To inform personnel of a documentation requirement
for the National Crime Information Center (NCIC)
when submitting cases to the Department of the
Prosecuting Attorney, City and County of Honolulu.

NCIC INTERSTATE IDENTIFICATION INDEX (III)

A. All personnel who access the NCIC system
should know that obtaining and disseminating
data from the NCIC III file comes under close
scrutiny and is subject to the Criminal Justice
Information Services (CJIS) Security Policy.
Custody information must be documented for all
data disseminated from one authorized person to another.

B. When information is obtained from the NCIC
III file, the authorized person must document
when the file was queried and the purpose of
the query, as well as accounting for the
dissemination of hard copies of the data.
The CJIS Security Policy requires that, during
an audit, each user must account for any access
to the NCIC III information.

C. The NCIC III data can be obtained from the
NCIC system using an appropriate purpose code.
However, the data are highly confidential and
must be treated with great security as dictated
by the U.S. Department of Justice. Any violations
may lead to administrative and/or criminal
sanctions against the violator and/or the violator’s
agency.

DATA TRANSMITTAL TO THE DEPARTMENT OF THE PROSECUTING ATTORNEY

A. Criminal history record information from
the NCIC III file must be submitted to the
screening deputy prosecuting attorney with
all felony conferrals. All misdemeanor arrest
cases forwarded to the Department of the
Prosecuting Attorney must also include information
from the NCIC III file.

B. NCIC III Data Custody Log

Whenever a hard copy of data is retrieved
from the NCIC III file and disseminated,
the custody of the data shall be documented
on the NCIC III Data Custody Log, HPD-504
form. The form is available on the Honolulu
Police Department intranet under “HPD FORMS.”

1. “Date Obtained” is the date the hard copy
of the history data was printed out from the NCIC III file.

2. “Person” is the name of the person who
accessed the file and printed the hard copy
(circle A), the person disseminating the hard
copy (circle B), or both (circle C).

3. “Suspect’s Name” is the printed name of
the suspect being queried in the NCIC III file.

4. “Suspect’s FBI No.” is the suspect’s Federal
Bureau of Investigation (FBI) number.

5. “Recipient” is the printed name of the
person (other than a deputy prosecuting
attorney) receiving the hard copy printout
of the history data (circle 1) or the printed
name of the deputy prosecuting attorney
acknowledging transmittal to the Department
of the Prosecuting Attorney (circle 2).

6. “Recipient’s Signature” is the signature
of the person whose printed name is in the
previous column.

C. Responsibilities

1. Detectives assigned to confer a case
with the screening deputy prosecuting
attorney shall present the hard copy of
the NCIC III data to the deputy prosecuting
attorney, whose signature must be obtained
in the “Recipient’s Signature” section of
the data custody log acknowledging receipt
of the data.

a. The original custody log, but not any
hard copy of the NCIC III data, shall be
attached to the Records and Identification
Division’s closing report.

b. The NCIC III history information and a
copy of the custody log shall be submitted
with the closing report that is sent to the
Department of the Prosecuting Attorney.
Each detail’s lieutenant shall ensure that
these are present with the closing report
when reviewing the case before submittal.

2. For misdemeanor arrest cases, the arresting
officer shall submit the hard copy of the
NCIC III data in the closing investigation.

a. Since most misdemeanor cases have no conferral
with a screening deputy prosecuting attorney
and these cases are transmitted via intradepartmental
mail, an entry should be made of “Forward
to the Department of the Prosecuting Attorney”
by the officer closing the investigation in
the “Recipient’s Signature” section.

b. The original custody log, but not any
hard copy of the NCIC III data, shall be
attached to the Records and Identification
Division’s closing report. A copy of the
log shall be sent with the report that is
forwarded to the Department of the Prosecuting Attorney.