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National Crime

Information Center

Today’s TAC:

Super Administrator

AND MORE

Sensitive But Unclassified (SBU)/FOUO

Today’s TAC:Super Administrator

AND MORE


Today’s TAC

What is your most important TAC responsibility?


Harry E. Carlile Jr.

Training Specialist

CJIS Training and

Advisory Process (CTAP) Unit

1000 Custer Hollow Road

Clarksburg, WV 26306-0112

304.625.3578 – Desk

304.308.1473 – Cell

Contacts

304 625-5599 - Fax

[email protected]

mailto:[email protected]

The Only

“DUMB”

Question is

the One

You Don’t

Ask!!!!!!!!!!!

Today’s TAC


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http://www.google.com/imgres?imgurl=http://martinricard.com/blog/wp-content/uploads/2009/12/black-student-classroom-hand-raised.jpg&imgrefurl=http://martinricard.com/blog/page/2/&usg=__6swuBzy60P5FN70L8PQZEFmt4EU=&h=400&w=267&sz=59&hl=en&start=113&zoom=1&itbs=1&tbnid=H8JiFxW88YGY6M:&tbnh=124&tbnw=83&prev=/images?q%3Dcollege%2Bstudent%2Braied%2Bhand%26start%3D100%26hl%3Den%26sa%3DN%26gbv%3D2%26ndsp%3D20%26tbs%3Disch:1&ei=inRvTafODYSdlgekrLlA

Today’s TAC

1. How is NCIC/all FBI CJIS Systems Managed?


Today’s TAC

2. What year was the Concept of a Terminal Agency Coordinator (TAC) Officially Created?


Today’s TAC

2. What year was the Concept of Terminal Agency Coordinator (TAC) Officially Created?– 1984 !!

3. Why was it created?


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4. Does anyone know where we can find the official definition of TAC?


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4. Does anyone know where we can find the official definition of TAC? CJIS Security Policy (5.4) Section 3.2.3

The TAC serves as the point-of-contact at the local agency for matters relating to CJIS information access. The TAC administers CJIS systems programs within the local agency and oversees the agency’s compliance with CJIS systems policies.

Today’s TAC

6. Responsibilities of a TAC?

A. ???

B. ???

C. ???

D. ???


Today’s TAC

TAC Responsibilities Grouped in 4 Groups

1. Maintain liaison with the State CSA/CSO and their Staff and other local TAC’s.

2. Provide input/feedback on state network as well as the national NCIC system.

3. Ensure compliance with national, state and local NCIC policies, rules, and regulations.

4. Function as the on-the-scene expert in NCIC.


Today’s TAC


Maintain liaison with the State CSA/CSO and their Staff and other local TAC’s.

1. When do you meet with other local TAC’s

1. ??

2. ??

3. ??

4. ??


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2. When do you meet with State CSA/CSO Staff

1. ??

2. ??

3. ??


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A. Why is it important that you provide this feedback?

1. ??

2. ??

B. How can your knowledge effect change?

1. ??

2. ??


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3. Ensure compliance with national, state and local NCIC policies, rules, and regulations

A. For Audit Purposes which national, state and local NCIC policies, rules and regulations are of KEY Importance?

Training

Initial Training & Testing of Terminal Operators - Within 6 months of employment or assignment train, functionally test, and affirm the proficiency of terminal (equipment) operators in order to assure compliance with FBI CJIS policy and regulations. (NCIC 2000 Operating Manual, Introduction, Section 3.1, 3, 1)


Today’s TAC

Biennial Retesting of Terminal Operators - Biennially, provide functional

retesting and reaffirm the proficiency of terminal (equipment) operators in

order to assure compliance with FBI CJIS policy. (NCIC 2000 Operating

Manual, Introduction, Section 3.1, 3, 2)

Maintain Records - Maintain records of all training, testing, and proficiency

affirmation. (NCIC 2000 Operating Manual, Introduction, Section 3.1, 3, 3)

Annual Review of Curricula - Annually review all curricula for relevancy and

effectiveness. (NCIC 2000 Operating Manual, Introduction, Section 3.1, 3, 8)


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Ensure Correct Use Of ORI

Inquiry

Use your ORI for Your Agency

For Other Agencies

Use Your ORI if the means and procedures are in place to to provide an

Audit Trail for the retention period.

Use their ORI

Entry – Only the Agency that holds the warrant may enter it.

Use your ORI (if you are the PD that holds the warrant)

If regional dispatch center can act as “holder of the record” as long as formal

“approved” agreement is in place which delineates responsibilities.


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Validates Records according to Policy

Documentation of Validations Kept

Certify Completion of Validation to CSA

Ensure Proper Hit Confirmation Takes Place

Ensure your Hit Confirmation response is Available 24/7/365

Agency itself or MOU with Other Agency

Ensure you meet 10 Minute/1 hour requirement

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Ensure Proper Hit Confirmation Takes Place

Within the respective time frame you must furnish Substantive Response

Positive

Negative

Specific Amount of time necessary to confirm or reject

Send proper hit confirmation before any action taken on any positive response

to inquiry which appears to be the person/property

MPOs do not require Hit Conformation because action cannot be taken.

Today’s TAC


Properly place locate messages

Exceptions

No Extradition records

Limited extradition records

Properly use

EXTR indicates that the subject will be returned to the wanting agency and

must be included in the locate message when:

The agency that entered the record advises that the apprehended/located person will be extradited or picked up intrastate. Or

The person is wanted by a federal agency and has been apprehended/located by federal or local authorities

Today’s TAC


Properly use

NOEX indicates that the subject will not be returned to the wanting agency

and must be included in the locate message when:

The agency that entered the record advises that the apprehended/located person will not be extradited based on circumstances at the time of apprehension/location. Or

The apprehending/locating agency has received no information concerning an extradition decision after making a concerted effort to obtain such information.

Today’s TAC


Properly use

DETN indicates that the subject is being detained and will be returned to

wanting agency upon release and must be included in the locate message

when:

The locating agency intends to hold the subject on local charges.

The wanted person has been found in a government holding facility, such as in prison. (NCIC 2000 Operating Manual, Wanted Person File, Section 6.6, 1-3)

Criteria for Entry Met For Each Type of Record Entered

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Timely Entry - immediately when the conditions for entry are met, not to exceed

3 days, upon receipt by the entering agency.

Missing Person Records

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 age

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.

Today’s TAC




Missing Person Records

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. (NCIC 2000

Operating Manual, Missing Person File, Section 1.2)

Wanted – Decision to Arrest (maximum extent possible EXL)

Today’s TAC




Timely Inquiry requires that the transaction is initiated before an officer begins

writing an arrest or citation document of any kind; inquiries are stored when

NCIC 2000 is not available and submitted at once when the System returns,

regardless of whether the subject is still in custody; inquiry is made prior to

release of a person who has been incarcerated; and inquiry is made upon

those who appear at a custodial facility to visit inmates.

Proper use of Caution and Medical Conditions

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Entry Accurate

Entry Complete (Critical Elements Completed) - Critical information is defined as data fields that will: (1) increase the likelihood of a positive hit on the subject or property and aid in the identification of a subject or property; or (2) assist in compliance with applicable laws and requirements.

Second Party Checks properly competed and documented. - The accuracy of a record must be double-checked by a second party. The verification of a record should include assuring all available cross-checks, e.g., VIN/LIC, were made and that the data in the NCIC record match the data in the investigative report.

Timely Modification - . of a record is that which occurs as soon as possible following the detection of erroneous data in an existing record and as soon as possible following the receipt of data not already stored in the record. (NCIC 2000 Operating Manual, Introduction, Section 3.2, 2, Additional explanations of “timely”, 2 )

Today’s TAC


Accuracy - NCIC 2000 records must be kept accurate and up-to-date. Agencies that enter records in the NCIC 2000 System are responsible for their accuracy, timeliness, and completeness. (NCIC 2000 Operating Manual, Introduction, Section 1.3, 1). The accuracy of NCIC records is an integral part of the NCIC System. (NCIC 2000 Operating Manual, Introduction, Section 3.2, 1)

Complete (pack the record) - Complete records include all critical information that was available on the person or property at the time of entry.

When additional numeric identifiers and personal descriptors regarding the subject of the record are found in other databases or documentation, the entering agency must make an informed decision as to whether or not the subject is the same as the one in the NCIC record.

Today’s TAC


Complete (pack the record) - When uncertain, do not include the additional information in the NCIC record and maintain documentation in the case file. (NCIC 2000 Operating Manual, Wanted Person File, Section 2.5, 12; Missing Person File, Section 2.5, 7; and Protection Order File, Section 2.4, 6)

Timely Removal - Every agency is responsible for the removal of an NCIC 2000 record as soon as it is aware that the record is no longer valid. (NCIC 2000 Operating Manual, Introduction, Section 5.4, 4). Timely Removal from the file requires immediate removal of the record once the originating agency has documentation that the fugitive has been arrested or is no longer wanted unless being detained. (NCIC 2000 Operating Manual, Introduction, Section 3.2, 2, Additional explanations of “timely,” 5)

Today’s TAC


File Specific Issues

Wanted Person - At the time of entry, if there is a limitation concerning extradition of the wanted person, such information should be entered using the appropriate code in the Extradition Limitation Field with any specific limitations placed in the MIS Field of the record.

Agencies entering warrants that do not meet the NCIC definition of extradition (e.g., intrastate only) must code the EXL Field as 4 (NO EXTRADITION – IN-STATE PICK UP ONLY. SEE MIS FIELD FOR LIMITS) for felony warrants and D (NO EXTRADITION – IN-STATE PICK UP ONLY. SEE MIS FIELD FOR LIMITS) for misdemeanor warrants. Additional details regarding intrastate limitations may be placed in the MIS Field. (NCIC 2000 Operating Manual, Wanted Person File, Section 1.1, 5, 1)

Today’s TAC



Wanted Person - In many instances, however, no forecast of extradition can be made at the time the wanted person is entered on file because extradition is not a law enforcement decision. In such cases, use the codes 6 or F in the Extradition Limitation (EXL) Field to indicate PENDING EXTRADITION DETERMINATION. (NCIC 2000 Operating Manual, Wanted Person File, Section 1.1, 5, 4)

Today’s TAC



Missing Person - Immediately Accept Report - ensure that no law enforcement agency within the State establishes or maintains any policy that requires the observance of any waiting period before accepting a missing child [individual under age 21] or unidentified person report. (United States Code, Title 42, Chapter 72, Subchapter IV, Section 5780, 1)

Ensure that proper Entry Code (MKE*/EMD/EME/EMI/EMJ/EMV/EMO) is used.

• Remove Records Based Solely on Age - ensure that no law enforcement agency within the State establishes or maintains any policy that requires the removal of a missing person entry from its State law enforcement system or the National Crime Information Center computer database based solely on the age of the person . . . (United States Code, Title 42, Chapter 72, Subchapter IV, Section 5780, 2)

Today’s TAC



Protections Orders - reasonable notice and opportunity to be heard must be given to the person against whom the order is sought; or, in the case of ex parte orders, notice and opportunity to be heard must be provided within the time required by state laws, and in any event within reasonable time after the order is issued, sufficient to protect the respondent’s due process rights.

Ex parte orders should be entered as temporary protection order records. . (NCIC 2000 Operating Manual, Protection Order File, Section 1.2, 2)

Today’s TAC



Protections Orders - A cancellation message will immediately retire the POF record. These records are not available in the inactive database. POF records that have been expunged or are determined to be inaccurate should be canceled. Active, expired, and cleared records can be canceled. (NCIC 2000 Operating Manual, Protection Order File, Section 4.1)

When a court notifies the owner of the record that the protection order has been canceled, the entire corresponding POF record must be cleared. The clear transaction will change the status of the POF record from active to inactive.

Today’s TAC



Protections Orders - When a POF record is cleared, its status will be changed to inactive. During this period of time, the record can be accessed via the QPO transaction. Inactive records cannot be modified. The record will remain on file for the remainder of the year plus 5 years at which time the record will be retired. (NCIC 2000 Operating Manual, Protection Order File, Section 7.5)

Today’s TAC



Interstate Identification Index

Logging: Internal / Secondary - A log shall be maintained for a minimum of one (1) year on all NCIC and III transactions. The III portion of the log shall clearly identify both the operator and the authorized receiving agency. III logs shall also clearly identify the requester and the secondary recipient. The identification on the log shall take the form of a unique identifier that shall remain unique to the individual requester and to the secondary recipient throughout the minimum one year retention period. (CJIS Security Policy, Version 5.4, October 2015, 5.4.7 Logging NCIC and III Transactions)

Today’s TAC



Interstate Identification Index

Use Proper Purpose Code- (Privacy Act of 1974)

Proper Access/Proper Dissemination

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Today’s TAC


Function as the on-the-scene expert in NCIC.

Let us break this down

“On-The-Scene” is easy enough – with today’s telecommunication equipment (cell phones, tablets, etc) you no longer need to be present to be “on-scene” but rather the more important component here is that you a part of the agency (Or are close enough) to know all of the players involved, the internal politics of the agency/situation. If this is the case you fulfill this part of the definition.

Expert is defined as a person who has a comprehensive and authoritative knowledge of or skill in a particular area.


Today’s TAC



How does one become an expert in NCIC?


Today’s TAC


In his book Outliers, Malcolm Gladwell says that it takes about 10,000 hours of practice to achieve mastery in a particular field. That translates to roughly 5 years of work experience.

How many of you have 5 years’ experience using NCIC?

How many of you have 5 years’ experience as a TAC?


Today’s TAC


Another way to establish yourself as an expert (and continue you to learn at the same time) is to Teach your Body of Knowledge to Others

Geoffrey Chaucer's original line from the 14th Book the Canterbury Tales – “And gladly would he learn and teach” (motto of ISU). Roughly this translates that those who have learned a skill should gladly teach that skill to others.

Teddy Roosevelt said “Every man owes a part of his time and money to the business or industry in which he is engaged. No man has a moral right to withhold his support from an organization that is striving to improve conditions within his sphere”


Today’s TAC


Who should we teach?

According to the NCIC Operating Manual Introduction Chapter Section 3.3 CTAs (A Priori then local TACs) must :

1. ???

2. ???

3. ???

4. ???

5. ???6. ???7. ???


Today’s TAC


1. Who should we teach?


A. Within 6 months of employment or assignment train, functionally test, and affirm the proficiency of terminal (equipment) operators in order to assure compliance with FBI CJIS policy and regulations;

B. Biennially, provide functional retesting and reaffirm the proficiency of terminal (equipment) operators in order to assure compliance with FBI CJIS policy;

C. Maintain records of all training, testing, and proficiency affirmation;


Today’s TAC


1. Who should we teach


D. Initially (within 12 months of employment or assignment) provide all sworn law enforcement personnel with basic training in NCIC 2000 matters to ensure effective use of the System and compliance with FBI CJIS policy regulation;

1) How Many Hours of NCIC Training do police officers in your state get at the

Police Academy?

E. Make available appropriate training on NCIC System use for criminal justice practitioners other than sworn personnel (analysts);


Today’s TAC


1. Who should we teach


F. Provide all sworn law enforcement personnel and other practitioners with continuing access to information concerning NCIC 2000/state Systems using methods such as roll call and in-service training;

G. Provide peer-level training on NCIC 2000 System use, regulations, policy, audits, sanctions, and related civil liability for criminal justice administrators and upper-level managers.


Today’s TAC


2. What should we teach and to whom??

A. ???

B. ?????

1) NCIC Files

a. ??? f. ??? k. ???

b. ??? g. ??? l. ???

c. ??? h. ??? m. ???

d. ??? i. ???

e. ??? j. ???


Today’s TAC



A. Terminal Operators (Entry and Inquiry Only ie. # 1 above) – covered by CSA policy

B. Non Terminal Operator Police (Patrol) officers?

1) NCIC Files

a. Wanted Person f. Immigration Violators k. License Plate

b. KST g. Violent Person l. Gun

c. Gang h. Deported Felon m. Protection Order

d. Sex Offender i. Missing Person

e. Protective Interest j. Stolen Vehicle


Today’s TAC



B. Non Terminal Operator Police (Patrol) officers?

2) Other

a) Hit Confirmation

C. Detectives/Investigators

1) Off Line Search

2) NICS Denied Transaction File

D. Analysts (Inquiry Only Training would be best)

1) How to read an NCIC Record

2) Use of the NCIC Code Manual

3) Use of the NCIC Operating Manual


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3. When do you teach them?

A. Roll Call Training

B. “Rookie School/FTO Training”

C. Special Training Session(s)

4. Using What Materials?

A. Cannibalize any available (correct) PowerPoint Presentations

B. Develop your own lesson plan/curriculum/powerpoints

C. FBI Videos

1) As a part of any training

2) Individual Copies - Officers

3) Put on a local/state network system for viewing (as long as it not public)


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4. FBI Handouts

A. NCIC Overview

B. NCIC File Reference Card

C. Any other of FREE NCIC Training Materials

5. Take an instructor development course

6. Make Training Fun/Interactive


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TAC Responsibilities Summary






Today’s TAC


304.625.3578 – Desk

304.308.1473 – Cell

Contacts

304 625-5599 - Fax

[email protected]

mailto:[email protected]

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