CCH Data Dictionary V1.0
Texas Department of Public Safety
Crime Records Service
Computerized Criminal History (CCH)
Data Dictionary
April 18, 2022
Document History
|Version |Date |Description |
|1.1 |April 17, 2015 |Updated the following fields: WGT (maximum weight from 500 to 499), ADN (listed codes), DOE |
| | |(clarification of field in remarks), ORG (clarification of field in remarks), OPR |
| | |(clarification of field in remarks), DES (clarification of field in remarks), DPS |
| | |(clarification of field in remarks), TRN (clarification of field in remarks), OCA |
| | |(clarification of field in remarks), ORIA (clarification of field in remarks) and ANA |
| | |(clarification of field in remarks). |
| | |Added the following fields: DLU, IND/JST, NCP, CST, III, FIF, FLA, CTN and PID. |
|1.2 |May 14, 2015 |A Coversheet, Table of Contents and Document History have been added. The NAM field has been|
| | |updated to allow more than one hyphen. |
|1.3 |August 19, 2015 |Added ‘See Appendix K’ to the remarks for the AON and PON. Updated Appendix F document to |
| | |include code 394. Changed “consecutive” to “repeating” in SOC remarks. Added “When CMV is |
| | |blank HAZ must be blank.” to HAZ and CMV field. Added “or for an applicant transaction” the |
| | |the TRN description in the EH and EHN segment. Added “Required according to certain cases as|
| | |dictated by the FPC” to the FRC remarks. Replaced “If the CMT contains a valid entry, the ARC|
| | |must be filled” with “Mandatory when CMT or CPR exists” in the ARC remarks and changed the |
| | |requirement to mandatory. Added SEX and RAC fields to the ER5 segment. Updated FBI field |
| | |name to FBI/UCN. |
|1.4 |February 15, 2017 |Added Texas Type 2: 2.410, 2.411, and 2.412 |
|1.5 |May 2, 2018 |Added “Only one hyphen” in the NAM field. Changed “99” to “125 years of age” and added |
| | |“Juveniles are between 10 and 16 years of age” to DOB and ADB1/ADB2 fields. Added “unless |
| | |the ADN is 226 or 227” to ADA field. Added Data Element ATC and ASN for ER5 Segment. |
| | |Updated field locations in MISC for the ER5 Segment. Added Minimum and Maximum Characters in|
| | |every field. Added “For adult arrests only” on AON for offense 88888888. Under RAC removed |
| | |verbiage “(all other non-whites)” for code U. Updated OLS, IDS, ADS and LIS to only use |
| | |state codes in the appendix A. DOE remarks updated. Updated ORG example add MBIS. Added |
| | |EH-5 to the MKE in the Identification Segment. Updated the PAD Remarks to “Cannot be prior |
| | |to the ADA.” Added to ANA Remarks “The ANA should match the NAM on a criminal livescan |
| | |transactions.” Added “X” (unknown) to SEX field. In Remarks for DOA, AD1, ADC, ADS, ADZ, |
| | |HAZ, CMV, LIC, LIS, LIY, AGN, GUN, JUV added “must be the same on additional Arrest (ER2) |
| | |Segments.” |
|1.6 |December 27, 2019 |OLN updated Remarks with “Spaces and special characters are not allowed.“ Updated Chapter |
| | |Chapter 60.051 (g) to Chapter 66.102 (h). Updated the Arrest TRN example to reflect a check |
| | |digit with an “X”. |
|1.7 |April 18, 2022 |IDN added “or be a repeating number” and updated “20” to “25”. OLN changed “12345678” to |
| | |“01020304”, added “or be a repeating number”, and changed “20” to “25”. APC updated “TLLWW” |
| | |to “SLLWW”. PAD removed “NOTE: Effective January 1, 2016, the PAD will be required for all |
| | |PAF codes.” PAF removed “NOTE: Effective January 1, 2016, the PAD will be required for all |
| | |PAF codes.” |
Table of Contents
Section I - Identification 1
Section II - Identification Supplement 52
Section III - Arrest 73
Section IV - Prosecution 121
Section V - Court 152
Section VI - Court Supplement 213
Section VII - Custody 241
Section I - Identification
(EH Segment)
Texas Type 2: 2.410
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 2 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
EH MH XH
EH-D MH-D XH-D
EH-I MH-I XH-I
EH-J MH-J XH-J
EH-O MH-O XH-O
EH-S MH-S XH-S
EH-5 MH-5 XH-5
EHIN(DPS Use Only)
REMARKS: For entry, first character always alpha E (H is predesignated on formatted screens). If subject's entire record is to be coded, use EH. The MKE is used to submit records to CCH, but is not always captured in CCH. Modifications and deletions will only be available to DPS.
DATA ELEMENT: Error Indicator – Not Applicable
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: N/A
REMARKS: This field does not apply to the EH segment.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0396
REMARKS: EH submissions must be 0396 in length. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record and for a submission the date should be the last time entry was completed. This date must match the date of entry in the Identification Supplement (EHN) Segment.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "MBIS" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. See Appendix I. The data in this field must match the ORG field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: Operator Number
DESCRIPTION: A local assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: This field is used to identify the operator submiting the record. The data in this field must match the OPR field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: Destination ORI
DESCRIPTION: ORI of the agency the record is being sent to.
COMMON NAMES/ABBREVIATIONS: DES
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: The purpose of this field has been eliminated. If there is data in this field it must match the DES field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: 01234567, 00000003
REMARKS: This field is right justified. If the number contains less than eight digits, it must be padded on the left with zeros. This field is not required if Electronic Arrest Reporting (EAR). The data in this field must match the DPS/SID field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: Originating Agency Identifier
DESCRIPTION: Originating Agency Identification Number assigned to DPS.
COMMON NAMES/ABBREVIATIONS: ORI
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX0000000
REMARKS: First two characters should denote the state and followed by seven alpha/numberic. For electronic arrest reporting, this ORI should be populated with the livescan holder’s ORI.
DATA ELEMENT: FBI Universal Control Number
DESCRIPTION: FBI Universal Control Number assigned after fingerprint search.
COMMON NAMES/ABBREVIATIONS: FBI/UCN
FIELD LOCATION, BEGIN/END: 054 - 062
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: 123456AB9
REMARKS: This data element becomes mandatory if the individual has been accepted to FBI, Identification JST flag should be an "A", then the FBI number must be present. Due to the acceptance by FBI, the Identificaion III flag must contain "M" or "S" for multi state or single state. This field should not be populated for electronic arrest reporting.
DATA ELEMENT: Name of Individual
DESCRIPTION: Complete master name of individual on record.
COMMON NAMES/ABBREVIATIONS: NAM
FIELD LOCATION, BEGIN/END: 063 - 092
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: Smith,John Henry
Smith,John H Q
Smith,John Henry Jr
Smith,John Henry Lewis
Smithwick,Johnathan Henry Lewis
Smith,J H
REMARKS: This field must contain a surname, a comma, and a first name or initial. A space is mandatory after the first name if there is a middle name present, with mandatory space between each additional middle name, and/or suffix denoting seniority (Jr., III, etc.). Complete names should be used if available. No portion of a name should be abbreviated. If name exceeds 30 characters, use the first valid 30 characters. Terms such as IO (initial only), NMI (no middle initial), NMN (no middle name), etc., will not be used.
The last name can be a minimum of one letter followed by a comma, then first name. Only one hyphen (-) is permissible before the comma for compound last names.
Titles or degrees of individuals, including foreign titles and degrees and their abbreviations are not used in the Name Field. Do Not Submit: Mr., Miss, Mrs., Ms., Rev., D.D.S., Capt., Ph.D., etc.
Apostrophe names should omit the apostrophe (') and insert a dash (-).
Example: O'Brian,First MIddle O-Brian,First Middle
McAdams,First Middle Mc-Adams,First Middle
Nicknames will be entered as an alias with the Nickname followed by a comma and “XX”.
Example: Shortie Shortie,XX
Compound last names should be separated by a hyphen (-).
Example: John Von Erick Von-Erick,John
Jose Rodriquez Gonzales Rodriguez-Gonzales,Jose
Special case names:
As a combination last name, SAINT will always be abbreviated.
Example: Julie St. John ST-John,Julie
No last name: If the individual does not have a last name.
Example: Steve Steve,XX
DATA ELEMENT: Sex of individual
DESCRIPTION: Gender of individual on record.
COMMON NAMES/ABBREVIATIONS: SEX
FIELD LOCATION, BEGIN/END: 093 - 093
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: SEX CODE
Female F
Male M
Unknown X
REMARKS: Must be one of the codes listed above.
DATA ELEMENT: Race of Individual
DESCRIPTION: Race of the individual on record.
COMMON NAMES/ABBREVIATIONS: RAC
FIELD LOCATION, BEGIN/END: 094 - 094
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: RACE CODE
American Indian or Alaskan Native I
Asian or Pacific Islander A
Black B
White W
Unknown U
REMARKS: Must be one of the codes listed above.
DATA ELEMENT: Place of Birth
DESCRIPTION: State, territorial possession, province or country of birth of individual on record.
COMMON NAMES/ABBREVIATIONS: POB
FIELD LOCATION, BEGIN/END: 095 - 096
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: Texas - TX
Columbia - CB
REMARKS: Two alpha character field taken from the state, territorial possession, province or country of birth from Appendix A. Enter YY if place of birth is unknown or not listed in codes.
DATA ELEMENT: Citizenship
DESCRIPTION: Citizenship of individual on record.
COMMON NAMES/ABBREVIATIONS: CTZ
FIELD LOCATION, BEGIN/END: 097 - 098
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: United States of America - US
Paraguay - PV
REMARKS: Two character alphabetic field which contains the abbreviated country code to which subject maintains citizenship. Use Appendix A for valid entries. Enter YY if citizenship is unknown or not listed in codes.
DATA ELEMENT: Date of Birth
DESCRIPTION: Date of birth of individual on record.
COMMON NAMES/ABBREVIATIONS: DOB
FIELD LOCATION, BEGIN/END: 099 - 106
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLE: 01011980
REMARKS: The first DOB entered into a jacket will be the Master DOB. Subject must be between ages of 10 and 125 years of age for a criminal entry. Juveniles are between 10 and 16 years of age. Applicant DOB must be between the ages of 1 and 125 years of age. All other DOBs will be applied as an alias.
DATA ELEMENT: Height
DESCRIPTION: Height of individual on record.
COMMON NAMES/ABBREVIATIONS: HGT
FIELD LOCATION, BEGIN/END: 107 - 109
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: HGT CODE
5'8" 508
5'10" 510
6'00" 600
70" 510
71 1/2" 511
71 3/4" 600
5'11 1/2" 511
REMARKS: Three numeric character field expressed in feet and inches. Subject must be between 400 (four feet zero inches) and 711 (seven feet eleven inches). If height is unknown it should be entered as 000 (zeros). Fractions of an inch should be rounded off to nearest inch.
DATA ELEMENT: Weight
DESCRIPTION: Weight of individual on record.
COMMON NAMES/ABBREVIATIONS: WGT
FIELD LOCATION, BEGIN/END: 110 - 112
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: WGT CODE
98 pounds 098
151 pounds 151
210 1/4 210
210 3/4 211
REMARKS: Subject must be between 050 and 499 pounds. If weight is unknown it should be entered as 000 (zeros).
DATA ELEMENT: Eye Color
DESCRIPTION: Eye color of individual on record.
COMMON NAMES/ABBREVIATIONS: EYE
FIELD LOCATION, BEGIN/END: 113 - 115
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: COLOR CODE
Black BLK
Blue BLU
Brown BRO
Gray GRY
Green GRN
Hazel HAZ
Maroon MAR
Pink PNK
Multicolored MUL
Unknown XXX
REMARKS: Three alpha character field that must be valid from the above codes.
DATA ELEMENT: Hair Color
DESCRIPTION: Color of hair of individual on record.
COMMON NAMES/ABBREVIATIONS: HAI
FIELD LOCATION, BEGIN/END: 116 - 118
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: COLOR CODE
Black BLK
Blond or Strawberry BLN
Brown BRO
Gray or partially gray GRY
Red or Auburn RED
White WHI
Sandy SDY
Unknown or completely XXX
Bald (also enter SMT/BALD
for BALD)
REMARKS: Three alpha character field that must be one of the above codes.
BALD is used when subject has lost most of the hair on his head or head is hairless. If subject is bald then an entry should be made in SCARS, MARKS, and TATOOS of BALD.
DATA ELEMENT: Skin Tone
DESCRIPTION: Skin tone of individual on record.
COMMON NAMES/ABBREVIATIONS: SKN
FIELD LOCATION, BEGIN/END: 119 - 121
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: SKIN TONE CODE
Albino ALB
Black BLK
Dark DRK
Dark Brown DBR
Fair FAR
Light LGT
Light Brown LBR
Medium MED
Medium Brown MBR
Olive OLV
Ruddy RUD
Sallow SAL
Yellow YEL
Unknown XXX
REMARKS: Three alpha character field that must be one of the above codes.
DATA ELEMENT: Modify Master Name - Not Applicable
DESCRIPTION: Command to change master name.
COMMON NAMES/ABBREVIATIONS: MNM
FIELD LOCATION, BEGIN/END: 122 - 151
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REQUIREMENT: Not Applicable
REMARKS: DPS internal function.
DATA ELEMENT: Fingerprint Classification
DESCRIPTION: Fingerprint classification of individual on record derived from Henry Classification (NCIC Class).
COMMON NAMES/ABBREVIATIONS: FPC
FIELD LOCATION, BEGIN/END: 152 - 171
LENGTH: 20
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 20
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally mandatory (DPS Use Only)
EXAMPLES: 20101112051760TTAA04
REMARKS: If all 20 characters are alphas (except A and T) then this will require a ridge count entry. This classification is derived from the Henry System of classing individual prints whereas each print is given a 2 character NCIC Fingerprint Code and this code is denoted in GREEN by fingerprint experts on the arrest card. The code is written in order left to right, top to bottom. No longer updated by AFIS.
DATA ELEMENT: Final Ridge Count
DESCRIPTION: Fingerprint Ridge Count required in some classifications.
COMMON NAMES/ABBREVIATIONS: FRC
FIELD LOCATION, BEGIN/END: 172 - 175
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory for individuals with a Date of Birth (DOB) before 1940. Not required for EAR submissions.
EXAMPLES: RC CODE
09-12 0912
22-22 2222
09-09 0909
REMARKS: These numbers represent a ridge count in each of the little fingers of the subject's fingerprint and the count for the right little finger always precedes the count for the left little finger. Required according to certain cases as dictated by the FPC.
DATA ELEMENT: Fingerprint Primary Classification
DESCRIPTION: The Primary Classification is obtained through the summation of the value of the whorl type patterns as they appear in the various fingers: Number 2, 4, 6, 8, 10, (even fingers). Being used as the numerator, and number 1, 3, 5, 7, 9, (odd fingers) as the denominator.
COMMON NAMES/ABBREVIATIONS: PRI
FIELD LOCATION, BEGIN/END: 176 - 179
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory for individuals with a Date of Birth (DOB) before 1940. Not required for EAR submission.
EXAMPLES: PRI CODE
1/1 0101
7/17 0717
17/1 1701
32/32 3232
REMARKS: If there is no NCIC Fingerprint Code and the MKE field contains a "T" or "F" in this field and there is no AFIS Finger Print Code, this field is required. Legal value of either set can be 1 thru 32. Leading zeros are required for primaries with values less than two digits.
DATA ELEMENT: AFIS Pattern Classification
DESCRIPTION: Automated Fingerprint Identification System fingerprint pattern.
COMMON NAMES/ABBREVIATIONS: APC
FIELD LOCATION, BEGIN/END: 180 - 189
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory for AFIS. Not required for EAR submissions.
EXAMPLES: WARLL
SLLWW
DATA ELEMENT: Operator License Type
DESCRIPTION: Type of driver license issued to individual on record.
COMMON NAMES/ABBREVIATIONS: OLT
FIELD LOCATION, BEGIN/END: 190 - 191
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally mandatory
EXAMPLES: A, B, etc.
REMARKS: If populated, the Driver License Number (OLN) and Driver License State (OLS) are mandatory. If Texas is the issuing state, only the following codes are valid:
LICENSE TYPE CODE
CDL "A" AC
CDL "B" BC
CDL "C" CC
CDL "M" MC
"A" A
"B" B
"C" C
"M" M
INSTRUCTION PERMIT IP
"AM" AM
"BM" BM
"CM" CM
PROVISIONAL PR
MINOR RESTRICTED MR
OCCUPATIONAL OC
OTHER XX
DATA ELEMENT: Operator License Number
DESCRIPTION: Driver license number of individual on record
COMMON NAMES/ABBREVIATIONS: OLN
FIELD LOCATION, BEGIN/END: 192 - 216
LENGTH: 25
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 25
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: 01020304
REMARKS: If populated, the Operator License Type (OLT) and Driver License State (OLS) are mandatory. This field must be left justified. A Texas OLN must have 7 or 8 numerics and cannot be one consecutive numeric number or be a repeating number.
Other states can range from 1 to 25 alpha and numeric combinations except cannot be all zeros. Spaces and special characters are not allowed.
DATA ELEMENT: Operator License State
DESCRIPTION: State or country issuing driver license to individual on record.
COMMON NAMES/ABBREVIATIONS: OLS
FIELD LOCATION, BEGIN/END: 217 - 218
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Texas - TX
REMARKS: If populated, the Driver License Number (OLN) and Operator License Type (OLT) are mandatory. This field should be populated with the two-character code for states in the United States. See Appendix A for valid entries (only use state codes).
DATA ELEMENT: Identification Card Number
DESCRIPTION: Identification Card Number issued by state or country.
COMMON NAMES/ABBREVIATIONS: IDN
FIELD LOCATION, BEGIN/END: 219 - 243
LENGTH: 25
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 25
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
REMARKS: If populated, the Identification Card State (IDS) is mandatory. This field must be left justified. A Texas IDN must have 7 or 8 numerics and cannot be one consecutive numeric number or be a repeating number.
Other states can range from 1 to 25 alpha and numeric combinations except cannot be all zeros.
DATA ELEMENT: Identification Card State
DESCRIPTION: State or country issuing identification card to individual on record.
COMMON NAMES/ABBREVIATIONS: IDS
FIELD LOCATION, BEGIN/END: 244 - 245
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Texas - TX
REMARKS: If populated, the Identification Card Number (IDN) is mandatory. This field should be populated with the two-character code for states in the United States. See Appendix A for valid entries (only use state codes).
DATA ELEMENT: Identification Comments
DESCRIPTION: General comments used to further identify the individual on record.
COMMON NAMES/ABBREVIATIONS: ICO
FIELD LOCATION, BEGIN/END: 246 - 295
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLES: Not identical with DPS #.
REMARKS: DPS internal function.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 296 - 296
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Ethnicity of Individual
DESCRIPTION: Ethnic origin of individual on record.
COMMON NAMES/ABBREVIATIONS: ETH
FIELD LOCATION, BEGIN/END: 297 - 297
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: ETHNICITY CODE
Hispanic H
Non-Hispanic N
Unknown Blank
REMARKS: Currently, CCH only records whether or not the individual is of Hispanic descent.
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: Control number assigned at the time of arrest or for an applicant transaction.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 298 - 307
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: For arrests see TRN in Section III - Arrest. For applicants TRN must be 10 characters with no other validations. The TRN in this field must match the TRN field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: Agency Case Number
DESCRIPTION: Number submitted by agency to further identify an individual.
COMMON NAMES/ABBREVIATIONS: OCA
FIELD LOCATION, BEGIN/END: 308 - 319
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: The only special character allowed is a hyphen (-). The data in this field must match the OCA field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: ORI of the Arresting, Referring or Applicant Agency
DESCRIPTION: Originating agency ID of the arresting, referring or applicant agency.
COMMON NAMES/ABBREVIATIONS: ORIA
FIELD LOCATION, BEGIN/END: 320 - 328
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARRESTING AGENCY ORIA
San Antonio Police Department TXSPD0000
Anderson County Sheriff’s Office Palestine TX0010000
Houston Police Department Applicant TXHPD00H1
REMARKS: It is an assigned FBI number of nine characters.
NOTE: In CCH the ORI field within the charge section is populated with the ORIA and may differ from the ORI field within the arrest section on additional charges. The data in this field must match the ORIA field in the Identification Supplement (EHN) Segment.
DATA ELEMENT: License Flags Submitted By AFIS
DESCRIPTION: Indicator flags that denote a license held or being applied for by the person in question. Used only by AFIS.
COMMON NAMES/ABBREVIATIONS: APP
FIELD LOCATION, BEGIN/END: 329 - 348
LENGTH: 20
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 20
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: DPS use only.
DATA ELEMENT: AFIS Tracking Control Number – Not Applicable
DESCRIPTION: AFIS Tracking Control Number
COMMON NAMES/ABBREVIATIONS: ATC
FIELD LOCATION, BEGIN/END: 349 - 359
LENGTH: 11
MINIMUM/MAXIMUM CHARACTERS: Min 11/Max 11
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: AFIS Sequence Number – Not Applicable
DESCRIPTION: AFIS Sequence Number
COMMON NAMES/ABBREVIATIONS: ASN
FIELD LOCATION, BEGIN/END: 360 - 363
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: Operator License Expiration Date
DESCRIPTION: Expiration date of license.
COMMON NAMES/ABBREVIATIONS: OLX
FIELD LOCATION, BEGIN/END: 364 - 371
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: The date must be valid and greater than the current date.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 372 - 396
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date last update
DESCRIPTION: Last activity date against an entire jacket
COMMON NAMES/ABBREVIATIONS: DLU
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Jacket type
DESCRIPTION: Indicates the type of jacket
COMMON NAMES/ABBREVIATIONS: IND/JST
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
EXAMPLES:
|Code |Value |Description |
|A |FULL III |III (criminal jacket with FBI number) |
|C |CONSOLIDATED SID |Consolidated - should have only INDV and nothing else |
|I |IDENTIFICATION ONLY |Criminal jacket but no machine readable arrest data (all in paper files somewhere at DPS) |
|P |IDENT ONLY - NON CRIMINAL |Applicant - no criminal history |
|R |RETIRED |DPS number has been retiredand cannot be reused. It should have only INDV and nothing else.|
| | |It should never be involved in consolidation. |
|U |UNSUPPORTED |DPS_NBR is null - the actual dps_nbr value is in SID_NBR in corresponding persoc record. |
| | |Should never be involved in consolidation. |
|X |TCIC JACKET |Criminal jacket but not III (usually no FBI number) |
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Non-Classifiable Fingerprints
DESCRIPTION: The fingerprints for this individual have not or cannot be classified.
COMMON NAMES/ABBREVIATIONS: NCP
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only. Valid values when filled are "N" or (blank).
DATA ELEMENT: Corrections Tracking System Flag
DESCRIPTION: Indicates that additional information is available from the TDCJ Corrections Tracking System.
COMMON NAMES/ABBREVIATIONS: CTS
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Single or Multi-State Code
DESCRIPTION: Indicates whether the individual has criminal records in a single state (Texas) or multiple states. Interstate Identification Index - III
COMMON NAMES/ABBREVIATIONS: III
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Firearm Indicator
DESCRIPTION: Indicating whether or not the individual is prohibited from purchasing firearms.
COMMON NAMES/ABBREVIATIONS: FIF
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Flash Notice
DESCRIPTION: The ORI of the supervising agency.
COMMON NAMES/ABBREVIATIONS: FLA
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
Section II - Identification Supplement
(EHN Segment)
Texas Type 2: 2.411
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
EHN MHN XHN
REMARKS: The MKE is used to submit records to CCH, but is not captured in CCH. Modifications and deletions are available only to DPS.
DATA ELEMENT: Error Indicator – Not Applicable
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REMARKS: This field does not apply to the EHN segment.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0358
REMARKS: EHN submissions must be 0358 in length. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record. This date must match the date of entry in the Identification (EH) Segment.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. See Appendix I. The data in this field must match the ORG field in the Identification (EH) Segment.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH. The data in this field must match the OPR field in the Identification (EH) Segment.
DATA ELEMENT: Destination ORI
DESCRIPTION: ORI of the agency the record is being sent to.
COMMON NAMES/ABBREVIATIONS: DES
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: The purpose of this field has been eliminated. If there is data in this field it must match the DES field in the Identification (EH) Segment.
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must be the same as on identification segment.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers. Not required if Electronic Arrest Reporting (EAR). The data in this field must match the DPS/SID field in the Identification (EH) Segment.
DATA ELEMENT: Check Name
DESCRIPTION: The first nine characters of the subject’s master name.
COMMON NAMES/ABBREVIATIONS: CKN
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: This field is used in transactions from DPS AFIS to CCH.
DATA ELEMENT: Alias Name(s)
DESCRIPTION: Additional or alternate spellings of name(s) used by individual on record.
COMMON NAMES/ABBREVIATIONS: AKA1, AKA2, AKA3, AKA4
FIELD LOCATION, BEGIN/END: 054 – 083, 084 – 113, 114 – 143, 144 - 173
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: Bosshog
Daisy
REMARKS: Nicknames will be entered as an alias with the Nickname followed by a comma and “XX”.
Example: Bosshog,XX Daisy,XX
The interface specifications allow only four (4) AKA's per transaction. Electronic reporters can send only four (4) valid AKA’s per EHN record, however multiple EHNs may be sent as needed.
DATA ELEMENT: Scars, Marks, Tattoos
DESCRIPTION: Scars, marks, tattoos, artificial or missing body parts, physical defects, skin discolorations, needle marks on individual on record.
COMMON NAMES/ABBREVIATIONS: SMT1, SMT2, SMT3
FIELD LOCATION, BEGIN/END: 174 – 183, 184 – 193, 194 - 203
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: SCARS, MARKS, TATTOOS CODE
scar upper left arm SC UL ARM
artificial right arm ART R ARM
REMARKS: This includes any artificial or missing body parts, physical defects, skin discolorations or needle marks and tattoos. A maximum of 10 different SMT entries may be kept and must be a coded string from the SMT table. Electronic reporters can send only three (3) valid SMTs per EHN record, however multiple EHNs may be sent as needed. See Appendix B.
DATA ELEMENT: Alias Date of Birth
DESCRIPTION: Additional dates of birth used by individual on record.
COMMON NAMES/ABBREVIATIONS: ADB1, ADB2
FIELD LOCATION, BEGIN/END: 204 – 211, 212 - 219
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 01011925
REMARKS: The first DOB entered into a jacket will be the Master DOB. Subject must be between ages of 10 and 125 years of age for a criminal entry. Juveniles are between 10 and 16 years of age. Applicant DOB must be between the ages of 1 and 125 years of age. All other DOBs will be applied as an alias.
DATA ELEMENT: Miscellaneous numbers
DESCRIPTION: Unique number(s) assigned to individual on record by a specified agency.
COMMON NAMES/ABBREVIATIONS: MNU1, MNU2
FIELD LOCATION, BEGIN/END: 220 – 234, 235 - 249
LENGTH: 15
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 15
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: AGENCY CODE
Air Force Serial Number AF
Veterans Administration Claim Number VA
REMARKS: Only an agency specified on the list will be considered valid for entry. First two characters must be taken from list and third character must be a dash (-). If number contains alphas this should also be entered. See Appendix D.
DATA ELEMENT: Social Security Number
DESCRIPTION: Social security account number(s) assigned to or used by individual on record.
COMMON NAMES/ABBREVIATIONS: SOC
FIELD LOCATION, BEGIN/END: 250 - 258
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: 467782658
REMARKS: Cannot have “666” or “000” in the 1st, 2nd and 3rd positions. Cannot have “00” in the 4th and 5th positions. Cannot have “0000” in the 6th, 7th, 8th and 9th positions. Cannot start with “9”. Examples of invalid entries: 001010001, 123456789 or any repeating numbers (222222222).
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: Control number assigned at the time of arrest or for an applicant transaction.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 259 - 268
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: For arrests see TRN in Section III - Arrest. For applicants TRN must be 10 characters with no other validations. The TRN in this field must match the TRN field in the Identification (EH) Segment.
DATA ELEMENT: Agency Case Number
DESCRIPTION: Number submitted by agency to further identify an individual.
COMMON NAMES/ABBREVIATIONS: OCA
FIELD LOCATION, BEGIN/END: 269 - 280
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: The only special character allowed is a hyphen (-). The data in this field must match the OCA field in the Identification (EH) Segment.
DATA ELEMENT: ORI of Arresting, Referring or Applicant Agency
DESCRIPTION: Originating agency ID of the arresting, referring or applicant agency.
COMMON NAMES/ABBREVIATIONS: ORIA
FIELD LOCATION, BEGIN/END: 281 - 289
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARRESTING AGENCY ORIA
San Antonio Police Department TXSPD0000
Anderson County Sheriff’s Office Palestine TX0010000
Houston Police Department Applicant TXHPD00H1
REMARKS: It is an assigned FBI number of nine characters.
NOTE: In CCH the ORI field within the charge section is populated with the ORIA and may differ from the ORI field within the arrest section on additional charges. The data in this field must match the ORIA field in the Identification (EH) Segment.
DATA ELEMENT: AFIS Tracking Control Number – Not Applicable
DESCRIPTION: AFIS Tracking Control Number
COMMON NAMES/ABBREVIATIONS: ATC
FIELD LOCATION, BEGIN/END: 290 - 300
LENGTH: 11
MINIMUM/MAXIMUM CHARACTERS: Min 11/Max 11
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: AFIS Sequence Number – Not Applicable
DESCRIPTION: AFIS Sequence Number
COMMON NAMES/ABBREVIATIONS: ASN
FIELD LOCATION, BEGIN/END: 301 - 304
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 305 - 358
LENGTH: 69
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
Section III - Arrest
(ER2 Segment)
Texas Type 2: 2.412
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
ER2/ER2S MR2 XR2
REMARKS: The MKE is used to submit records to CCH, but is not captured in CCH. Deletions can only be done by DPS.
DATA ELEMENT: Error Indicator – Not Applicable
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REMARKS: This field does not apply to the ER2 segment.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0477
REMARKS: ER2 submissions must be 0477 in length. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record. This date must match the date of entry in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. See Appendix I. The data in this field must match the ORG field in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH. The data in this field must match the OPR field in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: Destination ORI
DESCRIPTION: ORI of the agency the record is being sent to.
COMMON NAMES/ABBREVIATIONS: DES
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: The purpose of this field has been eliminated. If there is data in this field it must match the DES field in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must be the same as on identification segment.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers. Not required if Electronic Arrest Reporting (EAR). The data in this field must match the DPS/SID field in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Not Applicable
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: Control number assigned at the time of arrest.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 054 - 063
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: This field is required when an arrest is submitted. Pre-printed reporting forms will have assigned TRN. Agencies submitting electronic arrests will need to request a nine-digit TRN range and be able to compute the check digit. The TRN in this field must match the TRN field in the Identification (EH) and Identification Supplement (EHN) Segment. The TRN is 10 characters in length constructed as follows:
NNNNNNNNNC
N - Numeric digits 0 thru 9 (the nine position numeric number is fixed with zeros being entered).
C - Alpha/numeric check digit Modulus 11, 0-9 and X.
Algorithm for Computing the Check Digit
Each numeric position is assigned a weight. (See chart below) The weight is multiplied by the value of the position. The products are then added. The alpha check digit is then computed based on Modulus 11. The sum is divided by 11. The check digit number is equal to 11 minus the remainder. The letter "x" is used to represent the number ten.
Weight 10 9 8 7 6 5 4 3 2
N N N N N N N N N C
Example: 123456789?
1 x10 = 10 210/11 = 19 remainder 1
2 x 9 = 18
3 x 8 = 24 Check digit number 11 - 1 =10
4 x 7 = 28
5 x 6 = 30 Check digit is equal to ten.
6 x 5 = 30 Ten is represented by the
7 x 4 = 28 letter "x".
8 x 3 = 24
9 x 2 = 18
210
The check digit can be checked by summing the products of the first nine numbers, then adding the check digit value to that sum. The resulting sum is then divided by 11. If there is no remainder, then the check digit is correct.
Example: 123456789X
1 x 10= 10 210 + 10 = 220
2 x 9 = 18
3 x 8 = 24 220/11= 20 zero remainder.
4 x 7 = 28
5 x 6 = 30 Check digit is correct.
6 x 5 = 30
7 x 4 = 28
8 x 3 = 24
9 x 2 = 18
210
The only anomaly to this algorithm occurs when a number divides evenly into the summed products when determining the check digit. In this case the check digit will be zero.
Example: 1100000100
1 x 10= 10 22/11 = 2 remainder zero
1 x 9 = 9
0 x 8 = 0 Check digit is 0 (zero)
0 x 7 = 0
0 x 6 = 0
0 x 5 = 0
0 x 4 = 0
1 x 3 = 3
0 x 2 = 0
22
DATA ELEMENT: Sequence
DESCRIPTION: Indicator of multiple arrests of an individual on the same day, but by different agencies.
COMMON NAMES/ABBREVIATIONS: SEQ
FIELD LOCATION, BEGIN/END: 064 - 064
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: A
REMARKS: All submissions should be transmitted with an “A”, any subquential submissions will be assigned by DPS. Each arrest is assigned a letter from the alphabet respective to the order in which they are entered. Therefore, only twenty-six arrests can occur on one date of arrest for a single subject.
DATA ELEMENT: Date of arrest or detention.
DESCRIPTION: Date subject was arrested or detained.
COMMON NAMES/ABBREVIATIONS: DOA
FIELD LOCATION, BEGIN/END: 065 - 072
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: DOA may not be greater than the current date. DOA must be the same on additional Arrest (ER2) Segments.
Juvenile reporting: Due to the nature of juvenile reporting the DOA can occur after the ADA, which is used as the Referral date.
DATA ELEMENT: ORI of Arresting or Referring Agency
DESCRIPTION: Originating agency ID of the arresting or referring agency.
COMMON NAMES/ABBREVIATIONS: ORIA
FIELD LOCATION, BEGIN/END: 073 - 101
LENGTH: 29
MINIMUM/MAXIMUM CHARACTERS: Min 9 to Max 29
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARRESTING AGENCY ORIA
San Antonio Police Department TXSPD0000
Anderson County Sheriff’s Office Palestine TX0010000
REMARKS: It is an assigned FBI number of nine characters.
NOTE: In CCH the ORI field within the charge section is populated with the ORIA and may differ from the ORI field within the arrest section on additional charges. The data in this field must match the ORIA field in the Identification (EH), Identification Supplement (EHN) Segment and additional Arrest (ER2) Segments.
DATA ELEMENT: Arrest Name
DESCRIPTION: Name used by individual at time of arrest.
COMMON NAMES/ABBREVIATIONS: ANA
FIELD LOCATION, BEGIN/END: 102 - 131
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: Wright,John Charles
REMARKS: Format is the same as NAM in Identifcation (EH) Segment. The arrest name will be added as an alias, if not the master name. If more than one Arrest (ER2) Segment is created in a transaction, the ANA must be the same on additional Arrest (ER2) Segments. The ANA should match the NAM on a criminal livescan transactions.
DATA ELEMENT: Address Street
DESCRIPTION: Street address provided by subject at the time of arrest.
COMMON NAMES/ABBREVIATIONS: AD1
FIELD LOCATION, BEGIN/END: 132 - 161
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: 123 Main Street
REMARKS: If populated, the address city (ADC), address state (ADS) and address zip (ADZ) are mandatory. AD1 must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Address City
DESCRIPTION: City of residence provided by subject at the time of arrest.
COMMON NAMES/ABBREVIATIONS: ADC
FIELD LOCATION, BEGIN/END: 162 - 181
LENGTH: 20
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 20
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Gotham City
REMARKS: If populated, the address street (AD1), address state (ADS) and address zip (ADZ) are mandatory. ADC must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Address State
DESCRIPTION: State or Country of residence provided by subject at the time of arrest.
COMMON NAMES/ABBREVIATIONS: ADS
FIELD LOCATION, BEGIN/END: 182 - 183
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
EXAMPLES: New York - NY
REMARKS: If populated, the address state (AD1), address city (ADC) and address zip (ADZ) are mandatory. This field should be populated with the two-character code for states in the United States. See Appendix A for valid entries (only use state codes). ADS must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Address Zip
DESCRIPTION: Zip Code provided by subject at the time of arrest.
COMMON NAMES/ABBREVIATIONS: ADZ
FIELD LOCATION, BEGIN/END: 184 - 192
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: 78752
REMARKS: If populated, the address street (AD1), address city (ADC) and address state (ADS) are mandatory. Must be left justified and can be five or nine digits - no hyphens. If zip code is unknown, use 99999. ADZ must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Hazardous Materials
DESCRIPTION: Indicates subject was transporting hazardous material at the time of arrest.
COMMON NAMES/ABBREVIATIONS: HAZ
FIELD LOCATION, BEGIN/END: 193 - 193
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
REMARKS: Valid values when filled are "N" or "Y" or (blank). When CMV is "Y", HAZ must be a "Y" or an "N". When CMV is "N", HAZ must be blank. When CMV is blank HAZ must be blank. HAZ must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Commercial Motor Vehicle
DESCRIPTION: Indicates subject was operating a commercial vehicle at the time of arrest.
COMMON NAMES/ABBREVIATIONS: CMV
FIELD LOCATION, BEGIN/END: 194 - 194
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
REMARKS: Valid values when filled are "N" or "Y" or (blank). When CMV is "Y", HAZ must be a "Y" or an "N". When CMV is "N", HAZ must be blank. When CMV is blank HAZ must be blank. CMV must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: License Plate Number
DESCRIPTION: License plate number of vehicle operated at the time of arrest.
COMMON NAMES/ABBREVIATIONS: LIC
FIELD LOCATION, BEGIN/END: 195 - 204
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
REMARKS: If populated, the license plate state registration (LIS), and license plate year registration (LIY) are mandatory. LIC must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: License Plate State Registration
DESCRIPTION: State issuing registration (license) of vehicle operated by individual at time of arrest.
COMMON NAMES/ABBREVIATIONS: LIS
FIELD LOCATION, BEGIN/END: 205 - 206
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Texas – TX
REMARKS: If populated, the license plate number (LIC), and license plate year registration (LIY) are mandatory. This field should be populated with the two-character code for states in the United States. See Appendix A for valid entries (only use state codes). LIS must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: License Plate Year Registration
DESCRIPTION: Year of registration (license plate) expiration of vehicle operated by individual at time of arrest.
COMMON NAMES/ABBREVIATIONS: LIY
FIELD LOCATION, BEGIN/END: 207 - 210
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: 2014
REMARKS: If populated, the license plate number (LIC), and license plate state registration (LIS) are mandatory. LIY must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Arresting Agency Identification Number
DESCRIPTION: Number used by arresting agency to further identify a subject.
COMMON NAMES/ABBREVIATIONS: AGN
FIELD LOCATION, BEGIN/END: 211 - 225
LENGTH: 15
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 15
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: AGN must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Agency Case Number
DESCRIPTION: Number submitted by agency to further identify an individual.
COMMON NAMES/ABBREVIATIONS: OCA
FIELD LOCATION, BEGIN/END: 226 - 237
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: The only special character allowed is a hyphen (-). The data in this field on the first Arrest (ER2) Segment must match the OCA field in the Identification (EH) and Identification Supplement (EHN) Segment.
DATA ELEMENT: Presence/Use of Firearm
DESCRIPTION: Indicates use or presence and type of firearm at the time of arrest.
COMMON NAMES/ABBREVIATIONS: GUN
FIELD LOCATION, BEGIN/END: 238 - 238
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: A blank will indicate that no firearm is present. If a firearm is present, use the NCIC code to denote type of firearm. GUN must be the same on additional Arrest (ER2) Segments.
Weapon Type Code
Ammunition F
Bomb H
Cannon A
Disguised gun D
Electric Shock gun E
Grenade G
Machine gun M
Mine I
Missile J
Mortar O
Pistol P
Rifle R
Rifle-shotgun combination C
Rocket K
Shotgun S
Shotgun Pistol Q
Silencer (muffler or sound moderator) V
Submachine gun or machine pistol B
All others (including guns that
fire electrically charged darts) Z*
DATA ELEMENT: Tracking Incident Number Suffix
DESCRIPTION: Alpha/Numeric suffix added to TRN to indicate or track multiple charges and/or counts per arrest.
COMMON NAMES/ABBREVIATIONS: TRS
FIELD LOCATION, BEGIN/END: 239 - 242
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: *001 First charge of an old date of arrest(Pre-TRN/1993).
A001 First charge on an arrest.
REMARKS: The first character is alpha, followed by three remaining numeric characters. Format is ANNN where "A" is an alpha character indicating entry charge and "NNN" is a three digit numeric sub field indicating charge sequence in relation to arrest TRN, beginning with 001. A000 is invalid.
NOTE - If any TRS of a DOA/SEQ cycle has the alpha "*" prefix; all alpha prefixes for that DOA/SEQ cycle must be "*". If a TRS for a DOA/SEQ cycle has the "*" prefix then the TRN field for that cycle must be blank. Alpha prefix equate to the following:
ALPHA REFERRED TO
* Old Arrests (Arrest recorded prior to CJIS Implementation)
DATA ELEMENT: Date of Offense
DESCRIPTION: The date the offense occurred.
COMMON NAMES/ABBREVIATIONS: DOO
FIELD LOCATION, BEGIN/END: 243 - 250
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 01142014
REMARKS: Cannot be later than DOA.
DATA ELEMENT: Arrest Offense Numeric
DESCRIPTION: Code of charges during arrest. The four digit NCIC offense code followed by the four digit state modifier.
COMMON NAMES/ABBREVIATIONS: AON
FIELD LOCATION, BEGIN/END: 251 - 258
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 35990130
REMARKS: In the following format XXXX0000, XXXX is the portion of the field which relates to the NCIC Uniform Offense Classification. The 0000 segment of the number will represent Texas specific statutes. See Appendix K.
NOTE:
- Federal offense code 88888888 must be used with level and degree F*. For adult arrests only.
- Class C offense codes must be used with level and degree MC. Juvenile Class C submissions are prohibited.
DATA ELEMENT: Arrest Offense Literal
DESCRIPTION: Field used to further explain/clarify the offense and/or victim’s age.
COMMON NAMES/ABBREVIATIONS: AOL
FIELD LOCATION, BEGIN/END: 259 - 304
LENGTH: 46
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 46
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLE 1: If the individual was charged with murder, the AOL field can be used to list the weapon used in the commission of the murder.
EXAMPLE 2: If the VIC field is 00 the AOL field must be populated with the victim’s age if less than one year. 6 days, 6 weeks or 6 mths.
REMARKS: It must not be a restatement of the translation for the AON.
DATA ELEMENT: Statute Citation
DESCRIPTION: Statute citation of the offense charged.
COMMON NAMES/ABBREVIATIONS: CIT
FIELD LOCATION, BEGIN/END: 305 - 321
LENGTH: 17
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 17
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: PC 22.01(a)(1)
REMARKS: Special characters allowed, except underscore (_).
DATA ELEMENT: Level and degree of Arrest Offense
DESCRIPTION: Level and degree of offense charged at the time of arrest.
COMMON NAMES/ABBREVIATIONS: LDA
FIELD LOCATION, BEGIN/END: 322 - 323
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: CODED LEVEL AND DEGREE
F* Felony – Unclassified
FS Felony – State Jail
FX Felony – Capital
F1 Felony – 1st Degree
F2 Felony – 2nd Degree
F3 Felony – 3rd Degree
M* Misdemeanor – Unclassified
MA Misdemeanor – Class A
MB Misdemeanor – Class B
MC Misdemeanor – Class C
REMARKS: The first character is level and must be "M" for misdemeanor or "F" for felony. The second character contents depend on the first character as above.
NOTE:
Federal offense code 88888888 must be used with F*.
Class C offense codes must be used with MC. Juvenile Class C submissions are prohibited.
DATA ELEMENT: General Offense Character - Arrest
DESCRIPTION: Further describes nature of offense charged during arrest.
COMMON NAMES/ABBREVIATIONS: GOCA
FIELD LOCATION, BEGIN/END: 324 - 324
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLE: This is a one character alphabetic field which must contain one of the codes listed below:
GENERAL OFFENSE CODE Attempt to Commit A
Conspiracy to Commit C
Facilitation of F*
Criminal Solicitation of a Minor M
Solicitation to Commit S
Renunciation of R*
Threat to Commit T*
Aid/abet X*
Accessory Before the Fact Y*
Accessory After the Fact Z*
* No longer valid for new charges
DATA ELEMENT: Arrest Disposition Numeric
DESCRIPTION: Disposition of subject at the time of arrest.
COMMON NAMES/ABBREVIATIONS: ADN
FIELD LOCATION, BEGIN/END: 325 - 327
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
REMARKS: Must contain Arrest Disposition Numeric (ADN) Field Code as listed in Appendix E.
ADN 233 must only be used with the list of class C offense codes.
ADN 234 must only be used with the federal offense code 88888888.
DATA ELEMENT: Arrest Disposition Data
DESCRIPTION: Used to describe or clarify the ADN.
COMMON NAMES/ABBREVIATIONS: ADD
FIELD LOCATION, BEGIN/END: 328 - 359
LENGTH: 32
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 32
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Not to be used to restate the translation of the ADN.
DATA ELEMENT: Arrest Disposition Date
DESCRIPTION: Date of disposition immediate to arrest.
COMMON NAMES/ABBREVIATIONS: ADA
FIELD LOCATION, BEGIN/END: 360 - 367
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 01142014
REMARKS: The ADA may not be prior to the DOO and the DOA or later than the current date. Juvenile Reporting Only: the ADA (referral date) can be prior but not more than 10 days after the DOA unless the ADN is 226 or 227.
DATA ELEMENT: Referred to Prosecutor ORI
DESCRIPTION: ORI of the prosecutor that the case is being referred to.
COMMON NAMES/ABBREVIATIONS: REF
FIELD LOCATION, BEGIN/END: 368 - 376
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX170015A
REMARKS: This ORI will be used to route arrest information to Disposition Reporting agencies.
DATA ELEMENT: Juvenile Subject Flag
DESCRIPTION: Flag set to identify a juvenile detention.
COMMON NAMES/ABBREVIATIONS: JUV
FIELD LOCATION, BEGIN/END: 377 - 377
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory for juvenile reporting
EXAMPLES: "J"
REMARKS: This field will be blank when reporting an adult arrest. JUV must be the same on additional Arrest (ER2) Segments.
DATA ELEMENT: Miss Rap – Not Applicable
DESCRIPTION: Correction to existing CCH record that was updated with the incorrect SID.
COMMON NAMES/ABBREVIATIONS: MRAP
FIELD LOCATION, BEGIN/END: 378 – 385
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REMARKS: Used only by AFIS to identify miss raps in CCH.
DATA ELEMENT: AFIS Tracking Control Number – Not Applicable
DESCRIPTION: AFIS Tracking Control Number
COMMON NAMES/ABBREVIATIONS: ATC
FIELD LOCATION, BEGIN/END: 386 - 396
LENGTH: 11
MINIMUM/MAXIMUM CHARACTERS: Min 11/Max 11
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: AFIS Sequence Number – Not Applicable
DESCRIPTION: AFIS Sequence Number
COMMON NAMES/ABBREVIATIONS: ASN
FIELD LOCATION, BEGIN/END: 397 - 400
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: Domestic Violence Indicator
DESCRIPTION: Indicates family violence on the offense for the arrest segment.
COMMON NAMES/ABBREVIATIONS: DMV
FIELD LOCATION, BEGIN/END: 401 - 401
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: The field must be populated with a Y or left blank.
DATA ELEMENT: Victim Age
DESCRIPTION: Indicates the age of victim at the time of offense on arrest segment.
COMMON NAMES/ABBREVIATIONS: VIC
FIELD LOCATION, BEGIN/END: 402 - 403
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: VIC: 61
VIC: 05
VIC: 00 AOL: 9 Months
VIC: 00 AOL: 6 Days
REMARKS: The field must be populated with the age in years 00-99. If the victim is under one year or over 99 years of age 00 should be used and AOL must be populated with the age. The VIC field is required with Chapter 66.102 (h) of the Code of Criminal Procedure.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 404 - 477
LENGTH: 74
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 74
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date last update
DESCRIPTION: Last activity date against an entire jacket
COMMON NAMES/ABBREVIATIONS: DLU
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
DATA ELEMENT: Census Tract Number
DESCRIPTION: Juvenile Census Tract Number.
COMMON NAMES/ABBREVIATIONS: CTN
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 15
MINIMUM/MAXIMUM CHARACTERS: Min 15/Max 15
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
Section IV - Prosecution
(ER3 Segment)
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
ER3 MR3 XR3
REMARKS: An ER3 can only be submitted and applied if an ER4 does not exist. Deletions can only be done by DPS. ER3 records are only used to report adult information. Juvenile information reported in the ER3 format will be rejected.
DATA ELEMENT: Error Indicator
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Present only on returned records - not used for submission of segments.
EXAMPLES: " " (blank) - No errors
"X" - segment not applied due to error(s)
REMARKS: If the segment is in error, the returned record will be appended with 100 bytes which will be used to denote the specific errors. Error definitions can be found in the CCH Transaction Format Guide. Error indicator is not captured in CCH.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0252
REMARKS: ER3 submissions must be 0252 in length. ER3 returns may be 0252 or 0352 in length, depending if there are errors in the original submission. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. Prosecution (ER3) Segment must use Appendix I.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH.
DATA ELEMENT: Agency ORI
DESCRIPTION: ORI of the arresting agency.
COMMON NAMES/ABBREVIATIONS: AGY
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for electronic disposition reporting (EDR).
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must match the associated arrest.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: The tracking incident number assigned at the time of the arrest.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 054 - 063
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: The tracking incident number on the ER3 segment must correspond with the tracking incident number issued at the time of the arrest. See TRN in Section III - Arrest.
DATA ELEMENT: Sequence
DESCRIPTION: Sequence indicator of multiple arrests on same day. Must correspond with the sequence on the arrest segment.
COMMON NAMES/ABBREVIATIONS: SEQ
FIELD LOCATION, BEGIN/END: 064 - 064
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: A
REMARKS: All submissions should be transmitted with an “A”, any subquential submissions will be assigned by DPS. Each arrest is assigned a letter from the alphabet respective to the order in which they are entered. Therefore, only twenty-six arrests can occur on one date of arrest for a single subject.
DATA ELEMENT: Date of arrest.
DESCRIPTION: Date subject was arrested.
COMMON NAMES/ABBREVIATIONS: DOA
FIELD LOCATION, BEGIN/END: 065 - 072
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: DOA may not be greater than the current date. ER3 segment DOA must match Arrest Segment date of arrest.
DATA ELEMENT: Tracking Incident Number Suffix
DESCRIPTION: Alpha/Numeric suffix added to the TRN to indicate or track multiple charges and/or counts per prosecutor or court.
COMMON NAMES/ABBREVIATIONS: TRS
FIELD LOCATION, BEGIN/END: 073 - 076
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARREST CHARGES
A001 MURDER
A002 CRIMINAL TRESPASS
DISTRICT PROSECUTOR
A001 MURDER - ACCEPTED BY PROSECUTOR
D001 AGGRAVATED ROBBERY-ADDED BY DISTRICT PROSECUTOR
COUNTY PROSECUTOR
A002 CRIMINAL TRESPASS-ACCEPTED BY PROSECUTOR
C001 FORGERY-ADDED BY COUNTY PROSECUTOR
REMARKS: Multiple occurring by charge. TRS's are four characters. The first position is an alpha character. The last three positions are numeric 001-999.
A = Arrest Charge
C = Charge added by County Prosecutor
D = Charge added by District Prosecutor
F = Charge added by Federal Prosecutor*
S = Charge added by Special Prosecutor*
X = Charge added by other Prosecutor*
*Not for current use, old submissions only
Arrest charges will be assigned TRS's sequentially preceded by "A". If the prosecutor accepts or changes the arrest charge, the TRS will remain the same. If the prosecutor rejects the charge and therefore does not intend to file the charge at all, then the TRS will remain the same. The prosecutor need only report that he has rejected the charge. If the prosecutor adds a charge(s) he will number them sequentially 001-999 preceded by the appropriate alpha character depending on the type of prosecutor as outlined above. The Tracking Incident Number Suffix (TRS) is an addendum to the Tracking Incident Number (TRN). These numbers together are necessary to track specific charges related to a specific incident involving a specific person.
DATA ELEMENT: ORI of the Prosecutor
DESCRIPTION: Originating agency ID of the prosecutor.
COMMON NAMES/ABBREVIATIONS: ORIP
FIELD LOCATION, BEGIN/END: 077 - 085
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX101015A
REMARKS: It is an assigned FBI number of nine characters. The agency identifier assigned to a Prosecutor's office will end in "A".
DATA ELEMENT: Prosecutor Action Date
DESCRIPTION: Action date by prosecutor.
COMMON NAMES/ABBREVIATIONS: PAD
FIELD LOCATION, BEGIN/END: 086 - 093
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Cannot be prior to the ADA. PAD is required for all PAF codes.
DATA ELEMENT: Prosecutor Action Field
DESCRIPTION: Denotes the action taken by the prosecutor of the TRS in question.
COMMON NAMES/ABBREVIATIONS: PAF
FIELD LOCATION, BEGIN/END: 094 - 094
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
REMARKS: See Appendix M for valid codes.
DATA ELEMENT: General Offense Character - Prosecutor
DESCRIPTION: One character that describes action related to actual offense.
COMMON NAMES/ABBREVIATIONS: GOCP
FIELD LOCATION, BEGIN/END: 095 - 095
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLE: This is a one character alphabetic field which must contain one of the codes listed below:
GENERAL OFFENSE CODE Attempt to Commit A
Conspiracy to Commit C
Facilitation of F*
Criminal Solicitation of a Minor M
Solicitation to Commit S
Renunciation of R*
Threat to Commit T*
Aid/abet X*
Accessory Before the Fact Y*
Accessory After the Fact Z*
* No longer valid for new charges
DATA ELEMENT: Prosecutor Offense Numeric
DESCRIPTION: Code of charges at the time of prosecution. Comprised of four digit NCIC Classification and four digit TX Uniform Offense Classification.
COMMON NAMES/ABBREVIATIONS: PON
FIELD LOCATION, BEGIN/END: 096 - 103
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 09001234
REMARKS: In the following format XXXX0000, XXXX is the portion of the field which corresponds with a code from NCIC Uniform Offense Classification. The 0000 portion refers to Texas specific statutes. See Appendix K.
DATA ELEMENT: Prosecution Offense Literal
DESCRIPTION: Field used to further describe offense prosecuted and/or the victim’s age.
COMMON NAMES/ABBREVIATIONS: POL
FIELD LOCATION, BEGIN/END: 104 - 149
LENGTH: 46
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 46
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLE 1: Subject used a knife
EXAMPLE 2: If the VIC field is 00 the POL field must be populated with the victim’s age if less than one year. 6 days, 6 weeks or 6 mths.
REMARKS: It must not be a restatement of the translation for the PON.
DATA ELEMENT: Level and degree of the Prosecuted Offense
DESCRIPTION: Indicates the level and degree of the prosecuted offense.
COMMON NAMES/ABBREVIATIONS: LDP
FIELD LOCATION, BEGIN/END: 150 - 151
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: CODED LEVEL AND DEGREE
F* Felony – Unclassified
FS Felony – State Jail
FX Felony – Capital
F1 Felony – 1st Degree
F2 Felony – 2nd Degree
F3 Felony – 3rd Degree
M* Misdemeanor – Unclassified
MA Misdemeanor – Class A
MB Misdemeanor – Class B
MC Misdemeanor – Class C
REMARKS: The first character is level and must be "M" for misdemeanor or "F" for felony. The second character contents depend on the first character as above.
DATA ELEMENT: Consolidated State Identification Number (SID)
DESCRIPTION: The SID number that the information concerning the arrest in question has been consolidated with.
COMMON NAMES/ABBREVIATIONS: CONS
FIELD LOCATION, BEGIN/END: 152 - 159
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REMARKS: If this SID has been consolidated, then the transaction will be rejected but the new SID number will be placed in this field for inclusion in the return file.
DATA ELEMENT: Name of Individual
DESCRIPTION: Complete master name of individual on record.
COMMON NAMES/ABBREVIATIONS: NAM
FIELD LOCATION, BEGIN/END: 160 - 189
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: Smith,John Henry
Smith,John H Q
Smith,John Henry Jr
Smith,John Henry Lewis
Smithwick,Johnathan Henry Lewis
Smith,J H
REMARKS: Maximum of 30 alpha characters in following order: mandatory surname, mandatory comma, mandatory first name or initial, mandatory space, middle name(s) or if any, with mandatory spaces between each, and suffix denoting seniority (Jr., III, etc.). Complete names are to be used if available. No portion of a name should be abbreviated. If name exceeds 30 characters, use the first valid 30 characters. Terms such as IO (initial only), NMI (no middle initial), NMN (no middle name), etc., will not be used.
The last name can be a minimum of one letter followed by a comma, then first name. A hyphen (-) is only permissable before the comma, only one hyphen (-) is allowed.
Titles or degrees of individuals, including foreign titles and degrees and their abbreviations are not used in the Name Field. Do Not Submit: Mr., Miss, Mrs., Ms., Rev., D.D.S., Capt., Ph.D., etc.
Apostrophe names should omit the apostrophe (') and insert a dash (-).
Example: O'Brian,First MIddle O-Brian,First Middle
McAdams,First Middle Mc-Adams,First Middle
Nicknames will be entered as an alias with the Nickname followed by a comma and “XX”.
Example: Shortie Shortie,XX
Compound last names should be separated by a dash (-).
Example: John Von Erick Von-Erick,John
Jose Rodriquez Gonzales Rodriguez-Gonzales,Jose
Special case names:
As a combination last name, SAINT will always be abbreviated.
Example: Julie St. John ST-John,Julie
No last name: If the individual does not have a last name.
Example: Steve Steve,XX
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 190 - 191
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date of Birth
DESCRIPTION: Date of birth of individual on record.
COMMON NAMES/ABBREVIATIONS: DOB
FIELD LOCATION, BEGIN/END: 192 - 199
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLE: 01011980
DATA ELEMENT: Domestic Violence Indicator
DESCRIPTION: Indicates family violence on the offense for the prosecutor segment.
COMMON NAMES/ABBREVIATIONS: DMV
FIELD LOCATION, BEGIN/END: 200 - 200
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: The field must be populated by Y or blank.
DATA ELEMENT: Victim Age
DESCRIPTION: Indicates the age of victim at the time of offense on prosecutor segment.
COMMON NAMES/ABBREVIATIONS: VIC
FIELD LOCATION, BEGIN/END: 201 - 202
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: VIC: 61
VIC: 05
VIC: 00 POL: 9 Months
VIC: 00 POL: 6 Days
REMARKS: The field must be populated with the age in years 00-99. If the victim is under one year 00 should be used and POL must be populated with the age. The VIC field is required with Chapter 66.102 (h) of the Code of Criminal Procedure.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 203 - 252
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date last update
DESCRIPTION: Last activity date against an entire jacket
COMMON NAMES/ABBREVIATIONS: DLU
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
Section V - Court
(ER4 Segment)
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
ER4 MR4 XR4
REMARKS: The MKE is used to submit records to CCH, but is not captured in CCH. Modifications and deletions can only be done by DPS.
DATA ELEMENT: Error Indicator
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Present only on returned records - not used for submission of segments.
EXAMPLES: " " (blank) - No errors
"X" - segment not applied due to error(s)
REMARKS: If the segment is in error, the returned record will be appended with 100 bytes which will be used to denote the specific errors. Error definitions can be found in the CCH Transaction Format document. Error indicator is not captured in CCH.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0533
REMARKS: ER4 submissions must be 0533 in length. ER4 returns may be 0533 or 0633 in length, depending if there are errors in the original submission. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. Court (ER4) Segment must use Appendix I.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH.
DATA ELEMENT: Agency ORI
DESCRIPTION: ORI of the arresting agency.
COMMON NAMES/ABBREVIATIONS: AGY
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for electronic disposition reporting (EDR).
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must match the associated arrest.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: The tracking incident number assigned at the time of the arrest.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 054 - 063
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: The tracking incident number on the ER4 segment must correspond with the tracking incident number issued at the time of the arrest. See TRN in Section III - Arrest.
DATA ELEMENT: Sequence
DESCRIPTION: Sequence indicator of multiple arrests on same day. Must correspond with the sequence on the arrest segment.
COMMON NAMES/ABBREVIATIONS: SEQ
FIELD LOCATION, BEGIN/END: 064 - 064
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: A
REMARKS: All submissions should be transmitted with an “A”, any subquential submissions will be assigned by DPS. Each arrest is assigned a letter from the alphabet respective to the order in which they are entered. Therefore, only twenty-six arrests can occur on one date of arrest for a single subject.
DATA ELEMENT: Date of arrest or detention.
DESCRIPTION: Date subject was arrested or detained.
COMMON NAMES/ABBREVIATIONS: DOA
FIELD LOCATION, BEGIN/END: 065 - 072
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: DOA may not be greater than the current date. ER4 segment DOA must match the ER2 segment DOA.
DATA ELEMENT: Tracking Incident Number Suffix
DESCRIPTION: Alpha/Numeric suffix added to the TRN to indicate or track multiple charges and/or counts per prosecutor or court.
COMMON NAMES/ABBREVIATIONS: TRS
FIELD LOCATION, BEGIN/END: 073 - 076
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARREST CHARGES
A001 MURDER
A002 CRIMINAL TRESPASS
DISTRICT PROSECUTOR
A001 MURDER - ACCEPTED BY PROSECUTOR
D001 AGGRAVATED ROBBERY-ADDED BY DISTRICT PROSECUTOR
COUNTY PROSECUTOR
A002 CRIMINAL TRESPASS-ACCEPTED BY PROSECUTOR
C001 FORGERY-ADDED BY COUNTY PROSECUTOR
REMARKS: Multiple occurring by charge. TRS's are four characters. The first position is an alpha character. The last three positions are numeric 001-999.
A = Arrest Charge
C = Charge added by County Prosecutor
D = Charge added by District Prosecutor
F = Charge added by Federal Prosecutor*
S = Charge added by Special Prosecutor*
X = Charge added by other Prosecutor*
*Not for current use, old submissions only
Arrest charges will be assigned TRS's sequentially preceded by "A". If the prosecutor accepts or changes the arrest charge, the TRS will remain the same. If the prosecutor rejects the charge and therefore does not intend to file the charge at all, then the TRS will remain the same. The prosecutor need only report that he has rejected the charge. If the prosecutor adds a charge(s) he will number them sequentially 001-999 preceded by the appropriate alpha character depending on the type of prosecutor as outlined above. The Tracking Incident Number Suffix (TRS) is an addendum to the Tracking Incident Number (TRN). These numbers together are necessary to track specific charges related to a specific incident involving a specific person.
DATA ELEMENT: Court Status Change
DESCRIPTION: Adult System: Used to indicate sequence of changes in court disposition, sentence, or status, including probation status.
Juvenile System: Used to indicate sequence of changes in intake, prosecution, court adjudications and dispositions, or status, including probation status.
COMMON NAMES/ABBREVIATIONS: CSC
FIELD LOCATION, BEGIN/END: 077 - 077
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
REMARKS: When reporting electronically, the "CSC" field must contain the letter "a". DPS will assign the actual "CSC" code to coincide with the sequence of the reported status change.
DATA ELEMENT: Cause Number
DESCRIPTION: Number assigned by the local agency for each charge.
COMMON NAMES/ABBREVIATIONS: CAU
FIELD LOCATION, BEGIN/END: 078 - 097
LENGTH: 20
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 20
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
DATA ELEMENT: Final Pleading to Offense
DESCRIPTION: Final pleading of the subject to the offense.
COMMON NAMES/ABBREVIATIONS: FPO
FIELD LOCATION, BEGIN/END: 098 - 098
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
REMARKS: Adult records must be coded as follows:
G - Guilty
N - Not Guilty
C - No Contest or Nolo Contendere
U - Unreported/or unknown
Juvenile records must be coded as follows:
A - Not Applicable
T - True
F - Not True
C - No Contest or Nolo Contendere
U - Unreported/or unknown
DATA ELEMENT: ORI of the Court
DESCRIPTION: Originating agency ID of the court.
COMMON NAMES/ABBREVIATIONS: ORIC
FIELD LOCATION, BEGIN/END: 099 - 127
LENGTH: 29
MINIMUM/MAXIMUM CHARACTERS: Min 9 to Max 29
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX101035J
REMARKS: It is an assigned FBI number of nine characters. The agency identifier assigned to a Court’s office will end in "J".
DATA ELEMENT: Court Disposition Date
DESCRIPTION: Adult Reporting: The date the case was disposed of.
Juvenile Reporting: The date of the intake, prosecutor or court action.
COMMON NAMES/ABBREVIATIONS: CDD
FIELD LOCATION, BEGIN/END: 128 - 135
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Adult Reporting: The CDD must remain the same for each court status and cannot precede the DOA. Juvenile Reporting: The CDD must change with each action taken by intake, prosecutor and court. The CDD cannot precede the ADA.
DATA ELEMENT: General Offense Character Court
DESCRIPTION: One character that describes action related to the actual offense.
COMMON NAMES/ABBREVIATIONS: GOCC
FIELD LOCATION, BEGIN/END: 136 - 136
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLE: This one character alphabetic field must contain one of the codes listed below:
GENERAL OFFENSE CODE Attempt to Commit A
Conspiracy to Commit C
Facilitation of F*
Criminal Solicitation of a Minor M
Solicitation to Commit S
Renunciation of R*
Threat to Commit T*
Aid/abet X*
Accessory Before the Fact Y*
Accessory After the Fact Z*
* No longer valid for new charges
DATA ELEMENT: Court Offense Numeric
DESCRIPTION: Numeric code of offense subject charged at time of judicial action. (Structured the same as AON)
COMMON NAMES/ABBREVIATIONS: CON
FIELD LOCATION, BEGIN/END: 137 - 144
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 09001234
REMARKS: In the following format XXXX0000, XXXX is the portion of the field which corresponds with a code from NCIC Uniform Offense Classification. The 0000 portion refers to Texas specific statutes. See Appendix K.
DATA ELEMENT: Court Offense Literal
DESCRIPTION: Field used to further explain/clarify the offense and/or victim’s age.
COMMON NAMES/ABBREVIATIONS: COL
FIELD LOCATION, BEGIN/END: 145 - 190
LENGTH: 46
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 46
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLE 1: If the individual was charged with murder, the COL field can be used to list the weapon used in the commission of the murder.
EXAMPLE 2: If the VIC field is 00 the COL field must be populated with the victim’s age if less than one year. 6 days, 6 weeks or 6 mths.
REMARKS: It must not be a restatement of the translation for the CON.
DATA ELEMENT: Statute Citation
DESCRIPTION: Statute citation of the disposed offense.
COMMON NAMES/ABBREVIATIONS: CIT
FIELD LOCATION, BEGIN/END: 191 - 207
LENGTH: 17
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 17
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLES: PC 22.01(a)(1)
REMARKS: Special characters allowed, except underscore (_).
DATA ELEMENT: Level and degree of the Court Offense
DESCRIPTION: Indicates the level and degree of the prosecuted offense.
COMMON NAMES/ABBREVIATIONS: LDC
FIELD LOCATION, BEGIN/END: 208 - 209
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 2/Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: CODED LEVEL AND DEGREE
F* Felony – Unclassified
FS Felony – State Jail
FX Felony – Capital
F1 Felony – 1st Degree
F2 Felony – 2nd Degree
F3 Felony – 3rd Degree
M* Misdemeanor – Unclassified
MA Misdemeanor – Class A
MB Misdemeanor – Class B
MC Misdemeanor – Class C
REMARKS: The first character is level and must be "M" for misdemeanor or "F" for felony. The second character contents depend on the first character as above.
DATA ELEMENT: Court Disposition Numeric, Pre Adjudication Numeric or Juvenile Adjudication Numeric
DESCRIPTION: Adult Records: The CDN is the numeric code for disposition of the case. Juvenile Records: The PAN is the numeric code for the action taken by the intake officials and prosecutor. The JAN is the numeric code for the adjudication of the juvenile court case.
COMMON NAMES/ABBREVIATIONS: CDN, PAN, JAN
FIELD LOCATION, BEGIN/END: 210 - 212
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
REMARKS: This field can be used to report multiple statuses per TRS. This field must contain a valid disposition numeric. See Appendix F.
DATA ELEMENT: Date of Sentence or Status Change
DESCRIPTION: Indicates date of sentencing or status change.
COMMON NAMES/ABBREVIATIONS: DOS
FIELD LOCATION, BEGIN/END: 213 - 220
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: This field is required for dispositions that have sentences, mandatory for status changes such as probation modification, revocation, discharge, etc.
NOTE: On juvenile submissions, the DOS must match the CDD.
DATA ELEMENT: Court Sentence Suspended - Time
DESCRIPTION: Indicates amount of time suspended by court.
COMMON NAMES/ABBREVIATIONS: CSS
FIELD LOCATION, BEGIN/END: 221 - 232
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLES: SENTENCE GIVEN CODE
30 days suspended 30D
1 year suspended 1Y
1 year 6 months 1Y6M
REMARKS: A field which reflects the sentence time which is stated specifically as suspended. This is expressed in years (Y), months (M) and/or days (D).
Used only for Adult reporting.
DATA ELEMENT: Court Sentence Suspended - Fine
DESCRIPTION: Indicates amount of fine suspended by court.
COMMON NAMES/ABBREVIATIONS: CSF
FIELD LOCATION, BEGIN/END: 233 - 240
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: $500.95 = 501
REMARKS: Entries should only reflect whole dollars, round cents off to the nearest whole dollar.
DATA ELEMENT: Court Confinement
DESCRIPTION: The amount of confinement time from the judicial action.
COMMON NAMES/ABBREVIATIONS: CMT
FIELD LOCATION, BEGIN/END: 241 - 252
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLE 1: SENTENCE GIVEN CODE 2-10 years 10Y
5 days-2 months 2M
EXAMPLE 2: SENTENCE GIVEN CODE 2 yrs, 5 mon, 5 dys 2Y5M5D
REMARKS: If confinement time is expressed as a variable length, always code as greater amount of time (See example 1). If a valid CMT is present, then a valid ARC must also be present. This is expressed in years (Y), months (M), and/or days (D) (See example 2).
NOTE: Life sentence must be coded 342 in CPN, CMT must be populated with the word "LIFE".
Death sentence must be coded 335 in the CPN, CMT must be populated with the word "Death" and the Level and Degree must be FX.
DATA ELEMENT: Court Probation
DESCRIPTION: Reflects the amount of time the subject is on probation.
COMMON NAMES/ABBREVIATIONS: CPR
FIELD LOCATION, BEGIN/END: 253 - 264
LENGTH: 12
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 12
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
EXAMPLE 1: SENTENCE GIVEN CODE 2-10 years 10Y
5 days-2 months 2M
EXAMPLE 2: SENTENCE GIVEN CODE 2 yrs, 5 mon, 5 dys 2Y5M5D
REMARKS: If probation time is expressed as a variable length, always code as greater amount of time (See example 1). If a valid CPR is present, then a valid ARC must also be present. This is expressed in years (Y), months (M), and/or days (D) (See example 2).
DATA ELEMENT: Court Fine
DESCRIPTION: The monetary amount of a fine established by the court.
COMMON NAMES/ABBREVIATIONS: CFN
FIELD LOCATION, BEGIN/END: 265 - 272
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: $500.95 = 501
REMARKS: Entries should only reflect whole dollars, round cents off to the nearest whole dollar.
DATA ELEMENT: Court Cost
DESCRIPTION: The amount of court cost imposed.
COMMON NAMES/ABBREVIATIONS: CST
FIELD LOCATION, BEGIN/END: 273 - 278
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
EXAMPLES: $500.95 = 501
REMARKS: Entries should only reflect whole dollars, round cents off to the nearest whole dollar.
DATA ELEMENT: Court Provision - Literal
DESCRIPTION: Additional data which further explains judicial ruling.
COMMON NAMES/ABBREVIATIONS: CPL
FIELD LOCATION, BEGIN/END: 279 - 328
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: This field must not be a translation of the CPN or JDN.
DATA ELEMENT: Court Provision Numeric for adult records or Juvenile Disposition Numeric for juvenile records.
DESCRIPTION: Field which further expresses status, sentence, or probation provisions.
COMMON NAMES/ABBREVIATIONS: CPN, JDN
FIELD LOCATION, BEGIN/END: 329 - 331
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional
REMARKS: See Appendix G for valid codes.
DATA ELEMENT: Date Case Appealed
DESCRIPTION: Used to show date of appeal of the charge.
COMMON NAMES/ABBREVIATIONS: DCA
FIELD LOCATION, BEGIN/END: 332 - 339
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Cannot be prior to the DOS. If the DCA is populated, the DDA is mandatory.
DATA ELEMENT: Disposition of Subject during Appeal
DESCRIPTION: Disposition of subject during appeal.
COMMON NAMES/ABBREVIATIONS: DDA
FIELD LOCATION, BEGIN/END: 340 - 342
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
REMARKS: If the DDA is populated the DCA is mandatory. See Appendix E for valid codes.
DATA ELEMENT: Final Court Decision on Appealed Case
DESCRIPTION: Final court decision on a case that was appealed.
COMMON NAMES/ABBREVIATIONS: FCD
FIELD LOCATION, BEGIN/END: 343 - 345
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
REMARKS: If the FCD is populated the DCA and DDA are mandatory. See Appendix L for valid codes.
394 - Reversed
395 - Remanded
DATA ELEMENT: Agency Receiving Custody
DESCRIPTION: Agency receiving custody of the subject sentenced to confinement or probation.
COMMON NAMES/ABBREVIATIONS: ARC
FIELD LOCATION, BEGIN/END: 346 - 374
LENGTH: 29
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 29
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX001023G or Anderson County Juvenile Probation or JPO
TX236065C or Texas Dept. of Criminal Justice or TDCJ
REMARKS: Mandatory when CMT or CPR exists. You must use the agency ORI or the agency’s name.
DATA ELEMENT: Multiple Sentences Concurrent/Consecutive
DESCRIPTION: The sentence of confinement is concurrent or consecutive with other sentences.
COMMON NAMES/ABBREVIATIONS: MCC
FIELD LOCATION, BEGIN/END: 375 - 376
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: Used to indicate whether multiple sentences are to be served concurrently (CC) or consecutively (CS). Leave blank if single sentence.
DATA ELEMENT: Juvenile Subject Flag
DESCRIPTION: Flag set to identify a juvenile detention.
COMMON NAMES/ABBREVIATIONS: JUV
FIELD LOCATION, BEGIN/END: 377 - 377
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory for juvenile reporting
EXAMPLES: "J"
REMARKS: This field will be blank when reporting an adult arrest.
DATA ELEMENT: DWI Field – Beginning Date of Suspension
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI0
FIELD LOCATION, BEGIN/END: 378 – 385
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Ending Date of Suspension
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI1
FIELD LOCATION, BEGIN/END: 386 – 393
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date DWI Education Program Required
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI2
FIELD LOCATION, BEGIN/END: 394 – 401
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date DWI Education Program Completed
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI3
FIELD LOCATION, BEGIN/END: 402 – 409
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date Education Program Waived
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI4
FIELD LOCATION, BEGIN/END: 410 – 417
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date Drug Education Program Completed
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI5
FIELD LOCATION, BEGIN/END: 418 – 425
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date Repeat Offender Program Required
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI6
FIELD LOCATION, BEGIN/END: 426 – 433
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – Date Repeat Offender Program Completed
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI7
FIELD LOCATION, BEGIN/END: 434 – 441
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – DWI Program Extension From Date
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI8
FIELD LOCATION, BEGIN/END: 442 – 449
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: DWI Fields – DWI Program Extension To Date
DESCRIPTION: Fields used to report dates used in the reporting of DIC-17 information.
COMMON NAMES/ABBREVIATIONS: DWI9
FIELD LOCATION, BEGIN/END: 450 – 457
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLES: 10142014
REMARKS: These fields are not stored in CCH. This information will be forwarded to Driver Improvement and Control in order to eliminate the need for duplicate reporting to DPS for CCH and DIC-17 requirements.
DATA ELEMENT: Name of Individual
DESCRIPTION: Complete master name of individual on record.
COMMON NAMES/ABBREVIATIONS: NAM
FIELD LOCATION, BEGIN/END: 458 - 487
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: Smith,John Henry
Smith,John H Q
Smith,John Henry Jr
Smith,John Henry Lewis
Smithwick,Johnathan Henry Lewis
Smith,J H
REMARKS: Maximum of 30 alpha characters in following order: mandatory surname, mandatory comma, mandatory first name or initial, mandatory space, middle name(s) or if any, with mandatory spaces between each, and suffix denoting seniority (Jr., III, etc.). Complete names are to be used if available. No portion of a name should be abbreviated. If name exceeds 30 characters, use the first valid 30 characters. Terms such as IO (initial only), NMI (no middle initial), NMN (no middle name), etc., will not be used.
The last name can be a minimum of one letter followed by a comma, then first name. A hyphen (-) is only permissable before the comma, only one hyphen (-) is allowed.
Titles or degrees of individuals, including foreign titles and degrees and their abbreviations are not used in the Name Field. Do Not Submit: Mr., Miss, Mrs., Ms., Rev., D.D.S., Capt., Ph.D., etc.
Apostrophe names should omit the apostrophe (') and insert a dash (-).
Example: O'Brian,First MIddle O-Brian,First Middle
McAdams,First Middle Mc-Adams,First Middle
Nicknames will be entered as an alias with the Nickname followed by a comma and “XX”.
Example: Shortie Shortie,XX
Compound last names should be separated by a dash (-).
Example: John Von Erick Von-Erick,John
Jose Rodriquez Gonzales Rodriguez-Gonzales,Jose
Special case names:
As a combination last name, SAINT will always be abbreviated.
Example: Julie St. John ST-John,Julie
No last name: If the individual does not have a last name.
Example: Steve Steve,XX
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 488 - 489
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date of Birth
DESCRIPTION: Date of birth of individual on record.
COMMON NAMES/ABBREVIATIONS: DOB
FIELD LOCATION, BEGIN/END: 490 - 497
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLE: 01011980
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 498 - 505
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Consolidated State Identification Number (SID)
DESCRIPTION: The SID number that the information concerning the arrest in question has been consolidated with.
COMMON NAMES/ABBREVIATIONS: CONS
FIELD LOCATION, BEGIN/END: 506 - 513
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REMARKS: If this SID has been consolidated, then the transaction will be rejected but the new SID number will be placed in this field for inclusion in the return file.
DATA ELEMENT: Domestic Violence Indicator
DESCRIPTION: Indicates family violence on the offense for the court segment.
COMMON NAMES/ABBREVIATIONS: DMV
FIELD LOCATION, BEGIN/END: 514 - 514
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: The field must be populated by Y or blank.
DATA ELEMENT: Victim Age
DESCRIPTION: Indicates the age of victim at the time of offense on court segment.
COMMON NAMES/ABBREVIATIONS: VIC
FIELD LOCATION, BEGIN/END: 515 - 516
LENGTH: 2
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 2
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: VIC: 61
VIC: 05
VIC: 00 POL: 9 Months
VIC: 00 POL: 6 Days
REMARKS: The field must be populated with the age in years 00-99. If the victim is under one year 00 should be used and POL must be populated with the age. The VIC field is required with Chapter 66.102 (h) of the Code of Criminal Procedure.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 517 - 533
LENGTH: 17
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 17
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Date last update
DESCRIPTION: Last activity date against an entire jacket
COMMON NAMES/ABBREVIATIONS: DLU
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
Section VI - Court Supplement
(ER4J Segment)
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
ER4J MR4J XR4J
REMARKS: The MKE is used to submit records to CCH, but is not captured in CCH. Modifications and deletions are available only to DPS.
DATA ELEMENT: Error Indicator
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Present only on returned records - not used for submission of segments.
EXAMPLES: " " (blank) - No errors
"X" - segment not applied due to error(s)
REMARKS: If the segment is in error, the returned record will be appended with 100 bytes which will be used to denote the specific errors. Error definitions can be found in the CCH Transaction Format document. Error indicator is not captured in CCH.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0442
REMARKS: ER4J submissions must be 0442 in length. ER4J returns may be 0422 or 0522 in length, depending if there are errors in the original submission. Record length is not captured in CCH. ER4J are used only for Juvenile submissions that report required programs.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. Court (ER4) Segment must use Appendix I.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH.
DATA ELEMENT: Agency ORI
DESCRIPTION: ORI of the arresting agency.
COMMON NAMES/ABBREVIATIONS: AGY
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 9/Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for electronic disposition reporting (EDR).
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must match the associated arrest.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers.
DATA ELEMENT: Date of Sentence or Status Change
DESCRIPTION: Indicates date of sentencing or status change.
COMMON NAMES/ABBREVIATIONS: DOS
FIELD LOCATION, BEGIN/END: 045 - 052
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Required for dispositions that have sentences, mandatory for status changes such as probation modification, revocation,discharge, etc.
NOTE: On juvenile submissions, the DOS must match the CDD.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 053 - 053
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: The tracking incident number assigned at the time of the arrest.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 054 - 063
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: The tracking incident number on the ER4J segment must correspond with the tracking incident number issued at the time of the arrest. See TRN in Section III - Arrest.
DATA ELEMENT: Sequence
DESCRIPTION: Sequence indicator of multiple arrests on same day. Must correspond with the sequence on the arrest segment.
COMMON NAMES/ABBREVIATIONS: SEQ
FIELD LOCATION, BEGIN/END: 064 - 064
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: A
REMARKS: All submissions should be transmitted with an “A”, any subquential submissions will be assigned by DPS. Each arrest is assigned a letter from the alphabet respective to the order in which they are entered. Therefore, only twenty-six arrests can occur on one date of arrest for a single subject.
DATA ELEMENT: Date of arrest or detention.
DESCRIPTION: Date subject was arrested or detained.
COMMON NAMES/ABBREVIATIONS: DOA
FIELD LOCATION, BEGIN/END: 065 - 072
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: DOA may not be greater than the current date. ER4J segment DOA must match Arrest Segment date of arrest.
DATA ELEMENT: Tracking Incident Number Suffix
DESCRIPTION: Alpha/Numeric suffix added to the TRN to indicate or track multiple charges and/or counts per prosecutor or court.
COMMON NAMES/ABBREVIATIONS: TRS
FIELD LOCATION, BEGIN/END: 073 - 076
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: ARREST CHARGES
A001 MURDER
A002 CRIMINAL TRESPASS
DISTRICT PROSECUTOR
A001 MURDER - ACCEPTED BY PROSECUTOR
D001 AGGRAVATED ROBBERY-ADDED BY DISTRICT PROSECUTOR
COUNTY PROSECUTOR
A002 CRIMINAL TRESPASS-ACCEPTED BY PROSECUTOR
C001 FORGERY-ADDED BY COUNTY PROSECUTOR
REMARKS: Multiple occurring by charge. TRS's are four characters. The first position is an alpha character. The last three positions are numeric 001-999.
A = Arrest Charge
C = Charge added by County Prosecutor
D = Charge added by District Prosecutor
F = Charge added by Federal Prosecutor*
S = Charge added by Special Prosecutor*
X = Charge added by other Prosecutor*
*Not for current use, old submissions only
Arrest charges will be assigned TRS's sequentially preceded by "A". If the prosecutor accepts or changes the arrest charge, the TRS will remain the same. If the prosecutor rejects the charge and therefore does not intend to file the charge at all, then the TRS will remain the same. The prosecutor need only report that he has rejected the charge. If the prosecutor adds a charge(s) he will number them sequentially 001-999 preceded by the appropriate alpha character depending on the type of prosecutor as outlined above. The Tracking Incident Number Suffix (TRS) is an addendum to the Tracking Incident Number (TRN). These numbers together are necessary to track specific charges related to a specific incident involving a specific person.
DATA ELEMENT: Court Status Change
DESCRIPTION: Adult System: Used to indicate sequence of changes in court disposition, sentence, or status, including probation status.
Juvenile System: Used to indicate sequence of changes in intake, prosecution, court adjudications and dispositions, or status, including probation status.
COMMON NAMES/ABBREVIATIONS: CSC
FIELD LOCATION, BEGIN/END: 077 - 077
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
REMARKS: When reporting electronically, the "CSC" field must contain the letter "a". DPS will assign the actual "CSC" code to coincide with the sequence of the reported status change.
DATA ELEMENT: Program Type 1
DESCRIPTION: A code used to describe the type of program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGMT1
FIELD LOCATION, BEGIN/END: 078 - 080
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: A16
REMARKS: If program type is populated then the program name is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC. See Appendix H for valid program types.
DATA ELEMENT: Program Name 1
DESCRIPTION: The name of the program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGM1
FIELD LOCATION, BEGIN/END: 081 - 130
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Williamson County Anger Control Program
REMARKS: If program name is populated then the program type is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC.
DATA ELEMENT: Program Type 2
DESCRIPTION: A code used to describe the type of program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGMT2
FIELD LOCATION, BEGIN/END: 131 - 133
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: A16
REMARKS: If program type is populated then the program name is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC. See Appendix H for valid program types.
DATA ELEMENT: Program Name 2
DESCRIPTION: The name of the program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGM2
FIELD LOCATION, BEGIN/END: 134 - 183
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Williamson County Anger Control Program
REMARKS: If program name is populated then the program type is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC.
DATA ELEMENT: Program Type 3
DESCRIPTION: A code used to describe the type of program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGMT3
FIELD LOCATION, BEGIN/END: 184 - 186
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: A16
REMARKS: If program type is populated then the program name is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC. See Appendix H for valid program types.
DATA ELEMENT: Program Name 3
DESCRIPTION: The name of the program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGM3
FIELD LOCATION, BEGIN/END: 187 - 236
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Williamson County Anger Control Program
REMARKS: If program name is populated then the program type is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC.
DATA ELEMENT: Program Type 4
DESCRIPTION: A code used to describe the type of program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGMT4
FIELD LOCATION, BEGIN/END: 237 - 239
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: A16
REMARKS: If program type is populated then the program name is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC. See Appendix H for valid program types.
DATA ELEMENT: Program Name 4
DESCRIPTION: The name of the program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGM4
FIELD LOCATION, BEGIN/END: 240 - 289
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Williamson County Anger Control Program
REMARKS: If program name is populated then the program type is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC.
DATA ELEMENT: Program Type 5
DESCRIPTION: A code used to describe the type of program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGMT5
FIELD LOCATION, BEGIN/END: 290 - 292
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: A16
REMARKS: If program type is populated then the program name is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC. See Appendix H for valid program types.
DATA ELEMENT: Program Name 5
DESCRIPTION: The name of the program a juvenile is to attend.
COMMON NAMES/ABBREVIATIONS: PGM5
FIELD LOCATION, BEGIN/END: 293 - 342
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
EXAMPLES: Williamson County Anger Control Program
REMARKS: If program name is populated then the program type is mandatory. There can be up to 5 required programs reported per ER4J segment, with a maximum of ten (10) required programs per CSC.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 343 - 442
LENGTH: 100
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 100
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
Section VII - Custody
(ER5 Segment)
DATA ELEMENT: Message Key
DESCRIPTION: Message to enter, modify or cancel a record.
COMMON NAMES/ABBREVIATIONS: MKE
FIELD LOCATION, BEGIN/END: 001 - 004
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: ENTER MODIFY CANCEL
ER5 MR5 XR5
REMARKS: The MKE is used to submit records to CCH, but is not captured in CCH. Modifications and deletions are available only to DPS.
DATA ELEMENT: Error Indicator
DESCRIPTION: Flag used to indicate if a segment was not applied to CCH due to an error.
COMMON NAMES/ABBREVIATIONS: ERR
FIELD LOCATION, BEGIN/END: 005 - 005
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Present only on returned records - not used for submission of segments.
EXAMPLES: " " (blank) - No errors
"X" - segment not applied due to error(s)
REMARKS: If the segment is in error, the returned record will be appended with 100 bytes which will be used to denote the specific errors. Error definitions can be found in the CCH Transaction Format document. Error indicator is not captured in CCH.
DATA ELEMENT: Record Length
DESCRIPTION: Length of the record being submitted.
COMMON NAMES/ABBREVIATIONS: LGH
FIELD LOCATION, BEGIN/END: 006 - 009
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 0335
REMARKS: ER5 submissions must be 0335 in length. ER5 returns may be 0335 or 0435 in length, depending if there are errors in the original submission. Record length is not captured in CCH.
DATA ELEMENT: Date of Entry
DESCRIPTION: Date the record was entered.
COMMON NAMES/ABBREVIATIONS: DOE
FIELD LOCATION, BEGIN/END: 010 - 017
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, YYYYMMDD
EXAMPLES: 20140114
REMARKS: The date of entry is used in the submission of the record.
DATA ELEMENT: CDC of Organization Submitting Data
DESCRIPTION: DPS assigned organization identifier.
COMMON NAMES/ABBREVIATIONS: ORG
FIELD LOCATION, BEGIN/END: 018 - 021
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: "DPS" "DCJ" "AFIS" "AUH" "15#Z"
REMARKS: The organization identifier is used in the submission of the record. See Appendix I.
DATA ELEMENT: Operator Number
DESCRIPTION: Locally assigned number for operator generating data.
COMMON NAMES/ABBREVIATIONS: OPR
FIELD LOCATION, BEGIN/END: 022 - 027
LENGTH: 6
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 6
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: Used by the record submitter to identify the operator that submitted the record. Not captured in CCH.
DATA ELEMENT: Destination ORI
DESCRIPTION: ORI of the agency the record is being sent to.
COMMON NAMES/ABBREVIATIONS: DES
FIELD LOCATION, BEGIN/END: 028 - 036
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Optional
REMARKS: The purpose of this field has been eliminated.
DATA ELEMENT: Department of Public Safety Identification Number
DESCRIPTION: State Identification Number assigned to individual on record. The number must match the associated arrest.
COMMON NAMES/ABBREVIATIONS: DPS/SID
FIELD LOCATION, BEGIN/END: 037 - 044
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
EXAMPLES: 01234567, 00000003
REMARKS: This must be numeric, right justified, zero filled left and with maximum of 8 numerics. If it contains less than eight numerics it must be padded on the left with zeros. Put "0" in front of all seven digit DPS numbers.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 045 - 053
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Tracking Incident Number
DESCRIPTION: The tracking incident number assigned at the time of the arrest.
COMMON NAMES/ABBREVIATIONS: TRN
FIELD LOCATION, BEGIN/END: 054 – 063
LENGTH: 10
MINIMUM/MAXIMUM CHARACTERS: Min 10/Max 10
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: 123456789X
REMARKS: The tracking incident number on the ER5 segment must correspond with the tracking incident number issued at the time of the arrest. See TRN in Section III - Arrest.
DATA ELEMENT: ORI of the Custodial Agency
DESCRIPTION: Originating agency ID of the custodial agency.
COMMON NAMES/ABBREVIATIONS: ORIS
FIELD LOCATION, BEGIN/END: 064 – 092
LENGTH: 29
MINIMUM/MAXIMUM CHARACTERS: Min 9 to Max 29
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLES: TX236065C
REMARKS: It is an assigned FBI number of nine characters.
DATA ELEMENT: Sequence
DESCRIPTION: Sequence indicator of multiple arrests on same day. Must match by SEQ as shown on corresponding arrest, prosecution and court segments. i.e., if the custody-supervision data matches with SEQ A arrest, it must be followed by a SEQ A judicial and the SEQ A on the custody-supervision entry.
COMMON NAMES/ABBREVIATIONS: SEQ
FIELD LOCATION, BEGIN/END: 093 - 093
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Mandatory
EXAMPLES: A
REMARKS: All submissions should be transmitted with an “A”, any subquential submissions will be assigned by DPS. Each arrest is assigned a letter from the alphabet respective to the order in which they are entered. Therefore, only twenty-six arrests can occur on one date of arrest for a single subject.
DATA ELEMENT: Date of Arrest
DESCRIPTION: Date subject was arrested.
COMMON NAMES/ABBREVIATIONS: DOA
FIELD LOCATION, BEGIN/END: 094 - 101
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Must match exactly to DOA on arrest and judicial entry.
DATA ELEMENT: Agency Number
DESCRIPTION: Identification number utilized by an institutional agency that refers to a subject.
COMMON NAMES/ABBREVIATIONS: AGN
FIELD LOCATION, BEGIN/END: 102 - 110
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
DATA ELEMENT: Sentence Expiration Date
DESCRIPTION: Date custodial agency indicates sentence will expire.
COMMON NAMES/ABBREVIATIONS: SXD
FIELD LOCATION, BEGIN/END: 111 - 118
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Must follow the DOS from the corresponding court.
DATA ELEMENT: County of Commitment
DESCRIPTION: County that committed subject to supervision.
COMMON NAMES/ABBREVIATIONS: COC
FIELD LOCATION, BEGIN/END: 119 - 121
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
REMARKS: See Appendix I for valid codes.
DATA ELEMENT: Status Change Character
DESCRIPTION: Indicates activity or movement while incarcerated.
COMMON NAMES/ABBREVIATIONS: SCC
FIELD LOCATION, BEGIN/END: 122 - 122
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 1/Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: DPS use only
EXAMPLES: A
REMARKS: Each custody/supervision entry uses the next sequential. The status change will always be reported as "A" - DPS will assign the correct SCC upon receipt.
DATA ELEMENT: Status Starting Date
DESCRIPTION: The date of activity or movement of a subject.
COMMON NAMES/ABBREVIATIONS: SSD
FIELD LOCATION, BEGIN/END: 123 - 130
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 8/Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Must follow the DOS from the corresponding court and each entry must be same or later than previously used SSD to show activity/movement in date order.
DATA ELEMENT: Status Supervision Numeric
DESCRIPTION: Code that reflects activity or movement.
COMMON NAMES/ABBREVIATIONS: SSN
FIELD LOCATION, BEGIN/END: 131 - 133
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 3/Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Mandatory
REMARKS: See Appendix J for valid codes.
DATA ELEMENT: Status Supervision Literal
DESCRIPTION: Additional data that further explains institutional ruling.
COMMON NAMES/ABBREVIATIONS: SLE
FIELD LOCATION, BEGIN/END: 134 - 183
LENGTH: 50
MINIMUM/MAXIMUM CHARACTERS: Min 11 to Max 50
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: Positions 1 thru 9 must contain the ORIS, positions 11 thru 19 must contain the AGN and positions 21 thru 50 may contain additional clarification of ruling.
DATA ELEMENT: Agency receiving custody of individual upon release.
DESCRIPTION: Indicates subject was released to detainers, or to county, state or country.
COMMON NAMES/ABBREVIATIONS: REC
FIELD LOCATION, BEGIN/END: 184 -186
LENGTH: 3
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 3
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Conditionally Mandatory
REMARKS: Required with SSN codes: 406, 412, 414, 417, 424, 429, 434, 438, 439, 442, 444, 490, 493, 500, 501, 502, 503, 504, 505, 506, 507, 508 and 509. See Appendix I for valid codes.
DATA ELEMENT: Until Date
DESCRIPTION: Reflects the expected date of discharge.
COMMON NAMES/ABBREVIATIONS: UNT
FIELD LOCATION, BEGIN/END: 187 - 194
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Conditionally Mandatory, MMDDYYYY
EXAMPLES: 10142014
REMARKS: Required with SSN codes: 414, 417, 438, 439 and 444. See Appendix J for SSN codes.
DATA ELEMENT: Juvenile Subject Flag
DESCRIPTION: Flag set to identify a juvenile detention.
COMMON NAMES/ABBREVIATIONS: JUV
FIELD LOCATION, BEGIN/END: 195 - 195
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Field not used
DATA ELEMENT: Name of Individual
DESCRIPTION: Complete master name of individual on record.
COMMON NAMES/ABBREVIATIONS: NAM
FIELD LOCATION, BEGIN/END: 196 - 225
LENGTH: 30
MINIMUM/MAXIMUM CHARACTERS: Min 3 to Max 30
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: Smith,John Henry
Smith,John H Q
Smith,John Henry Jr
Smith,John Henry Lewis
Smithwick,Johnathan Henry Lewis
Smith,J H
REMARKS: Maximum of 30 alpha characters in following order: mandatory surname, mandatory comma, mandatory first name or initial, mandatory space, middle name(s) or if any, with mandatory spaces between each, and suffix denoting seniority (Jr., III, etc.). Complete names are to be used if available. No portion of a name should be abbreviated. If name exceeds 30 characters, use the first valid 30 characters. Terms such as IO (initial only), NMI (no middle initial), NMN (no middle name), etc., will not be used.
The last name can be a minimum of one letter followed by a comma, then first name. A hyphen (-) is only permissable before the comma, only one hyphen (-) is allowed.
Titles or degrees of individuals, including foreign titles and degrees and their abbreviations are not used in the Name Field. Do Not Submit: Mr., Miss, Mrs., Ms., Rev., D.D.S., Capt., Ph.D., etc.
Apostrophe names should omit the apostrophe (') and insert a dash (-).
Example: O'Brian,First MIddle O-Brian,First Middle
McAdams,First Middle Mc-Adams,First Middle
Nicknames will be entered as an alias with the Nickname followed by a comma and “XX”.
Example: Shortie Shortie,XX
Compound last names should be separated by a dash (-).
Example: John Von Erick Von-Erick,John
Jose Rodriquez Gonzales Rodriguez-Gonzales,Jose
Special case names:
As a combination last name, SAINT will always be abbreviated.
Example: Julie St. John ST-John,Julie
No last name: If the individual does not have a last name.
Example: Steve Steve,XX
DATA ELEMENT: Sex of individual
DESCRIPTION: Gender of individual on record.
COMMON NAMES/ABBREVIATIONS: Sex
FIELD LOCATION, BEGIN/END: 226 - 226
LENGTH:
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
REMARKS: One alpha character field must be F (female) or M (male.)
DATA ELEMENT: Race of Individual
DESCRIPTION: Race of individual on record.
COMMON NAMES/ABBREVIATIONS: RAC
FIELD LOCATION, BEGIN/END: 227 - 227
LENGTH: 1
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 1
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A
REQUIREMENT: Optional
EXAMPLES: RACE CODE
American Indian or Alaskan Native I
Asian or Pacific Islander A
Black B
White W
Unknown (all other non-whites) U
REMARKS: One alpha character field that must be one of the codes listed above. Hispanics are coded as white as per NCIC policy.
DATA ELEMENT: Date of Birth
DESCRIPTION: Date of birth of individual on record.
COMMON NAMES/ABBREVIATIONS: DOB
FIELD LOCATION, BEGIN/END: 228 - 235
LENGTH: 8
MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 8
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N
REQUIREMENT: Optional, MMDDYYYY
EXAMPLE: 01011980
DATA ELEMENT: Offense for no match of a custody record
DESCRIPTION: Offense the subject is being received on.
COMMON NAMES/ABBREVIATIONS: NOM
FIELD LOCATION, BEGIN/END: 236 - 281
LENGTH: 46
MINIMUM/MAXIMUM CHARACTERS: Min 1 to Max 46
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
EXAMPLE: AGG SEXUAL ASSLT CHILD U/14YRS
REMARKS: Required for custody transactions to AFIS. Not utilized by CCH.
DATA ELEMENT: AFIS Tracking Control Number – Not Applicable
DESCRIPTION: AFIS Tracking Control Number
COMMON NAMES/ABBREVIATIONS: ATC
FIELD LOCATION, BEGIN/END: 282 - 292
LENGTH: 11
MINIMUM/MAXIMUM CHARACTERS: Min 11/Max 11
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: AFIS Sequence Number – Not Applicable
DESCRIPTION: AFIS Sequence Number
COMMON NAMES/ABBREVIATIONS: ASN
FIELD LOCATION, BEGIN/END: 293 - 296
LENGTH: 4
MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N
REQUIREMENT: Mandatory
REMARKS: This field is required for transactions from DPS AFIS to CCH.
DATA ELEMENT: Miscellaneous – Not Applicable
DESCRIPTION: Reserved for DPS use only.
COMMON NAMES/ABBREVIATIONS: MISC
FIELD LOCATION, BEGIN/END: 296 - 335
LENGTH: 39
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 39
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
DATA ELEMENT: Custody Agency Number
DESCRIPTION: Identification number utilized by an institutional (detention) agency that refers to an individual in custody.
COMMON NAMES/ABBREVIATIONS: PID
FIELD LOCATION, BEGIN/END: N/A
LENGTH: 9
MINIMUM/MAXIMUM CHARACTERS: Min 0 to Max 9
ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): Not Applicable
REMARKS: Reserved for DPS use only.
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