Into County Criminal Justice Records Systems

BEST PRACTICES

TECHNICAL USER MANUAL

FOR DATA ENTRY

INTO COUNTY CRIMINAL JUSTICE RECORDS SYSTEMS

DATA QUALITY PROJECT

AUGUST 2008

v. 2.2

TABLE OF CONTENTS

ALPHABETICAL LISTING OF DATA ELEMENTS v

INTRODUCTION viii

PERSON NAME PREFIX 1

PERSON SURNAME (LAST NAME) 1

PERSON GIVEN NAME (FIRST NAME) 2

PERSON MIDDLE NAME 2

PERSON MAIDEN NAME 3

PERSON NAME SUFFIX 3

ALIAS LAST NAME 4

ALIAS FIRST NAME 5

ALIAS MIDDLE NAME 5

PERSON NICKNAME 6

PERSON BIRTH DATE 6

PERSON EYE COLOR TEXT 7

PERSON EYE COLOR CODE 7

PERSON HAIR COLOR TEXT 8

PERSON HAIR COLOR CODE 9

PERSON HEIGHT 9

PERSON WEIGHT 10

PERSON RACE TEXT 11

PERSON RACE CODE 11

PERSON ETHNICITY TEXT 12

PERSON ETHNICITY CODE 13

PERSON SEX TEXT 13

PERSON SEX CODE 14

PERSON RELIGION TEXT 14

PERSON RELIGION CODE 15

PERSON STATE FINGERPRINT IDENTIFICATION (SID) 16

CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) 17

PERSON SSN IDENTIFICATION (SOCIAL SECURITY NUMBER) 17

ALIAS SOCIAL SECURITY NUMBER (SSN) 18

PERSON U.S. CITIZEN INDICATOR 19

ADDRESS TYPE 19

ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT) 20

ADDRESS LINE 2 (STREET) 21

CITY NAME 21

STATE CODE 22

POSTAL CODE (ZIP CODE) 24

POSTAL EXTENSION CODE (ZIP CODE EXTENSION) 24

BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN) 25

CONVICTION COURT NAME TEXT 25

CONVICTION COURT NAME CODE 27

CONFINEMENT LOCATION NAME 29

CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER - OTN) 33

CHARGE SEQUENCE ID 33

CHARGE STATUTE TITLE 34

CHARGE STATUTE SECTION 34

CHARGE STATUTE SUBSECTION 35

CHARGE DEGREE 35

CHARGE SEVERITY LEVEL 36

CHARGE GRADE 37

CHARGE APPLICABILITY TEXT (INCOHATE CHARGE) 38

CASE DOCKET ID 38

JUDGE OFFICIAL TYPE 39

SENTENCE DATE 39

PRESENTENCE INVESTIGATION INDICATOR (PSI) 40

SENTENCE EFFECTIVE DATE 40

SENTENCE TERM MINIMUM 41

SENTENCE TERM MAXIMUM 41

CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE) 42

SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE) 42

DETAINER STATUS 43

ARREST APPREHENSION DETENTION ORDER (DETAINER) 43

COURT ORDER SUPERVISING AGENCY NAME TEXT 44

COURT ORDER SUPERVISING AGENCY CODE 47

SUPERVISION TYPE TEXT 49

SUPERVISION TYPE CODE 50

SUPERVISION PERSON STATUS TEXT 50

SUPERVISION PERSON STATUS CODE 51

DATE OF ADDITION TO SUPERVISION 52

WEAPON TEXT 52

WEAPON CODE 53

PERSON BIRTH PLACE CODE (PERSON NATIONALITY / COUNTRY OF BIRTH) 55

SPECIAL THANKS AND END NOTES 65

ALPHABETICAL LISTING OF DATA ELEMENTS

A
ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT)
ADDRESS LINE 2 (STREET)
ADDRESS TYPE
ALIAS FIRST NAME
ALIAS LAST NAME
ALIAS MIDDLE NAME
ALIAS SSN
ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT)
B
BIRTH DATE
BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH)
BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN)
BUILDING/APARTMENT/UNIT (ADDRESS LINE 1)
C
CASE DOCKET ID
CHARGE APPLICABILITY TEXT (INCOHATE CHARGE)
CHARGE DEGREE
CHARGE GRADE
CHARGE SEQUENCE ID
CHARGE SEVERITY LEVEL
CHARGE STATUTE SECTION
CHARGE STATUTE SUBSECTION
CHARGE STATUTE TITLE
CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN)
CITY NAME
CORRECTIONAL FACILITY (CONFINEMENT LOCATION NAME)
CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE)
CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY)
CONVICTION COURT NAME
COUNTRY OF BIRTH (BIRTH PLACE / PERSON NATIONALITY)
COURT ORDER SUPERVISING AGENCY NAME
D
DATE OF ADDITION TO SUPERVISION
DETAINER / WARRANT (ARREST APPREHENSION DETENTION ORDER).
DETAINER STATUS
E
ETHNICITY
EYE COLOR
F
FIRST NAME (GIVEN NAME)
G
GIVEN NAME (FIRST NAME)
H
HAIR COLOR
HEIGHT
I
INCOHATE CHARGE (CHARGE APPLICABILITY TEXT)
JKL
JUDGE OFFICIAL TYPE
M
MAIDEN NAME
MAXIMUM RELEASE DATE (SENTENCE EXPIRATION DATE)
MIDDLE NAME
MINIMUM RELEASE DATE (CONDITIONAL RELEASE PROJECTED DATE)
N
NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)
NICKNAME
O
OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION.
OTN (CHARGE TRACKING IDENTIFICATION / OFFENSE TRACKING NUMBER)
PQ
PERSON NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)
PIN (BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER)
POSTAL CODE (ZIP CODE)
POSTAL EXTENSION CODE (ZIP CODE EXTENSION)
PREFIX
PRESENTENCE INVESTIGATION INDICATOR (PSI)
R
RACE
RELIGION
S
SENTENCE DATE
SENTENCE EFFECTIVE DATE
SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE)
SENTENCE TERM MAXIMUM
SENTENCE TERM MINIMUM
SEX
SOCIAL SECURITY NUMBER (SSN)
STATE CODE
STATE FINGERPRINT IDENTIFICATION (SID)
STREET (ADDRESS LINE 2)
SUFFIX
SUPERVISION PERSON STATUS
SUPERVISION TYPE
SURNAME (LAST NAME)
TUV
U.S. CITIZEN INDICATOR
W
WARRANT / DETAINER (ARREST APPREHENSION DETENTION ORDER)
WEAPON
WEIGHT
XYZ
ZIP CODE (POSTAL CODE)
ZIP CODE EXTENSION (ZIP + 4 / POSTAL EXTENSION CODE)

INTRODUCTION

The County Commissioners Association of Pennsylvania (CCAP), in conjunction with the County Chief Adult Probation and Parole Officers’ Association and the Pennsylvania District Attorneys Institute, is pleased to announce the received receipt of grant funding to improve the quality of information collected within the local criminal justice record keeping system.

The grant provides for CCAP to develop a method for Pennsylvania to improve the quality of information collected within the local criminal justice automated records systems.

This “Best Practices User Manual for Data Entry into County Criminal Justice Records Systems” has been developed as part of this grant and is based on the National Information Exchange Model (NIEM) version 2.0. The NIEM is the result of a collaborative effort by the justice and homeland security domains to produce a set of common, consistent and well-defined data elements to be used for data exchange. NIEM was designed to be used as a consistent baseline for exchanging information within and across local, state, federal and tribal agencies.

Through consulting with Pennsylvania county and state criminal justice subject matter experts, the data elements listed within this manual were determined to be the critical core set of data elements common across these agencies. This manual is intended to provide the criminal justice practitioner with a reference guide to entering this information in a standard and consistent manner, ultimately improving the quality of information within the local records management system.

It is anticipated that counties involved with standardizing the information entered into their local records management systems, following the NIEM guidelines, will benefit through:

1.  INCREASED REPORTING ACCURACY: The more consistently, accurately and more standardized the data entered within records management system(s), the more meaningful the reports will be for county administrators. Effective management and planning can only be achieved with accurate reports.

2.  IMPROVED ELECTRONIC REPORTING: Counties are increasingly being required to electronically report and to transfer criminal justice information. However, the ability to successfully transfer meaningful and accurate information is hindered by differences in how and what data is entered in the records management systems.

3.  STANDARDS-BASED INFORMATION SHARING: Standards-based information sharing can also mean quicker access to and better understanding of data that crosses system, agency and jurisdiction borders. This means that individuals will not have to reenter the same data multiple times, delay critical decisions for lack of data or take action based on inaccurate or incomplete information.

4.  IMPROVED PUBLIC SAFETY: Timely access to quality information enables better decision making, which can easily translate into saving lives. Getting the right information to the right people all of the time means that officials will be properly equipped to make informed decisions in planning for, preventing or responding to criminal incidents and day-to-day operations.

5.  IMPROVED GOVERNMENT EFFECTIVENESS: The ability of government personnel to effectively serve the public and to deliver positive outcomes, hinges on the availability of appropriate and accurate information. Access to such information ensures that decisions are made and assistance provided as quickly as possible.

viii

Data Element: /

PERSON NAME PREFIX

Definition (NIEM 2.0): / A title or honorific used by a person.
Definition (PA – if different or unique):
Data Element Purpose: / Properly addressing the person for forms
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s):
Best Practices: / CODE / PREFIX
CAPT / CAPTAIN
DR / DOCTOR
GENERAL / GENERAL
JUDGE / JUDGE
LT / LIEUTENANT
MISS / MISS
MR / MISTER
MRS / MRS
MS / MS
PROF / PROFESSOR
REV / REVERAND
Standard of Verification:
Data Type: / STRING
Field Size: / 25
Field Format: / No punctuation is to be used
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments: / The above list is not necessarily a complete list of prefixes.
Data Standard Information: / NIEM 2.0, NCIC

Back To Top

Data Element: /

PERSON SURNAME (LAST NAME)

Definition (NIEM 2.0): / A last name or family name of a person.
Definition (PA – if different or unique):
Data Element Purpose: / Searching; Proper Name Structure; Common Identifier Across Agencies
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s): / PSP: Captured during fingerprinting
Best Practices: / Example: SMITH, MCKEE, OHARE, SMITH-JONES
Standard of Verification: / PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record.
Data Type: / STRING
Field Size: / 100
Field Format: / 1. Complete names should be used if available; and thus, abbreviations for the name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Surname (last name). That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Surname (last name).
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments:
Data Standard Information: / NIEM 2.0, NCIC

Back To Top

Data Element: /

PERSON GIVEN NAME (FIRST NAME)

Definition (NIEM 2.0): / A first name of a person.
Definition (PA – if different or unique):
Data Element Purpose: / Searching; Proper Name Structure; Common Identifier Across Agencies
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s): / PSP: Captured during fingerprinting
Best Practices: / EXAMPLE: SNOOPY, SANDY-MAE
Standard of Verification: / PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record.
Data Type: / STRING
Field Size: / 50
Field Format: / 1. Complete names should be used if available; and thus, abbreviations for the name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Given Name (First Name). Apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Given Name (First Name).
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments:
Data Standard Information: / NIEM 2.0, NCIC

Back To Top

Data Element: /

PERSON MIDDLE NAME

Definition (NIEM 2.0): / A middle name of a person
Definition (PA – if different or unique):
Data Element Purpose: / Searching; Proper Name Structure; Common Identifier Across Agencies
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s): / PSP: Captured during fingerprinting
Best Practices: / EXAMPLE: SNOOPY, SANDY-MAE, OHARE
Standard of Verification: / PSP: Outside agency data is used to validate to make sure the data is applied to the correct CCHRI record.
Data Type: / STRING
Field Size: / 50
Field Format: / 1. Complete names should be used if available, and abbreviations for the name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be included when entering the Middle Name. That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Middle Name.
3. If there is no Middle Name, place an “X” in the field to indicate that the question was asked.
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments:
Data Standard Information: / NIEM 2.0, NCIC

Back To Top

Data Element: /

PERSON MAIDEN NAME

Definition (NIEM 2.0): / An original surname of a person before changed by marriage.
Definition (PA – if different or unique):
Data Element Purpose: / Searching; Common Identifier Across Agencies
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s):
Best Practices: / EXAMPLE: SNOOPY, SANDY-MAE, OHARE
Standard of Verification:
Data Type: / STRING
Field Size: / 100
Field Format: / 1. Complete names should be used if available; and thus, abbreviations for the name should not be used. Hyphens are the only form of punctuation to be included when entering the Maiden Name. That is, apostrophes and other forms of punctuation or special characters should be eliminated. In addition, do not include any spaces in the Maiden Name.
2.Some records management systems do not provide for a Maiden Name field, in this case, the Alias Last Name field should be used to enter the Maiden Name.
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments:
Data Standard Information: / NIEM 2.0, NCIC

Back To Top

Data Element: /

PERSON NAME SUFFIX

Definition (NIEM 2.0): / A term appended after the family name that qualifies the name.
Definition (PA – if different or unique):
Data Element Purpose: / Determining Generation; Common Identifier Across Agencies
Agency Requiring the Data Element in this format: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Data Source(s):
Best Practices: / CODE / TEXT
I / FIRST
II / SECOND
III / THIRD
IV / FOURTH
V / FIFTH
JR / JUNIOR
SR / SENIOR
PhD / DOCTOR OF PHILOSPOHY
MD / MEDICAL DOCTOR
LLD / DOCTOR OF LAWS
JD / JURIS DOCTOR
ESQ / ESQUIRE
DO / DOCTOR OF OSTEOPATHY
Standard of Verification:
Data Type: / STRING
Field Size: / 50
Field Format: / No punctuation should be used.
Users of the Information: / JNET ERII / PA SAVIN / PSP / NCIC
AOPC / PBPP / DOC / PCS
Comments: / The above list is not intended to be a complete list of suffixes.
Data Standard Information: / NIEM 2.0, NCIC

Back To Top