BEST PRACTICES
USER MANUAL
FOR DATA ENTRY
INTO COUNTY CRIMINAL JUSTICE RECORDS SYSTEMS
DATA QUALITY PROJECT
AUGUST 2008
V 2.2
"This project was supported by Grant No. 2007-DD-BX-0706 awarded by the
Bureau of Justice Assistance. The Bureau of Justice Assistance is a
component of the Office of Justice Programs, which also includes the Bureau
of Justice Statistics, the National Institute of Justice, the Office of Juvenile
Justice and Delinquency Prevention, and the Office for Victims of Crime. Points
of view or opinions in this document are those of the author and do not
represent the official position or policies of the United State Department of
Justice."
TABLE OF CONTENTS
ALPHABETICAL LISTING OF DATA ELEMENTS ...................................................................... iii
INTRODUCTION ............................................................................................................................. 1
1. NAME FIELDS ............................................................................................................................. 2
PREFIX ............................................................................................................................... 2
SURNAME (LAST NAME) .................................................................................................. 2
GIVEN NAME (FIRST NAME) ............................................................................................ 2
MIDDLE NAME ................................................................................................................... 3
MAIDEN NAME .................................................................................................................. 3
SUFFIX ............................................................................................................................... 4
ALIAS LAST NAME ............................................................................................................ 4
ALIAS FIRST NAME ........................................................................................................... 4
ALIAS MIDDLE NAME ....................................................................................................... 5
NICKNAME ......................................................................................................................... 5
2. BIRTHDATE FIELD ..................................................................................................................... 5
BIRTH DATE ...................................................................................................................... 5
3. EYE COLOR FIELD .................................................................................................................... 6
EYE COLOR ....................................................................................................................... 6
4. HAIR COLOR FIELD ................................................................................................................... 6
HAIR COLOR ..................................................................................................................... 6
5. HEIGHT FIELD ............................................................................................................................ 7
HEIGHT .............................................................................................................................. 7
6. WEIGHT FIELD ........................................................................................................................... 7
WEIGHT ............................................................................................................................. 7
7. RACE FIELD................................................................................................................................ 8
RACE .................................................................................................................................. 8
8. ETHNICITY FIELD ...................................................................................................................... 8
ETHNICITY ......................................................................................................................... 8
9. SEX FIELD .................................................................................................................................. 9
SEX ..................................................................................................................................... 9
10. RELIGION FIELD ...................................................................................................................... 9
RELIGION........................................................................................................................... 9
11. STATE FINGERPRINT IDENTIFICATION (SID) FIELD ......................................................... 10
STATE FINGERPRINT IDENTIFICATION (SID) ............................................................. 10
12. CHARGE TRACKING NUMBER (OTN) FIELD ....................................................................... 10
CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN) * ... 10
13. SOCIAL SECURITY NUMBER FIELDS .................................................................................. 11
SOCIAL SECURITY NUMBER (SSN) .............................................................................. 11
ALIAS SSN ....................................................................................................................... 11
14. UNITED STATES CITIZEN INDICATOR FIELD ..................................................................... 11
U.S. CITIZEN INDICATOR ............................................................................................... 11
15. ADDRESS FIELDS .................................................................................................................. 12
ADDRESS TYPE .............................................................................................................. 12
ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT) ....................................................... 12
ADDRESS LINE 2 (STREET)........................................................................................... 13
CITY NAME ...................................................................................................................... 13
STATE CODE ................................................................................................................... 13
POSTAL CODE (ZIP CODE)............................................................................................ 14
POSTAL EXTENSION CODE (ZIP CODE EXTENSION) ............................................... 15
16. BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER FIELD ............................. 15
BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN) ........................ 15
17. CONVICTION COURT FIELD ................................................................................................. 16
CONVICTION COURT NAME .......................................................................................... 16
18. CONFINEMENT LOCATION NAME FIELD ............................................................................ 18
CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY) ............................... 18
i
19. OFFENSE TRACKING NUMBER FIELD ................................................................................ 20
OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION ..... 20
20. CHARGE INFORMATION FIELDS ......................................................................................... 21
CHARGE SEQUENCE ID ................................................................................................ 21
CHARGE STATUTE TITLE .............................................................................................. 22
CHARGE STATUTE SECTION ........................................................................................ 22
CHARGE STATUTE SUBSECTION ................................................................................ 22
CHARGE DEGREE .......................................................................................................... 23
CHARGE SEVERITY LEVEL ........................................................................................... 23
CHARGE GRADE ............................................................................................................ 24
CHARGE APPLICABILITY TEXT (INCOHATE CHARGE) .............................................. 24
21. CASE DOCKET ID FIELD ....................................................................................................... 25
CASE DOCKET ID ........................................................................................................... 25
22. JUDGE OFFICAL TYPE FIELD............................................................................................... 25
JUDGE OFFICIAL TYPE .................................................................................................. 25
23. PRESENTENCE INVESTIGATION INDICATOR FIELD ........................................................ 25
PRESENTENCE INVESTIGATION INDICATOR (PSI).................................................... 25
24. SENTENCE INFORMATION FIELDS ..................................................................................... 26
SENTENCE DATE ........................................................................................................... 26
SENTENCE EFFECTIVE DATE....................................................................................... 26
SENTENCE TERM MINIMUM.......................................................................................... 26
SENTENCE TERM MAXIMUM ........................................................................................ 26
CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE) .............. 27
SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE) ................................... 27
25. DETAINER INFORMATION FIELDS ...................................................................................... 27
DETAINER STATUS ........................................................................................................ 27
ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT) .............. 27
26. SUPERVISION INFORMATION FIELDS ................................................................................ 28
COURT ORDER SUPERVISING AGENCY NAME ......................................................... 28
SUPERVISION TYPE ....................................................................................................... 30
SUPERVISION PERSON STATUS.................................................................................. 30
DATE OF ADDITION TO SUPERVISION ........................................................................ 31
27. WEAPON FIELD ..................................................................................................................... 31
WEAPON .......................................................................................................................... 31
28. PLACE OF BIRTH FIELD ........................................................................................................ 32
BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH) ................................ 32
SPECIAL THANKS AND END NOTES ......................................................................................... 40
ii
ALPHABETICAL LISTING OF DATA ELEMENTS
A
ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT)……………………………………..
ADDRESS LINE 2 (STREET)……………………………………………………………….
ADDRESS TYPE……………………………………………………………………………..
ALIAS FIRST NAME………………………………………………………………………….
ALIAS LAST NAME…………………………………………………………………………..
ALIAS MIDDLE NAME……………………………………………………………………….
ALIAS SSN…………………………………………………………………………………….
ARREST APPREHENSION DETENTION ORDER (DETAINER / WARRANT)……….
12
12
12
4
4
4
11
27
B
BIRTH DATE………………………………………………………………………………….
BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH)……………………
BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN)………………
BUILDING/APARTMENT/UNIT (ADDRESS LINE 1)……………………………………..
5
32
15
12
C
CASE DOCKET ID……………………………………………………………………………
CHARGE APPLICABILITY TEXT (INCOHATE CHARGE)………………………………
CHARGE DEGREE…………………………………………………………………………..
CHARGE GRADE…………………………………………………………………………….
CHARGE SEQUENCE ID……………………………………………………………………
CHARGE SEVERITY LEVEL………………………………………………………………..
CHARGE STATUTE SECTION……………………………………………………………..
CHARGE STATUTE SUBSECTION………………………………………………………..
CHARGE STATUTE TITLE………………………………………………………………….
CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING NUMBER / OTN)...
CITY NAME……………………………………………………………………………………
CORRECTIONAL FACILITY (CONFINEMENT LOCATION NAME)……………………
CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE DATE)………
CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY)……………………
CONVICTION COURT NAME………………………………………………………………
COUNTRY OF BIRTH (BIRTH PLACE / PERSON NATIONALITY)……………………
COURT ORDER SUPERVISING AGENCY NAME………………………………………
25
24
23
24
21
23
22
22
22
10
13
18
27
18
16
32
28
D
DATE OF ADDITION TO SUPERVISION………………………………………………….
DETAINER / WARRANT (ARREST APPREHENSION DETENTION ORDER)……….
DETAINER STATUS…………………………………………………………………………
31
27
27
E
ETHNICITY……………………………………………………………………………………
EYE COLOR…………………………………………………………………………………..
8
6
iii
F
FIRST NAME (GIVEN NAME)………………………………………………………………
2
G
GIVEN NAME (FIRST NAME)………………………………………………………………
2
H
HAIR COLOR…………………………………………………………………………………
HEIGHT………………………………………………………………………………………..
6
7
I
INCOHATE CHARGE (CHARGE APPLICABILITY TEXT)………………………………
24
JKL
JUDGE OFFICIAL TYPE…………………………………………………………………….
25
M
MAIDEN NAME……………………………………………………………………………….
MAXIMUM RELEASE DATE (SENTENCE EXPIRATION DATE)………………………
MIDDLE NAME……………………………………………………………………………….
MINIMUM RELEASE DATE (CONDITIONAL RELEASE PROJECTED DATE)………
3
27
3
27
N
NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)……………………
NICKNAME……………………………………………………………………………………
32
5
O
OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION...
OTN (CHARGE TRACKING IDENTIFICATION / OFFENSE TRACKING NUMBER)...
20
10
PQ
PERSON NATIONALITY (BIRTH PLACE / COUNTRY OF BIRTH)……………………
PIN (BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER)………………
POSTAL CODE (ZIP CODE)………………………………………………………………..
POSTAL EXTENSION CODE (ZIP CODE EXTENSION)……………………………….
PREFIX………………………………………………………………………………………...
PRESENTENCE INVESTIGATION INDICATOR (PSI)…………………………………..
32
15
14
15
2
25
R
RACE…………………………………………………………………………………………..
RELIGION……………………………………………………………………………………..
8
9
S
SENTENCE DATE……………………………………………………………………………
26
iv
SENTENCE EFFECTIVE DATE…………………………………………………………….
SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE)………………………
SENTENCE TERM MAXIMUM……………………………………………………………..
SENTENCE TERM MINIMUM………………………………………………………………
SEX…………………………………………………………………………………………….
SOCIAL SECURITY NUMBER (SSN)……………………………………………………...
STATE CODE…………………………………………………………………………………
STATE FINGERPRINT IDENTIFICATION (SID)………………………………………….
STREET (ADDRESS LINE 2)……………………………………………………………….
SUFFIX………………………………………………………………………………………...
SUPERVISION PERSON STATUS………………………………………………………...
SUPERVISION TYPE………………………………………………………………………..
SURNAME (LAST NAME)…………………………………………………………………...
26
27
26
26
9
11
13
10
13
4
30
30
2
TUV
U.S. CITIZEN INDICATOR…………………………………………………………………..
11
W
WARRANT / DETAINER (ARREST APPREHENSION DETENTION ORDER)……….
WEAPON………………………………………………………………………………………
WEIGHT……………………………………………………………………………………….
27
31
7
XYZ
ZIP CODE (POSTAL CODE)………………………………………………………………..
ZIP CODE EXTENSION (ZIP + 4 / POSTAL EXTENSION CODE)…………………….
14
15
v
INTRODUCTION
The County Commissioners Association of Pennsylvania (CCAP), in conjunction with the County
Chief Adult Probation and Parole Officers’ Association and the Pennsylvania District Attorneys
Institute, received grant funding to improve the quality of information collected within the local
criminal justice record keeping system. The grant provides for CCAP to develop a method for
Pennsylvania to improve the quality of information collected within the local criminal justice
automated records systems.
This “Best Practices User Manual for Data Entry into County Criminal Justice Records Systems”
has been developed as part of this grant and is based on the National Information Exchange
Model (NIEM) version 2.0. The NIEM is the result of a collaborative effort by the justice and
homeland security domains to produce a set of common, consistent and well-defined data
elements to be used for data exchange.
NIEM was designed to be used as a consistent
baseline for exchanging information within and across local, state, federal and tribal agencies.
Through consulting with Pennsylvania county and state criminal justice subject matter experts,
the data elements listed within this manual were determined to be the critical core set of data
elements common across these agencies. This manual is intended to provide the criminal
justice practitioner with a reference guide to entering this information in a standard and consistent
manner, ultimately improving the quality of information within the local records management
system.
It is anticipated that counties involved with standardizing the information entered into their local
records management systems, following the NIEM guidelines, will benefit through:
1. INCREASED REPORTING ACCURACY: The more consistently, accurately and more
standardized the data entered within records management system(s), the more
meaningful the reports will be for county administrators. Effective management and
planning can only be achieved with accurate reports.
2. IMPROVED ELECTRONIC REPORTING: Counties are increasingly being required to
electronically report and to transfer criminal justice information. However, the ability to
successfully transfer meaningful and accurate information is hindered by differences in
how and what data is entered in the records management systems.
3. STANDARDS-BASED INFORMATION SHARING: Standards-based information sharing
can also mean quicker access to and better understanding of data that crosses system,
agency and jurisdiction borders. This means that individuals will not have to reenter the
same data multiple times, delay critical decisions for lack of data or take action based on
inaccurate or incomplete information.
4. IMPROVED PUBLIC SAFETY: Timely access to quality information enables better
decision making, which can easily translate into saving lives. Getting the right
information to the right people all of the time means that officials will be properly
equipped to make informed decisions in planning for, preventing or responding to criminal
incidents and day-to-day operations.
5. IMPROVED GOVERNMENT EFFECTIVENESS: The ability of government personnel to
effectively serve the public and to deliver positive outcomes, hinges on the availability of
appropriate and accurate information. Access to such information ensures that decisions
are made and assistance provided as quickly as possible.
Additional information regarding the Data Quality Grant, a pdf version of this document, and a
searchable data repository can be obtained on CCAP’s website at the following address:
http://www.pacounties.org/commissioners/cwp/view.asp?a=1681&Q=570489&PM=1
Additional information regarding the National Information Exchange Model (NIEM) can be found at
http://www.niem.gov .
1
1. NAME FIELDS
PREFIX
A title or honorific used by a person.
CODE
CAPT
DR
GENERAL
JUDGE
LT
MISS
MR
MRS
MS
PROF
REV
PREFIX
CAPTAIN
DOCTOR
GENERAL
JUDGE
LIEUTENANT
MISS
MISTER
MRS
MS
PROFESSOR
REVERAND
Format:
No punctuation is to be used
Comment: The above list is not necessarily a complete list of prefixes.
SURNAME (LAST NAME)
A last name or family name of a person.
Best Practice:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included when entering the Surname (last name). That is, apostrophes and
other forms of punctuation or special characters should be eliminated. Do not
include any spaces in the Surname (last name).
GIVEN NAME (FIRST NAME)
A first name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included when entering the Given Name (First Name). That is, apostrophes and
other forms of punctuation or special characters should be eliminated. Do not
include any spaces in the Given Name (First Name).
2
MIDDLE NAME
A middle name of a person
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
Format:
1. Complete names should be used if available, and abbreviations for the name
should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included when entering the Middle Name. That is, apostrophes and other forms
of punctuation or special characters should be eliminated. Do not include any
spaces in the Middle Name.
MAIDEN NAME
An original surname of a person before changed by marriage.
Best Practice:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used. Hyphens are the only form of punctuation to be
included when entering the Maiden Name. That is, apostrophes and other forms
of punctuation or special characters should be eliminated. Do not include any
spaces in the Maiden Name.
2. Some records management systems do not provide for a Maiden Name field,
in this case, the Alias Last Name field should be used to enter the Maiden
Name.
3
SUFFIX
A term appended after the family name that qualifies the name.
CODE
I
II
III
IV
V
JR
SR
PhD
MD
LLD
JD
ESQ
DO
SUFFIX
FIRST
SECOND
THIRD
FOURTH
FIFTH
JUNIOR
SENIOR
DOCTOR OF PHILOSPOHY
MEDICAL DOCTOR
DOCTOR OF LAWS
JURIS DOCTOR
ESQUIRE
DOCTOR OF OSTEOPATHY
Format:
No punctuation should be used.
Comment: The above list is not intended to be a complete list of suffixes.
ALIAS LAST NAME
An alternate last name or family name of a person.
Best Practices:
Example: SMITH, MCKEE, OHARE, SMITH-JONES
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included. That is, apostrophes and other forms of punctuation or special
characters should be eliminated. Do not include any spaces in the Alternate
Surname (Alias Last Name).
ALIAS FIRST NAME
An alternate first name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included. That is, apostrophes and other forms of punctuation or special
characters should be eliminated. Do not include any spaces in the Alternate
First name (Alias First Name).
4
ALIAS MIDDLE NAME
An alternate middle name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included when entering the Alias Middle Name. Apostrophes and other forms of
punctuation or special characters should be eliminated. Do not include any
spaces.
NICKNAME
A nickname or street name of a person.
BEST PRACTICE:
EXAMPLE: SNOOPY, SANDY-MAE, OHARE
Format:
1. Complete names should be used if available; and thus, abbreviations for the
name should not be used.
2. Punctuation and Spaces: Hyphens are the only form of punctuation to be
included. That is, apostrophes and other forms of punctuation or special
characters should be eliminated. Do not include any spaces.
3. Some case records management systems provide for entry of a Nickname;
but for those that do not, the Nickname should be entered in an Alternate / Alias
name field.
2. BIRTHDATE FIELD
BIRTH DATE
Calendar date on which a person was born
Best Practice:
CCYY-MM-DD
Example: 2007-09-23
Format:
1. Gregorian date (CCYY-MM-DD): Year (CCYY), Month (MM), and Day (DD).
2. The user interfaces of many case records management systems use the
format of MMDDYYYY; therefore, conversion to CCYY-MM-DD would occur
when electronically exchanging information.
Comment: If birthdates is unknown, leave blank and do not put zeros.
5
3. EYE COLOR FIELD
EYE COLOR
The color of the eyes of a person.
EYE COLOR CODE
BLK
BLU
BRO
GRN
GRY
HAZ
MAR
MUL
PNK
XXX
EYE COLOR TEXT
BLACK
BLUE
BROWN
GREEN
GRAY
HAZEL
MAROON
MULTICOLORED
PINK
UNKNOWN
4. HAIR COLOR FIELD
HAIR COLOR
A color of the hair of a person.
HAIR CODE
BLK
BLN
BLU
BRO
GRN
GRY
ONG
PNK
PLE
RED
SDY
WHI
XXX
HAIR TEXT
BLACK
BLOND OR STRAWBERRY
BLUE
BROWN
GREEN
GRAY OR PARTIALLY GRAY
ORANGE
PINK
PURPLE
RED OR AUBURN
SANDY
WHITE
UNKNOWN OR COMPLETELY BALD
6
5. HEIGHT FIELD
HEIGHT
A measurement of the height of a person.
Best Practices:
FEET, INCHES:
1. Height must be expressed in FEET and INCHES.
2. Fractions of an inch should be rounded off to the nearest inch.
Example:
HEIGHT
5’11”
6’0”
70”
72 ½”
CODE
511
600
510
601
Format:
511
6. WEIGHT FIELD
WEIGHT
A measurement of the weight of a person.
Best Practices:
POUNDS:
1. Weight must be expressed in POUNDS, using three digits.
2. Fractions of a pound should be rounded off to the nearest pound.
Example:
WEIGHT
94 Pounds
186 Pounds
210 ½ Pounds
CODE
094
186
211
7
7. RACE FIELD
RACE
A classification of a person based on factors such as geographical locations and
genetics. (Description of the race code.)
RACE TEXT
AMERICAN INDIAN OR ALASKAN NATIVE
ASIAN OR PACIFIC ISLANDER
BLACK OR AFRICAN AMERICAN
UNKNOWN
WHITE
RACE CODE
I
A
B
U
W
Comment:
American Indian or Alaskan Native – a person having origins in any of the
original peoples of the Americas and maintaining cultural identification through
tribal affiliations or community recognition.
Asian or Pacific Islander – a person having origins in any of the original peoples
of the Far East, Southeast Asia, the Indian subcontinent or the Pacific Islands.
Black or African American – a person having origins in any of the black racial
groups of Africa.
White - a person having origins in any of the original peoples of Europe, North
Africa or Middle East.
8. ETHNICITY FIELD
ETHNICITY
A cultural lineage of a person.
ETHNICITY TEXT
HISPANIC
NON-HISPANIC
UNKNOWN
ETHNICITY CODE
H
N
U
8
9. SEX FIELD
SEX
A gender or sex of a person.
SEX TEXT
FEMALE
MALE
SEX CODE
F
M
Comment:
1. “UNKNOWN” is a gender option within NIEM and NCIC codes, but the PA
criminal justice practitioners requested this option be removed within best
practices. The business process reason for this is that the sex of a person must
be known in jails and other agencies to determine housing and gender specific
services.
10. RELIGION FIELD
RELIGION
A religion to which a person subscribes or believes; a categorization of spiritual
beliefs.
RELIGION TEXT
BUDDHIST
BAHAI
CHRISTIAN
CHRISTIAN-CATHOLIC
CHRISTIAN-ORTHODOX
CHRISTIAN-PENTECOSTAL
CHRISTIAN-PROTESTANT
HINDU
JAINS
JEWISH
MOSLEM
MOSLEM-DRUZE
MOSLEM-SHIITE
MOSLEM-SUNNI
OTHER
PARSI (ZOROASTRIAN)
SIKH
UNKNOWN
ZOROASTRIAN
RELIGION CODE
BUDDH
BAHAI
CHRIS
CATHO
ORTHO
PENTE
PROTE
HINDU
JAINS
JEWIS
MOSLE
DRUZE
SHIIT
SUNNI
OTHER
PARSI
SIKH
UNKNO
ZOROZ
9
11. STATE FINGERPRINT IDENTIFICATION (SID) FIELD
STATE FINGERPRINT IDENTIFICATION (SID)
A number issued by a state Automated Fingerprint Identification System (AFIS)
based on submitted fingerprints.
Best Practice:
123-45-67-8 (User Interface generally includes hyphens)
Format:
12345678
(When the SID is exchanged electronically, no hyphens or spaces are used to
separate the numbers.)
Comments:
1. ONLY Pennsylvania SID’S are to be entered into this field.
2. SID’s from other states should always be entered into a
Miscellaneous ID field.
3. The first time someone is fingerprinted they are assigned a
SID. This is the main key along with OTN which connects
PBPP, AOPC and DOC records management systems.
Without an SID, data cannot be applied to CCHRI.
12. CHARGE TRACKING NUMBER (OTN) FIELD
CHARGE TRACKING IDENTIFICATION (OFFENSE TRACKING
NUMBER / OTN) *
A unique identifying number assigned to an entire set of charges for an arrest.
Different numbers may appear in the set if cases have been consolidated.
Best Practices:
Q333333-0 (User Interface)
Q3333330 (When exchanging data)
Format:
Q3333330
No spaces, no hyphens or other punctuation.
Many records management systems will pre-format the OTN, for example
Q333333-0; however, when electronically exchanging data, no punctuation
marks or spaces area used.
Comment:
An OTN is assigned for every arrest fingerprint taken. This is the main key
into CCHRI. Without the OTN, any data that is sent to CCHRI cannot be
applied.
*Due to the interchanging of Charge Tracking Identification and Offense
Tracking Number, the OTN is cross referenced in Number 19.
10
13. SOCIAL SECURITY NUMBER FIELDS
SOCIAL SECURITY NUMBER (SSN)
A unique reference to a living person; assigned by the United States Social
Security Administration.
Best Practices:
123-45-6789 (User Interface)
123456789 (electronically exchanging information)
999999999 (If no SSN is available, then all “nines” should be entered.)
Format:
123456789
Comment:
1. Many records management systems will pre-format the SSN in the user
interface in the standard format of 123-45-6789.
2. When electronically exchanging information, there should be no spaces or
hyphens in the SSN.
ALIAS SSN
An alias reference to a living person; not assigned by the United States Social
Security Administration to this person.
Best Practices:
123-45-6789 (User Interface – entered with other alias information)
123456789 (No hyphens when exchanging information electronically)
Comment:
1. Many records management systems will pre-format the SSN in the user
interface in the standard format of 123-45-6798.
2. When electronically exchanging information, there should be no spaces or
hyphens in the SSN (ex. 123456789).
14. UNITED STATES CITIZEN INDICATOR FIELD
U.S. CITIZEN INDICATOR
True if a person is a citizen of the United States; false otherwise.
Best Practices:
True; False
Yes; No
Checkbox
11
15. ADDRESS FIELDS
ADDRESS TYPE
Categorization of the type of address
ADDRESS TYPE
Contact Mailing
Address
Location Address
ADDRESS DESCRIPTION
A postal address by which a person or organization
may be contacted.
A geophysical location described by postal
information.
Comment:
ADDRESS LINE 1 (BUILDING/APARTMENT/UNIT)
ADDRESS LINE 1: The first line of address text. The building name, apartment
name and/or unit name for where the Defendant lives
ARREST SUBJECT MAILING ADDRESS
ADDRESS DATA
ELEMENT
DESCRIPTION OF ADDRESS
DATA ELEMENT
Building
A physical structure at an address.
Delivery Point ID
An identifier of a single place or unit at which mail
is delivered.
Delivery Point
A single place or unit at which mail is delivered.
Secondary Unit
A particular unit within a larger unit or grouping at
a location.
RouteName*
A name and number of a postal route.
Examples:
RR 3 BOX 12000
RR 2 BOX 9800
RR 1 BOX 17A
Comments:
1. This would be the first line of the address.
2. Print rural route addresses as: RR N BOX NN. Do not use the words RURAL,
NUMBER, NO., or the pound sign (#).
3. Change the designations RFD and RD (as a meaning for rural or rural free
delivery) to RR. Note: RD is no longer acceptable.
12
ADDRESS LINE 2 (STREET)
ADDRESS LINE 2: The second line of address text. The street name and
number where the Defendant lives
Comment:
This would be the second line of the address.
CITY NAME
The name of the city in which the Defendant lives
Format:
ALL CAPS
STATE CODE
The USPS 2 letter code for the name of the state in which the Defendant lives
STATE CODE
US Postal State Code
STATE DESCRIPTION
AA
AE
AK
AL
AP
AR
AS
AZ
CA
CO
CT
DC
DE
FL
FM
GA
GU
HI
IA
ID
IL
IN
KS
KY
LA
Armed Forces Americas (except Canada)
Armed Forces Africa, Canada, Europe, Middle East
ALASKA
ALABAMA
Armed Forces Pacific
ARKANSAS
AMERICAN SAMOA
ARIZONA
CALIFORNIA
COLORADO
CONNECTICUT
DISTRICT OF COLUMBIA
DELAWARE
FLORIDA
FEDERATED STATES OF MICRONESIA
GEORGIA
GUAM
HAWAII
IOWA
IDAHO
ILLINOIS
INDIANA
KANSAS
KENTUCKY
LOUISIANA
13
MA
MD
ME
MH
MI
MN
MO
MP
MS
MT
NC
ND
NE
NH
NJ
NM
NV
NY
OH
OK
OR
PA
PR
PW
RI
SC
SD
TN
TX
UT
VA
VI
VT
WA
WI
WV
WY
MASSACHUSETTS
MARYLAND
MAINE
MARSHALL ISLANDS
MICHIGAN
MINNESOTA
MISSOURI
NORTHERN MARIANA ISLANDS
MISSISSIPPI
MONTANA
NORTH CAROLINA
NORTH DAKOTA
NEBRASKA
NEW HAMPSHIRE
NEW JERSEY
NEW MEXICO
NEVADA
NEW YORK
OHIO
OKLAHOMA
OREGON
PENNSYLVANIA
PUERTO RICO
PALAU
RHODE ISLAND
SOUTH CAROLINA
SOUTH DAKOTA
TENNESSEE
TEXAS
UTAH
VIRGINIA
VIRGIN ISLANDS
VERMONT
WASHINGTON
WISCONSIN
WEST VIRGINIA
WYOMING
POSTAL CODE (ZIP CODE)
An identifier of a post office-assigned zone for
an address.
Format:
22222
14
POSTAL EXTENSION CODE (ZIP CODE
EXTENSION)
An identifier of a smaller area within a post
office-assigned zone for an address.
Format:
2222
16. BOOKING DOCUMENT CONTROL IDENTIFICATION
NUMBER FIELD
BOOKING DOCUMENT CONTROL IDENTIFICATION NUMBER (PIN)
A number assigned by a booking system to identify a unique booking event
within a specific jail.
Comment:
PIN – Per Incarceration Period booking number
15
17. CONVICTION COURT FIELD
CONVICTION COURT NAME
A county court in which a conviction was issued.
PENNSYLVANIA COUNTY IDENTIFICATION NUMBERS AND
JUDICIAL DISTRICTS
COUNTY
JUDICIAL
NO.
COUNTY
DISTRICT
1
Adams
51
2
Allegheny
5
3
Armstrong
33
4
Beaver
36
5
Bedford
57
6
Berks
23
7
Blair
24
8
Bradford
42
9
Bucks
7
10
Butler
50
11
Cambria
12
Cameron
13
Carbon
56
14
Centre
49
15
Chester
15
16
Clarion
18
17
Clearfield
46
18
Clinton
19
Columbia
20
Crawford
30
21
Cumberland
9
22
Dauphin
12
23
Delaware
32
24
Elk
59
25
Erie
6
26
Fayette
14
27
Forest
28
Franklin
29
Fulton
30
Greene
13
31
Huntingdon
20
32
Indiana
40
33
Jefferson
54
34
Juniata
41
35
Lackawanna
45
36
Lancaster
2
37
Lawrence
53
47
Cameron-Elk
59
25
Columbia-Montour
Forest-Warren
26
37
39
Fulton-Franklin
39
16
38
Lebanon
52
39
Lehigh
31
40
Luzerne
11
41
Lycoming
29
42
McKean
48
43
Mercer
35
44
Mifflin
58
45
Monroe
43
46
Montgomery
47
Montour
48
Northampton
49
Northumberland
8
50
Perry
41
51
Philadelphia
1
52
Pike
60
53
Potter
55
54
Schuylkill
21
55
Snyder
56
Somerset
57
Sullivan
58
Susquehanna
34
59
Tioga
4
60
Union
17
61
Venango
28
62
Warren
63
Washington
27
64
Wayne
22
65
Westmoreland
10
66
Wyoming
44
67
York
19
38
Montour-Columbia
26
3
Snyder-Union
17
16
Sullivan-Wyoming
Warren-Forest
44
37
Comment:
1. PA county criminal justice users commonly enter the county number.
2. When electronically exchanging data, both the county number and
judicial district number are used.
17
18. CONFINEMENT LOCATION NAME FIELD
CONFINEMENT LOCATION NAME (CORRECTIONAL FACILITY)
The name of the confining institution.
PA COUNTY INSTITUTION / CORRECTIONAL
FACILITY
ADAMS COUNTY ADULT CORRECTIONAL COMPLEX
ALLEGHENY COUNTY JAIL
ARMSTRONG COUNTY JAIL
BEAVER COUNTY PRISON
BEDFORD COUNTY PRISON
BERKS COUNTY PRISON
BLAIR COUNTY PRISON
BRADFORD COUNTY CORRECTIONAL FACILITY
BUCKS COUNTY MEN/WOMENS CCC
BUCKS COUNTY CORRECTIONAL FACILITY
BUTLER COUNTY PRISON
CAMBRIA COUNTY PRISON
CARBON COUNTY CORRECTIONAL FACILITY
CENTRE COUNTY CORRECTIONAL FACILITY
CHESTER COUNTY PRISON
CLARION COUNTY PRISON
CLEARFIELD COUNTY PRISON
CLINTON COUNTY CORRECTIONAL FACIITY
COLUMBIA COUNTY PRISON
CRAWFORD COUNTY CORRECTIONAL FACILITY
CUMBERLAND COUNTY PRISON
DAUPHIN COUNTY PRISON
DELAWARE COUNTY PRISON
ELK COUNTY PRISON
ERIE COUNTY DEPARTMENT OF CORRECTIONS
FAYETTE COUNTY PRISON
FRANKLIN COUNTY JAIL
GREENE COUNTY PRISON
HUNTINGDON COUNTY JAIL
INDIANA COUNTY JAIL
JEFFERSON COUNTY PRISON
JUNIATA COUNTY PRISON
LACKAWANNA COUNTY PRISON
LANCASTER COUNTY PRISON
LAWRENCE COUNTY CORRECTIONAL FACILITY
LEBANON COUNTY CORRECTIONAL FACILITY
LEHIGH COUNTY DEPARTMENT OF CORRECTIONS
LUZERNE COUNTY CORRECTIONAL FACILITY
LYCOMING COUNTY PRISON
MCKEAN COUNTY PRISON
MERCER COUNTY JAIL
MIFFLIN COUNTY CORRECTIONAL FACILITY
MONROE COUNTY CORRECTIONAL FACILITY
LOCATION
GETTYSBURG
PITTSBURGH
KITTANING
ALIQUIPPA
BEDFORD
LEESPORT
HOLLIDAYSBURG
TROY
DOYLESTOWN
DOYLESTOWN
BUTLER
EBENSBURG
NESQUEHONING
BELLEFONTE
WEST CHESTER
SHIPPENVILLE
CLEARFIELD
MCELHATTAN
BLOOMSBURG
SAEGERTOWN
CARLISLE
HARRISBURG
THORTON
RIDGWAY
ERIE
UNIONTOWN
CHAMBERSBURG
WAYNESBURG
HUNTINGDON
INDIANA
BROOKVILLE
MIFFLINTOWN
SCRANTON
LANCASTER
NEW CASTLE
LEBANON
ALLENTOWN
WILKES-BARRE
WILLIAMSPORT
SMETHPORT
MERCER
LEWISTOWN
STROUDSBURG
18
MONTGOMERY COUNTY CORRECTIONAL FACILITY
MONTOUR COUNTY PRISON
NORTHAMPTON COUNTY PRISON
NORTHUMBERLAND COUNTY PRISON
PERRY COUNTY PRISON
CURRAN FROM-HOLD CORRECTIONAL FACILITY
DENTENTION CENTER
HOUSE OF CORRECTIONS
PHILADELPHIA INDUSTRIAL CORRECTIONAL
CENTER
ALTERNATIVE/SPECIAL DETENTION
RIVERSIDE CORRECTIONAL FACILITY
PIKE COUNTY CORRECTIONAL FACILITY
POTTER COUNTY PRISON
SCHUYLKILL COUNTY PRISON
SNYDER COUNTY PRISON
SOMERSET COUNTY JAIL
SUSQUEHANNA COUNTY CORRECTIONAL FACILITY
TIOGA COUNTY PRISON
UNION COUNTY PRISON
VENANGO COUNTY PRISON
WARREN COUNTY PRISON
WASHINGTON COUNTY CORRECTIONAL FACILITY
WAYNE COUNTY PRISON
WESTMORELAND COUNTY PRISON
WYOMING COUNTY CORRECTIONAL FACILITY
YORK COUNTY PRISON
CODE
ALB
CAM
CBS
CHS
COA
CRE
DAL
FRA
FRS
FYT
GRA
GRE
GRN
HOU
HUN
LAU
MAH
MER
MUN
PIT
PNG
PA STATE INSTITUTION /
CORRECTIONAL FACILITY
ALBION
CAMP HILL
CAMBRIDGE SPRINGS
CHESTER
COAL TOWNSHIP
CRESSON
DALLAS
FRACKVILLE
FOREST
FAYETTE
GRATERFORD
GREENSBURG
GREENE
HOUTZDALE
HUNTINGDON
LAUREL HIGHLANDS
MAHANOY
MERCER
MUNCY
PITTSBURGH
PINE GROVE
NORRISTOWN
DANVILLE
EASTON
SUNBURY
NEW BLOOMFIELD
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
LORDS VALLEY
COUDERSPORT
POTTSVILLE
SELINSGROVE
SOMERSET
MONTROSE
WELLSBORO
LEWISBURG
FRANKLIN
WARREN
WASHINGTON
HONESDALE
GREENSBURG
TUNKHANNOCK
YORK
LOCATION
ALBION
CAMP HILL
CAMBRIDGE SPRINGS
CHESTER
COAL TOWNSHIP
CRESSON
DALLAS
FRACKVILLE
MARIENVILLE
LABELLE
GRATERFORD
GREENSBURG
WAYNESBURG
HOUTZDALE
HUNTINGDON
SOMERSET
FRACKVILLE
MERCER
MUNCY
PITTSBURGH
INDIANA
19
QUE
RET
ROC
SMI
SMR
WAM
CODE
102
103
104
105
201
202
203
204
205
301
302
303
304
305
319
QUEHANNA BOOTCAMP
RETREAT
ROCKVIEW
SMITHFIELD
SOMERSET
WAYMART
KARTHAUS
HUNLOCK CREEK
BELLEFONTE
HUNTINGDON
SOMERSET
WAYMART
PA COMMUNITY CORRECTIONAL CENTERS
PHILADELPHIA CCC #2
PHILADELPHIA CCC #3
PHILADELPHIA CCC #4
PHILADELPHIA CCC #5
SCRANTON CCC
ALLENTOWN CCC
HARRISBURG CCC
YORK CCC
JOHNSTOWN CCC
PITTSBURGH CCC #1
PITTSBURGH CCC #2
PITTSBURGH CCC
ERIE CCC
SHARON CCC
RIVERSIDE CCC
LOCATION
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
PHILADELPHIA
SCRANTON
ALLENTOWN
HARRISBURG
YORK
JOHNSTOWN
PITTSBURGH
PITTSBURGH
PITTSBURGH
ERIE
SHARON
PITTSBURGH
Comment:
This is a commonly a free text field. Pennsylvania criminal justice
practitioners recommended the field be locked down so the data is
entered in a standard way.
19. OFFENSE TRACKING NUMBER FIELD
OFFENSE TRACKING NUMBER (OTN) / CHARGE TRACKING IDENTIFICATION
A unique identifying number assigned to an entire set of charges for an arrest. Different numbers
may appear in the set if cases have been consolidated.
Best Practices:
Q333333-0 (User Interface)
Q3333330 (When exchanging data)
Format:
Q3333330
No spaces, no hyphens or other punctuation.
Many records management systems will pre-format the OTN, for example Q333333-0; however,
when electronically exchanging data, no punctuation marks or spaces area used.
Comment:
1. OTN is assigned for every arrest fingerprint taken. This is the main key into CCHRI.
Without this key, data that is sent to CCHRI cannot be applied
2. Due to the interchanging of Charge Tracking Identification and Offense Tracking
Number, the OTN is cross referenced in Number 12.
20
20. CHARGE INFORMATION FIELDS
Please note: The following two tables are provided here to illustrate the charge
information fields discussed within this section.
TABLE 1: Example of how charges might appear in a user’s records management system
SEQ.# CHARGE
CHARGE DESCRIPTION
GRADE
DEGREE
1
182701A1
Simple Assault
2
182709A1
Harassment – Subject Other to Physical Contact Summary
3
753802A1* DUI: Gen Imp/Inc of Driving Safely – 1st Off
Misdemeanor
2
4
753743A
Accident Involv damage Attended Vehicle/Prop
Misdemeanor
3
Table 2: Example of how charges are listed on AOPC’s website
(http://www.courts.state.pa.us/index/PublicAccess/StatutesInquiry.asp)
Offense/
Title Section Subsection Grade
Description
18
2701
A1
SIMPLE ASSAULT
HARASSMENT - SUBJECT OTHER TO
18
2709
A1
S
PHYSICAL CONTACT
DUI: GEN IMP/INC OF DRIVING SAFELY - 1ST
75
3802
A1*
M
OFF
ACCIDENT INVOLV DAMAGE ATTENDED
75
3743
A
M3
VEHICLE/PROP
18
903
A1
CRIMINAL CONSPIRACY ENGAGING
Statute
Code
CC2701A1
VC3802A1
VC3743A
CC0903A1
CHARGE SEQUENCE ID
A sequentially assigned number for charge tracking purposes
Best Practice:
The first charge under the arrest might be assigned Charge Sequence ID 1, the
second would be 2 and so forth.
Example:
SEQ.#
1
2
3
4
21
CHARGE STATUTE TITLE
An identifier of a set of laws for a particular jurisdiction.
The Purdons title identifier for a given statute.
Best Practice:
Comprised of Charge, Charge Section and Charge Subsection
Example: (from AOPC’s example page 19)
Title
18
18
75
75
18
CHARGE STATUTE SECTION
An identifier of a section or category within a code book.
The Purdons numeric section identifier for a given statute.
Example: (from the “CHARGE” section above of the user’s system
example and from AOPC’s example on page 19)
2701
2709
3802
3743
2707.1
CHARGE STATUTE SUBSECTION
The Purdons numeric sub-section identifier for a given statute.
Example: (from the “CHARGE” section above of the user’s system
example and from AOPC’s example on page 19)
A1
A1
A1*
A
A1
22
CHARGE DEGREE
A degree of a charge.
CHARGE DEGREE CODE
CHARGE DEGREE TEXT
1
First Degree
2
Second Degree
3
Third Degree
4
Fourth Degree
5
Fifth Degree
6
Sixth Degree
7
Seventh Degree
8
Eighth Degree
Comment:
Statute Sub-Section (Example: Title 18 Section 2502 Sub-Section A, B & C are
First Degree, Second Degree and Third Degree respectively.)
CHARGE SEVERITY LEVEL
A severity level of a charge
Best Practices:
FULL TEXT
CODE
FELONY
F
HOMICIDE
H
MISDEMEANOR
M
SUMMARY
S
Example: (from the user’s system example on page 19)
GRADE
Summary
Misdemeanor
Misdemeanor
23
CHARGE GRADE
Charge Grade is a combination of Charge Degree and Charge Level of Severity,
categorizing the severity of an offense, M1 - ? Misdemeanor, F1 - ? Felony, S,
S1 - ? Summary
CHARGE GRADE CODE
CHARGE GRADE DESCRIPTION
F
FELONY
F1
FELONY 1ST DEGREE
F2
FELONY 2ND DEGREE
F3
FELONY 3RD DEGREE
M
MISDEMEANOR
M1
MISDEMEANOR 1ST DEGREE
M2
MISDEMEANOR 2ND DEGREE
M3
MISDEMEANOR 3RD DEGREE
H1
MURDER 1ST DEGREE
H2
MURDER 2ND DEGREE
S
SUMMARY OFFENSE
S1
SUMMARY OFFENSE 1ST DEGREE
S2
SUMMARY OFFENSE 2ND DEGREE
S3
SUMMARY OFFENSE 3RD DEGREE
S4
SUMMARY OFFENSE 4TH DEGREE
S5
SUMMARY OFFENSE 5TH DEGREE
S6
SUMMARY OFFENSE 6TH DEGREE
S7
SUMMARY OFFENSE 7TH DEGREE
S8
SUMMARY OFFENSE 8TH DEGREE
CHARGE APPLICABILITY TEXT (INCOHATE CHARGE)
A degree of involvement a person is being charged with committing in an
offense. (Also referred to as the ACS code or inchoate statute.)
Best Practices:
SOLICITATION
CONSPIRACY
ATTEMPT
Example: (Also reference user and AOPC example on page 19)
As shown in the table directly below: 18903A1 represents Engaging in a
Criminal Conspiracy to Tamper with the Ignition Interlock or a conspiracy to
engage in 753803B2.
SEQ.#
1
CHARGE
753808B2
CHARGE DESCRIPTION
Tamper W/Ignition Inter – Provide Breath Sample
GRADE
Misdemeanor
DEGREE
3
INCOHATE
OFFENSE
18903A1
24
21. CASE DOCKET ID FIELD
CASE DOCKET ID
An identifier used to reference a case docket.
Best Practices:
CP-00-CR-0000000-YYYY
22. JUDGE OFFICAL TYPE FIELD
JUDGE OFFICIAL TYPE
A kind of Judicial Official
An authority who can conduct a hearing before the court and issue orders.
Best Practices:
Magisterial District Justice
Court of Common Pleas Trial Judge
Bail Commissioner
Municipal Court Judge
Comment:
Bail Commissioner and Municipal Court Judge are unique to Philadelphia
23. PRESENTENCE INVESTIGATION INDICATOR FIELD
PRESENTENCE INVESTIGATION INDICATOR (PSI)
The sentencing suggestion(s) sent by a probation department to the court
handling a criminal case.
Identify whether a PSI was completed and who completed it.
CODE
PSI DESCRIPTION
1
COUNTY
2
3
PBPP
NOT REQUESTED
Comment:
County – PSI completed by the county
PBPP – PSI completed by PBPP
Not Requested – No PSI was requested
25
24. SENTENCE INFORMATION FIELDS
SENTENCE DATE
The date the Judge ordered the sentence. The date the sentence was imposed.
Best Practices:
Year, Month, Day
Format:
CCYY-MM-DD
Comment:
Sentence Start Date cannot be prior to the Sentence Effective Date.
SENTENCE EFFECTIVE DATE
The date sentence term calculations begin, with calculations for credit time.
Identify the start date of a sentence.
Best Practice:
Year, Month, Day
Format:
CCYY-MM-DD
SENTENCE TERM MINIMUM
A minimum range or duration for a term. The minimum term of the sentence that
can be applied based on sentencing guidelines.
Best Practices:
DAYS, MONTHS, YEARS; HOURS
Format:
PnYnMnDTnH, where nY is the number of years, nM is the number of months,
nD is the number of days and nH is the number of hours.
SENTENCE TERM MAXIMUM
A maximum range or duration for a term. The maximum term of the sentence
that can be applied based on sentencing guidelines.
Best Practices:
DAYS, MONTHS, YEARS; HOURS
Format:
PnYnMnDTnH, where nY is the number of years, nM is the number of months,
nD is the number of days and nH is the number of hours.
26
CONDITIONAL RELEASE PROJECTED DATE (MINIMUM RELEASE
DATE)
An expected date of conditional release. This date may change over time.
ConfinementReleaseDate - The date that the subject was / should be released.
Best Practices:
DAYS, MONTHS, YEARS
Format:
CCYY-MM-DD
SENTENCE EXPIRATION DATE (MAXIMUM RELEASE DATE)
The date a sentence expires.
Best Practices:
DAYS, MONTHS, YEARS
Format:
CCYY-MM-DD
25. DETAINER INFORMATION FIELDS
DETAINER STATUS
A status of a detainer lodged against a person.
Best Practices:
LIFTED
LODGED
ARREST APPREHENSION DETENTION ORDER (DETAINER /
WARRANT)
Warrant/Detainer: A request filed by a criminal justice agency with the facility in
which an inmate is incarcerated, asking the facility either to hold the inmate for
the agency or to notify the agency when release is imminent. Detainers are
usually based on outstanding criminal charges, outstanding parole or probation
violations, or additional sentences already imposed against the inmate.
DETAINER TYPES
Federal – Unsentenced
Federal – Sentenced
Federal – ICE (Immigration and Customs Enforcement Agency)
Federal – Violation of Probation
Federal – Violation of Parole
Out-of-State - Unsentenced
27
Out-of-State – Sentenced
Out-of-State – Violation of Probation
Out-of-State – Violation of Parole
County – Unsentenced
County – Sentenced
County – Violation of Probation
County – Violation of Parole
County – Violation of County Intermediate Punishment
County – Costs, Fines and Restitution
County – Domestic Relations
Local – Magisterial
Confidential – Non-holding Detainer
Execution – Formally Sentenced
Execution Pending – Penalty Phase Determined, not yet formally
sentenced
LIFE
Commuted LIFE
Re-entry Department of Corrections Sentence
PBPP – PA Board of Probation and Parole Warrant
Other
26. SUPERVISION INFORMATION FIELDS
COURT ORDER SUPERVISING AGENCY NAME
Supervising County Name
The county that is supervising the offender
COUNTY
NO.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
PA COUNTY NUMBERS AND JUDICIAL DISTRICTS
JUDICIAL
COUNTY
DISTRICT
Adams
Allegheny
Armstrong
Beaver
Bedford
Berks
Blair
Bradford
Bucks
Butler
Cambria
Cameron-Elk
Carbon
Centre
Chester
51
5
33
36
57
23
24
42
7
50
47
59
56
49
15
28
16
17
18
Clarion
Clearfield
Clinton
18
46
25
19
20
21
22
23
24
25
26
Columbia Columbia-Montour
Crawford
Cumberland
Dauphin
Delaware
Elk
Erie
Fayette
26
30
9
12
32
59
6
14
27
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
Forest
Forest-Warren
Franklin
Fulton-Franklin
Greene
Huntingdon
Indiana
Jefferson
Juniata
Lackawanna
Lancaster
Lawrence
Lebanon
Lehigh
Luzerne
Lycoming
McKean
Mercer
Mifflin
Monroe
Montgomery
Montour
Montour-Columbia
Northampton
Northumberland
37
39
39
13
20
40
54
41
45
2
53
52
31
11
29
48
35
58
43
38
26
3
8
50
51
52
53
54
55
56
Perry
Philadelphia
Pike
Potter
Schuylkill
Snyder-Union
Somerset
41
1
60
55
21
17
16
57
58
59
60
Sullivan-Wyoming
Susquehanna
Tioga
Union
44
34
4
17
29
61
62
63
64
65
66
67
Venango
Warren Warren-Forest
Washington
Wayne
Westmoreland
Wyoming
York
28
37
27
22
10
44
19
Comment:
The county agencies use the “County Number”; but, electronic data exchange
utilizes the “County Number” and the “Judicial District”.
SUPERVISION TYPE
A judicial requirement that a person fulfill certain conditions of behavior in lieu of
jail time
CODE
SUPERVISION TYPES
SUPVERVISION TYPES DESCRIPTION
1
2
Probation
Accelerated Rehabilitation Disposition
3
4
5
Probation Without Verdict
Parole
Intermediate Punishment
SUPERVISION PERSON STATUS
A status of a person under supervision.
SUPERVISION PERSON STATUS
CODE
SUPERVISION STATUS DESCRIPTION
1
2
3
4
5
ACTIVE
ADMINISTRATIVE
ABSCONDER
CLOSED
NON-REPORTING
6
UNKNOWN
30
DATE OF ADDITION TO SUPERVISION
A date a status was set, effected, or reported.
Date of addition to supervision; Supervision start date
Effective date of probation as recorded from the sentencing order.
Best Practices:
CCYY-MM-DD
Format:
CCYY-MM-DD
1. Gregorian date (CCYY-MM-DD): Year (CCYY), Month (MM), and Day (DD).
2. The user interfaces of many case records management systems use the
format of MMDDYYYY; therefore, conversion to CCYY-MM-DD would occur
when electronically exchanging information.
27. WEAPON FIELD
WEAPON
A property item used as an instrument of attack or defense.
A property item used in an offense.
TYPE OF WEAPON
Asphyxiation (by drowning, strangulation, suffocation, gas, etc.)
Automatic Firearm (type not stated)
Automatic Handgun
Automatic Rifle
Automatic Shotgun
Blunt Object (e.g., club, hammer, etc.)
Club/Blackjack/Brass Knuckles
Drugs/Narcotics/Sleeping Pills
Explosives
Fire/Incendiary Device
Firearm (type not stated)
Handgun
Knife/Cutting Instrument (e.g., ax, ice pick, screwdriver, or
switchblade)
Lethal Cutting Instrument (e.g., switchblade knife or martial arts
stars)
Motor Vehicle (when used as a weapon)
Other (any weapon or force, including deadly diseases, not fitting
the above specifically coded weapons/force)
Other Automatic Firearm
Other Firearm
Personal Weapons (i.e., hands, feet, teeth, etc.)
Poison
Rifle
Shotgun
Unarmed
CODE
85
11A
12A
13A
14A
30
17
70
60
65
11
12
20
16
35
90
15A
15
40
50
13
14
1
31
28. PLACE OF BIRTH FIELD
BIRTH PLACE (PERSON NATIONALITY / COUNTRY OF BIRTH)
A country in which a person was born.
CODE
AA
AB
AD
AE
AF
AG
AH
AI
AJ
AK
AL
AM
AN
AO
AP
AQ
AR
AS
AT
AU
AV
AX
AZ
BA
BB
BC
BD
BE
BF
BG
BH
BI
BJ
BK
BL
BM
BN
BO
BP
BQ
BR
BS
BT
BU
BV
BW
BX
BY
BZ
PLACE OF BIRTH SHORT DESCRIPTION
Albania
Alberta
Andorra
Anguilla
Afghanistan
Aguascalientes
Ashmore and Cartier Islands
Antigua and Barbuda
Aruba
Alaska
Alabama
American Samoa (Islands)
Algeria
Angola
Armenia
Azores Islands
Arkansas
Australia
Argentina
Austria
Azerbaijan
APACHE TRIBE
Arizona
Baja California (Northern Section)
Barbados
British Columbia
Bahamas, The
Bahrain/Bahrein
Bassas Da India (French possession)
Belgium
Belize (formerly British Honduras)
Burundi
Baja California (Southern Section)
Baker Island
Bangladesh
Bermuda
Bhutan
British Indian Ocean Territory
Bosnia and Hercegovenia
Bouvet Island (Norwegian territory)
Burma
British Solomon Islands (now SolomonIslands)
Botswana
Bulgaria
Bolivia
Balearic Islands
Brunei
Byelarus
Brazil
32
CA
CB
CC
CD
CE
CF
CG
CH
CI
CJ
CL
CM
CO
CP
CQ
CR
CS
CT
CU
CV
CW
CY
CZ
DA
DB
DC
DD
DE
DF
DG
DH
DI
DJ
DK
DL
DM
DN
DO
DP
DR
DS
DT
DV
DW
EE
EK
EL
EN
EO
ER
ES
ET
EU
EY
EZ
FA
FC
FD
California
Colombia
Cuba
Canada (unknown province)
Campeche
Chad
Caroline Islands
Chihuahua
Chiapas
Cambodia (formerly Khmer Republic and Kampuchea)
Colima
Cameroon
Colorado
Cayman Islands
Chile
Costa Rica
Cyprus
Connecticut
Coahuila
Cape Verde Islands
Central African Republic
Ceylon (Now Sri Lanka)
Canal Zone
Cheyenne and Arapaho Tribes
Clipperton Island (French possession)
District of Columbia
Cocos (Keeling) Islands
Delaware
Distrito Federal (Mexico, D. F.)
Comoros (or Comoros Islands)
Benin (formerly Dahomey)
Cook Islands
Coral Sea Islands (Australian territory)
Denmark
Devil's Lake Sioux Tribe
Dominica
Djibouti
Durango
Comanche Nation
Dominican Republic
Miami Tribe
Muscogee (Creek) Tribe
Seneca-Cayuga Tribes
Citizen Band Pottawatomie Tribe
Absentee Shawnee
Equatorial Guinea
El Salvador
England
Ethiopia
Europa Island (French possession)
Estonia
Eretria
Ecuador
Egypt (formerly United Arab Republic)
Czech Republic
Falkland Islands
Fond du Lac
Finland
33
FG
FJ
FL
FN
FO
FP
FR
FS
FX
GA
GB
GC
GD
GE
GF
GG
GI
GJ
GK
GM
GN
GO
GP
GR
GS
GT
GU
GY
GZ
HD
HE
HI
HK
HL
HN
HO
HR
HS
HT
HU
IA
IB
IC
ID
IE
II
IL
IM
IN
IO
IQ
IR
IS
IT
IU
IW
IX
IY
French Guiana
Fiji
Florida
France
Faroe Islands
French Polynesia
French Southern and Antartic Lands
Federated States of Micronesia
Sac and Fox
Georgia
Gabon
Greece
Georgia
Germany
Guernsey
Ghana
Guinea
Grenada
Gambia, The
Guam
Greenland
Glorioso Islands (French possession)
Guadeloupe
Guerrero
South Georgia and the South Sandwich Islands
Guatemala
Guanajuato
Guyana
Gaza
Honduras
Heard Island and McDonald Island
Hawaii
Hong Kong
Hidalgo
New Hebrides (now Vanuatu)
Howland Island
Christmas Island
Saint Helena
Haiti
Hungary
Iowa
Isle of Man
Iceland
Idaho
Ireland (not Northern Ireland)
India
Illinois
Madeira Islands
Indiana
Indonesia (now includes Portuguese Timor)
Iraq
Iran
Israel
Italy (includes Sicily and Sardinia)
Niue
Iowa Tribe
Menominee
Cote d'Ivoire (Ivory Coast)
34
JA
JE
JI
JL
JM
JN
JO
JR
JU
KB
KC
KE
KH
KI
KK
KN
KO
KP
KS
KT
KU
KW
KY
KZ
LA
LB
LC
LD
LE
LF
LH
LI
LL
LN
LO
LP
LS
LT
LU
LX
LY
MA
MB
MC
MD
ME
MF
MG
MH
MI
MJ
MK
ML
MM
MN
MO
MP
MQ
Japan
Jersey
Johnston Island
Jalisco
Jamaica
Jan Mayen
Jordan
Jarvis Island
Juan de Nova Island
Gilbert Islands (now Kiribati)
Croatia
Kenya
Manahiki Island
Kingman Reef
Kickapoo Tribe
North Korea
South Korea
Shakopee
Kansas
Kazakhstan
Kuwait
Kiowa
Kentucky
Kyrgyzstan
Louisiana
Liberia
Mille Lacs
Moldova
Lesotho
Slovakia
Lithuania
Liechtenstein
Leech Lake Band of Chippewa
Lebanon
Slovenia
Lac du Flambeau Band of Lake Superior Chippewa
Laos
LATVIA
Saint Lucia
Luxembourg
Libya
Massachusetts
Manitoba
Michoacan
Maryland
Maine
Malawi
Mongolia
Marshall Islands
Michigan
Monaco
Mariana Islands
Mali
Mexico (unknown Mexican state)
Minnesota
Missouri
Madagascar (included in Malagasy Republic)
Morocco
35
MR
MS
MT
MU
MV
MW
MX
MY
MZ
NA
NB
NC
ND
NE
NF
NG
NH
NI
NJ
NK
NL
NM
NN
NO
NP
NQ
NR
NS
NT
NU
NV
NW
NX
NY
NZ
OA
OC
OF
OG
OH
OI
OK
OM
ON
OO
OR
OS
OT
PA
PB
PC
PD
PE
PF
PG
PI
PK
PL
Morelos
Mississippi
Montana
Mauritania
Maldives
Midway Islands
Mexico (State)
Malta
Malaysia
Nayarit
Nebraska
North Carolina
North Dakota
Holland (Netherlands)
Newfoundland (includes Labrador)
Nigeria
New Hampshire
Northern Ireland
New Jersey
New Brunswick
Nuevo Leon
New Mexico
Niger
New Guinea (now Papua New Guinea)
Nepal
New Caledonia
Nauru
Nova Scotia
Northwest Territories
Nicaragua
Nevada
Norway
Bonaire (Netherlands Antilles)
New York
New Zealand
Oaxaca
Macao (now spelled Macau)
Norfolk Island
Osage Nation
Ohio
Okinawa
Oklahoma
Oman
Ontario
Otoe-Missouria Tribe
Oregon
Oglala Sioux
Oneida Tribe of Indians of Wisconsin
Pennsylvania
Puebla
Pitcairn,Henderson, Ducie, and OenoIslands
Palau, Republic of
Prince Edward Island
Parcel Islands
Guinea-Bissau (formerly Portuguese Guinea)
Philippines
Pakistan
Palmyra Atoll
36
PM
PN
PO
PQ
PR
PS
PT
PU
PV
PW
QA
QR
QU
RA
RB
RC
RE
RF
RG
RH
RI
RL
RR
RS
RU
RV
RW
RY
SA
SB
SC
SD
SE
SF
SG
SH
SI
SJ
SK
SL
SM
SN
SO
SP
SQ
SR
SS
SU
SV
SW
SY
SZ
TA
TB
TC
TD
TE
TF
Panama
Ponca Tribe
Poland
Quebec
Puerto Rico
Saint Pierre and Miquelon
Portugal
Peru
Paraquay
Pawnee Tribe
Qatar
Quintana Roo
Queretaro
Russia
Republic of Congo, Brazzaville
People's Republic of China
Reunion
Russian Federation
Gibraltar
Rhodesia (now Zimbabwe)
Rhode Island
Red Lake
Montserrat
Spanish Sahara (now Western Sahara)
Romania/Rumania
Socialist Republic of Vietnam
Rwanda
Republic of Yemen
Sierre Leone (Sierra Leone)
Saudi Arabia
South Carolina
South Dakota
Seychelles
South Africa
Senegal
San Marino
Sinaloa
Namibia (South-West Africa)
Seminole Nation
San Luis Potosi
Somalia
Saskatchewan
Sonora
Spain
Sweden
Singapore
Scotland
Sudan
Svalbard
Swaziland
Syria
Switzerland
Tamaulipas
Tabasco
Trucial States (now United Arab Emirates)
Trust Territory of the Pacific Islands
Spratly Islands
Tuamotu Archipelago
37
TG
TH
TJ
TK
TL
TM
TN
TO
TP
TR
TS
TT
TU
TV
TW
TX
TY
TZ
UC
UG
UK
UM
UR
US
UT
UV
UY
UZ
VA
VB
VC
VI
VL
VT
VV
VY
VZ
WA
WB
WD
WE
WF
WI
WK
WL
WN
WS
WT
WV
WY
XX
YG
YO
YT
YU
YY
ZA
ZB
Tonga
Thailand
Tajikistan
Tokelau
Tlaxcala
Tromelin Island (French possession)
Tennessee
Togo
Sao Tome and Principe
Turks and Calcos Islands
Nevis and Saint Christopher 'Kitts'
Trinidad and Tobago
Tunisia
Ellice Islands (now Tuvalu)
Taiwan, Republic of China
Texas
Turkey
Tanzania, United Republic of
Turtle Mtn. Band of Chipewa
Uganda
Ukraine
Mauritius
Turkmenistan
United States of America (USA) (unknown state)
Utah
Burkina Faso
Uruguay
Uzbekistan
Virginia
British Virgin Islands
Veracruz
U.S. Virgin Islands
Navassa Island
Vermont
Saint Vincent and the Grenadines
Vatican City
Venezuela
Washington
West Bank
Wyandotte Tribe
White Earth
Wallis and Futuna (French territory)
Wisconsin
Wake Island
Wales
West Indies (unknown island)
Western Samoa
Wichita Tribe
West Virginia
Wyoming
Unknown
Yugoslavia
Mayotte
Yukon (Territory)
Yucatan
All others (not listed elsewhere)
Zacatecas
Martinique
38
ZC
ZD
ZI
ZM
ZO
ZR
Surinam
Macedonia
Canary Islands
Zambia
Mozambique
Congo Kinshasa, now Zaire
39
SPECIAL THANKS AND END NOTES
Special Thanks
Special thanks continue to be extended to the members of the Data Quality Steering
Committee, along with the Pennsylvania County Criminal Justice Subject Matter Experts and
the users of the county criminal justice records management systems.
Document Revisions
This document is intended to be a growing document; and as such will undergo revisions as
necessary due to feedback and policy changes.
Comments and Assistance
For comments and / or assistance with this manual or questions regarding the data quality
project, please contact any of the following individuals through The County Commissioners
Association of Pennsylvania (CCAP), 717-526-1010.
Margaret Davis, Project Manager, mdavis@pacounties.org
Mark Proper, Technical Specialist, mproper@pacounties.org
Rita Reynolds, Director, Technology Services, rreynold@pacounties.org
40