the agency of record for messages. Must be an active ORI. The first seven characters

cannot match the first seven characters of OCA.

Chapter 28 – Violent Persons File 28-38 For assistance call 503 378-5565

28.19.32 POB PLACE OF BIRTH – 2

OPTIONAL

Must be a valid NCIC-assigned country code as listed in the State and Country Data Codes

section of the NCIC 2000 Code Manual.

28.19.33 RAC RACE – 1

MANDATORY

Race of Violent Person. Must be one of these NCIC-defined codes:

Race Code

American Indian or Native Alaskan I

Asian or Pacific Islander A

Black B

Unknown U

White W

28.19.34 SEX SEX – 1

MANDATORY

”M", "F", or "U" for unknown. Gender of Violent Person.

28.19.35 SKN SKIN TONE – 3

OPTIONAL

Must be a code from the Personal Descriptors section of the NCIC 2000 Code Manual.

28.19.36 SMT SCARS, MARKS, TATTOOS & OTHER CHARACTERISTICS – 10

OPTIONAL

Must be a code from the Personal Descriptors section of the NCIC 2000 Code Manual.

Chapter 28 – Violent Persons File 28-39 For assistance call 503 378-5565

28.19.37 SOC SOCIAL SECURITY NUMBER – 9

OPTIONAL

Social security number, without dashes.

See the Personal Descriptors section of the NCIC 2000 Code Manual for more information.

28.19.38 VCO VEHICLE COLOR – 7

CONDITIONAL

 Mandatory with VIN – used as a set

 Otherwise must be blank.

Color code of vehicle. Must be from the Vehicle Data Codes section of the NCIC 2000 Code

Manual.

Must be a three letter code, e.g. "BLU" (for single color vehicle or two codes with a slash

("/") between them, i.e., "SIL/BLK" (for two colored vehicles).

28.19.39 VIN VEHICLE IDENTIFICATION NUMBER – 20

OPTIONAL

Only letters and numbers allowed.

VIN, VYR, VMA, VMO, VST, and VCO must be used together, as a set, and are called the

"VIN set".

28.19.40 VLD DATE LAST VALIDATED – 8

AUTOMATIC

Date and time record last validated. Automatically updated when record is validated (i.e.,

VLN is modified).

28.19.41 VLN NAME OF VALIDATOR – 30

OPTIONAL

Use VLN in a modify message to validate a record. All characters except period, slash,

single quote and double quote permitted. Can be in any form that will uniquely identify the

person validating record, i.e., employee identification number, user ID number, name, etc.

VLN cannot be modified to be blank.

VLN data will only be included in responses when queried by the ORI of record.

Chapter 28 – Violent Persons File 28-40 For assistance call 503 378-5565

28.19.42 VMA VEHICLE MAKE - 24

CONDITIONAL

 MANDATORY with VIN – used as a set

 Otherwise must be left blank.

 The VMA Field can be up to 24 characters.

o The first four characters must be a valid code from the Vehicle Data Codes

section of the NCIC 2000 Code Manual

 If the VMA code is less than four characters and data are included in positions 5 through

24, positions 3 and/or 4 must be blank.

o The remaining characters are free text and must contain the name of the

manufacturer when the VMA code is AERO, ATV, COEQ, CYL, FARM, SNOW,

SPEC, TRLR, or TRUK.

28.19.43 VMO VEHICLE MODEL – 3

CONDITIONAL

 Mandatory with VIN – used as a set

 Otherwise must be left blank

Must be a VMO valid for the entered VMA. See the Vehicle Data Codes section of the NCIC

2000 Code Manual for VMA and associated VMO codes.

28.19.44 VST VEHICLE STYLE – 2

CONDITIONAL

 Mandatory with VIN – used as a set

 Otherwise must be left blank

Must be a VST code valid for the VMA and VMO. See the Vehicle Data Codes section of the

NCIC 2000 Code Manual for VMA, VMO, and associated VST codes.

Chapter 28 – Violent Persons File 28-41 For assistance call 503 378-5565

28.19.45 VPC VIOLENT PERSON CRITERIA – 1

MANDATORY

Must be one of these:

VPC Code Translation

1 Assault on Law Enforcement (Convicted)

2 Violent Crime Homicide/Attempted Homicide (Convicted)

3 Violent Crime with Weapon (Convicted)

4 Threat to Law Enforcement

Law enforcement agencies entering records into the VPF under the “Threat to Member of

Law Enforcement or Criminal Justice Community” criteria (VPC/4) must retain official

investigatory documentation within their master case record file that coincides with the

reasonable belief that the individual has expressed his or her intent to commit an act of

unlawful violence against a member of the law enforcement community.

This documentation must be made available for audit purposes.

28.19.46 VYR VEHICLE YEAR – 4

CONDITIONAL

 Mandatory with VIN – used as a set

 Otherwise must be left blank

Manufacturer designated model year of vehicle. Use four digits (YYYY). May be up to one

year in the future.

28.19.47 WGT WEIGHT – 3

MANDATORY

Weight of the Violent Person in pounds, rounded to the nearest pound. A leading zero is

required when the weight is less than one hundred pounds (i.e., if the subject weighs 98

pounds, their weight would be entered as WGT/098.

Minimum value is 050; maximum value is 499.

For more information, see the Personal Descriptors chapter of the NCIC 2000 Code Manual.

Chapter 28 – Violent Persons File 28-42 For assistance call 503 378-5565

Source: CHPTR_28_VPF.docx