NCIC Protocols For Querying Agencies Locating Missing Persons, Apprehending Wanted Individuals, Or Recovering Stolen Property

The National Crime Information Center (NCIC) is a comprehensive electronic clearinghouse of crime data available to law enforcement agencies across the United States. It plays a vital role in locating missing persons, apprehending wanted individuals, and recovering stolen property. When a law enforcement agency queries the NCIC database and discovers a match related to a case entered by another agency, specific protocols must be followed to ensure proper handling and resolution. This article will delve into the procedures that querying agencies must undertake when they encounter such situations, providing a detailed explanation of the necessary steps and considerations.

Scenarios Involving NCIC Hits

Before diving into the specifics of agency responsibilities, it is important to define the scenarios that trigger these protocols. An NCIC "hit" occurs when a query matches an existing record in the database. This can happen in various situations, including:

• Missing Persons: A querying agency locates an individual listed as missing in the NCIC database by another agency.
• Wanted Persons: A querying agency apprehends an individual with an outstanding warrant entered into NCIC by another jurisdiction.
• Stolen Property: A querying agency recovers property matching a stolen item record in NCIC entered by another agency.

Each of these scenarios necessitates a specific set of actions from the querying agency to ensure that the individual or property is handled appropriately and the originating agency is notified promptly.

Responsibilities of the Querying Agency

When a querying agency receives an NCIC hit, its primary responsibility is to verify the accuracy and validity of the information. This involves contacting the entering agency to confirm the record's status and obtain further instructions. The querying agency must not take any action based solely on the NCIC hit without this verification step.

Verification Process

The verification process is crucial to avoid wrongful actions based on outdated or inaccurate information. Here's a breakdown of the steps involved:

1. Initial Confirmation: Upon receiving an NCIC hit, the querying agency must immediately contact the entering agency. This initial contact serves to alert the entering agency of the potential match and initiate the verification process. The method of contact should be the most expeditious, often involving a phone call to the entering agency's dispatch or records department.
2. Record Status Inquiry: The querying agency should inquire about the current status of the NCIC record. This includes confirming whether the record is still active, if there have been any updates or modifications, and if the entering agency has any specific instructions. For example, in a missing person case, the entering agency might have already located the individual but not yet cleared the NCIC record. In a wanted person case, the warrant might have been recalled, or there might be specific extradition limitations.
3. Obtaining Additional Information: The querying agency should also request any additional information relevant to the situation. This might include details about the circumstances surrounding the missing person case, the nature of the warrant, or the description and identifying marks of the stolen property. This information will assist the querying agency in making informed decisions and taking appropriate actions.
4. Documenting Communication: It is essential for the querying agency to meticulously document all communication with the entering agency. This documentation should include the date, time, names of individuals contacted, and the substance of the conversation. Proper documentation provides a clear record of the verification process and can be crucial for legal and administrative purposes.

Actions Based on Verification

Once the querying agency has verified the NCIC hit with the entering agency, the appropriate course of action will depend on the specific scenario and the instructions provided by the entering agency. Here are some common scenarios and corresponding actions:

• Missing Person Located: If the querying agency locates a missing person, they must ensure the individual's safety and well-being. The querying agency should notify the entering agency immediately and follow their instructions regarding reuniting the missing person with their family or guardians. Depending on the circumstances, the querying agency might need to provide temporary care and shelter for the missing person.
• Wanted Person Apprehended: When a querying agency apprehends a wanted person, they must confirm the warrant's validity and any extradition limitations with the entering agency. If the warrant is valid and extradition is authorized, the querying agency will initiate the process of transferring custody of the individual to the entering agency. This process may involve holding the individual in local custody pending extradition arrangements.
• Stolen Property Recovered: If the querying agency recovers stolen property, they must notify the entering agency and follow their instructions regarding the property's disposition. This may involve securing the property, conducting a forensic examination, and arranging for its return to the rightful owner. The querying agency should also maintain a detailed record of the property's recovery and handling.

Importance of Timely Communication

Timely communication is paramount when dealing with NCIC hits. Delays in communication can have serious consequences, including prolonged distress for missing persons and their families, the release of dangerous wanted individuals, and the loss or mishandling of stolen property. The querying agency must prioritize contacting the entering agency as soon as possible after receiving an NCIC hit.

Responsibilities of the Entering Agency

While this article primarily focuses on the responsibilities of the querying agency, it is important to acknowledge the parallel responsibilities of the entering agency. The entering agency is the agency that originally entered the record into the NCIC database. Their responsibilities include:

• Maintaining Accurate Records: The entering agency must ensure that the information in NCIC is accurate and up-to-date. This includes promptly updating records when new information becomes available, such as when a missing person is located, a warrant is recalled, or stolen property is recovered.
• Responding to Inquiries: The entering agency must respond promptly and thoroughly to inquiries from querying agencies. This includes providing the necessary information to verify NCIC hits and providing instructions on how to proceed.
• Clearing Records: When a case is resolved, the entering agency must clear the corresponding record from NCIC. This ensures that the database remains accurate and that other agencies do not take unnecessary actions based on outdated information.

Potential Challenges and Best Practices

Despite the established protocols, several challenges can arise when dealing with NCIC hits. These challenges include:

• Communication Barriers: Communication difficulties can occur due to time zone differences, language barriers, or technical issues. Agencies should establish clear communication protocols and utilize available resources, such as translation services, to overcome these barriers.
• Conflicting Information: Discrepancies may arise between the information in NCIC and the information available to the querying agency. In such cases, the querying agency should work closely with the entering agency to resolve the discrepancies and ensure that appropriate actions are taken.
• Resource Constraints: Both querying and entering agencies may face resource constraints that can hinder their ability to respond promptly and effectively to NCIC hits. Agencies should prioritize NCIC-related matters and allocate resources accordingly.

To mitigate these challenges, law enforcement agencies should adopt best practices for NCIC operations, including:

• Regular Training: Provide regular training to personnel on NCIC procedures and protocols.
• Clear Communication Protocols: Establish clear communication protocols for handling NCIC hits.
• Efficient Record Management: Implement efficient record management systems to ensure accuracy and timeliness.
• Interagency Cooperation: Foster strong interagency cooperation to facilitate effective communication and coordination.

Legal and Policy Considerations

Several legal and policy considerations govern the use of NCIC data and the actions taken based on NCIC hits. These considerations include:

• Privacy Laws: Agencies must comply with privacy laws and regulations when handling NCIC data. This includes protecting the confidentiality of personal information and ensuring that data is used only for authorized purposes.
• Extradition Laws: Extradition laws govern the process of transferring custody of wanted individuals across jurisdictional lines. Agencies must comply with these laws when apprehending and extraditing individuals based on NCIC warrants.
• Agency Policies: Law enforcement agencies should develop and implement clear policies and procedures for handling NCIC hits. These policies should address issues such as verification procedures, communication protocols, and documentation requirements.

Conclusion

NCIC is an invaluable tool for law enforcement agencies in locating missing persons, apprehending wanted individuals, and recovering stolen property. When a querying agency receives an NCIC hit related to a case entered by another agency, it is crucial to follow established protocols to ensure the accuracy of the information and take appropriate action. The querying agency must verify the information with the entering agency, document all communication, and act according to the entering agency's instructions. Effective communication, interagency cooperation, and adherence to legal and policy considerations are essential for the successful resolution of NCIC hits. By understanding and fulfilling their responsibilities, querying agencies can contribute to the effective use of NCIC and the safety and well-being of the communities they serve.

This comprehensive guide highlights the critical steps and responsibilities for querying agencies encountering NCIC hits, ensuring that law enforcement professionals are well-equipped to handle these situations effectively and within the bounds of the law. The importance of verification, communication, and adherence to protocols cannot be overstated in the complex landscape of law enforcement and information sharing.