the georgia crime information center operating manual - GBI LMS

4 VALIDATION PROCESS
Agencies of record shall review validation listings by:
• Comparing records to all supporting documentation. (For example: arrest
warrants, criminal case files, missing person reports, available criminal history
records.)
• Checking for changes in extradition limits for wanted person records.
• Determining if warrants remain valid by checking with issuing authorities.
• Checking with investigators and prosecutors to determine if cases can be
prosecuted.
• Determining from the owners of stolen serial-numbered property if recoveries
have been made or if ownership has changed.
• Verifying that persons reported missing have not returned or been located.
Upon completion of the validation process, agencies shall select one of the following
actions for each record in the validation list:
• Cancel – Agencies should cancel record entries that are no longer valid via the
CJIS Network. However, if it is determined during the validation process that the
record should be cancelled, this action can be performed via the On-line
Validation System. Selecting “Cancel” in the On-line Validation System will
result in the record being cancelled in the CJIS Network. If you accidentally
cancel a record from the On-line Validation System, you must re-enter that record
on the CJIS Network.
Note: If a Protection Order record has been dismissed but is still showing
active on NCIC you will need to clear the record using either a CPO or CTO
transaction. You would then select “Modify” as the action in the On-line
Validation System. If you “Cancel” the record via the On-line Validation
system it will completely remove the entry off of NCIC, taking away the
order history.
• Modify – Agencies must modify record entries which contain erroneous or
incomplete information and create supplemental record entries as required.
Although “Modify” will be selected in the On-line Validation System, the record
must be modified via the CJIS Network.
GCIC Operating Manual
Validation of CJIS Files
Rev. 2012