240 IAC 5-2-7 - Validation of records

Authority: IC 10-11-2-10; IC 10-13-2-9; IC 10-13-2-10

Affected: IC 4-1-6-7; IC 10-13-2

Sec. 7.

(a) All IDACS user agencies shall validate, on a periodic basis, as prescribed to the user agency by IDACS, all IDACS wanted records entered on their authority. Validation of records shall be in conformity and compliance with rules set forth by IDACS.

(b) Validation obligates the originating agency to confirm the record is COMPLETE, ACCURATE, and is still OUTSTANDING or ACTIVE.

(c) Validation is accomplished by reviewing the original entry and current supporting documents and by recent consultation with any appropriate complainant, victim, prosecutor, court, motor vehicle registry files, or other appropriate source or individual. In the event the originating agency is unsuccessful in its attempts to contact the victim, complainant, etc., the entering authority shall make a determination based on the best information and knowledge available whether or not to retain the original entry on file.

(d) To ensure the validity of IDACS and NCIC records, administrative controls shall be maintained which will result in prompt updating for the benefit of system users. Agencies entering records in IDACS and/or NCIC are solely responsible for their accuracy, timeliness, and completeness. Only by conscientious validation of records can users remain assured the integrity of the system is being upheld, and inquiring officers can rely on the information in IDACS and NCIC.

(e) The Indiana control terminal is responsible to the national network (NCIC). Control terminal responsibilities are as follows:

(1) Monitor system use.

(2) Enforce discipline.

(3) Assure system procedures and policies are met by all users.

(f) Maintain validation schedule as established by NCIC/IDACS.

(g) Procedures for documentation are as follows:

(1) Each agency shall receive a validation printout in compliance with the validation schedule.

(2) It shall be the responsibility of the originating agency IDACS coordinator to cause each record to be processed according [sic.] subsection (c) and to ensure that any errors are corrected, inactive records are removed, and active records are kept in the system by submitting the appropriate validation transaction.

(h) Any record not appropriately validated within the authorized validation period shall be removed automatically from IDACS/NCIC.

(i) An agency that allows IDACS to purge inactive or unwanted records from the wanted files shall be subject to sanction.

Notes

240 IAC 5-2-7

State Police Department; Ch I, Validation Policy; filed Dec 20, 1978, 2:43 p.m.: 2 IR 139; filed Nov 5, 1982, 8:25 a.m.: 5 IR 2489; filed Aug 6, 1990, 4:40 p.m.: 13 IR 2099; readopted filed Oct 17, 2001, 10:05 a.m.: 25 IR 935; readopted filed Jul 2, 2007, 3:01 p.m.: 20070711-IR-240070255RFA; readopted filed Dec 2, 2013, 10:29 a.m.: 20140101-IR-240130458RFA