ADMINISTRATIVE MESSAGE (TELETYPE) GUIDELINES – Table Of Contents
ADMINISTRATIVE MESSAGE (TELETYPE) GUIDELINES ............................................. 2
DESTINATION ORIS ................................................................................................................ 2
MESSAGE NUMBER (MNO) ................................................................................................... 3
SENDING AGENCY (AGY) ...................................................................................................... 3
TIME CONTROL FIELD ........................................................................................................... 3
MESSAGE TEXT (Required) ..................................................................................................... 4
BROADCAST MESSAGE CODES ........................................................................................... 5
MISCELLANEOUS MESSAGES .............................................................................................. 7
MESSAGE RETRIEVAL ........................................................................................................... 7
ADMINISTRATIVE MESSAGE (TELETYPE) GUIDELINES
An administrative message (AM) may be sent from one terminal to another terminal at another location. The information to be transmitted must be a criminal justice related message.
The use of excessive verbiage and embellished information are prohibited.
The use of non-valuable information must be avoided, (i.e., the address or telephone number of parents reporting a runaway child). The originating department, not the parents, will be notified of any apprehension.
The use of non-standard abbreviations must be avoided. Abbreviations which may be common within one department or state can be unknown to another department or state.
It is imperative departments originating any type of "want message" cancel the message when it no longer applies. Messages can be cancelled only by the originating department. Do not resend the original message when cancelling.
Departments apprehending an entered wanted subject or recovering entered stolen or entered wanted property must send a notification to the originating agency, reporting the apprehension or recovery using the standardized hit confirmation form. The originating department must then cancel their outstanding messages and clear their LEADS/NCIC file entry.
Ohio agencies may receive an incoming administrative message coming from a state that uses a “Control Field”. A control field is a ten-digit alpha-numeric identifier used by some states instead of “for the attention of”, or for routing purposes to a specific person or section. Ohio does not use a control field, except in response to an incoming message. With a control field, the identical field must be used on the reply message.
DESTINATION ORIS
The message header (ORI) is a nine-character NCIC assigned agency identifier which directs the message to its proper location(s). A message can be addressed to a total of five individual agencies by using the ORI for each agency.
DRI OHOHP0000 OH0250100 OH0251100 OH0250000 OHCOP0000
To obtain a copy of the message for your files, key in your ORI as one of the individual headers.
When using Ohio broadcast code messages, i.e., OHALLTERM or a region code, more than one Ohio header may be used. The Ohio broadcast codes may also be used in conjunction with an individual agency ORI. To direct the message to another state at the same time, place the two letter state code identifier after the ALLTERM/REGION header. Do not use a nine digit ORI for region or ALLTERM requests to other states; use only the two character header.
Example: DRI OHALLTERM PA
Note: The sending of ALLTERM and region messages to other states sends the message to their control center for dissemination as they see fit. Thought should be given as to whether the message applies to the whole state or a quadrant before using these broadcast message keys.
MESSAGE NUMBER (MNO)
Mno Int Dat – This line consists of the originating agency's message number, operator initials, and date message transmitted. This is for original messages only.
When the message is delivered, the computer will add a line indicating the sending agency's ORI, automatic message number, the time and date.
SENDING AGENCY (AGY)
This is the actual name of the agency. (Agency sending the message)
DESTINATION (AGY)
This is the name of the department(s) or agency(s) that is/are to receive the message. If it is desirable to send the message to a specific section within a department, it can be added on the same line, i.e., FRANKLIN COUNTY SHERIFFS OFFICE COLUMBUS OH DEP. SMITH TRAFFIC BUREAU.
TIME CONTROL FIELD
Use military time – 0001 – 2359 Hours.
MESSAGE TEXT (Required)
The system must not be used for the following:
1. Social announcements, i.e., holiday messages, retirements, convention notices.
2. Recruiting of personnel.
3. Messages in which the complainant is interested only in the recovery of property.
4. Attempts to locate vehicle (breach of trust) without warrant. For the protection of the arresting officer, messages are not to be dispatched until a warrant is secured.
5. Excessively long messages.
6. Transmission of subpoenas.
7. Messages supportive or in opposition to political issues or announcement of meetings relative to such issues.
8. Messages supportive or in opposition to labor/management issues or announcements relative to such issues.
9. Messages supportive or in opposition of legislative bills.
10. Messages relating to requests for information concerning salary, uniforms, personnel, or related items which can be routinely obtained by correspondence or means other than LEADS/NLETS.
11. Messages relating to the advertisement or sale of equipment.
12. Individual listing of items stolen is prohibited. A general description of property is permitted.
13. Radio codes in messages must not be used.
14. Solicitation of funds.
15. Request for criminal history record information.
16. Training messages that include the name of the company that is providing the training unless the company is not-for-profit and is providing a direct service to law enforcement.
BROADCAST MESSAGE CODES
To simplify the sending of a message to more than one agency or department, Ohio law enforcement and criminal justice agencies are grouped into regions. More than one broadcast message code may be used in a header. (Individual agency ORIs may be used with the broadcast codes, providing the individual agency ORI is listed first, followed by the broadcast message code). Messages will be sent to all criminal justice terminals in the areas as defined by the quadrant broadcast codes listed.
LEADS broadcast boundaries provide a visual of the exact geographic area of the state to which the various region broadcast covers. Also identified are the counties in each region. This will assist the user to determine if the use of the region broadcast is actually necessary. Many times the purpose can be accomplished by addressing multiple terminals as opposed to the broadcast identifier.
• OHALLPSNW Northwest region of Ohio includes Allen, Auglaize, Crawford, Defiance, Erie, Fulton, Hancock, Hardin, Henry, Huron, Logan, Lucas, Marion, Mercer, Ottawa, Paulding, Putnam, Sandusky, Seneca, Shelby, Union, Van Wert, Williams, Wood, and Wyandot counties.
• OHALLPSNE Northeast region of Ohio includes Ashland, Ashtabula, Carroll, Columbiana, Coshocton, Cuyahoga, Geauga, Harrison, Holmes, Jefferson, Knox, Lake, Lorain, Mahoning, Medina, Morrow, Portage, Richland, Stark, Summit, Trumbull, Tuscarawas, and Wayne counties.
• OHALLPSSW Southwest region of Ohio includes Adams, Brown, Butler, Champaign, Clark, Clermont, Clinton, Darke, Fayette, Franklin, Greene, Hamilton, Highland, Madison, Miami, Montgomery, Pickaway, Pike, Preble, Ross, Scioto, and Warren counties.
• OHALLPSSE Southeast region of Ohio includes Athens, Belmont, Fairfield, Galia, Guernsey, Hocking, Jackson, Lawrence, Licking, Meigs, Monroe, Morgan, Muskingum, Noble, Perry, Vinton, and Washington counties.
• OHALLPSCO Central Ohio region includes Delaware, Fairfield, Franklin, Licking, Madison, Morrow, Pickaway, and Union counties. These counties will also remain in the respective assigned regions.
• OHALLOHPD All Highway Patrol District Headquarters and the Training Academy. The sending agency will be notified if any terminal is inoperative.
• OHALLOHPT All Highway Patrol terminals individually. The sending agency will be notified if any terminal is inoperative.
• OHALLOHPS All Highway Patrol terminals at posts with scales.
• OHALLGHQT All Highway Patrol terminals at the Highway Patrol General Headquarters.
• OHALLOHP# Replace the # with a Highway Patrol District number, excluding District 10 for the turnpike. This will go to all Highway Patrol terminals within the designated district.
• OHALLTERM All Police, Sheriff, Highway Patrol and other criminal justice terminals. Use this code only for urgent and important messages when it is necessary for every criminal justice agency in the state to be alerted.
• OHALLLAKE All along the Lake Erie shore.
• OHALLRIVR All Along the Ohio River shore.
• OHALLIS70 All along Interstate 70.
• OHALLIS71 All along Interstate 71.
• OHALLIS75 All along Interstate 75.
• OHALLIS77 All along Interstate 77.
• OHALLSHRF All sheriff's offices individually who have LEADS access.
• OHALLPLCE All police agencies individually who have LEADS access.
• OHALLTNPK All agencies along the Ohio Turnpike. This code is only used by the State Highway Patrol Berea District Headquarters (Turnpike) to notify agencies of road conditions, etc.
• OHALLCNXX All LEADS users in county XX (XX = county number 01 through 88).
• OHADJCNXX All LEADS users in county XX and all adjacent counties (XX = county number 01 through 88).
MISCELLANEOUS MESSAGES
Attempt-To-Locate (ATL) and Attempt-To-Contact (ATC) are to be used only when all other means have failed and limited to cases of extreme emergency i.e. foul play is suspected or known; death or serious illness messages; or delivery of military orders. An ATL message is to give the area of travel, including vehicle description, time of departure, routes of travel and any known stopovers.
MESSAGE RETRIEVAL
If a message cannot be received at a terminal, the message will be held by LEADS. When the receiving terminal is ready to receive messages it will automatically be delivered to the terminal when the next operator logs on.
CAUTION OHIO POLICE (COP) FILE – Table of Contents
CAUTION OHIO POLICE (COP) FILE ........................................................................................ 2
Immediate threat .......................................................................................................................... 2
Taylor Alert ................................................................................................................................. 2
Homeland Security ...................................................................................................................... 3
Blue Alert .................................................................................................................................... 3
INQUIRY ........................................................................................................................................ 4
HOTSHEET RETRIEVAL ............................................................................................................. 4
ENTRY ........................................................................................................................................... 4
FOLLOW-UP NOTICES ................................................................................................................ 5
MODIFY ......................................................................................................................................... 6
DELETE.......................................................................................................................................... 7
COP DATA FIELDS ...................................................................................................................... 7
Field Tag Description .................................................................................................................... 7
CAUTION OHIO POLICE (COP) FILE
The Caution Ohio Police (COP) File is an Ohio only LEADS file developed as a means to quickly disseminate information about potentially dangerous situations and/or persons using information gathered during the initial response to an incident.
This file is not a replacement for the Wanted Persons File and therefore cannot be used as the basis to search, detain, or arrest. It is very important to replace the COP entry with a Wanted Person entry as soon as possible.
Each COP entry, when stored in LEADS, generates a statewide OHALLCOPS broadcast.
The standard query transactions that check the Wanted Persons, Stolen Vehicle, and License Plate Files also check the COP File.
The COP File includes four types of records: Immediate Threat, Taylor Alert, Homeland Security and Blue Alert.
Immediate threat
Immediate threat records are those which warn of potential danger and are input with a value of ‘N’ in both the LTCI and HOME fields. They are automatically purged after forty-eight hours (48) unless modified/updated. The entering terminal receives a follow-up validation notice every eight hours (8) until such time the record expires.
Taylor Alert
Taylor Alert (aka long-term caution) records can only be entered into the COP File after written approval has been obtained from the chief of police, county sheriff, law enforcement agency administrator or their assigned designee. When considering approval of the entry, ensure the entry meets the following criteria.
1. Any previous conviction for an act of violence (assault) against a law enforcement officer. (This does not include resisting arrest or fleeing)
2. A verbal threat of physical harm specifically directed toward law enforcement personnel. In this instance the following guidelines apply and must be met:
• “Reasonable suspicion” to believe an individual may act on a verbal threat at sometime in the future. Reasonable suspicion is established when information exists that establishes sufficient facts to give a trained law enforcement officer a basis to believe there is a reasonable possibility the individual may present an increased danger to any law enforcement officer.
• Source reliability – the reliability of the source is unquestioned or has been well tested in the past.
• Content validity – a law enforcement officer or another reliable independent source has corroborated the information.
• First Amendment rights – in all cases, the seriousness of the threat must be weighed against an individual’s right to freedom of expression.
The Taylor Alert records remain in the system until cancelled or cleared by the entering agency. A report will be generated once a quarter for validation of these records.
Homeland Security
Homeland Security records are entered when there is a potential risk to state or national security. A homeland security threat is considered to be the possibility of catastrophic loss of life or property within the United States itself.
The type of threat must be defined in the alert text field. For example:
ALRT/PICKUP TRUCK LOADED WITH DYNAMITE WAS TAKEN FROM A CONSTRUCTION SITE
ALRT/AT TIME OF REPORT THE PERSON MADE COMMENTS INDICATING THEIR INTENTION TO HARM INNOCENT CROWDS OR DESTROY INNOCENT PROPERTY
ALRT/AT THE TIME OF REPORT THE PERSON COULD BE TIED TO THE POSSIBILITY OF TERRORIST ACTIVITY
The Homeland Security Alert records remain in the system until cancelled or cleared by the entering agency. The system will generate a report on a six hour basis of all homeland security entries made within the previous 24 hours.
Note: If an out-of-state agency sends a message to LEADS Control which would qualify for the COP File and is not already entered in the Wanted Persons File, LEADS Control will make the entry into the COP File. The sign off for the entry will indicate the name and telephone number of the originating agency and “Rlyd Ohio LEADS Control 1-800-589-2077.”
Blue Alert
Blue Alert records are entered in the event of a tragedy involving a critically injured or killed law enforcement officer where the suspect(s) are still at large, or in the event of a missing law enforcement officer. The following criteria, as listed in ORC 5502.53, must be met to initiate the Blue Alert:
1. A local law enforcement agency confirms that a law enforcement officer has been seriously injured or killed, and the suspect has not been apprehended or that a law enforcement officer is missing on duty under circumstances warranting concern for the law enforcement officer’s safety.
2. There is sufficient descriptive information about the suspect or the circumstances surrounding a law enforcement officer’s injury, death, or disappearance to indicate that activation of the alert may help locate a suspect or a missing law enforcement officer.
The Blue Alert records remain in the system until cancelled or cleared by the entering agency. A report will be generated once a quarter for validation of these records.
INQUIRY
The standard queries – QW, QV, WW, RP, RV, DL, and DS transactions – check the COP File for records containing the requested social security number, license plate number, operator license number, or name.
If a match of the requested data field(s) is found, the system will return the COP record displaying it on a red background.
HOTSHEET RETRIEVAL
An agency may also query the COP File directly to retrieve a listing of:
• All COP records on file for the entire state or,
• All COP records on file for a particular county or,
• All COP records on file for a particular quadrant of the state.
The message key used for this query is COPP.
The field QTYP is required to indicate the type of query. Its valid values are:
• CO (county)
• ST (statewide)
The field QKEY is required when using CO in the QTYP field. It is used to indicate the desired county number (two digits 01 – 88).
ENTRY
The message key to enter a COP record is ECOP.
The required fields are:
ORI CONT CT1 INCD
LTCI HOME INCL ALRT
• To indicate the record is a long-term caution, place a Y in the LTCI field.
• To indicate the record is a homeland security threat, place a Y in the Homeland Security field.
• The ALRT field will hold four lines of text. Each line will hold 70 characters.
Information pertaining to an individual and/or up to four vehicles may also be entered.
After transmitting the entry and no errors are found, the user will receive a message advising the record has been entered into the LEADS COP File.
The system then generates an OHALLCOPS broadcast message.
It is required the record be queried to ensure the entry was applied to LEADS. A second party check must be documented and the most current printout retained with the agency records.
FOLLOW-UP NOTICES
A follow-up validation notice is sent to the entering agency every eight hours for each immediate threat and every six hours for each homeland security threat COP record an agency has in file. The purpose of the notice is to help keep the information in the COP File current. The Taylor Alert has no follow-up notices.
The notice serves as a reminder to cancel the COP record when an appropriate Wanted Persons entry has been made or to add any additional information to the record which may have become available.
The notice also indicates the time remaining before the COP record is automatically purged. If the COP record is still valid when this notice is received, validate the record by transmitting the transaction provided. If the record needs to be cancelled or modified take appropriate action. An example of a COP validation notice is shown below:
***WARNING***THIS RECORD WILL BE AUTOMATICALLY PURGED IN 39 HOURS.
NAME/PUBLIC,JOHN Q LID/25COP004 ORI/OHOHP0040
VALIDATE THIS COP ALERT AND EXTEND IT FOR AN ADDITIONAL EIGHT HOURS BY TRANSMITTING THE TRANSACTION SHOWN BELOW. IF ADDITIONAL INFORMATION IS AVAILABLE, MODIFY THE COP RECORD. A COP ALERT CANNOT BE USED AS THE BASIS TO STOP, DETAIN OR ARREST A SUBJECT AS SOON AS POSSIBLE, PLEASE REPLACE THE COP RECORD WITH A PERMANENT OR TEMPORARY WW ENTRY. REMOVE THE COP RECORD AS SOON AS THE WW ENTRY IS MADE.
IF YOU WISH TO EXTEND THE ALERT FOR EIGHT MORE HOURS, RUN AN EXT TRANSACTION.
EXT.25COP004
A final notice is also sent to the entering agency four hours before a COP record is automatically purged by the system. This notice has the same format as the notice shown above without the validation option.
MODIFY
Modification of records is restricted to the entering agency.
The following message keys are used to modify a COP record:
MCOP is used to modify the information from the original entry. The following fields are required:
ORI LID COP-ID CONT CT1 INCD
LTCI HOME INCL ALRT
The MCOP transaction gives the option of sending the broadcast after the changes have been made.
COP3 is used to add/modify additional alert text. Up to 18 additional lines can be added. Identify the record to be modified by both LID and COP-ID.
Action code: A (add) D (delete) M (modify)
ALR3: is where the additional text is entered
EXT is used to extend the life of the record. The record is identified by its LID.
The COP3 and the EXT modify transactions will automatically cause another OHALLCOPS broadcast to be sent out with the updated information.
It is required the record be queried to ensure the entry was applied to LEADS. A second party check must be documented and the most current printout retained with the agency records.
DELETE
Deletion of records is restricted to the entering agency.
The message key to delete a COP record is DCOP.
Identify the record by either the LID or COP-ID and one of the following data fields from the record: NAM, OLN, SOC or LIC.
The delete transaction causes another OHALLCOPS broadcast to be sent out with the updated information.
It is required the record be queried to ensure the entry was deleted from LEADS.
COP DATA FIELDS
The Caution Ohio Police record contains the following data.
Field Tag Description
ADR street address of subject
AGE age of subject
ALRT text describing the situation
ALR2 additional text field to describe situation
CID COP record ID assigned by system
CONT contact name
CTY city of residence of subject
CT1 contact phone #
DOB date of birth of subject
DTE date record entered into the database
EYE eye color of subject
HAI hair color of subject
HGT height of subject
HOME home security threat indicator
IDX unique record number assigned by the database
INCD incident date
INCL incident location
INVD SSN of subject
Field Tag Description (continued)
LIC vehicle one – license plate number
LIS vehicle one – license plate state of issue
LIT vehicle one – license plate type
LIY vehicle one – license plate expiration date
LIC2 vehicle two – license plate number
LIS2 vehicle two – license plate state of issue
LIT2 vehicle two – license plate type
LIY2 vehicle two – license plate expiration date
LIC3 vehicle three – license plate number
LIS3 vehicle three – license plate state of issue
LIT3 vehicle three – license plate type
LIY3 vehicle three – license plate expiration date
LIC4 vehicle four – license plate number
LIS4 vehicle four – license plate state of issue
LIT4 vehicle four – license plate type
LIY4 vehicle four – license plate expiration date
LTCI Taylor alert – long term caution indicator
MKE message key
NAM name of subject
OLN operator license number of subject
OLS operator license state of issue of subject
OLY operator license date of expiration of subject
ORI identifying number of the entering agency
RAC race of subject
SEX sex of subject
SMT scars, marks & tattoos of subject
STA state of residence of subject
WGT weight of subject
VIN vehicle one – vehicle identification number
VYR vehicle one – vehicle year
VMA vehicle one – vehicle make
VMO vehicle one – vehicle model
VST vehicle one – vehicle style
VCO vehicle one – vehicle color
VIN2 vehicle two – vehicle identification number
VYR2 vehicle two – vehicle year
VMA2 vehicle two – vehicle make
VMO2 vehicle two – vehicle model
VST2 vehicle two – vehicle style
VCO2 vehicle two – vehicle color
VIN3 vehicle three – vehicle identification number
VYR3 vehicle three – vehicle year
Field Tag Description (continued)
VMA3 vehicle three – vehicle make
VMO3 vehicle three – vehicle model
VST3 vehicle three – vehicle style
VCO3 vehicle three – vehicle color
VIN4 vehicle four – vehicle identification number
VYR4 vehicle four – vehicle year
VMA4 vehicle four – vehicle make
VMO4 vehicle four – vehicle model
VST4 vehicle four – vehicle style
VCO4 vehicle four – color
CONCEALED HANDGUN LICENSE – Table Of Contents
CONCEALED HANDGUN LICENSE .......................................................................................... 2
NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS) ................. 2
INQUIRY..................................................................................................................................... 3
ENTER A CONCEALED HANDGUN LICENSE RECORD .................................................... 3
MODIFY A CONCEALED HANDGUN LICENSE RECORD ................................................. 4
CHANGING THE OWNERSHIP OF A CONCEALED HANDGUN LICENSE RECORD .... 4
CANCEL A CONCEALED HANDGUN LICENSE RECORD ................................................. 5
CONCEALED HANDGUN LICENSE RECORD ..................................................................... 5
DATA FIELDS ASSOCIATED WITH THE CONCEALED HANDGUN LICENSE RECORD ..................................................................................................................................................... 5
Field Tag - Description............................................................................................................. 5
CONCEALED HANDGUN LICENSE
The LEADS Concealed Handgun License was established in 2004 per House Bill 12. Ohio recognizes the concealed handgun license of any non-resident who has a valid concealed handgun license from any other state, regardless of whether Ohio has entered into a reciprocity agreement with that state. The data in this file is entered and updated by Ohio county sheriff’s offices or an agency which does data entry on the behalf of the sheriff’s office. Since Concealed Handgun License holders tend to move from county to county a process was established to allow sheriff’s offices to change ownership of a Concealed Handgun License. See the modify section for this information. All Concealed Handgun License entries remain in the system indefinitely.
Only agencies noted in LEADS Agency files as law enforcement will see Concealed Handgun License information when a person is queried.
NATIONAL INSTANT CRIMINAL BACKGROUND CHECK SYSTEM (NICS)
Ohio House Bill 234 became law on March 23rd, 2015, which requires law enforcement agencies with access to the National Instant Criminal Background Check System (NICS) to verify that concealed handgun license (CHL) applicants are eligible lawfully to receive or possess a firearm in the United States.
The NICS check shall be completed by using the Query NICS and all Protection Orders (QNP – Initial Inquiry) through LEADS with the following purpose codes:
• Purpose Code 14 = Gun Permit of Any Type (NEW or RENEWAL)
• Purpose Code 22 = Disposition of Hand Gun
• Purpose Code 23 = Disposition of Long Gun
• Purpose Code 24 = Disposition of Other (Frame, Receiver, etc.)
• Purpose Code 34 = Gun Permit of Any Type (Revocation, Recheck or Similar Scenario)
Responses received from the QNP can be used to determine CHL eligibility. Law enforcement agencies are encouraged to contact the local prosecutor with questions on determining eligibility.
Additional NICS queries include:
• QND – NCIC Query NICS Denied Transaction File
• QNR – Query NICS Record
• NPN – Proceed Notification (Provides NICS with Final Status of Disposition of Firearms NICS Check)
• NDN – Denial Notification (Provides NICS with Final Status of Disposition of Firearms NICS Check)
For information on NICS, go to the CJIS Launchpad > CJIS Training Documents > NICS or go to the NCIC Operating Manual - NICS Denied Transaction File also located on the CJIS Launchpad or at http://www.leads.ohio.gov/manuals
INQUIRY
The message key to perform a direct query of the Concealed Handgun License File is QCP.
The records may be queried by:
• Name and Date of Birth
• Social Security Number
• Permit Number (this is a system assigned number at entry)
• Local Permit Number
• Index Number (this is a system assigned number at entry)
• LEADS ID Number (this is a system assigned number at entry)
Other message keys, such as DS and QW will also check the Concealed Handgun License File.
If a match of the requested data field(s) is found, the system will return the Concealed Handgun License record displaying it on a purple background.
{P}**** FOR LAW ENFORCEMENT USE ONLY ****
MKE/ CONCEALED HANDGUN LICENSE - PERMANENT
IDX/ZZ11122233 LID/01231230 LEADS GENERATED PERMIT/71-ROS-004402-P
ORI/OH0710000 LOCAL PERMIT NUMBER/71ROS004449
ENTERED ON/20041203 DLI/20080109 LAI/OH0250999
NAM/PUBLIC,JOHN Q SEX/M RAC/W
DOB/19661213 SOC/123456789
ADR/16 HIGH DRIVE,CHILLICOTHE,OH,45601
DATE OF ISSUE/20041202 DATE OF EXPIRE/20081202 COUNTY/71
STATUS/EXPIRED ISSUING SHERIFF NAME/NICHOLS,RONALD L
********************
ISSUING OFFICE IS: ROSS COUNTY SHERIFFS OFFICE 7407731185
LEADS users also have the ability to query other states to see if a person holds a valid Concealed Handgun License.
The message key is CWQ.
The records may be queried by:
• Name and Date of Birth
• Social Security Number
• Permit Number
ENTER A CONCEALED HANDGUN LICENSE RECORD
This function is reserved for sheriff’s offices or their designated data entry agent.
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal or non-entering agency ORI in the ORI field.
The message key to enter a Concealed Handgun License record is ECP (permanent) or TCP (temporary).
The required fields are:
ORI DOI DOE STA ISS
NAM SEX RAC DOB ADR
CTY STA ZIP
• Permit Status (STA)
o A Active
o E Expired
o I Inactive
o R Revoked
o S Suspended
Once the record passes the system edits, the user will receive a message of ‘RECORD ENTERED’ along with a display of the record.
MODIFY A CONCEALED HANDGUN LICENSE RECORD
A modification transaction is used to add, delete, change information, or change ownership on a Concealed Handgun License record.
The message key to modify Concealed Handgun License record is MCP.
Identify the record to be modified by the NAM and LID.
Complete the field(s) to be modified and transmit the data.
Once the transaction passes the system edits, the user will receive a message advising the LEADS record has been modified.
Query the record to ensure the modifications were applied to the record.
CHANGING THE OWNERSHIP OF A CONCEALED HANDGUN LICENSE RECORD
The sheriff’s offices have the ability to take over an existing Concealed Handgun License record when the permit holder has moved from one county to another. The following steps need to be followed by the “new” sheriff’s office in order to change the owning ORI of a Concealed Handgun License record:
• Use the modify Concealed Handgun License transaction (MCP). Identify the record to be modified by its LID and NAM data.
• Put the “new” ORI in the modify ORI field.
Note: 1) The new ORI can be the only information submitted in this transaction.
2) The new ORI must match the ORI that is submitting the transaction.
3) Once the ORI has been successfully modified, the new owning agency may make additional modifications to the record using a MCP transaction.
When the MCP transaction is successful, the original owning agency will receive the following
message:
LEADS AUTOMATED MESSAGE
THIS MESSAGE IS TO INFORM YOU THAT CONCEALED HANDGUN LICENSE HOLDER DOE,JOHN WITH LPN/12345678 HAS REQUESTED CONCEALED HANDGUN LICENSE SERVICE AT OH0990000. THEY HAVE MODIFIED YOUR LEADS RECORD LID/12345678 TO REFLECT THE NEW INFORMATION.
Note: None of the record identifiers that are system assigned at original entry of a record can be modified. So, even though a record changed ownership from Fairfield County to Franklin County, the system assigned permit number will still reflect Fairfield County.
CANCEL A CONCEALED HANDGUN LICENSE RECORD
There is no transaction to cancel a Concealed Handgun License record.
CONCEALED HANDGUN LICENSE RECORD
There is no transaction to clear a Concealed Handgun License record.
DATA FIELDS ASSOCIATED WITH THE CONCEALED HANDGUN LICENSE RECORD
Field Tag Description
CTY county of issuance
DOE date of expiration
DOI date of issuance
IDX index number (assigned by the system at entry)
ISS issuing sheriff’s name
LID LEADS ID number (assigned by the system at entry)
LPN local permit number
MKE message key: ECP is a permanent permit, TCP is a temporary permit.
ORI originating agency identifier
PER permit number (assigned by the system at entry)
STA permit status: A, E, I, R, S
ADR street address of permit holder
CTY city of residence of permit holder
DOB date of birth of permit holder
NAM name of permit holder
RAC race of permit holder
SEX sex of permit holder
SOC social security number of permit holder
STA state of residence of permit holder
ZIP zip code of permit holder
GENERAL INFORMATION – Table of Contents
INTRODUCTION TO THE LAW ENFORCEMENT AUTOMATED DATA SYSTEM (LEADS) .............. 3
LEADS DATA FILES .................................................................................................................................. 4
PROVIDING ORIGINAL INFORMATION TO LEADS OPERATORS ................................................... 4
CRIMINAL JUSTICE PURPOSES .......................................................................................................... 5
INQUIRIES............................................................................................................................................... 6
ON-LINE QUERIES ................................................................................................................................ 7
OFF-LINE SEARCH REQUEST ............................................................................................................. 7
HIT CONFIRMATION............................................................................................................................ 7
CCH INQUIRIES .................................................................................................................................... 7
ADMINISTRATIVE MESSAGES........................................................................................................... 7
AP MESSAGES ........................................................................................................................................ 8
INFORMATION RESOURCES ............................................................................................................... 8
MAINTAINING SYSTEM SECURITY, APPROPRIATE USE AND DISSEMINATION ........................ 8
ASSISTING IN VALIDATION ................................................................................................................... 8
THE INTERNATIONAL JUSTICE AND PUBLIC SAFETY INFORMATION SHARING NETWORK (NLETS) ....................................................................................................................................................... 9
LEADS TRAP FILE ................................................................................................................................... 10
QUERY LEADS DENY FILE (QLD) ........................................................................................................ 10
OHIO BUREAU OF MOTOR VEHICLES (BMV) {QUERY ONLY} .................................................... 10
AUTOMATED TITLE PROCESSING SYSTEM (ATPS) .................................................................... 10
OPERATOR’S LICENSE ....................................................................................................................... 10
OPERATOR’S IM AGE .......................................................................................................................... 11
VEHICLE REGISTRATION .................................................................................................................. 11
EMERGENCY CONTACT QUERY ..................................................................................................... 11
OHIO BUREAU OF CRIMINAL INVESTIGATION (BCI){QUERY ONLY} ....................................... 11
COMPUTERIZED CRIMINAL HISTORY (CCH) ............................................................................... 11
OHIO HOMELAND SECURITY {QUERY ONLY} ................................................................................ 12
OP3 – OHIO PUBLIC PRIVATE PARTNERSHIP {QUERY ONLY} .................................................... 12
EMERGENCY PARTNER CREDENTIALING SYSTEM (EPCS) ...................................................... 12
OHIO DEPARTMENT OF REHABILITATION AND CORRECTIONS {QUERY ONLY} .................. 13
INMATE PROGRESSION SYSTEM (IPS) ........................................................................................... 13
SUPERVISED RELEASE FILE (DEPUTY SUZANNE HOPPER ACT) ................................................. 13
DEPUTY SUZANNE HOPPER ACT (SENATE BILL 7) ..................................................................... 13
NATIONAL CRIME INFORMATION CENTER (NCIC) .................................................................... 13
INTERSTATE IDENTIFICATION INDEX (III) ................................................................................... 14
ORIGINATING AGENCY IDENTIFIER (ORI) .................................................................................... 14
NATIONAL INSTANT BACKGROUND CHECK SYSTEM (NICS) ..................................................... 15
LEADS NEWSLETTERS ........................................................................................................................... 15
REQUIRED LEADS TRAINING FOR CERTIFIED OPERATORS & PRACTITIONERS..................... 15
SECURITY AWARENESS TRAINING ................................................................................................ 16
LEADS TERMINAL AGENCY COORDINATOR (TAC) ....................................................................... 17
LEADS NONTERMINAL TAC (NTAC) Duties and Requirements: ........................................................ 17
ACCESSING LEADS ................................................................................................................................. 18
LEADS OPERATOR CERTIFICATION ................................................................................................... 18
TERMINAL ORI NUMBERS .................................................................................................................... 19
COLORED BACKGROUNDS .................................................................................................................. 19
TELEPHONE NUMBERS .......................................................................................................................... 20
MESSAGE KEYS – PERSON FILES ........................................................................................................ 21
MESSAGE KEYS – VEHICLE FILES ...................................................................................................... 24
MESSAGE KEYS – OTHER FILES .......................................................................................................... 26
MESSAGE KEYS ALPHABETICAL BY NAME .................................................................................... 28
COUNTY NUMBERS ................................................................................................................................ 33
INTRODUCTION TO THE LAW ENFORCEMENT AUTOMATED DATA SYSTEM (LEADS)
In the mid-1960s, many law enforcement administrators began to realize computers could be used in law enforcement operations. At that time, computers were coming into popular use in business and industry to store and retrieve information; computers could accomplish in seconds what it might take hours, days, or even weeks to accomplish by telephone, telegraph, or mail. Law enforcement administrators saw the instant access computers could provide to information would be invaluable for criminal justice purposes. They saw computerized information systems could play a critical role in providing for the security and safety of the officer on the street.
In Ohio, an initial feasibility study was conducted to identify specific areas in which a computerized data system could provide needed services to all law enforcement agencies within the state. This study, funded by the Office of Law Enforcement Assistance of the U.S. Department of Justice, began in July 1966 and determined a computerized data system could provide several critically needed services:
• Statewide storage of crime information
• Immediate response to police inquiries
• Easy access to criminal information files by law enforcement agencies
Given the results of the feasibility study, another federal grant was obtained in October 1967 to begin work actually designing and programming Ohio's LEADS. A coordinating committee was formed to oversee the work of development.
The coordinating committee was chaired by a representative of the Ohio State Highway Patrol, the agency charged with operating LEADS. Other members include, the Buckeye State Sheriff's Association, Ohio Association of Chiefs of Police, Bureau of Criminal Investigation (BCI), police departments representing smaller police departments, county sheriff’s offices representing metropolitan area sheriff’s offices, and the chief justice of the Ohio Supreme Court or his/her designee representing courts. LEADS became operational in November 1968.
Another federal grant was obtained by the State of Ohio while LEADS was being developed and put into operation to assist in providing some 175 additional computer terminals for installation in local law enforcement agencies throughout the state. This five-year grant was funded by the National Highway Traffic Safety Bureau of the U.S. Department of Transportation. With this grant, the total amount of federal grant funding for the development and installation of LEADS came to $4.2 million. The capabilities of LEADS in November 1968 consisted of message- switching among terminals and accessing information in stored mainframe files. Message switching was used and continues to be used to send messages back and forth among law enforcement agencies. Three information files were stored on the mainframe when LEADS first became operational:
• Operator’s license information
• Vehicle registration information
• Auto alert information on stolen cars
The first known hit through LEADS occurred shortly after the system became operational. The Toledo Police Department entered a stolen 1969 Cadillac in the Auto Alert file on December 1, 1968. On May 13, 1969, the FBI in San Juan, Puerto Rico, made an inquiry by serial number and got a hit on the vehicle.
Consider how long it would have taken for FBI personnel in San Juan to find out the vehicle was stolen if they hadn't had access to a computerized data system.
LEADS was not designed only to provide criminal justice information to law enforcement agencies within the State of Ohio. LEADS was also intended to form a vital component of the National Crime Information Center (NCIC) operated by the Federal Bureau of Investigation (FBI) in Clarksburg, West Virginia. NCIC maintains computer files of information provided by each of the fifty states. LEADS users in Ohio can access NCIC files through LEADS, just as users in other states can access NCIC files through their own states' systems. Thus, LEADS provides criminal justice information from across the country to Ohio law enforcement agencies and, at the same time, provides criminal justice information from Ohio to law enforcement agencies across the country.
LEADS DATA FILES
LEADS has many database files which it owns and maintains, as well as the ability to communicate with several other entities and access data from their data files. The certification level of LEADS users will determine what information they have access to and what functions (query, enter, update, etc.) they may perform pertaining to that data.
(The files in italics cannot be modified by end users).
• Agency (agencies who have or had an active agreement with LEADS)
• Caution Ohio Police (COP)
• Concealed Handgun License
• Dental
• Images
• License Plates (stolen / missing)
• Local Weather (loaded from NWS)
• Missing Persons
• ORI (the ORIs that are associated with active agencies)
• Parts (vehicle)
• Persons with Information (associated with Missing Persons PWI)
• Supplemental Data (AKA, SMT, DOB, add on warrants, etc)
• Towed Vehicles
• Trap File (this is a behinds the scene file and not accessible by the end-user)
• Vehicles (stolen / used in a felony)
• Wanted Persons
PROVIDING ORIGINAL INFORMATION TO LEADS OPERATORS
The LEADS access device in your agency is the key link in the LEADS communications chain. It is used to transmit data back and forth to LEADS.
The Ohio State Highway Patrol (OSHP) acts as the Criminal Justice Information System (CJIS) Systems Agency for LEADS.
OSHP provides leadership, monitoring, and assistance to local law enforcement agencies in system operation and integrity.
They oversee administrative safeguards to deny all access by unauthorized persons to LEADS files, computers, or output. OSHP monitors and assists local agencies in updating files to ensure complete, accurate, and current information is available.
Basic policy and procedures for LEADS are recommended by the LEADS Steering Committee.
LEADS was designed to fulfill one basic purpose: to provide for the safety and security of the officer on the street.
A LEADS fully qualified operator (FQO) is defined as someone who can operate a LEADS access device with the capabilities to enter, cancel, clear, modify, query, locate, detain and submit hit confirmations. An inquiry only operator (INQ) is defined as someone who can operate a LEADS access device, with the capabilities to query, locate and submit hit confirmations only.
A LEADS mobile data terminal (MDT) operator is defined as someone who can operate a mobile access device. There is no MDT certification. A MDT operator will have an INQ or FQO certification which permits them to operate a LEADS access device. For training purposes all LEADS operator’s reference the same training material.
A LEADS practitioner is non-certified personnel authorized to receive LEADS data. Non- certified personnel request LEADS information from a certified operator.
Practitioners can help fulfill the basic purpose of LEADS which includes the following:
• Providing accurate and complete information to LEADS operators
• Assisting in the proper dissemination and record keeping of LEADS data
• Maintaining confidentially and integrity of the LEADS information
LEADS certified operators enter new information into system records on a regular basis. Vehicles and other objects are reported stolen, persons are reported missing, warrants are issued, lost property is recovered, and wanted persons are apprehended. It is critical that complete, accurate, current, and legible information is provided.
Criminal Justice Purposes
The term criminal justice is frequently used—criminal justice purposes, criminal justice information, criminal justice agencies. The meaning of the term criminal justice is important in discussing the appropriate use of LEADS capabilities and information.
A criminal justice agency is defined as one of two types of agencies:
• A Court
• A governmental agency or any subunit thereof which performs the administration of criminal justice pursuant to a statute or executive order, and which allocates a substantial part (fifty per cent or more) of its annual budget to the administration of criminal justice.
The administration of criminal justice is the performance of any of the following activities:
• Detection
• Apprehension
• Detention
• Pretrial release
• Post-trial release
• Prosecution
• Adjudication
• Correctional supervision
• 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.
The types of personnel involved in the administration of criminal justice can include a wide range of people in a variety of positions:
• Sworn law enforcement personnel
• Non-sworn personnel and investigative analysts
• Officers of the court
• Probation and parole officers
• Corrections employees
• Prosecutors
• Pathologists and medical examiners
Note: There are some coroner’s offices that are entitled to information. These offices have an assigned ORI ending in K. They may receive information from the Unidentified and Missing Persons Files only.
These definitions are critical in maintaining the security of LEADS and in using and disseminating LEADS information appropriately.
Inquiries
Practitioners can request a wide range of inquiries on the subjects of LEADS and NCIC records. A response is received only if data has been entered and an appropriate inquiry has been made.
For example, inquiries are ran for the following reasons:
• Vehicle or boat registration
• Vehicle or boat reported stolen
• Vehicle reported being used in commission of felony
• License plate reported stolen or missing
• OLN or state issued ID status
• Driving record
• Pending warrant
• Concealed Handgun License (CHL)
• Missing Person entry
• Caution record
• Stolen or recovered gun
• Stolen article or security
• Towed or immobilized vehicle
• Aircraft’s registration
• Hazardous material permits
• Computerized Criminal History(CCH)
Practitioners can obtain other helpful information from LEADS, NCIC, and NLETS inquiries:
• Weather – Information on weather conditions in Ohio and most surrounding states.
• Towed/Immobilized Vehicle – Storage location and conditions for release of vehicles towed by law enforcement agencies in Ohio.
• Aircraft Registration and Tracking – Registration and tracking information is provided for aircraft through NLETS.
• Hazardous Materials – Information provided on hazardous material permits and registered permit holders. This data may be shared with emergency response teams, hazmat crews, homeland security, or EPA response teams as designated.
On-line Queries
LEADS operators query the system for active files. On-line queries provide information almost instantly from current records.
Off-line Search Request
In addition to on-line queries, the practitioner may also request an off- line search. Off-line searches do not provide an instant response but often provide useful information because they search archived data. For example: how many times and by what agency a particular license plate has been run in the past six months.
Note: Off-line search timeframes can go back current year, plus previous six years.
Hit Confirmation
Any agency which receives a record(s) in response to a LEADS and/or NCIC inquiry must confirm the hit on any record(s) which appears to have been entered for the person or property inquired upon prior to taking any of the following actions based upon the hit NCIC record: 1) arresting the wanted person, 2) detaining the missing person, 3) seizing the stolen property, or 4) charging the subject with violating a protection order.
Additionally, an agency detaining an individual on local charges where the individual appears identical to the subject of the wanted person record and is within the geographical area of extradition must confirm the hit.
LEADS and NCIC policy requires the entering agency respond to requests for hit confirmation within 10 minutes or one hour (as determined by the requesting agency) of receiving the request. This hit confirmation policy helps to ensure locating agencies receive a prompt response to their request and provides documentation the record is still valid.
CCH Inquiries
Computerized Criminal History (CCH) inquiries can be a valuable tool in criminal justice operations. Practitioners can request a subject’s criminal history for the administration of criminal justice. Practitioners must provide LEADS operators a specific reason/case number for the inquiry to be made. The CCH file is maintained BCI. Other states’ CCH files can be requested through NLETS or NCIC’s III.
Administrative Messages
An administrative message (AM) may be sent from one terminal to another terminal at another location. The information to be transmitted must be in a prescribed format. Unnecessary messages with superfluous verbiage or embellishments are prohibited. Messages should contain information for criminal justice purposes that cannot be obtained through basic LEADS functions.
LEADS administrative messages must be used for criminal justice purposes. LEADS Administrative Rules specifically state that non-criminal justice messages are prohibited.
Prohibited messages include social announcements, holiday greetings, convention notices, retirement announcements, personal inquiries, employment opportunities, and equipment sales, solicitation of funds for political issues or purposes, and labor-management issues. Practitioners are required to make every reasonable effort to ensure the accuracy, completeness, and conciseness of messages they request to be sent.
AP Messages
Specific restrictions apply to All Point (AP) messages sent using LEADS message switching. LEADS Administrative Rules require that all all-terminal, quadrant, county-of- terminal agency, adjacent-county, and out-of-state messages be strictly controlled to ensure only those messages meeting widespread criminal justice needs are transmitted.
Information Resources
There is online access to various criminal justice information:
• LEADS Administrative Rules
• LEADS Manual
• LEADS Security Policy
• LEADS Newsletters
• NCIC Operating Manual
• NLETS Manual
• NDEX Manual
• NICS Manual
• Various other forms, documents and training information
MAINTAINING SYSTEM SECURITY, APPROPRIATE USE AND DISSEMINATION
All personnel who have access to Criminal Justice Information (CJI) have a responsibility to maintain the security of LEADS and the information it contains. They must ensure LEADS information is disseminated only to authorized personnel for appropriate purposes. LEADS information may only be shared for criminal justice purposes.
If the agency has an Originating Agency Identifier (ORI) and a current agreement on file, they qualify as a criminal justice agency and information can be shared with them.
The LEADS Manual, LEADS Administrative Rules, LEADS Security Policy, NCIC Operating Manual, NLETS User Policy Manual, and the LEADS Newsletters are public record.
ASSISTING IN VALIDATION
Validation is a formal procedure used by LEADS and NCIC to help maintain the integrity of the system.
When records entered into a LEADS or NCIC file by a law enforcement agency are to be validated the agency reviews the record to ensure it contains all available information, all information contained is accurate, and the original report or warrant in the record is still outstanding or current.
Apprehending and recovering agencies need to be able to act on the information contained in a record with reasonable confidence. Validation protects not only the locating agency but the entering agency as well. Validation provides an opportunity for the entering agency to review files periodically and ensure the records the agency has entered meet its legal obligation.
The agency’s legal obligation to maintain complete, accurate, and current information is crucial. If an individual is wrongfully arrested based on incomplete, inaccurate, or non-current information maintained by an agency in LEADS, the individual can sue the agency for damages. Numerous court cases have established the clear liability of criminal justice agencies in this area.
The requirements and schedule for validation are as follows:
• Each record must be validated at 60 to 90 days of its initial entry and annually thereafter.
• Article records are not subject to validation requirements unless Type T (Hazardous), Type Q (Lost or stolen items of identification associated with Public Safety, Homeland Security, and Critical Infrastructure) and Type Z ( Lost or stolen equipment associated with Public Safety, Homeland Security & Critical Infrastructure).
Every month LEADS provides each entering agency with a listing of each record the agency must validate that month. The records are organized in two groups:
• Records entered 60 to 90 days previously – the list of records to be validated received in April would contain all the records entered in January of the current year.
• Records last validated one year ago – records are validated annually after their original validation, all records entered in January would first be validated in April and then validated annually in April thereafter.
When an agency retrieves the list of records to validate each month from LEADS, each record listed must be checked to ensure it contains accurate and complete information and to verify the person or property is still wanted or missing. Your agency may ask you to review your original case files and re-contact original sources of information (i.e. victims, complainants, next of kin of missing persons, insurance companies) to verify the information in the records is still complete, accurate, and current.
Documentation of the response must be provided when re-contacting original sources. A notation in the ongoing case file can identify who was spoken to, the date of contact and status of person/item. This documentation helps establish the information verification as required.
THE INTERNATIONAL JUSTICE AND PUBLIC SAFETY INFORMATION SHARING NETWORK (NLETS)
The International Justice and Public Safety Information Sharing Network (NLETS) formerly known as the National Law Enforcement Telecommunications System is made up of representatives of law enforcement agencies from each of the 50 states, the District of Columbia, Puerto Rico, U.S. Virgin Islands, many Federal law enforcement agencies and the National Insurance Crime Bureau (NICB). There is also a connection to the Canadian Police Information Centre (CPIC). NLETS is incorporated under the laws of the State of Delaware and is a non- profit organization whose purpose is to provide interstate communications to law enforcement, criminal justice and other agencies involved in enforcement of laws.
LEADS TRAP FILE
The LEADS Trap File is a database containing vehicle plate numbers, social security numbers, driver’s license information, VIN numbers and any other pertinent information of officers engaged in high-risk investigations, covert operations, and/or surveillance.
The LEADS Trap File was created for law enforcement agencies who utilize unmarked/undercover vehicles to conduct covert operations and/or surveillance. In some cases, the law enforcement officers involved in the aforementioned operations have also been assigned cover identities.
The nature of their work can result in unplanned contact with other law enforcement officers through traffic stops, citizens’ complaints of suspicious actions, traffic crashes, and routine queries on vehicle registrations.
For more information on the LEADS Trap File refer to Other Transactions.
QUERY LEADS DENY FILE (QLD)
The Query LEADS Deny (QLD) transaction was created to assist in pre-employment checks during the hiring process. This message key is only available to TAC’s and gives them the ability to see if a potential employee has been denied access to LEADS.
The QLD transaction checks against user records and can be queried by OLN or First Name and Last Name. One of three transaction results will be displayed.
For more information on the Query LEADS Deny File refer to Other Transactions.
OHIO BUREAU OF MOTOR VEHICLES (BMV) {QUERY ONLY}
Automated Title Processing System (ATPS)
This file contains information on all businesses and individuals who have a vehicle title, or titles, registered within the state of Ohio. Each inquiry is designed to retrieve different parts of the title information.
Therefore, the data retrieved from ATPS will be determined by which inquiry is selected. This enables the user to focus on certain parts of information associated with the title.
The title information contained within ATPS is for inquiry purposes only. Since this a Bureau of Motor Vehicles file operators cannot enter, cancel, modify, or update information in the file.
Operator’s License
The BMV Operator’s License File contains records of operator licenses and identification cards issued by the State of Ohio. Information contained in the record includes the following:
• Name
• Address
• Sex, date of birth, height, weight, hair color, eye color
• Social Security number
• Operator’s license number, class, expiration date, and date of issue
• Previous operator’s license number (if current renewal, duplicate, or replacement license was issued after October 1, 1979)
• Anatomical donor status
• Endorsements
• Operator’s license status (valid, revoked, or suspended)
• Restrictions (e.g., corrective lenses, mirrors) Driving convictions
Operator’s Im age
The BMV Image File contains pictures of those persons who were issued an operator’s license or identification card by the State of Ohio.
Vehicle Registration
The BMV’s Vehicle Registration File contains information about vehicles registered in Ohio and about their owners. Information on these records includes:
• Vehicle license plate number, year of expiration, and type
• Owner’s name, Social Security Number, and sticker or control number
• Owner’s full address, including ZIP, county, and state code
• Vehicle identification number, year, make, model and color; date vehicle purchased
• Vehicle title number and odometer reading at time of purchase; weight (for commercial vehicles only)
• Date vehicle license plate issued; agency number of BMV registrar; application number; previous license plate number, and the plate color
Emergency Contact Query
The BMV maintains a database to track next of kin. This file contains emergency contact information for persons issued an Ohio driver license, commercial driver license, temporary permit or state ID card.
OHIO BUREAU OF CRIMINAL INVESTIGATION (BCI){QUERY ONLY}
Computerized Criminal History (CCH)
One of the most sensitive files accessed through LEADS is the Computerized Criminal History (CCH) file. This file contains the criminal histories of individuals in Ohio. Information is stored in the CCH file on all arrests and adjudications of individuals in the state, whether those individuals are residents of Ohio or not. CCH records reflect the continuing history on an individual in Ohio, so they are updated every time an active case progresses from one stage to another of the criminal justice process. The Ohio Attorney General’s Office at BCI is the central repository for this information.
Juvenile BCI records are maintained starting at age 14.
The CCH records of individual states are not entered in NCIC files. Instead, NCIC maintains the Interstate Identification Index (III), which lists the individual states that have a CCH record on an individual. LEADS users can find out which other states have CCH records on an individual by querying the III; the CCH records of those other states are then accessed through NLETS. FBI identification records of individuals’ criminal history are also maintained in the III and can be accessed through NLETS.
A CCH record contains information identifying the individual and detailing his or her specific criminal history in the state:
• Name, state ID number, and FBI number of the individual
• Sex, race, birth date, height, weight, eye color, hair color, and birth place of the individual
• An accounting of the individual’s progress through the state’s criminal justice system, organized by individual arrests:
o Arrest: Date of arrest, arresting agency, case number, name used, and charge
o Trial or other resolution: Court of jurisdiction, court number, case number, charges, date of trial or other resolution, disposition (including sentence if appropriate)
o Appeal or retrial: Court of jurisdiction, court number, case number, charges, date of trial or other resolution, disposition (including sentence if appropriate)
o Release, parole, or probation: name of receiving agency, case number, and status of individual (if appropriate); date of action
Each record also contains a reminder the record only contains information from a single state and the information should only be considered current for the date of request.
OHIO HOMELAND SECURITY {QUERY ONLY}
The Scrap Metal File is maintained by the Ohio Department of Public Safety Homeland Security. This file contains all registered scrap metal and bulk merchandise container dealers so our users can retrieve a list of active dealers.
To verify information, visit the Ohio Homeland Security website at
www.homelandsecurity.ohio.gov.
OP3 – OHIO PUBLIC PRIVATE PARTNERSHIP {QUERY ONLY}
Emergency Partner Credentialing System (EPCS)
The Emergency Partner Credentialing System (EPCS) is part of the Communications and Information Management System that was created by the Ohio Homeland Security and the Ohio Department of Public Safety. EPCS allows our users to verify persons or vehicles that have been approved by Ohio Homeland Security and the Ohio Emergency Management Agency (EMA) to have access to geographic areas that have restricted access due to a catastrophic event. Persons that have been granted access to these areas are private sector persons that are to help facilitate the quality of life to the affected community more quickly (i.e. deliver food, medication, emergency supplies, inspect/restore utilities, etc.).
EPCS does not supersede the authority of local authorities to deny access to affected areas due to the restricted area being unsafe or unstable.
For more information about OP3, visit Ohio Homeland Security’s OP3 website at https://homelandsecurity.ohio.gov/op3.stm.
OHIO DEPARTMENT OF REHABILITATION AND CORRECTIONS {QUERY ONLY}
Inmate Progression System (IPS)
The Inmate Progression System (IPS) is maintained by the Ohio Department of Rehabilitation and Corrections (ODRC). It is used to track the progress of its clients through the corrections system. ODRC provides LEADS with a fresh copy of IPS data on a daily basis so our users can retrieve inmate, parole, and probation information.
To verify information, visit the ODRC website at www.drc.ohio.gov.
SUPERVISED RELEASE FILE (DEPUTY SUZANNE HOPPER ACT)
Deputy Suzanne Hopper Act (Senate Bill 7)
Hopper Act requires reporting of mental health information
Ohio’s new Deputy Suzanne Hopper Act requires that courts report certain mental health information to law enforcement for inclusion in the National Crime Information Center (NCIC).
Effective Sept. 4, 2013, the act amended Ohio Revised Code Section 2945.402 and added Section 2929.44 to require courts to report the following to the original law enforcement agency involved:
• The conditional release of a person found incompetent to stand trial
• A finding of not guilty by reason of insanity
• The mental health evaluation or treatment orders for a person convicted of a violent offense
Beginning Jan. 1, 2014, per Sup. R. 95, courts are to use Form 95: NCIC Mental Health Notice to report this information. The original law enforcement agency is then responsible for entering the mental health information into NCIC through LEADS so that local officers can access it when needed.
Law enforcement must access NCIC information through LEADS. Because this mental health information is provided directly to NCIC, an individual’s record cannot be flagged to indicate more information is available through LEADS. Information related to these reports is not available through OHLEG.
NATIONAL CRIME INFORMATION CENTER (NCIC)
(The files in italics cannot be modified by end users).
• Articles
• Boats
• Foreign Fugitives
• Gang
• Gun
• Identity Theft
• Interstate Identification Index (III)
• Image
• Immigration Violator
• Known or Appropriately Suspected Terrorist File (KST)
• License Plate
• Missing Person
• Originating Agency Identifier (ORI)
• Other Transactions
• Persons with Information (associated with Missing Person PWI)
• Protection Order
• Protective Interest
• Securities
• Sexual Offender Registry
• Supervised Release
• Unidentified Person
• Vehicle
• Vehicle / Boat Parts
• Violent Persons
• Wanted Person
Interstate Identification Index (III)
The III is parallel with Ohio’s BCI CCH File.
NCIC maintains a record of the states that have a CCH record on an individual. LEADS users can learn which states these are by querying the III using the individual FBI number or state ID (SID) number.
Appropriate state agencies are automatically notified by NCIC of the inquiry through NLETS and will immediately send either the appropriate record or a notice of when the record will be sent. (Pennsylvania, for example, only provides records through the mail).
In addition, NCIC responds to LEADS users by an on-screen response listing the agencies who will respond and their identification numbers.
CCH records maintained by other states and FBI identification records are very similar to BCI’s CCH records. They provide identifying information about the individual and a detailed accounting of the individual’s criminal history, organized by arrests. The CCH records of another state will only provide information on the individual’s history in that state.
Originating Agency Identifier (ORI)
Included in NCIC’s ORI File are records of all ORIs issued to domestic criminal justice agencies. Out-of-State ORI information is also available through NLETS. LEADS users may query the file to determine the exact name, address, and telephone number of the agency.
Terminal agencies must use the non-terminal ORI for inquiry functions when the request is initiated by the non- terminal agency. ORI substitution does not apply when entries are made for the non-terminal agencies.
Note: ORI substitution does not apply to CCH transactions.
NATIONAL INSTANT BACKGROUND CHECK SYSTEM (NICS)
The creation of the NICS system was mandated by the Brady Handgun Violence Prevention Act of 1993. The NICS system was officially launched by the FBI in November of 1998.
The mission of NICS is to enhance national security and public safety by providing the timely and accurate determination of a person’s eligibility to possess firearms and/or explosives in accordance with federal law.
Sheriffs are required by Ohio law (ORC 311.41) to conduct NICS checks to verify concealed handgun license applicants are eligible to lawfully possess a firearm. The NICS check is completed through the LEADS system. Refer to the Concealed Handgun License (CHL) section for more information.
Additionally, access to NICS is available to law enforcement for the purposes of disposing of a firearm to a potential transferee. Conducting a NICS check for the disposition of a firearm is not federally mandated, but it is strongly encouraged to ensure the transferee is eligible to possess firearms in accordance with federal law.
Ohio Administrative Code Section 4501:2-10-03(C)(11) requires agencies participating in LEADS to enter protection orders and warrants, which meet state or federal firearm prohibition criteria, within 72 hours of receipt..
Refer to the Wanted Person File section of the LEADS Manual for more information on ensuring all disqualifying records are accessible by the NICS.
LEADS NEWSLETTERS
The LEADing News is distributed twice a year, SPRING and FALL. The required retention period is current year plus previous three years. All certified operators are required to read the LEADing News.
REQUIRED LEADS TRAINING FOR CERTIFIED OPERATORS & PRACTITIONERS
LEADS certified operators are required to receive training in the following correspondence within six months of initial assignment. This initial training must be maintained on file with the agency for the length of employment:
• LEADS ADMINISTRATIVE RULES
• LEADS MANUAL
• LEADS SECURITY POLICY
• LEADING NEWS (current year + previous 3 years)
• TAC IN-SERVICE (current year + previous3 years)*
• NCIC MANUAL
• NLETS USER POLICY MANUAL
• BCI MANUAL (if applicable)
* MDT only agencies are not required to receive the TAC IN-SERVICE training.
LEADS practitioners are required to receive training in the following correspondence within six months of initial assignment. This initial training must be maintained on file with the agency for
the length of employment:
• LEADS ADMINISTRATIVE RULES
• LEADS MANUAL (General Information)
• CJIS ONLINE - SECURITY AWARENESS TRAINING
Security Awareness Training
Basic security awareness training shall be required within six months of initial assignment and biennially thereafter for all personnel who have access to CJI to include all personnel who have unescorted access to a physically secure location.
nexTEST provides security awareness (Level 3) to all LEADS certified operators. This required training is linked to the LEADS certification test.
See the LEADS Security Policy for more information.
Note: Practitioner training in the LEADS Manual stops here.
LEADS certified operators must continue to read entire manual.
LEADS TERMINAL AGENCY COORDINATOR (TAC)
LEADS TAC Duties
• Attend the new TAC indoctrination training within six months of appointment;
• Train LEADS terminal operators in all facets of LEADS operations;
• Train other affected personnel as to the operational capabilities of LEADS: LEADS administrative rules, and authorized use/dissemination;
• Ensure each operator reviews training materials within six months of hire and is recertified every two years;
• Attend TAC In-service training sessions (Assistant TACs and MDT only agency TACs are not required to attend);
• Document review of all information from LEADS, including but not limited to: o Manuals
o Newsletters
o Training materials
• Maintain agency level records of LEADS certified operators, Practitioners (non-certified personnel) and LEADS Administrator Training for the length of employment;
• Notify LEADS of any operator changes on the LEADS OPERATOR UPDATE (LOU) form;
• If applicable, review (second party check) all entries within a reasonable time frame for a accuracy and completeness, and modify/cancel entries as needed;
• If applicable, properly complete the monthly records validation;
• Ensure all applicable LEADS agreements are current
LEADS TAC Requirements
• Knowledge of responsibilities, functions, organization structure, purpose, goals and objectives of the agency;
• Knowledge of criminal justice methods, procedures and programs;
• Knowledge of the NCIC, NLETS, and LEADS rules, regulations and guidelines. This knowledge includes but is not limited to: being familiar with what services are available, user agreements, and nonterminal agency access;
• Knowledge of all procedures concerning broadcast messages and their proper use;
• Participate in audits conducted by LEADS staff
LEADS NONTERMINAL TAC (NTAC) Duties and Requirements
• Train affected personnel (Practitioners – non-certified personnel) as to the capabilities of LEADS administrative rules, and authorized use/dissemination;
• Ensure all Practitioners update their CJIS online Security Awareness Training every two
years;
• Maintain agency level records of Practitioners and LEADS Administrator Training for the length of employment;
• Participate in audits conducted by LEADS staff;
• Serve as point of contact for LEADS security related matters;
• Ensure all applicable LEADS agreements are current;
• Meet the requirements stated in the LEADS Administrative Rules 4501:2-10-4
ACCESSING LEADS
Certified LEADS operators can access LEADS and NCIC files using the criteria set forth in the LEADS and NCIC Manuals.
These files and data allow LEADS to store the NIC number when a record is entered into NCIC, which gives operators the ability to enter the NIC as a record identifier when processing transactions.
Records entered into LEADS files are assigned a unique index number. It is denoted as IDX. This number is displayed when the record is entered and can be used to query the record.
LEADS OPERATOR CERTIFICATION
Exam Retrieval
When an operator is ready to test, the agency TAC shall instruct them on how to retrieve the exam in nexTEST. Operators are permitted to use all resources available on the CJIS Launchpad and the LEADS public web site (www.leads.ohio.gov). The TAC is permitted to assist the operator with researching the resources; however, they cannot give the operators the answers nor are TACs permitted to take the test for them.
Any operator who has failed the LEADS certification test three consecutive times will be automatically DISABLED from nexTEST and Messenger. The agency TAC is required to re- train the operator. The TAC must also submit a LEADS Operator Update (LOU) Form, select the Requested Action “MODIFY”, and indicate in the Text Field the operator has been re-trained and is ready to re-test.
Once the operator passes their test, their LEADS certification is valid for two years.
The list below indicates the current certifications available in LEADS. All tests must be completed within 8 hours.
• TAC/NETAC test is 45 questions
• TAC/NETAC w/CCH is 70 questions
• FQO (Fully Qualified Operator) test is 35 questions (Entry capability)
• FQO w/CCH is 60 questions
• INQ (Inquiry Only Operator) test is 35 questions (Non-entering capability)
• INQ w/CCH is 60 questions
Grading the Exam
The exam will be graded immediately upon submission; grades will be displayed in percentages. Upon a passing grade (70%), a printable certificate will be available.
TERMINAL ORI NUMBERS
The following section contains a selected list of agency ORIs. Should an agency need assistance from one of the agencies listed the ORI may used to contact them.
OHLEADSCY LEADS Control: General questions.
OHBCI0000 BCI: Computerized Criminal History (CCH) matters.
OHBCI0010 BCI: Criminal Intelligence
OHBMV065V Titles and VIN information will be in operation during BMV business hours, Monday through Friday. For lien information, check the county where the vehicle is titled.
ILNATBC00 National Insurance Crime Bureau - N.I.C.B. (Chicago) DCFBIWAD2 National Crime Information Center - N.C.I.C. (Clarksburg, WV) DCINTER00 INTERPOL (Washington, D.C.)
DCDOS015V Department of State Diplomatic Operator Permits
VTINS0700 Immigration and Customs Enforcement
COLORED BACKGROUNDS
Records are displayed with different colored backgrounds for easier recognition:
• Red o Wanted Persons with a caution indicator
o Stolen vehicles
o Stolen license plates
o COP entries (Immediate Threat, Taylor Alert, Homeland Security Alert)
o Amber Alert / Endangered Missing Adult Alert
• Blue o Wanted Persons without a caution indicator
o Blue Alert
• Green o Missing Persons
o Hit Confirmation request/response
• Yellow o All NCIC responses
• Purple o Concealed Handgun License
TELEPHONE NUMBERS
BCI (Bureau of Criminal Investigation) .........................................................................740-845-2000
BMV (Bureau of Motor Vehicles) ..................................................................................614-752-7500
BMV Digital Photos .....................................................................................................614-752-7638
Federal Protection Services...........................................................................................216-522-7280
Fingerprinting Supplies................................................................................................202-324-5262
FAX................................................................................................................................202-324-4019
Gun Tracing FAX ........................................................................................................800-578-7223
Homeland Security………………………………….………..……………………….202-282-8300 IAFIS (Integrated Automated Fingerprint Identification System)..................................614-466-8204 ICE Law Enforcement Support Center ...........................................................................800-375-5283 INTERPOL ..................................................................................................................202-616-9000
IPS (Inmate Progression System ........................................................................... …..614-752-1114
........................................................................................................................................614-752-1093
........................................................................................................................................614-752-1133
........................................................................................................................................614-752-1062
Navy Absentee Apprehension......................................................................................800-423-7633 FAX................................................................................................................................708-688-6745
NIBRS (National Incident Based Reporting System)....................................................614-466-8185 Railroad
CSX………………………………………………………………………………800-232-0144
Norfolk and Southern.......................................................................................800-453-2530
Secret Service Headquarters ..........................................................................................202-406-5000
Stolen Credit Cards
American Express ............................................................................................800-231-4800
Discover ...........................................................................................................800-347-2683
MasterCard.......................................................................................................800-231-1750
VISA ................................................................................................................800-367-8472
MESSAGE KEYS – PERSON FILES
Convicted Person on Release
Query QW
Enter EC
Enter – supplemental data ECN
Enter – fraudulent data ECNS
Modify MC
Cancel XC
Cancel – supplemental data XCN
Cancel – fraudulent data XCNS
Clear CC
Canadian Queries
License File UQ
Wanted Persons WQ
Caution Ohio Police
Query – Hot Sheet Retrieval COPP
Enter ECOP
Modify MCOP
Modify – additional alert text COP3
Modify – record extension EXT
Delete DCOP
Conceal Carry
Query QCP
Enter – Permanent ECP
Enter – Temporary TCP
Modify MCP
Query – out of state CWQ
Criminal History
Query – Canadian – Criminal History Index IQ
Query – Canadian – Criminal History Record FQ
Query – NCIC III – Criminal History Record QR
Query – NCIC – III – Inquiry Transaction QWI
Query – NLETS – Index Inquiry IQ
Query – NLETS – Record Inquiry FQ Query – NLETS – Administrative History Inquiry AQ Query – NLETS – Administrative History Response AR
Query – Ohio – BCII QRO/ZIO/QHO/ZCO
Query – Ohio – Name or Number ZSO
Query – Ohio – Request a page of hits HITZ
Query – Ohio – Specific cycle criminal history ITN
Driver License Queries
By Name DN (in state)
By Key DK
By all BMV photo BMVIMG
By current BMV photo BMVIMS
By OLN DL
By SSN DS
Emergency Contact by OLN ECL
Emergency Contact by SSN ECS
Emergency Contact by KEY ECK
By Name or OLN DQ (out of state)
License History by Name KQ
License History by OLN KQ
Mexican Federal Commercial by OLN DQ
Gang/Terrorist
Query – group QGG
Query – member QGM
Enter – group EGG
Enter – group supplemental data EGGN
Enter – member EGM
Enter – member supplemental data EGMN
Modify – group MGG
Modify – member MGM
Cancel – group XGG
Cancel – group supplemental data XGGN
Cancel – member XGM
Cancel – member supplemental data XGMN
Identity Theft
Query QID
Enter – base record EID
Enter – supplemental data EIN
Modify MID
Cancel – base record XID
Cancel – supplemental CIN
Inmate Progression System
Query – LEADS IPSQ
Missing Persons
Query QM
Query QW
Query – records entered by month/ORI WAR
Enter EM
Enter – supplemental data EMN
Enter – dental data ED
Modify MM
Modify – dental data MD
Locate LM
Clear CM
Cancel XM
Cancel – supplemental data XMN
Cancel – dental data XD
Persons with Information
Enter EMP
Enter - supplemental data EMPN
Modify MMP
Cancel XMP
Cancel – supplemental data XMPN
Protective Interest
Enter EPI
Enter - supplemental ENPI
Modify MPI
Cancel XPI
Cancel - supplemental XNPI
Protective Order
Query QPO
Enter EPO
Enter – supplemental data ENPO
Modify MPO
Clear CPO
Cancel XPO
Cancel – supplemental data XNPO
Scrap Metal
Query SCRPQ
Sex Offenders
Query – NCIC QXS
Enter – NCIC EXS
Enter – NCIC – supplemental data EXSN
Modify – NCIC MXS
Clear – NCIC CXS
Cancel – NCIC XXS
Cancel –NCIC – supplemental data XXSN
Query – NLETS SOQ
Relocation Notify – NLETS SON
Unidentified Persons
Query QU
Enter – deceased EUD
Enter – living EUL
Enter – victim EUV
Enter – supplemental data EUN
Enter – dental data ED
Modify MU
Modify – dental data MD
Clear CU
Cancel XU
Cancel – supplemental data XUN
Cancel – dental data XD
Violent Persons
Enter EVP
Enter – supplemental data ENVP
Modify MVP
Cancel XVP
Cancel - supplementaldata XNVP
Wanted Persons
Query QW
Query – LEADS Hotfile only WW
Query – warrants by zip code ZIP
Query – records entered by month/ORI WAR
Enter EW
Enter – supplemental data EN
Enter – fraudulent data ENS
Enter – dental data ED
Enter – add on warrant AWW
Enter – detainer info DW
Modify MW
Modify – dental data MD
Modify – detainer MDW
Locate LW
Clear CW
Cancel XW
Cancel – supplemental data XN
Cancel – fraudulent data XNS
Cancel – dental data XD
Cancel – add on warrant CWW
Cancel – detainer info XDW
MESSAGE KEYS – VEHICLE FILES
Stolen Vehicles
Query QV
Enter EV
Modify MV
Cancel XV
Locate LV
Clear CV
Felony Vehicles
Query QV
Enter EF
Modify MF
Cancel XF
Locate LF
Clear CF
Towed Vehicles
Query TV
Enter ET
Modify MT
Cancel XT
Clear CT
Stolen Plates
Query QV
Enter EL
Modify ML
Cancel XL
Locate LL
Clear CL
Stolen Vehicle/Boat Parts
Query QV
Enter EP
Modify MP
Cancel XP
Locate LP
Clear CP
Stolen Boat
Query QB
Enter EB
Modify MB
Cancel XB
Locate LB
Clear CB
Canadian Queries
Registration XQ
Stolen VQ
Vehicle Registration Queries
By License Plate RP (in state)
By Vehicle Id Number RV
By License or VIN RQ (out of state)
Boat BQ
Snowmobile SQ
Automated Titling System
Dealer Plate ATDP
Title Number ATNUM
Title Number – Summary ATSUM
Vehicle Identification Number ATVIN
Social Security Number ATSSN
Additional Owner ATADD
Title Owner’s Name ATNAM
Business Name ATBUS
Dealer Name ATDLR
Water Craft or Boat Motor Number ATWIN
Title Number of Lein Inquiry ATLN
Paging Options with Title Queries ATPG
MESSAGE KEYS – OTHER FILES
Article File
Query QA
Query – Canadian CAQ
Enter – single EA
Enter – consecutively serialized EAA
Modify MA/MAA
Locate LA/LAA
Cancel XA/XAA
Clear CA/CAA
Boat File
Query QB
Query – Canadian CBQ
Enter – single EB
Modify MB
Locate LB
Cancel XB
Clear CB
Gun File
Query QG
Query – Canadian CGQ
Enter – stolen EG
Enter – recover ERG
Enter – lost ELG
Enter – felony EFG
Modify MG/MRG/MLG/MFG
Locate LG/LLG/LFG
Cancel XG/XRG/XLG/XFG
Clear CG/CRG/CLG/CFG
Image File
Query QII
Enter EIM
Modify MII
Cancel XIM
National Insurance Crime Bureau
Query – all files NAQ
Query – impound/export files NIQ
Enter – impound record NEI
Modify – impound record NUI
Cancel – impound record NCI
ORI Files
Query – NCIC QO
Query – NLETS Orion TQ
Query – LEADS Agency/ORI QORI
Query – LEADS ORI Online Statistics OSFINQ
Securities File
Query QS
Query – Canadian CSQ
Enter – single ES
Enter – consecutively serialized ESS
Modify MS/MSS
Locate LS/LSS
Cancel XS/XSS
Clear CS/CSS
Hit Confirmations
Request YQ
Respond YR
Administrative Messages AM
Escaped Violent Felon Notification EVFNOT
Weather
Ohio National Weather Service NWS
Outside of Ohio WQ
Commercial Vehicle Query ACQ/AVQ
FAA Aircraft Tracking GQ
Hazardous Material Query MQ
INS Criminal Alien Query IAQ
Wildlife Crime Information System Query WLQ
Parole, Probation & Corrections Query PAQ
Parole by Name or Number PPQ
Probation by Name or Number PBQ
Corrections by Name or Number PCQ
State Warrant Database – outside of Ohio SWQ Interpol
Travel Documents – Full Query FTQ
Wanted Person – Full Query FPQ
Vehicle – Full Query FVQ
Travel Document – Detailed Query ITQ
Wanted Person – Detailed Query IPQ
Vehicle – Detailed Query IVQ
MESSAGE KEYS ALPHABETICAL BY NAME
Administrative Messages AM
Article file – cancel XA/XAA
Article file – clear CA/CAA
Article file – enter consecutively serialized EAA
Article file – enter single EA
Article file – locate LA/LAA
Article file – modify MA/MAA
Article file – query QA
Article file – query Canadian CAQ
Automated Titling System Additional Owner ATADD
Automated Titling System by Business Name ATBUS
Automated Titling System by Dealer Name ATDLR
Automated Titling System by Dealer Plate ATDP
Automated Titling System by SSN ATSSN
Automated Titling System by Title Number ATNUM
Automated Titling System by Title Owner’s Name ATNAM
Automated Titling System by VIN ATVIN Automated Titling System Paging Options with Title Queries ATPG Automated Titling System Title Number of Lien Inquiry ATLN Automated Titling System Title Number Summary ATSUM Automated Titling System Watercraft or Boat Motor Number ATWIN Boat file – cancel XB
Boat file – clear CB
Boat file – enter EB
Boat file – locate LB
Boat file – modify MB
Boat file – query Canadian CBQ
Boat file – query QB
Boat registration – query BQ
Canadian – Criminal History Index – query IQ
Canadian – Criminal History Record – query FQ
Canadian stolen vehicle – query VQ
Canadian vehicle registration – query XQ
Carry Conceal Permit – modify MCP
Carry Conceal Permit – query out of state CWQ
Caution Ohio Police - delete DCOP
Caution Ohio Police – enter ECOP
Caution Ohio Police – modify additional alert text COP3
Caution Ohio Police – modify record extension EXT
Caution Ohio Police – modify MCOP
Caution Ohio Police – query Hot Sheet Retrieval COPP
Commercial Vehicle Query ACQ/AVQ
Conceal Carry Permit – query QCP
Convicted person on release – cancel XC Convicted person on release – cancel fraudulent data XCNS Convicted person on release – cancel supplemental data XCN Convicted person on release – clear CC
Convicted person on release – enter EC
Convicted person on release – enter fraudulent data ECNS Convicted person on release – enter supplemental data ECN
Convicted person on release – modify MC
Convicted person on release – query QW
Corrections by Name or Number PCQ
Driver’s license query by all BMV photo BMVIMG
Driver’s license query by current BMV photo BMVIMS
Driver’s license query by Name or OLN DQ (out of state)
Driver’s license query by name DN (in state)
Driver’s license query by OLN DL
Driver’s license query by SSN DS
Emergency Contact by KEY ECK
Emergency Contact by OLN ECL
Emergency Contact by SSN ECS
Escaped Violent Felon Notification EVFNOT
FAA Aircraft Tracking GQ
Felony Vehicles – cancel XF
Felony Vehicles – clear CF
Felony Vehicles – enter EF
Felony Vehicles – locate LF
Felony Vehicles – modify MF
Felony Vehicles – query QV
Gang/terrorist – cancel group XGG
Gang/terrorist – cancel group supplemental data XGGN
Gang/terrorist – cancel member XGM
Gang/terrorist – cancel member supplemental data XGMN
Gang/terrorist – enter group EGG
Gang/terrorist – enter group supplemental data EGGN
Gang/terrorist – enter member EGM
Gang/terrorist – enter member supplemental data EGMN
Gang/terrorist – modify group MGG
Gang/terrorist – modify member MGM
Gang/terrorist query – group QGG
Gang/terrorist query – member QGM
Gun file – cancel XG/XRG/XLG/XFG
Gun file – clear CG/CRG/CLG/CFG
Gun file – enter felony EFG
Gun file – enter lost ELG
Gun file – enter recovered ERG
Gun file – enter stolen EG
Gun file – locate LG/LLG/LFG
Gun file – modify MG/MRG/MLG/MFG
Gun file – query Canadian CGQ
Gun file – query QG
Hazardous Material Query MQ
Hit Confirmation Request YQ
Hit Confirmation Response YR
Identity theft – cancel – base record XID
Identity theft – cancel – supplemental CIN
Identity theft – enter – base record EID
Identity theft – enter – supplemental data EIN
Identity theft – modify MID
Identity theft – query QID
Image file – cancel XIM
Image file – enter EIM
Image file – modify MII
Image file – query QII
Inmate Progression System query – LEADS IPSQ
INS Criminal Alien Query IAQ
Interpol Travel Document – Detailed Query ITQ
Interpol Travel Documents – Full Query FTQ
Interpol Vehicle – Detailed Query IVQ
Interpol Vehicle – Full Query FVQ
Interpol Wanted Person – Detailed Query IPQ
Interpol Wanted Person – Full Query FPQ
License file – Canadian queries UQ
License History by Name KQ (out of state)
License History by OLN KQ (out of state)
Mexican Federal Commercial by OLN DQ
Missing persons – cancel – dental data XD
Missing persons – cancel – supplemental data XMN
Missing persons – cancel XM
Missing persons – clear CM
Missing persons – enter dental data ED
Missing persons – enter supplemental data EMN
Missing persons – enter EM
Missing persons – locate LM
Missing persons – modify dental data MD
Missing persons – modify MM
Missing persons – query records entered by month WAR
Missing Persons – query records entered by ORI WAR
Missing persons – query QM
Missing persons – query QW
Missing persons with information – cancel XMP Missing persons with information – cancel supplemental XMPN Missing persons with information - enter EMP Missing persons with information – enter supplemental EMPN Missing persons with information – modify MMP National Insurance Crime Bureau – cancel impound record NCI National Insurance Crime Bureau – enter impound record NEI National Insurance Crime Bureau – modify impound record NUI National Insurance Crime Bureau – query all files NAQ National Insurance Crime Bureau – query impound/export files NIQ NCIC – query III QWI
NCIC – query III Criminal History Record QR
NLETS – query Administrative History Inquiry AQ
NLETS – query Administrative History Response AR
NLETS – query Index Inquiry IQ
NLETS – query Record Inquiry FQ
Ohio – query BCII QRO/ZIO/QHO/ZCO
Ohio – query Name or Number ZSO
Ohio – query specific cycle criminal history ITN
Ohio – query to request a page of hits HITZ
ORI file – query LEADS Agency/ORI QORI
ORI file – query LEADS ORI Online Statistics OSFINQ
ORI file – query NCIC QO
ORI file – query NLETS Orion TQ
Parole by Name or Number PPQ
Parole, Probation & Corrections Query PAQ
Permanent Carry Conceal Permit – permit ECP
Probation by Name or Number PBQ
Protection Order – cancel supplemental data XNPO
Protection Order – cancel XPO
Protection Order – clear CPO
Protection Order – enter supplemental data ENPO
Protection Order – enter EPO
Protection Order – modify MPO
Protection Order – query QPO
Protective Interest – cancel XPI
Protective Interest – enter EPI
Protective Interest – modify MPI
Protective Interest – enter stolen/fraudulent ENPS
Protective Interest – enter supplemental data ENPI
Protective Interest – cancel stolen/fraudulent XNPS
Protective Interest – cancel supplemental data XNPI
Scrap Metal – query SCRPQ
Securities file – cancel XS/XSS
Securities file – clear CS/CSS
Securities file – enter consecutively serialized ESS
Securities file – enter single ES
Securities file – locate LS/LSS
Securities file – modify MS/MSS
Securities file – query Canadian CSQ
Securities file – query QS
Sex Offenders – cancel NCIC supplemental data XXSN
Sex Offenders – cancel NCIC XXS
Sex Offenders – clear NCIC CXS
Sex Offenders – enter NCIC supplemental data EXSN
Sex Offenders – enter NCIC EXS
Sex Offenders – modify NCIC MXS
Sex Offenders – query NCIC QXS
Sex Offenders – query NLETS SOQ
Sex Offenders – relocation notify NLETS SON
Snowmobile registration – query SQ
State Warrant Database – outside of Ohio SWQ
Stolen Boat – cancel XB
Stolen Boat – clear CB
Stolen Boat – enter EB
Stolen Boat – locate LB
Stolen Boat – modify MB
Stolen Boat – query QB
Stolen Plates – cancel XL
Stolen Plates – clear CL
Stolen Plates – enter EL
Stolen Plates – locate LL
Stolen Plates – modify ML
Stolen Plates – query QV
Stolen Vehicle/Boat Parts – cancel XP
Stolen Vehicle/Boat Parts – clear CP
Stolen Vehicle/Boat Parts – enter EP
Stolen Vehicle/Boat Parts – locate LP
Stolen Vehicle/Boat Parts – modify MP
Stolen Vehicle/Boat Parts – query QV
Stolen Vehicles – cancel XV
Stolen Vehicles – clear CV
Stolen Vehicles – enter EV
Stolen Vehicles – locate LV
Stolen Vehicles – modify MV
Stolen Vehicles – query QV
Temporary Carry Conceal Permit – enter TCP
Towed Vehicles – cancel XT
Towed Vehicles – clear CT
Towed Vehicles – enter ET
Towed Vehicles – modify MT
Towed Vehicles – query TV
Unidentified Persons – cancel dental data XD
Unidentified Persons – cancel supplemental data XUN
Unidentified Persons – cancel XU
Unidentified Persons – clear CU
Unidentified Persons – enter deceased EUD
Unidentified Persons – enter dental data ED
Unidentified Persons – enter living EUL
Unidentified Persons – enter supplemental data EUN
Unidentified Persons – enter victim EUV
Unidentified Persons – modify dental data MD
Unidentified Persons – modify MU
Unidentified Persons – query QU
Vehicle registration by license or VIN RQ (in state)
Vehicle registration by license plate – query RP (in state)
Vehicle registration by vehicle ID number RV
Violent Persons – cancel XVP
Violent Persons – cancel supplemental XNVP
Violent Persons – enter EVP
Violent Persons – enter supplemental ENVP
Violent Persons – modify MVP
Wanted Person – cancel add on warrant CWW
Wanted Person – cancel dental data XD
Wanted Person – cancel detainer info XDW
Wanted Person – cancel fraudulent data XNS
Wanted Person – cancel supplemental data XN
Wanted Person – cancel XW
Wanted Person – clear CW
Wanted Person – enter add on warrant AWW
Wanted Person – enter dental data ED
Wanted Person – enter detainer info DW
Wanted Person – enter fraudulent data ENS
Wanted Person – enter supplemental data EN
Wanted Person – enter EW
Wanted Person – locate LW
Wanted Person – modify dental data MD
Wanted Person – modify detainer MDW
Wanted Person – modify MW
Wanted Persons – Canadian queries WQ
Wanted Persons – query LEADS Hotfile only WW
Wanted Persons – query records entered by month WAR
Wanted Persons – query records entered by ORI WAR
Wanted Persons – query warrants by zip code ZIP
Wanted Persons – query QW
Weather – Ohio National Weather Service NWS
Weather – outside of Ohio WQ
Wildlife Crime Information System Query WLQ
COUNTY NUMBERS
1. Adams
2. Allen
3. Ashland
4. Ashtabula
5. Athens
6. Auglaize
7. Belmont
8. Brown
9. Butler
10. Carroll
11. Champaign
12. Clark
13. Clermont
14. Clinton
15. Columbiana
16. Coshocton
17. Crawford
18. Cuyahoga
19. Darke
20. Defiance
21. Delaware
22. Erie
23. Fairfield
24. Fayette
25. Franklin
26. Fulton
27. Gallia
28. Geauga
29. Greene
30. Guernsey
31. Hamilton
32. Hancock
45. Licking
46. Logan
47. Lorain
48. Lucas
49. Madison
50. Mahoning
51. Marion
52. Medina
53. Meigs
54. Mercer
55. Miami
56. Monroe
57. Montgomery
58. Morgan
59. Morrow
60. Muskingum
61. Noble
62. Ottawa
63. Paulding
64. Perry
65. Pickaway
66. Pike
67. Portage
68. Preble
69. Putnam
70. Richland
71. Ross
72. Sandusky
73. Scioto
74. Seneca
75. Shelby
76. Stark
33. Hardin
34. Harrison
35. Henry
36. Highland
37. Hocking
38. Holmes
39. Huron
40. Jackson
41. Jefferson
42. Knox
43. Lake
44. Lawrence
77. Summit
78. Trumbull
79. Tuscarawas
80. Union
81. Van Wert
82. Vinton
83. Warren
84. Washington
85. Wayne
86. Williams
87. Wood
88. Wyandot
HIT CONFIRMATION – Table Of Contents
HIT CONFIRMATION .................................................................................................................. 2
REQUEST FORM ....................................................................................................................... 2
RESPONSE FORM ..................................................................................................................... 4
HIT CONFIRMATION
The Hit Confirmation Form is a standardized transaction used to assist recovering agencies in verifying records and determining the disposition of the person or property. Any agency which receives a record(s) in response to a LEADS and/or NCIC inquiry must confirm the hit on any record(s) which appears to have been entered for the person or property inquired upon prior to taking any of the following actions based upon the hit NCIC record: 1) arresting the wanted person, 2) detaining the missing person, 3) seizing the stolen property, or 4) charging the subject with violating a protection order. Additionally, an agency detaining an individual on local charges where the individual appears identical to the subject of the wanted person record and is within the geographical area of extradition must confirm the hit.
Per LEADS/NCIC procedures, upon receipt of a hit confirmation request, the originating agency of the record must furnish either a positive or negative confirmation response to the requesting agency within the specific time frame. A “routine” request must be confirmed within one hour, while an “urgent” request must be confirmed within 10 minutes. A routine response is to be used when the arresting/locating agency has charges of their own on the subject and the subject is going to be detained by them in addition to the warrant entry. An urgent response is to be used when the arresting/locating agency does not have their own charges on the subject and they are not detaining the person for any other reason than the warrant entry.
If it is not possible to respond within the specified time period, the confirming agency is to reply advising the amount of time needed to confirm the hit.
REQUEST FORM
The Hit Confirmation Request is created by using the YQ message key.
The Request transaction requires the following fields:
• requesting ORI
• destination ORI (up to five of them)
• OCA
• RTY
• RNO
• PRI
• RNA
• RAG
Note: If one of the ORI's is an out-of-state ORI, it must be the first ORI entered in the destination ORI field.
Example of a hit confirmation request:
YQ.OHXXXXXXX
FROM:(OHXXXXXXX)
TO:(OHOHP0040, OHXXXXXXX)
*MRI8346139
****HIT CONFIRMATION REQUEST - FIRST NOTICE****
****RESPONSE PRIORITY :URGENT!-RESPOND WITHIN 10 MINUTES****
OCA/LEADSTEST.NIC/V999999999.
**STOLEN VEHICLE**
LIC/TST0001.VIN/1A2BB33READ987654.VYR/1999.VMA/DODG.
NAME OF REQUESTER: LT W EARP.
AGENCY NAME: LOCAL PD.
PHONE:(999)999-9999.
REMARKS: CONFIRM IF THE VEHICLE IS SHOWING ACTIVE IN YOUR STOLEN AUTO FILE OFFICERS ARE WATCHING THE VEHICLE AT THIS TIME BUT IT IS UNOCCUPIED DO YOU HAVE ANY SUSPECTS ON THE VEHICLE LISTED IN YOUR CASE.
RESPONSE FORM
The Hit Confirmation Response is created by using the YR message key.
The Response transaction requires the following fields:
• requesting ORI
• destination ORI (up to five of them)
• OCA
• RTY
• CON
• CNA
• CAG
Note: If one of the ORI's is an out-of-state ORI, it must be the first ORI entered in the destination ORI field.
Example of a hit confirmation response:
YR.OHOHP0040
FROM:(OHOHP0040)
TO:(OHXXXXXXX, OHOHP0040)
*MRI8351129
****HIT CONFIRMATION RESPONSE****
THE RECORD BELOW: IS CONFIRMED
OCA/LEADSTEST.NIC/V999999999
**STOLEN VEHICLE**
LIC/TST0001.VIN/1A2BB33READ987654.VYR/1999.VMA/DODG.
NAME OF CONFIRMER: DSP CJONES.
CONFIRMING AGENCY: OSP LEADS CONTROL.
PHONE:(999)999-9999.
REMARKS: THE ABOVE VEHICLE IS STILL LISTED STOLEN IN OUR DEPARTMENT. OWNER NAME IS JOHN Q PUBLIC. NO SUSPECT NAMES LISTED WITH THE CASE. CALL US WITH RECOVERY INFORMATION AT 999-999-9999. MSG# 1915 AUTH SGT D HOLIDAY 042409 0012HRS OPER/CJONES
IMAGES – Table of Contents
IMAGES ......................................................................................................................................... 2
RECORD RETENTION PERIOD .............................................................................................. 2
VALIDATION ............................................................................................................................ 2
INQUIRY OF THE IMAGE FILE RECORDS .......................................................................... 3
ENTER AN IMAGE RECORD .................................................................................................. 4
MODIFICATION OF AN IMAGE ............................................................................................. 5
CANCELLATION OF AN IMAGE ........................................................................................... 5
LOCATE ..................................................................................................................................... 6
CLEAR ........................................................................................................................................ 6
IMAGES
LEADS and NCIC allow images to be entered for a person or property when it will assist in the identification of either.
Generic images which can be utilized as reference images are entered and maintained by the FBI CJIS staff. These are images of a particular make of vehicle or boat. These generic images may also be linked to multiple base records.
At this time, the gun and securities files do not have image capability.
Users are requested to compress image data prior to transmitting it to LEADS/NCIC. Picture file type should be Joint Photographic Experts Group (JPEG) with a quality factor of 25.
Types of allowable images:
• Article identifying
• Boat identifying
• Caution Ohio Police File (COP) mug shot identifying
• Convicted Person on Supervised Release mug shot signature identifying
• Convicted Sexual Offender Registry mug shot signature identifying
• Deported Felon mug shot signature identifying
• Foreign Fugitive mug shot signature
• Missing Person mug shot signature identifying
• Protection Order mug shot signature
• Unidentified Person mug shot signature identifying
• Vehicle identifying
• Vehicle/Boat Part identifying
• Violent Gang and Terrorist Organization mug shot signature identifying
• US Secret Service Protective mug shot signature identifying
• Wanted Person mug shot signature identifying
Number of allowable images per base record:
• Person record 1 mug shot 1 signature 1 - 10 identifying
• Gang/Terrorist record 1 - 10 identifying
• Article 1 identifying
• Vehicle/Boat part 1 identifying
• Vehicle or Boat 1 identifying
or generic
RECORD RETENTION PERIOD
Images associated with records are subjected to the same retention periods as those records.
Generic images will remain on file indefinitely unless they are removed by the FBI CJIS staff.
VALIDATION
Images associated with records are subjected to the same validation as those records.
INQUIRY OF THE IMAGE FILE RECORDS
The message key QII is used to query the Image File directly based on one of the following selections:
Return all images associated with a base record (this only works for records in NCIC)
• NIC of the base record is required
• IND must be Y
Return requested image
• NIC of the NCIC image record or IDX of the LEADS base record
• IND must be Y
Retrieve a generic boat image
• BMA
• BTY
• BLE
• BYR (optional)
• IND must be Y
Retrieve a generic vehicle image
• VMA
• VMO
• VST
• VYR
• IND must be Y
Images can also be queried using the following message keys and marking the IND field as Y:
• QA query article
• QB query boat
• QCP query Ohio conceal carry
• QGM query gang member
• QID query identity theft
• QPO query protection order
• QU query unidentified
• QV query vehicle
• QW query wanted or missing
• QWI query III
• QXS query sexual offender
• FQ query criminal history record via NLETS
• IQ query criminal history index via NLETS
• SOQ query sexual offender via NLETS
The BMV images associated with driver’s licenses and state ID cards may also be queried:
• BMVIMG all images by either social security number or OLN
• BMVIMS current image by either social security number or OLN
The following is an example of a generic vehicle image.
1L01004E,MRI1208669
0H0HP00L8
MKE/IMAGE
IMR/VEHICLE IMAGE VMO:CVT VST:2D VYR:1973 VMA:CHEV IMN:I425000587 GENERIC VEHICLE MIS:
.
{Y}
ENTER AN IMAGE RECORD
The message key to enter an image is EIM.
Identify the base record to which the image is associated by either its NCIC NIC number or LEADS IDX number.
The required fields are:
• The date of the image (DOI)
• The image type (IMT)
o A mug shot (M) is a frontal face view from the shoulders to the top of the head and is associated to a person.
o A signature (S) is an image of a signature that is entered and is associated to a person.
o An identifying image (I) is an image which may help identify a person or property (e.g., scars, marks, and tattoos; photograph of a person; "aged" photograph of a missing juvenile; photograph of a vehicle or an article; etc.) and can be associated to a person, article, part, vehicle, or boat.
• The image itself
The optional field is:
• Miscellaneous (MIS)
o Contains information regarding images such as the approximate date of the image, if the image is age progressed, who provided the image, and any other information which may be beneficial in the investigation.
When an entry for a person is transmitted, the system checks to see if the base record already has a mugshot or signature image associated with it. If so, then a duplicate reject message is issued.
If the entry is for an identifying image, the system will check to see how many identifying images are already on file. If there are already ten identifying images associated with the record, then a maximum images reached rejection message is issued.
MODIFICATION OF AN IMAGE
The message key is MII.
The entering agency may modify a non-generic image associated with a record in NCIC as long as the record is not in located status.
The user may modify the date of the image or replace the existing image with a different one.
Identify the image record to be modified by the following fields:
• The image NIC number
• The image type
Input the corrected data and transmit.
CANCELLATION OF AN IMAGE
The message key is XIM.
Cancellation of a record is restricted to the agency that entered the record. A cancellation message is used when it is determined the record is invalid or no longer needed.
When an image is cancelled, it is unlinked from the record with which it is associated.
Identify the image record to be cancelled by:
• The image NCIC number (IMN) or the image LEADS number (IMG)
• The date of cancellation (DOC) The DOC should be equal to the current date or the current date minus one.
LOCATE
There are no locate procedures for an image record. Non-generic images will be retired at the same time the base record is retired.
CLEAR
There are no procedures to clear an image record. Clearing a base record which is associated with an image results in the image being no longer active or retrievable.
LICENSE PLATE FILE – Table of Contents
LICENSE PLATE FILE ................................................................................................................. 2
INQUIRY OF STOLEN/MISSING LICENSE PLATE RECORDS .......................................... 2
ENTER A STOLEN/MISSING LICENSE PLATE RECORD .................................................. 3
MODIFY A STOLEN/MISSING LICENSE PLATE RECORD................................................ 4
CANCEL A STOLEN/MISSING LICENSE PLATE RECORD ............................................... 5
CLEAR A STOLEN/MISSING LICENSE PLATE RECORD .................................................. 5
PLACE A LOCATE ON A STOLEN/MISSING LICENSE PLATE RECORD ....................... 5
FIELDS ASSOCIATED WITH A STOLEN/MISSING LICENSE PLATE RECORD ............ 6
Field Tag Description ............................................................................................................ 6
LICENSE PLATE FILE
The purpose of the LEADS/NCIC License Plate File is to provide assistance in the recovery of stolen/missing license plates. Once the information about the plate has been entered into the system, it can then be modified, cancelled, located, cleared or retrieved for inquiry purposes.
Regular plates are defined as a standard 6” x 12” plate issued for use on a passenger automobile and contains no embossed wording, abbreviations and/or symbols.
All other plates are classified as special plates, for example: aircraft, antique, bus, commercial, dune buggy, farm vehicle, motorcycle, trailer, truck and US Government vehicles.
A complete list of both regular and special plates can be found in the NCIC Code Manual under the Vehicle Data Codes.
The criteria required to enter a stolen/missing license plate into LEADS/NCIC are:
• A theft report has been made on an unrecovered license plate(s). In a two-plate state where only one plate is reported stolen, an entry is permitted provided the entering agency is assured the remaining plate will not be used on a vehicle.
• Only the agency holding the theft report and having primary jurisdiction over the place of the actual theft should make the entry. The only allowable exception is when a non-terminal agency has a written agreement (Holder of the Record) with a terminal agency to enter their records.
A stolen/missing license plate record will remain on file for the balance of the year entered plus 4 years. For example, a record entered in 2004 will be retired on 01/01/2009.
License plate records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
INQUIRY OF STOLEN/MISSING LICENSE PLATE RECORDS
The LEADS/NCIC License Plate Files contain data entered by law enforcement agencies. Responses received are based on information entered. Officers contemplating an arrest or recovery of the license plate based on this information must confirm the hit first.
The following message keys are used to search the License Plate File:
• QV Allows the user to search by NIC, LIC and LIS
• QW Allows the user to search by LIC
Note: Using the IDX field will only search the LEADS License Plate File.
To use the Related Search Hit (RSH) option:
• N = (default)
• Y = The system will return additional records which have the same ORI/OCA as the primary hit response and all records linked by the LKI/LKA data in the primary hit response. Please see the NCIC Operating Manual for more details.
The VEH message key allows users to query the LEADS License Plate File. It will produce a listing of license plate records entered by the specified ORI for a particular month. The month should be represented by its two digit identifier and COD should be EL for vehicles.
Note: When the owner of the license plate applies for a replacement tag at the BMV, the BMV will update the information on file to show the replacement information, i.e., the user will receive a message similar to: "Replaced by (replacement license number)" when making inquiries into the Vehicle Registration (RP) File. A QV inquiry will not show the replacement tag information. The user must initiate a RP file inquiry when there is any doubt on the validity of the stolen tag.
ENTER A STOLEN/MISSING LICENSE PLATE RECORD
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal or a non-entering agency ORI in the ORI field.
The following message keys (MKE) are used for entering a stolen/missing license plate:
• EL enter plate
• EL-A enter plate, occupant(s) armed
• EL-F enter plate, occupant armed and hold for prints
• EL-P enter plate, hold for latent prints
Stolen license plate records require the following fields:
ORI MKE OCA DOT
LIC LIS LIY LIT
• License Plate Number (LIC)
o If the license plate number exceeds 10 characters, enter only the first 10 characters in the LIC field and the full plate number in the MIS field.
o The LIC will not accept any special characters, this includes hyphens. Enter the plate number with the hyphen in the MIS field.
o Dealer plate numbers should be entered top to bottom, left to right.
• State of Issue (LIS)
o If the plate has the inscription ‘US GOVERNMENT’, the LIS code should be US.
• Expiration Year (LIY)
o Expired plates are acceptable as of 08/01/2010.
• Miscellaneous (MIS)
o When only one plate is stolen, there should be a notation to that fact in the MIS field.
If the record is transmitted and the LIC, LIS, LIY, LIT and ORI match a license plate record or vehicle record already on file, it will be rejected as a duplicate. The user will receive the message ‘REJECT ON FILE’ and the IDX number of the existing record.
After transmitting the entry and no errors are found, the user will receive a message advising the record is pending and has been forwarded to NCIC.
If NCIC accepts the entry, the user will receive a message indicating the NIC and the record will be entered into the LEADS License Plate File.
If NCIC does not accept the entry, the record is not stored in the LEADS License Plate File. Make the required correction and transmit the entry again.
It is required the record be queried to ensure the entry was applied to both LEADS and/or NCIC. A second party check must be documented and the most current printout retained with the agency records.
MODIFY A STOLEN/MISSING LICENSE PLATE RECORD
A modification transaction is used to add or change information on a stolen license plate record. Only the entering agency may modify a license plate record.
Note: License Plate records in located status cannot be modified.
The message key used to modify a license plate record is ML.
Identify the record to be modified by:
• NIC and OCA
• LIC and OCA.
Complete the field(s) to be modified and transmit the data.
Once the transaction passes LEADS, the user will receive a message advising the LEADS record has been modified.
The modification is not complete until the user receives a modify accepted response from NCIC. If NCIC rejects the modification, the LEADS record does not retain the updates.
It is required the record be queried to ensure the modifications were applied to both LEADS and/or NCIC. A second party check must be documented and the most current printout retained with the agency records.
CANCEL A STOLEN/MISSING LICENSE PLATE RECORD
Only the entering agency may cancel a license plate record. This transaction is used when the entering agency determines the record is invalid.
The message key used to cancel a license plate record is XL.
Identify the desired record by:
• NIC and OCA
• LIC and OCA
Complete the Date of Cancellation (DOC) which is required and its value must be either today’s date or yesterday’s date.
The Reason for Property Record Removal (RPP) should be either ‘CASE DROPPED’ or ‘NOT STOLEN’.
It is required the record be queried to ensure it was removed from both LEADS and NCIC.
CLEAR A STOLEN/MISSING LICENSE PLATE RECORD
Only the entering agency may clear a license plate record. This transaction is used when the entering agency recovers the plate or when they are officially advised the plate has been recovered by another agency.
The message key used to clear a license plate record is CL.
Identify the desired record by:
• NIC and OCA
• LIC and OCA
The Date of Clear (DCL) is required.
Additional data fields that may be included in the transaction are:
• RRI, RCA, RPP, NPA, NPF, VNP, VOR, and VRC
If the record is in active status, the recovering agency ORI (RRI) and their case number (RCA) should be included.
It is required the record be queried to ensure it was removed from both LEADS and NCIC.
PLACE A LOCATE ON A STOLEN/MISSING LICENSE PLATE RECORD
A locate transaction should be entered when an agency, other than the entering agency, recovers a stolen plate and has followed the hit confirmation process.
The message key used to locate a license plate record is LL.
Identify the desired record by:
• NIC and OCA
• LIC and OCA
The Date of Recovery (DOR) is required.
Additional data fields that may be included with the transaction are:
• RCA, RPP, NPA, NPF, VNP, VOR, and VRC
The entering agency will receive an administrative message stating the plate has been located.
A located license plate record is removed from the files 10 days after the locate is placed.
If a second locate is placed within the 10 days, the record is immediately removed from the files.
FIELDS ASSOCIATED WITH A STOLEN/MISSING LICENSE PLATE RECORD
Field Tag Description
DCL date of clear
DOC date of cancel
DOT date of theft
IDX LEADS file identification number (assigned by system)
LIC license plate number
LIS license plate state of issue
LIT license plate type
LIY license plate expiration year
LKA linkage case number
LKI linkage agency identifier
MIS miscellaneous
MKE message key
NIC NCIC identification number (assigned by the system)
NPA number persons apprehended
NPF number missing persons found
NOA notify originating agency
OCA originating agency case number
ORI originating agency identifier
RCA recovering agency case number
RPP reason for record removal
RRI recovering agency identifier
VNP value of recovered plate
VOR value of other recovered property
VRC value of recovered contraband
LOCATES AND DETAINERS – Table of Contents
LOCATES AND DETAINERS ...................................................................................................... 2
WANTED PERSONS ................................................................................................................. 2
LEADS REMINDER NOTICES................................................................................................. 3
LOCATES WITH EXT/NOEX ................................................................................................... 3
DETAINERS ............................................................................................................................... 4
DATA FIELDS ASSOCIATED WITH LOCATES ................................................................... 5
Field Tag Description ............................................................................................................ 5
DATA FIELDS ASSOCIATED WITH DETAINERS ............................................................... 5
Field Tag Description ............................................................................................................ 5
LOCATES AND DETAINERS
Agencies enter records into the LEADS & NCIC files for stolen or lost property or for a wanted or missing person.
If an agency other than the entering agency, recovers an item or person with a record in LEADS/NCIC, then the recovering agency initiates the hit confirmation process and when appropriate, places a locate on the record of the item or person recovered.
Note: If the recovering agency hits on multiple records, they are required to initiate the hit confirmation process on each record and when appropriate, places a locate on each record.
Per NCIC rules, removal of located record is as follows:
• Articles retire 10 days after locate transaction entered
• Boats retire 10 days after locate transaction entered
• Guns retire 10 days after locate transaction entered
• License Plate retire 10 days after locate transaction entered
• Missing Person retire immediately upon locate transaction entry
• Securities retire 10 days after locate transaction entered
• Vehicle retire 10 days after locate transaction entered
• Vehicle/Boat Part retire 10 days after locate transaction entered
• Wanted Person number of days until record is retired depends on information included in the locate transaction and additional action taken by the entering agency, see below.
WANTED PERSONS
As part of the locate transaction (LW), the recovering agency must include what type of extradition (EXT) has been determined:
• EXTR is used when the entering agency advises the person will be extradited or the person is wanted by a federal agency.
• DETN is used when the apprehending agency intends to incarcerate the person on local charges.
• NOEX is used when the entering agency advises the subject will not be extradited due to circumstances at the time – or – the apprehending agency received no information on extradition after making an effort to do so – or – the subject is found in prison, a mental institution or deceased and the entering agency advises they will not be extradited.
If extradition (EXT) is DETN or EXTR, the record retires 5 days after the date the locate transaction is placed unless a detainer is placed by the entering agency within the 5 days.
A subsequent locate does not automatically purge the wanted persons record, the 5 day period starts over from the date the subsequent locate is placed. The exception to this is if the original and subsequent locate transaction both contained an extradition (EXT) code of NOEX, then the entry will be purged when the subsequent locate is placed on the record.
Records located with an extradition (EXT) code of NOEX do not show as “LOCATED” in the message key line of the response, the locate data however is in the lower portion of the record.
A locate transaction with an EXT/NOEX cannot be placed on a wanted record if it has been previously located with an extradition code of either EXTR or DETN.
A wanted record with a previous NOEX locate can have a second locate placed on it with an EXT/DETN or EXT/EXTR. The record will be retired five days from the date the new locate transaction was placed. A second locate cannot be placed on a wanted record which has a detainer placed on it.
Agencies are notified via a $ message on the first Sunday of the month following the month the record has been retired.
LEADS REMINDER NOTICES
The day after a record is located with an EXT/ EXTR or DETN, an automated message is sent to the agency reminding them the record will purge in four days unless other action is taken.
L.E.A.D.S. AUTOMATED MESSAGE WARRANT LOCATE NOTICE
THE FOLLOWING RECORD WAS LOCATED YESTERDAY BY OHCLP0098 AND WILL AUTO PURGE IN FOUR DAYS UNLESS A DETAINER IS PLACED ON IT
MKE/EW-C LID/04843810 IDX/WX04843810
NAM/PUBLIC,JOHN Q DOB/19710506 SEX/M
ORI/OH0186200 OCA/08TRD05887
LOCATES WITH EXT/NOEX
NCIC reviews all locate transactions placed with an EXT/NOEX to ensure agencies are following the extradition limits (EXL) defined upon entry of the wanted person record. If the entering agency does not follow the extradition limits as set forth in the wanted record, NCIC will notify the agency and purge the record from the NCIC file if it was not updated to reflect the new extradition limits.
The following message is sent by NCIC to the agency:
$.E.
0H0310000
NCIC SERIOUS ERROR CANCELLATION NOTIFICATION AT 1049 EST 20081203
YOUR ENTRY NIC/W897683961, OCA/89CRA2181 WAS CANCELED BY NCIC QUALITY CONTROL. NCIC ERROR 19040
MKE/CANCELED WANTED PERSON
1 - FULL EXTRADITION UNLESS OTHERWISE NOTED IN THE MIS FIELD
ORI/0H0310000 NAM/PUBLIC, JOHN Q SEX/M RAC/W DOB/19660327
HGT/510 WGT/160 EYE/GRN HAI/BR0 FBI/765084FA1
FPC/090110PM09AATT011112 SOC/280648615
OFF/LARCENY - LARCENY
DOW/19890217 OCA/89CRA2181
NOA/N
MIS/WTD F0R THEFT BAJ
DNA/N
CANCELED/20081203 N0EX
NIC/W897683961 DTE/20050615 1334 EDT
THE ABOVE CANCELED WANTED PERSON RECORD CONTAINED A LOCATE MESSAGE PLACED BY ANOTHER LAW ENFORCEMENT AGENCY. THE LOCATE DATA DETERMINED THAT THE SUBJECT WAS NOT BEING EXTRADITED-NOEX. SEE NCIC SERIOUS ERROR SEVEN.
QC REVIEW OF THE NOEX LOCATE INDICATES THAT:
THE MISCELLANEOUS FIELD DOES NOT IDENTIFY OR PROVIDE ACCEPTABLE LIMITS OF EXTRADITION.
YOU MAY REENTER RECORD PROVIDING VALID EXTRADITION LIMITS ARE IDENTIFIED IN THE MIS FIELD.
QUESTIONS CONCERNING THIS TRANSACTION IF NOT RESOLVED BY YOUR CTO
MAY BE DIRECTED TO FBI/CJIS DATA INTEGRITY UNIT VIA NLETS,
ORI/DCFBIWA03, OR TELEPHONE 304/625-3020, MON - FRI, 8 AM TO 4:30 PM, EASTERN TIME.
FBI/CLARKSBURG, W.V.
This means when the entering agency receives the hit confirmation request, they should modify the record’s extradition information if they are not willing or able to extradite the subject, prior to sending the hit confirmation response to the apprehending agency.
DETAINERS
The purpose of a detainer transaction is to flag the record of a wanted person so it will not be removed from the system until the entering agency has had a chance to process the subject on their charges. If the apprehending agency is going to keep the subject on local charges and/or incarcerate them, the locate should be placed with EXT/DETN and the entering agency should place a DW in the transaction. This is designed to ensure that when the apprehending agency is done with the subject and they check the LEADS/NCIC files again, they will see the subject is still wanted.
If the detainer is removed from a record, the record will stay in LEADS/NCIC for five additional days. This gives the agency an opportunity to place a new detainer if necessary. It will auto purge after the five days have passed.
DATA FIELDS ASSOCIATED WITH LOCATES
Field Tag Description
BHN boat hull number
DOR date of RECOVERY
EXT extradition
HIT hit results
LIC license plate number
LID LEADS identification number (assigned by the system)
MIS miscellaneous
NAM person’s name
NIC NCIC identification number (assigned by the system)
NPA number persons apprehended
NPF number missing persons found
OAN owner applied number
OCA originating agency case number
ORI originating agency identifier
PAR person armed
RCA recovering agency case number
REG registration number
RPP date of reason for record removal (property)
RPP reason for record removal (property)
RPS date of reason for record removal (wanted/missing persons)
RPS reason for record removal (wanted/missing persons)
SER serial number
VIN vehicle identification number
VNP value of recovered property
VOR value of other recovered property
VRC value of recovered contraband
DATA FIELDS ASSOCIATED WITH DETAINERS
Field Tag Description
DIS date incarceration starts
DNO detainer case number
DOD date of detainer
DSE date of sentence expiration
INC place of incarceration
IRI incarcerating agency identifier
NAM person’s name
NIC NCIC identification number (assigned by the system)
OCA originating agency case number
ORI originating agency identifier
MISSING PERSON – Table of Contents
MISSING PERSON ........................................................................................................................ 3
O.R.C. 2901.30 Missing Child Report ........................................................................................ 4
O.R.C. 2901.42 Missing Adult .................................................................................................... 4
DATA FIELDS ASSOCIATED WITH MISSING PERSON RECORDS ................................. 5
Field Tag - Description............................................................................................................. 5
INQUIRY OF MISSING PERSON RECORDS ......................................................................... 6
PACKING THE RECORD......................................................................................................... 8
Stolen/Fraudulent ..................................................................................................................... 9
OLN and MNU Information ................................................................................................... 10
FBI and BCI Numbers ............................................................................................................ 10
AR and AN Numbers on CCH ............................................................................................... 10
ENTER A BASE RECORD ...................................................................................................... 10
LEADS MISSING PERSON FILE............................................................................................ 14
AMBER ALERT ENTRY ......................................................................................................... 14
ENDANGERED MISSING ADULT ALERT .......................................................................... 15
MODIFY A BASE RECORD ................................................................................................... 15
CANCEL A RECORD .............................................................................................................. 16
CLEAR A RECORD ................................................................................................................. 16
PLACE A LOCATE ON A RECORD ...................................................................................... 17
ENTER A SUPPLEMENTAL DATA RECORD ..................................................................... 17
MODIFY A SUPPLEMENTAL DATA RECORD .................................................................. 18
CANCEL A SUPPLEMENTAL DATA RECORD .................................................................. 18
ENTER A DENTAL RECORD ................................................................................................ 19
MODIFY A DENTAL RECORD .............................................................................................. 20
CANCEL A DENTAL RECORD ............................................................................................. 20
MISSING PERSON
Any missing person can be entered into LEADS and NCIC Missing Persons Files providing they meet the criteria listed below. Once the information has been entered in the system, it can then be modified, cancelled, located, cleared or retrieved for inquiry purposes.
It is important to include as much data as possible about the missing person as NCIC runs a daily comparison of the Missing Person File against the Unidentified Persons file. The comparison looks at the following identifiers: Date of Birth, Sex, Race, Height, Weight, Eye Color, Hair Color, Date of Last Contact, Scars, Marks, Tattoos, Fingerprint Classification, Jewelry Type, Originating Agency State Code, Blood Type, and Dental Characteristics. The entering agency is notified via a $.N. administrative message of any possible matches. These messages are delivered in the early morning hours between 00:00:01 and 03:00:00.
Missing Person records fall into one of the following categories:
1. Disability (EMD) – A person of any age who is missing and under proven physical/mental disability or is senile, thereby subjecting themselves or others to personal and immediate danger.
2. Endangered (EME) – A person of any age who is missing under circumstances indicating his/her physical safety is in danger.
3. Involuntary (EMI) – A person of any age who is missing under circumstances indicating the disappearance was not voluntary, i.e. abduction or kidnapping.
4. Juvenile (EMJ) – A person under the age of 18 who is missing and does not meet any of the criteria set forth in any of the other categories as described.
5. Catastrophe Victim (EMV) – A person of any age who is missing after a catastrophe.
6. Other (EMO) – A person, 18 or older, who is missing and does not meet the criteria for any of the other categories and for whom there is a reasonable concern for their safety.
Agencies must have a missing person report (electronic or hard copy) on file to support a missing person entry. A record for a missing person who is the age of 21 and over may be entered in the Missing Person File provided the entering agency has signed documentation in its possession supporting the stated conditions under which the person is declared missing. This documentation (electronic or hard copy) will aid in the protection of the individual’s right to privacy.
In the absence of documentation from a parent, legal guardian, next of kin, physician, or other authoritative source, including friend or neighbor in unusual circumstances, or when such documentation is not reasonably attainable, a signed report by the investigating officer will suffice.
A record for a missing person under the age of 21, as amended by Suzanne’s Law in 2003 and effective August 2004 should be entered immediately or within 2 hours of receipt of the minimum data required to enter an NCIC record. A missing person report filed with an agency is sufficient documentation for entering a juvenile in the NCIC Missing Person File.
O.R.C. 2901.30 Missing Child Report
o LE shall take report if parent, legal custodian, caregiver or guardian reports a child missing
o Shall take prompt action to locate the child
o No rule or policy permitted that discourages reporting
o Enter child into NCIC ASAP
O.R.C. 2901.42 Missing Adult
o Required to have procedure to respond
. 18 & under 21 years of age- immediate NCIC entry
. Red flags present- up to 7 days to enter into NCIC
. No red flags- up to 30 days to enter into NCIC
Note: 18 and older cannot be entered as EMJ.
Electronic Records Management System (ERMS) - An ERMS is defined as any electronic database, including an electronic warrant database.
Also Note: For agencies using an ERMS, some forms of signatures that are acceptable are:
1) Digitized signatures (similar to method used by the United States Postal Service).
2) Manual signatures scanned into the ERMS.
3) The case officer’s typed name into the report in the ERMS.
Catastrophe victim records may be entered by any agency involved in identifying the disaster victims, no written documentation is required for entry.
Within 30 days of entry, the agency needs to make sure the information for the following fields is entered if available:
• Blood Type (BLT)
• Dental Characteristics (DCH) (See note)
• Fingerprint Classifications (FPC)
• Jewelry Type (JWT)
• Scars, Marks, Tattoos (SMT)
Note: If it’s determined dental record information is not available for a juvenile this must be documented in the case file and “UNK” is entered in the DCH field.
NCIC will send the entering agency a $.K. message if the record is over 30 days old and any of these fields are blank.
The record retention period for a missing person record is as follows:
1. A record with no locate message will stay on file until cleared, cancelled, or located.
2. A record with one locate message will be retired immediately.
3. A record whose only searchable identifier is the license plate will retire one year after the license plate expires.
Missing person records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
A missing person base record may have multiple associated data records. These associated records include:
• Supplemental records:
These contain additional AKA (alias), SOC, DOB, SMT, CTZ, OLN set, LIC set, VIN set and stolen/fraudulent data the subject uses.
• Dental records:
If dental data is entered for a missing person, it is cross checked with the Unidentified Person File.
• Images:
Another tool used to assist in identifying a missing person.
• Persons With Information (PWI)
The PWI record is data pertaining to a person that may have information regarding an abduction for which there is no warrant. See NCIC Manual (Missing Persons) for more information.
Note: The Missing Person Dental Report Form and Missing Person Data Collection Entry Guide
are located in the CJIS Launch Pad/CJIS Documents/LEADS Forms.
DATA FIELDS ASSOCIATED WITH MISSING PERSON RECORDS
The missing person base record contains the following data.
Field Tag Description
ADR street address
BCI BCI&I number
BLT blood type
BXR body x-rays
CIT city of residence
CMC caution/medical conditions
CRC circumcision
CTZ country of citizenship
DLC date of last contact with subject
DLI date record last queried
DLO location of subject’s DNA if on file
DNA DNA on file
DOB date of birth
DOE date of emancipation
DOR date subject located
DRT date report taken
DTE date record entered into database
EYE eye color
FBI FBI number
FPA foot prints available
FPC fingerprint classification
Field Tag Description (continued)
HAI hair color
HGT height
IDX unique record number assigned by the database
JWL jewelry description
JWT jewelry type
LAI last agency to query record
LIC license plate number
LID unique record number assigned by LEADS
LIS license plate state of issue
LIY license plate date of expiration
LIT license plate type
LKA linkage agency case number
LKI linkage agency ORI
MIS additional comments
MKE message key
MNP missing person code
MNU miscellaneous number
MPC missing person circumstance
NAM name
NIC unique record number assigned by NCIC
NOA notify originating agency
OCA entering agency case number
OLN operator license number
OLS operator license state of issue
OLY operator license date of expiration
ORI identifying number of the entering agency
POB place of birth
RAC race
RCA locating agency case number
RRI locating agency ID number
SEX sex
SKN skin tone
SMT scars, marks, and tattoos
SOC social security number
STA state of residence
TRT time report taken
VCO vehicle color
VIN vehicle identification number
VMA vehicle make
VMO vehicle model
VRX vision prescription
VST vehicle style
VYR vehicle year
WGT weight
ZIP zip code
INQUIRY OF MISSING PERSON RECORDS
The LEADS/NCIC Missing Person Files contain data entered by law enforcement agencies. Responses received are based on the information entered. Officers contemplating an arrest based on this information must remember the arrest cannot be based solely on the hit, but also on the hit confirmation response.
To query the Missing Person File, use one of the following message keys:
• QM This is the non-unique identifier query and only searches the Missing Person File.
o The user must include the SEX, RAC, HGT, WGT, HAI, EYE and AGE fields. The NAM field is optional.
o The query will return candidate records whose sex, race, eye and hair color codes are identical to those in the query.
o The age, height and weight fields may be approximate numbers as the query will pull those records that are:
. plus or minus one year, of the age which is entered as 0 – 99
. plus or minus 3 inches, of the height
. plus or minus 10 pounds, of the weight
o The following fields may also be part of the query:
. IND, ENS, RSH
• QW This is used when the user has a unique identifier, (NIC, IDX, NAM and OCA, NAM and one or more of the following: DOB, FBI, MNU, SOC, OLN, LIC & LIS, or VIN & VMA) for the missing person.
o This query will also search the following files:
. Foreign Fugitive
. Wanted Person
. Violent Gang and Terrorist Organization
. Protection Order
. Convicted Sexual Offender Registry
. Immigration Violator
. Supervised Release
. U.S. Secret Service Protective Files
o If the query contains vehicle identifiers it will also search the Vehicle and License Plate Files.
o To limit the scope of the query, SEX and RAC can be included.
o SEX must be an exact match.
. If RAC = B, all race codes except W will be searched.
. If RAC = W, all race codes except B will be searched.
. If RAC = A, I or U, all race codes are searched.
o When using NAM and DOB, only those records that are an exact match of the DOB will be returned instead of those within a year of the year of birth given.
o If the inquiry contains an alphanumeric identifier other than DOB, no name search is generated.
o A secondary search is automatically generated against the person files, vehicle and part files based on the SOC, FBI or VIN data found in the primary response record.
o If there is only one numeric identifier in the inquiry, the response will only include the record on file containing that specific numeric identifier.
o The following fields may also be part of this query:
. IND, ENS, EBS, RSH
To use the expanded name search (ENS) option:
• N = (default), searches on the name as entered
• Y = uses each part of the input name as the last name, interchanging the remaining name parts as given names
To use the expanded date of birth (EBS) option:
• 1 = exact DOB; exact month and day plus/minus one year.
• 2 = exact DOB; exact year with month and day transposed.
• 3 = exact DOB; exact month and day plus/minus one year; exact year with month and day transposed.
To use the image indicator (IND) option:
• N = (default)
• Y = system will return images associated with the primary hit responses.
To use the related search hit (RSH) option:
• N = (default)
• Y = system will return additional records which have the same ORI/OCA as the primary hit response all records linked by the LKI/LKA data in the primary hit response. See the NCIC Operating Manual for more details.
There are also two other query message keys which search the LEADS missing person database.
• WW Search fields: NAM & DOB, LID, LIC, OLN, FBI, MNU, BCI, SOC or VIN
• WAR Produces a list of missing person records entered by the specified ORI for a particular month. To pull the missing person records, place the value MP in the appropriate field.
PACKING THE RECORD
The entering agency (ORI) must account for all fields in the Missing Person File record format. In the original entry, all available data called for in the record must be entered. In addition, all available critical data should be entered such as an alias or scars, marks, tattoos, and other characteristics etc. Missing data obtained at a later time should be promptly added through the use of a modify message.
In house documentation such as arrest records, court dispositions, etc. may be used in the entry as long as documentation is on file.
In circumstances when an agency does not enter information from the CCH, LEADS requires the operator to mark through & initial each identifier not entered.
Ex: 999-99-9999 jqp
Stolen/Fraudulent
The general rule for the use of stolen/fraudulent (S/F) identifier fields is that they must be used whenever a wanted person is known to be using identification documents that are stolen/fraudulent. If the wanted person is using a made-up name or numerical identifier for which it is not known whether identification documents (Social Security card, operator's license, etc.) exist, these identifiers should be entered in the appropriate base record or supplemental identifier fields, such as the DOB Field. If the identity of the thief is known and there is an arrest warrant, the victim information should be entered in the S/F fields.
The base record NAM must be entered for each record. This field should contain the wanted person's true name regardless of whether it is the name contained on the arrest warrant. Listed below are guidelines for coding the S/F NAM and S/F DOB Fields.
1. If the name on the arrest warrant is believed to be the wanted person's real name, the name should be entered in only the base record NAM. If the wanted person's date of birth is available, it should be entered in the base record DOB. Any known S/F identifiers should be entered in the S/F identifier fields.
2. If the name on the arrest warrant is known to be S/F and the wanted person's true name is known, the S/F name should be entered in the S/F NAM Field. The wanted person's real name must be entered in the base record NAM. The date of birth from the S/F identification, if known, must be entered in the S/F DOB. If the wanted person's real date of birth is known, it should be entered in the base record DOB.
3. If an arrest warrant is issued in the name of "John Doe" or "Jane Doe" because the wanted person's true identity is unknown and the wanted person is known to be using stolen or fraudulent identification documents, entry of a Wanted Person File record is permitted provided the identifiers from the stolen or fraudulent documents are included in the wanted person record and identified as such. FBI numbers should not be entered in these types of records.
4. This enhancement only serves to highlight information when the record subject is known to use S/F identification documents. It does not alter current policy concerning entry of "John Doe" or "Jane Doe" records without a warrant which is currently allowed only when the record subject is using a homicide victim's identification.
5. When a record is entered into the Identity Theft File, if the identity of the thief is known and a warrant is obtained, the thief's personal information should be entered in the base Wanted Person File record. Additionally, the victim information should be entered in the supplemental stolen/fraudulent data fields.
OLN and MNU Information
Always use the most current information for entry. For example, if the subject has an expired or suspended OLN but has a valid ID card, the ID card would be the most current.
It is agency discretion to enter expired or suspended information.
If an OLN has no expiration date, use current year in the OLY field.
ID card numbers from other states are to be entered into the OLN field.
Ohio ID card numbers can be entered into either the OLN field or the MNU field.
It is required the record be queried to ensure the supplemental data was added to the system(s) and the most current printout is retained with the agency records.
FBI and BCI Numbers
If the subject has BCI# and FBI#, both numbers must be entered to pack the record. The Ohio BCI record will be included in the FBI response since Ohio participates in III.
The subject’s FBI# must be run to check for criminal history information from other states.
AR and AN Numbers on CCH
All Alien Registration Numbers (AR) on BCI and III record are traceable and can be entered. Query through NLETS using message key IAQ to confirm.
If the subject is born in US, the AR# is not a valid AR# and should not be used.
Arrest Numbers (AN) on a BCI record are not traceable and should not be entered in the record. Non Immigration Admission Numbers (AN) on a III record are traceable and can be entered. Query through NLETS using message key IAQ to confirm.
ENTER A BASE RECORD
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record.
Note: Do not enter a non-terminal or non-entering ORI in the ORI field.
In the event a missing juvenile entry is declared to be an AMBER ALERT, the original entry must be cancelled and re-entered. A missing juvenile entry cannot be modified to an AMBER ALERT.
The following message keys are used to entering a missing person record:
• EMD enter missing disability
• EMDC enter missing disability – caution
• EME enter missing endangered
• EMEC enter missing endangered – caution
• EMI enter missing involuntary
• EMIC enter missing involuntary – caution
• EMJ enter missing juvenile
• EMJC enter missing juvenile – caution
• EMV enter missing victim
• EMVC enter missing victim – caution
• EMO enter missing other
• EMOC enter missing other – caution
Missing person records require the following fields:
ORI MKE OCA NAM SEX RAC
HGT WGT HAI EYE MNP DLC
At least one or more of the following numeric identifiers must be included when the message key is not EMJ/EMJC:
DOB FBI MNU SOC
OLN with OLS and OLY
LIC with LIS, LIY and LIT
VIN with VYR, VMA, and VST
Conditional mandatory fields include:
• CMC (if the MKE = EMDC, EMEC, EMIC, EMJC, EMVC or EMOC)
• DOB (if the MKE = EMJ/EMJC or if MNP = CA)
• DOE (if the MKE = EMJ/EMJC)
• DLO (if DNA = Y)
• MIS (if CMC = 01)
Name (NAM):
• Subject Names are input as:
o Doe,John S
o Doe,John S Jr
• Hyphenated names can also be entered.
o Bald-Eagle,Robert R
Missing Person Code (MNP):
• MP is used when the message key is EMD, EMJ, or EMO.
• DV is used when the message key is EMV.
• MP is used when the message key is EME or EMI.
• CA is used when the message key is EME or EMI and the victim is under 18 and there is a reasonable indication/suspicion the child has been abducted and/or is missing under circumstances suggesting foul play or a threat to life.
• SA is used when the message key is EME, EMEC, EMI, EMIC and the victim must be 64 years of age or older – or – adults of any age diagnosed with a mental health disorder.
CMC (Caution and Medical Conditions) values:
00 Armed and Dangerous
01 Other (Explain in MIS field)
05 Violent Tendencies
10 Martial Arts Expert
15 Explosive Expertise
20 Known to Abuse Drugs
25 Escape Risk
30 Sexually Violent Predator – Contact ORI for Detailed Information
40 International Flight Risk
50 Heart Condition
55 Alcoholic
60 Allergies
65 Epilepsy
70 Suicidal
80 Medication Required
85 Hemophiliac
90 Diabetic
The following may be used as Caution Indicators when they are associated with the subject of a record. If one of these is not used, it will be counted as a serious error during the audit. Caution Indicators must be used if any of these appear on the subject’s CCH record:
Alcoholic Known to Abuse Drugs
Allergies Martial Arts Expert
Armed and Dangerous: Medication Required
CCW Other (Explain in MIS field)
Improper Handling of Firearms Sexually Violent Predator
Weapons under Disability Suicidal
Any crime with Weapon Use Violent Tendencies:
Aggravated Robbery Domestic Violence
Diabetic Voluntary Manslaughter
Epilepsy Murder
Escape Risk Attempted Murder
Explosive Expertise Resisting Arrest
Heart Condition Felonious Assault
Hemophiliac Felonious Assault with a vehicle
International Flight Risk Assault on an officer
Note: Violent tendencies do not include simple assault or rape. It is agency discretion whether or not to use a Caution Indicator for domestic violence offenses.
Note: Fleeing and Eluding does not qualify as Escape Risk and Caution Indicator should not be used.
If the subject does not have a CCH record, but the warrant is associated with one of the above listed reasons; the warrant can be entered with a Caution Indicator.
If the subject has a Concealed Handgun License, this alone, does NOT qualify them to be entered with a Caution Indicator for armed and dangerous. Holding a permit is not the same as being charged with a crime involving a weapon.
When a subject has CCH entries showing arrests for Carrying Concealed Weapons (CCW), Felonious Assault and Drug Abuse, do not use CMC/01 (which translates into OTHER) and then enter the charges in the MIS field. Each individual CMC code that applies must be entered allowing the system to translate the codes and making it easier for the receiving operator to immediately determine the reasons for the Caution Indicator. In this example, CMC/00 (ARMED AND DANGEROUS), CMC/05 (VIOLENT TENDENCIES) and CMC/20 (KNOWN TO ABUSE DRUGS) would be entered. The ARMED AND DANGEROUS would correlate to the CCW charge and the VIOLENT TENDENCIES would refer to the Felonious Assault charge.
CMC/01 (OTHER) should only be used when none of the other CMC codes applies.
CMC/KNOWN TO ABUSE DRUGS should be used if the subject has a CCH conviction for drug abuse, has a drug abuse OL suspension on their driving record, or other official source documentation indicates the subject has actually used drugs. A subject with drug trafficking, possession or paraphernalia does not necessarily mean they also use drugs. In these situations, CMC/OTHER would be used with the offense being listed in the MIS field.
Note: It is the agency's discretion whether to use a caution indicator or not for drug offenses such as trafficking, possession or paraphernalia.
Also, a subject having a previous CCH drug abuse charge would not necessarily qualify for entry as a SMT/MC DRUGAB. Using drug abuse in the SMT field as a medical condition indicates the subject has been under a doctor’s care, in a rehabilitation clinic, received counseling for abusing drugs, etc. The arrest on a CCH would not be documentation in and of itself to use the MC DRUGAB in the SMT field.
Other data fields that should be included if known:
NOA MPC BCI LKI LKA SKN
POB CTZ FPC SMT BLT CRC
FPA BXR DNA VRX ADR CIT
STA ZIP MIS
If a record is transmitted and one of the combinations below matches a missing person record already on file, it will reject as a duplicate. The user will receive the message ‘REJECT ON FILE’ along with the IDX of the existing record.
FBI and ORI NAM, MNU and ORI
NAM, SOC and ORI OLN, OLS and ORI
VIN, VMA, NAM and ORI LIC, LIS, LIY, LIT, NAM and ORI
OCA, NAM and ORI DOB, NAM and ORI
If the record is accepted by NCIC the following message will be generated:
***** NCIC ACCEPT ENTER, NIC RETURNED AND APPLIED *****
LEADS MISSING PERSON FILE
If NCIC rejects the entry, the record is not stored in the LEADS file. The error must be fixed and the record transmitted again.
In the case of a missing person who uses multiple names, birth dates, social security numbers, etc., see the section on supplemental data.
Also see the section for entering dental information. Dental information is required for juvenile records and is optional for adults.
AMBER ALERT ENTRY
The criteria to activate an Amber Alert are as follows:
• The child must be 17 years of age or younger.
• The child must be in immediate danger of serious bodily harm or death.
• There must be enough descriptive information about the child, the suspect, and/or the circumstances surrounding the abduction to believe the activation of the alert will help to locate the child.
• The activation must be recommended by the local law enforcement agency of jurisdiction.
• The activation is not to be used for runaway children or family abductions unless the investigation determines the child is in immediate danger of serious bodily harm or death.
Entering a missing person record with a message key of EME, EMEC, EMI, or EMIC along with a MNP value of AA for a child under 18 years of age will automatically generate an in-state Amber Alert message to:
• Adjacent counties
• OSHP Central Dispatch Communications Center in Columbus
• Attorney General’s Office
• FBI Child Abduction Unit
• National Center for Missing and Exploited Children
• Ohio media will be notified through the activation process.
Since the missing person record does not currently support storing information about a suspect(s), a COP record can be entered into the system with the suspect’s data.
Note: In the event a missing juvenile entry is declared to be an AMBER ALERT, the original entry must be cancelled and re-entered. A missing juvenile entry cannot be modified to an AMBER ALERT.
ENDANGERED MISSING ADULT ALERT
The criteria to activate an Endangered Missing Adult Alert are as follows:
• For Elderly (65 yrs. and older) or for any adult with a mental disability at risk of serious physical harm or death
• The disability must be diagnosed by a medical professional
• The local investigating law enforcement agency confirms that the individual is missing.
• There is sufficient descriptive information about the individual and the circumstances surrounding the individual’s disappearance to indicate that activation of the alert will help locate the individual.
Entering a missing person record with a message key of EME, EMEC, EMI, or EMIC along with a MNP value of SA will automatically generate an in-state Endangered Missing Adult Alert message to:
• Adjacent counties
• OSHP Central Dispatch Communications Center in Columbus
• Attorney General’s Office
• Ohio media will be notified through the activation process
Note: The record is sent to NCIC with a MNP value of MP.
MODIFY A BASE RECORD
A modification transaction is used to add, delete, or change information on a missing person base record. Only the entering agency may modify the record.
The message key to modify a missing person record is MM.
Identify the record to be modified by:
• NAM and OCA
• NIC and OCA
• LID and OCA
Complete the field/fields to be modified and transmit the data.
Once the record passes the system, the user will receive a message advising the LEADS record has been modified.
If the record is also in NCIC, the actual modification is pending and has been forwarded to NCIC for acceptance. If NCIC rejects the modification, the LEADS record does not retain the updates.
It is required the record be queried to ensure the modification was added to the system(s) and the most current printout is retained with the agency records.
Data fields, which may be removed from the record, are coded as (DEL) mark for deletion.
Once the record passes the system edits, the user will receive a message advising the LEADS record has been modified.
A modification generates an automatic cross-search of the updated record against the unidentified person records.
You cannot modify the message key between juvenile and adult MKE codes.
CANCEL A RECORD
Only the entering agency may cancel a missing person record. This transaction is used when the entering agency determines the record is invalid.
The message key to cancel a missing person record is XM.
Identify the record to be cancelled by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The Date of Cancellation (DOC) is required and is either today’s or yesterday’s date.
The Reason for Removal (RPS) is optional and the value may be either CASE DROPPED or NOT MISSING.
It is required the record be queried to ensure it was removed from the system(s).
Cancellation of the base record will remove all associated supplemental data records as well.
CLEAR A RECORD
Only the entering agency may clear a missing person record. This transaction is used when the entering agency apprehends the subject or is officially advised the missing person has been located and the locating agency has not entered a locate transaction.
The message key to clear a missing person record is CM.
Identify the record to be cleared by:
• NAM and NIC
• NAM and OCA
• NIC and OCA
• LID and OCA
The Date of Clear (DCL) is required.
Additional fields include RCA, RPS, PAR, HIT, NPA, NPF, VNP, VOR and VRC.
If the locating agency did not place a locate, the CM transaction should contain the locating agency’s ORI (RRI) and case number (RCA).at
It is required the record be queried to ensure it was removed from the system(s).
Clearing the base record will remove all associated supplemental, image and dental data records as well.
PLACE A LOCATE ON A RECORD
The apprehending agency should enter the locate transaction when they find a person in the LEADS/NCIC Missing Person Files after they have completed the hit confirmation process. When a locate message is placed on a missing person record, the record is automatically removed from the files.
Do not enter a locate transaction if the apprehending agency is also the entering agency.
The message key to locate a missing person record is LM.
Identify the record to be located by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The required fields include:
• Date of Recovery (DOR)
• Disposition (DSP) whose value may be either DETN or RELD.
o DETN is used when the entering agency advises the locating agency arrangements are being made to return the missing person to the proper authorities.
o RELD is used when the entering agency advises the missing person will not be returned to the proper authorities or the locating agency received no information regarding what action should be taken after making an effort to do so.
Optional fields include RCA, RPS, PAR, HIT, NPA, NPF, VNP, VOR and VRC.
Note: The entering agency can request the locating agency not place a locate if a missing person is positively identified by partial body parts, and enough of the body to facilitate a match against the missing person record is still missing. The MIS field should be updated to list which body parts were recovered.
ENTER A SUPPLEMENTAL DATA RECORD
Supplemental data records are entered into the LEADS and NCIC to show additional names, dates of birth, scars, marks, tattoos, etc., associated with a missing person.
A base record may have the following supplemental records associated with it:
• Alias Names (AKA) up to 99
• Date of Birth (DOB) up to 9
• Miscellaneous Number (MNU) up to 9
• Social Security Number (SOC) up to 9
• Operator License data set (OLN, OLS, OLY) up to 9
• License Plate data set (LIC, LIS, LIT) up to 9
• Vehicle data set (VIN, VYR, VMA, VST) up to 9 o Include VMO and VCO if known
• Scars, Marks, and Tattoos (SMT) up to 9
• Caution/Medical Conditions (CMC) up to 10
• Images up to 13
• Country of Citizenship (CTZ) up to 9
The message key to enter a supplemental record is EMN.
Identify the record the supplemental data is associated with by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The system is designed to allow a total of nine additional data items be input in a single EMN transaction. However, the user’s input form may restrict the number of fields that may be used per transaction.
This example shows four supplemental data items being added to the record for GUY B MISSING.
ORI/OHOHP00L8
NAM/MISSING,GUY B
OCA/DAWN-TEST
AKA/FISHING,GONE
SMT/TAT R ARM
SMT/PRCD L EAR
SOC/000000010
If there are more than nine data items to be added the user will need to make additional EMN transactions.
It is required the record be queried to ensure the supplemental data was added to the system(s) and the most current printout retained with the agency records.
MODIFY A SUPPLEMENTAL DATA RECORD
There is no modifying transaction for supplemental data. The incorrect information must be cancelled and the correct information entered.
CANCEL A SUPPLEMENTAL DATA RECORD
The message key to cancel a supplemental record is XMN.
Identify the record the supplemental data is associated with by:
• NAM and OCA
• NIC and OCA
• LID and OCA
Up to nine data items may be included in a cancel supplemental transaction.
It is required the record be queried to ensure the supplemental information was removed from the system(s) and the most current printout retained with the agency records.
ENTER A DENTAL RECORD
Dental characteristics are included for the purpose of matching information against records in the NCIC Unidentified Person File. This information may be obtained using the Missing Person Data Collection Entry Guide and the Missing Person Dental Report available on-line. The Authorization to Release Dental Records form must be signed by the parent or guardian and the NCIC Missing Person Dental Report must be completed by the dentist.
Note: If it is determined dental record information is not available for a juvenile this must be documented in the case file and “UNK” is entered in the DCH field.
Only the agency that entered the missing person record may enter the associated dental data.
The message key to enter dental information is ED.
Identify the record to which the dental information is being associated by:
• NIC and OCA
• LID and OCA
An entry is required for each and every tooth, which are numbered 01 – 32.
The required fields include:
• Dental x-rays available (DXR)
The only valid values are Y or N
• Dental models available (MPA)
The only valid values are Y or N
• Dental characteristics (DCH)
The codes for this field include:
M, O, D, F, L (restorations for each surface of the tooth)
X (missing)
V (virgin – all teeth present without restorations)
/ (no information on tooth is available)
R (root canal)
C (crown)
ALL (is used in cases where all of the teeth match the default code of ‘virgin’)
UNK (is used in cases where there is no dental information available)
Note: R & C must be used in conjunction with M, O, D, F, or L. If UNK is entered into the DCH field, it suppresses the dental cross-search against the Unidentified Person File.
Optional field:
• Dentist’s remarks (DRE) – Holds a maximum of 50 characters and should contain dental remarks which cannot be coded in the DXR, MPA, or DCH fields.
MODIFY A DENTAL RECORD
Only the entering agency may modify the dental information associated with a missing person record.
The message key to modify a dental record is MD.
Identify the dental record by its associated missing person record using:
• NIC and OCA
• LID and OCA
When modifying the DCH data for a tooth to add additional codes, include the original codes entered if they are still valid.
If the error message of ‘RECORD NOT FOUND’ is returned and the operator feels sure the identifiers are correct, query the record to ensure the dental information was previously entered.
CANCEL A DENTAL RECORD
Only the entering agency may cancel the dental information associated with a missing person record.
The message key to cancel a dental record is XD.
Identify the dental record by its associated missing person record using:
• NIC and OCA
• LID and OCA
Dental records will also be removed if the base record is canceled, located, or cleared.
OTHER TRANSACTIONS – Table of Contents
OTHER FUNCTIONS .................................................................................................................... 3
BMV QUERIES.......................................................................................................................... 3
INQUIRY BY PERSON’S NAME ............................................................................................ 3
INQUIRY BY PERSON’S SOCIAL SECURITY NUMBER ................................................... 4
INQUIRY BY PERSON’S OPERATOR LICENSE OR STATE ID NUMBER ...................... 4
INQUIRY BY PERSONS DRIVER KEY ................................................................................. 4
EMERGENCY CONTACT QUERY ......................................................................................... 5
VEHICLE REGISTRATION QUERIES ................................................................................... 6
INQUIRY BY LICENSE PLATE NUMBER ............................................................................ 6
INQUIRY BY VEHICLE IDENTIFICATION NUMBER ........................................................ 7
INQUIRY BY VEHICLE OWNER'S NAME ............................................................................ 8
INQUIRY BY VEHICLE OWNER'S SOCIAL SECURITY NUMBER ................................ 10
INQUIRY BY VEHICLE OWNER'S FEDERAL TAX IDENTIFICATION NUMBER ....... 11
DEALER PLATE INQUIRY ................................................................................................... 11
AUTOMATED TITLING PROCESSING SYSTEM (ATPS) ................................................. 13
TITLE NUMBER INQUIRY ................................................................................................... 14
TITLE SUMMARY INQUIRY ................................................................................................ 15
VEHICLE IDENTIFICATION NUMBER QUERY................................................................ 16
SSN INQUIRY ......................................................................................................................... 16
ADDITIONAL OWNERS INQUIRY ...................................................................................... 17
NAME INQUIRY ..................................................................................................................... 17
BY BUSINESS/DEALER NAME ........................................................................................... 18
WATERCRAFT INQUIRY...................................................................................................... 19
LIEN INQUIRY........................................................................................................................ 19
ESCAPED VIOLENT FELON NOTIFICATION ................................................................... 19
Field Tag Description....................................................................................................... 20
INMATE PROGRESSION SYSTEM (IPS) ............................................................................ 21
IPS INQUIRY ........................................................................................................................... 22
ORIGINATING AGENCY IDENTIFIER (ORI FILES) ......................................................... 23
OHIO DEPARTMENT OF TRANSPORTATION HAULING PERMITS ............................. 28
HOMELAND SECURITY SCRAP METAL QUERY ............................................................ 31
Law Enforcement Access to the Registry & Transaction Database ..................................... 31
LEADS TRAP FILE ................................................................................................................. 32
QUERY LEADS DENY FILE ................................................................................................. 33
OTHER FUNCTIONS
BMV QUERIES
The Ohio Bureau of Motor Vehicles (BMV) owns and maintains the Driver’s License and State Identification File. This file contains data pertaining to operator licenses and state identification cards issued to Ohio residents. Information such as the resident’s name, address, social security number, driving record and emergency contact can be found in this file.
LEADS operators have the ability to query the person’s data using:
• the person’s name
• the person’s social security number
• the person’s operator license number
• the person’s state identification number
INQUIRY BY PERSON’S NAME
The message key is DN.
Required field is NAM and is entered last name, first name.
Additional fields are date of birth (DOB) and COU (county of residence). LEADS and NCIC person files are also checked when the search criteria include the DOB.
If the entered search criteria are not an exact match to information stored on the BMV OL File, a list of potential matches is returned. Example:
DNX.OHOHP00L8.PUBLIC, JOHN:19791218#
The BMV returns a listing of possible matches.
DNX.OHOHP4000.PUBLIC, JOHN Q#
100 PUBLIC*JOHN,Q DLN: ZZ000001 1970 W BROAD ST DS.111223333
CLS: B VALID 73 DOB: 05/08/1982 COLUMBUS OH 43218
094 PUBLIC*JOHN,Q%JR DLN: ZZ000099 1970 W BROAD ST DS.222334444
CLS: I NOT VALID 73 DOB: 12/10/2002 COLUMBUS OH 43218
077 PUBLIC*JOHN,L DLN: ZZ000015 1980 W BROAD ST DL.ZZ000015
CLS: D EXPIRED 43 DOB: 05/10/1954 COLUMBUS OH 43218
077 PUBLIC*JOHN DLN: None 1952 W BROAD ST DK.019917658
CLS: SUSPENDED 50 DOB: 02/06/1971 COLUMBUS OH 43218
If additional matches exist, the following information will be shown at the bottom of the message:
TO LIST MORE DRIVERS, SUBMIT THE FOLLOWING:
DNX.OHOHP00L8.PUBLIC,JOHN:19791218#.00040.E.02
Return to the DN transaction and input the data, i.e., PUBLIC,JOHN:19791218#.00040.E.02 from the response into the NAM/ field and transmit the query again.
INQUIRY BY PERSON’S SOCIAL SECURITY NUMBER
The message key is DS.
Required field is SSN and is entered without the hyphens.
The requester field is available to document who is requesting the query to create a computerized audit trail.
Note: LEADS and NCIC person files are also checked.
INQUIRY BY PERSON’S OPERATOR LICENSE OR STATE ID NUMBER
The message key is DL.
Required field is OLN. This can be the driver’s license number or the state ID number.
The requester field is available to document who is requesting the query to create a computerized audit trail.
Note: LEADS and NCIC person files are also checked.
INQUIRY BY PERSONS DRIVER KEY
The message key is DK.
Required field is OLN Key #.
The BMV assigns a ‘key’ number to all persons entered into their system. If a query has been done by name and the person does not have an Ohio driver’s license, the DN response will show the key information as DK.99999999 (see above example of a DN response).
DK.OH0313300.019917658
JOHN PUBLIC DOB: 02/06/1971 AGE: 42
1952 W BROAD ST SSN: 000 00 0000
COLUMBUS, OH 43218 KEY: 019917658
COUNTY: 25-FRANKLIN
** PHYSICAL DESCRIPTION ** ** ANATOMICAL DONOR: NOT LISTED **
SEX: U HGT: ' " WGT: 000 HAIR: UNKNOWN EYES: UNKNOWN
** DRIVER LICENSE INFORMATION **
DLN: CLASS: ISS: / / EXP: / /
STATUS: FAILURE TO REINSTATE
RESTRICTIONS: NONE
********************************************************************************
CHECK VEHICLE REGISTRATION
EMERGENCY CONTACT QUERY
The BMV maintains a database to track next of kin. This file contains emergency contact information for persons issued an Ohio driver’s license, commercial driver’s license, temporary permit or state ID card if the person wants to add it. (This file is not to be used as an investigative tool. It should only be used to notify next of kin in an emergency.)
If a DS or DL query is run on a resident who has supplied this information, the message ‘EMERGENCY CONTACT INFORMATION AVAILABLE’ will appear at the bottom of the query response from the BMV.
To view the contact’s information use one of the following message keys. The required data field can be found on the DL, DN or DS response.
• ECL Required field: OLN
• ECK Required field: KEY
• ECS Required field: SOC
The file must be queried by using the appropriate field for OLN or state ID. This file does not recognize the OLN and the state ID numbers as being the same as it does when checking through the OLN file. If it is a state ID and it is run as an OLN or vice versa no emergency contact information will be returned.
DS response example:
ABSTRACT OLTEST DOB: 05/10/1927 AGE: 80
1970 W BROAD STREET SSN: 777 77 7775
COLUMBUS, OH 43223 KEY: 011886163
COUNTY: 25-FRANKLIN
** PHYSICAL DESCRIPTION ** ** ANATOMICAL DONOR: FORM ON FILE **
SEX: M HGT: 5' 08" WGT: 140 HAIR: BROWN EYES: GREEN
** DRIVER LICENSE INFORMATION **
DLN: ZZ000083 CLASS: D ISS: 05/09/2001 EXP: / / 2 PART LICENSE
STATUS: SUSPENDED
ENDORSEMENTS: MOTORCYCLE
OTHER ENDORSEMENT
PASSENGER - CDL
RESTRICTIONS: MODIFIED DIMMER SWITCH
MODIFIED TURN SIGNAL
MODIFIED BRAKES
LEFT OUT & INSIDE MIRRORS
DUAL OUTSIDE MIRRORS
NO BACKGROUND CHECK: 04/19/2006 (HAZMAT ENDORSEMENT REVOKED)
*********************************************************
EMERGENCY CONTACT INFORMATION AVAILABLE
ECS response example:
***** NEXT OF KIN / EMERGENCY CONTACT INFORMATION FOR: *****
ABSTRACT OLTEST DOB: 05/10/1927 AGE: 80
1970 W BROAD STREET SSN: 777 77 7775
COLUMBUS, OH 43223 KEY: 011886163
COUNTY: 25-FRANKLIN
CONTACT 1:
JOSEPH M PUBLIC RELATIONSHIP: SON-IN-LAW
8000 FLOWER RD LONDON, OH 43140
PHONE: 740 852-0000
VEHICLE REGISTRATION QUERIES
The Ohio Bureau of Motor Vehicles (BMV) owns and maintains the Vehicle Registration File. This file contains data pertaining to vehicles registered to Ohio residents. Information such as a description of the vehicle, the vehicle identification number, the associated license plate and the owner’s personal information can be found in this file.
LEADS operators have the ability to query the vehicle registration data using:
• the license plate number
• the vehicle identification number
• the owner’s social security number
• the owner’s name
• the owner’s tax identification number
INQUIRY BY LICENSE PLATE NUMBER
Message key is RP.
This transaction also generates additional queries to the BMV OL File, LEADS files and NCIC files using the SSN, VIN and LIC data from the registration record.
License (LIC)
The system will take up to 10 characters. If the license plate number exceeds ten characters, only the first ten digits should be entered.
Plate Type (COD)
Church Bus CB
City (non-expiring) CI
Commercial Bus BU
Commercial Trailer – includes semi trailer TL
Commercial Truck TK
County (non-expiring) CU
Disabled Veteran (non-expiring) DV
Farm Truck FM
House Vehicle or House Trailer HV
Moped MP
Motorcycle MC
Motor Home MH
Non Commercial Trailer NC
Non Commercial Truck NT
Passenger Car PC
Prisoner of War PW
Recreational Vehicle (i.e. snowmobile, all terrain) RV
School Bus SB
State (non-expiring) ST
Temporary Plate TM
Transit Bus TB
Watercraft (boat) WC
Requestor (REQ)
15 characters of free text can be used to record the name, unit number or badge number of the person requesting the query. This will create a secondary audit trail for the transaction.
Example of a RP response.
RP.OHOHP00L8.TST0001,PC.REQ/LEADS PRGM 03/04/09 13:14
TST0001 2008 PC (NORMAL ISSUE) EXPIRED/20081001
CLOWN*BARTLES,T SOC/001008576 STICKER/910TST0001
1970 W BROAD ST COLUMBUS OH 43223 2504 SINGLE-OWNER
00001243000019384 2000 PONT ASD - UNKNOWN 4S PURCHASED 01/01/2000
TITLE/1234567891 ODOMETER/000001
ISSUED 20080716 BY AGENCY 9980 APPLICATION 963960BG OLD-LIC/TST0001
PLATE COLOR/ SUNBURST VEH COLOR/ CHROME
END
INQUIRY BY VEHICLE IDENTIFICATION NUMBER
Message key is RV.
This transaction also creates additional queries to both LEADS and NCIC files using the VIN. The Vehicle Identification Number (VIN) can be up to 20 characters. If the actual vehicle identification number is greater than 20 characters, use the last 20 characters to query the database.
Example of a RV response:
RV.OHOHP00L8.00001243000019384 03/04/09 13:20
TST001 2008 PC (PER//500) EXPIRED/20080201
CLOWN*BARTLES,T SOC/001008576
1970 W BROAD ST COLUMBUS OH 43223 2504 UNK OWNER-CODE
00001243000019384 2000 PONT ASD - UNKNOWN 4S PURCHASED 01/01/2000
TITLE/1234567890 ODOMETER/000001
ISSUED 20030904 BY AGENCY 9980 APPLICATION MX49844 OLD-LIC/TST0001
PLATE COLOR/ BICENTENNIAL VEH COLOR/ BROWN
END
INQUIRY BY VEHICLE OWNER'S NAME
Message key is RN.
The owner’s name (NAM) is required and can be input as:
• PUBLIC,JOHN (last name comma first name)
• PUBLIC,JOHN Q (last name comma first name space middle initial)
• PUBLIC,JOHN Q JR (last name comma first name space middle initial space title)
When an inquiry is made by name, an exact match may not occur. However, the response may have retrieved some records. The system assigns values for matching last name, first name, middle initial, title and county codes. Consonants which sound alike are given the same numeric value. Vowels which often sound alike are given no value.
County of residence (COU)
Optional field to help limit the search.
Adjacent county (ADJ)
Optional field to help limit the search.
Example of a RN response:
RN.OHOHP00L8.TEST,RECORD 08/24/04 14:06
TEST*RECORD VIN/12345678900000010 LIC/998ZZZ ,PC
10 SPIKERUSH CT PATASKALA OH 43062 EXP/20010218
VEH/1973 CHEV TYPE/4S ISSUED/20000118 BY AGENCY 2500 4511
TEST*RECORD VIN/12345678900000010 LIC/999ZZZ ,PC
10 SPIKERUSH CT PATASKALA OH 43062 EXP/20040818
VEH/1973 CHEV TYPE/4S ISSUED/20000818 BY AGENCY 2500 4511
TEST*RECORD VIN/12345678900000002 LIC/PZZ9999 ,TK
10 SPIKERUSH CT PATASKALA OH 43062 EXP/20000531
VEH/2000 KENW TYPE/TK ISSUED/19991012 BY AGENCY 2500 4511
END
A response is able to bring back a maximum of six matches. If additional matches exist, the following information will be shown at the bottom of the message:
FOR ADDITIONAL RECORDS, SUBMIT THE FOLLOWING: RN.111223333+143804143606.007
Return to the RN transaction and input the data from the + to the end (IE: +143804143606.007) into the continuation field and transmit the query again.
INQUIRY BY VEHICLE OWNER'S SOCIAL SECURITY NUMBER
Message key is RS.
Social Security Number (SOC) is required.
Response sample:
RS.OH0830300.999999999 10/01/04 00:04
PUBLIC*JOHN VIN/4A2YC58A60M4323526 LIC/ABC1234 ,PC
500 E HIGH ST ANYTOWN OH 45501 EXP/20050718
VEH/1991 ISU TYPE/SW ISSUED/20040724 BY AGENCY 8311 8306
PUBLIC*JOHN,R VIN/1FT3326OE6BLAK5467 LIC/CBA4321 ,TK
500 E HIGH ST ANYTOWN OH 45501 EXP/20040531
VEH/1981 FORD TYPE/TK ISSUED/20030506 BY AGENCY 8311 8306
PUBLIC*JOHN,R VIN/2M2C058D6M0023526 LIC/T123456 ,TM
500 E HIGH ST ANYTOWN OH 45501 EXP/20030829
VEH/1991 ISU TYPE/SW ISSUED/20030731 BY AGENCY 8311 0000
PUBLIC*JOHN,R VIN/NONE LIC/LIC1234 ,NT
23 MADISON DR ANYTOWN OH 45501 EXP/20030718
VEH/1990 HMD TYPE/TL ISSUED/20020615 BY AGENCY 8311 8306
PUBLIC*JOHN,R VIN/1FT3326OE6BLAK5467 LIC/T654321 ,TM
500 E HIGH ST ANYTOWN OH 45501 EXP/20030506
VEH/1981 FORD TYPE/TK ISSUED/20030407 BY AGENCY 8311 0000
PUBLIC*JOHN,R VIN/1FT3326OE6BLAK5467 LIC/T321456 ,TM
500 E HIGH ST ANYTOWN OH 45501 EXP/20030406
VEH/1981 FORD TYPE/TK ISSUED/20030308 BY AGENCY 8311 0000
FOR ADDITIONAL RECORDS, SUBMIT THE FOLLOWING:
RS.999999999+000000000000.007
A response will bring back a maximum of six matches per form. If additional matches exist, the following information will be shown at the bottom of the message:
FOR ADDITIONAL RECORDS, SUBMIT THE FOLLOWING: RS.111223333+143804143606.007
Return to the RS transaction and input the data from the + to the end (IE: +143804143606.007) into the continuation field and transmit the query again.
INQUIRY BY VEHICLE OWNER'S FEDERAL TAX IDENTIFICATION NUMBER
Message key is RF.
Federal Tax Identification Number (TAX) is required.
Example of a RF response:
RF.OH0671200.043624813 03/03/09 11:16
CITY SECURITY VIN/1ABCD23E0FG123456 LIC/T654321 ,TM
4000 STATE ROUTE 1 SOMEPLACE OH 43210 EXP/20021003
VEH/1989 CHEV TYPE/SW ISSUED/20020904 BY AGENCY 7732 0000
CITY SECURITY INVESTIGATIONS VIN/1ABCD23E0FG123456 LIC/CITY01 ,PC
4000 ST RT 1 SOMEPLACE OH 43210 EXP/20030820
VEH/1989 CHEV TYPE/SW ISSUED/20021009 BY AGENCY 7731 6766
CITY SECURITY AND INVEST VIN/1DCBA43FGCBA12345 LIC/CITY02 ,PC
4000 ST RT 1 SOMEPLACE OH 43210 EXP/20050820
VEH/1994 FORD TYPE/SW ISSUED/20040915 BY AGENCY 6712 6705
CITY SECURITY AND INVESTIGATIONS VIN/2PLAF17X0XX654321 LIC/CITY03 ,PC
4000 STATE ROUTE 1 SOMEPLACE OH 43210 EXP/20060820
VEH/1994 FORD TYPE/4S ISSUED/20050823 BY AGENCY 6712 6766
CITY SECURITY-INVEST VIN/1TDGN13X8X12404847 LIC/INVEST ,PC
2000 STATE ROUTE 2 EVERYWHERE OH 44100 EXP/20060820
VEH/2000 CHEV TYPE/SW ISSUED/20050823 BY AGENCY 6712 6778
CITY SECURITY INVESTIGATION INC VIN/1PFPF55X11F101809 LIC/2INVEST ,PC
1600 MY TRAIL ROAD ALL FALLS OH 44222 EXP/20090820
VEH/2001 FORD TYPE/4S ISSUED/20080912 BY AGENCY 6715 7705
FOR ADDITIONAL RECORDS, SUBMIT THE FOLLOWING:
RF.02345678901+148902736204.007
A response will bring back a maximum of six matches per form. If additional matches exist, the following information will be shown at the bottom of the message:
FOR ADDITIONAL RECORDS, SUBMIT THE FOLLOWING: RS.111223333+143804143606.007
Return to the RF transaction and input the data from the + to the end (IE: +143804143606.007) into the continuation field and transmit the query again.
DEALER PLATE INQUIRY
Four DEALER plate changes were implemented on October 25, 2015:
1. To obtain dealer plate information, use the RP message key and code ‘DL’ for dealer plate or ‘MD’ for motorcycle dealer plate.
2. Temporary tags issued by dealers are available by query.
3. Ohio responds to NLETS RQ queries for dealer plates using the ‘DL’ or MD’ codes.
4. The ATDP query continues to support old and new formats, but no longer requires the dealer plate code to be entered.
Note: Dealers plates are not issued an expiration sticker. The query for dealer plates should include all the numbers from left to right, no spaces and no dash.
Each dealer is assigned a master plate number and may have one or more plates associated with it. All plate ranges, except for the master plate, have up to three digits appended to the plate number to show the plate range.
The message key is ATDP.
Note: This transaction will also check LEADS and NCIC files.
The Dealer Plate Number (DPN) is required. This may be either the master plate number (i.e.: 1234) or a specific plate number (i.e.: 91234).
A query of a dealer permit number will provide the information as to the ownership of the license plate only.
The proper way to query a stolen dealer plate is with the small number entered first, however, not everyone enters the plate with the proper format. It is suggested the dealer plates also be checked without the small number and with the small number at the end.
A specific plate may be queried as such 1234002 or 1234-002 or 002-1234 via ATDP. However, entering and querying the plate number as 0021234 will bring back a NIF response from ATPS.
Dealer Code (COD)
• All-Purpose Vehicle Dealer DA
• Commercial Demonstration DD
• In Transit DI
• Moped Dealer DM
• Motorcycle Dealer DC
• Regular Dealer DV
• Snowmobile Dealer DT
• Special DS
• Utility Trailer Dealer DU
• Watercraft Trailer Dealer DW
If all of the retrieved data cannot be shown on a single form, the page forward key is shown. Paging is done using the ATPG message key and must be done fairly quickly or it will time out and the operator will need to re-run the ATDP transaction again. See the following section on using the ATPG message key.
Example of an ATDP response to a query on master number 4567:
ATDP.OHOHP00L8.4567,DV
PLT/4567 STK/2010032832 EXP/033110 PERMIT#/UD005885 #PLTS/0020
SUPER DUPER AUTO SALES TYPE/P DBA/N SEC/Y
1200 S MAIN ST
MIAMISBURG OH 45555 CNTY/57 USED MOTOR VEHICLE DEALER LICENSE
4567-4567,9800087949-9800087949 4567-4567002,2010032832-2010032833
4567002-4567002,9800087950-9800087950 4567003-4567003,2010032834-2010032834
4567003-4567003,9800087951-9800087951 4567004-4567004,2010032835-2010032835
4567004-4567004,9800087952-9800087952 4567005-4567005,2010032836-2010032836
4567005-4567005,9800087953-9800087953 4567006-4567006,2010032837-2010032837
4567006-4567006,9800087954-9800087954 4567007-4567007,2010032838-2010032838
4567007-4567007,9800087955-9800087955 4567008-4567008,2010032839-2010032839
4567008-4567008,9800087956-9800087956 4567009-4567009,2010032840-2010032840
TO PAGE FORWARD, SUBMIT THE FOLLOWING:
ATPG.0395.F
ATDP response field definitions:
• PLT master plate number assigned to the dealer
• STK sticker number for the master plate
• EXP date the dealer plates expires
• PERMIT# new dealer permit number
• #PLTS total number of plates assigned to the dealer
• TYPE P = primary locations S = secondary locations
• DBA Y = dealer has Doing Business As names
• SEC Y = dealer has secondary locations
• CNTY county # where dealer is located
AUTOMATED TITLING PROCESSING SYSTEM (ATPS)
The BMV maintains the Automated Titling Processing System (ATPS) database. It contains information on all businesses and individuals who have a vehicle title(s) registered within the State of Ohio.
The following queries may be run against the ATPS database:
• Title Number ATNUM
• Title Number – Summary ATSUM
• Vehicle Identification Number ATVIN
• Social Security Number ATSSN
• Additional Owner ATADD
• Title Owner’s Name ATNAM
• Business Name ATBUS
• Dealer Name ATDLR
• Water Craft or Boat Motor Number ATWIN
• Title Number of Lien Inquiry ATLN
TITLE NUMBER INQUIRY
Message key is ATNUM.
The title number (TTL) is required. Title numbers are normally eight to ten numeric digits long. It is possible the number can have an alphabetic character which usually appears at the end of the title number.
Example of an ATNUM response – motor vehicle:
TITLE NUMBER/1101588966 TYPE/V STATUS/A ISSUE-DATE/040197 CNTL-NO/024793799
TITLE/1101588966 SSN-FEIN/222222222 DEALER-PERM/
NAME/PLACE*DON
STREET/1000 GOOD VIEW CITY/LONDON ST/OH ZIP/43140
PREVIOUS TITLE DATA:
TITLE/1101588966 SSN-FEIN/--------- DEALER-PERM/
NAME/LESSON*JOHN
STREET/3000 TREE LANE CITY/LONDON ST/OH ZIP/
VIN/22XP20B271871 YEAR/1969 TYPE/--- MAKE/DODGE MODEL/XP2
BODY/2D MILES/75200 CD/A COND/F PUR-DATE/032197 PUR-PRICE/50
DUPL-COUNT/ REPL-COUNT/
Example of an ATNUM response – watercraft:
TITLE NUMBER/1100825599 TYPE/W STATUS/A ISSUE-DATE/051795 CNTL-NO/014041411
TITLE/1100825599 SSN-FEIN/--------- DEALER-PERM/
NAME/WOULD*RONALD
STREET/300 MARY ST CITY/HARKEN ST/OH ZIP/45000
PREVIOUS TITLE DATA:
TITLE/1100825599 SSN-FEIN/--------- DEALER-PERM/
NAME/SHREDDED*DAN
STREET/200 PAPER DR CITY/GALLOWAY ST/OH ZIP/43119
VIN/ARKD00330966 YEAR/1976 TYPE/ MAKE/ARROWGLAMODEL/COUGAR
BODY/ MILES/ CD/ COND/ PUR-DATE/050895 PUR-PRICE/250
DUPL-COUNT/ REPL-COUNT/
Example of an ATNUM response – boat motor:
TITLE NUMBER/5200289842 TYPE/M STATUS/A ISSUE-DATE/071707 CNTL-NO/086384215
TITLE/5200289842 SSN-FEIN/222222222 DEALER-PERM/
NAME/FLOWER*DAISY*L
STREET/700 S WATER ST CITY/POTTER ST/OH ZIP/43452
PREVIOUS TITLE DATA:
TITLE/5200289842 SSN-FEIN/--------- DEALER-PERM/
NAME/MULLIGAN*STEW
STREET/S R 50 CITY/FREE ST/OH ZIP/43222
VIN/X4312135Z YEAR/1975 TYPE/ MAKE/JOHNSON MODEL/85ESL7
BODY/ MILES/ CD/ COND/ PUR-DATE/090304 PUR-PRICE/0
DUPL-COUNT/ REPL-COUNT/
TITLE SUMMARY INQUIRY
Message key is ATSUM.
Title number (TTL) is required. Title numbers are normally eight to ten numeric digits long. It is possible the number can have an alphabetic character which usually appears at the end of the title number.
Example of an ATSUM response – motor vehicle:
TITLE NUMBER/1105882552 STATUS/A TITLE-DEF/V
D/R ISS-DT CONTROL# TYP VIN YR MAKE MILEAGE
O 012909 091053052 O 1G2WX34K5XF678901 1999 OLDS 120536
O 090303 067779385 O 1G2WX34K5XF678901 1999 OLDS 98424
O 082703 067735754 O 1G2WX34K5XF678901 1999 OLDS 98392
O 063003 065621515 O 1G2WX34K5XF678901 1999 OLDS 98315
O 121098 033498259 O 1G2WX34K5XF678901 1999 OLDS 12
Example of an ATSUM response – watercraft:
TITLE NUMBER/7900452284 STATUS/A TITLE-DEF/W
D/R ISS-DT CONTROL# TYP VIN YR MAKE MILEAGE
O 083001 047974989 O MRR12345M84A 1984 MRR12104M84A
O 063000 041621240 O MRR12345M84A 1984 MRR12104M84A
O 062700 041630107 O MRR12345M84A 1984 MRR12104M84A
Example of an ATSUM response – boat motor:
TITLE NUMBER/0700595818 STATUS/A TITLE-DEF/M
D/R ISS-DT CONTROL# TYP VIN YR MAKE MILEAGE
O 040307 084147166 O 09876543 2001 JOHNSON
VEHICLE IDENTIFICATION NUMBER QUERY
Message key is ATVIN.
The vehicle identification number (VIN) is required. This transaction also queries LEADS files using the VIN.
Example of an ATVIN response:
VIN/1Z37T3S423548 MAKE/CHEVROLET MODEL/COR YEAR/1973
OWNER NAME STS DEF ISS-DT TITLE-NO
STREET CITY STATE ZIP MILEAGE
CURRENT*OWNER A O 091003 1200715838
3000 CORDERS RD COVER CITY OH 43111 56284
PUBLIC WORLD OF CARS INC I O 072903 1200706389
200 E SOUTH STREET SPRINGFIELD OH 45000 56271
PREVIOUS*OWNER*B I O 030402 4701144506
300 GEORGIA AVE LYRIA OH 44333 56207
PREVIOUS*OWNER*A I O 050198 5200378695
4000 SACRAMENTO BLVD DINA OH 44222 55294
SSN INQUIRY
Message key is ATSSN.
The social security number (SOC) is required. This transaction also queries LEADS files using the SOC.
Example of an ATSSN response:
NAME/RECORD*TEST*A SSN/123456789
TITLE-NO STAT DEF ISS-DT VIN-WIN-MIN MAKE YR
2508993027 A V 112807 1G2ZG57N174123456 PONTIAC 2000
2507328831 A V 042505 1HGCD5632RA123456 HONDA 1994
2506819590 I V 071304 1G6CD13B6N4123456 CADI 2010
2506803475 I V 070204 1G6CD13B6N4123456 CADI 1992
2506489442 I V 011504 1GNDT13X83K123456 CHEVROLET 2003
2505091703 I V 120701 2B6HB11Z2XK123456 DODG 1999
2504543495 I V 022301 2C1MR2266W6123456 CHEV 2014
ADDITIONAL OWNERS INQUIRY
Message key is ATADD.
The title number (TTL) is required. Title numbers are normally eight to ten numeric digits long. It is possible the number can have an alphabetic character which usually appears at the end of the title number.
Example of an ATADD response:
TITLE/0100228443 STATUS/I VIN-WIN-MIN/1HD5DAM20JJ128631
TITLE-DEF/O TYPE-DEF/V VEH-YEAR/1988 VEH-MAKE/HARLEY
## OWNER-NAME SSN-FEIN PERMIT#
STREET CITY STATE ZIP
01 PUBLIC*JOHN*Q 211311999
200 ROSEY DR. PEBBLES OH 45666
02 PUBLIC*JOHN*Q 222333999
40 PLACE AVE. PEBBLES OH 45666
NAME INQUIRY
Message key is ATNAM.
The name (NAM) is required. Valid formats for NAM field:
• PUBLIC*JOHN*Q*II
• PUBLIC*JOHN*Q
• PUBLIC*JOHN
Note: The asterisks (*) must be included in the format as shown.
Additional fields to refine the inquiry include:
• county number
• zip code
• city name
Example of an ATNAM response:
NAME NO TITLE-NO SSN
ADDRESS CITY STATE ZIP
VIN-WIN-MIN YR MAKE TYPE
MCPUBLIC*JOHN*R 01 3103222861 222333999
7000 MEMORY LN FRY OH 45555
JF2FF66611A654321 2001 SUBARU V
MCPUBLIC*JOHN*R 02 7602935647 222333999
100 W HIGH MAKING OH 44333
1PHAF33A18X123456 2008 FORD V
BY BUSINESS/DEALER NAME
Message key is ATBUS for Business Name.
Message key is ATDLR for Dealer Name.
The business name or dealer name (NAM) is required. The name field will hold up to 30 characters.
Additional fields to refine the inquiry include:
• County Number
• Zip Code
• City Name
Example of an ATBUS response:
NAME NO TITLE-NO SSN
ADDRESS CITY STATE ZIP
VIN-WIN-MIN YR MAKE TYPE
PUBLIC JOHN CHEVROLET 01 2504061712 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1A2BC235D7EF123456 2000 PLYM V
PUBLIC JOHN CHEVROLET 01 2504061711 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1A3DV124F8GG123456 2002 HOND V
PUBLIC JOHN CHEVROLET 01 2504061710 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1F3AA3210GG9123456 2013 PONT V
Example of an ATDLR response:
NAME NO TITLE-NO SSN
ADDRESS CITY STATE ZIP
VIN-WIN-MIN YR MAKE TYPE
PUBLIX AUTO SALES 01 1804059552 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1F2FF33UUIH123456 2010 OLDS V
PUBLIX AUTO SALES 02 1804045380 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1H1TL6541KY123456 2011 CHEV V
PUBLIX AUTO SALES 03 1804021194 ---------
1952 W BROAD STREET COLUMBUS OH 43228
1G3BB44J1F4123456 2012 PONT V
WATERCRAFT INQUIRY
Message key is ATWIN
The required field for the watercraft inquiry is the watercraft or boat motor number (WCN).
Example of an ATWIN response:
WATERCRAFT#/BUJ23063D202 MODEL/NITRO YEAR/2002 TYPE/W
LENGTH/018’2” BOAT/BASSTRACKE
OWNER-NAME STS ISS-DT TITLE-NO
PUBLIC*BILL A 011707 8301143362
PUBLIC*WALT I 102606 8301121504
PUBLIX AUTO SALES I 022305 8300936625
LIEN INQUIRY
Message key is ATLN.
Title number (TTL) is required. Title numbers are normally eight to ten numeric digits long. It is possible the number can have an alphabetic character which usually appears at the end of the title number.
Example of an ATLN response:
TITLE/1804231910 VIN-WIN-MIN/1G4EZ13L3MU410390 YEAR/1991
## LIEN HOLDER'S NAME ISS-DT CAN-DT CNTL#
STREET CITY STATE ZIP
01 COMMERCIAL INVESTMENTS CORP 022001 042401 052531715
200 6TH NW ANYWHERE OH 44702
ESCAPED VIOLENT FELON NOTIFICATION
Effective September 30, 1999, the Ohio Revised Code was amended to require county sheriff’s to notify all law enforcement agencies in their jurisdiction if a felon escapes from their custody and when the escapee is found.
ORC Section 341.011(A) states a notification be sent when:
1. A person who was either convicted of or plead guilty to an offense or was indicted or otherwise charged with the commission of an offense, escapes from a county jail or workhouse or otherwise escapes from the custody of a sheriff.
2. The notification shall go to:
• All local law enforcement agencies with jurisdiction over the place where the person escaped from custody,
• The State Highway Patrol,
• The Department of Rehabilitation and Correction if the escapee is a prisoner under the custody of the department who is in the jail or workhouse,
• The prosecuting attorney of the county, and
• A newspaper of general circulation in the county.
The message key EVFNOT is used to send an escaped violent felon notification.
The LEADS message switch automatically forwards the information to all law enforcement agencies located within the county of the originating ORI as well as the OSHP.
Message Fields:
Field Tag Description
AGY county sheriff’s office
FAC county jail or workhouse of escape
NARR any miscellaneous information which may be helpful in the apprehension of the escapee
NAM required – escapee’s name (Last,First M)
SEX escapee’s sex
RAC escapee’s race
HGT escapee’s height
WGT escapee’s weight
HAI escapee’s hair color
EYE escapee’s eye color
AGE escapee’s age
DESC any clothing description which may be helpful in the apprehension of the escapee
Example of an EVFNOT message:
*** E S C A P E D V I O L E N T F E L O N N O T I F I C A T I O N ***
PURSUANT TO ORC 341.011(A) WHICH REQUIRES A COUNTY SHERIFF TO NOTIFY ALL LAW ENFORCEMENT AGENCIES WHITIN THEIR RESPECTIVE COUNTY OF AN ESCAPED FELON IN THE CUSTODY:
AGENCY/FRANKLIN COUNTY SHERIFFS OFFICE
INCARCERATING FACILITY/FRANKLIN COUNTY JAIL
ESCAPEE/JOHN R DOE AGE/26
HGT/511 WGT/216 HAI/BRO EYE/BRO RAC/W SEX/M
CLOTHING DESCRIPTION:
SUBJECT LAST SEEN IN ORANGE JAIL UNIFORM INMATE #187654 ON BACK OF SHIRT.
NARRATIVE:
SUBJECT LAST SEEN AFTER 10 PM BEDCHECK, EX-WIFE RESIDES IN WORTHINGTON AREA.
INMATE PROGRESSION SYSTEM (IPS)
The Inmate Progression System (IPS) is maintained by the Ohio Department of Rehabilitation and Corrections (ODRC). It is used to track the progress of its clients through the corrections system. ODRC provides LEADS with a fresh copy of IPS data on a daily basis so our users can retrieve inmate, parole, and probation information.
Note: For more information, contact www.odrc.ohio.gov.
The information provided to LEADS includes the following data fields:
• Offender Number (ONO)
• Name (NAM)
• Date of Birth (DOB)
• Social Security Number (SSN)
• Alias
• Race (RAC)
• Sex (SEX)
• Hair Color (HAI)
• Eye Color (EYE)
• Height (HGT)
• Weight (WGT)
• Date of Admission (ADM)
• Date of Expiration (EXP)
• Current Status (STATUS)
• Place of Incarceration (institution)
• Link #
If an IPS record exists for an individual it will also be displayed when a DS or QW transaction is executed.
IPS INQUIRY
The message key to query the IPS File is IPSQ.
The file can be searched in one of the following combinations:
• name and date of birth
• alias name and date of birth
• offender number
• social security number
The response to a name inquiry will result in only one record being displayed, since the name inquiry searches for an exact match.
Enter the name as last name, first name, middle initial and then title (Jr, Sr, II, or III, etc.) A comma must separate the last name from the first name, and a space must separate the first name from the middle initial and the middle initial from the title.
The date of birth must be in month, day and year order.
The response to an offender number inquiry will result in one record being displayed. This record will be the primary record of an individual. If there is any other records on file with the same offender number, alias names will be displayed at the end of the primary record.
The response to a SSN inquiry will result in at least one record being displayed. If the SSN matches any additional records, they also will be displayed.
Do not put a period in the offender number (ONO) when using it to query the file.
Example of an IPSQ response:
**** INSTATE **** INSTATE **** INSTATE ****
MKE/INMATE PROGRESSION SYSTEM RECORD
ONO/A53621300 NAM/PUBLIC,JOHN DOB/19950121
SSN/11122333 ALIAS/P RAC/W SEX/M HAI/BLK
EYE/BRO HGT/600 WGT/210
ADM/20061026 EXP/20080808
STATUS/PAROLE REASON/DECLARED PRC VIOLATOR AT LARGE
INSTITUTION/NORTH CENTRAL CORRECTIONAL INSTITUTION LINK/A41731300
ORIGINATING AGENCY IDENTIFIER (ORI FILES)
NCIC is a nationwide computerized information system established as a service to all criminal justice agencies whether it is at the local, state, or federal level.
Agencies that wish to utilize the data stored in the nationwide system must request an originating agency identification number from NCIC, commonly referred to as an ORI. These ID numbers and their accompanying information are maintained by NCIC in a file of which may be queried.
The message key QO is used to determine if an ORI exists in NCIC, the agency it belongs to and its current status – active or retired.
In the example below, the ORI OHOHP0040 was queried:
1L01004E,MRI3296450
0H0HP00L8
ORI/OHOHP0000 ATR/SHP COLUMBUS
TYP/1 CT1/614 466-2660
AN1/OHIO STATE HIGHWAY AN2/PATROL
SNU/2855
SNA/W DUBLIN GRANVILLE RD CTY/COLUMBUS STA/OH
ZIP/43235-0000
FOC/OHCI
NLC/0001 DTE/19981005 0000 EDT DLU/19981005
UNLESS OTHERWISE NOTED, THIS LEADS THROUGHPUT IS EXEMPT FROM PUBLIC RECORDS
REQUESTS PER ORC:149.43 AND OAC:4501:2-10-06.
MRI: 3296458
IN: #141954 AT 25FEB2009 13:03:32
OUT: OHOHP00L8 #17 AT 25FEB2009 13:03:32
Note: The response returned shows ORI OHOHP0000. This is because NCIC looks at the first seven positions of the ORI to match their file, unless the ninth position happens to be an alpha character – then they match on the entire nine positions.
The following are the explanations of the codes used in the TYP field of the QO inquiry.
• 1 = state agency
• A-C = Canadian
• 2 = county agency
• E = editorial
• 3 = local agency
• F = FSC
• 4 = federal agency
• R = retired
• 5 = ORI ends in D,H,I,K,N,O,P,Q,R, U, V, or W
• S = state
• 6 = criminal justice
• Y = CR
• 7 = foreign / local
• Z = identification division
• 8 = federal, non-criminal justice agency
See the NCIC Operating Manual for more information on ORIs.
LEADS also maintains a file with data on agencies who have an active or inactive participation agreement, as well as retired agencies. This agreement lets the agencies use the message switch to input, modify, and query data.
Agencies approved to participate in LEADS shall be granted access subject to the following restrictions:
1. Full access (entry, retrieval, and administrative message capabilities):
a) The terminal must be staffed twenty-four hours a day, seven days a week, every day of the year.
b) The agency must have the authority to act and to pursue persons entered as wanted when apprehended by another agency per the pick-up radius contained within the record.
c) Intrastate regional systems under criminal justice management control whose central computer system is staffed twenty-four hours a day, seven days a week, every day of the year.
2. Inquiry only (non-entering, retrieval and administrative message capabilities):
a) Terminals which do not have the capability to make entries.
b) Non-criminal justice agencies permitted access to LEADS.
3. Mobile access device access:
a) Agencies utilizing mobile access devices, as defined in rule 4501:2-10-01 of the Administrative Code may have full retrieval and message switching capabilities, including CCH data and hard copy printouts of all LEADS output.
b) CCH information and/or hard copy printouts in the mobile access device environment are governed by the same rule/policy as hard wired devices. Any agency wishing to provide mobile access device service must have written approval of the CSO and must comply with applicable rules.
c) A mobile access device shall not be utilized in lieu of a traditional LEADS workstation in an office environment without expressed written consent of the CSO or his/her designated authorized agent.
4. Non-terminal agency:
a) An agency which qualifies for an ORI may enter into an agreement with the CSA/LEADS for LEADS service. LEADS will provide the non-terminal agency with a copy of the participation agreement and make available the administrative rules, operating manual and training materials applicable to LEADS practitioners (road officers, secretaries, clerks, etc.). Non-terminal agencies authorized to receive LEADS data are certified as such in a database prepared/maintained by LEADS which is accessible to all terminal agencies. Unauthorized non-terminal agency ORI's will be denied inquiry capabilities.
Note: Terminal agencies must use the non-terminal ORI for inquiry functions when the request is initiated by the non-terminal agency.
The message key to query an ORI in LEADS is QORI.
In the example below, the ORI OHOHP0040 was queried:
AGENCY ID :OHOHP0040
AGENCY INFO :ADDED: 19940214 UPDATED ON: 20141119 BY: RQ366262
AGENCY NAME :OSHP - LEADS CONTROL - COLUMBUS
ADDRESS :1970 WEST BROAD STREET
:3RD FLOOR
CITY :COLUMBUS STATE: OH ZIP: 43223
MAILING NAME :LEADS CONTROL
:
ADDRESS :P O BOX 182075
:
CITY :COLUMBUS STATE: OH ZIP: 432182075
ADMINISTRATOR :JOHN PUBLIC TITLE: ADMINISTRATOR
AGENCY TAC :JANE DOE TITLE: TAC
ASSISTANT TAC :
PHONE NUMBER :6144663518 6144663055 6147281240
FAX NUMBER :6146442459
COUNTY CODE :25 OSP-DISTRICT: 6
QUADRANT :F
AGENCY CLASS :02 STATE AGENCY TYPE: 01 LAW ENFORCEMENT
ENTRY/UPDATE :Y
COMMENTS :
===========================
ORI :OHOHP0040
ORI INFO :ADDED: UPDATED ON: 20140301 BY: --
ORI TYPE :01 DIRECT
MASTER ORI :OHOHP0040
COMMENTS :
ASO :LEADSD003
*** END OF RECORD ***
The following are the explanations of the codes used in the Agency Class, Agency Type, ORI Type and Agency Access of the QORI inquiry.
• Agency Class codes:
01 = Federal agency
02 = State agency
03 = County agency
04 = City agency
05 = Other
• Agency Type codes:
01 = Law enforcement
02 = Court
03 = Corrections
04 = Criminal justice
05 = Other
• ORI Type codes:
01 = direct
02 = interface
03 = non-terminal
04 = special
05 = messenger
06 = officer tool kit
• Agency Access codes:
01 = Retired (agency no longer exists)
02 = Non-terminal
03 = Non-terminal with MDT access only
04 = Direct with Interface (agency have both direct connect & terminals behind interface)
05 = No LEADS Access (agency no longer an agreement with LEADS)
The ASO field indicates the terminal station name or the interface server to which it connects.ORION FILE
NLETS hosts the ORION File. This is a file of ORI’s populated and maintained by the individual state CSO. ORI’s in this file are allowed to run/receive traffic via NLETS.
The message key to query an ORI in ORION is TQ.
This file can be queried by ORI or Location or Federal Department or Location and Type.
In the example below, the ORI OHOHP0040 was queried:
TR.OHORION00
11:40 02/25/2015 58896
11:40 02/25/2015 58426 OHOHP00L8
*MRI3330273
TXT
ORI/OHOHP0040 LOC/COLUMBUS
STATE CONTROL TERMINAL
1970 WEST BROAD ST (JUST WEST OF IS70 INTERCHANGE)
COLUMBUS, 43218-2075
TYPE - SA
PHN # (614)466-3055
FAX # (614)644-2459
24 HR SERVICE W/TERMINAL
ANY AGENCY EMPLOYED BY A STATE WITH STATEWIDE JURISDICTION
USER IS AUTHORIZED TO SEND/RECEIVE ADMINISTRATIVE MESSAGES.
USER IS AUTHORIZED TO SEND/RECEIVE CHRI.
USER IS AUTHORIZED TO RECEIVE DMV DATA.
USER IS AUTHORIZED TO OTHER NLETS MESSAGES.
ORI IS ACTIVE
BASELINE PRIORITY IS - 00
AUTHORIZED TO ADD/CANCEL ORIS
AUTHORIZED TO PERFORM CONTROL TERMINAL FUNCTIONS
OWNER: OH CREATED: 3/24/1999 UPDATED: 2/6/2001 CERTIFIED: 9/22/2008
REMARKS:
UNLESS OTHERWISE NOTED, THIS LEADS THROUGHPUT IS EXEMPT FROM PUBLIC RECORDS
REQUESTS PER ORC:149.43 AND OAC:4501:2-10-06.
MRI: 3330283
IN: #11472 AT 25FEB2015 13:40:57
OUT: OHOHP00L8 #19 AT 25FEB2015 13:40:57
The following are explanations of the codes used in the TYPE field:
• CJ = Non law enforcement criminal justice agency whose ORI ends with B, M, N, or Y
• FE = Federal Agency
• JA = Prosecutor Agency
• JC = Corrections Agency
• JF = Federal non law enforcement criminal justice agency
• JF = any Probation agency
• JJ = Court agency
• LE = Other law enforcement agency
• NJ = Non criminal justice agency
• PD = City government agency
• SA = State agency with state jurisdiction
• SO = County government agency
OHIO DEPARTMENT OF TRANSPORTATION HAULING PERMITS
The ODOT Special Hauling Permit office provides the service of issuing special hauling permits to any trucking company, government agency, or individual traveling Ohio’s roadways with oversized and/or overweight vehicles. Law enforcement agencies have a way of viewing the permit and if necessary to void the permit thru LEADS. Permit compliance of the Ohio Hauling Permit is solely the responsibility of law enforcement agencies throughout Ohio.
When querying the status of a permit, the permit number (nine digits) along with the revision number (one or two digits) must be entered.
When voiding a permit, only the permit number (nine digits) will be entered. The comments field is a mandatory field and must note the reason for voiding the permit.
As with any record cleared/cancelled from LEADS, the record must be queried after voiding to make certain the correct record has been voided.
The following is an example of a permit query response:
ODOT SPECIAL HAULING PERMIT: STATUS: ACTIVE
PERMIT NUMBER: 0101263547 REVISION: 2
ORIGIN: INDIANA DOT NUMBER: 123456
DESTINATION: KENTON (190 PALES RD)
ROUTES: US-30 E, US-68 S, OH-31 S
ISSUED DATE: 09/10/2007
COMPANY: STEEL AND MACHINERY TRANSPORT
ADDRESS: 3680 W 179TH STREET
CITY: HUMMOND STATE: IN ZIP: 46323
EFFECTIVE DATES : 09/11/2007 TO 09/15/2007
COMMENT:
LOAD DESCRIPTION: STEEL COILS
LOAD LENGTH: 30-0 WIDTH: 12-2 HEIGHT: 10-2
POWER UNIT
MAKE: FRHT LICENSE: 1038308 STATE: IN
AXLES: 3 LENGTH: 23-2 WIDTH: 8-6 HEIGHT: LEGAL
TRAILER 1:
MAKE: REINKE LICENSE: 298109ST STATE: IL AXLES: 2
TRAILER 2:
MAKE: SIEBERT LICENSE: KWT6888 STATE: OH AXLES: 2
TRAILER 3:
MAKE: LICENSE: STATE: AXLES:
TRAILER 4:
MAKE: LICENSE: STATE: AXLES:
TRAILER 5:
MAKE: LICENSE: STATE: AXLES:
OVERALL LENGTH: 76-0 WIDTH: 14-3 HEIGHT: 15-6
GVW: 100000
AXLE 1:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 2:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 3:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 4:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 5:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 6:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
AXLE 7:
WEIGHT: 12000 TIRE COUNT: 2 TIRE WIDTH: 11 SPACING: 18-8
The following is an example of a permit that is out of date:
QSHP.OHOHP00L7.PER/080000077.REV/1
ODOT SPECIAL HAULING PERMIT STATUS: EXPIRED
PERMIT NUMBER: 080000077 REVISION: 1
NOTES:
ORIGIN: MI LINE DOT NUMBER: 55555
DESTINATION: COLUMBUS - 70 & ROME-HILLIARD RD
ROUTES: US-23 S,I-475 S,I-75 S,I-70 E
ISSUE DATE: 03/12/2008 ISSUE TIME: 02:40:45 PM ISSUED BY: 1158
COMPANY: TEST TRUCKING
ADDRESS: 1610 W. BROAD
CITY: COLS5678901234567890 STATE: OH ZIP: 43222
EFFECTIVE DATES: 03/12/2008 TO 03/16/2008
COMMENT: NONE
LOAD DESCRIPTION: CAT 443 DOZER
The following is an example of a permit that has been voided:
QSHP.OHOHP00L7.PER/080000070.REV/2
ODOT SPECIAL HAULING PERMIT STATUS: PERMIT VOIDED
PERMIT VOIDED BY: RPUBLIC
PERMIT NUMBER: 080000070 REVISION: 2
NOTES:
ORIGIN: A DOT NUMBER: 654321
DESTINATION: B
ROUTES: 123
ISSUE DATE: 04/01/2008 ISSUE TIME: 12:39:25 PM
COMPANY: FAKE FABRICATING CORP.
ADDRESS: 3240 MAHONING AVE. - PO BOX 1032
CITY: FAKE STATE: OH ZIP: 44482
EFFECTIVE DATES: 04/01/2007 TO 04/05/2008
COMMENT: VOIDED BY RICHARD PUBLIC
LOAD DESCRIPTION: TEST EMPTY TRAILER
LOAD LENGTH: 1' 0" WIDTH: 1' 0" HEIGHT: 1' 0"
POWER UNIT
MAKE: KEN LICENSE: 999999 STATE: OH
AXLES: 4 LENGTH: 26' 0" WIDTH: LEGAL HEIGHT: LEGAL
TRAILER 1:
MAKE: T1 LICENSE: 4444 STATE: OH AXLES: 3
TRAILER LENGTH 20' 0"
TRAILER 2:
MAKE: T2 LICENSE: 44444 STATE: OH AXLES: 3
TRAILER 3:
MAKE: T3 LICENSE: 5555 STATE: OH AXLES: 3
HOMELAND SECURITY SCRAP METAL QUERY
Every scrap metal and bulk merchandise container dealer must be registered with the Ohio Dept. of Public Safety, which will maintain an online registry. Failure to register is a Felony of the 5th degree, O.R.C. 4737.04(B) (1).
The Ohio Dept. of Public Safety will maintain a “Do Not Buy From” list for use by law enforcement and scrap metal/bulk merchandise container dealers. The list will be accessible to law enforcement agencies through CIMS. Agencies will be required to provide information for inclusion into the list.
Effective on January 1, 2014:
• Scrap metal/bulk merchandise container dealers are required to report transactions through an electronic transaction reporting system maintained by the Ohio Dept. of Public Safety, O.R.C. 4737.045(E).
For complete text on the law visit http://www.legislature.state.oh.us/
Law Enforcement Access to the Registry & Transaction Database
Access is available at no cost through the Contact and Information Management System (CIMS) and through a query in the Law Enforcement Automated Data System (LEADS).
To obtain a CIMS account:
1. Go to www.homelandsecurity.ohio.gov
2. Click on “Contact and Information Management System (CIMS)”
3. “Don’t Have a CIMS Account?” Follow instructions to submit CIMS application
Message Key is SCRPQ
Data fields for query:
Name (searches Manager and Owner fields)
Street Name
City
County
Zip
Facility name
Search criteria (Active, Revoked or both)
Response indicates if dealer is active or not
SCRPQ.OHOHP00L8.NAM/.STR/.CIT/.COU/Franklin.ZIP/.FAC/.ACT/B
** 16 Records found.
---------
Facility: Fake Iron & Metal
Status: Active
Address1: 1952 W Broad Street
Address2:
City: Columbus OH 43207
County: Franklin County
Manager: Public, John
Manager Phone: (Work) 6144435196 (Cell) 6147465819
Manager E-mail: jpublic@fakeiron.net
Owner: Publix, Fake
LEADS TRAP FILE
What is the Trap File?
The LEADS Trap File is a database containing vehicle plate numbers, social security numbers, driver’s license information, VIN numbers and any other pertinent information of officers engaged in high-risk investigations, covert operations, and/or surveillance.
How Does the Trap File Work?
When the administrator of an agency determines a LEADS Trap would be beneficial to officer safety and/or an investigation, the administrator contacts LEADS. The following information is to be provided to LEADS:
• The reason for the Trap
• The name of the officer (s) involved (Exact Match)
• The operator’s license number of the officer (s) involved
• The social security number of the officer (s) involved
• The license plate number of the vehicle (s) involved
• The VIN number of the vehicle (s) involved
The same information should be supplied if the request is being submitted to track Officer Violator Contacts with a suspect. The request for a LEADS Trap must include a 24-hour a day contact number for whomever the administrator designates as the law enforcement agency contact. (LEADS will not enter a Trap without a 24- hour a day contact person).
Following the entry of this information, when any law enforcement agency makes a query of the entered trap information, the LEADS control room receives an alert. Upon receiving the alert, the 24 hour a day contact person is notified by LEADS their officer or suspect has been queried. They are provided with the name of the agency which made the query. In turn, they should contact the querying agency immediately to limit the possibility of compromising the officer’s cover or losing a suspect.
Periodically, not less than twice a year, Trap entries shall be validated upon notification from LEADS. Failure to validate entries will result in the removal of Trap entries from the system.
For more information on the LEADS Trap File, contact LEADS at (614) 752-4382.
QUERY LEADS DENY FILE
The Query LEADS Deny (QLD) is to assist in pre-employment checks during the hiring process.
Who has access to the Query LEADS Deny File?
This message key is available ONLY to Terminal Agency Coordinators (TAC/ATAC). It gives the TAC the ability to see if a potential employee has been denied access to LEADS.
How Does the Query LEADS Deny File work?
The QLD transaction checks against user records and can be queried by:
• OLN or
• First Name and Last Name
Expected results are as follows:
If any user matching the query is found in LEADSDENY status, the caveat will list:
• Found a valid user ID for the values given: OLN or First and Last Names
• Match found in LEADS Deny File. Contact LEADS Administration before requesting access.
If any user is found but not in LEADSDENY status, the caveat will list:
• Found a valid user ID for the values given: OLN or First and Last Names
• No match found in LEADS Deny File. Agency may proceed with requesting access or contact LEADS Administration with questions.
If no user found, the caveat will list:
• Could not find a valid user ID for the values given: OLN or First and Last Names
• No match found in LEADS Deny File. Agency may proceed with requesting access or contact LEADS Administration with questions
PARTS FILE – Table of Contents
PARTS FILE ................................................................................................................................... 2
INQUIRY OF A STOLEN VEHICLE/BOAT PART RECORD ............................................... 3
ENTER A STOLEN VEHICLE/BOAT PART RECORD.......................................................... 3
MODIFY A STOLEN VEHICLE/BOAT PART RECORD ....................................................... 5
CANCEL A STOLEN VEHICLE/BOAT PART RECORD ...................................................... 6
CLEAR A STOLEN VEHICLE/BOAT PART RECORD ......................................................... 6
PLACE A LOCATE ON A STOLEN VEHICLE/BOAT PART RECORD .............................. 7
DATA FIELDS ASSOCIATED WITH A STOLEN VEHICLE/BOAT PARTS RECORD ..... 8
Field Tag - Description ............................................................................................................ 8
PARTS FILE
Any component containing a serial number which has been stolen from a vehicle or boat may be entered into the LEADS/NCIC Part Files. Once the information about these parts has been entered into the system it can then be modified, cancelled, located, cleared or queried.
Stolen vehicle/boat part information is stored in the NCIC Vehicle/Boat Part File and the LEADS Part File.
The following criteria must be met to enter a stolen part into the LEADS and NCIC systems:
1. A theft report has been made. The entering agency must ensure the entry is kept up-to-date.
2. If the part was stolen in another state, an agency from the state of registry can enter a record for the part. The identity of the agency holding the theft report is to be listed in the miscellaneous field.
3. The following stolen items may be entered into the Part File:
• a vehicle identification number plate
• certificate of origin/certificate of title (blank or associated with a vehicle)
• items with a serial number such as a backhoe, hay baler, engine, transmission, battery, carburetor, door, bumper, hubcap, un-mounted truck camper, etc.
4. Only the agency holding the theft report and having primary jurisdiction over the place of the actual theft should make the entries. The only exception is when a non-terminal or non-entering agency has an agreement (Holder of the Record) with a terminal agency to enter their records.
Note: Do not enter entertainment devices such as radios and tape players taken from or with a vehicle – these belong in the Article File.
The record retention period for stolen vehicle/boat parts is as follows:
1. A record, which contains either a SER or OAN, will remain on file for the balance of the year entered plus 4 years. For example, a record entered in 2004 will be retired 01/01/09.
2. A record which has been located will retire 10 days after the locate is placed.
Vehicle/boat part records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
INQUIRY OF A STOLEN VEHICLE/BOAT PART RECORD
The LEADS/NCIC Stolen Parts File contains data entered by law enforcement agencies. Responses received are based on information entered. Officers contemplating an arrest or recovery of the stolen part based on this information must confirm the hit first.
Queries transmitted with the VIN, SER or OAN data, will cause a search of the Part File records and the VIN field of all the records stored in the person files.
The message key used to search the Parts File is QV.
The data which may be used to search on are:
• NIC only
• VIN
• OAN
• SER
• IDX only
Note: Using IDX as the record identifier will only return the LEADS entry.
To use the Related Search Hit (RSH) option:
• N = (default)
• Y = The system will return additional records which have the same ORI/OCA as the primary hit response and all records linked by the LKI/LKA data in the primary hit response. See the NCIC Operating Manual for more details.
To use the image indicator (IND) option:
• N = (default)
• Y = system will return images associated with the primary hit response
ENTER A STOLEN VEHICLE/BOAT PART RECORD
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal or non-entering agency ORI in the ORI field.
The following message keys are used for entering a stolen part:
• EP enter stolen part
• EP-P enter stolen part; hold for prints
Stolen part records require the following fields:
MKE ORI BRA CAT DOT OCA MIS
At least one of the following identifiers must be included:
SER OAN
Originating Agency Case Number (OCA):
NCIC suggests a truck-mounted camper with a serial number be entered into the Part File with the same OCA as the truck record entered in the Vehicle File.
Miscellaneous (MIS):
This field is to contain a brief description of the stolen part.
When parts are stolen along with the vehicle or boat, cross reference the records from the two files by entering the NIC of the related record in the MIS field of each entry.
Serial Number (SER):
Is required if the category (CAT) is OB (outboard motor).
If a certificate of title is stolen, the title number goes in the SER field.
If a VIN plate is stolen, the vehicle identification number goes in the SER field.
Owner Applied Number (OAN):
If using both SER and OAN, the OAN cannot be the same as the SER.
Engine Power or Displacement (EPD):
The EPD field is only input when the CAT code is EN or OB. Should the engine power or displacement contain a fraction or decimal, place the whole number in the EPD field and then show the entire number in the MIS field.
Brand Name (BRA):
If the entry is for a VIN plate, engine, or transmission, the BRA code for the make of the vehicle from which the part was stolen, e.g., FORD, CHEV, PLYM, etc., should be used.
ENGN should be used when entering stolen engines manufactured by companies other than vehicle manufacturers – the complete brand name must be entered in the MIS field.
TRMN should be used when entering stolen transmissions manufactured by companies other than vehicle manufacturers - the complete brand name must be entered in the MIS Field.
PART is used when there is no NCIC assigned code for the part’s brand name – the manufacturer's name must be entered in the MIS Field.
If the entry is for a stolen certificate of origin (CTO) or certificate of title (CTT), the BRA code for the manufacturer of the vehicle identified on the certificate should be used.
CERF should be used when the entry is for a blank CTO or CTT with a pre-assigned serial number.
If the entry is for construction and/or farm and garden equipment, such as a bucket scoop or harrow, it should be entered using the BRA code for manufacturer of the equipment from which the part was stolen, e.g., DEER or MASS.
If the record is transmitted and one of the combinations below matches a vehicle/boat part record already on file, it will reject as a duplicate. The user will receive the message ‘REJECT ON FILE’ and the IDX number of the existing record.
• OAN, OCA and ORI
• SER, BRA, CAT and ORI
• OAN, BRA, CAT, OCA and ORI
After transmitting the entry and no errors are found, the user will receive a message advising the record is pending and has been forwarded to NCIC.
If NCIC accepts the entry, the user will receive a message indicating the NIC number and the record will be entered into the LEADS Vehicle/Boat Part File.
If NCIC doesn’t accept the entry, the record is not stored in the LEADS Part File. Make the required correction and transmit the entry again.
It is required the record be queried to ensure the entry was applied to both LEADS and/or NCIC. A second party check must be documented and the most current printout retained with the agency records.
MODIFY A STOLEN VEHICLE/BOAT PART RECORD
A modification transaction is used to add, delete, or change information on a part record. Only the entering agency may modify a part record.
Note: Part records in located status cannot be modified.
The message key to modify a part record is MP.
Identify the record to be modified by:
• NIC and OCA
• SER and OCA
Complete the field(s) to be modified and transmit the data.
Once the transaction passes the system edits, the user will receive a message advising the LEADS record has been modified.
The modification is not complete until the user receives a modify accepted response from NCIC. If NCIC rejects the modification, the LEADS record does not retain the updates.
It is required the record be queried to ensure the modifications were applied to both LEADS and/or NCIC. A second party check must be documented and the most current printout retained with the agency records.
CANCEL A STOLEN VEHICLE/BOAT PART RECORD
Only the entering agency may cancel a part record. This transaction is used when the entering agency determines the record is invalid.
The message key to cancel a part record is XP.
Identify the record to be cancelled by:
• NIC and OCA
• SER and OCA
Date of Cancellation (DOC) is required and must be either today’s date or yesterday’s date.
The Reason for Property Record Removal (RPP) value may be either ‘CASE DROPPED’ or ‘NOT STOLEN’.
It is required the record be queried to ensure the record was removed from both LEADS and NCIC.
CLEAR A STOLEN VEHICLE/BOAT PART RECORD
Only the entering agency may clear a part record. This transaction is used when the entering agency recovers the part or is officially advised the part has been recovered by another agency.
The message key to clear a part record is CP.
Identify the record to be cleared by:
• NIC and OCA
• SER and OCA
Date of Clear (DCL) is required.
Additional data fields which can be included in the transaction are:
• RRI, RCA, RPP, NPA, NPF, VNP, VOR and VRC
If the record is in located status, only the date of clear is necessary.
If the record is in active status, the recovering agency ORI (RRI) and their case number (RCA) should be included.
It is required the record be queried to ensure the record was removed from both LEADS and NCIC.
PLACE A LOCATE ON A STOLEN VEHICLE/BOAT PART RECORD
A locate transaction should be entered when an agency, other than the entering agency, recovers a stolen part and has followed the hit confirmation process.
The message key to locate a part record is LP.
Identify the record to be located by:
• NIC and OCA
• SER and OCA
The Date of Recovery (DOR) is required.
Additional data fields which can be included in the transaction are:
• RCA, RPP, NPA, NPF, VNP, VOR, and VRC
The entering agency will receive an administrative message the part has been located.
A located part record is removed from the file ten days after the initial locate is placed
If a second locate is placed on the part within the 10 day period, the record will be immediately removed from the files.
DATA FIELDS ASSOCIATED WITH A STOLEN VEHICLE/BOAT PARTS RECORD
Field Tag Description
BRA brand name
CAT category
DCL date of clear
DOC date of cancel
DOT date of theft
EPD engine displacement or engine power
IDX LEADS file identification number (assigned by the system)
LKA linkage case number
LKI linkage agency identifier
MIS miscellaneous field
NIC NCIC identification number (assigned by the system)
NOA notify originating agency
NPA number of persons apprehended as a result of stolen part being located
NPF number of missing persons found
OAN owner applied number
ORI originating agency identifier
RCA recovering agency’s case number
RPP reason for property record removal
RRI recovering agency identifier
SER serial number
VNP value of part when it was recovered
VOR value of other property found when part was recovered
VRC value of contraband found when part was recovered
VYR vehicle year
TOWED/IMMOBILIZED VEHICLE FILE – Table Of Contents
TOWED/IMMOBILIZED VEHICLE FILE................................................................................... 2
INQUIRY .................................................................................................................................... 3
ENTER A TOWED/IMMOBILIZED VEHICLE RECORD ...................................................... 3
MODIFY A TOWED/IMMOBILIZED VEHICLE RECORD ................................................... 4
CANCEL A TOWED/IMMOBILIZED VEHICLE RECORD ................................................... 4
CLEAR A TOWED/IMMOBILIZED VEHICLE RECORD ..................................................... 5
DATA FIELDS ASSOCIATED WITH THE TOWED/IMMOBILIZED VEHICLE RECORD5
Field Tag Description ............................................................................................................ 5
TOWED/IMMOBILIZED VEHICLE FILE
The LEADS Towed Vehicle File was created to assist agencies in managing/tracking vehicles that have been towed and/or immobilized by law enforcement agencies when certain driving under suspension (DUS) or driving under the influence (DUI) violations occur. In addition, the law provides for owner notification by law enforcement agencies when certain actions occur in the courts.
When vehicles are towed and/or immobilized as the result of lawful compliance, the information concerning the vehicle may be entered into the LEADS Towed Vehicle File. Once the information about the towed/immobilized vehicle has been entered into the system, it can then be modified, cancelled, cleared or queried.
When the owner of a vehicle contacts an agency to see if their vehicle has been towed, or to report the vehicle as stolen, the operator can query the file by the license plate number or vehicle identification number. A hit on the file will return information on the license and/or vehicle along with other vehicle information, such as the conditions for releasing the vehicle to the owner and operating condition.
The response to an inquiry is not limited to the agency that made the entry. Hence, an operator making a query on the file could receive a response indicating the vehicle was towed/immobilized by an agency in another jurisdiction. In a case like this, the party inquiring about the vehicle is to be directed to contact the agency who made the entry.
For record purposes, a vehicle is any motor driven conveyance designed to carry its operator, except a boat. In addition, towed trailers can be entered in the Towed/Immobilized Vehicle File.
The record retention period for towed vehicle records is as follows:
• A record with a type code abandoned/other (AO) will be removed from the file 180 days after entry.
• All others must be removed by the entering agency.
Towed vehicle records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
Automated notices are generated on the Date-of-Pre-trial Date (DPT) and the Immobilization Period To (IPT) date. In addition, notices are sent seven days after the Immobilization Period To (IPT) date and 60 days after the Immobilization Period To (IPT) date. The automatically generated notices will have a caption indicating the message was generated by LEADS and the reason it was sent. The notices will be generated each day of the week at approximately 4:00 a.m. Updates to the entry should be made at this time based on the status of the case.
INQUIRY
The LEADS Towed Vehicle File contains data entered by law enforcement agencies. Responses received are based on information entered.
The message key to query the Towed File is TV.
There are two query options:
1. For a specific vehicle by using either the LIC or VIN
2. For all records entered by the user’s agency. Place a ‘Y’ in the ‘All’ field and your agency’s ORI in the ‘Querying ORI’ field.
Note: This will display all towed vehicle records from oldest to newest.
ENTER A TOWED/IMMOBILIZED VEHICLE RECORD
Whenever an entry is made for a non-terminal agency or non-entering agency, the ORI of the non-terminal agency or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal agency ORI or non-entering agency ORI in the ORI field.
The message key to enter a towed vehicle record is ET.
The required fields are:
ORI TYP OCA DTW RTW VCD STA VTF CFR
At least one of the following identifiers must be included:
• VIN
• LIC (along with LIS, LIY, and LIT)
Type Reasons (TYP)
• The date fields (DPT, DTR, FUD, IPF, and IPT) and number of days immobilized field (CID) are input based on what type of entry is being made.
o AO Abandoned/Other – Follow up date (FUD) may be input.
o PT Pretrial Towed (DPT) – is required. The DPT must be greater than the date of entry and less than 5 days past the entry date.
o PI Pretrial Immobilization (DPT) – is required. The DPT must be greater than the date of entry and less than 5 days past the entry date.
o CM Court Ordered Maintenance (DTR) – is required. The DTR must be greater than the date of entry and less than 90 days past the entry.
o IM Court Ordered Immobilization – Court Ordered Immobilization Days (CID), Immobilization Period From (IPF), and Immobilization To (IPT) are required. The immobilization period cannot be greater than 180 days.
Once the record passes the system edits, the user will receive a message of ‘RECORD ENTERED’ along with a display of the record.
The LEADS Vehicle and License Plate Files are automatically cross-checked when an operator attempts to enter a towed/immobilized vehicle into the system. If a matching stolen vehicle or license plate record is found, the towed/immobilized vehicle entry will be rejected and the stolen vehicle or license data will be displayed on the screen with a message to contact the entering ORI. The agency receiving the reject message should contact the entering ORI and confirm the hit.
It is required the record be queried to ensure the entry was applied to LEADS. A second party check must be documented and the most current printout retained with the agency records.
MODIFY A TOWED/IMMOBILIZED VEHICLE RECORD
A modification transaction is used to add, delete, or change information on a towed/immobilized vehicle record. Only the entering agency may modify the record.
The message key to modify the towed/immobilized vehicle record is MT.
Identify the record to be modified by:
• VIN and OCA
• LIC and OCA
Complete the field(s) to be modified and transmit the data.
Once the transaction passes LEADS, the user will receive a message advising the LEADS record has been modified.
It is required the record be queried to ensure the entry was applied to LEADS. A second party check must be documented and the most current printout retained with the agency records.
CANCEL A TOWED/IMMOBILIZED VEHICLE RECORD
Only the entering agency may cancel a towed/immobilized vehicle record. This transaction is used when the vehicle has been released to the owner or agent by the entering agency.
The message key to cancel the towed/immobilized vehicle record is XT.
Identify the record to be cancelled by:
• VIN and OCA
• LIC and OCA
It is required the record be queried to ensure it was removed from LEADS.
CLEAR A TOWED/IMMOBILIZED VEHICLE RECORD
Only the entering agency may clear a towed/immobilized vehicle record. This transaction is used when the courts have ordered the vehicle released to the owner.
The message key to clear the towed/immobilized vehicle record is CT.
Identify the record to be cleared by:
• VIN and OCA
• LIC and OCA
The Date Vehicle Released (DVR) should also be included in the transaction
It is required the record be queried to ensure it was removed from LEADS.
DATA FIELDS ASSOCIATED WITH THE TOWED/IMMOBILIZED VEHICLE RECORD
Field Tag Description
CFR conditions for release
CID number of court ordered immobilization days
DOR date record entered (assigned by the system)
DPT date of pretrial
DTR date of trial
DTW date vehicle towed
DVR date vehicle released
FUD follow up date
IDX LEADS file identification number (assigned by the system)
IPF immobilized from date
IPT immobilized to date
LIC license plate number
LIS license plate state of issue
LIT license plate type
LIY license plate expiration year
MIS miscellaneous data
OCA originating agency case number
ORI originating agency identifier
RTW reason vehicle towed
STA vehicle stored at
TYP towed type – reason
VCD vehicle condition
VCO vehicle color
VIN vehicle identification number
VMA vehicle make
VMO vehicle model
VST vehicle style
VTF vehicle towed from
VYR vehicle year
VALIDATIONS – Table of Contents
VALIDATIONS ............................................................................................................................. 2
VALIDATION PROCEDURE .................................................................................................... 2
VALIDATION OF IMAGES ...................................................................................................... 3
VALIDATION OF CONCEALED HANDGUN LICENSE ...................................................... 4
VALIDATION PROCEDURE .................................................................................................... 4
VALIDATIONS
Validation procedures are to be formalized and copies of these procedures must be maintained on file. In addition, documentation and validation efforts must be maintained for review during an audit.
To comply with the LEADS and/or NCIC requirements concerning entered records, each record must be validated within 60 to 90 days of entry and annually thereafter. Missing juveniles are required to be validated initially at 30 days and annually thereafter. Validations are necessary to ensure accurate and timely data is entered and that invalid entries are removed in a timely manner.
While the entering agency shall be responsible for the entered records into LEADS and/or NCIC systems, the non-entering agency shall provide complete supporting validation documentation to the entering agency at the time of validation. These actions aid in minimizing an agency’s possible involvement in litigation due to inaccurate or invalid records entered.
VALIDATION PROCEDURE
When an agency retrieves the list of records to validate each month from LEADS, it is imperative the agency checks to ensure the person or property is still wanted or missing.
Wanted Persons:
1. Check against the original active files.
2. Check with the court to ensure the court has not recalled the warrant and failed to notify your agency. Document the response on your records.
3. Entries made by your agency for a non-entering agency must be validated as part of your validation process OR validated by the non-entering agency. Validation documentation must be obtained from the non-entering agency indicating status of the entered record.
4. If unable to obtain a definite, positive response, cancel the entry.
Missing Persons:
1. Missing juveniles are required to be validated initially at 30 days and annually thereafter. The missing juvenile validation also includes attempting to obtain dental record information.
2. Check with the parent, guardian, or other reporting person on a missing person, as the subject may have returned without notification to your agency. Document the response on your records.
3. Entries made by your agency for a non-entering agency must be validated as part of your validation process OR validated by the non-entering agency. Validation documentation must be obtained from the non-entering agency indicating status of the entered record.
4. If unable to obtain a definite, positive response, cancel the entry.
Protection Orders:
1. Check against your files to ensure it is still active.
2. Check with the court to ensure the court has not cancelled or modified the protection order and failed to notify your agency. Document the response on your records.
3. Entries made by your agency for a non-entering agency must be validated as part of your validation process OR validated by the non-entering agency. Validation documentation must be obtained from the non-entering agency indicating status of the entered record..
4. If unable to obtain a definite, positive response, cancel the entry.
Stolen Cars, Parts and Property:
1. Check against your files to assure it is still active.
2. Check with the owner and/or the insurance company to ensure the property, vehicle or part was not returned without your knowledge. Document the response on your records.
3. Entries made by your agency for a non-entering agency must be validated as part of your validation process OR validated by the non-entering agency. Validation documentation must be obtained from the non-entering agency indicating status of the entered record.
4. If unable to obtain a definite, positive response, cancel the entry.
VALIDATION OF IMAGES
Verify the image attached to the base record is the correct image.
VALIDATION OF CONCEALED HANDGUN LICENSE
The monthly validation printout for Concealed Handgun License will only have listed those entered or modified 3 months prior to the current validation date. This means only one validation for the 5 year issuance of a permit, unless the entry is modified during the 5 year time frame. It will show up on the validation list 3 months from when the entry was modified.
To complete the Concealed Handgun License validation, verify the license is still active and verify the name and address entered.
VALIDATION PROCEDURE
To access the validations, you must have TAC certification. You can access the validations in the CJIS Launchpad (CJIS Links) or http://10.19.234.135/Reporting/SecureWeb/Validation.aspx
The records are available AFTER the first Saturday of the month.
The validation document is due to be submitted electronically by the 15th of the month. A copy must be retained for your records.
• Ex: February records are due by June 15th
• March records are due by July 15th
• April records are due by August 15th
Note: There is also a validation manual in CJIS Manuals for your review.
VEHICLE FILE – Table of Contents
CRITERIA FOR ENTRY ............................................................................................................... 2
STOLEN OR FRAUDULENTLY OBTAINED VEHICLE CRITERIA .................................... 2
INQUIRY OF STOLEN/FELONY VEHICLE RECORDS ........................................................ 3
ENTER A STOLEN/FELONY VEHICLE RECORD ................................................................ 4
MODIFY A STOLEN/FELONY VEHICLE RECORD.............................................................. 8
CANCEL A STOLEN/FELONY VEHICLE RECORD ............................................................. 9
CLEAR A STOLEN/FELONY VEHICLE RECORD ................................................................ 9
PLACE A LOCATE ON A STOLEN/FELONY VEHICLE RECORD ................................... 10
DATA FIELDS ASSOCIATED WITH A STOLEN/FELONY VEHICLE RECORD ............. 10
Field Tag Description ....................................................................................................... 10
CRITERIA FOR ENTRY
The purpose of the LEADS and NCIC Vehicle Files is to provide assistance in the recovery of stolen vehicles or vehicles involved in the commission of a crime (felony vehicle). A stolen vehicle may be entered if a theft report has been made. Once the information about the vehicle(s) has been entered into the system, it can then be modified, cancelled, located, cleared or retrieved for inquiry purposes.
A vehicle is any motor driven conveyance with the exception of a boat designed to carry its operator. Aircraft and trailers are also to be entered in the Vehicle File.
1. An un-recovered stolen vehicle can be entered if a theft report has been made. The entering agency must maintain the entry in an up-to-date status.
2. If a vehicle was stolen in another state, an agency from the state of registry can enter a record for the vehicle. The identity of the agency holding the theft report is to be listed in the miscellaneous field.
3. A loaned, rented or leased vehicle that was not returned can only be entered if an official police theft report is made or a filed complaint results in the issuance of a warrant charging embezzlement, theft, etc.
4. A felony vehicle can be entered immediately providing the whereabouts of the vehicle is unknown.
5. Only the agency holding the theft report and having primary jurisdiction over the place of the actual theft should make the entry. The only allowable exception is when a non-terminal agency or non-entering agency has a written agreement with a terminal agency to enter their records.
Note: A loaned, rented, driving without consent, unauthorized use or leased vehicle that has not been returned may not be entered in the file unless an official police theft report is made or a filed complaint results in the issuance of a warrant charging embezzlement, theft, etc.
STOLEN OR FRAUDULENTLY OBTAINED VEHICLE CRITERIA
Previously, vehicles obtained fraudulently were considered a civil matter and were not to be entered into LEADS/NCIC as a stolen vehicle. It has been determined the entry of vehicles obtained by fraud/deception is permitted providing a theft report is filed and the vehicle(s) in question is listed in the theft report.
Some examples of fraudulent theft may include, but are not limited to, the following:
• Theft by deception
• Purchased with counterfeit money
• Purchased with counterfeit/fraudulent checks
• Purchased with counterfeit/fraudulent money orders
• Purchased with stolen or fraudulent credit cards
This decision impacts only the VEHICLE Entry File.
The record retention period for stolen vehicle records is as follows:
1. A record that does not have either a VIN or OAN is removed from the file 90 days after entry.
2. A record, which contains either a VIN or OAN, will remain on file for the balance of the year entered plus 4 years. (IE: a record entered in 2004 will be retired 01/01/09.)
3. A record which has been located will be removed 10 days after the locate is placed.
The record retention period for felony vehicle records is 90 days from date of entry.
Vehicle records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
INQUIRY OF STOLEN/FELONY VEHICLE RECORDS
Responses received are based on information entered. Officers contemplating an arrest or recovery of the vehicle based on this information must confirm the hit first.
The following message keys are used to search the Vehicle File:
• QV Allows the user to search by NIC, VIN, OAN, SER, VMA, LIC and LIS
• QW Allows the user to search by LIC or VIN
Note: Using the IDX field will search only the LEADS Vehicle File.
To use the Related Search Hit (RSH) option:
• N = (default)
• Y = The system will return additional records which have the same ORI/OCA as the primary hit response and all records linked by the LKI/LKA data in the primary hit response. See the NCIC Operating Manual for more details.
To use the image indicator (IND) option:
• N = (default)
• Y = system will return images associated with the primary hit response
There is also a message key which allows users to query only the LEADS Vehicle Hot File:
• VEH – Produces a listing of vehicle records entered by the specified ORI for the indicated month.
ENTER A STOLEN/FELONY VEHICLE RECORD
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal or non-entering agency ORI in the ORI field.
The following message keys are used for entering a stolen/felony vehicle record:
• EV enter stolen vehicle
• EV-A enter stolen vehicle, occupant(s) armed
• EV-F enter stolen vehicle, occupant armed and hold for prints
• EV-P enter stolen vehicle, hold for latent prints
• EF enter felony vehicle
• EF-A enter felony vehicle, occupant(s) armed
• EF-F enter felony vehicle, occupant armed and hold for prints
• EF-P enter felony vehicle, hold for latent prints
Stolen vehicle records require the following fields:
ORI MKE OCA DOT VYR VMA VST
At least one of the following identifiers must be included:
VIN OAN LIC (along with LIS, LIY, and LIT)
Felony vehicle records require the following fields:
ORI MKE OCA DOT VMA
At least one of the following identifiers must be included:
VIN LIC (include LIS, LIY, and LIT if available)
Vehicle Identification Number (VIN):
If the VIN is a state assigned or nonconforming 17 character number, place the word SVIN in the first four characters of the MIS field.
If the VIN has more than 20 characters, place the last 20 characters in the VIN field and entire number in the MIS field.
Vehicle Make/Manufacturer (VMA):
When entering a vehicle whose VMA is not in the official NCIC listing, place the appropriate code (from the list below) in positions 1 – 4 of the VMA field and the manufacturers name in positions 5 – 24 of the field (do not leave a space between positions 4 and 5). If the code is only three characters, position four is left blank.
Example: CYL TOMAHAWK
AEROBLUEBIRD
VMA CODE
Aircraft AERO
All terrain vehicle ATV
Construction Equipment COEQ
Dune buggy, go-cart, golf cart, motorized wheelchair or ride-on toy SPEC
Farm and garden equipment FARM
Motorcycle CYL
Snowmobile SNOW
Trailer TRLR
Truck TRUK
If a motorcycle make is not listed for the ATV manufacturer, the VMA code ATV must be entered in the VMA Field, and the manufacturer's name must be entered in positions 5 through 24 of the VMA Field (NCIC 2000) or in the MIS Field.
Refer to NCIC 2000 Operating Manual, Vehicle Section for more information.
Vehicle Model (VMO):
• VST = EB, EN, MV or OP the VMO must be:
blank, ATV, CYL, DUN, GOF, GRT, SKT, SKW, TOY, TRA, TRW or WHE
• VMA = ASVE the VMO must be AV or REP
• VMA = COEQ the VMO must be CE
• VMA = FARM the VMO must be FE
• VST = MB, MC, MD, MK, MS, or MY the VMO must be CYL
• VMA = SNOW or a valid snowmobile code the VMO must be:
SKT, SKW, TRA, TRW or WHE
• VMA = TRLR or HMDE the VMO must be TL
• VMA = TRUK the VMO must be TK
Vehicle Style (VST):
The Ohio BMV codes pick-up trucks, vans and sport utility vehicles (SUVs) as VST/SW.
Only use VST/SW for the automobile style STATION WAGON.
• PICK-UP TRUCK must be VST/PK
• VAN must be VST/VN
• SPORTS UTILITY VEHICLE (SUV) must be VST/LL
If VMA = ATV or SPEC, the VST must be either OP, EB, EN or MV and the MIS field must contain the manufacturer name.
All-terrain vehicles ATVs should be entered with the motorcycle VMA code listed in the NCIC 2000 Code Manual, the VMO code CYL and VST code MV.
Example: VMA/HONDA VMO/CYL VST/MV
License Plate (LIC):
If the license plate number exceeds ten characters enter only the first 10 characters in the LIC field and the full plate number in the MIS field.
The LIC will not accept any special characters, this includes hyphens. Enter the plate number with the hyphen in the MIS field.
Dealer plate numbers should be entered top to bottom, left to right.
State of Issue (LIS):
If the plate has the inscription ‘US GOVERNMENT’, the LIS code should be US.
Expiration Year (LIY):
If the plate expired more than one year ago, it cannot be entered.
Use NX for a non expiring plate.License Plate Type (LIT)
AM Ambulance
AP Apportioned
AQ Antique, Classic, Historic, Horseless Carriage, Vintage
AR Amateur Radio or Citizen's Band Radio
AT All Terrain Vehicle
BU Bus
CC Consular Corps
CI City-Owned or Municipal Vehicle
CL Collegiate
CM Commemorative
CN Conservation, Environmental, Wildlife
CO Commercial
CU County-Owned Vehicle
DA Drive-Away
DB Dune Buggy
DD Dentist
DL Dealer
DP Diplomatic
DU Duplicate, Reissue, or Replacement
DV Disabled Veteran
DX Disabled Person, Handicapped Person, Window Placard
EX Exempt
FD Fire Department
FG Foreign Government
FM Farm Vehicle
HI Hearing Impaired
IP International Plate
IT In-Transit
JJ Judge or Justice
LE Legislative, U. S.
LF Law Enforcement
LS Legislative, State, Senator
MC Motorcycle
MD Motorcycle Dealer
MF Manufacturer
ML Military Vehicle, Canadian
MP Moped
MR Armed Forces Reservist, Military Reservist
MV Military Vehicle, U.S.
MY Aero Aircraft (military, all types)
NG National Guard Member
NP Aero Aircraft (civilian, non- passenger)
OB Omnibus
OR Organization
PC Passenger Car
PE Personalized/Customized
PF Professions (but not physician)
PH Doctor, Physician, Veterinary
PP Aero Aircraft (civilian, passenger)
PR Press
PS Professional Sports Teams
PX Pharmacist
RE Reciprocal (or Reciprocity)
RV Rented Vehicle or Trailer
SC Special Purpose Commercial Veh, Welding Truck
SN Snowmobile
ST State-Owned Vehicle
SV School Vehicle
TK Truck
TL Boat Trailer, Trailer
TM Temporary
TP Transporter
TR Semi Truck, Truck-Tractor
TX Taxi
US U.S. Government Vehicles
VF Metal of Honor, Prisoner of War, Purple Heart, Veteran of Foreign Wars, Vietnam Veteran
ZZ All Others (Not Listed): All Terrain Vehicle (Unregistered), Snowmobile (Unregistered)
If the record is transmitted and one of the combinations below matches a stolen/felony vehicle record already on file, it will reject as a duplicate. The user will receive the message ‘REJECT ON FILE’ along with the IDX number of the existing record.
• Stolen combinations: VIN, VMA and ORI
LIC, LIS, LIY, LIT and ORI
OAN, VMA, OCA and ORI
• Felony combinations: VIN, VMA and ORI
LIC, LIS, LIY, LIT and ORI
After transmitting the entry and no errors are found, the user will receive a message advising that the record is pending and has been forwarded to NCIC.
If NCIC accepts the entry, the user will receive a message indicating the NIC and the record will be entered into the LEADS Vehicle File.
If NCIC does not accept the entry, the record is not stored in the LEADS Vehicle File. Please make the required correction and transmit the entry again.
It is required the record be queried to ensure the entry was applied to both LEADS and/or NCIC. A second party check must be documented and the most current printout retained with the agency records.
MODIFY A STOLEN/FELONY VEHICLE RECORD
A modification transaction is used to add, delete, or change information on a stolen/felony vehicle record. Only the entering agency may modify a vehicle record.
Note: Vehicle records in a located status cannot be modified.
The following message keys are used to modify a vehicle record:
• MV modify a stolen vehicle record
• MF modify a felony vehicle record
Identify the record to be modified by:
• NIC and OCA
• LIC and OCA
• VIN and OCA
Complete the field(s) to be modified and transmit the data.
Once the transaction passes the system edits, the user will receive a message advising the LEADS record has been modified.
The modification is not complete until the user receives a modify accepted response from NCIC. If NCIC rejects the modification, the LEADS record does not retain the updates.
It is required the record be queried to ensure the modifications were applied to both LEADS and/or NCIC.
CANCEL A STOLEN/FELONY VEHICLE RECORD
Only the entering agency may cancel a stolen/felony vehicle record. This transaction is used when the entering agency determines the record is invalid.
The message keys to cancel a vehicle record are:
• XV cancel stolen vehicle
• XF cancel felony vehicle
Identify the record to be cancelled by:
• NIC and OCA
• LIC and OCA
• VIN and OCA
Date of Cancellation (DOC) is required and must be either today’s date or yesterday’s date.
The Reason for Property Record Removal (RPP) value may be either ‘CASE DROPPED’ or ‘NOT STOLEN’.
It is required the record be queried to ensure it was removed from both LEADS and NCIC.
CLEAR A STOLEN/FELONY VEHICLE RECORD
Only the entering agency may clear a stolen/felony vehicle record. This transaction is used when the entering agency recovers the vehicle or is officially advised the vehicle has been recovered by another agency.
The message keys to clear a record from the Vehicle File are:
• CV clear stolen vehicle
• CF clear felony vehicle
Identify the record to be cleared by:
• NIC and OCA
• LIC and OCA
• VIN and OCA
The Date of Clear (DCL) is required.
Additional data fields which may be included in the transaction are:
• RRI, RCA, RPP, NPA, NPF, VNP, VOR, and VRC.
If the record is in located status, only the date of clear is necessary.
If the record is in active status, the recovering agency ORI (RRI) and their case number (RCA) should be included.
It is required the record be queried to ensure it was removed from both LEADS and NCIC.
PLACE A LOCATE ON A STOLEN/FELONY VEHICLE RECORD
A locate transaction should be entered when an agency, other than the entering agency, recovers a stolen/felony vehicle and has followed the hit confirmation process.
The message keys to locate a vehicle record are:
• LV locate a stolen vehicle
• LF locate a felony vehicle
Identify the record to be located by:
• NIC and OCA
• LIC and OCA
• VIN and OCA
The Date of Recovery (DOR) is required.
Additional data fields which can be included in the transaction are:
• RCA, RPP, NPA, NPF, VNP, VOR, and VRC.
The entering agency will receive an administrative message the vehicle has been located.
A located vehicle record is removed from the file 10 days after the initial locate is placed.
If a second locate is placed on the vehicle within the 10 day period, the record will be immediately removed from the files.
DATA FIELDS ASSOCIATED WITH A STOLEN/FELONY VEHICLE RECORD
Field Tag Description
DCL date of clear
DOC date of cancellation
DOR date of recovery
DOT date of theft
IDX LEADS file identification number (system assigned)
Field Tag Description (continued)
IMN image NCIC number
IMT image type
LIC license plate number
LIS license plate state of issue
LIT license plate type
LIY license plate expiration year
LKA linkage case number
LKI linkage agency identifier
MIS miscellaneous
MKE message key
NIC NCIC identification number (system assigned)
NOA notify originating agency
NPA number of persons apprehended as result of locating vehicle
NPF number of missing persons found as result of locating vehicle
OAN owner applied number
OCA originating agency case number
ORI originating agency identifier
RCA recovering agency’s case number
RPP reason for property record removal
RRI recovering agency identifier
VCO vehicle color
VIN vehicle identification number
VMA vehicle make
VMO vehicle model
VNP value of stolen vehicle recovered
VOR value of other property recovered with the stolen vehicle
VRC value of contraband recovered with the stolen vehicle
VST vehicle style
VYR vehicle production year
WANTED PERSON – Table of Contents
WANTED PERSONS ................................................................................................................... 3
CRITERIA FOR ENTRY ............................................................................................................ 3
Civil Warrants.............................................................................................................................. 4
NATIONAL INSTANT BACKGROUND CHECK SYSTEM (NICS) ...................................... 5
DATA FIELDS ASSOCIATED WITH A WANTED PERSON RECORD ......................... 6
Field Tag - Description............................................................................................................. 6
INQUIRY OF WANTED PERSON RECORDS ........................................................................ 7
PACKING THE RECORD.......................................................................................................... 9
STOLEN/FRADULENT ............................................................................................................. 9
OLN & MNU INFORMATION ................................................................................................ 10
FBI & BCI NUMBERS ............................................................................................................. 11
SID NUMBERS......................................................................................................................... 11
AR & AN NUMBERS on CCH ................................................................................................ 11
ENTER A BASE RECORD ...................................................................................................... 11
ENTER A CDL 24 HOUR OUT-OF-SERVICE ....................................................................... 16
ENTER AN OVI AUTOMATIC LICENSE SUSPENSION .................................................... 17
MODIFY A BASE RECORD ................................................................................................... 17
CHANING THE PICK UP RADIUS (PUR) ............................................................................. 18
OFFENSE CODE (OFF) ........................................................................................................... 18
CANCEL A RECORD .............................................................................................................. 19
PLACE A LOCATE ON A RECORD ...................................................................................... 20
PLACE A DETAINER ON A RECORD .................................................................................. 21
MODIFY A DETAINER ........................................................................................................... 22
CANCEL A DETAINER........................................................................................................... 23
ENTER SUPPLEMENTAL DATA .......................................................................................... 23
MODIFY SUPPLEMENTAL DATA........................................................................................ 24
CANCEL SUPPLEMENTAL DATA ....................................................................................... 24
ENTER AN ADD ON WARRANT .......................................................................................... 25
CLEAR/CANCEL AN ADD-ON WARRANT ........................................................................ 26
WANTED PERSONS
The purpose of the LEADS and NCIC Wanted Person Files is to provide assistance in the apprehension of persons who have a warrant issued against them. Once the information has been entered into the appropriate system(s), it can then be modified, cancelled, located, cleared or queried.
CRITERIA FOR ENTRY
Law enforcement agencies may enter wanted person records upon reaching the decision to arrest a person and how their extradition should be handled. Extradition is the surrender by one jurisdiction to another of an individual charged or convicted of an offense outside its own territory and within the territorial jurisdiction of the other.
A wanted person record should be entered into the system under the following guidelines:
• If an adult:
1. An individual for whom a federal criminal warrant is outstanding.
2. An individual for whom a misdemeanor or felony warrant is outstanding.
3. Probation and parole violators meeting the criteria in number 1 or 2.
• If a juvenile entered into LEADS ONLY:
1. A juvenile for whom an Ohio criminal warrant is outstanding.
2. A juvenile for whom an Ohio misdemeanor or felony warrant is outstanding.
3. Probation and parole violators meeting the criteria stated in numbers 1 or 2
• If a juvenile entered into NCIC:
1. A juvenile being tried as an adult for whom a federal criminal warrant is outstanding.
2. A juvenile being tried as an adult for whom a misdemeanor or felony warrant is outstanding.
3. A juvenile probation or parole violator meeting the criteria stated in numbers 1 or 2
4. An individual who has been adjudged delinquent and is subject to the jurisdiction of the court that made the adjudication and:
a) who has escaped from an institution or agency vested with the legal custody/supervision of such juvenile, or
b) who has absconded while on probation or parole
Entry of a record in this category must be supported by a copy of the judgment, formal adjudication, or order of commitment which subjects such a delinquent to probation or parole or to the legal custody of the institution or agency concerned.
Specifically excluded from this category are 'status offenders' i.e., children who commit non-criminal but legally prescribed acts such as truancy, disobedience to parents, running away, and violating curfew.
A juvenile who has been charged with the commission of a delinquent act that would be a crime if committed by an adult and who has fled from the state where the act was committed. (Category 2).
Entry of a record in this category is permitted only when a petition has been filed in a court of competent jurisdiction in the requesting state where the violation of criminal law is alleged to have been committed.
Civil Warrants
The criterion for the entry of “arrest warrants” stemming from a civil proceeding or judgment are as follows:
• There are no specific prohibitions for the entry of warrants “originating” from a civil proceeding or civil judgment. However, the threshold generally accepted for entry of warrants into NCIC is: the warrant must be “actionable”, meaning the subject of the warrant can be arrested and taken into custody based on the issuance of the warrant.
• NCIC contains warrants for non-support of a child and bench warrants, which stem mainly from non-compliance with court orders, including failure to pay child support.
• There is no legal prohibition that would disallow “arrest warrants” issued in civil cases from being entered into NCIC.
• An entry may be made after:
1. A decision to arrest or authorize arrest has been made and
2. The decision has been made regarding extradition
Note: A summons on complaint to appear in court does not meet the criteria for entry.
The record retention period for a wanted person record is as follows:
1. A record with no locate message will stay on file until cleared, cancelled, or located with extradition.
2. A record with one locate message that shows no extradition will stay on file until cleared, cancelled or a second locate is placed upon it.
3. A record which has been marked as located with extradition or detained will be removed five days after the locate transaction is submitted, unless a detainer is placed on the record.
4. A record which has had a detainer placed on it will stay on file until cleared or cancelled.
Wanted person records are required to be validated when they are between 60 and 90 days old and yearly thereafter.
A wanted person base record may have multiple associated data records. These associated records include:
• Supplemental records:
These contain additional AKA (alias), SOC, DOB, SMT, CTZ, OLN set, LIC set, VIN set and stolen/fraudulent data the subject uses.
• Add-on warrant records:
Due to NCIC only allowing an agency to have one wanted base record on file for a subject, LEADS has made allowances for add-on warrants to be entered into the file. Add-on warrants are additional warrants on file for the same person. These may be added to the base record for that person.
• Dental records:
If dental data is entered for a wanted person, it is cross checked with the Missing and Unidentified Person Files.
• Images:
Another tool used to assist in identifying a wanted person.
NATIONAL INSTANT BACKGROUND CHECK SYSTEM (NICS)
To make certain the state of Ohio is assisting in accomplishing the mission of NICS and enhancing the safety of Ohioans, entering agencies are required to enter protection orders and warrants, which meet state or federal firearm prohibition criteria, within seventy-two hours of receipt to ensure all disqualifying records are accessible by the NICS.
How Ohio Contributes to the NICS
1. Ohio criminal justice agencies contribute to NICS by entering warrants and protection orders into NCIC.
2. Ohio courts and psychiatric hospitals provide mental illness adjudication information to the Attorney General’s Office, which is entered into LEADS and submitted to the FBI NICS Indices.
3. Ohio courts submit arrest disposition information to the Attorney General’s Office, which is available through the FBI’s III system.
Entry Requirements
Warrants and Protection Orders – Warrants for subjects that meet all three required elements to qualify as a fugitive from justice must be entered within 72 hours of receipt. The entering agency must complete the extradition limitation, EXL Field as 4 for felony warrants and D for misdemeanor warrants, on the warrant entry. The pick-up radius must be entered PUR 1. Additional details regarding extradition limitations are to be placed in the MIS Field. The Guidelines for Establishing Fugitive from Justice reference document is available under the NICS Manual section at https://leads.ohio.gov/Manuals
Persons subject to a qualifying full hearing protection orders must be entered within 72 hours of receipt. Ex parte orders do not qualify for entry. The Protection Order Bench Card reference document is available under the NICS Manual section located at: https://leads.ohio.gov/Manuals
DATA FIELDS ASSOCIATED WITH A WANTED PERSON RECORD
The Wanted Person base record contains the following data.
Field Tag Description
ADD type of the documented address
BCI BCI number
CIT city of residence
CLA warrant class code
CMC caution and medical conditions
COU county of the documented address
CTI court identifier (valid & appropriate ORI)
CTY city of the documented address
CTZ country of citizenship
DDA date of documented address
DLI date record last queried
DLO location of DNA
DNA DNA available
DOB date of birth
DOE date of emancipation
DOV date of violation (used for a juvenile)
DOW date of warrant
EXL extradition limitation
EXT extradition
EYE eye color
FBI FBI number
FPC fingerprint classification
HAI hair color
HGT height
LIC license plate number
LID LEADS identification number
LIS license plate state of issue
LIT license plate type
LIY license plate expiration year
LKA linkage case number
LKI linkage agency identifier
MIS miscellaneous comments
MKE message key
MNU miscellaneous number
NAM name
NIC NCIC number
NOA notify originating agency
OCA originating agency case number
OFF offense
OLN operator license number
Field Tag Description (continued)
OLS operator license state of issue
OLY operator license expiration year
OOC original offense code
ORI originating agency identifier
POB place of birth
PUR pick up radius (warrant)
RAC race
SEX sex
SKN skin tone
SMT scars, marks, tattoos, and other characteristics
SNA street name of the documented address
SNU street number of the documented address
SOC social security number
STA state of residence
VCO vehicle color
VIN vehicle identification number
VMA vehicle make
VMO vehicle model
VST vehicle style
VYR vehicle year
WGT weight
WNO warrant number
ZIP zip code of the documented address
INQUIRY OF WANTED PERSON RECORDS
Responses received are based on the information entered. Officers contemplating an arrest based on this information must remember the arrest cannot be based solely on the hit, but also on the hit confirmation response.
The following message keys are used to query both the LEADS and NCIC Wanted Person Files in a single transaction:
• QW Returns wanted records with an EXL value of 1 – 5, A, or E for the requested subject. Records with an EXL value of C will be returned if the querying ORI is an adjacent state to the entering ORI.
• QWA Returns all wanted for the requested subject, regardless of the EXL values.
• QWE Returns wanted records with an EXL value of 1, 2, 5, A, or E for the requested subject. Records with an EXL value of 3 or C will be returned if the querying ORI is an adjacent state to the entering ORI.
• QWF Returns wanted records with an EXL value of 1 – 5 for the requested subject.
All wanted records, regardless of message key selected, whose first two ORI characters match those of the inquiring ORI will be returned. For example, if OH000TEST does a QWF, it will still receive any wanted records entered by an Ohio agency.
An automatic cross-search of the following LEADS and NCIC files is initiated when the transaction is made:
• Caution Ohio Police
• Concealed Handgun License
• Foreign Fugitive
• Gang
• Identity Theft
• Immigration Violator
• Known or Appropriately Suspected Terrorist (KST)
• Missing Person
• Protective Interest
• Protection Order
• Sex Offender Registry
• Supervised Release
If the initial query contains vehicle identifiers, the following databases are also searched:
• Vehicle
• Boat
• Vehicle/Boat Part
• License Plates
The QW message key allows the Wanted Person File to be queried by using the following field combinations:
• NIC only
• IDX only
• NAM and OCA (the name must be spelled exactly as it is in the record)
• NAM and one of the following identifiers: DOB, FBI, MNU, SOC, OLN, LIC & LIS or VIN & VMA.
Note: IDX will show only the LEADS data.
If the query contains a name and an identifier other than the date of birth, the name is not searched on.
To use the expanded name search (ENS) option:
• N = (default) searches on name as entered in the query
• Y = uses each part of the input name as the last name, interchanging the remaining name parts as given names
To use the extended date of birth (EBS) option:
• 1 = exact DOB; exact month and day, plus/minus one year
• 2 = exact DOB; exact year with month and day transposed
• 3 = exact DOB; exact month and day, plus/minus one year; exact year with month and day transposed
To use the image indicator (IND) option:
• N = (default)
• Y = system will return images associated with the primary hit responses
To use the Related Search Hit (RSH) option:
• N = (default)
• Y = system will return additional records which have the same ORI/OCA as the primary hit response and all records linked by the LKI/LKA data in the primary hit response. See the NCIC Operating Manual for more details
There are also query message keys which only search LEADS files.
• WW Search fields include: NAM & DOB, LID, LIC, OLN, FBI, MNU, BCI, SOC or VIN
• WAR Produces a list of wanted records entered by the specified ORI for a particular month. The search can be further narrowed by PUR value.
• ZIP Produces a list of wanted records which match the specified zip code. The search can be further narrowed by warrant class or offense code. Consideration for the possible size of this file should be made prior to searching. Some responses may be very large.
PACKING THE RECORD
The entering agency (ORI) must account for all fields in the Wanted Person File record format. In the original entry, all available data called for in the record must be entered. In addition, all available critical data should be entered such as an alias or scars, marks, tattoos, and other characteristics etc. Missing data obtained at a later time should be promptly added through the use of a modify message.
In house documentation such as arrest records, court dispositions, etc. may be used in the entry as long as documentation is on file.
In circumstances when an agency does not enter information from the CCH, LEADS requires the operator to mark through & initial each identifier not entered.
Ex: 999-99-9999 jqp
STOLEN/FRADULENT
The general rule for the use of stolen/fraudulent (S/F) identifier fields is that they must be used whenever a wanted person is known to be using identification documents that are stolen/fraudulent. If the wanted person is using a made-up name or numerical identifier for which it is not known whether identification documents (Social Security card, operator's license, etc.) exist, these identifiers should be entered in the appropriate base record or supplemental identifier fields, such as the DOB Field. If the identity of the thief is known and there is an arrest warrant, the victim information should be entered in the S/F fields.
The base record NAM must be entered for each record. This field should contain the wanted person's true name regardless of whether it is the name contained on the arrest warrant. Listed below are guidelines for coding the "true" and S/F NAM Fields and the "true" and S/F DOB Fields.
1. If the name on the arrest warrant is believed to be the wanted person's real name, the name should be entered in only the base record NAM. If the wanted person's date of birth is available, it should be entered in the base record DOB. Any known S/F identifiers should be entered in the S/F identifier fields.
2. If the name on the arrest warrant is known to be S/F and the wanted person's true name is known, the S/F name should be entered in the S/F NAM Field. The wanted person's real name must be entered in the base record NAM. The date of birth from the S/F identification, if known, must be entered in the S/F DOB. If the wanted person's real date of birth is known, it should be entered in the base record DOB.
3. If an arrest warrant is issued in the name of "John Doe" or "Jane Doe" because the wanted person's true identity is unknown and the wanted person is known to be using stolen or fraudulent identification documents, entry of a Wanted Person File record is permitted provided the identifiers from the stolen or fraudulent documents are included in the wanted person record and identified as such. FBI numbers should not be entered in these types of records.
4. This enhancement only serves to highlight information when the record subject is known to use S/F identification documents. It does not alter current policy concerning entry of "John Doe" or "Jane Doe" records without a warrant which is currently allowed only when the record subject is using a homicide victim's identification.
5. When a record is entered into the Identity Theft File, if the identity of the thief is known and a warrant is obtained, the thief's personal information should be entered in the base Wanted Person File record. Additionally, the victim information should be entered in the supplemental stolen/fraudulent data fields.
OLN & MNU INFORMATION
Always use the most current information for entry. For example, if the subject has an expired or suspended OLN but has a valid ID card, the ID card would be the most current.
It is agency discretion to enter expired or suspended information.
If an OLN has no expiration date, use current year in the OLY field.
ID card numbers from other states are to be entered into the OLN field.
Ohio ID card numbers can be entered into either the OLN field or the MNU field.
It is required the record be queried to ensure the supplemental data was added to the system(s) and the most current printout is retained with the agency records.
FBI & BCI NUMBERS
If the subject has an available BCI# and FBI#, both numbers are to be entered to pack the record. The subject’s FBI# must be run to check for criminal history information from other states. The Ohio BCI record will be included in the FBI response since Ohio participates in III.
SID NUMBERS
The Messenger form has a State Identification Number (SID) field available for the Protection Order entries and Warrant entries. The SID field is to be populated with an available Computerized Criminal History (CCH) number.
• For Protection Order entries, an available BCI# is to be entered in the SID field
Example: B123456
• For Warrant entries, an available Out-of-State ID# is to be entered in the SID field.
Example: TN123456
AR & AN NUMBERS on CCH
All Alien Registration Numbers (AR) on BCI and III record are traceable and can be entered. Query through NLETS using message key IAQ to confirm.
If the subject is born in US, the AR# is not a valid AR# and should not be used.
Arrest Numbers (AN) on a BCI record are not traceable and should not be entered in the record.
Non Immigration Admission Numbers (AN) on a III record are traceable and can be entered. Query through NLETS using message key IAQ to confirm.
ENTER A BASE RECORD
Whenever an entry is made for a non-terminal or non-entering agency, the ORI of the non-terminal or non-entering agency is to be placed in the MIS field of the record. Do not enter a non-terminal or non-entering agency ORI in the ORI field.
The following message keys are used for entering a wanted person record:
• EW enter wanted
• EW-C enter wanted – caution
• EWJ enter wanted juvenile
• EWJC enter wanted juvenile – caution
Wanted person records require the following fields:
ORI MKE OCA DOW/DOV EXL OFF CLA PUR NAM SEX RAC HGT WGT HAI EYE
At least one of the following numeric identifiers:
DOB FBI MNU SOC
OLN with OLS and OLY
LIC with LIS, LIY and LIT
VIN with VYR, VMA, and VST
The conditional mandatory fields include:
CMC (if the MKE = EWC or EWJC)
OOC (depends on the OFF value)
DOE (if the MKE = EWJ or EWJC)
DLO (if DNA = Y)
MIS (if EXL = 2, B, or if CMC = 01)
Name (NAM):
• Subject names are input as:
o Doe,John Q
o Doe,John Q Jr
• Hyphenated names can also be entered:
o Doe-Public,John Q
Out Documented address data:
SNU street number (up to 7 characters) i.e.: 1952 or 19 ½
SNA street name (up to 25 characters, PO BOX & # goes in this field)
CTY city name (up to 20 characters, no punctuation {St. Louis would be ST LOUIS})
COU county name (up to 20 characters)
ADD address type
01 RESIDENCE (LAST KNOWN)
02 EMPLOYER
03 RELATIVE
04 KNOWN ASSOCIATE
05 OTHER (If used, place additional info in the MIS field)
06 HOMELESS
07 TRANSIENT
08 INCARCERATED
09 TEMPORARY LODGING (This code is only valid for National Sex Offender Registry records)
DDA last known date on which the subject, their employer, relative, or associate was at the address
Additional Offense Indicator (ADO):
If your agency has multiple warrants for the subject, place a ‘Y’ in this field and indicate the
offense info in the MIS field. The default value for this field is blank.
License plate data:
The following is considered a set and includes: LIC/LIS/LIY/LIT(must fill in all 4)
Vehicle data:
The following is considered a set and includes: VIN/VYR/VMA/VST(must fill in all 4)
VMO & VCO are optional
Offense Code (OFF):
The following codes require free text or easily understood abbreviations to further explain or describe the offense in positions five through twenty four of the offense code field. The system will be expecting at least six characters following the four numeric digits for these codes.
0199 Sovereignty
0299 Military
0399 Immigration
4901 Escape
5005 Contempt of Court
5015 Failure to Appear
5099 Obstruct (specify Judic, Congr, Legis, Commsn)
7099 Crimes against Person
7199 Property Crimes
7299 Morals – Decency Crimes
7399 Public Order Crimes
Note: For those codes whose literal explanation includes phrases such as “describe offense,” “identify weapon,” “specify type,” etc., that information may be entered in positions five through twenty four after the numeric code in the OFF field.
Original Offense Code (OOC) is required when the OFF is one of the following:
4901 Escape – (identify type of institution)
4999 Flight – Escape (describe offense)
5001 Bail – Secured Bond
5002 Bail – Personal Recog
5011 Parole Violation
5012 Probation Violation
5013 Conditional Release Violation
5014 Mandatory Release Violation
5015 Failure to Appear
8100 Escape From Custody (juvenile offender only)
8101 Abscond While On Parole (juvenile offender only)
8102 Abscond While On Probation (juvenile offender only)
CLA (Warrant Class) values:
AS OVI Automatic OL Suspension
AW AWOL from a mental institution or hospital
BW Bench Warrant
CD Commercial Drivers – 24 hour out-of-service
FT Felony Temporary
FW Felony Warrant
MT Misdemeanor Temporary
MW Misdemeanor Warrant
PUR (Pick up Radius {Extradition}) values:
1 – Nationwide
2 – Any place in Ohio
3 – Ohio within 100 mile radius
4 – County of want and adjacent counties
5 – County of want
A – Entering agency only – no action by other agencies
L – Jurisdiction of the department of want only
EXL (Extradition Limitation) values:
• Felony Warrants:
1 – Full extradition
2 – Limited extradition (requires data in the MIS field)
3 – Extradition surrounding states only
4 –No extradition – In State pick up only, see MIS field for limits
5 – Extradition arrangement pending (requires data in the MIS field) (not used for initial input)
6 – Pending extradition determination
• Misdemeanor Warrants:
A – Full extradition
B – Limited extradition (requires data in the MIS field)
C – Extradition surrounding states only
D – No extradition – In State only, see MIS field for limits
E – Extradition arrangement pending (requires data in the MIS field) (not used for initial input)
F - Pending extradition determination
CMC (Caution and Medical Conditions) values:
00 Armed and Dangerous
01 Other (Explain in MIS field)
05 Violent Tendencies
10 Martial Arts Expert
15 Explosive Expertise
20 Known to Abuse Drugs
25 Escape Risk
30 Sexually Violent Predator – Contact ORI for Detailed Information
40 International Flight Risk
50 Heart Condition
55 Alcoholic
60 Allergies
65 Epilepsy
70 Suicidal
80 Medication Required
85 Hemophiliac
90 Diabetic
The following may be used as Caution Indicators when they are associated with the subject of a record. If one of these is not used, it will be counted as a serious error during the audit. Caution Indicators must be used if any of these appear on the subject’s CCH record or other supportive documentation:
Alcoholic Known to Abuse Drugs
Allergies Martial Arts Expert
Armed and Dangerous: Medication Required
CCW Other (Explain in MIS field)
Improper Handling of Firearms Sexually Violent Predator
Weapons under Disability Suicidal
Any crime with Weapon Use Violent Tendencies:
Aggravated Robbery Domestic Violence
Diabetic Voluntary Manslaughter
Epilepsy Murder
Escape Risk Attempted Murder
Explosive Expertise Resisting Arrest
Heart Condition Felonious Assault
Hemophiliac Felonious Assault with a vehicle
International Flight Risk Assault on an officer
Aggravated Assault
Note: Violent tendencies do not include simple assault or rape. It is agency discretion whether
or not to use a Caution Indicator for domestic violence offenses.
Note: Fleeing and Eluding does not qualify as Escape Risk and Caution Indicator should not be used.
If the subject does not have a CCH record, but the warrant is associated with one of the above listed reasons; the warrant can be entered with a Caution Indicator.
If the subject has a Concealed Handgun License, this alone, does NOT qualify them to be entered with a Caution Indicator for armed and dangerous. Holding a permit is not the same as being charged with a crime involving a weapon.
When a subject has CCH entries showing arrests for Carrying Concealed Weapons (CCW), Felonious Assault and Drug Abuse, do not use CMC/01 (which translates into OTHER) and then enter the charges in the MIS field. Each individual CMC code that applies must be entered allowing the system to translate the codes and making it easier for the receiving operator to immediately determine the reasons for the Caution Indicator. In this example, CMC/00 (ARMED AND DANGEROUS), CMC/05 (VIOLENT TENDENCIES) and CMC/20 (KNOWN TO ABUSE DRUGS) would be entered. The ARMED AND DANGEROUS would correlate to the CCW charge and the VIOLENT TENDENCIES would refer to the Felonious Assault charge.
CMC/01 (OTHER) should only be used when none of the other CMC codes applies.
CMC/KNOWN TO ABUSE DRUGS should be used if the subject has a CCH charge or conviction for drug abuse, has a drug abuse OL suspension on their driving record, or other official source documentation indicates the subject has actually used drugs. A subject with drug trafficking, possession or paraphernalia does not necessarily mean they also use drugs. In these situations, CMC/OTHER would be used with the offense being listed in the MIS field.
Note: It is the agency's discretion whether to use a caution indicator or not for drug offenses such as trafficking, possession or paraphernalia.
Also, a subject having a previous CCH drug abuse charge would not necessarily qualify for entry as a SMT/MC DRUGAB. Using drug abuse in the SMT field as a medical condition indicates the subject has been under a doctor’s care, in a rehabilitation clinic, received counseling for abusing drugs, etc. The arrest on a CCH would not be documentation in and of itself to use the MC DRUGAB in the SMT field.
Other data fields which should be included if known:
CTI WNO NOA LKI LKA BCI SKN POB CTZ SMT FPC DNA CIT STA ZIP ADR MIS
Note: CTI must be a valid ORI.
If a record is transmitted and one of the combinations below matches a wanted record already on file, it will reject as a duplicate. The user will receive the message ‘REJECT ON FILE’ along with the IDX of the existing record.
FBI and ORI NAM, MNU and ORI
NAM, SOC and ORI OLN, OLS and ORI
VIN, VMA, NAM and ORI LIC, LIS, LIY, LIT, NAM and ORI
OCA, NAM and ORI DOB, NAM and ORI
After transmitting the entry, and no errors are found, the user will receive a message advising the record is pending and has been forwarded to NCIC (if the PUR = 1), or the message indicates the record has been entered into the LEADS Wanted Person File.
If NCIC accepts a qualifying entry, the user will receive a message indicating the NIC and the record will be entered into the LEADS Wanted Person File.
If NCIC doesn’t accept the entry, the record is not stored in the LEADS Wanted Person File. Make the required correction and transmit the entry again.
ENTER A CDL 24 HOUR OUT-OF-SERVICE
As part of the Commercial Drivers License Law, violators of O.R.C. Section 4506.15 can be ordered out-of-service for 24 hours for operating a commercial motor vehicle while having any measurable or detectable amount of alcohol or drugs in their system.
To allow law enforcement officers a method of determining persons violating the 24 hour out-of-service order, the LEADS Wanted Person File will be utilized.
The EW fields will be completed the same as a warrant with the exception of the following fields which will be completed as shown:
• Warrant Class Code (CLA) CD
• Pick-up Radius (PUR) 2
• Offense Code (OFF) 5499TRAFFIC OFFENSE
• MIS 24HR OUT OF SERVICE followed by the date and time of the order.
These records are automatically purged 48 hours after entry.
ENTER AN OVI AUTOMATIC LICENSE SUSPENSION
There are situations resulting in delays to BMV driving record updates, primarily administrative license suspensions, which are not reflected immediately on the printout. To assist in letting law enforcement know when a person’s operator license has been suspended for OVI, a temporary entry may be made while waiting for the court appearance. The LEADS Wanted Person File will be utilized for this entry. The EW fields will be completed the same as a warrant with the exception of the following fields which will be completed as shown:
• PUR 2
• Warrant Class AS
• Offense Code 5499OL AUTO SUSPENSION
• MIS OVI - OL AUTO SUSPENSION (Must be listed first in MIS field)
Note: These records are automatically purged 15 days after entry. Therefore, do not enter as supplement to base record.
A query response that includes an OVI Automatic License Suspension record looks like this:
B}**** INSTATE **** INSTATE **** INSTATE ****
MKE/WANTED PERSON - OVI ADMINISTRATIVE OL SUSPENSION
****NOT A BASIS TO STOP, DETAIN OR ARREST****
MISDEMEANOR - LIMITED EXTRADITION SEE MIS FIELD
LID/04650861 IDX/WX04650861
ORI/OHOHP6700 DTE/20080609
NAM/PUBLIC,JANE SEX/F RAC/W
DOB/19870129 SOC/999999999
HGT/500 WGT/098 EYE/BRO HAI/BLN
OLN/XX000000 OLS/OH OLY/2012
OFF/TRAFFIC OFFENSE - OL AUTO SUSPENSION
DOW/20080609 COW/67 PORTAGE
CLA/AS PUR/2
OCA/67-297
MIS/OVI-OL AUTO SUSPENSION
***** IMMED CONFIRM WITH ORI *****
AGENCY: OSHP - RAVENNA, TELEPHONE: 3302971441
Note: The third line of the response states ****NOT A BASIS TO STOP, DETAIN OR ARREST****. This is an informational hit only.
MODIFY A BASE RECORD
A modification transaction is used to add, delete, or change information on a wanted person base record. Only the entering agency can modify the record.
Note: Records in a located status cannot be modified.
Records with a detainer cannot be modified (except vehicle and license data may be deleted).
Stolen/Fraudulent data items cannot be modified. They must be cancelled and re-entered.
The message key to modify a wanted person record is MW.
Identify the record to be modified by:
• NAM and OCA
• NIC and OCA
• LID and OCA
Complete the field/fields to be modified and transmit the data.
Once the record passes the system edits, the user will receive a message advising the LEADS record has been modified.
If the record is also in NCIC, the actual modification is pending and has been forwarded to NCIC for acceptance. If NCIC rejects the modification, the LEADS record does not retain the updates.
Data fields, which may be removed from the record, should be entered with a (#) (Messenger users only). The method to modify may vary for other software users.
CHANING THE PICK UP RADIUS (PUR)
If the PUR is being changed to 1, so the existing record will go to NCIC, review the record first for other data fields which may need updated. The following fields often cause the record to error:
• EXL (does it need changed or perhaps requires data in the MIS)
• LIY (is it expired)
• OFF (does it require additional text or an OOC)
• MKE (if it is a juvenile entry and the DOE is past, cancel and re-enter as adult EW)
Note: If NCIC rejects the record, it will be removed from the LEADS Wanted Person File.
Vehicle data
When removing vehicle data, all vehicle fields, except VCO, need to be marked for deletion.
If adding vehicle data, include VIN, VYR, VMA, and VST.
License plate data
If adding license plate, include LIC, LIS, LIY, and LIT.
OFFENSE CODE (OFF)
Certain OFF codes may require special attention. An existing OOC may need removed or an OOC may need to be added. Additional text may need to be entered in positions five through twenty-four or additional information may need to be in the miscellaneous field.
It is required the record be queried to ensure the modification was added to the system(s) and the most current printout is retained with the agency records.
CANCEL A RECORD
Only the entering agency can cancel a wanted person record. This transaction is used when the entering agency determines the record is invalid.
The message key to cancel a wanted person record is XW.
Identify the record to be cancelled by:
• NAM and OCA
• NIC and OCA
• LID and OCA
Date of Cancellation (DOC) is required and must be either today’s or yesterday’s date.
The Reason for Record Removal (RPS) is optional and the value may be either ADMIN CLOSING, CASE DROPPED, NOT WANTED, RECALLED or WARRANT DISMISSED.
It is required the record be queried to ensure it was removed from the system(s).
Cancellation of the base record will remove all associated supplemental data records as well.
Note: Any add-on warrants must be cancelled prior to cancelling the base record.
CLEAR A RECORD
Only the entering agency can clear a wanted person record. This transaction is used when the entering agency apprehends the subject or is officially advised the subject is in the custody of another agency.
The message key to clear a wanted person record is CW.
Identify the record to be cleared by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The Date of Clear (DCL) is required.
Additional fields include RRI, RCA, RPS, PAR, HIT, NPA, NPF, VNP, VOR and VRC.
If the record is in located status, only the date of clear (DCL) is necessary.
If the record is in active status, the apprehending agency ORI (RRI) and their case number (RCA) should be included.
It is required the record be queried to ensure it was removed from the system(s).
Note: Any add-on warrants must be cleared before clearing the base record.
PLACE A LOCATE ON A RECORD
A locate is required when a hit confirmation has been done based on the (PUR) pick up radius and the record has been confirmed as active and still wanted. A locate must be placed on an entry by the recovering agency before the entering agency can place a detainer on it.
A locate is not placed if:
a) The entering agency of the record is the apprehending/locating agency.
Note: Effective 08/02/2015, when, and only when, the apprehending agency incorrectly places a locate on a wanted person record or fails to place a locate on a wanted person record, the owning agency may place a locate on its own record with EXTR or DETN in the EXT Field (not NOEX).
The owning agency is then required to place a detainer on that record.
b) The record was entered with no extradition (EXL of 4 or D or NOEX in the miscellaneous field) and this is still the case upon confirmation with the originating agency.
Note: Do not use the YQ transaction to confirm this hit.
c) The locating agency is outside of the extradition limitations set forth in the record.
d) The entering agency intends to modify the EXL to 5 or E (Extradition arrangements
pending – see MIS field) and requests that the locating agency not place a locate message.
The message key to locate a wanted person record is LW.
Identify the record to be located by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The required fields include:
• Date of Recovery (DOR)
• Extradition (EXT)
o EXTR is used when the entering agency advises the person will be extradited or the person is wanted by a federal agency.
o DETN is used when the apprehending agency intends to incarcerate the person on local charges.
o NOEX is used when the entering agency advises the subject will not be extradited due to circumstances at the time or the apprehending agency received no information on extradition after making an effort to do so, or the subject is found in prison, a mental institution or deceased and the entering agency advises they will not be extradited.
Additional data fields which can be included in the transaction are RCA, RPS, PAR, HIT, NPA, NPF, VNP, VOR and VRC.
Records located with an extradition (EXT) code of NOEX do not show as ‘LOCATED’ in the message key line of the response, the locate data, however, is in the lower portion of the record.
A located record whose EXT code is either EXTR or DETN will be removed from the system five days from the date the locate is placed unless the entering agency has placed a detainer against the record.
A subsequent locate does not automatically purge the wanted persons record. The 5 day period starts over from the date the subsequent locate is placed, unless the original and subsequent locate transaction both contain an extradition (EXT) code of NOEX.
A subsequent locate transaction with an extradition (EXT) code of NOEX cannot be placed on a wanted record if it has been previously located with an extradition (EXT) code of either EXTR or DETN.
A wanted record that is currently ‘located’ with an extradition (EXT) code of NOEX, can have a subsequent locate placed on it with an extradition (EXT) code of either DETN or EXTR. The record will be retired five days from the date of the new locate.
Note: A subsequent locate cannot be placed on a wanted record which has a detainer.
PLACE A DETAINER ON A RECORD
A detainer gives the entering agency a method of indicating they still want the subject after they have served their time as required by the apprehending agency. Placing the detainer within five days of the locate transaction keeps the wanted record in the system. A detainer may not be placed on an entry by the entering agency until a locate is placed on it by the recovering agency.
The message key to place a detainer on a wanted person record is DW.
Identify the record to be detained by:
• NAM and OCA
• NIC and OCA
The required fields include:
• Date of Detainer (DOD)
• Detainer Case Number (DNO)
• Incarcerating Agency Identifier (IRI)
• Date Incarceration Starts (DIS)
Optional data fields include the Date Incarceration Ends (DSE) and the Place of Incarceration (INC).
Upon placing the detainer, the entering agency will receive response showing the record with the words ***** DETAINER ENTERED ***** at the end if accepted.
The following message is a sample of what is sent to the apprehending agency when the entering agency places the detainer:
FIL/THE FOLLOWING RECORD LOCATED BY YOUR AGENCY HAS HAD A DETAINER PLACED ON IT ON 20050213 BY ORI/OH0870100 BOWLING GREEN PD
MKE/EW LID/03360031 IDX/WX03360031
NAM/SAMPLE,SUBJECT DOB/19830508 SEX/M
ORI/OH0870100 OCA/LEADSTEST
On a daily basis, around 0100hrs, agencies with records on file with a detainer are sent a notification listing the affected records. The message looks like this:
INFORMATION ONLY – THE FOLLOWING ARE WANTED AND WARRANT
DETAINER RECORDS YOUR AGENCY HAS ON FILE:
APPRENDING
IDX# LID# NAME SSN AGENCY ORI
W000000001 AA1111ZZ SAMPLE,RECORD A 123456789 OHOHP0030
WX00000001 00000001 SAMPLE,RECORD C 333445555 OHOHP0030
When another agency attempts to place a locate on a record which already has a detainer record appended, they will receive a response similar to the following:
LOCATE ATTEMPTED BY OHOHP2100 ON LID/CB9651BK ENTERED BY OHOHP40.
WARNING: THE SUBJECT OF THIS RECORD HAS BEEN REPORTED AS INCARCERATED.
CONTACT ORIGINATING AGENCY TO HAVE THE DETAINER REMOVED.
A NEW DETAINER CAN THEN BE ADDED.
MODIFY A DETAINER
Only the entering agency can modify the detainer information on a wanted person record by using the detainer modify transaction.
The message key to modify the detainer data on a wanted person record is MDW.
Identify the record to have its detainer data modified by:
• NAM and OCA
• NIC and OCA
Complete the field/fields to be modified and transmit the data.
Once the record passes the system edits, the user will receive a message advising the LEADS record has been modified.
It is required the record be queried to ensure the modification was added to the system(s) and the most current printout is retained with the agency records.
If the record is also in NCIC, the actual modification is pending and has been forwarded to NCIC for acceptance. If NCIC rejects the modification, the LEADS record does not retain the updates.
CANCEL A DETAINER
Only the entering agency can remove the detainer information from a wanted person record by using the detainer cancel transaction. Cancellation of the detainer returns the record back to located status.
The message key to remove detainer information from a wanted person record is XDW.
Identify the record to have its detainer data removed by:
• NAM and OCA
• NIC and OCA
The Detainer Case Number (DNO) is the only required data field.
Upon cancelling the detainer, the entering agency will receive a response showing the record with the words ***** DETAINER CANCELED ***** at the end if accepted.
Note: The record will stay on file for five days after the detainer has been canceled. This allows for the agency to place a new detainer if necessary, elsewise it will auto purge.
ENTER SUPPLEMENTAL DATA
Supplemental data records are entered into LEADS and NCIC to show additional names, date of births, etc., which are associated with a wanted person.
A base record may have the following supplemental records associated with it:
• Alias names (AKA) up to 99
• Date of birth (DOB) up to 9
• Miscellaneous number (MNU) up to 9
• Social Security number (SOC) up to 9
• Country of citizenship (CTZ) up to 9
• Operator License data set (OLN, OLS, OLY) up to 9
• License plate data set (LIC, LIS, LIY, LIT) up to 9
• Vehicle data set (VIN, VYR, VMA, VST) up to 9 o Include VMO & VCO if known
• Scars, Marks, and Tattoos (SMT) up to 9
• Caution/Medical Conditions (CMC) up to 10
• Stolen Fraudulent Names up to 99
• Stolen Fraudulent Date of Births up to 9
• Stolen Fraudulent Miscellaneous number up to 9
• Stolen Fraudulent Social Security number up to 9
• Stolen Fraudulent Operator License data set up to 9
• Documented address data set up to 9
The message key to enter a supplemental record is EN.
The message key to enter stolen/fraudulent supplemental data is ENS.
Identify the record to which the supplemental record is associated by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The system is designed to allow a total of nine additional data items to be input in a single EN transaction. However, the user’s input form may restrict the number of fields used per transaction.
This example shows seven supplemental data items being added to the record for GUY B BAD.
ORI/OHOHP00L8
NAM/BAD,GUY B
OCA/DAWN-TEST
AKA/BAD,GUY BIG
AKA/BAD,DUDE
AKA/BAD,G
SMT/TAT R ARM
SMT/PRCD L EAR
SOC/000000010
CMC/01
If there are more than nine data items to be added, the user will need to make additional EN transactions.
MODIFY SUPPLEMENTAL DATA
There is no modifying transaction for supplemental data. The incorrect information must be cancelled and the correct information entered.
CANCEL SUPPLEMENTAL DATA
The message key to cancel a supplemental record is XN.
The message key to cancel a stolen/fraudulent supplemental record is XNS.
Identify the record whose supplemental record is being cancelled by:
• NAM and OCA
• NIC and OCA
• LID and OCA
The user must enter the information to be cancelled in the appropriate field. For example, if an alias of ‘FINN,HUCKLEBERRY’ needs to be removed from the record; place the data ‘FINN,HUCKLEBERRY’ in the AKA field.
Up to nine data items may be included in a cancel supplemental transaction.
It is required the record be queried to ensure the supplemental information was removed from the system(s).
ENTER AN ADD ON WARRANT
The entering agency may add additional warrants to a wanted person record it has previously entered. The additional warrant information will be recorded in LEADS only. NCIC does not accept add-on warrants, but a notation can be made in the MIS field of the base record listing the additional warrant information.
Note: If the base record does not have a Pick Up Radius (PUR) of one (1) and the add-on warrant does, the user has two options:
1. Cancel the base record, enter the warrant with the PUR of 1 and then re-enter the warrant whose PUR is not 1 as the add-on warrant OR
2. Modify the base record to a PUR/1 and include the add-on warrant info in the MIS field.
3.
The message key to enter an add-on warrant is AWW.
Identify the base record to which the add-on is to be associated with by:
• NAM and OCA
• LID and OCA
Include the following data for the additional warrant:
• Class Code (CLA)
• Pick-up Radius (PUR)
• Offense Code (OFF)
• Agency Case Number (OCA) *This must be different from the base record’s OCA.
• Date of Warrant (DOW)
• Miscellaneous (MIS)
Upon inputting the add-on warrant information, the entering agency will receive a response showing the record with the words ***** ADD-ON WARRANT ENTERED ***** at the end if accepted.
If the base record is not found or the OCA of the add-on is already on file, the entry will be rejected and the appropriate message displayed informing the user of the error.
Example of an AWW entry:
ORI/OHOHP00L8
LID/03323763
OCA/LEADSTEST
CLA/BW
PUR/A
OFF/5005
OCA/04CRB3947
DOW/12272004
MIS/ CAUT DRUGS AND ASSLT WITH DANG WEAP
It is required the record be queried to ensure the add-on warrant was added to the system(s) and the most current printout is retained with the agency records.
The query response to a record with add-on warrants is shown below. The add-on warrant information falls under a heading of Additional Warrants towards the end of the record.
**** INSTATE **** INSTATE **** INSTATE ****
MKE/WANTED PERSON - CAUTION
ARMED & DANGEROUS
LIMITED EXTRADITION - NOTE LIMITATION IN MIS AND PUR FIELD
LID/03323763 IDX/WX03323763
ORI/OHOHP00L8 DTE/20050102
NAM/SAMPLE,RECORD A SEX/M RAC/B
POB/MI DOB/19671110 SOC/111111111
HGT/509 WGT/150 EYE/BRO HAI/BLK
SMT/PRCD L EAR
FBI/12333HA6 BCI/C195503
OLN/XX000000 OLS/OH OLY/2006
DOW/20041227 COW/18 CUYAHOGA
CLA/BW PUR/A OFF/5005CONTEMPT OF COURT
OCA/LEADSTEST
MIS/FTP FALSIFICATION AND POSS CRIM TOOLS
ADR/2100 LAKESIDE AV CLEVELAND,OHIO ZIP/44114 DATE OF ADR/20050102
SUPPLEMENTAL INFO:
AKA/SAMPLE,REC
AKA/RECORD,SAMPLE A
DOB/19671011
DOB/19691011
DOB/19671106
SMT/SC FACE
SMT/SC HEAD
SMT/SC R EYE
SOC/100000000
SOC/200000000
CMC/KNOWN TO ABUSE DRUGS
ADDITIONAL WARRANTS:
CLA/BW PUR/A OFF/5005CONTEMPT OF COURT OCA/04CRB3946
DOR/20050102 DOW/20041227
ADDITIONAL WARRANTS:
CLA/BW PUR/A OFF/5005CONTEMPT OF COURT OCA/04CRB3947
DOR/20050102 DOW/20041227
***** IMMED CONFIRM WITH ORI *****
AGENCY: PARMA PD, TELEPHONE: 4408851234
Note: The miscellaneous field is for additional information not for duplicate information.
CLEAR/CANCEL AN ADD-ON WARRANT
Only the entering agency can clear/cancel add on warrants from a wanted person record.
The message key to cancel an add-on warrant is XWW.
The message key to clear an add-on warrant is CWW.
Identify the add-on record which is being removed by:
• NAM from the base record and OCA of the add-on record
• LID from the base record and OCA of the add-on record
A successful clear/cancel returns the on of the following responses and a display of the base record:
***** ADD-ON WARRANT RECORD CLEARED *****
or
***** ADD-ON WARRANT RECORD CANCELED *****
Note: Add-on warrants must be cleared before the base record can be cleared/cancelled.