(b) Entry of records.

1. (1) Agencies should enter into ACIC, and into NCIC when appropriate, information on wanted persons, missing persons, and stolen property as soon as the minimum data elements required for entry become available.
2. (2) The Federal Bureau of Investigation considers the entry of a record within seventy-two (72) hours of origin to be timely.
3. (3) After entry, the Federal Bureau of Investigation requires missing person records to be updated within sixty (60) days with any additional information that may have been obtained.
4. (4) There is no required waiting period before entering any missing persons, and Arkansas law (Arkansas Code § 12-12-205) requires the immediate entry of missing persons under the age of eighteen (18).
5. (5) Agencies must have procedures in place to verify the accuracy of all information entered into ACIC and NCIC, with such procedures to include a review or double checking by a second party immediately after the record is entered.

(c) Supporting records.

1. (1) All entries in ACIC and NCIC must be substantiated by official documentation, including:

   1. (A) A warrant for entries in warrant files;
   2. (B) A theft report for entries in stolen property files; and
   3. (C) An incident report for other record entries.

2. (2) Copies of these supporting documents, whether in manual or automated form, must be:

   1. (A) On hand to support all entries; and
   2. (B) Accessible within ten (10) minutes for hit confirmation purposes.
3. (3) This backup documentation shall be maintained, readily accessible, as long as the record entries are in the state and/or national information systems.
4. (4) Any entries lacking such backup documentation must be removed by the entering agency.

(d) Extraditions and distance limitations.

1. (1) For entries in the NCIC wanted persons file, a determination must be made, to the maximum extent possible, as to whether extradition will be authorized if the individual be located in another state.
2. (2) If distance limitations are to be placed on extradition of the individual, this information must be included in the entry.
3. (3) NCIC permits the entry of nonextraditable felony warrants for the purpose of officer safety, but such entries must contain the code “NOEX” in the miscellaneous field to indicate no extradition.
4. (4) Within Arkansas, if there are limits on the distance an agency will go to get an individual, this limitation must also be included in the entry.

(f) Record purge.

1. (1) To help maintain file integrity, outdated records in the ACIC files are periodically purged on a schedule similar to NCIC.

2. (2)

   1. (A) Each agency will be provided with a listing of its records that were removed.
   2. (B) These records may be reentered if the agency so desires.

(g) Validations.

1. (1) All agencies with entries in ACIC and NCIC are required to participate in a record validation program.

2. (2) Validation is necessary to ensure record accuracy and includes the following steps:

   1. (A) Agencies with entries will be notified of certain records in ACIC and NCIC that are to be validated;
   2. (B) All records identified must be reviewed and compared with case file documents upon which the entries were based;
   3. (C) The current status is determined by:

(i) Checking for changes in extradition limits;

1. (ii) Determining from owners of stolen property if recoveries have been made;

   1. (iii) Verifying with the courts that arrest warrants are still active and have not been recalled; and

      1. (iv) Determining that persons reported missing have not returned;
   2. (D) Record entries that are no longer current must be corrected or removed from ACIC or NCIC by the entering agency; and

   3. (E) A validation form is signed to officially acknowledge that all:

      1. (i) Records identified have been reviewed;
      2. (ii) Records are complete and correct; and
      3. (iii) Non-current records have been deleted.
2. (3) Failure to comply with validation timetables and procedures will result in the removal of specified records from the ACIC or NCIC files, as well as other potential sanctions approved by the Supervisory Board for the Arkansas Crime Information Center.

(h) Audits.

1. (1) To ensure the completeness and accuracy of records in the state and national information systems, as well as the security of both the data and access devices, agencies will be audited at least every three (3) years.
2. (2) The primary purpose of these audits will be to assist departments in identifying and correcting problems in record management and information security, thereby reducing the potential for liability.

3. (3) Audits will consist of an examination and review of:

   1. (A) Preaudit questionnaires, validations, and training compliance;
   2. (B) System entries, backup documentation, and filing procedures;
   3. (C) Compliance with applicable laws and regulations; and
   4. (D) Compliance with security requirements.
4. (4) A written report of the audit, with any findings or recommendations, will be provided to the agency.
5. (5) Failure of the agency to take corrective action as suggested in the audit report may result in sanctions or other actions approved by the supervisory board.