Into County Criminal Justice Records Systems

BEST PRACTICES

USER MANUAL

FOR DATA ENTRY

INTO COUNTY CRIMINAL JUSTICE RECORDS SYSTEMS

DATA QUALITY PROJECT

OCTOBER 2010

V 3.0

TOOLKIT VERSION HISTORY

3.0 / 10/01/10 / Country code updated in Place of Birth table to reflect 3 digit country code per NIEM 2.0 and JNET standards. Supervision type updated to reflect D status.
2.2 / Previous

TABLE OF CONTENTS

ALPHABETICAL LISTING OF DATA ELEMENTS

INTRODUCTION

1. NAME FIELDS

PREFIX

SURNAME (LAST NAME)

GIVEN NAME (FIRST NAME)

MIDDLE NAME

MAIDEN NAME

SUFFIX

ALIAS LAST NAME

ALIAS FIRST NAME

ALIAS MIDDLE NAME

NICKNAME

2. BIRTHDATE FIELD

BIRTH DATE

3. EYE COLOR FIELD

EYE COLOR

4. HAIR COLOR FIELD

HAIR COLOR

5. HEIGHT FIELD

HEIGHT

6. WEIGHT FIELD

WEIGHT

7. RACE FIELD

RACE

8. ETHNICITY FIELD

ETHNICITY

9. SEX FIELD

SEX

10. RELIGION FIELD

RELIGION

11. STATE FINGERPRINT IDENTIFICATION (SID) FIELD

STATE FINGERPRINT IDENTIFICATION (SID)

12. CHARGE TRACKING NUMBER (OTN) FIELD

CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) *

13. SOCIAL SECURITY NUMBER FIELDS

SOCIAL SECURITY NUMBER (SSN)

ALIAS SSN

14. UNITED STATES CITIZEN INDICATOR FIELD

U.S. CITIZEN INDICATOR

15. ADDRESS FIELDS

ADDRESS TYPE

ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT)

ADDRESS LINE 2 (STREET)

CITY NAME

STATE CODE

POSTAL CODE (ZIP CODE)

POSTAL EXTENSION CODE (ZIP CODE EXTENSION)

16. BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER FIELD

BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN)

17. CONVICTION COURT FIELD

CONVICTION COURT NAME

18. CONFINEMENT LOCATION NAME FIELD

CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY)

19. OFFENSE TRACKING NUMBER FIELD

OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION

20. CHARGE INFORMATION FIELDS

CHARGE SEQUENCE ID

CHARGE STATUTE TITLE

CHARGE STATUTE SECTION

CHARGE STATUTE SUBSECTION

CHARGE DEGREE

CHARGE SEVERITY LEVEL

CHARGE GRADE

CHARGE APPLICABILITY TEXT (INCOHATE CHARGE)

21. CASE DOCKET ID FIELD

CASE DOCKET ID

22. JUDGE OFFICAL TYPE FIELD

JUDGE OFFICIAL TYPE

23. PRESENTENCE INVESTIGATION INDICATOR FIELD

PRESENTENCE INVESTIGATION INDICATOR (PSI)

24. SENTENCE INFORMATION FIELDS

SENTENCE DATE

SENTENCE EFFECTIVE DATE

SENTENCE TERM MINIMUM

SENTENCE TERM MAXIMUM

CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE)

SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE)

25. DETAINER INFORMATION FIELDS

DETAINER STATUS

ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT)

26. SUPERVISION INFORMATION FIELDS

COURT ORDER SUPERVISING AGENCY NAME

SUPERVISION TYPE

SUPERVISION PERSON STATUS

DATE OF ADDITION TO SUPERVISION

27. WEAPON FIELD

WEAPON

28. PLACE OF BIRTH FIELD

BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH)

SPECIAL THANKS AND END NOTES

ALPHABETICAL LISTING OF DATA ELEMENTS

A
ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT)…………………………………….. / 12
ADDRESS LINE 2 (STREET)………………………………………………………………. / 12
ADDRESS TYPE…………………………………………………………………………….. / 12
ALIAS FIRST NAME…………………………………………………………………………. / 4
ALIAS LAST NAME………………………………………………………………………….. / 4
ALIAS MIDDLE NAME………………………………………………………………………. / 4
ALIAS SSN……………………………………………………………………………………. / 11
ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT)………. / 27
B
BIRTH DATE…………………………………………………………………………………. / 5
BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH)…………………… / 32
BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN)……………… / 15
BUILDING/APARTMENT/UNIT (ADDRESS LINE 1)…………………………………….. / 12
C
CASE DOCKET ID…………………………………………………………………………… / 25
CHARGE APPLICABILITY TEXT (INCOHATE CHARGE)……………………………… / 24
CHARGE DEGREE………………………………………………………………………….. / 23
CHARGE GRADE……………………………………………………………………………. / 24
CHARGE SEQUENCE ID…………………………………………………………………… / 21
CHARGE SEVERITY LEVEL……………………………………………………………….. / 23
CHARGE STATUTE SECTION…………………………………………………………….. / 22
CHARGE STATUTE SUBSECTION……………………………………………………….. / 22
CHARGE STATUTE TITLE…………………………………………………………………. / 22
CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN)... / 10
CITY NAME…………………………………………………………………………………… / 13
CORRECTIONAL FACILITY (CONFINEMENT LOCATION NAME)…………………… / 18
CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE)……… / 27
CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY)…………………… / 18
CONVICTION COURT NAME……………………………………………………………… / 16
COUNTRY OF BIRTH (BIRTH PLACE / PERSON NATIONALITY)…………………… / 32
COURT ORDER SUPERVISING AGENCY NAME……………………………………… / 28
D
DATE OF ADDITION TO SUPERVISION…………………………………………………. / 31
DETAINER / WARRANT (ARREST APPREHENSION DETENTION ORDER)………. / 27
DETAINER STATUS………………………………………………………………………… / 27
E
ETHNICITY…………………………………………………………………………………… / 8
EYE COLOR………………………………………………………………………………….. / 6
F
FIRST NAME (GIVEN NAME)……………………………………………………………… / 2
G
GIVEN NAME (FIRST NAME)……………………………………………………………… / 2
H
HAIR COLOR………………………………………………………………………………… / 6
HEIGHT……………………………………………………………………………………….. / 7
I
INCOHATE CHARGE (CHARGE APPLICABILITY TEXT)……………………………… / 24
JKL
JUDGE OFFICIAL TYPE……………………………………………………………………. / 25
M
MAIDEN NAME………………………………………………………………………………. / 3
MAXIMUM RELEASE DATE (SENTENCE EXPIRATION DATE)……………………… / 27
MIDDLE NAME………………………………………………………………………………. / 3
MINIMUM RELEASE DATE (CONDITIONAL RELEASE PROJECTED DATE)……… / 27
N
NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)…………………… / 32
NICKNAME…………………………………………………………………………………… / 5
O
OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION... / 20
OTN (CHARGE TRACKING IDENTIFICATION / OFFENSE TRACKING NUMBER)... / 10
PQ
PERSON NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)…………………… / 32
PIN (BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER)……………… / 15
POSTAL CODE (ZIP CODE)……………………………………………………………….. / 14
POSTAL EXTENSION CODE (ZIP CODE EXTENSION)………………………………. / 15
PREFIX………………………………………………………………………………………... / 2
PRESENTENCE INVESTIGATION INDICATOR (PSI)………………………………….. / 25
R
RACE………………………………………………………………………………………….. / 8
RELIGION…………………………………………………………………………………….. / 9
S
SENTENCE DATE…………………………………………………………………………… / 26
SENTENCE EFFECTIVE DATE……………………………………………………………. / 26
SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE)……………………… / 27
SENTENCE TERM MAXIMUM…………………………………………………………….. / 26
SENTENCE TERM MINIMUM……………………………………………………………… / 26
SEX……………………………………………………………………………………………. / 9
SOCIAL SECURITY NUMBER (SSN)……………………………………………………... / 11
STATE CODE………………………………………………………………………………… / 13
STATE FINGERPRINT IDENTIFICATION (SID)…………………………………………. / 10
STREET (ADDRESS LINE 2)………………………………………………………………. / 13
SUFFIX………………………………………………………………………………………... / 4
SUPERVISION PERSON STATUS………………………………………………………... / 30
SUPERVISION TYPE……………………………………………………………………….. / 30
SURNAME (LAST NAME)…………………………………………………………………... / 2
TUV
U.S. CITIZEN INDICATOR………………………………………………………………….. / 11
W
WARRANT / DETAINER (ARREST APPREHENSION DETENTION ORDER)………. / 27
WEAPON……………………………………………………………………………………… / 31
WEIGHT………………………………………………………………………………………. / 7
XYZ
ZIP CODE (POSTAL CODE)……………………………………………………………….. / 14
ZIP CODE EXTENSION (ZIP + 4 / POSTAL EXTENSION CODE)……………………. / 15

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, received 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:

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.
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.
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.
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.
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.

1. NAME FIELDS

PREFIX

A title or honorific used by a person.
CODE / PREFIX
CAPT / CAPTAIN
DR / DOCTOR
GENERAL / GENERAL
JUDGE / JUDGE
LT / LIEUTENANT
MISS / MISS
MR / MISTER
MRS / MRS
MS / MS
PROF / PROFESSOR
REV / REVERAND
Format:
No punctuation is to be used
Comment: The above list is not necessarily a complete list of prefixes.

SURNAME (LAST NAME)

A last name or family name of a person.
Best Practice:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
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. Do not include any spaces in the Surname (last name).

GIVEN NAME (FIRST NAME)

A first name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE
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). That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Given Name (First Name).

MIDDLE NAME

A middle name of a person
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
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. Do not include any spaces in the Middle Name.

MAIDEN NAME

An original surname of a person before changed by marriage.
Best Practice:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
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. 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.

SUFFIX

A term appended after the family name that qualifies the name.
CODE / SUFFIX
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
Format:
No punctuation should be used.
Comment: The above list is not intended to be a complete list of suffixes.

ALIAS LAST NAME

An alternate last name or family name of a person.
Best Practices:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
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. That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Alternate Surname (Alias Last Name).

ALIAS FIRST NAME

An alternate first name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE
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. That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces in the Alternate First name (Alias First Name).

ALIAS MIDDLE NAME

An alternate middle name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
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 Alias Middle Name. Apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces.

NICKNAME

A nickname or street name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
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. That is, apostrophes and other forms of punctuation or special characters should be eliminated. Do not include any spaces.
3. Some case records management systems provide for entry of a Nickname; but for those that do not, the Nickname should be entered in an Alternate / Alias name field.

2. BIRTHDATE FIELD

BIRTH DATE

Calendar date on which a person was born
Best Practice:
CCYY-MM-DD
Example: 2007-09-23
Format:
1. Gregorian date (CCYY-MM-DD): Year (CCYY), Month (MM), and Day (DD).
2. The user interfaces of many case records management systems use the format of MMDDYYYY; therefore, conversion to CCYY-MM-DD would occur when electronically exchanging information.
Comment: If birthdates is unknown, leave blank and do not put zeros.

3. EYE COLOR FIELD

EYE COLOR

The color of the eyes of a person.
EYE COLOR CODE / EYE COLOR TEXT
BLK / BLACK
BLU / BLUE
BRO / BROWN
GRN / GREEN
GRY / GRAY
HAZ / HAZEL
MAR / MAROON
MUL / MULTICOLORED
PNK / PINK
XXX / UNKNOWN

4. HAIR COLOR FIELD

HAIR COLOR

A color of the hair of a person.
HAIR CODE / HAIR TEXT
BLK / BLACK
BLN / BLOND OR STRAWBERRY
BLU / BLUE
BRO / BROWN
GRN / GREEN
GRY / GRAY OR PARTIALLY GRAY
ONG / ORANGE
PNK / PINK
PLE / PURPLE
RED / RED OR AUBURN
SDY / SANDY
WHI / WHITE
XXX / UNKNOWN OR COMPLETELY BALD

5. HEIGHT FIELD

HEIGHT

A measurement of the height of a person.
Best Practices:
FEET, INCHES:
1. Height must be expressed in FEET and INCHES.
2. Fractions of an inch should be rounded off to the nearest inch.
Example:
HEIGHT / CODE
5’11” / 511
6’0” / 600
70” / 510
72 ½” / 601
Format:
511

6. WEIGHT FIELD

WEIGHT

A measurement of the weight of a person.
Best Practices:
POUNDS:
1. Weight must be expressed in POUNDS, using three digits.
2. Fractions of a pound should be rounded off to the nearest pound.
Example:
WEIGHT / CODE
94 Pounds / 094
186 Pounds / 186
210 ½ Pounds / 211

7. RACE FIELD

RACE

A classification of a person based on factors such as geographical locations and genetics. (Description of the race code.)
RACE TEXT / RACE CODE
AMERICAN INDIAN OR ALASKAN NATIVE / I
ASIAN OR PACIFIC ISLANDER / A
BLACK OR AFRICAN AMERICAN / B
UNKNOWN / U
WHITE / W
Comment:
American Indian or Alaskan Native – a person having origins in any of the original peoples of the Americas and maintaining cultural identification through tribal affiliations or community recognition.
Asian or Pacific Islander – a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent or the PacificIslands.
Black or African American– a person having origins in any of the black racial groups of Africa.
White - a person having origins in any of the original peoples of Europe, North Africa or Middle East.

8. ETHNICITY FIELD

ETHNICITY

A cultural lineage of a person.
ETHNICITY TEXT / ETHNICITY CODE
HISPANIC / H
NON-HISPANIC / N
UNKNOWN / U

9. SEX FIELD

SEX

A gender or sex of a person.
SEX TEXT / SEX CODE
FEMALE / F
MALE / M
Comment:
1. “UNKNOWN” is a gender option within NIEM and NCIC codes, but the PA criminal justice practitioners requested this option be removed within best practices. The business process reason for this is that the sex of a person must be known in jails and other agencies to determine housing and gender specific services.

10. RELIGION FIELD

RELIGION

A religion to which a person subscribes or believes; a categorization of spiritual beliefs.
RELIGION TEXT / RELIGION CODE
BUDDHIST / BUDDH
BAHAI / BAHAI
CHRISTIAN / CHRIS
CHRISTIAN-CATHOLIC / CATHO
CHRISTIAN-ORTHODOX / ORTHO
CHRISTIAN-PENTECOSTAL / PENTE
CHRISTIAN-PROTESTANT / PROTE
HINDU / HINDU
JAINS / JAINS
JEWISH / JEWIS
MOSLEM / MOSLE
MOSLEM-DRUZE / DRUZE
MOSLEM-SHIITE / SHIIT
MOSLEM-SUNNI / SUNNI
OTHER / OTHER
PARSI (ZOROASTRIAN) / PARSI
SIKH / SIKH
UNKNOWN / UNKNO
ZOROASTRIAN / ZOROZ

11. STATE FINGERPRINT IDENTIFICATION (SID) FIELD

STATE FINGERPRINT IDENTIFICATION (SID)

A number issued by a state Automated Fingerprint Identification System (AFIS) based on submitted fingerprints.
Best Practice:
123-45-67-8 (User Interface generally includes hyphens)
Format:
12345678
(When the SID is exchanged electronically, no hyphens or spaces are used to separate the numbers.)
Comments:
1. ONLY Pennsylvania SID’S are to be entered into this field.
2. SID’s from other states should always be entered into a
Miscellaneous ID field.
3. The first time someone is fingerprinted they are assigned a
SID. This is the main key along with OTN which connects
PBPP, AOPC and DOC records management systems.
Without an SID, data cannot be applied to CCHRI.

12. CHARGE TRACKING NUMBER (OTN) FIELD

CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN)*

A unique identifying number assigned to an entire set of charges for an arrest. Different numbers may appear in the set if cases have been consolidated.
Best Practices:
Q333333-0 (User Interface)
Q3333330 (When exchanging data)
Format:
Q3333330
No spaces, no hyphens or other punctuation.
Many records management systems will pre-format the OTN, for example Q333333-0; however, when electronically exchanging data, no punctuation marks or spaces area used.
Comment:
An OTN is assigned for every arrest fingerprint taken. This is the main key into CCHRI. Without the OTN, any data that is sent to CCHRI cannot be applied.
*Due to the interchanging of Charge Tracking Identification and Offense Tracking Number, the OTN is cross referenced in Number 19.

13. SOCIALSECURITY NUMBER FIELDS