cch data dictionary v1.0 - texas department of public safety · web viewcrime records service....

Texas Department of Public SafetyCrime Records Service

Computerized Criminal History (CCH) Data Dictionary

December 27, 2019

Document HistoryVersion 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, 2015A 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”.

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

Section I - Identification (EH Segment)

Texas Type 2: 2.410

5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 1


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-DEH-I MH-I XH-IEH-J MH-J XH-JEH-O MH-O XH-OEH-S MH-S XH-SEH-5 MH-5 XH-5EHIN(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


LENGTH: 1

MINIMUM/MAXIMUM CHARACTERS: Not Applicable


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


LENGTH: 4

MINIMUM/MAXIMUM CHARACTERS: Min 4/Max 4

ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): N


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


LENGTH: 8



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


LENGTH: 4


ALPHA (A), NUMERIC (N), ALPHA/NUMERIC (A/N): A/N


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


LENGTH: 6



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


LENGTH: 9

MINIMUM/MAXIMUM CHARACTERS: Min 0 or Max 9



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


LENGTH: 8




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


LENGTH: 9




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


LENGTH: 9



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


LENGTH: 30




EXAMPLES: Smith,John HenrySmith,John H QSmith,John Henry JrSmith,John Henry LewisSmithwick,Johnathan Henry LewisSmith,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 MiddleMcAdams,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,JohnJose 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


LENGTH: 1




EXAMPLES: SEX CODEFemale FMale MUnknown 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


LENGTH: 1




EXAMPLES: RACE CODEAmerican Indian or Alaskan Native IAsian or Pacific Islander ABlack BWhite WUnknown 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


LENGTH: 2




EXAMPLES: Texas - TXColumbia - 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


LENGTH: 2




EXAMPLES: United States of America - USParaguay - 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


LENGTH: 8



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


LENGTH: 3




EXAMPLES: HGT CODE5'8" 5085'10" 5106'00" 60070" 51071 1/2" 51171 3/4" 6005'11 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


LENGTH: 3




EXAMPLES: WGT CODE98 pounds 098151 pounds 151210 1/4 210210 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


LENGTH: 3




EXAMPLES: COLOR CODEBlack BLKBlue BLUBrown BROGray GRYGreen GRNHazel HAZMaroon MARPink PNKMulticolored MULUnknown 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


LENGTH: 3




EXAMPLES: COLOR CODEBlack BLKBlond or Strawberry BLNBrown BROGray or partially gray GRYRed or Auburn REDWhite WHISandy SDYUnknown or completely XXXBald (also enter SMT/BALDfor 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


LENGTH: 3




EXAMPLES: SKIN TONE CODEAlbino ALBBlack BLKDark DRKDark Brown DBRFair FARLight LGTLight Brown LBRMedium MEDMedium Brown MBROlive OLVRuddy RUDSallow SALYellow YELUnknown 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


LENGTH: 30


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


LENGTH: 20



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


LENGTH: 4



REQUIREMENT: Mandatory for individuals with a Date of Birth (DOB) before 1940. Not required for EAR submissions.

EXAMPLES: RC CODE09-12 091222-22 222209-09 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


LENGTH: 4



REQUIREMENT: Mandatory for individuals with a Date of Birth (DOB) before 1940. Not required for EAR submission.

EXAMPLES: PRI CODE1/1 01017/17 071717/1 170132/32 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


LENGTH: 10



REQUIREMENT: Mandatory for AFIS. Not required for EAR submissions.

EXAMPLES: WARLLTLLWW



DATA ELEMENT: Operator License Type

DESCRIPTION: Type of driver license issued to individual on record.

COMMON NAMES/ABBREVIATIONS: OLT


LENGTH: 2



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 CODECDL "A" ACCDL "B" BCCDL "C" CCCDL "M" MC"A" A"B" B"C" C"M" MINSTRUCTION PERMIT IP"AM" AM"BM" BM"CM" CMPROVISIONAL PRMINOR RESTRICTED MROCCUPATIONAL OCOTHER XX



DATA ELEMENT: Operator License Number

DESCRIPTION: Driver license number of individual on record

COMMON NAMES/ABBREVIATIONS: OLN


LENGTH: 25




EXAMPLES: 12345678

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.

Other states can range from 1 to 20 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


LENGTH: 2




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


LENGTH: 25




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 and cannot be one consecutive numeric number. Other states can range from 1 to 20 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


LENGTH: 2




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


LENGTH: 50




EXAMPLES: Not identical with DPS #.

REMARKS: DPS internal function.



DATA ELEMENT: Miscellaneous – Not Applicable

DESCRIPTION: Reserved for DPS use only.

COMMON NAMES/ABBREVIATIONS: MISC


LENGTH: 1





DATA ELEMENT: Ethnicity of Individual

DESCRIPTION: Ethnic origin of individual on record.

COMMON NAMES/ABBREVIATIONS: ETH


LENGTH: 1




EXAMPLES: ETHNICITY CODEHispanic HNon-Hispanic NUnknown 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


LENGTH: 10




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


LENGTH: 12




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


LENGTH: 9




EXAMPLES: ARRESTING AGENCY ORIASan Antonio Police Department TXSPD0000Anderson County Sheriff’s Office Palestine TX0010000Houston 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


LENGTH: 20



REQUIREMENT: DPS use only.

DATA ELEMENT: AFIS Tracking Control Number – Not Applicable



DESCRIPTION: AFIS Tracking Control Number

COMMON NAMES/ABBREVIATIONS: ATC


LENGTH: 11




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


LENGTH: 4





DATA ELEMENT: Operator License Expiration Date



DESCRIPTION: Expiration date of license.

COMMON NAMES/ABBREVIATIONS: OLX


LENGTH: 8



REQUIREMENT: Optional, MMDDYYYY

EXAMPLES: 10142014

REMARKS: The date must be valid and greater than the current date.







LENGTH: 8





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



REMARKS: Reserved for DPS use only.



DATA ELEMENT: Jacket type

DESCRIPTION: Indicates the type of jacket

COMMON NAMES/ABBREVIATIONS: IND/JST


LENGTH: 1



EXAMPLES: Code Value DescriptionA 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)




DATA ELEMENT: Non-Classifiable Fingerprints

DESCRIPTION: The fingerprints for this individual have not or cannot be classified.

COMMON NAMES/ABBREVIATIONS: NCP


LENGTH: 1



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


LENGTH: 1






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


LENGTH: 1






DATA ELEMENT: Firearm Indicator

DESCRIPTION: Indicating whether or not the individual is prohibited from purchasing firearms.

COMMON NAMES/ABBREVIATIONS: FIF


LENGTH: 1






DATA ELEMENT: Flash Notice

DESCRIPTION: The ORI of the supervising agency.

COMMON NAMES/ABBREVIATIONS: FLA


LENGTH: 9






Section II - Identification Supplement

(EHN Segment)Texas Type 2: 2.411


SECTION II - IDENTIFICATION SUPPLEMENT





LENGTH: 4




EXAMPLES: ENTER MODIFY CANCELEHN 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.







LENGTH: 1



REMARKS: This field does not apply to the EHN segment.




DESCRIPTION: Length of the record being submitted.



LENGTH: 4




EXAMPLES: 0358

REMARKS: EHN submissions must be 0358 in length. Record length is not captured in CCH.







LENGTH: 8




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.







LENGTH: 4




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.




DESCRIPTION: Locally assigned number for operator generating data.



LENGTH: 6




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.







LENGTH: 9




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.




DESCRIPTION: State Identification Number assigned to individual on record. The number must be the same as on identification segment.



LENGTH: 8




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


LENGTH: 9




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




EXAMPLES: BosshogDaisy

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




EXAMPLES: SCARS, MARKS, TATTOOS CODE scar upper left arm SC UL ARMartificial 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




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




EXAMPLES: AGENCY CODE Air Force Serial Number AFVeterans 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


LENGTH: 9




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).




DESCRIPTION: Control number assigned at the time of arrest or for an applicant transaction.



LENGTH: 10





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.







LENGTH: 12




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.



LENGTH: 9




EXAMPLES: ARRESTING AGENCY ORIASan Antonio Police Department TXSPD0000Anderson County Sheriff’s Office Palestine TX0010000Houston Police Department Applicant TXHPD00H1


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 Applicable5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 69





LENGTH: 11





DATA ELEMENT: AFIS Sequence Number – Not Applicable






LENGTH: 4











LENGTH: 69




SECTION III - ARREST

Section III - Arrest(ER2 Segment)

Texas Type 2: 2.412







LENGTH: 4




EXAMPLES: ENTER MODIFY CANCELER2/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.







LENGTH: 1



REMARKS: This field does not apply to the ER2 segment.







LENGTH: 4




EXAMPLES: 0477

REMARKS: ER2 submissions must be 0477 in length. Record length is not captured in CCH.







LENGTH: 8




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.







LENGTH: 4





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.







LENGTH: 6




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.







LENGTH: 9




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.




DESCRIPTION: State Identification Number assigned to individual on record. The number must be the same as on identification segment.



LENGTH: 8




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.







LENGTH: 9






DESCRIPTION: Control number assigned at the time of arrest.



LENGTH: 10





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:

NNNNNNNNNCN - 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 DigitEach 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 = 183 x 8 = 24 Check digit number 11 - 1 =104 x 7 = 285 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 = 249 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: 123456789X1 x 10= 10 210 + 10 = 2202 x 9 = 183 x 8 = 24 220/11= 20 zero remainder.4 x 7 = 285 x 6 = 30 Check digit is correct.6 x 5 = 307 x 4 = 288 x 3 = 249 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: 11000001001 x 10= 10 22/11 = 2 remainder zero1 x 9 = 90 x 8 = 0 Check digit is 0 (zero)0 x 7 = 00 x 6 = 00 x 5 = 00 x 4 = 01 x 3 = 30 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


LENGTH: 1




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


LENGTH: 8




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.



LENGTH: 29




EXAMPLES: ARRESTING AGENCY ORIASan Antonio Police Department TXSPD0000Anderson County Sheriff’s Office Palestine TX0010000


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


LENGTH: 30




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


LENGTH: 30




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


LENGTH: 20




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


LENGTH: 2




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


LENGTH: 9




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


LENGTH: 1




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


LENGTH: 1




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


LENGTH: 10




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


LENGTH: 2




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


LENGTH: 4




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


LENGTH: 15




REMARKS: AGN must be the same on additional Arrest (ER2) Segments.







LENGTH: 12




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


LENGTH: 1




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 CodeAmmunition FBomb HCannon ADisguised gun DElectric Shock gun EGrenade GMachine gun MMine IMissile JMortar OPistol PRifle RRifle-shotgun combination CRocket KShotgun SShotgun Pistol QSilencer (muffler or sound moderator) VSubmachine gun or machine pistol BAll 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


LENGTH: 4




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


LENGTH: 8




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


LENGTH: 8




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


LENGTH: 46




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


LENGTH: 17




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


LENGTH: 2




EXAMPLES: CODED LEVEL AND DEGREEF* Felony – Unclassified FS Felony – State Jail FX Felony – Capital F1 Felony – 1st DegreeF2 Felony – 2nd DegreeF3 Felony – 3rd DegreeM* Misdemeanor – UnclassifiedMA Misdemeanor – Class AMB Misdemeanor – Class BMC 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


LENGTH: 1




EXAMPLE: This is a one character alphabetic field which must contain one of the codes listed below:

GENERAL OFFENSE CODEAttempt to Commit A

Conspiracy to Commit CFacilitation of F*Criminal Solicitation of a Minor MSolicitation to Commit SRenunciation 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


LENGTH: 3




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


LENGTH: 32




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


LENGTH: 8




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


LENGTH: 9




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


LENGTH: 1



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



REMARKS: Used only by AFIS to identify miss raps in CCH.







LENGTH: 11





DATA ELEMENT: AFIS Sequence Number – Not Applicable5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 114





LENGTH: 4





DATA ELEMENT: Domestic Violence Indicator 5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 115


DESCRIPTION: Indicates family violence on the offense for the arrest segment.

COMMON NAMES/ABBREVIATIONS: DMV


LENGTH: 1




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


LENGTH: 2




EXAMPLES: VIC: 61VIC: 05VIC: 00 AOL: 9 MonthsVIC: 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 Applicable5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 117





LENGTH: 74









LENGTH: 8






DATA ELEMENT: Census Tract Number

DESCRIPTION: Juvenile Census Tract Number.

COMMON NAMES/ABBREVIATIONS: CTN


LENGTH: 15





SECTION IV - PROSECUTION

Section IV - Prosecution(ER3 Segment)







LENGTH: 4




EXAMPLES: ENTER MODIFY CANCELER3 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




LENGTH: 1



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.







LENGTH: 4




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.







LENGTH: 8




EXAMPLES: 20140114

REMARKS: The date of entry is used in the submission of the record.







LENGTH: 4





REMARKS: The organization identifier is used in the submission of the record. Prosecution (ER3) Segment must use Appendix I.







LENGTH: 6




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


LENGTH: 9




REMARKS: This field is required for electronic disposition reporting (EDR).




DESCRIPTION: State Identification Number assigned to individual on record. The number must match the associated arrest.



LENGTH: 8




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.







LENGTH: 9






DESCRIPTION: The tracking incident number assigned at the time of the arrest.



LENGTH: 10





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.




DESCRIPTION: Sequence indicator of multiple arrests on same day. Must correspond with the sequence on the arrest segment.



LENGTH: 1




EXAMPLES: A




DATA ELEMENT: Date of arrest.

DESCRIPTION: Date subject was arrested.



LENGTH: 8




EXAMPLES: 10142014

REMARKS: DOA may not be greater than the current date. ER3 segment DOA must match Arrest Segment date of arrest.




DESCRIPTION: Alpha/Numeric suffix added to the TRN to indicate or track multiple charges and/or counts per prosecutor or court.



LENGTH: 4




EXAMPLES: ARREST CHARGESA001 MURDERA002 CRIMINAL TRESPASSDISTRICT PROSECUTORA001 MURDER - ACCEPTED BY PROSECUTORD001 AGGRAVATED ROBBERY-ADDED BY

DISTRICT PROSECUTORCOUNTY PROSECUTORA002 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 ChargeC = Charge added by County ProsecutorD = Charge added by District ProsecutorF = Charge added by Federal Prosecutor*S = Charge added by Special Prosecutor*X = Charge added by other Prosecutor*



*Not for current use, old submissions onlyArrest 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


LENGTH: 9




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


LENGTH: 8




EXAMPLES: 10142014

REMARKS: Cannot be prior to the ADA. PAD is required for all PAF codes.

NOTE: Effective January 1, 2016, the PAD will be 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


LENGTH: 1




REMARKS: See Appendix M for valid codes.

NOTE: Effective January 1, 2016, all PAF codes will require a PAD.



DATA ELEMENT: General Offense Character - Prosecutor

DESCRIPTION: One character that describes action related to actual offense.

COMMON NAMES/ABBREVIATIONS: GOCP


LENGTH: 1



REQUIREMENT:Optional

EXAMPLE: This is a one character alphabetic field which must contain one of the codes listed below:





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


LENGTH: 8




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


LENGTH: 46




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


LENGTH: 2








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


LENGTH: 8



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




LENGTH: 30





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.








Compound last names should be separated by a dash (-).


Special case names:

As a combination last name, SAINT will always be abbreviated.










LENGTH: 2









LENGTH: 8




EXAMPLE: 01011980



DATA ELEMENT: Domestic Violence Indicator

DESCRIPTION: Indicates family violence on the offense for the prosecutor segment.



LENGTH: 1




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.



LENGTH: 2




EXAMPLES: VIC: 61VIC: 05VIC: 00 POL: 9 MonthsVIC: 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.







LENGTH: 50









LENGTH: 8





SECTION V - COURT

Section V - Court(ER4 Segment)


SECTION V - COURT





LENGTH: 4





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.


SECTION V - COURT





LENGTH: 1





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.


SECTION V - COURT





LENGTH: 4




EXAMPLES: 0533



SECTION V - COURT





LENGTH: 8




EXAMPLES: 20140114



SECTION V - COURT





LENGTH: 4





REMARKS: The organization identifier is used in the submission of the record. Court (ER4) Segment must use Appendix I.


SECTION V - COURT





LENGTH: 6






SECTION V - COURT





LENGTH: 9






SECTION V - COURT





LENGTH: 8




EXAMPLES: 01234567, 00000003



SECTION V - COURT





LENGTH: 9




SECTION V - COURT





LENGTH: 10







SECTION V - COURT





LENGTH: 1




EXAMPLES: A



SECTION V - COURT





LENGTH: 8




EXAMPLES: 10142014

REMARKS: DOA may not be greater than the current date. ER4 segment DOA must match the ER2 segment DOA.


SECTION V - COURT





LENGTH: 4










SECTION V - COURT



SECTION V - COURT

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


LENGTH: 1




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.


SECTION V - COURT

DATA ELEMENT: Cause Number

DESCRIPTION: Number assigned by the local agency for each charge.

COMMON NAMES/ABBREVIATIONS: CAU


LENGTH: 20





SECTION V - COURT

DATA ELEMENT: Final Pleading to Offense

DESCRIPTION: Final pleading of the subject to the offense.

COMMON NAMES/ABBREVIATIONS: FPO


LENGTH: 1




REMARKS: Adult records must be coded as follows:G - GuiltyN - Not GuiltyC - No Contest or Nolo ContendereU - Unreported/or unknown

Juvenile records must be coded as follows:A - Not ApplicableT - TrueF - Not TrueC - No Contest or Nolo ContendereU - Unreported/or unknown


SECTION V - COURT

DATA ELEMENT: ORI of the Court

DESCRIPTION: Originating agency ID of the court.

COMMON NAMES/ABBREVIATIONS: ORIC


LENGTH: 29




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".


SECTION V - COURT

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


LENGTH: 8




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.


SECTION V - COURT

DATA ELEMENT: General Offense Character Court

DESCRIPTION: One character that describes action related to the actual offense.

COMMON NAMES/ABBREVIATIONS: GOCC


LENGTH: 1




EXAMPLE: This one character alphabetic field must contain one of the codes listed below:




SECTION V - COURT

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


LENGTH: 8




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.


SECTION V - COURT

DATA ELEMENT: Court Offense Literal

DESCRIPTION: Field used to further explain/clarify the offense and/or victim’s age.

COMMON NAMES/ABBREVIATIONS: COL


LENGTH: 46




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.


SECTION V - COURT

DATA ELEMENT: Statute Citation

DESCRIPTION: Statute citation of the disposed offense.

COMMON NAMES/ABBREVIATIONS: CIT


LENGTH: 17




EXAMPLES: PC 22.01(a)(1)

REMARKS: Special characters allowed, except underscore (_).


SECTION V - COURT

DATA ELEMENT: Level and degree of the Court Offense

DESCRIPTION: Indicates the level and degree of the prosecuted offense.

COMMON NAMES/ABBREVIATIONS: LDC


LENGTH: 2







SECTION V - COURT

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


LENGTH: 3




REMARKS: This field can be used to report multiple statuses per TRS. This field must contain a valid disposition numeric. See Appendix F.


SECTION V - COURT

DATA ELEMENT: Date of Sentence or Status Change

DESCRIPTION: Indicates date of sentencing or status change.

COMMON NAMES/ABBREVIATIONS: DOS


LENGTH: 8




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.


SECTION V - COURT

DATA ELEMENT: Court Sentence Suspended - Time

DESCRIPTION: Indicates amount of time suspended by court.

COMMON NAMES/ABBREVIATIONS: CSS


LENGTH: 12




EXAMPLES: SENTENCE GIVEN CODE 30 days suspended 30D1 year suspended 1Y1 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.


SECTION V - COURT

DATA ELEMENT: Court Sentence Suspended - Fine

DESCRIPTION: Indicates amount of fine suspended by court.

COMMON NAMES/ABBREVIATIONS: CSF


LENGTH: 8




EXAMPLES: $500.95 = 501

REMARKS: Entries should only reflect whole dollars, round cents off to the nearest whole dollar.


SECTION V - COURT

DATA ELEMENT: Court Confinement

DESCRIPTION: The amount of confinement time from the judicial action.

COMMON NAMES/ABBREVIATIONS: CMT


LENGTH: 12




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.


SECTION V - COURT

DATA ELEMENT: Court Probation

DESCRIPTION: Reflects the amount of time the subject is on probation.

COMMON NAMES/ABBREVIATIONS: CPR


LENGTH: 12




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).


SECTION V - COURT

DATA ELEMENT: Court Fine

DESCRIPTION: The monetary amount of a fine established by the court.

COMMON NAMES/ABBREVIATIONS: CFN


LENGTH: 8




EXAMPLES: $500.95 = 501



SECTION V - COURT

DATA ELEMENT: Court Cost

DESCRIPTION: The amount of court cost imposed.

COMMON NAMES/ABBREVIATIONS: CST


LENGTH: 6




EXAMPLES: $500.95 = 501



SECTION V - COURT

DATA ELEMENT: Court Provision - Literal

DESCRIPTION: Additional data which further explains judicial ruling.

COMMON NAMES/ABBREVIATIONS: CPL


LENGTH: 50




REMARKS: This field must not be a translation of the CPN or JDN.


SECTION V - COURT

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


LENGTH: 3




REMARKS: See Appendix G for valid codes.


SECTION V - COURT

DATA ELEMENT: Date Case Appealed

DESCRIPTION: Used to show date of appeal of the charge.

COMMON NAMES/ABBREVIATIONS: DCA


LENGTH: 8



REQUIREMENT: Conditionally Mandatory, MMDDYYYY

EXAMPLES: 10142014

REMARKS: Cannot be prior to the DOS. If the DCA is populated, the DDA is mandatory.


SECTION V - COURT

DATA ELEMENT: Disposition of Subject during Appeal

DESCRIPTION: Disposition of subject during appeal.

COMMON NAMES/ABBREVIATIONS: DDA


LENGTH: 3




REMARKS: If the DDA is populated the DCA is mandatory. See Appendix E for valid codes.


SECTION V - COURT

DATA ELEMENT: Final Court Decision on Appealed Case

DESCRIPTION: Final court decision on a case that was appealed.

COMMON NAMES/ABBREVIATIONS: FCD


LENGTH: 3




REMARKS: If the FCD is populated the DCA and DDA are mandatory. See Appendix L for valid codes.


SECTION V - COURT

DATA ELEMENT: Agency Receiving Custody

DESCRIPTION: Agency receiving custody of the subject sentenced to confinement or probation.

COMMON NAMES/ABBREVIATIONS: ARC


LENGTH: 29




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.


SECTION V - COURT

DATA ELEMENT: Multiple Sentences Concurrent/Consecutive

DESCRIPTION: The sentence of confinement is concurrent or consecutive with other sentences.

COMMON NAMES/ABBREVIATIONS: MCC


LENGTH: 2




REMARKS: Used to indicate whether multiple sentences are to be served concurrently (CC) or consecutively (CS). Leave blank if single sentence.


SECTION V - COURT





LENGTH: 1



REQUIREMENT: Mandatory for juvenile reporting

EXAMPLES: "J"

REMARKS: This field will be blank when reporting an adult arrest.


SECTION V - COURT

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


LENGTH: 8




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.


SECTION V - COURT

DATA ELEMENT: DWI Fields – Ending Date of Suspension




LENGTH: 8




EXAMPLES: 10142014



SECTION V - COURT

DATA ELEMENT: DWI Fields – Date DWI Education Program Required




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – Date DWI Education Program Completed5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 195

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – Date Education Program Waived5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 196

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – Date Drug Education Program Completed5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 197

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – Date Repeat Offender Program Required


SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – Date Repeat Offender Program Completed5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 199

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – DWI Program Extension From Date5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 200

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: DWI Fields – DWI Program Extension To Date5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 201

SECTION V - COURT




LENGTH: 8




EXAMPLES: 10142014


DATA ELEMENT: Name of Individual5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 202

SECTION V - COURT




LENGTH: 30









SECTION V - COURT







Special case names:







SECTION V - COURT




LENGTH: 2



DATA ELEMENT: Date of Birth5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 205

SECTION V - COURT




LENGTH: 8




EXAMPLE: 01011980


SECTION V - COURT




LENGTH: 8



DATA ELEMENT: Consolidated State Identification Number (SID)5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 207

SECTION V - COURT

DESCRIPTION: The SID number that the information concerning the arrest in question has been consolidated with.

COMMON NAMES/ABBREVIATIONS: CONS


LENGTH: 8



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 5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 208

SECTION V - COURT

DESCRIPTION: Indicates family violence on the offense for the court segment.



LENGTH: 1




REMARKS: The field must be populated by Y or blank.

DATA ELEMENT: Victim Age5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 209

SECTION V - COURT

DESCRIPTION: Indicates the age of victim at the time of offense on court segment.



LENGTH: 2




EXAMPLES: VIC: 61VIC: 05VIC: 00 POL: 9 MonthsVIC: 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.



SECTION V - COURT




LENGTH: 17




SECTION V - COURT





LENGTH: 8





SECTION VI - COURT SUPPLEMENT

Section VI - Court Supplement

(ER4J Segment)







LENGTH: 4




EXAMPLES: ENTER MODIFY CANCELER4J MR4J XR4J








LENGTH: 1












LENGTH: 4




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.







LENGTH: 8




EXAMPLES: 20140114








LENGTH: 4





REMARKS: The organization identifier is used in the submission of the record. Court (ER4) Segment must use Appendix I.







LENGTH: 6











LENGTH: 9











LENGTH: 8




EXAMPLES: 01234567, 00000003




DATA ELEMENT: Date of Sentence or Status Change

DESCRIPTION: Indicates date of sentencing or status change.

COMMON NAMES/ABBREVIATIONS: DOS


LENGTH: 8




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.






LENGTH: 1









LENGTH: 10





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.







LENGTH: 1




EXAMPLES: A








LENGTH: 8




EXAMPLES: 10142014

REMARKS: DOA may not be greater than the current date. ER4J segment DOA must match Arrest Segment date of arrest.







LENGTH: 4











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


LENGTH: 1




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


LENGTH: 3




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


LENGTH: 50




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 25/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 232





LENGTH: 3




EXAMPLES: A16








LENGTH: 50






DATA ELEMENT: Program Type 35/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 234





LENGTH: 3




EXAMPLES: A16








LENGTH: 50












LENGTH: 3




EXAMPLES: A16








LENGTH: 50












LENGTH: 3




EXAMPLES: A16








LENGTH: 50











LENGTH: 100




SECTION VII - CUSTODY

Section VII - Custody(ER5 Segment)







LENGTH: 4












LENGTH: 1












LENGTH: 4




EXAMPLES: 0335








LENGTH: 8




EXAMPLES: 20140114








LENGTH: 4





REMARKS: The organization identifier is used in the submission of the record. See Appendix I.







LENGTH: 6











LENGTH: 9




REMARKS: The purpose of this field has been eliminated.







LENGTH: 8




EXAMPLES: 01234567, 00000003








LENGTH: 9









LENGTH: 10






DATA ELEMENT: ORI of the Custodial Agency5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 252


DESCRIPTION: Originating agency ID of the custodial agency.

COMMON NAMES/ABBREVIATIONS: ORIS


LENGTH: 29




EXAMPLES: TX236065C





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.



LENGTH: 1




EXAMPLES: A




DATA ELEMENT: Date of Arrest

DESCRIPTION: Date subject was arrested.



LENGTH: 8




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


LENGTH: 9






DATA ELEMENT: Sentence Expiration Date

DESCRIPTION: Date custodial agency indicates sentence will expire.

COMMON NAMES/ABBREVIATIONS: SXD


LENGTH: 8




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


LENGTH: 3




REMARKS: See Appendix I for valid codes.



DATA ELEMENT: Status Change Character

DESCRIPTION: Indicates activity or movement while incarcerated.

COMMON NAMES/ABBREVIATIONS: SCC


LENGTH: 1



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


LENGTH: 8




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


LENGTH: 3




REMARKS: See Appendix J for valid codes.



DATA ELEMENT: Status Supervision Literal

DESCRIPTION: Additional data that further explains institutional ruling.

COMMON NAMES/ABBREVIATIONS: SLE


LENGTH: 50




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




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


LENGTH: 8



REQUIREMENT: Conditionally Mandatory, MMDDYYYY

EXAMPLES: 10142014

REMARKS: Required with SSN codes: 414, 417, 438, 439 and 444. See Appendix J for SSN codes.







LENGTH: 1



REQUIREMENT: Field not used

DATA ELEMENT: Name of Individual5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 265





LENGTH: 30
















Special case names:







DATA ELEMENT: Sex of individual

DESCRIPTION: Gender of individual on record.

COMMON NAMES/ABBREVIATIONS: Sex


LENGTH:




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


LENGTH: 1




EXAMPLES: RACE CODEAmerican Indian or Alaskan Native IAsian or Pacific Islander ABlack BWhite WUnknown (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.







LENGTH: 8




EXAMPLE: 01011980



DATA ELEMENT: Offense for no match of a custody record

DESCRIPTION: Offense the subject is being received on.

COMMON NAMES/ABBREVIATIONS: NOM


LENGTH: 46




EXAMPLE: AGG SEXUAL ASSLT CHILD U/14YRS

REMARKS: Required for custody transactions to AFIS. Not utilized by CCH.







LENGTH: 11





DATA ELEMENT: AFIS Sequence Number – Not Applicable5/17/2023 COMPUTERIZED CRIMINAL HISTORY DATA DICTIONARY 272





LENGTH: 4











LENGTH: 39





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


LENGTH: 9





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