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SECTION 01: INTRODUCTION I. DEFINITIONS A. PURPOSE OF THE PROTECTION ORDER FILE B. BACKGROUND OF NCIC PROTECTION ORDER FILE C. CRITERIA FOR ENTRY INTO THE PROTECTION ORDER FILE D. RETENTION PERIOD FOR PROTECTION ORDERS E. PREMATURE EXPIRATION OF TEMPORARY ORDERS IN NCIC F. VALIDATION SECTION 02: INQUIRIES I. DEFINITIONS A. INQUIRY SYNTAX B. SYNTAX C. SEARCH PROCEDURES D. RESPONSES SECTION 03: FIELDS AND EDITS I. DEFINITIONS A. MESSAGE KEYS B. FIELDS AND EDITS SECTION 04: ENTRY I. PROCEDURE A. ENTRY SECTION 05: SUPPLEMENTAL DATA ENTRY I. DEFINITIONS A. SUPPLEMENTAL DATA ENTRY B. SYNTAX II. PROCEDURE A. PROTECTION ORDER SUPPLEMENTAL DATA ENTRY FIELD EDITS SECTION 06: MODIFY TRANSACTIONS I. DEFINITIONS A. MODIFY B. SYNTAX
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II. PROCEDURE A. PROTECTION ORDER MODIFY FIELD EDITS B. EXAMPLES OF PROTECTION ORDER RECORD MODIFICATIONS C. MODIFY ACKNOWLEDGMENTS D. MODIFICATION GUIDELINES SECTION 07: SERVICE I. PROCEDURE A. SERVE PROTECTION ORDER B. SYNTAX C. SERVE PROTECTION ORDER FIELD EDITS SECTION 08: LOCATE TRANSACTIONS I. PROCEDURE A. LOCATE SECTION 09: CLEAR TRANSACTIONS I. PROCEDURE A. CLEAR B. SYNTAX C. PROTECTION ORDER CLEAR FIELD EDITS SECTION 10: CANCEL TRANSACTIONS I. PROCEDURE A. CANCEL B. SYNTAX C. PROTECTION ORDER CANCEL FIELD EDITS SECTION 11: SUPPLEMENTAL DATA CANCELLATIONS I. PROCEDURE A. SUPPLEMENTAL DATA CANCELLATION B. SYNTAX C. CANCELLATION GUIDELINES SECTION 12: PROTECTION ORDER GLOSSARY I. DEFINITIONS A. GLOSSARY OF TERMS
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CHAPTER 08: WACIC Protection Order File SECTION 01: Introduction Procedure #: 08.01.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Purpose of the Protection Order File 1. This file is provided by the Washington Crime Information Center (WACIC) and is available for all law enforcement agencies throughout the state. WACIC provides a computerized central repository for storing information contained on any court order that has been issued in accordance with current laws of the state pertaining to the prevention of domestic violence, stalking, intimidating, or unlawful harassment. Inquiries can be made on this file through ACCESS to ascertain if any protected person (petitioner) has made a petition to a court which has been granted or if a restraining order has been placed on a subject (respondent) by a court. B. Background of NCIC Protection Order File 1. In April 1995, at the request of the Brady Act Task Group, the FBI prepared a proposed design for a Protection Order File and presented it to the Working Groups and the CJIS Advisory Policy Board. In December 1995, the design was approved, and in support of the Violent Crime Control and Law Enforcement Act, the Protection Order File (POF) was established. 2. This new file was implemented on May 4, 1997, and was established in support of the Violent Crime Control and Law Enforcement Act for the protection of persons from stalking and domestic violence. Effective Date: August 1, 2006 See Also: CALEA:

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3. The act also provides that any protection order that is consistent with the criteria established by the law, that is issued by a court in one state, shall be accorded full faith and credit by the court of another state, and enforced as if it were the order of the enforcing state. 4. Washington State began participating in the National Crime Information Center (NCIC) Protection Order File in September 1999. 5. Protection orders are issued to prevent acts of domestic violence against a person or to prevent a person from stalking, intimidating, or harassing another person. Orders are issued by both civil and criminal state courts. The types of protection orders issued and the information contained in them vary from state to state. C. Criteria for Entry into the Protection Order File 1. Upon receipt of an order for protection granted by a court, the law enforcement agency receiving the order shall enter the information into the Protection Order File, regardless of the physical location of the subject of the record (respondent). If the department receiving the order is unable to serve the order on the subject due to his/her location, that department may request the order be served on the subject by another department. The department that serves the protection order shall then enter into the WACIC record the information that the protection order has been served. 2. Each record in the Protection Order File must be supported by a protection order issued by the court. Protection orders must meet the following criteria before an entry can be made into the file: a. The protection order must have been issued for the purpose of preventing violent or threatening acts or harassment against, or contact or communication with, or physical proximity to another person. This includes temporary and final orders issued under the current laws of the state of Washington by a superior court, a district court, or a municipal court (other than support or child custody orders), whether obtained by filing an independent action or as a pendente lite order in another proceeding, so long as any civil order was issued in response to a complaint, petition, or motion filed by or on behalf of a person seeking protection.

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b. Reasonable notice and opportunity to be heard must be given to the person against whom the order is sought. In the case of ex parte orders, notice and opportunity to be heard must be provided within the time required by Washington State laws, and in any event within reasonable time after the order is issued, sufficient to protect the respondent's due process rights. c. Protection orders that indicate that the subject is believed to be armed or dangerous should be entered, using a caution indicator. D. Retention Period for Protection Orders 1. WACIC Retention Period a. A Protection Order File record will remain active until it is cancelled by the entering agency or until the order expires. On the day the order expires, which is the date in the expiration date (EXD) field, the record will be purged from WACIC and an on-line notice will be sent to the entering agency. Records entered with NONEXP (nonexpiring) in the EXD field will remain on file until cancelled by the entering agency. 2. NCIC Retention Period a. A Protection Order File record will remain active until it is cancelled or cleared by the entering agency or until the order expires. Five days prior to an order's expiration date, the National Crime Information Center (NCIC) will send an unsolicited $.P. administrative message to the ORI of record. This message will serve to notify the agency of the order's impending expiration date (EXP). It will also serve to remind the agency that the record will have to be modified if the EXD is changed by the court. 3. Here is an example of the NCIC $.P. reminder message: $.P. WA0340500 THE FOLLOWING RECORD WILL BE PLACED IN EXPIRED STATUS IN FIVE DAYS BY THE FBI COMPUTER BASED ON THE EXPIRATION DATE CONTAINED IN THE PROTECTION ORDER RECORD. UNLESS ACTION IS TAKEN TO INCREASE THE

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EXPIRATION DATE, MODIFICATION OR CLEARANCE OF THE RECORD WILL BE PROHIBITED AFTER THE FIFTH DAY. a. If no action is taken by the entering agency to modify the EXP, the record will expire after the fifth day. Inactive records will be maintained on line for the remainder of the year, plus five years. At the end of that time, NCIC will again notify the ORI of record. This time, the unsolicited $.P. message will advise the agency that the record is being purged because it has reached the end of the retention period. Records that are in inactive status cannot be modified or cleared; however, inactive records can be cancelled. 4. Example of $.P. Message Purged Record $.P. WA0340500 THE FOLLOWING RECORD HAS BEEN PURGED BY THE FBI COMPUTER DUE TO EXPIRATION OF THE RETENTION PERIOD. a. Records for protection orders that have no EXP are referred to as non-expiring records (NONEXP). These records will remain active until cleared or cancelled by the entering agency. b. Records for temporary or emergency protection orders are retained in the file for the duration of the order, but not to exceed one year. Records for temporary protection orders (TPO, TAH, TRO) cannot be modified with an EXP date greater than one year from date of entry. c. Inactive records will be maintained on-line for the remainder of the year in which the record was cleared or expired, plus five years. Cancelled records will be removed from the on-line system; however, the records will be maintained in the purged database, which is only available through a special request off-line search. Inactive/expired records cannot be modified; they must be cancelled and reentered. E. Premature Expiration of Temporary Orders in NCIC 1. Since the implementation of the "Restraining Order File" in the previous WACIC system, records were purged any time after midnight (0001 hours) on the day following the expiration date entered in the record. These procedures remain the same in the new system.
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2. Protection orders entered into NCIC are changed to an "expired record" beginning 0001 hours on the date shown in the EXD field. Records that are in an inactive status (expired) cannot be modified. 3. In the case of temporary orders, entering agencies in Washington State typically use the court date as the expiration date. By the time the individual appears in court on the court date (expiration date), the order has already been changed to expired by NCIC.

4. Agencies attempting to modify the expiration date field (or any other modifiable field) after a court action are rejected by NCIC since the record is an expired record. The expired record must be cancelled and re-entered (with the changes) in order for the record to remain in an active status. 5. Users can prevent this premature expiration of temporary orders by adding 24 hours (with appropriate comments placed in the miscellaneous [MIS] field) to the expiration date (court date) shown on the temporary order. This will allow time for the individual to appear in court and, depending on actions taken by the court, for the entering agency to modify those orders as needed. If there is no change to the record, it will be changed to an expired record by NCIC on the expiration day, and WACIC will purge the record at 0500 on the day following the expiration date. This alternative is acceptable since a hit in WACIC and NCIC, in and of itself, is not probable cause to arrest and a hit must be confirmed. F. Validation 1. All protection orders which are forwarded to NCIC will be validated monthly. Each record entered in NCIC will be subject to validation three months after entry and annually thereafter.

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CHAPTER 08: WACIC Protection Order File SECTION 02: Inquiries Procedure #: 08.02.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Inquiry Syntax 1. All routine person inquiries (QW, DW, QWH) cause a search of the WACIC and NCIC protection order files. These inquiries are documented in the Wanted Person File section of this manual. The QPO inquiry causes a search of only the WACIC and NCIC Protection Order Files. B. Syntax
Field Header Message Key Originating Agency Identifier Name Sex Race Date of Birth Other Identifiers Investigation Field Attention Field Related Search Hits Expanded Name Search End of Text Example W; QPO WA0340500 SMITH, JOHN JOE M W 19490804 SOC/, OLN/, WAC/, etc. INV/INV or ALL ATN/SGT J DOE RSH/Y ENS/Y (send)

Effective Date: August 1, 2006 See Also: CALEA:

1. Inquiries with NAM, SEX, RAC, and DOB can be either Message Field Code (MFC) driven or positional. If MFC's are used (NAM/, SEX/, RAC/, DOB/), those fields immediately follow the ORI in the inquiry.

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2. If MFC's are not used, then the inquiry is "positional" and the fields must be in the order shown above with each field accounted for, even if not filled. Inquiries using other numerical identifiers (SOC, OLN, MNU, WAC, NIC, etc.) must have the MFC's preceding those identifiers. 3. Using the optional "investigation" field (INV/) in an inquiry prevents a notice being sent to the supervising officer if the inquiry retrieves a record on the subject from the Supervised Person File. If INV/ALL is used in the inquiry, the 20-record limit is bypassed and all records on file matching the search elements are returned. 4. When an inquiry retrieves a record from the Supervised Person File, a notice is sent to the supervising officer that the subject was inquired on. Using the optional attention field (ATN/) in the inquiry will cause that information to be furnished on the notice to the supervising officer. 5. If ENS/Y is included in an inquiry then additional searches are generated by using each input name part as a last name, interchanging the remaining name parts as given names. For example, Bryan, Morgan Lee; Bryan, Lee Morgan; Morgan, Lee Bryan; Morgan, Bryan Lee; Lee, Morgan Bryan; and Lee, Bryan Morgan. 6. Examples: By NAM-SEX-RAC-DOB, no MFC's: W;QPO..SMITH, JOHN JOE.M.W.19490804(send) By NAM-SEX-RAC-DOB with optional INV field: W;QPO..SMITH, JOHN JOE.M.W.19490804.INV/ALL(send) By NAM-SEX-RAC-DOB with optional ATN field: W;QPO..SMITH, JOHN JOE.M.W.19490804. ATN/SGT J DOE(send) By NAM-SEX-RAC-DOB with MFC's: W;QPO..NAM/SMITH, JOHN JOE.SEX/M.RAC/W. DOB/19490804(send)

By NAM-DOB-SOC with MFC's: W;QPO..NAM/SMITH, JOHN JOE.DOB/19490804. SOC/555332233(send)

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By NAM-SEX-RAC-DOB with optional INV and ENS fields W;QPO..DOE, JOHN J.M.W.19500101.INV/ALL.ENS/Y(send) By WAC, MFC required: W;QPO..WAC/05R1234567(send) By NIC, MFC required: W;QPO..NIC/H123456789(send) C. Search Procedures 1. WACIC Search Procedure a. The WACIC name search process is a derivative of the FBI Identification Automated Services (IDAS) name search algorithm currently in use by the FBI Interstate Identification Index (III) program, where it has experienced ten years of practical use. b. The system phonetically converts all the components (i.e., first, middle, and last name) of the query name. A weighted score is assigned to each component based on whether there is an exact or phonetic match. Since all components of the name are scored, it is crucial to include as much of the name as possible in the query. c. A weighted score is also applied to the components (i.e., month, day, and year) of the query date of birth. d. A sum of the name score and the date of birth score is calculated. The top 20 candidates are returned, with the highest-scored candidates appearing first. Any matched records with dates of birth falling outside of plus or minus ten years from the query date of birth will not be included in the candidate list. Exact matches result in a full record response. As implemented, near matches are returned in an abbreviated format containing all necessary identifiers for subsequent searches. e. In addition to these weighting factors used to narrow the search, other benefits of the name search routine are: (1) The first and middle names are reversed and used in the search. (2) Common nicknames are converted to full names, which are then searched.
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(3) Components of hyphenated last names are reversed and searched. Also, each component of a hyphenated last name is used in the search. (4) Other numerical identifiers included in a persons search (SOC, MNU, WAC, etc.) are searched and records are returned for exact matches only. 2. If a search retrieves a wanted person record that was entered with the SID or PCN field filled, the descriptor information portion of the subject's criminal history record from the WASIS system will be furnished along with the wanted person hit. 3. QDD Query Dental Data a. Message key QDD: This type of inquiry is used to retrieve dental information on persons in the WACIC files. b. Syntax Field Header Message Key Originating Agency Identifier Name Date of Birth Sex Race Other identifiers Example W; QDD WA0340500 DOE, JOHN J 19500101 M W SOC/, FBI/, MNU, OLN/, LIC/, LIS/ VIN/, OCA/, WAC/, NIC/ etc.

c. Each field is identified by the appropriate message field code, followed by a forward slash (/), then the data. If the name is present, at least one numeric identifier: DOB, SOC, FBI, MNU, OLN, LIC, LIS, VIN, OCA, WAC, NIC must be in the transaction. SEX and RAC are optional. If LIC is entered, LIS is required. WAC or NIC must be from a wanted person, missing person, protection order, or person of interest record. 4. NCIC Search Procedure a. When the inquiry contains a name and complete date of birth (DOB) as the only numeric identifier, the DOB in the inquiry must match exactly with the DOB in a record before a record will be
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retrieved. When the individual in the inquiry uses more than one DOB, the person's name should be checked using each available birth date. NCIC will search for all matching records that contain the same DOB and a surname that sounds the same as the surname in the inquiry. Sex and race should be included to minimize multiple hits by limiting the scope of the name search. Including sex will cause NCIC to search only those records containing the same SEX code as the SEX code in the inquiry. Also, the inclusion of race in an inquiry can limit the search made by NCIC. b. Here is a list of the Race Field Codes and the race codes that will be searched when each is included in an inquiry: Race Code in Inquiry Race Codes Searched A (Asian or Pacific Islander) All I (American Indian or Alaskan Native) All B (Black) All except W W (White) All except B U (Unknown) All c. When the inquiry contains a name and an alpha-numeric identifier other than DOB (i.e., the SOC, FBI), a name search is not generated. In this situation, only the alpha-numeric identifier is searched, not the name. Including sex and race in this inquiry will not confine the search. d. If an alpha-numeric identifier is not available, an alphabetical search by NAM can be requested by contacting the FBI/Investigative and Operational Assistance Unit at (304) 6253000. D. Responses 1. WACIC No Record Response WWCIC TIME: 1617 DATE: 042705 TO: LRKPD QW.WA0340500.NAM/BEDROCK, HARD GRANITE.DOB/19650615 NO WACIC WANTED, MISSING, PROTECTION ORDER,
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DOC CUSTODY STATUS, SOR, OR VEHICLE/VEHICLE PART RECORDS FOUND 2. WACIC Positive (Hit) Response WWCIC TIME: 1210 DATE: 032105 TO: LRKPD QW.WA0340500.NAM/RECORD, TEST.DOB/19490804 ------ RECORD NUMBER 1 OF 1 -----*** NOT A WARRANT *** RESTRAINING ORDER (BASED ON DOB,NAM) MKE/EPO ORI/WA0340500 NAM/RECORD,TEST .M.W.WA.08/04/1949 HGT/500 WGT/300 EYE/BRO HAI/BRO SKN/FAR OCA/TEST1234 SMT/SC R SHLD RTP/RO ORDER NUMBER/TEST1234 SERVED/YES PCO/01 DOI/03/21/2005 EXD/NONEXP ORC/WA034025J BRADY/Y MIS/TEST RECORD ONLY PROTECTED PERSON/RECORD,MISSUS.F.W.04/08/1949 ENT: 03/21/2005 AT 1206 FROM LRKPD BY/PD LITTLEROCK (LRKPD) WAC/05R0016123 NIC/H490416753 3. NCIC No Record Response NCIC TIME: 1207 DATE: 032105 TO: LRKPD WA0340500 NO NCIC PROTECTION ORDER FILE RECORD NAM/REC0RD, TEST D0B/19490805

4. NCIC Positive (Hit) Response NCIC TIME: 1210 DATE: 032105 TO: LRKPD WA0340500

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*****WARNING - THE FOLLOWING IS AN NCIC PROTECTION ORDER RECORD. DO NOT SEARCH, DETAIN, OR ARREST BASED SOLELY ON THIS RECORD. CONTACT ENTERING AGENCY TO CONFIRM STATUS AND TERMS OF PROTECTION ORDER***** ****THE SUBJECT OF THIS RECORD IS PROHIBITED FROM RECEIVING OR POSSESSING A FIREARM UNDER FEDERAL LAW (TITLE 18, U.S.C., SECTION 922)**** MKE/PROTECTION ORDER ORI/WA0340500 NAM/REC0RD,TEST SEX/M RAC/W POB/WA DOB/19490804 HGT/500 WGT/300 EYE/BR0 HAI/BR0 SKN/FAR SMT/SC R SHLD PNO/TEST1234 BRD/Y ISD/20050321 EXP/NONEXP CTI/WA034025J PPN/REC0RD,MISSUS PSX/F PPR/W PPB/19490408 PCO/THE SUBJECT IS RESTRAINED FROM ASSAULTING, THREATENING, ABUSING, HARASSING, PCO/FOLLOWING, INTERFERING, OR STALKING THE PROTECTED PERSON AND/OR THE CHILD PCO/OF THE PROTECTED PERSON. OCA/TEST1234 MIS/TEST REC0RD 0NLY NIC/H490416753 DTE/20050321 1508 EST

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CHAPTER 08: WACIC Protection Order File SECTION 03: Fields and Edits Procedure #: 08.03.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Message Keys
Entry EPO* EN Modify MPO Clear CPO Cancel XPO XN

Effective Date: August 1, 2006 See Also: CALEA:

Protection Order Supplemental Data

1. *A caution indicator, "C", can be added to the message key EPO when it is known that an individual is armed and dangerous, has suicidal tendencies, has previously escaped custody, is a drug addict, or whatever is appropriate to the particular circumstances of the individual. The reason for the caution must be entered in the CMC field, and if necessary further explained in the MIS field. B. Fields and Edits 1. Shown below in the order in which they appear in an entry transaction are the Protection Order File message fields and their respective Message Field Codes (MFC), field lengths, entry requirements (required, optional, conditional), and basic edits.
Field Name Header Message Key Originating Agency Identifier Name Sex Race Place of Birth Date of Birth Height WACIC Manual Revised 10/2010 MFC MKE ORI NAM SEX RAC POB DOB HGT Length 4 9 30 1 1 2 8 3 Required? Y Y Y Y Y Y N C N Data Type A, N, S A A, N A, S A A A N N

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Field Name Weight Eye Color Hair Color Skin Tone Scars-Marks-Tattoos FBI Number State Identification Number Fingerprint Classification Miscellaneous Number Social Security Number Operator's License Number Operator's License State Operator's License Year Record Type Restraining Order Number Date of Issuance Brady Flag Originating Court ORI Expiration Date Originating Agency Case Number Protection Order Conditions Miscellaneous Notify Originating Agency Notice of Service License Plate License State License Year License Type Vehicle Identification Number Vehicle Year Vehicle Make Vehicle Model Vehicle Style Vehicle Color Protected Person Name Protected Person Sex Protected Person Race Protected Person DOB Protected Person SOC

MFC WGT EYE HAI SKN SMT FBI SID FPC MNU SOC OLN OLS OLY RTP RES DOI BRD ORC EXD OCA PCO MIS NOA NOS LIC LIS LIY LIT VIN VYR VMA VMO VST VCO PPN PSX PPR PPB PSN

Length 3 3 3 3 10 9 10 20 15 9 20 2 4 3 8 1 9 8 20 2 500 1 1 10 2 4 2 20 4 24 3 2 7 30 1 1 8 9

Required? N N N N N C N N C C C C C Y Y Y Y Y Y Y Y C N Y N C C C N C C C C C N C C C C

Data Type N A A A A A, N A, N A, N A, N, S N A, N A N (or NX) A A, N, S N A A, N N (or NONEXP) A, N, S N A, N, S A A A, N A N (or NX) A A, N N A A, N A, N A, S A, N, S A A N N

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Field Name Cautions and Medical Conditions DNA Profile Indicator DNA Location Pack the Record Required?: Y Yes N No C Conditional

MFC CMC DNA DLO PACK

Length 2 1 250 1 Data Type:

Required? N N C Y

Data Type A A A, N, S A

A Alphabetic N Numeric S Special Characters

2. MKE (Message Key) a. The MKE field must be a valid message key. 3. ORI (Originating Agency Identifier) a. The ORI field must be a valid NCIC-assigned ORI. The first two characters must be alphabetics. 4. NAM (Name) a. The NAM field must contain a minimum of five and maximum of 30 characters, including alphabetics, one comma, hyphen(s), and spaces; comma must follow last name; no more than one space after comma. No more than one hyphen can be entered in the last name. The Personal Descriptors Section of the NCIC Code Manual provides coding instructions. 5. SEX (Sex ) a. The SEX field must be a valid code as listed in the Personal Descriptors Section of the NCIC Code Manual. 6. RAC (Race) a. The RAC field must be a valid code as listed in the Personal Descriptors Section of the NCIC Code Manual. 7. POB (Place of Birth) a. The POB field must be two-character alphabetic code from the State and Country Data Codes Section of the NCIC Code Manual.
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8. DOB (Date of Birth) a. The DOB field must be eight numbers representing year, month, and day in that order (YYYYMMDD). Days cannot be more than the maximum for the month. Unless the year is a leap year, the date February 29 (----0229) will not be allowed. 9. HGT (Height) a. The HGT field must be three numeric characters. The first character must be 4, 5, 6, or 7. The second character must be zero or one. When the second character is one, the third character must be zero or one. 10. WGT (Weight) a. The WGT field must be three numeric characters. It must contain a minimum of 50 (050) pounds and maximum of 499 pounds. 11. EYE (Eye Color) a. The EYE field must be three-character alphabetic code from the Personal Descriptors Section of the NCIC Code Manual. 12. HAI (Hair Color) a. The HAI field must be three-character alphabetic code from the Personal Descriptors Section of the NCIC Code Manual. 13. SKN (Skin Tone) a. The SKN field must be three-character alphabetic code from the Personal Descriptors Section of the NCIC Code Manual. 14. SMT (Scars, Marks, Tattoos, and Other Characteristics) a. Must be a valid code from the Personal Descriptors Section of the NCIC Code Manual.

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15. FBI (FBI Number) a. The FBI field may be one to nine characters. It may be up to seven numerics, or one to six numerics followed by an alphabetic character A through H; or one to six numerics followed by an alphabetic character J through Z followed by one or two check digits; or one to six numerics followed by two alphabetic characters followed by one check digit. If the number contains one alphabetic character (J-Z), the check digit will be 1 to 11. If the number contains two alphabetic characters, the first alphabetic cannot be B, G, I, 0, Q, S, U, Y, or Z. The second alphabetic must be A, B, or C, and the check digit will be 0 to 9. The alphabetic characters I and 0 are always invalid. 16. SID (State Identification Number) a. The SID field must contain a maximum of ten alpha-numeric characters. If SID starts with "WA", then: (1) It shall have a length of 10; and a valid check digit. Otherwise: (2) The first two characters shall be a valid state code; and It shall have length 3-10 inclusive. 17. FPC (Fingerprint Classification) a. The FPC field must be 20 alphabetic and/or numeric classification characters which must be valid codes from the Personal Descriptors Section of the NCIC Code Manual. If the first character of any finger is numeric, the second character must also be numeric. Codes 00 and 50 may not be used. 18. MNU (Miscellaneous Number) a. The MNU field must contain a minimum of four and maximum of 15 characters are required. The first two characters must be a valid two-character alphabetic code from the Personal Descriptors Section of the NCIC Code Manual. The third character must be a hyphen. Entry of one zero only or a run of zeros only is prohibited in positions 4 through 15. An originating agency police or identification number in MNU cannot be the only numeric identifier in the record.

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19. SOC (Social Security Number) a. The SOC field must be nine numeric characters not less than 001010001. The SOC cannot have a value of 8 or 9 in the first position or have a value of 00 in the fourth and fifth positions. b. Entries of invalid and/or non-issued numbers are allowed. With each entry of this type, a caveat will be generated by NCIC stating that the SOC has not been assigned and that the agency should check for a possible data entry error. 20. OLN (Operator's License Number) a. The OLN field must not be more than 20 alpha-numeric characters. One zero only or run of zeros only may not be used. 21. OLS (Operator's License State) a. The OLS field must be two-character alphabetic code from the State and Country Data Codes Section of the NCIC Code Manual. The OLS is required if an OLN is entered. 22. OLY (Operator's License Year of Expiration) a. The OLY field must be four numeric characters representing expiration year or the alphabetics NX to represent a non-expiring license. 23. RTP (Record Type) a. The RTP field must contain two or three alphabetic characters. The record type field is used to denote the type of protection order being entered. Only the following codes are allowed:
Code PO TPO RO TRO NCO AHO TAH SAC SAF SAM TSC WACIC Manual Revised 10/2010 Type of Protection Order Protection Order Temporary Protection Order Restraining Order Temporary Restraining Order No Contact Order Anti-harassment Order Temporary Anti-harassment Order Sexual Assault Civil Protection Order Sexual Assault Felony Protection Order Sexual Assault Misdemeanor Protection Order Temporary Sexual Assault Civil Protection Order Chapter #8-20

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TSF TSM VAP TVA

Temporary Sexual Assault Felony Protection Order Temporary Sexual Assault Misdemeanor Protection Order Vulnerable Adult Protection Order Temporary Vulnerable Adult Protection Order

24. RES (Restraining Order Number) a. The RES field contains a unique number assigned by court. Hyphen is permitted in addition to alphabetics and numerics. It must not contain a run of zeros only or the word NONE. From 3-15 alpha numerics may be used. 25. DOI (Date of Issuance) a. The DOI field must be eight numeric characters representing year, month, and day in that order. Days cannot be more than the maximum for the month. Unless the year is a leap year, the date February 29, (----0229) will not be allowed. Must be a valid date. Cannot be greater than the current date. 26. BRD (Brady Flag) a. The BRD field must be Y, N, or U. Must be N if RTP is TPO or TRO. Protection orders meeting certain criteria can stipulate that an individual is disqualified from possessing, purchasing, or receiving a firearm. b. An order that restrains an individual from harassing, stalking, threatening, or engaging in other conduct that would place an intimate partner in reasonable fear of bodily injury to the partner or child of the partner disqualifies that individual from possessing, purchasing, or receiving a firearm, providing that the order: (1) Was issued after a hearing, of which the subject received actual notice and at which such person had an opportunity to participate; and (2) Subjects are intimate partners; and (3) Includes a finding that the subject represents a credible threat to the physical safety of an intimate partner or child; or (4) Explicitly prohibits the use, attempted use, or threatened use of physical force against an intimate partner or child that would reasonably be expected to cause bodily injury.
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c. If the criteria are met and the subject is disqualified, the Protection Order File record is flagged with a Y(Yes) in the BRD fielda mandatory field. This flag will cause a caveat to be generated as part of a response to an NCIC inquiry. The caveat follows a warning caveat but proceeds the NCIC record and reads: ****THE SUBJECT OF THIS RECORD IS PROHIBITED FROM RECEIVING OR POSSESSING A FIREARM UNDER FEDERAL LAW (Title 18, U.S.C., SECTION 922)**** d. Only a final protection order can be flagged with a Brady indicator of Y or U (Unknown). Emergency or temporary orders issued ex parte do not meet the criteria specified by law and, therefore, cannot be flagged; an N (No) must be entered in the field. e. If a court does not review the criteria defined by statute and determine if the subject of the protection order is prohibited from shipping, transporting, possessing, or receiving a firearm, the U code for the BRD field may be used to establish a record. f. All Sexual Assault Protection Orders fail to meet Brady criteria but may meet state firearms criteria. g. Prior to entering the record, an entering agency should make every attempt to determine the firearm qualification status. The U code should only be used when it is impossible to make that determination. 27. ORC (Originating Court Identifier) a. The ORC field must be a valid ORI code assigned by NCIC to the court that issued the protection order. 28. EXD (Expiration Date) a. The EXD is the date the protection order expires. Must be eight numeric characters representing year, month, and day in that order; or the alphabetic characters NONEXP. If numeric, it must be a valid date. Year must be equal to or greater than the year of entry. Must be greater than the date of issue (DOI). NONEXP should be entered for non-expiring orders or when the expiration date is unknown.

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29. OCA (Originating Agency Case Number) a. The OCA field contains a maximum of twenty alpha-numeric characters. Must not contain a single zero only, a run of zeros only, the word NONE, or the first seven characters of the ORI field. 30. PCO (Protection Order Conditions) a. The terms and conditions of the protection order are indicated in the PCO field. An additional seven conditions may be added by entering a supplemental record. Specific details of terms and conditions are placed in the MIS field. The valid PCO codes are:
PCO CODE 01 TERMS AND CONDITIONS The subject is restrained from assaulting, threatening, abusing, harassing, following, interfering, or stalking the protected person and/or the child of the protected person. The subject shall not threaten a member of the protected person's family or household. The protected person is granted exclusive possession of the residence or household. The subject is required to stay away from the residence, property, school, or place of employment of the protected person or other family or household member. The subject is restrained from making any communication with the protected person, including communication but not limited to, personal, written, or telephone contact, or their employers, employees, fellow workers, or others with whom the communication would be likely to cause annoyance or alarm the victim. The subject is awarded temporary custody of the children named. The subject is prohibited from possessing and/or purchasing a firearm or other weapon. See the miscellaneous field for the comments regarding the specific terms and conditions of the order. The protected person is awarded temporary exclusive custody of the child(ren) named.

02 03 04

05

06 07 08 09

31. MIS (Miscellaneous) a. The MIS field contains a maximum of 500 alpha-numeric characters may be used. Cannot be blank if VMA is AERO, ATV, CYCL, SPEC, TRLR, or TRUK. b. The MIS field in a Protection Order File record is mandatory if the PCO is 08. The terms and conditions of the order must then be indicated in the MIS field.
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c. This field should be used to further explain the conditions of an order. For example, if the terms and conditions of the PCO state that the subject is restrained from entering the residence, property, school, or place of employment of the protected person(s) or of the other family or household members of the protected person, then such information is shown in the MIS field. (MIS/100 FEET OF MANOR DRIVE EXCEPT WHEN PICKING UP CHILDREN FOR VISITATION). Names of businesses and governmental agencies obtaining orders against individuals should be listed in the MIS field. 32. NOS (Notice of Service) a. The NOS field must be either Y or N to indicate yes or no the order has been served. All protection Orders, whether served or not, will be forwarded to NCIC. 33. LIC (License Plate Number) a. The LIC field must contain a maximum of ten alpha-numeric characters. Must not be characters UNK, UNKN, or UNKNOWN. If VMA is AERO, LIS is US, and LIT is PP or NP, the first character in the LIC must be the alphabetic N. b. If the license plate number exceeds eight characters, the eight right most characters are entered in the LIC field. 34. LIS (License Plate State) a. The LIS field must be two-character alphabetic code from the State and Country Data Codes Section of the NCIC Code Manual. 35. LIY (License Plate Year of Expiration) a. The LIY field must be four numeric characters representing a valid year or the alphabetics NX to represent a non-expiring registration.

36. LIT (License Plate Type) a. The LIT field must be a valid code from the Vehicle Data Codes Section of the NCIC Code Manual.

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37. VIN (Vehicle Identification Number) a. Single zero only, run of zeros only, single alphabetic character only, or all alphabetic characters only, indicating vehicle identification number is unknown, cannot be used. b. If state-assigned or non-conforming 17-character VIN, SVIN must be entered in the first four characters of the MIS field. If the VIN exceeds 20 characters, only the last 20 characters should be entered in the VIN field. The full VIN must then be shown in the MIS field. 38. VYR (Vehicle Year) a. The VYR field must be four numeric characters representing the production (model) year during which the vehicle was manufactured. Year cannot be more than one year beyond the current model year. For entries of model year 1981 or later and when the VIN is 17 characters, the tenth position (vehicle year) of a VIN must be compatible with the VYR. 39. VMA (Vehicle Make) a. The VMA Field can be up to 24 characters. The first four characters must be alphabetic and a valid NCIC 2000-assigned code as listed in the Vehicle Data Codes Section of the NCIC Code Manual. If the VMA code is less than four characters and data are included in positions 5 through 24, positions 3 and/or 4 should be blanks. The remaining characters are free text and must contain the name of the manufacturer when the VMA code is AERO, ATV, COEQ, CYL, FARM, SNOW, SPEC, TRLR, or TRUK. If the VMO is TL, the codes must not be ASM, ASMB, ASSE, ASSM, MB, MC, MK, MP, MS, NA, TK, TL, UNK, UNKN, XX, XXX, XXXX, YY, YYY, YYYY, ZZ, ZZZ, or ZZZZ. 40. VMO (Vehicle Model) a. VMO edits are provided in the Vehicle File section of this manual. 41. VST (Vehicle Style) a. If filled, must be a valid two-character code.

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42. VCO (Vehicle Color) a. The VCO field must be a valid color code from the Vehicle Data Codes Section of the NCIC Code Manual. If seven characters, fourth must be a slash (/). 43. PPN (Protected Person Name) a. The PPN field must contain 5-30 alphabetic characters. Name edits are found in the Personal Descriptors Section of the NCIC Code Manual. b. The PPN contains the name of the person protected by the order. This is not a mandatory field; however, if the name of the protected person is known, it should be placed in the PPN. The Personal Descriptors Section of the NCIC Code Manual provides detailed instructions on the coding of a name. Additional protected persons can be added to a record using a supplemental data entry described in Section 5, Supplemental Data Entry. c. Names of businesses and governmental agencies obtaining orders against individuals must be listed in the MIS field. 44. PSX (Protected Person Sex) a. The PSX field must be M or F. 45. PPR (Protected Person Race) a. The PPR field must be a single-character alphabetic code as listed in the Personal Descriptors Section of the NCIC Code Manual. 46. PPB (Protected Person Date of Birth) a. The PPB field must be eight numeric characters representing year, month, and day in that order. Must be a valid date. This field is mandatory if information is placed in the PPN field. Part of Protected Person data set, either PPB or PSN is required. 47. PSN (Protected Person Social Security Number) a. The PSN field must be nine numbers not less than 001010001. Invalid and/or non-issued numbers are not accepted. Part of Protected Person data set, either PPB or PSN is required.
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48. CMC (Cautions and Medical Conditions) a. The CMC field must be a valid NCIC-assigned code as listed in the Personal Descriptors Section of the NCIC Code Manual. 49. DNA (DNA Profile Indicator) a. The DNA field must be either a Y or N. N is the default value. If Y is entered then the DLO field is required 50. DLO (DNA Location) a. A 250 character free text field explaining the location of the DNA sample and contact information. If the DNA field is N or defaulted to N, then the DLO field must be blank. 51. WAC (WACIC Number) a. A number consisting of the year of entry and the letter R, followed by seven numbers which are automatically assigned by WACIC to each accepted entry. For example: 05R1234567. 52. NIC (NCIC Number) a. A self-checking number consisting of an alphabetic character, H, followed by nine numbers that are automatically assigned by NCIC to each accepted protection order record. Must have a valid check digit when used to identify a record in a subsequent transaction. For example: H123456789. 53. PACK (Pack the Record) a. If the PACK flag is Y for YES, the record will be packed automatically using the SID, FBI, or PCN number entered in the record. For manual packing you may choose N for NO. If left empty, the record will automatically insert a Y for YES.

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54. Sets of Data Fields a. Some groups of fields in base or supplemental data records are treated as sets. For the Protection Order File, these sets are: OLN-OLS-OLY LIC-LIS-LIY-LIT DNA-DLO VIN-VYR-VMA-VMO-VST-VCO PPN-PSX-PPR-PPB-PSN b. When entering, modifying, or canceling sets of data either in the base record or as supplemental data, the entire set must be entered, modified, or cancelled as a unit. Each set must be identified by its Message Field Code (OLN/, LIC/, VIN/). You cannot preface multiple sets with one MFC. All fields in the set must be accounted for even if not required, and all fields must be included even if they are not being changed: OLN/MILLECE515KB.WA.2002 LIC/123ABC.WA.2000.PC c. Single identifiers can be entered, modified, or cancelled in groups with the MFC required only before the first in the group. For example: PCO/02.03.04.

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CHAPTER 08: WACIC Protection Order File SECTION 04: Entry Procedure #: 08.04.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. Entry 1. Protection Order File Entry Mask a. An entry format mask is provided for ACCESS WEBMSS terminals. This mask allows the user to "fill in the blanks" to make a protection order entry.
F;EPO(send) MKE/____ ORI/ _________ NAM/______________________________ SEX/_ RAC/_ POB/ __ DOB/ ________ HGT/ ___ WGT/ ___ EYE/ ___ HAI/ ___ SKN/ ___ SMT/ __________ FBI/ _________ SID/ __________ FPC/ ____________________ MNU/ _______________ SOC/ _________ OLN/ ____________________ OLS/ __ OLY/ ____ RTP/___ RES/_______________ DOI/________ BRD/_ ORC/_________ EXD/________ OCA/____________________ PCO/__ MIS/ ________________________________________________________________ NOA/ _ NOS/_ LIC/ __________ LIS/ __ LIY/ ____ LIT/ __ VIN/ ____________________ VYR/ ____ VMA/ ________________________ VMO/ ___ VST/ __ VCO/ _______ PPN/ ______________________________ PSX/ _ PPR/ _ PPB/ ________ PSN/ _________CMC/ _ DNA/ _ DLO/ ________________________________________________________________ __________________________________________________________PACK/Y _____ REQUIRED FIELD MUST HAVE ONE: DOB, FBI, MNU, SOC, OLN-OLS-OLY, LIC, VIN, PPB or PSN . . . ENTER PROTECTION ORDER FORMAT . . . WACIC Manual Revised 10/2010 Chapter #8-29

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2. Examples of Entries a. The following section shows an example of a protection order entry not using the entry mask. (1) Protection Order Entry W;EPO.YOUR ORI. EUBANKS, KENNETH E.M.W.MI.19460913. 603.220.BRO.BLK.FAR.SC R LEG..WA12345678.232543392. EUBANKE546OL.WA.2007.PO.C99679.20051210.N.WA03402 5J. NONEXP.05-8987.01.ORDERED TO REMAIN AT LEAST 500 FEET FROM PETITIONER.Y.EAC743.WA.2005.PC. 2F01F123456.72. FORD.MUS.2T.BLU.WONG, JENNIFER A.F.W.19710215. 555334455..Y.WA STATE CRIME LAB,SEATTLE,WA 206-555-4321, WAWSP0099,MTDNA,CODIS NBR ABC-RMP23456789.Y(send) 3. Entry Acknowledgments A successful entry will result in an acknowledgment from WACIC and, if applicable, from NCICthat will be directed to the terminal's printer. (1) WACIC Acknowledgment WWCIC TIME: 1219 DATE: 032105 TO: LRKPX WA0340500 ENTERED EPO NAM/RECORD,TEST WAC/05R0016123 OCA/TEST1234 (2) NCIC Acknowledgment NCIC TIME: 1219 DATE: 032105 TO: LRKPX WA0340500 NAM/REC0RD,TEST NIC/H490416753

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4. Additional Guidelines for Entry a. Protection Order File records must also have at least one of the following numeric identifiers: DOB (already listed above), FBI, MNU, SOC, OLN (if OLN is used, OLS, OLY are also required); or LIC (if LIC is used, LIY, LIS, and LIT are required); or VIN (if VIN is used, VYR, VMA, and VST are required). b. The OLN, LIC, and VIN are each part of a data set and, as such, must be entered with all fields comprising the set.

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CHAPTER 08: WACIC Protection Order File SECTION 05: Supplemental Data Entry Procedure #: 08.05.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Supplemental Data Entry 1. The supplemental data entry transaction is used to append additional identifiers to the protection order entry. This includes adding additional protected persons when the court order lists multiple persons being protected. 2. To enter information into a supplemental record, that field must first be filled in the base record. That is, if an attempt is made to enter an SOC as a supplemental data entry, a reject will occur if no SOC exists in the base record. 3. Adding supplemental data to a record is restricted to the agency that entered the record. B. Syntax
Example W; EN WA0340500 NAM/SMITH, JOHN J OCA/05-12345 SMT/SC R LEG.PCO/02.03 (send)

Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier Supplemental Field(s) or Set(s) End of Text

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1. The supplemental data entry transaction consists of the message key, ORI, two record identifiers, and the supplemental data fields being added. Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM and NIC. The supplemental data fields being added must be identified by their appropriate Message Field Codes. 2. To remove a supplemental identifier, use the supplemental data cancellation transaction explained in Section 11. II. PROCEDURE A. Protection Order Supplemental Data Entry Field Edits
Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier Supplemental Field(s) or Set(s)
nd st

Edits The MKE for all protection order supplemental data entries is EN. Must be a valid ORI and match the ORI in the record being modified. The first of two identifiers to identify the record to be modified. Must be NAM. The second of two identifiers to identify the record to be modified. Can be OCA, WAC or NIC. The supplemental data field(s) to be added. Each must be identified by its Message Field Code.

1. Examples of Protection Order Supplemental Data Entries a. Protection Order Supplemental Data Entry W;EN.WA0340500.NAM/DOE JOHN J.OCA/05-017289. DOB/19681010.19711109.VIN/2G2PM39B2J2208195.1986.PONT. .4T..PPN/DOE, PRINCESS.F.W.19900102.444552233.PPN/DOE, PRINCE.M.W.19900102(send) b. Supplemental Data Entry Acknowledgments (1) WACIC Supplemental Data Entry Acknowledgment WWCIC TIME: 1219 DATE: 032105 TO: LRKPX WA0340500 SUPP NAM/REC0RD,TEST OCA/TEST1234 (2) NCIC Supplemental Data Entry Acknowledgment NCIC TIME: 1219 DATE: 032105 TO: LRKPX WA0340500 SUPP NAM/RECORD,TEST OCA/TEST1234
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2. Entry Guidelines for Supplemental Data Entry a. An EN transaction can be used to enter a maximum of any nine additional identifiers. Separate entries, using the EN MKE, must be transmitted for each additional group of nine or fewer identifiers or descriptors. The maximum numbers of identifiers allowed are shown in the tables below. Each alias (or variation of spelling), DOB, SMT, MNU, SOC, or PCO is counted as one identifier. Each data set (i.e., OLN, LIC, VIN, PPN) is counted as one identifier.
Supplemental Field AKA DOB SMT MNU SOC PCO Max Entries 99 9 9 9 9 9

Supplemental Field Set OLN, OLS, OLY (Entered as one data set. All fields required.) LIC/LIS/LIY/LIT (Entered as one data set. All fields required.) VIN/VYR/VMA/VMO/VST/VCO (Entered as one data set; VMO and VCO not required but should be entered, if known.) All fields must be accounted for. If no data exists, a period must appear in lieu of the field information. PPN/PSX/PPR/PPB/PSN (Entered as one data set; PSX and PPR are not required but should be entered, if known.) If PPN entered, PPB or PSN is mandatory. All fields must be accounted for. If no data exists, a period must appear in lieu of the field information.

Max Sets 9 9 9

b. Each field included in a supplemental record entry, except those entered as a data set, must be preceded by the appropriate Message Field Code (MFC), a slash, and the information being entered. Fields that are not part of a set may be entered in any order. If more than one identifier or descriptor is being entered for the same type of information, only one MFC is needed to identify the group of data (DOB/19780901.19751005). A maximum of nine identifiers or descriptors can be entered at one time.

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c. The OLN, OLS, and OLY; the LIC, LIS, LIY, LIT; the VIN, VYR, VMA, VMO, VST, and VCO; and the PPN, PSX, PPR, and PPB are entered as multiple elements of a data set. Therefore, only the first data element must be preceded by an MFC and slash. d. The other elements in the set must be entered in proper sequence and must be accounted for. Each data element is followed by a period. If more than one data set is entered in the same record for example, one set of OLN data and one set of VIN dataeach set must be preceded by the appropriate MFC. e. An additional seven protection order conditions can be entered in a supplemental record. The details of the conditions should be included in the MIS field of the base record. If condition number 08 is entered, the MIS field is mandatory. PCO codes entered in a supplemental record will be translated in the NCIC response. f. If a protection order lists the names of more than ten protected persons, the additional names should be placed in the MIS field. g. It is not necessary to make alias entries for each combination of a compound or hyphenated surname. Both the WACIC and NCIC systems index each component of compound or hyphenated surnames so an inquiry on any component or combination will produce a hit on the name as entered. For example, a record entered with NAM/SMITH-JONES, JOHN JAY will be retrieved by an inquiry with NAM/SMITH, JOHN JAY, NAM/JONES, JOHN JAY, or NAM/SMITHJONES, JOHN JAY. If a possibility exists that the surname and given name could be reversed, then an alias entry should be made. Nicknames are also included in the alias field.

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CHAPTER 08: WACIC Protection Order File SECTION 06: Modify Transactions Procedure #: 08.06.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Modify 1. The modify transaction is used to add, delete, or change information in one or more fields of an existing protection order record. A modify message to delete information in a field of the base record will cause the same data in the supplemental record to move up to the base record, except for vehicle and license data. 2. Modification of a record is restricted to the agency that entered the record. A modification is used to add, delete, or change data in an active base protection order record. B. Syntax
Example W; MPO WA0340500 NAM/SMITH, JOHN J OCA/05-12345 WGT/225.SMT/SC R LEG (send)

Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier Modified Field(s) End of Text

1. The modify transaction consists of the message key, ORI, two record identifiers, and the fields being modified. Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM and NIC. The fields being modified must be identified by their appropriate MFC's.

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2. To delete information from a field, use the MFC followed by a period, (e.g., SMT/.). You cannot delete data from a required field. II. PROCEDURE A. Protection Order Modify Field Edits
Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier Modified Field(s)
nd st

Edits The MKE for all protection order modifies is MPO. Must be a valid ORI and match the ORI in the record being modified. The first of two identifiers to identify the record to be modified. Must be NAM. The second of two identifiers to identify the record to be modified. Can be OCA, WAC or NIC. The field(s) in the record to be modified. Each must be identified by its Message Field Code.

B. Examples of Protection Order Record Modifications 1. Protection Order Modify W;MPO.WA0340500.NAM/DOE, JOHN.WAC/05R0004816. SOC/375145249.PNO/P012354.NOS/Y(send) 2. Modify to Add NIC Number a. If you receive a notice from WACIC that the NIC number was not added to your WACIC record, you must modify your WACIC record to add the NIC. When modifying a WACIC record to add the NIC, use WAC and OCA to identify the record. W;MPO.WA0340500.WAC/05R1234567.OCA/05-34667. NIC/H123456789(send) C. Modify Acknowledgments 1. WACIC Modify Acknowledgment WWCIC TIME: 0854 DATE: 050405 TO: LRKPX WA0340500 MODIFIED EPO NAM/ROCK, SOLID GRANITE WAC/05R0025275 OCA/O5-TEST

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2. NCIC Modify Acknowledgment NCIC TIME: 0855 DATE: 050405 TO: LRKPX WA0340500 MODIFY NAM/ROCK, SOLID GRANITE OCA/O5-TEST D. Modification Guidelines 1. The notice of service field (NOS) can be modified (MPO) by the entering agency; however, the serve protection order (SPO) transaction, described in Section 7, must be used by all other serving agencies to change the notice of service from Y to N or N to Y. a. Court Changes (1) If a court should make a change to a protection order that is the basis for a Protection Order File record, that court must notify the agency that entered the record of the change. b. Relationship to Base Record (1) Information in a supplemental record will roll up into the base record if like information is deleted from the base record for the following: DOB, SMU, MNU, SOC, and PCO. Vehicle, license, alias, and protected person data will not roll up into the base record. (2) If information is deleted from the base record (e.g., SOC), the information cannot be entered in a supplemental record. Information must first exist in the base record before additional information can be entered in a supplemental record. (3) To modify any type of identifier in a supplemental record, the identifier must first be cancelled and then reentered correctly. 2. To remove all operator license data, a modification message, which includes OLN/. will remove OLN, OLY and OLS fields. 3. To remove all license information, a modification message, which includes LIC/. will remove LIC, LIS, LIY, and LIT fields. 4. To remove all vehicle information, a modification message, which includes VIN/. will remove all vehicle information except license information. To remove all vehicular information, include LIC/LICVCO/. in your modify message.
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5. Required fields can be modified; however, they cannot be deleted by the use of a modify entry. 6. If a modify deletes information from a field in a base record for which there is supplemental data entered, the first supplemental data value will roll up into the base record. For example, if you modify the base record to delete to SMT field, the first supplemental SMT will roll up to the base record. 7. To remove a protected person, a modification message, which includes PPN/. deletes the entire base set and PPN/ppn.psx.ppr.ppb.psn modifies the base set with the new values that are entered in the set.

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CHAPTER 08: WACIC Protection Order File SECTION 07: Service Procedure #: 08.07.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. Serve Protection Order 1. The serve protection order (SPO) transaction is used to change the notice of service (NOS) field to indicate that an order has now been served (Y) or has not been served (N). This transaction may be used only by an agency other than the entering agency. All Protection Orders, whether served or not, will be forwarded to NCIC. 2. Only an agency other than the agency that entered the record may use a serve protection order transaction. When the entering agency serves the protection order, that agency must modify the record to change the notice of service field. B. Syntax
Example W; SPO WA0340500 NAM/SMITH, JOHN J WAC/05R1234567 NOS/Y (send)

Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier NOS Field End of Text

1. The serve protection order transaction consists of the message key, ORI, two record identifiers, and the notice of service field being changed modified. Permissible record identifiers are NAM and WAC. Only the notice of service field, which must be identified by its MFC (NOS/), is permitted following the record identifiers.
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C. Serve Protection Order Field Edits

Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier Notice of Service
nd st

Edits The MKE for the serve protection order transaction is SPO. Must be a valid ORI and must be different from the ORI in the record being served. The first of two identifiers to identify the record to be modified. Must be NAM. The second of two identifiers to identify the record to be modified. Must be WAC or OCA. The only field that can be changed using this transaction is the notice of service field. The notice of service field must be identified by its Message Field Code.

1. Example of Serve Protection Order Transaction W;SPO.WA0340500.NAM/DOE, JOHN.WAC/05R1234566.NOS/Y (send) 2. Serve Protection Order Acknowledgments a. WACIC Acknowledgment to Serving Agency (1) The agency making the serve protection order transaction will receive the following acknowledgment: WWCIC TIME: 1220 DATE: 032105 TO: OLYPD WA0340100 SERVED EPO NAM/RECORD,TEST WAC/05R0016126 OCA/TEST1234 SERVING ORI/WA0340100 SENT TO NCIC FOR ENTRY (2) WACIC Acknowledgment to Entering Agency WWCIC TIME: 1220 DATE: 032105 TO: LRKPD WA0340500 SERVED EPO NAM/RECORD,TEST WAC/05R0016126 OCA/TEST1234 SERVING ORI/WA0340100 OLYMPIA POLICE DEPARTMENT SENT TO NCIC FOR ENTRY

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CHAPTER 08: WACIC Protection Order File SECTION 08: Locate Transactions Procedure #: 08.08.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. Locate 1. There is no locate transaction for protection order records. Effective Date: August 1, 2006 See Also: CALEA:

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CHAPTER 08: WACIC Protection Order File SECTION 09: Clear Transactions Procedure #: 08.09.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. CLEAR 1. When a court notifies the owner of the record that the protection order has been cancelled, the entire corresponding POF record must be cleared. The clear transaction will change the status of the POF record from active to inactive. Inactive POF records are included on QW and QPO query responses until they are purged based on the expiration date in the EXD field or canceled by the entering agency. Non-expiring cleared POF records will remain on file until canceled by the entering agency. Clearance of a POF record is restricted to the agency that entered the record. Expired records cannot be cleared. 2. A Protection Order File record can be cleared only by the agency that made the original entry. B. Syntax Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier Date of Clear End of Text

Example W; CPO WA0340500 NAM/SMITH, JOHN J OCA/05-12345 20050228 (send)

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1. The clear transaction consists of the message key, ORI, two record identifiers, and the date of clear. Permissible record identifiers are: NAM and OCA, NAM and WAC, NAM and NIC, or NAM and RES.

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C. Protection Order Clear Field Edits

Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier Date of Clear
nd st

Edits The MKE for all protection order clears is CPO. Must be a valid ORI and match the ORI in the record being cancelled. The first of two identifiers to identify the record to be cancelled. Must be NAM. The second of two identifiers to identify the record to be cancelled. Can be OCA, WAC, NIC, or RES. Must be a valid date in the format YYYYMMDD. Cannot be later than the current date nor earlier than the date of record in the record.

1. Example of Protection Order Record Clear W;CPO.WA0340500.NAM/DOE, JOHN.WAC/05R1234567.20050425 (send) 2. Clear Acknowledgments a. WACIC Acknowledgment WWCIC TIME: 1220 DATE: 032105 TO: LRKPX WA0340500 CLEARED EPO NAM/RECORD,TEST WAC/05R0016123 OCA/TEST1234 b. NCIC Acknowledgment NCIC TIME: 1220 DATE: 032105 TO: LRKPX WA0340500 CLEAR NAM/RECORD,TEST OCA/TEST1234

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CHAPTER 08: WACIC Protection Order File SECTION 10: Cancel Transactions Procedure #: 08.10.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. Cancel 1. Protection Order File records that are determined to be inaccurate, or are test records, should be cancelled. Cancelled records will not remain in the on-line files. 2. A Protection Order File record can be cancelled only by the agency that made the original entry. B. Syntax Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier Date of Cancel End of Text

Example W; XPO WA0340500 NAM/SMITH, JOHN J OCA/05-12345 20050228 (send)

1. The cancel transaction consists of the message key, ORI, two record identifiers, and the optional date of cancel. Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM and NIC. The date of cancel is optional and if not used the record is cancelled as of the current date.

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C. Protection Order Cancel Field Edits

Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier
nd st

Date of Cancel

Edits The MKE for all protection order cancels is XPO. Must be a valid ORI and match the ORI in the record being cancelled. The first of two identifiers to identify the record to be cancelled. Must be NAM. The second of two identifiers to identify the record to be cancelled. Can be OCA, WAC or NIC. OPTIONAL. If used, must be a valid date in the format YYYYMMDD. Cannot be later than the current date nor earlier than the date of warrant in the record. If not used, the record is cancelled as of the current date.

OPTIONAL: If used, must be a valid date in the format YYYYMMDD. Cannot be later than the current date nor earlier than the date of warrant in the record. If not used, the record is cancelled as of the current date. 1. Example of Protection Order Record Cancellation W;XPO.WA00340500.NAM/DOE, JOHN.WAC/05R1234567. 20050425(send) B. Cancel Acknowledgments 1. WACIC Acknowledgment WWCIC TIME: 1220 DATE: 032105 TO: LRKPX WA0340500 CANCELED EPO NAM/RECORD,TEST WAC/05R0016123 OCA/TEST1234 2. NCIC Acknowledgment NCIC TIME: 1220 DATE: 032105 TO: LRKPX WA0340500 CANCEL NAM/RECORD,TEST OCA/TEST1234

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CHAPTER 08: WACIC Protection Order File SECTION 11: Supplemental Data Cancellations Procedure #: 08.11.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. PROCEDURE A. Supplemental Data Cancellation 1. The supplemental data cancellation is used to remove supplemental data appended to a protection order base record that is determined to be inaccurate or invalid. Supplemental data cannot be modified; in order to change a supplemental identifier, it must be cancelled and re-entered. 2. Canceling supplemental data appended to a protection order record is restricted to the agency that entered the record. B. Syntax Effective Date: August 1, 2006 See Also: CALEA:

Field Header Message Key Originating Agency Identifier Record Identifier Record Identifier Supplemental Field(s) or Set(s) End of Text

Example W; XN WA0340500 NAM/SMITH, JOHN J OCA/05-12345 The supplemental data field(s) or set(s) to be cancelled. Each must be identified by its Message Field Code. (send)

1. The supplemental data cancel transaction consists of the message key, ORI, two record identifiers, and the supplemental data field(s) or set(s) to be cancelled. Permissible record identifiers are NAM and OCA, NAM and WAC, or NAM and NIC.

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2. Protection Order Supplemental Data Cancel Field Edits

Field MKE Originating Agency Identifier 1 Record Identifier 2 Record Identifier Supplemental Field(s) or Set(s)
nd st

Edits The MKE for all protection order supplemental data cancels is XN. Must be a valid ORI and match the ORI in the record from which supplemental data is being cancelled. The first of two identifiers to identify the record to be cancelled. Must be NAM. The second of two identifiers to identify the record to be cancelled. Can be OCA, WAC or NIC. The supplemental data field(s) or set(s) to be cancelled. Each must be identified by its Message Field Code.

3. Example of Protection Order Supplemental Data Cancellation W;XN.WA0340500.NAM/DOE, JOHN J.WAC/05R1234567. PPN/DOE, JANET.F.B.19690917.PPN/DOE, JANE. F.B.19931219(send) 4. Cancel Acknowledgments a) WACIC Acknowledgment WWCIC TIME: 1219 DATE: 032105 TO: LRKPX WA0340500 CANCELED SUPP NAM/RECORD,TEST OCA/TEST1234 PCO/03 b) NCIC Acknowledgment NCIC TIME: 1220 DATE: 032105 TO: LRKPX WA0340500 CANCEL SUPP NAM/REC0RD,TEST OCA/TEST1234 PCO/03 C. Cancellation Guidelines 1. An XN transaction can be used to cancel a maximum of any nine additional identifiers. Separate entries, using the XN MKE, must be transmitted for each additional data group (a maximum of nine identifiers or descriptors in a group) to be cancelled. Each AKA, DOB, SMT, MNU, SOC, and/or PCO is counted as one identifier. Each data set (i.e., OLN, LIC, VIN, PPN) is counted as one identifier. 2. Information to be cancelled must be entered exactly as it appears in the supplemental record.
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3. Groups of like identifiers need only be preceded by one MFC. For example, AKA/DOE, JOHN.SMITH, JOHN.FROG, TESTY. 4. The OLN, LIC, VIN, or PPN data sets must be preceded by the appropriate MFC. All data elements of a set must be entered exactly as they appear in the supplemental record. 5. When canceling information on a protected person, all four fields in the set must be accounted for after the MFC/. For example: PPN/DOE, PRINCESS...19931219.

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CHAPTER 08: WACIC Protection Order File SECTION 12: Protection Order Glossary Procedure #: 08.12.000 Special Order: Supersedes: WACIC Manual 2003 Edition Applies to: ACCESS Users I. DEFINITIONS A. Glossary of Terms 1. Active Record - Record is accessible on-line and has an outstanding court order. 2. Brady Handgun Violence Prevention Act - Signed into law November 30, 1993. The Act provides "for a waiting period before the purchase of a handgun, and for the establishment of a national instant criminal background check system to be contacted by firearms dealers before the transfer of any firearm." 3. Cancelled Record - Record is removed from WACIC and NCIC by the owner of the record. 4. Ex Parte - "On one side only; by or for one party; done for, in behalf of, or on the application of, one party only. A judicial proceeding, order, injunction, etc., is said to be ex parte when it is taken or granted at the instance and for the benefit of one party only, and without notice to, or contestation by, any person adversely interested." (Black's Law Dictionary) 5. Expired Record - Record is placed in an expired status by NCIC when the court order expires. Also applies to records for temporary or emergency orders when the date of the order expires. 6. Full Faith and Credit - "Clause of the U.S. Constitution which provides that.... A judgment or record shall have the same faith, credit, conclusive effect, and obligatory force in other states as it has by law or usage in the state from whence taken." (Black's Law Dictionary) 7. Inactive Record - NCIC record has been cleared or put in an expired status.
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8. Intimate Partner - With respect to a person, the spouse of the person, a former spouse of the person, an individual who is a parent of a child of the person, and an individual who cohabits or has cohabited with the person. 9. Owner of the Record - Agency that enters a record into the WACIC/NCIC system. 10. Pendente Lite - "Pending the lawsuit; during the actual progress of a suit; during litigation. Matters pendente lite are contingent on outcome of litigation." (Black's Law Dictionary) 11. Purged Record - Record is removed at the end of the retention period. Once purged, the record is no longer accessible on line.

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