All Persons and Property files, except Articles must be validated each year to remain in NCIC. This includes, Wanted and Missing Persons, Sex Offender Registrations, Protection Orders, Vehicles, Boats, Securities, Stolen and Recovered Guns, etc.

• What is the Validation Process?– monthly, law enforcement agencies are required to validate their NCIC

t ientries.– SBI as the CSA receives the complete monthly validation report from the

FBI.– SBI has validation report loaded to EVOLVE for agency’s access.– Agency reviews and validates records on the listing for that month.

Wh t D V lid ti M ?• What Does Validation Mean?– the records contained on the validation listing have been reviewed by the

originating agencies.– records which are no longer current have been removed and all

remaining records are valid .– records contain all available information.– the information contained in each of the records is accurate.

Validation Process:

1. Record is entered into DCIN/NCIC by your agency.2. Record falls into a validation cycle 3 months after entry in NCIC.3. Every month SBI Audit staff receives a list from NCIC of all NC agencies’

records to be validated for that month.4. List is sent to DOJ/ITD to transfer into EVOLVE (Enhanced Validations On-Line

Verified Electronically) softwareVerified Electronically) software.5. After the file transfer, EVOLVE will send an email notification to all agencies in

the system stating their records are ready to be validated.6. Agencies validate their records.

NOTE: If your EVOLVE TAC does not have a secure agency email account, they should consider obtaining one due to the sensitive nature of emails sent from gEVOLVE and the SBI. Email servers such as Yahoo and Hotmail, etc. are not secure. If you need assistance or have questions on this, contact your district Training Specialist. You can obtain a secure email account through the FBI’s LEO system. An application signed by your agency head is required , but it is free to all law enforcement personnel. An application can be found in the Links menu of Omnixx Force or through the LEO website.

Why do we validate records?

Ensure all entries maintained in NCIC/DCIN files are accurate, complete and still valid.

What is required to validate records?

1. Compare record entry with source document (case file).

2. Verify information is entered correctly and completely.e y o at o s e te ed co ect y a d co p ete y

3. Verify with the appropriate person that the record is still valid.

4. Record the results of your contact in the case file.***

5. Use EVOLVE system to indicate the record(s) remain valid, or should be cancelled, or modified.

6. If record information should be removed, changed, or added you MUSTcomplete the appropriate Modify transaction in NCIC.complete the appropriate Modify transaction in NCIC.

7. When completing the appropriate Modify transaction in NCIC, you must add the name of the person validating the record in the Name of Validator(VLN) field.

*** In the event the agency is unsuccessful in its attempts to contact the victim, complainant, etc., the entering authority must make a determination based on the best information and knowledge available whether or not to retain the entry in the file.

All NCIC files, except articles are subject to validation.

If record has not been validated, an email notification is sent to the EVOLVE TACevery week until the record is either validated or purged by NCIC.

• NCIC also sends a $F – Failure to Validate Notification 30 days prior to the due date, indicating the record will be purged if not validated by the due date. This notice is both a warning and a reminder for your agency.

• Approximately 30 days later if the record is not validated by the due date a $P –Approximately 30 days later, if the record is not validated by the due date, a $P Purged Failure to Validate Notification is sent indicating the record has been purged . Total timeframe before records are purged is approximately 60 days.

• You may re-enter this record if you can confirm the record is still valid.

Why is this Required?

– agencies are required to maintain accurate, complete and up-to-date information for law enforcement use in NCIC.

– CJIS Security Policy.

If validation determines record must be corrected then the validation process must be completed in both NCIC and EVOLVE. However, if record is correct then the validation process can be completed in EVOLVE only.

All agencies with at least one desktop terminal should be on the EVOLVE system now for validation purposes if you enter records in NCIC. This is probably the most time saving process when performing your validations. You have the possibility to validate all of your records on your validation list with just a few clicks using EVOLVE.

The operator must be DCIN certified in the required file in order to use either system for validations.

To gain access to EVOLVE, VPN must be secured and computer must have DCIN access.

After you are set up with EVOLVE, your agency’s EVOLVE TAC will receive emails stating when your next month’s validations are due.

EVOLVE will send out weekly reminders until all files are validated.

The benefits to your agency are:• Automatic notification to agencies through email and administrative messages.• Progress and statistical reports.• Summaries of each NCIC record entry.• Printable worksheets each month for internal uses by agencies to help manage their records.

Agencies may add as many EVOLVE ATAC’s as needed to maintain records in NCIC.

If the EVOLVE TAC leaves, agency must contact EVOLVE Help to assign a new EVOLVE TAC.

EVOLVE TAC may or may not be the same as DCIN TACEVOLVE TAC may or may not be the same as DCIN TAC.

Sign into EVOLVE by going to the internet browser, type in the below website address:

http://www.evolve.ncdoj.gov

Then Click on CJIS Validations.

Click User Login.

TAC Login is reserved for EVOLVE TAC’s.

Full Admin is reserved for administrators such as Compliance Unit and Training Unit.

This screen will be displayed on the initial sign-in into EVOLVE.

Read the Validation Policy then place a checkmark in the box showing “I have read and agree policy”, then proceed with your USER ID (in all caps) and Password.

The first time you login to EVOLVE you must use the password given by the SBI Compliance Unit, then you will required to change the password.

If you forget your password you must contact the Compliance Unit to have themIf you forget your password, you must contact the Compliance Unit to have them reset it.

The User ID for EVOLVE will be the same as your Omnixx User ID but typed in ALL CAPS. The password must be typed in all lower case.

Your EVOLVE password will not change with your Omnixx password, and you are responsible for each password. EVOLVE will force you to change your password immediately if this is the first time logging in.

Passwords must be changed every sixty (60) days.

Passwords must be a minimum of eight (8) characters alpha numeric and allPasswords must be a minimum of eight (8) characters – alpha numeric and all lower case. No special characters.

Launch Tutorial or Continue to Validations.

If you have taken the Tutorial, click on Continue to Validations.

Once you log into EVOLVE as EVOLVE TAC, you can choose from several options. The Assistant TACs do not have all of these options.

• Reports

• Audit Log

• Data Export

• Manage Users

• Non Entering Agencies

• My Info

• Assistant TACs

The EVOLVE TAC is the only one that can add new users for your agency.

Clicking on the Reports button will provide you with the Reporting Tools option that will allow you to:

• Print – allows you to print your validation lists.

• Batch Validation – allows you to validate all records in a particular file at once. You can send up to 50 transactions at a time.

Interactive Validations allows you to validate each record one at a time• Interactive Validations – allows you to validate each record, one at a time.

• Summary Reports – allows the ability to obtain statistical and summary information concerning your validations.

It is very important that you check the “Summary Reports” section to verify all transactions processed correctly. If you have records in “Pending Ack” column, you will need to determine why they did not process and correct them. Utilize the “Pending Records Help” document to help you with this process.

Another option would be to go to the Audit Log and review appropriate files to verify no errors occurred when completing the validation. The Audit Log is located on the Administrator Home page. Only TACs will have this ability.

Usually there will be 2 months of Validations that can be reviewed, printed and/or updated.

Click on the down arrow and select the month that needs to be reviewed and printed, then click Submit.

Choose the report category you wish to printChoose the report category you wish to print.

Validation Summary

Select the month for the summary you need. We have selected April 2010 and you will see there are still some records that need to be validated. Most of them have been completed.

This screen will display any records that have not been validated properly or inThis screen will display any records that have not been validated properly or in pending status.

Click on the highlighted number, this will allow you to view and/or change the status of that record.

Examples of Records in Pending Status/with the response from NCIC:

Click on the yellow info tab to view action taken.

Message box mentions what NCIC is missing.

Below is the message received showing that the record was not found within NCIC. It is possible that some of the identifying information such as the OCA has been modified or the record has been canceled in NCIC. We recommend running the transaction through NCIC to determine if this is a legitimate error. Once you have successfully validated the record through NCIC you can mark the record as completed within CJIS Validations system by clicking the Confirm button.

There are other message you may receive.

Once you have completed the validation of your files per CJIS Security Policy i t l t th th h EVOLVE d NCICrequirements, you can now complete the process through EVOLVE and NCIC.

Options for Validating Through EVOLVE:

- Cancel ***

• If selecting Cancel, no action needed in NCIC. It is the same as completing the Clear transaction in NCIC.

• However, if you choose to complete the Clear transaction in NCIC, you must still complete the Cancel in EVOLVE.

*** The Cancel option has been disabled for sex offender records. If a Sheriff’s Office selects Cancel for a sex offender record, the message will not be sent to NCIC so the record will not be cancelled

- Modify

• Must go into NCIC and perform a Modify transaction to the record.

• Requires action in both NCIC and EVOLVE.

- As IsAs Is

• Record is valid.

• Validation is forwarded to NCIC.

• No action needed in NCIC.

EVOLVE Validation – if record is correct and no action is necessary then you only have to complete the validation through EVOLVE. You would select As Is and Submit. On the next screen you MUST also select Confirm so the record will show validated in NCIC.

NCIC Validation – if record is not correct and must be modified, supplemented, etc., then you must complete the validation process through BOTH EVOLVE and NCIC. This is a two step process.

In NCIC complete the appropriate Modify transaction along with the appropriate fields. For example, if changing eye color from green to blue on a Wanted Person, you would select the Modify Wanted Person transaction and in the eye field select the blue code from the drop down menu. You can also add the name of the person validating the record in the Name of Validator (VLN) field to ensure the validation is completed.

If you choose not to enter the name of the person validating the record on the Modify transaction in NCIC, then you must add it when completing the Modify in EVOLVE.

Failing to add the Name of Validator in either EVOLVE or NCIC will cause the record to be purged.

Remember, you would only need to perform a Modify transaction, through NCIC, on a particular record if the information needs to be changed or removed from the NCIC entry.

Records can be purged for several reasons.

Most Common Reasons:

• Modifying the record in NCIC but not completing the VLN field. Must remember to correct the record and enter the name of the validator. You must have both pieces of information to complete the validation.

• A sex offender from your county that has recently moved to another county is now on your validation list. Because he no longer lives in your county you can not validate his record. If no action is taken the record will be purged. You must call the new registering sheriff and tell them to go into NCIC and complete the SOR Validation (MXS) transaction. Failing to complete the MXS transaction will cause the record to be purged In order to have the sex offender re-entered into NCICthe record to be purged. In order to have the sex offender re entered into NCIC someone within the Sex Offender Registration Unit or the Training Unit must complete the re-entry.

In-Service credit hours for TACs/ATACs for 2010 is 4 hours.