Chapter 8 Protection Orders

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Chapter 8 Protection Order File

WACIC Manual Chapter #8-1Revised 10/2010

SECTION 01: INTRODUCTION 3

I. DEFINITIONS 3A. PURPOSE OF THE PROTECTION ORDER FILE 3

B. BACKGROUND OF NCICPROTECTION ORDER FILE 3C. CRITERIA FOR ENTRY INTO THE PROTECTION ORDER FILE 4D. RETENTION PERIOD FOR PROTECTION ORDERS 5E. PREMATURE EXPIRATION OF TEMPORARY ORDERS IN NCIC 6F. VALIDATION 7

SECTION 02: INQUIRIES 8

I. DEFINITIONS 8A. INQUIRY SYNTAX 8B. SYNTAX 8

C. SEARCH PROCEDURES 10D. RESPONSES 12

SECTION 03: FIELDS AND EDITS 15

I. DEFINITIONS 15A. MESSAGE KEYS 15B. FIELDS AND EDITS 15

SECTION 04: ENTRY 29

I. PROCEDURE 29A. ENTRY 29

SECTION 05: SUPPLEMENTAL DATA ENTRY 32

I. DEFINITIONS 32A. SUPPLEMENTAL DATA ENTRY 32B. SYNTAX 32II. PROCEDURE 33

A. PROTECTION ORDER SUPPLEMENTAL DATA ENTRY FIELD EDITS 33

SECTION 06: MODIFY TRANSACTIONS 36

I. DEFINITIONS 36A. MODIFY 36B. SYNTAX 36


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II. PROCEDURE 37A. PROTECTION ORDER MODIFY FIELD EDITS 37B. EXAMPLES OF PROTECTION ORDER RECORD MODIFICATIONS 37C. MODIFYACKNOWLEDGMENTS 37D. MODIFICATION GUIDELINES 38

SECTION 07: SERVICE 40

I. PROCEDURE 40A. SERVE PROTECTION ORDER 40B. SYNTAX 40C. SERVE PROTECTION ORDER FIELD EDITS 41

SECTION 08: LOCATE TRANSACTIONS 42

I. PROCEDURE 42

A. LOCATE 42

SECTION 09: CLEAR TRANSACTIONS 43

I. PROCEDURE 43A. CLEAR 43B. SYNTAX 43C. PROTECTION ORDER CLEAR FIELD EDITS 45

SECTION 10: CANCEL TRANSACTIONS 46

I. PROCEDURE 46A. CANCEL 46B. SYNTAX 46C. PROTECTION ORDER CANCEL FIELD EDITS 47

SECTION 11: SUPPLEMENTAL DATA CANCELLATIONS 48

I. PROCEDURE 48A. SUPPLEMENTAL DATA CANCELLATION 48B. SYNTAX 48C. CANCELLATION GUIDELINES 49

SECTION 12: PROTECTION ORDER GLOSSARY 51

I. DEFINITIONS 51A. GLOSSARY OF TERMS 51


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CHAPTER 08: WACIC Protection Order File

SECTION 01: Introduction

Procedure #: 08.01.000

Special Order:

Supersedes: WACIC Manual 2003 Edition

Applies to: ACCESS Users

Effective Date:August 1, 2006

See Also:

CALEA:

I. DEFINITIONS

A. Purpose of the Protection Order File

1. This file is provided by the Washington Crime Information Center(WACIC) and is available for all law enforcement agencies throughoutthe state. WACIC provides a computerized central repository forstoring information contained on any court order that has been issuedin accordance with current laws of the state pertaining to theprevention of domestic violence, stalking, intimidating, or unlawfulharassment. Inquiries can be made on this file through ACCESS toascertain if any protected person (petitioner) has made a petition to a

court which has been granted or if a restraining order has been placedon a subject (respondent) by a court.

B. Background of NCIC Protection Order File

1. In April 1995, at the request of the Brady Act Task Group, the FBIprepared a proposed design for a Protection Order File and presentedit to the Working Groups and the CJIS Advisory Policy Board. InDecember 1995, the design was approved, and in support of theViolent Crime Control and Law Enforcement Act, the Protection OrderFile (POF) was established.

2. This new file was implemented on May 4, 1997, and was established insupport of the Violent Crime Control and Law Enforcement Act for theprotection of persons from stalking and domestic violence.


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3. The act also provides that any protection order that is consistent withthe criteria established by the law, that is issued by a court in onestate, shall be accorded full faith and credit by the court of anotherstate, and enforced as if it were the order of the enforcing state.

4. Washington State began participating in the National CrimeInformation Center (NCIC) Protection Order File in September 1999.

5. Protection orders are issued to prevent acts of domestic violenceagainst a person or to prevent a person from stalking, intimidating, orharassing another person. Orders are issued by both civil and criminalstate courts. The types of protection orders issued and the informationcontained in them vary from state to state.

C. Criteria for Entry into the Protection Order File

1. Upon receipt of an order for protection granted by a court, the lawenforcement agency receiving the order shall enter the information intothe Protection Order File, regardless of the physical location of thesubject of the record (respondent). If the department receiving theorder is unable to serve the order on the subject due to his/herlocation, that department may request the order be served on thesubject by another department. The department that serves theprotection order shall then enter into the WACIC record the informationthat the protection order has been served.

2. Each record in the Protection Order File must be supported by aprotection order issued by the court. Protection orders must meet thefollowing criteria before an entry can be made into the file:

a. The protection order must have been issued for the purpose ofpreventing violent or threatening acts or harassment against, orcontact or communication with, or physical proximity to anotherperson. This includes temporary and final orders issued under thecurrent laws of the state of Washington by a superior court, a

district court, or a municipal court (other than support or childcustody orders), whether obtained by filing an independent actionor as a pendente lite order in another proceeding, so long as anycivil order was issued in response to a complaint, petition, or motionfiled by or on behalf of a person seeking protection.


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b. Reasonable notice and opportunity to be heard must be given tothe person against whom the order is sought. In the case ofex parte orders, notice and opportunity to be heard must beprovided within the time required by Washington State laws, and inany event within reasonable time after the order is issued, sufficientto protect the respondent's due process rights.

c. Protection orders that indicate that the subject is believed to bearmed or dangerous should be entered, using a caution indicator.

D. Retention Period for Protection Orders

1. WACIC Retention Period

a. A Protection Order File record will remain active until it is cancelledby the entering agency or until the order expires. On the day theorder expires, which is the date in the expiration date (EXD) field,the record will be purged from WACIC and an on-line notice will besent to the entering agency. Records entered with NONEXP (non-expiring) in the EXD field will remain on file until cancelled by theentering agency.

2. NCIC Retention Period

a. A Protection Order File record will remain active until it is cancelledor cleared by the entering agency or until the order expires. Fivedays prior to an order's expiration date, the National CrimeInformation Center (NCIC) will send an unsolicited $.P.administrative message to the ORI of record. This message willserve to notify the agency of the order's impending expiration date(EXP). It will also serve to remind the agency that the record willhave to be modified if the EXD is changed by the court.

3. Here is an example of the NCIC $.P. reminder message:

$.P.WA0340500

THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUSIN FIVE DAYS BY THE FBI COMPUTER BASED ON THEEXPIRATION DATE CONTAINED IN THE PROTECTION ORDERRECORD. UNLESS ACTION IS TAKEN TO INCREASE THE


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EXPIRATION DATE, MODIFICATION OR CLEARANCE OF THERECORD WILL BE PROHIBITED AFTER THE FIFTH DAY.

a. If no action is taken by the entering agency to modify the EXP, therecord will expire after the fifth day. Inactive records will be

maintained on line for the remainder of the year, plus five years. Atthe end of that time, NCIC will again notify the ORI of record. Thistime, the unsolicited $.P. message will advise the agency that therecord is being purged because it has reached the end of theretention period. Records that are in inactive status cannot bemodified or cleared; however, inactive records can be cancelled.

4. Example of $.P. Message Purged Record

$.P.WA0340500

THE FOLLOWING RECORD HAS BEEN PURGED BY THE FBICOMPUTER DUE TO EXPIRATION OF THE RETENTION PERIOD.

a. Records for protection orders that have no EXP are referred to asnon-expiring records (NONEXP). These records will remain activeuntil cleared or cancelled by the entering agency.

b. Records for temporary or emergency protection orders are retainedin the file for the duration of the order, but not to exceed one year.Records for temporary protection orders (TPO, TAH, TRO) cannotbe modified with an EXP date greater than one year from date ofentry.

c. Inactive records will be maintained on-line for the remainder of theyear in which the record was cleared or expired, plus five years.Cancelled records will be removed from the on-line system;however, the records will be maintained in the purged database,which is only available through a special request off-line search.Inactive/expired records cannot be modified; they must becancelled and reentered.

E. Premature Expiration of Temporary Orders in NCIC

1. Since the implementation of the "Restraining Order File" in theprevious WACIC system, records were purged any time after midnight(0001 hours) on the day following the expiration date entered in therecord. These procedures remain the same in the new system.


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2. Protection orders entered into NCIC are changed to an "expiredrecord" beginning 0001 hours on the date shown in the EXD field.Records that are in an inactive status (expired) cannot be modified.

3. In the case of temporary orders, entering agencies in Washington

State typically use the court date as the expiration date. By the timethe individual appears in court on the court date (expiration date), theorder has already been changed to expired by NCIC.

4. Agencies attempting to modify the expiration date field (or any othermodifiable field) after a court action are rejected by NCIC since therecord is an expired record. The expired record must be cancelled andre-entered (with the changes) in order for the record to remain in anactive status.

5. Users can prevent this premature expiration of temporary orders byadding 24 hours (with appropriate comments placed in themiscellaneous [MIS] field) to the expiration date (court date) shown onthe temporary order. This will allow time for the individual to appear incourt and, depending on actions taken by the court, for the enteringagency to modify those orders as needed. If there is no change to therecord, it will be changed to an expired record by NCIC on theexpiration day, and WACIC will purge the record at 0500 on the dayfollowing the expiration date. This alternative is acceptable since a hitin WACIC and NCIC, in and of itself, is not probable cause to arrestand a hit must be confirmed.

F. Validation

1. All protection orders which are forwarded to NCIC will be validatedmonthly. Each record entered in NCIC will be subject to validationthree months after entry and annually thereafter.


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SECTION 02: Inquiries


Special Order:


Applies to:ACCESS Users


See Also:

CALEA:

I. DEFINITIONS

A. Inquiry Syntax

1. All routine person inquiries (QW, DW, QWH) cause a search of theWACIC and NCIC protection order files. These inquiries aredocumented in the Wanted Person File section of this manual. TheQPO inquiry causes a search of only the WACIC and NCIC ProtectionOrder Files.

B. Syntax

Field ExampleHeader W;Message Key QPOOriginating Agency Identifier WA0340500Name SMITH, JOHN JOESex MRace WDate of Birth 19490804Other Identifiers SOC/, OLN/, WAC/, etc.Investigation Field INV/INV or ALLAttention Field ATN/SGT J DOERelated Search Hits RSH/YExpanded Name Search ENS/Y

End of Text (send)

1. Inquiries with NAM, SEX, RAC, and DOB can be either Message FieldCode (MFC) driven or positional. If MFC's are used (NAM/, SEX/,RAC/, DOB/), those fields immediately follow the ORI in the inquiry.


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2. If MFC's are not used, then the inquiry is "positional" and the fieldsmust be in the order shown above with each field accounted for, evenif not filled. Inquiries using other numerical identifiers (SOC, OLN,MNU, WAC, NIC, etc.) must have the MFC's preceding thoseidentifiers.

3. Using the optional "investigation" field (INV/) in an inquiry prevents anotice being sent to the supervising officer if the inquiry retrieves arecord on the subject from the Supervised Person File. If INV/ALL isused in the inquiry, the 20-record limit is bypassed and all records onfile matching the search elements are returned.

4. When an inquiry retrieves a record from the Supervised Person File, anotice is sent to the supervising officer that the subject was inquiredon. Using the optional attention field (ATN/) in the inquiry will causethat information to be furnished on the notice to the supervising officer.

5. If ENS/Y is included in an inquiry then additional searches aregenerated by using each input name part as a last name,interchanging the remaining name parts as given names. Forexample, Bryan, Morgan Lee; Bryan, Lee Morgan; Morgan, Lee Bryan;Morgan, Bryan Lee; Lee, Morgan Bryan; and Lee, Bryan Morgan.

6. Examples:

By NAM-SEX-RAC-DOB, no MFC's:W;QPO..SMITH, JOHN JOE.M.W.19490804(send)

By NAM-SEX-RAC-DOB with optional INV field:W;QPO..SMITH, JOHN JOE.M.W.19490804.INV/ALL(send)

By NAM-SEX-RAC-DOB with optional ATN field:W;QPO..SMITH, JOHN JOE.M.W.19490804.

ATN/SGT J DOE(send)

By NAM-SEX-RAC-DOB with MFC's:W;QPO..NAM/SMITH, JOHN JOE.SEX/M.RAC/W.DOB/19490804(send)

By NAM-DOB-SOC with MFC's:W;QPO..NAM/SMITH, JOHN JOE.DOB/19490804.SOC/555332233(send)


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By NAM-SEX-RAC-DOB with optional INV and ENS fieldsW;QPO..DOE, JOHN J.M.W.19500101.INV/ALL.ENS/Y(send)

By WAC, MFC required:W;QPO..WAC/05R1234567(send)

By NIC, MFC required:W;QPO..NIC/H123456789(send)

C. Search Procedures

1. WACIC Search Procedure

a. The WACIC name search process is a derivative of the FBIIdentification Automated Services (IDAS) name search algorithmcurrently in use by the FBI Interstate Identification Index (III)

program, where it has experienced ten years of practical use.

b. The system phonetically converts all the components (i.e., first,middle, and last name) of the query name. A weighted score isassigned to each component based on whether there is an exact orphonetic match. Since all components of the name are scored, it iscrucial to include as much of the name as possible in the query.

c. A weighted score is also applied to the components (i.e., month,day, and year) of the query date of birth.

d. A sum of the name score and the date of birth score is calculated.The top 20 candidates are returned, with the highest-scoredcandidates appearing first. Any matched records with dates of birthfalling outside of plus or minus ten years from the query date ofbirth will not be included in the candidate list. Exact matchesresult in a full record response. As implemented, near matches arereturned in an abbreviated format containing all necessaryidentifiers for subsequent searches.

e. In addition to these weighting factors used to narrow the search,other benefits of the name search routine are:

(1) The first and middle names are reversed and used in thesearch.

(2) Common nicknames are converted to full names, which arethen searched.


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(3) Components of hyphenated last names are reversed andsearched. Also, each component of a hyphenated last name isused in the search.

(4) Other numerical identifiers included in a persons search (SOC,

MNU, WAC, etc.) are searched and records are returned forexact matches only.

2. If a search retrieves a wanted person record that was entered with theSID or PCN field filled, the descriptor information portion of thesubject's criminal history record from the WASIS system will befurnished along with the wanted person hit.

3. QDD Query Dental Data

a. Message key QDD: This type of inquiry is used to retrieve dentalinformation on persons in the WACIC files.

b. Syntax

Field ExampleHeader W;Message Key QDDOriginating Agency Identifier WA0340500Name DOE, JOHN JDate of Birth 19500101Sex M

Race WOther identifiers

SOC/, FBI/, MNU, OLN/, LIC/, LIS/ VIN/,OCA/, WAC/, NIC/ etc.

c. Each field is identified by the appropriate message field code,followed by a forward slash (/), then the data. If the name ispresent, at least one numeric identifier: DOB, SOC, FBI, MNU,OLN, LIC, LIS, VIN, OCA, WAC, NIC must be in the transaction.SEX and RAC are optional. If LIC is entered, LIS is required.

WAC or NIC must be from a wanted person, missing person,protection order, or person of interest record.

4. NCIC Search Procedure

a. When the inquiry contains a name and complete date of birth(DOB) as the only numeric identifier, the DOB in the inquiry mustmatch exactly with the DOB in a record before a record will be


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retrieved. When the individual in the inquiry uses more than oneDOB, the person's name should be checked using each availablebirth date. NCIC will search for all matching records that containthe same DOB and a surname that sounds the same as thesurname in the inquiry. Sex and race should be included to

minimize multiple hits by limiting the scope of the name search.Including sex will cause NCIC to search only those recordscontaining the same SEX code as the SEX code in the inquiry.

Also, the inclusion of race in an inquiry can limit the search madeby NCIC.

b. Here is a list of the Race Field Codes and the race codes that willbe searched when each is included in an inquiry:

Race Code in InquiryRace Codes Searched

A (Asian or Pacific Islander)AllI (American Indian or Alaskan Native)

AllB (Black)

All except WW (White)

All except BU (Unknown)

All

c. When the inquiry contains a name and an alpha-numeric identifierother than DOB (i.e., the SOC, FBI), a name search is notgenerated. In this situation, only the alpha-numeric identifier issearched, not the name. Including sex and race in this inquiry willnot confine the search.

d. If an alpha-numeric identifier is not available, an alphabeticalsearch by NAM can be requested by contacting theFBI/Investigative and Operational Assistance Unit at (304) 625-3000.

D. Responses

1. WACIC No Record Response

WWCIC TIME: 1617 DATE: 042705 TO: LRKPDQW.WA0340500.NAM/BEDROCK, HARD GRANITE.DOB/19650615NO WACIC WANTED, MISSING, PROTECTION ORDER,


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DOC CUSTODY STATUS, SOR, OR VEHICLE/VEHICLE PARTRECORDS FOUND

2. WACIC Positive (Hit) Response

WWCIC TIME: 1210 DATE: 032105 TO: LRKPDQW.WA0340500.NAM/RECORD, TEST.DOB/19490804

------ RECORD NUMBER 1 OF 1 ------*** NOT A WARRANT ***RESTRAINING ORDER (BASED ON DOB,NAM)MKE/EPO ORI/WA0340500 NAM/RECORD,TEST.M.W.WA.08/04/1949HGT/500 WGT/300 EYE/BRO HAI/BRO SKN/FAROCA/TEST1234 SMT/SC R SHLDRTP/RO ORDER NUMBER/TEST1234 SERVED/YES PCO/01

DOI/03/21/2005 EXD/NONEXP ORC/WA034025J BRADY/YMIS/TEST RECORD ONLYPROTECTED PERSON/RECORD,MISSUS.F.W.04/08/1949

ENT: 03/21/2005 AT 1206 FROM LRKPD BY/PD LITTLEROCK(LRKPD)WAC/05R0016123 NIC/H490416753

3. NCIC No Record Response

NCIC TIME: 1207 DATE: 032105 TO: LRKPDWA0340500

NO NCIC PROTECTION ORDER FILE RECORD NAM/REC0RD, TESTD0B/19490805

4. NCIC Positive (Hit) Response

NCIC TIME: 1210 DATE: 032105 TO: LRKPD

WA0340500


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*****WARNING - THE FOLLOWING IS AN NCIC PROTECTIONORDER RECORD. DO NOT SEARCH, DETAIN, OR ARREST BASEDSOLELY ON THIS RECORD. CONTACT ENTERING AGENCY TOCONFIRM STATUS AND TERMS OF PROTECTION ORDER*****

****THE SUBJECT OF THIS RECORD IS PROHIBITED FROMRECEIVING OR POSSESSING A FIREARM UNDER FEDERAL LAW(TITLE 18, U.S.C., SECTION 922)****

MKE/PROTECTION ORDERORI/WA0340500 NAM/REC0RD,TEST SEX/M RAC/W POB/WADOB/19490804HGT/500 WGT/300 EYE/BR0 HAI/BR0 SKN/FAR SMT/SC R SHLDPNO/TEST1234 BRD/Y ISD/20050321 EXP/NONEXP CTI/WA034025JPPN/REC0RD,MISSUS PSX/F PPR/W PPB/19490408PCO/THE SUBJECT IS RESTRAINED FROM ASSAULTING,

THREATENING, ABUSING, HARASSING,PCO/FOLLOWING, INTERFERING, OR STALKING THE PROTECTEDPERSON AND/OR THE CHILDPCO/OF THE PROTECTED PERSON.OCA/TEST1234MIS/TEST REC0RD 0NLYNIC/H490416753 DTE/20050321 1508 EST


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SECTION 03: Fields and Edits


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Message Keys

Entry Modify Clear Cancel

Protection Order EPO* MPO CPO XPO

Supplemental Data EN XN

1. *A caution indicator, "C", can be added to the message key EPO whenit is known that an individual is armed and dangerous, has suicidaltendencies, has previously escaped custody, is a drug addict, orwhatever is appropriate to the particular circumstances of theindividual. The reason for the caution must be entered in the CMCfield, and if necessary further explained in the MIS field.

B. Fields and Edits

1. Shown below in the order in which they appear in an entry transactionare the Protection Order File message fields and their respectiveMessage Field Codes (MFC), field lengths, entry requirements(required, optional, conditional), and basic edits.

Field Name MFC Length Required? Data TypeHeader Y A, N, S

Message Key MKE 4 Y AOriginating Agency Identifier ORI 9 Y A, NName NAM 30 Y A, SSex SEX 1 Y ARace RAC 1 Y APlace of Birth POB 2 N ADate of Birth DOB 8 C NHeight HGT 3 N N


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Field Name MFC Length Required? Data Type

Weight WGT 3 N N

Eye Color EYE 3 N A

Hair Color HAI 3 N A

Skin Tone SKN 3 N A

Scars-Marks-Tattoos SMT 10 N AFBI Number FBI 9 C A, N

State Identification Number SID 10 N A, N

Fingerprint Classification FPC 20 N A, N

Miscellaneous Number MNU 15 C A, N, S

Social Security Number SOC 9 C N

Operator's License Number OLN 20 C A, N

Operator's License State OLS 2 C A

Operator's License Year OLY 4 C N (or NX)

Record Type RTP 3 Y A

Restraining Order Number RES Y A, N, S

Date of Issuance DOI 8 Y N

Brady Flag BRD 1 Y A

Originating Court ORI ORC 9 Y A, N

Expiration Date EXD 8 YN (or

NONEXP)

Originating Agency CaseNumber

OCA 20 Y A, N, S

Protection Order Conditions PCO 2 Y N

Miscellaneous MIS 500 C A, N, S

Notify Originating Agency NOA 1 N A

Notice of Service NOS 1 Y ALicense Plate LIC 10 N A, N

License State LIS 2 C A

License Year LIY 4 C N (or NX)

License Type LIT 2 C A

Vehicle Identification Number VIN 20 N A, N

Vehicle Year VYR 4 C N

Vehicle Make VMA 24 C A

Vehicle Model VMO 3 C A, N

Vehicle Style VST 2 C A, N

Vehicle Color VCO 7 C A, S

Protected Person Name PPN 30 N A, N, S

Protected Person Sex PSX 1 C A

Protected Person Race PPR 1 C A

Protected Person DOB PPB 8 C N

Protected Person SOC PSN 9 C N


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Field Name MFC Length Required? Data Type

Cautions and MedicalConditions

CMC 2 N A

DNA Profile Indicator DNA 1 N A

DNA Location DLO 250 C A, N, S

Pack the Record PACK 1 Y A

Required?: Y Yes Data Type: A Alphabetic

N No N Numeric

C Conditional S Special Characters

2. MKE (Message Key)

a. The MKE field must be a valid message key.

3. ORI (Originating Agency Identifier)

a. The ORI field must be a valid NCIC-assigned ORI. The first twocharacters must be alphabetics.

4. NAM (Name)

a. The NAM field must contain a minimum of five and maximum of 30characters, including alphabetics, one comma, hyphen(s), andspaces; comma must follow last name; no more than one spaceafter comma. No more than one hyphen can be entered in the lastname. The Personal Descriptors Section of the NCIC Code

Manual provides coding instructions.

5. SEX (Sex )

a. The SEX field must be a valid code as listed in the PersonalDescriptors Section of the NCIC Code Manual.

6. RAC (Race)

a. The RAC field must be a valid code as listed in the PersonalDescriptors Section of the NCIC Code Manual.

7. POB (Place of Birth)

a. The POB field must be two-character alphabetic code from theState and Country Data Codes Section of the NCIC CodeManual.


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8. DOB (Date of Birth)

a. The DOB field must be eight numbers representing year, month,and day in that order (YYYYMMDD). Days cannot be more than

the maximum for the month. Unless the year is a leap year, thedate February 29 (----0229) will not be allowed.

9. HGT (Height)

a. The HGT field must be three numeric characters. The firstcharacter must be 4, 5, 6, or 7. The second character must be zeroor one. When the second character is one, the third character mustbe zero or one.

10.WGT (Weight)

a. The WGT field must be three numeric characters. It must contain aminimum of 50 (050) pounds and maximum of 499 pounds.

11.EYE (Eye Color)

a. The EYE field must be three-character alphabetic code from thePersonal Descriptors Section of the NCIC Code Manual.

12.HAI (Hair Color)

a. The HAI field must be three-character alphabetic code from thePersonal Descriptors Section of the NCIC Code Manual.

13.SKN (Skin Tone)

a. The SKN field must be three-character alphabetic code from thePersonal Descriptors Section of the NCIC Code Manual.

14.SMT (Scars, Marks, Tattoos, and Other Characteristics)

a. Must be a valid code from the Personal Descriptors Section of theNCIC Code Manual.


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15.FBI (FBI Number)

a. The FBI field may be one to nine characters. It may be up to sevennumerics, or one to six numerics followed by an alphabeticcharacter A through H; or one to six numerics followed by an

alphabetic character J through Z followed by one or two checkdigits; or one to six numerics followed by two alphabetic charactersfollowed by one check digit. If the number contains one alphabeticcharacter (J-Z), the check digit will be 1 to 11. If the numbercontains two alphabetic characters, the first alphabetic cannot be B,G, I, 0, Q, S, U, Y, or Z. The second alphabetic must be A, B, or C,and the check digit will be 0 to 9. The alphabetic characters I and 0are always invalid.

16.SID (State Identification Number)

a. The SID field must contain a maximum of ten alpha-numericcharacters. If SID starts with "WA", then:

(1) It shall have a length of 10; and a valid check digit. Otherwise:

(2) The first two characters shall be a valid state code; andIt shall have length 3-10 inclusive.

17.FPC (Fingerprint Classification)

a. The FPC field must be 20 alphabetic and/or numeric classificationcharacters which must be valid codes from the PersonalDescriptors Section of the NCIC Code Manual. If the firstcharacter of any finger is numeric, the second character must alsobe numeric. Codes 00 and 50 may not be used.

18.MNU (Miscellaneous Number)

a. The MNU field must contain a minimum of four and maximum of 15characters are required. The first two characters must be a validtwo-character alphabetic code from the Personal DescriptorsSection of the NCIC Code Manual. The third character must be ahyphen. Entry of one zero only or a run of zeros only is prohibitedin positions 4 through 15. An originating agency police oridentification number in MNU cannot be the only numeric identifierin the record.


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19.SOC (Social Security Number)

a. The SOC field must be nine numeric characters not less than001010001. The SOC cannot have a value of 8 or 9 in the firstposition or have a value of 00 in the fourth and fifth positions.

b. Entries of invalid and/or non-issued numbers are allowed. Witheach entry of this type, a caveat will be generated by NCIC statingthat the SOC has not been assigned and that the agency shouldcheck for a possible data entry error.

20.OLN (Operator's License Number)

a. The OLN field must not be more than 20 alpha-numeric characters.One zero only or run of zeros only may not be used.

21.OLS (Operator's License State)

a. The OLS field must be two-character alphabetic code from theState and Country Data Codes Section of the NCIC Code Manual.The OLS is required if an OLN is entered.

22.OLY (Operator's License Year of Expiration)

a. The OLY field must be four numeric characters representingexpiration year or the alphabetics NX to represent a non-expiringlicense.

23.RTP (Record Type)

a. The RTP field must contain two or three alphabetic characters. Therecord type field is used to denote the type of protection order beingentered. Only the following codes are allowed:

Code Type of Protection Order

PO Protection Order

TPO Temporary Protection Order

RO Restraining Order

TRO Temporary Restraining Order

NCO No Contact OrderAHO Anti-harassment Order

TAH Temporary Anti-harassment Order

SAC Sexual Assault Civil Protection Order

SAF Sexual Assault Felony Protection Order

SAM Sexual Assault Misdemeanor Protection Order

TSC Temporary Sexual Assault Civil Protection Order


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24.RES (Restraining Order Number)

a. The RES field contains a unique number assigned by court.Hyphen is permitted in addition to alphabetics and numerics. Itmust not contain a run of zeros only or the word NONE. From 3-15alpha numerics may be used.

25.DOI (Date of Issuance)

a. The DOI field must be eight numeric characters representing year,month, and day in that order. Days cannot be more than the

maximum for the month. Unless the year is a leap year, the dateFebruary 29, (----0229) will not be allowed. Must be a valid date.Cannot be greater than the current date.

26.BRD (Brady Flag)

a. The BRD field must be Y, N, or U. Must be N if RTP is TPO orTRO. Protection orders meeting certain criteria can stipulate thatan individual is disqualified from possessing, purchasing, orreceiving a firearm.

b. An order that restrains an individual from harassing, stalking,threatening, or engaging in other conduct that would place anintimate partner in reasonable fear of bodily injury to the partner orchild of the partner disqualifies that individual from possessing,purchasing, or receiving a firearm, providing that the order:

(1) Was issued after a hearing, of which the subject received actualnotice and at which such person had an opportunity toparticipate; and

(2) Subjects are intimate partners; and

(3) Includes a finding that the subject represents a credible threat tothe physical safety of an intimate partner or child; or

(4) Explicitly prohibits the use, attempted use, or threatened use ofphysical force against an intimate partner or child that wouldreasonably be expected to cause bodily injury.

TSF Temporary Sexual Assault Felony Protection Order

TSM Temporary Sexual Assault Misdemeanor Protection Order

VAP Vulnerable Adult Protection Order

TVA Temporary Vulnerable Adult Protection Order


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c. If the criteria are met and the subject is disqualified, the ProtectionOrder File record is flagged with a Y(Yes) in the BRD fieldamandatory field. This flag will cause a caveat to be generated as

part of a response to an NCIC inquiry. The caveat follows awarning caveat but proceeds the NCIC record and reads:

****THE SUBJECT OF THIS RECORD IS PROHIBITED FROMRECEIVING OR POSSESSING A FIREARM UNDER FEDERAL LAW(Title 18, U.S.C., SECTION 922)****

d. Only a final protection order can be flagged with a Brady indicatorof Y or U (Unknown). Emergency or temporary orders issued exparte do not meet the criteria specified by law and, therefore,cannot be flagged; an N (No) must be entered in the field.

e. If a court does not review the criteria defined by statute anddetermine if the subject of the protection order is prohibited fromshipping, transporting, possessing, or receiving a firearm, the Ucode for the BRD field may be used to establish a record.

f. All Sexual Assault Protection Orders fail to meet Brady criteria butmay meet state firearms criteria.

g. Prior to entering the record, an entering agency should make everyattempt to determine the firearm qualification status. The U codeshould only be used when it is impossible to make thatdetermination.

27.ORC (Originating Court Identifier)

a. The ORC field must be a valid ORI code assigned by NCIC to thecourt that issued the protection order.

28.EXD (Expiration Date)

a. The EXD is the date the protection order expires. Must be eightnumeric characters representing year, month, and day in that order;or the alphabetic characters NONEXP. If numeric, it must be avalid date. Year must be equal to or greater than the year of entry.Must be greater than the date of issue (DOI). NONEXP should beentered for non-expiring orders or when the expiration date isunknown.


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29.OCA (Originating Agency Case Number)

a. The OCA field contains a maximum of twenty alpha-numericcharacters. Must not contain a single zero only, a run of zeros only,the word NONE, or the first seven characters of the ORI field.

30.PCO (Protection Order Conditions)

a. The terms and conditions of the protection order are indicated inthe PCO field. An additional seven conditions may be added byentering a supplemental record. Specific details of terms andconditions are placed in the MIS field. The valid PCO codes are:

PCO CODE TERMS AND CONDITIONS

01

The subject is restrained from assaulting, threatening, abusing, harassing,following, interfering, or stalking the protected person and/or the child of theprotected person.

02The subject shall not threaten a member of the protected person's family orhousehold.

03The protected person is granted exclusive possession of the residence orhousehold.

04The subject is required to stay away from the residence, property, school, or placeof employment of the protected person or other family or household member.

05

The subject is restrained from making any communication with the protectedperson, including communication but not limited to, personal, written, or telephonecontact, or their employers, employees, fellow workers, or others with whom thecommunication would be likely to cause annoyance or alarm the victim.

06 The subject is awarded temporary custody of the children named.

07The subject is prohibited from possessing and/or purchasing a firearm or otherweapon.

08See the miscellaneous field for the comments regarding the specific terms andconditions of the order.

09The protected person is awarded temporary exclusive custody of the child(ren)named.

31.MIS (Miscellaneous)

a. The MIS field contains a maximum of 500 alpha-numeric charactersmay be used. Cannot be blank if VMA is AERO, ATV, CYCL,SPEC, TRLR, or TRUK.

b. The MIS field in a Protection Order File record is mandatory if thePCO is 08. The terms and conditions of the order must then beindicated in the MIS field.


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c. This field should be used to further explain the conditions of anorder. For example, if the terms and conditions of the PCO statethat the subject is restrained from entering the residence, property,school, or place of employment of the protected person(s) or of the

other family or household members of the protected person, thensuch information is shown in the MIS field. (MIS/100 FEET OFMANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FORVISITATION). Names of businesses and governmental agenciesobtaining orders against individuals should be listed in the MISfield.

32.NOS (Notice of Service)

a. The NOS field must be either Y or N to indicate yes or no the orderhas been served. All protection Orders, whether served or not, will

be forwarded to NCIC.

33.LIC (License Plate Number)

a. The LIC field must contain a maximum of ten alpha-numericcharacters. Must not be characters UNK, UNKN, or UNKNOWN. IfVMA is AERO, LIS is US, and LIT is PP or NP, the first character inthe LIC must be the alphabetic N.

b. If the license plate number exceeds eight characters, the eight rightmost characters are entered in the LIC field.

34.LIS (License Plate State)

a. The LIS field must be two-character alphabetic code from the Stateand Country Data Codes Section of the NCIC Code Manual.

35.LIY (License Plate Year of Expiration)

a. The LIY field must be four numeric characters representing a validyear or the alphabetics NX to represent a non-expiring registration.

36.LIT (License Plate Type)

a. The LIT field must be a valid code from the Vehicle Data CodesSection of the NCIC Code Manual.


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37.VIN (Vehicle Identification Number)

a. Single zero only, run of zeros only, single alphabetic character only,or all alphabetic characters only, indicating vehicle identification

number is unknown, cannot be used.

b. If state-assigned or non-conforming 17-character VIN, SVIN mustbe entered in the first four characters of the MIS field. If the VINexceeds 20 characters, only the last 20 characters should beentered in the VIN field. The full VIN must then be shown in theMIS field.

38.VYR (Vehicle Year)

a. The VYR field must be four numeric characters representing the

production (model) year during which the vehicle wasmanufactured. Year cannot be more than one year beyond thecurrent model year. For entries of model year 1981 or later andwhen the VIN is 17 characters, the tenth position (vehicle year) of aVIN must be compatible with the VYR.

39.VMA (Vehicle Make)

a. The VMA Field can be up to 24 characters. The first four charactersmust be alphabetic and a valid NCIC 2000-assigned code as listedin the Vehicle Data Codes Section of the NCIC Code Manual. Ifthe VMA code is less than four characters and data are included inpositions 5 through 24, positions 3 and/or 4 should be blanks. Theremaining characters are free text and must contain the name ofthe manufacturer when the VMA code is AERO, ATV, COEQ, CYL,FARM, SNOW, SPEC, TRLR, or TRUK. If the VMO is TL, thecodes must not be ASM, ASMB, ASSE, ASSM, MB, MC, MK, MP,MS, NA, TK, TL, UNK, UNKN, XX, XXX, XXXX, YY, YYY, YYYY,ZZ, ZZZ, or ZZZZ.

40.VMO (Vehicle Model)

a. VMO edits are provided in the Vehicle File section of this manual.

41.VST (Vehicle Style)

a. If filled, must be a valid two-character code.


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42.VCO (Vehicle Color)

a. The VCO field must be a valid color code from the Vehicle DataCodes Section of the NCIC Code Manual. If seven characters,

fourth must be a slash (/).

43.PPN (Protected Person Name)

a. The PPN field must contain 5-30 alphabetic characters. Nameedits are found in the Personal Descriptors Section of the NCICCode Manual.

b. The PPN contains the name of the person protected by the order.This is not a mandatory field; however, if the name of the protectedperson is known, it should be placed in the PPN. The Personal

Descriptors Section of the NCIC Code Manual provides detailedinstructions on the coding of a name. Additional protected personscan be added to a record using a supplemental data entrydescribed in Section 5, Supplemental Data Entry.

c. Names of businesses and governmental agencies obtaining ordersagainst individuals must be listed in the MIS field.

44.PSX (Protected Person Sex)

a. The PSX field must be M or F.

45.PPR (Protected Person Race)

a. The PPR field must be a single-character alphabetic code as listedin the Personal Descriptors Section of the NCIC Code Manual.

46.PPB (Protected Person Date of Birth)

a. The PPB field must be eight numeric characters representing year,month, and day in that order. Must be a valid date. This field ismandatory if information is placed in the PPN field. Part ofProtected Person data set, either PPB or PSN is required.

47.PSN (Protected Person Social Security Number)

a. The PSN field must be nine numbers not less than 001010001.Invalid and/or non-issued numbers are not accepted. Part ofProtected Person data set, either PPB or PSN is required.


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48.CMC (Cautions and Medical Conditions)

a. The CMC field must be a valid NCIC-assigned code as listed in thePersonal Descriptors Section of the NCIC Code Manual.

49.DNA (DNA Profile Indicator)

a. The DNA field must be either a Y or N. N is the default value. If Yis entered then the DLO field is required

50.DLO (DNA Location)

a. A 250 character free text field explaining the location of the DNAsample and contact information. If the DNA field is N or defaultedto N, then the DLO field must be blank.

51.WAC (WACIC Number)

a. A number consisting of the year of entry and the letter R, followedby seven numbers which are automatically assigned by WACIC toeach accepted entry. For example: 05R1234567.

52.NIC (NCIC Number)

a. A self-checking number consisting of an alphabetic character, H,followed by nine numbers that are automatically assigned by NCICto each accepted protection order record. Must have a valid checkdigit when used to identify a record in a subsequent transaction.For example: H123456789.

53.PACK (Pack the Record)

a. If the PACK flag is Y for YES, the record will be packedautomatically using the SID, FBI, or PCN number entered in therecord. For manual packing you may choose N for NO. If leftempty, the record will automatically insert a Y for YES.


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54.Sets of Data Fields

a. Some groups of fields in base or supplemental data records aretreated as sets. For the Protection Order File, these sets are:

OLN-OLS-OLYLIC-LIS-LIY-LITDNA-DLOVIN-VYR-VMA-VMO-VST-VCOPPN-PSX-PPR-PPB-PSN

b. When entering, modifying, or canceling sets of data either in thebase record or as supplemental data, the entire set must beentered, modified, or cancelled as a unit. Each set must beidentified by its Message Field Code (OLN/, LIC/, VIN/). You

cannot preface multiple sets with one MFC. All fields in the setmust be accounted for even if not required, and all fields must beincluded even if they are not being changed:

OLN/MILLECE515KB.WA.2002 LIC/123ABC.WA.2000.PC

c. Single identifiers can be entered, modified, or cancelled in groupswith the MFC required only before the first in the group.

For example: PCO/02.03.04.


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CHAPTER 08: WACIC Protection Order FileSECTION 04: Entry


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Entry

1. Protection Order File Entry Mask

a. An entry format mask is provided for ACCESS WEBMSS terminals.This mask allows the user to "fill in the blanks" to make a protectionorder entry.

F;EPO(send)

MKE/____ ORI/ _________ NAM/______________________________SEX/_ RAC/_ POB/ __ DOB/ ________ HGT/ ___ WGT/ ___ EYE/ ___

HAI/ ___ SKN/ ___ SMT/ __________ FBI/ _________ SID/ __________FPC/ ____________________ MNU/ _______________ SOC/ _________OLN/ ____________________ OLS/ __ OLY/ ____ RTP/___RES/_______________ DOI/________ BRD/_ ORC/_________EXD/________ OCA/____________________ PCO/__MIS/________________________________________________________________NOA/ _ NOS/_ LIC/ __________ LIS/ __ LIY/ ____ LIT/ __VIN/ ____________________ VYR/ ____ VMA/ ________________________VMO/ ___ VST/ __ VCO/ _______ PPN/ ______________________________PSX/ _ PPR/ _PPB/ ________ PSN/ _________CMC/ _DNA/ _ DLO/

__________________________________________________________________________________________________________________________PACK/Y

_____ REQUIRED FIELDMUST HAVE ONE: DOB, FBI, MNU, SOC, OLN-OLS-OLY, LIC, VIN, PPB orPSN. . . ENTER PROTECTION ORDER FORMAT . . .


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2. Examples of Entries

a. The following section shows an example of a protection order entrynot using the entry mask.

(1) Protection Order Entry

W;EPO.YOUR ORI. EUBANKS, KENNETHE.M.W.MI.19460913.603.220.BRO.BLK.FAR.SC R LEG..WA12345678.232543392.EUBANKE546OL.WA.2007.PO.C99679.20051210.N.WA034025J. NONEXP.05-8987.01.ORDERED TO REMAIN AT LEAST500 FEET FROM PETITIONER.Y.EAC743.WA.2005.PC.2F01F123456.72. FORD.MUS.2T.BLU.WONG, JENNIFER

A.F.W.19710215. 555334455..Y.WA STATE CRIMELAB,SEATTLE,WA 206-555-4321,

WAWSP0099,MTDNA,CODIS NBR ABC-RMP-23456789.Y(send)

3. Entry Acknowledgments

A successful entry will result in an acknowledgment from WACICand, if applicable, from NCICthat will be directed to the terminal'sprinter.

(1) WACIC Acknowledgment

WWCIC TIME: 1219 DATE: 032105 TO: LRKPXWA0340500ENTERED EPO NAM/RECORD,TESTWAC/05R0016123 OCA/TEST1234

(2) NCIC Acknowledgment

NCIC TIME: 1219 DATE: 032105 TO: LRKPXWA0340500NAM/REC0RD,TEST NIC/H490416753


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4. Additional Guidelines for Entry

a. Protection Order File records must also have at least one of thefollowing numeric identifiers: DOB (already listed above), FBI,

MNU, SOC, OLN (if OLN is used, OLS, OLY are also required); orLIC (if LIC is used, LIY, LIS, and LIT are required); or VIN (if VIN isused, VYR, VMA, and VST are required).

b. The OLN, LIC, and VIN are each part of a data set and, as such,must be entered with all fields comprising the set.


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CHAPTER 08: WACIC Protection Order FileSECTION 05: Supplemental Data Entry


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Supplemental Data Entry

1. The supplemental data entry transaction is used to append additionalidentifiers to the protection order entry. This includes adding additionalprotected persons when the court order lists multiple persons beingprotected.

2. To enter information into a supplemental record, that field must first befilled in the base record. That is, if an attempt is made to enter anSOC as a supplemental data entry, a reject will occur if no SOC existsin the base record.

3. Adding supplemental data to a record is restricted to the agency thatentered the record.

B. Syntax

Field Example

Header W;Message Key ENOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN J

Record Identifier OCA/05-12345Supplemental Field(s) or Set(s) SMT/SC R LEG.PCO/02.03End of Text (send)


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1. The supplemental data entry transaction consists of the message key,ORI, two record identifiers, and the supplemental data fields beingadded. Permissible record identifiers are NAM and OCA, NAM andWAC, or NAM and NIC. The supplemental data fields being added

must be identified by their appropriate Message Field Codes.

2. To remove a supplemental identifier, use the supplemental datacancellation transaction explained in Section 11.

II. PROCEDURE

A. Protection Order Supplemental Data Entry Field Edits

Field Edits

MKEThe MKE for all protection order supplemental data entriesis EN.

Originating Agency Identifier Must be a valid ORI and match the ORI in the record beingmodified.

1st

Record IdentifierThe first of two identifiers to identify the record to bemodified. Must be NAM.

2nd Record IdentifierThe second of two identifiers to identify the record to bemodified. Can be OCA, WAC or NIC.

Supplemental Field(s) or Set(s)The supplemental data field(s) to be added. Each must beidentified by its Message Field Code.

1. Examples of Protection Order Supplemental Data Entries

a. Protection Order Supplemental Data Entry

W;EN.WA0340500.NAM/DOE JOHN J.OCA/05-017289.DOB/19681010.19711109.VIN/2G2PM39B2J2208195.1986.PONT..4T..PPN/DOE, PRINCESS.F.W.19900102.444552233.PPN/DOE,PRINCE.M.W.19900102(send)

b. Supplemental Data Entry Acknowledgments

(1) WACIC Supplemental Data Entry Acknowledgment

WWCIC TIME: 1219 DATE: 032105 TO: LRKPXWA0340500

SUPP NAM/REC0RD,TEST OCA/TEST1234

(2) NCIC Supplemental Data Entry Acknowledgment

NCIC TIME: 1219 DATE: 032105 TO: LRKPXWA0340500SUPP NAM/RECORD,TEST OCA/TEST1234


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2. Entry Guidelines for Supplemental Data Entry

a. An EN transaction can be used to enter a maximum of any nineadditional identifiers. Separate entries, using the EN MKE, must be

transmitted for each additional group of nine or fewer identifiers ordescriptors. The maximum numbers of identifiers allowed areshown in the tables below. Each alias (or variation of spelling),DOB, SMT, MNU, SOC, or PCO is counted as one identifier. Eachdata set (i.e., OLN, LIC, VIN, PPN) is counted as one identifier.

Supplemental Field Max Entries

AKA 99

DOB 9

SMT 9

MNU 9SOC 9

PCO 9

Supplemental Field Set Max Sets

OLN, OLS, OLY (Entered as one data set. All fields required.) 9

LIC/LIS/LIY/LIT (Entered as one data set. All fields required.) 9

VIN/VYR/VMA/VMO/VST/VCO (Entered as one data set;VMO and VCO not required but should be entered, if known.)All fields must be accounted for. If no data exists, a period

must appear in lieu of the field information.

9

PPN/PSX/PPR/PPB/PSN (Entered as one data set; PSX andPPR are not required but should be entered, if known.) IfPPN entered, PPB or PSN is mandatory. All fields must beaccounted for. If no data exists, a period must appear in lieuof the field information.

9

b. Each field included in a supplemental record entry, except thoseentered as a data set, must be preceded by the appropriateMessage Field Code (MFC), a slash, and the information beingentered. Fields that are not part of a set may be entered in anyorder. If more than one identifier or descriptor is being entered for

the same type of information, only one MFC is needed to identifythe group of data (DOB/19780901.19751005). A maximum of nineidentifiers or descriptors can be entered at one time.


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c. The OLN, OLS, and OLY; the LIC, LIS, LIY, LIT; the VIN, VYR,VMA, VMO, VST, and VCO; and the PPN, PSX, PPR, and PPB areentered as multiple elements of a data set. Therefore, only the firstdata element must be preceded by an MFC and slash.

d. The other elements in the set must be entered in proper sequenceand must be accounted for. Each data element is followed by aperiod. If more than one data set is entered in the same recordfor example, one set of OLN data and one set of VIN dataeachset must be preceded by the appropriate MFC.

e. An additional seven protection order conditions can be entered in asupplemental record. The details of the conditions should beincluded in the MIS field of the base record. If condition number 08is entered, the MIS field is mandatory. PCO codes entered in asupplemental record will be translated in the NCIC response.

f. If a protection order lists the names of more than ten protectedpersons, the additional names should be placed in the MIS field.

g. It is not necessary to make alias entries for each combination of acompound or hyphenated surname. Both the WACIC and NCICsystems index each component of compound or hyphenatedsurnames so an inquiry on any component or combination willproduce a hit on the name as entered. For example, a recordentered with NAM/SMITH-JONES, JOHN JAY will be retrieved byan inquiry with NAM/SMITH, JOHN JAY, NAM/JONES, JOHN JAY,or NAM/SMITHJONES, JOHN JAY. If a possibility exists that thesurname and given name could be reversed, then an alias entryshould be made. Nicknames are also included in the alias field.


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CHAPTER 08: WACIC Protection Order FileSECTION 06: Modify Transactions


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Modify

1. The modify transaction is used to add, delete, or change information inone or more fields of an existing protection order record. A modifymessage to delete information in a field of the base record will causethe same data in the supplemental record to move up to the baserecord, except for vehicle and license data.

2. Modification of a record is restricted to the agency that entered therecord. A modification is used to add, delete, or change data in anactive base protection order record.

B. Syntax

Field Example

Header W;Message Key MPOOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN JRecord Identifier OCA/05-12345Modified Field(s) WGT/225.SMT/SC R LEGEnd of Text (send)

1. The modify transaction consists of the message key, ORI, two recordidentifiers, and the fields being modified. Permissible record identifiersare NAM and OCA, NAM and WAC, or NAM and NIC. The fields beingmodified must be identified by their appropriate MFC's.


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2. To delete information from a field, use the MFC followed by a period,(e.g., SMT/.). You cannot delete data from a required field.

II. PROCEDURE

A. Protection Order Modify Field Edits

Field EditsMKE The MKE for all protection order modifies is MPO.

Originating Agency IdentifierMust be a valid ORI and match the ORI in the recordbeing modified.

1st

Record IdentifierThe first of two identifiers to identify the record to bemodified. Must be NAM.

2nd Record IdentifierThe second of two identifiers to identify the record to bemodified. Can be OCA, WAC or NIC.

Modified Field(s)The field(s) in the record to be modified. Each must beidentified by its Message Field Code.

B. Examples of Protection Order Record Modifications

1. Protection Order Modify

W;MPO.WA0340500.NAM/DOE, JOHN.WAC/05R0004816.SOC/375145249.PNO/P012354.NOS/Y(send)

2. Modify to Add NIC Number

a. If you receive a notice from WACIC that the NIC number was notadded to your WACIC record, you must modify your WACIC record

to add the NIC. When modifying a WACIC record to add the NIC,use WAC and OCA to identify the record.

W;MPO.WA0340500.WAC/05R1234567.OCA/05-34667.NIC/H123456789(send)

C. Modify Acknowledgments

1. WACIC Modify Acknowledgment

WWCIC TIME: 0854 DATE: 050405 TO: LRKPX

WA0340500MODIFIED EPO NAM/ROCK, SOLID GRANITEWAC/05R0025275 OCA/O5-TEST


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2. NCIC Modify Acknowledgment

NCIC TIME: 0855 DATE: 050405 TO: LRKPXWA0340500MODIFY NAM/ROCK, SOLID GRANITE OCA/O5-TEST

D. Modification Guidelines

1. The notice of service field (NOS) can be modified (MPO) by theentering agency; however, the serve protection order (SPO)transaction, described in Section 7, must be used by all other servingagencies to change the notice of service from Y to N or N to Y.

a. Court Changes

(1) If a court should make a change to a protection order that is the

basis for a Protection Order File record, that court must notifythe agency that entered the record of the change.

b. Relationship to Base Record

(1) Information in a supplemental record will roll up into the baserecord if like information is deleted from the base record for thefollowing: DOB, SMU, MNU, SOC, and PCO. Vehicle, license,alias, and protected person data will not roll up into the baserecord.

(2) If information is deleted from the base record (e.g., SOC), theinformation cannot be entered in a supplemental record.Information must first exist in the base record before additionalinformation can be entered in a supplemental record.

(3) To modify any type of identifier in a supplemental record, theidentifier must first be cancelled and then reentered correctly.

2. To remove all operator license data, a modification message, whichincludes OLN/. will remove OLN, OLY and OLS fields.

3. To remove all license information, a modification message, whichincludes LIC/. will remove LIC, LIS, LIY, and LIT fields.

4. To remove all vehicle information, a modification message, whichincludes VIN/. will remove all vehicle information except licenseinformation. To remove all vehicular information, include LIC/LIC-VCO/. in your modify message.


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5. Required fields can be modified; however, they cannot be deleted bythe use of a modify entry.

6. If a modify deletes information from a field in a base record for whichthere is supplemental data entered, the first supplemental data value

will roll up into the base record. For example, if you modify the baserecord to delete to SMT field, the first supplemental SMT will roll up tothe base record.

7. To remove a protected person, a modification message, whichincludes PPN/. deletes the entire base set andPPN/ppn.psx.ppr.ppb.psn modifies the base set with the new valuesthat are entered in the set.


40/52



CHAPTER 08: WACIC Protection Order FileSECTION 07: Service


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Serve Protection Order

1. The serve protection order (SPO) transaction is used to change thenotice of service (NOS) field to indicate that an order has now beenserved (Y) or has not been served (N). This transaction may be usedonly by an agency other than the entering agency. All ProtectionOrders, whether served or not, will be forwarded to NCIC.

2. Only an agency other than the agency that entered the record may usea serve protection order transaction. When the entering agency servesthe protection order, that agency must modify the record to change the

notice of service field.

B. Syntax

Field Example

Header W;Message Key SPOOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN JRecord Identifier WAC/05R1234567NOS Field NOS/Y

End of Text (send)1. The serve protection order transaction consists of the message key,

ORI, two record identifiers, and the notice of service field beingchanged modified. Permissible record identifiers are NAM and WAC.Only the notice of service field, which must be identified by its MFC(NOS/), is permitted following the record identifiers.


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C. Serve Protection Order Field Edits

Field EditsMKE The MKE for the serve protection order transaction is SPO.

Originating Agency IdentifierMust be a valid ORI and must be different from the ORI in therecord being served.

1st Record IdentifierThe first of two identifiers to identify the record to be modified.Must be NAM.

2nd Record IdentifierThe second of two identifiers to identify the record to bemodified. Must be WAC or OCA.

Notice of ServiceThe only field that can be changed using this transaction is thenotice of service field. The notice of service field must beidentified by its Message Field Code.

1. Example of Serve Protection Order Transaction

W;SPO.WA0340500.NAM/DOE, JOHN.WAC/05R1234566.NOS/Y(send)

2. Serve Protection Order Acknowledgments

a. WACIC Acknowledgment to Serving Agency

(1) The agency making the serve protection order transaction willreceive the following acknowledgment:

WWCIC TIME: 1220 DATE: 032105 TO: OLYPDWA0340100SERVED EPO NAM/RECORD,TEST

WAC/05R0016126 OCA/TEST1234SERVING ORI/WA0340100SENT TO NCIC FOR ENTRY

(2) WACIC Acknowledgment to Entering Agency

WWCIC TIME: 1220 DATE: 032105 TO: LRKPDWA0340500SERVED EPO NAM/RECORD,TESTWAC/05R0016126 OCA/TEST1234SERVING ORI/WA0340100 OLYMPIA POLICE DEPARTMENT

SENT TO NCIC FOR ENTRY


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CHAPTER 08: WACIC Protection Order FileSECTION 08: Locate Transactions


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Locate

1. There is no locate transaction for protection order records.


43/52




SECTION 09: Clear Transactions


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. CLEAR

1. When a court notifies the owner of the record that the protection orderhas been cancelled, the entire corresponding POF record must becleared. The clear transaction will change the status of the POF recordfrom active to inactive. Inactive POF records are included on QW andQPO query responses until they are purged based on the expirationdate in the EXD field or canceled by the entering agency. Non-expiringcleared POF records will remain on file until canceled by the enteringagency. Clearance of a POF record is restricted to the agency that

entered the record. Expired records cannot be cleared.

2. A Protection Order File record can be cleared only by the agency thatmade the original entry.

B. Syntax

Field Example

Header W;Message Key CPOOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN JRecord Identifier OCA/05-12345Date of Clear 20050228End of Text (send)


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1. The clear transaction consists of the message key, ORI, two recordidentifiers, and the date of clear. Permissible record identifiers are:NAM and OCA, NAM and WAC, NAM and NIC, or NAM and RES.


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C. Protection Order Clear Field Edits

Field EditsMKE The MKE for all protection order clears is CPO.

Originating Agency Identifier

Must be a valid ORI and match the ORI in the record being

cancelled.

1st Record IdentifierThe first of two identifiers to identify the record to be cancelled.Must be NAM.

2nd Record IdentifierThe second of two identifiers to identify the record to becancelled. Can be OCA, WAC, NIC, or RES.

Date of ClearMust be a valid date in the format YYYYMMDD. Cannot belater than the current date nor earlier than the date of record inthe record.

1. Example of Protection Order Record Clear

W;CPO.WA0340500.NAM/DOE, JOHN.WAC/05R1234567.20050425

(send)

2. Clear Acknowledgments

a. WACIC Acknowledgment

WWCIC TIME: 1220 DATE: 032105 TO: LRKPXWA0340500CLEARED EPO NAM/RECORD,TESTWAC/05R0016123 OCA/TEST1234

b. NCIC Acknowledgment

NCIC TIME: 1220 DATE: 032105 TO: LRKPXWA0340500CLEAR NAM/RECORD,TEST OCA/TEST1234


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SECTION 10: Cancel Transactions


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Cancel

1. Protection Order File records that are determined to be inaccurate, orare test records, should be cancelled. Cancelled records will notremain in the on-line files.

2. A Protection Order File record can be cancelled only by the agencythat made the original entry.

B. Syntax

Field Example

Header W;Message Key XPOOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN JRecord Identifier OCA/05-12345Date of Cancel 20050228End of Text (send)

1. The cancel transaction consists of the message key, ORI, two record

identifiers, and the optional date of cancel. Permissible recordidentifiers are NAM and OCA, NAM and WAC, or NAM and NIC. Thedate of cancel is optional and if not used the record is cancelled as ofthe current date.


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C. Protection Order Cancel Field Edits

Field EditsMKE The MKE for all protection order cancels is XPO.

Originating Agency IdentifierMust be a valid ORI and match the ORI in the record beingcancelled.

1st Record IdentifierThe first of two identifiers to identify the record to be cancelled.Must be NAM.

2nd Record IdentifierThe second of two identifiers to identify the record to becancelled. Can be OCA, WAC or NIC.

Date of Cancel

OPTIONAL. If used, must be a valid date in the formatYYYYMMDD. Cannot be later than the current date nor earlierthan the date of warrant in the record. If not used, the record iscancelled as of the current date.

OPTIONAL: If used, must be a valid date in the format YYYYMMDD.Cannot be later than the current date nor earlier than the date of warrantin the record. If not used, the record is cancelled as of the current date.

1. Example of Protection Order Record Cancellation

W;XPO.WA00340500.NAM/DOE, JOHN.WAC/05R1234567.20050425(send)

B. Cancel Acknowledgments

1. WACIC Acknowledgment

WWCIC TIME: 1220 DATE: 032105 TO: LRKPX

WA0340500CANCELED EPO NAM/RECORD,TESTWAC/05R0016123 OCA/TEST1234

2. NCIC Acknowledgment

NCIC TIME: 1220 DATE: 032105 TO: LRKPXWA0340500CANCEL NAM/RECORD,TEST OCA/TEST1234


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SECTION 11: Supplemental Data Cancellations


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Supplemental Data Cancellation

1. The supplemental data cancellation is used to remove supplemental dataappended to a protection order base record that is determined to beinaccurate or invalid. Supplemental data cannot be modified; in order tochange a supplemental identifier, it must be cancelled and re-entered.

2. Canceling supplemental data appended to a protection order record isrestricted to the agency that entered the record.

B. Syntax

Field Example

Header W;Message Key XNOriginating Agency Identifier WA0340500Record Identifier NAM/SMITH, JOHN JRecord Identifier OCA/05-12345

Supplemental Field(s) or Set(s)The supplemental data field(s) or set(s) to becancelled. Each must be identified by its MessageField Code.

End of Text (send)

1. The supplemental data cancel transaction consists of the message key, ORI,two record identifiers, and the supplemental data field(s) or set(s) to becancelled. Permissible record identifiers are NAM and OCA, NAM and WAC,or NAM and NIC.


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2. Protection Order Supplemental Data Cancel Field Edits

Field Edits

MKEThe MKE for all protection order supplemental data cancelsis XN.

Originating Agency Identifier Must be a valid ORI and match the ORI in the record fromwhich supplemental data is being cancelled.

1st Record IdentifierThe first of two identifiers to identify the record to becancelled. Must be NAM.

2nd

Record IdentifierThe second of two identifiers to identify the record to becancelled. Can be OCA, WAC or NIC.

Supplemental Field(s) or Set(s)The supplemental data field(s) or set(s) to be cancelled.Each must be identified by its Message Field Code.

3. Example of Protection Order Supplemental Data Cancellation

W;XN.WA0340500.NAM/DOE, JOHN J.WAC/05R1234567.

PPN/DOE, JANET.F.B.19690917.PPN/DOE, JANE. F.B.19931219(send)

4. Cancel Acknowledgments

a) WACIC Acknowledgment

WWCIC TIME: 1219 DATE: 032105 TO: LRKPXWA0340500CANCELED SUPP NAM/RECORD,TEST OCA/TEST1234PCO/03

b) NCIC Acknowledgment

NCIC TIME: 1220 DATE: 032105 TO: LRKPXWA0340500CANCEL SUPP NAM/REC0RD,TEST OCA/TEST1234PCO/03

C. Cancellation Guidelines

1. An XN transaction can be used to cancel a maximum of any nine additionalidentifiers. Separate entries, using the XN MKE, must be transmitted for each

additional data group (a maximum of nine identifiers or descriptors in a group)to be cancelled. Each AKA, DOB, SMT, MNU, SOC, and/or PCO is countedas one identifier. Each data set (i.e., OLN, LIC, VIN, PPN) is counted as oneidentifier.

2. Information to be cancelled must be entered exactly as it appears in thesupplemental record.


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3. Groups of like identifiers need only be preceded by one MFC. For example,AKA/DOE, JOHN.SMITH, JOHN.FROG, TESTY.

4. The OLN, LIC, VIN, or PPN data sets must be preceded by the appropriate

MFC. All data elements of a set must be entered exactly as they appear inthe supplemental record.

5. When canceling information on a protected person, all four fields in the setmust be accounted for after the MFC/. For example: PPN/DOE,PRINCESS...19931219.


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CHAPTER 08: WACIC Protection Order FileSECTION 12: Protection Order Glossary


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Glossary of Terms

1. Active Record - Record is accessible on-line and has an outstanding courtorder.

2. Brady Handgun Violence Prevention Act - Signed into law November 30,1993. The Act provides "for a waiting period before the purchase of ahandgun, and for the establishment of a national instant criminal backgroundcheck system to be contacted by firearms dealers before the transfer of anyfirearm."

3. Cancelled Record - Record is removed from WACIC and NCIC by the ownerof the record.

4. Ex Parte - "On one side only; by or for one party; done for, in behalf of, or onthe application of, one party only. A judicial proceeding, order, injunction,etc., is said to be ex parte when it is taken or granted at the instance and forthe benefit of one party only, and without notice to, or contestation by, anyperson adversely interested." (Black's Law Dictionary)

5. Expired Record - Record is placed in an expired status by NCIC when thecourt order expires. Also applies to records for temporary or emergency

orders when the date of the order expires.

6. Full Faith and Credit - "Clause of the U.S. Constitution which providesthat.... A judgment or record shall have the same faith, credit, conclusiveeffect, and obligatory force in other states as it has by law or usage in thestate from whence taken." (Black's Law Dictionary)

7. Inactive Record - NCIC record has been cleared or put in an expired status.


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8. Intimate Partner- With respect to a person, the spouse of the person, aformer spouse of the person, an individual who is a parent of a child of theperson, and an individual who cohabits or has cohabited with the person.

9. Owner of the Record - Agency that enters a record into the WACIC/NCICsystem.

10.Pendente Lite - "Pending the lawsuit; during the actual progress of a suit;during litigation. Matters pendente lite are contingent on outcome oflitigation." (Black's Law Dictionary)

11.Purged Record - Record is removed at the end of the retention period. Oncepurged, the record is no longer accessible on line.

Chapter 8 Protection Orders

Documents

Transcript of Chapter 8 Protection Orders