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
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