4501:2-10-05 Validations.

(A) All entries into the LEADS and NCIC files shall be reviewed and documented by a second person within the agency to verify the data entered matches the source document(s). The purpose of this check is to ensure accuracy and completeness of the record.

(B) All terminal agencies shall validate entries into the LEADS and NCIC files according to the schedule established by LEADS. Validation of entries shall ensure accuracy and completeness of each entry by means which include but are not limited to: contacting the complainant, victim, prosecutor, court, motor vehicle registry, and review of the original source document. Invalid records or data must be removed from the files immediately and may not be re-entered unless and until a complete validation of the data contained therein is completed. Records not validated in accordance with this chapter of the Administrative Code are subject to removal by LEADS and/or NCIC.

(C) Random or special validations may be required to maintain the accuracy and integrity of the LEADS and NCIC files.

(D) Validation schedule:

Terminal agencies permitted full access may enter records into LEADS and/or NCIC. The validation procedure outlined in the LEADS operation manual must be followed.

(E) Documents associated with the validation process are to be retained by the validating agency for one year and may then be destroyed.

(F) Failure to properly validate records as required will subject the agency to sanctions.

Effective: 02/15/2008

R.C. 119.032 review dates: 11/29/2007 and 11/29/2012

Promulgated Under: 119.03

Statutory Authority: R.C. 5503.10

Rule Amplifies: R.C. 5503.10

Prior Effective Dates: 10/10/91, 4/11/94, 10/21/95, 7/31/98, 7/1/01, 11/1/03, 4/22/04