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Chapter 17 Image File

WACIC Manual Chapter #17-1

Revised 05/2009

SECTION01:INTRODUCTION 3

I. DEFINITIONS 3A. PURPOSE OF THE IMAGE FILE 3

B. CRITERIA FOR ENTRY IN THE IMAGE FILE 4C. NUMBER OF IMAGESASSOCIATED WITH WACIC/NCICRECORDS 4D. INTERFACE REQUIREMENTS FOR IMAGE TRANSACTIONS 5E. RETENTION PERIOD FOR IMAGE RECORDS 5F. VALIDATION 5

SECTION02:INQUIRIES 6

I. PROCEDURE 6A. INQUIRY MASK 6B. INQUIRY SYNTAX 7

C. GUIDELINES FOR INQUIRIES 7D. OPERATIONAL INQUIRIES 7E. SEARCH PROCEDURES 8F. RESPONSES 8

SECTION03:FIELDS AND EDITS 10

I. DEFINITIONS 10A. MESSAGE KEYS 10

SECTION04:ENTRY 14

I. PROCEDURE 14A. IMAGE FILE ENTRY MASK 14B. EXAMPLES OF ENTRIES NOT USING THE MASK 15C. CRITERIA FOR REJECTING DUPLICATE RECORDS 16D. MANDATORY FIELDS OF AN IMAGE ENTRY 16

SECTION05:MODIFY TRANSACTIONS 17

I. DEFINITIONS 17A. MODIFY TRANSACTIONS 17

II. PROCEDURE 17A. SYNTAX 17B. IMAGE FILE MODIFY FIELD EDITS 18C. EXAMPLES OF IMAGE FILE RECORD MODIFICATIONS 18D. MODIFYACKNOWLEDGMENTS 18

SECTION06:LOCATE TRANSACTIONS 19


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I. DEFINITIONS 19A. LOCATES 19

SECTION07:CLEAR TRANSACTIONS 20

I. DEFINITIONS 20A. CLEARS 20

SECTION08:CANCEL TRANSACTIONS 21

I. DEFINITIONS 21A. CANCELS 21B. WHEN TO USE A CANCELLATION MESSAGE 21II. PROCEDURE 21

A. SYNTAX 21B. IMAGE FILE CANCEL FIELD EDITS 22

C. EXAMPLES OF IMAGE FILE RECORD CANCELLATION 22D. CANCELACKNOWLEDGMENTS 22


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CHAPTER 17: WACIC Manual Image FileSECTION 01: Introduction

Procedure #: 17.01.000

Special Order:

Supersedes: WACIC Manual 2003 Edition

Applies to: ACCESS Users

Effective Date:August 1, 2006

See Also:

CALEA:

I. DEFINITIONS

A. Purpose of the Image File

1. The WACIC and NCIC Image Files contain images of property, vehicles,vehicle parts, and persons from photographs, drawings, and other images.Records that qualify for entry into NCIC are forwarded by WACIC to the

ACCESS system to be sent to NCIC.

2. WACIC and NCIC allow image records to be entered, modified, and queriedin the Image File. WACIC and NCIC allow records to be cancelled (ordeleted) from the Image File which indicates that the record was enteredincorrectly or is no longer valid.

3. Images are associated with WACIC and/or NCIC records to assist inidentifying a person or property. Several types of images can be stored inWACIC and NCIC. Images can be stored for a person, property, or as areference. The types of images that can be stored for a person are mugshot,signature, and identifying images. Identifying images can also be stored tohelp identify property. Articles, parts, boats, and vehicles can be associatedwith an identifying image.

4. Images stored as references are referred to as generic images and areentered only in NCIC by FBI CJIS staff. At this time, the Gun and SecuritiesFiles do not have image capability.


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5. When the image is entered, the WACIC Number (WAC) or NCIC Number(NIC) of a person or property record must be entered with the imagetransaction. The NIC is the link between the image record and the person orproperty record.

B. Criteria for Entry in the Image File

1. An image should be entered for a person or property when it will assist inidentification of either.

2. A mugshot and a signature can be entered for Supervised Person, ProtectionOrder, Missing Person, Unidentified Person, Wanted Person, ForeignFugitive, and Identity Theft.

3. An identifying image can be entered for Supervised Person, Missing Person,Violent Gang and Terrorist Organization, Unidentified Person, Wanted

Person, Identity Theft, Convicted Sexual Offender Registry, Article, Vehicle,Boat, or Vehicle/Boat Part Files.

4. A generic image can be entered only by FBI CJIS staff for any particularmake of vehicle or boat.

C. Number of Images Associated with WACIC/NCIC Records

1. The following rules apply to the number of images that can be associated withone record:

a. Only one of each of the following types of image can be associated with aperson record: mugshot, or signature.

b. Not more than ten identifying images (other than mugshot and signature)can be associated with a person record.

c. Not more than ten identifying images (such as tattoos, dress, or graffiti)can be associated with a gang/terrorist group reference record.

d. Only one identifying image can be associated with a vehicle/boat part orarticle record.

e. Only one identifying or generic image can be associated with a vehicle orboat.

f. Fingerprint and generic images are the only images which can be linked tomultiple base records.


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D. Interface Requirements for Image Transactions

1. Image transactions are only available to regional systems with a TCP/IPconnection to the ACCESS system and to directly connected WEBMSSterminals. Regional systems with a bi-sync connection to ACCESS and the

old DOS-based directly connected terminals cannot send or receive imagetransactions.

E. Retention Period for Image Records

1. Images that are associated with records are subjected to the same retentionperiods as those records. Generic images will remain on file indefinitelyunless they are removed by the FBI CJIS staff.

F. Validation

1. Images that are associated with records are subjected to the same validationas those records.


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CHAPTER 17: WACIC Manual Image FileSECTION 02: Inquiries


Special Order:



Effective Date:August 1, 2006See Also:

CALEA:

I. PROCEDURE

A. Inquiry Mask

1. ACCESS provides a mask for all WEBMSS terminals. The mask allows usersto fillin the blanks when making an Image inquiry. To retrieve the mask,enter the following transaction:

F;QII(Send)

MKE/____ ORI/ _________ WAC/__________ NIC/ __________WIN/ __________ IMN/ __________ BMA/ ______________________

BTY/ ___ BLE/ __ BYR/ ____ VMA/ _______________________VMO/ ___ VST/ __ VYR/ ____ IND/ _

_____ REQUIRED FIELD

. . . QUERY IMAGE . . .


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B. Inquiry Syntax

Field Example

Header W;Message Key QIIOriginating Agency Identifier WA0340500

WACIC Number WAC/06W1234567NCIC Number NIC/W987654321Washington Image Number WIN/06E7654321NCIC Image NIC Number IMN/I123456789Boat Make BMA/BCFBoat Type BTY/CRUBoat Length BLE/16Boat Year BYR/1989Vehicle Make VMA/FORDVehicle Model VMO/MUSVehicle Style VST/CVVehicle Year VYR/2005Image Indicator IND/YEnd of Text (send)

C. Guidelines for Inquiries

1. BMA-BTY-BLE-BYR are entered as a set with BYR being optional. VMA-VMO-VST-VYR are entered as a set.

2. Inquiries can contain the following identifiers:

a. WAC and/or NICb. WIN and/or IMN

c. BMA-BTY-BLE-BYRd. VMA-VMO-VST-VYR

3. The image indicator, IND, can be included in any inquiry and will retrieve theactual image.

D. Operational Inquiries

1. WACIC/NCIC Inquiry

a. The message key QII checks Image file records in WACIC and NCIC.Here are some examples:

W;QII.WA0340500.WIN/06I1234567(Send)

W;QII.WA0340500.NIC/W123456789.IND/Y(Send)

W;QII.WA0340500.WAC/06J3456789.IND/Y(Send)


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W;QII.WA0340500.VMA/FORD.VMO/MUS.VST/CV.VYR/2005.IND/Y(Send)

W;QII.WA0340500.BMA/BCF.BTY/CRU.BLE/16.IND/Y(Send)

E. Search Procedures

1. A QII inquiry by WIN or IMN will retrieve a specific image from WACIC orNCIC.

2. A QII inquiry by WAC or NIC will retrieve all images from WACIC or NCICrespectively associated with that record.

3. A QII inquiry by VMA-VMO-VST-VYR or BMA-BTY-BLE-BYR will retrieve ageneric image for that vehicle or boat from NCIC.

F. Responses

1. WACIC No Record Response

WWCIC TIME: 1617 DATE: 052706 TO:

LRKPDQII.WA0340500.WIN/06I1234567

WA0340500NO RECORD WIN/ 06I1234567

2. WACIC Positive Response

WWCIC TIME: 1210 DATE: 052706 TO: LRKPDQII.WA0340500.WIN/06E1234567

WA0340500

MKE/EWFNAM/SMITH, JOHN J DOB/19650408

RAC/ W HGT/ 603 WGT/200

WAC/06W7654321 NIC/W987654321

IMT/ I DOI/ 20051225WIN/06E1234567 14,444


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3. NCIC No Record Response

NCIC TIME: 1316 DATE: 052706 TO: LRKPD

WA0340500

NO RECORD IMN/I287654123

4. NCIC Positive Response


MKE/IMAGE

IMR/MNAM:SMITH, JOHN J DOB:19451012

RAC:W HGT:511 WGT:160 DOI:19950521NIC:W146203706 IMN:I645413893 02876

.


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CHAPTER 17: WACIC Manual Image FileSECTION 03: Fields and Edits


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Message Keys

1. Shown below in the order in which they appear in an entry transaction are theImage File message fields and their respective MFC, field lengths, entryrequirements (required, optional, conditional), and basic edits. Note: eitherthe WAC or NIC is required but both cannot be present.

Field Name MFC Length Required? EditsHeader Y A, N, SMessage Key MKE 4 Y AOriginating Agency Identifier ORI 9 Y A, NWACIC Number WAC 10 C A, NNCIC Number NIC 10 C A, NImage Type IMT 1 Y ADate of Image DOI 8 Y NMiscellaneous MIS 240 N A, N, SImage IMG 16,000 Bytes Y

Required?: Y Yes Data Type: A Alphabetic

N No N NumericC Conditional S Special Characters

Entry Modify Cancel

Image EIM MII XIM


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2. MKE (Message Key)

a. The MKE field must be a valid message key.

3. ORI (Originating Agency Identifier)

a. The ORI field must be a valid NCIC-assigned ORI. The first twocharacters must be alphabetic. The ORI field must contain the valid NCICORI of the agency of record for the person or property record to which theimage is being associated.

4. WAC (WACIC Number)

a. The WAC number is a number consisting of the year of entry and a letterto identify the specific WACIC file, followed by seven numbers which areautomatically assigned by WACIC to each accepted entry. For example:06W1234567. Either WAC or NIC is required in an entry to identify the

record to which the image will be associated, but both WAC and NICcannot be present.

5. NIC (NCIC Number)

a. The NIC number is a self-checking number consisting of an alphabeticcharacter to identify the specific file, followed by nine numeric characters,which are automatically assigned by the NCIC computer to each acceptedrecord. The NIC number must have valid check digit when used to identifythe record in a subsequent transaction. Either the WAC or NIC is requiredin an entry to identify the record to which the image will be associated, but

both WAC and NIC cannot be present.

6. IMT (Image Type)

a. The IMT field must contain I, M, or S.

(1) I = Identifying Image - An image which may help identify a person orproperty (e.g., scars, marks, and tattoos; photograph of a person;"aged" photograph of a missing juvenile; photograph of a vehicle oran article; etc.) is entered and maintained by an ORI andassociated to a person, article, part, vehicle, or boat.


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(2) M = Mugshot - A frontal face view from the shoulders to the top of thehead is entered and maintained by an ORI and associated to aperson.

(3) S = Signature - An image of a signature is entered and maintained byan ORI and associated to a person.

7. DOI (Date of Image)

a. The DOI field must be a valid Gregorian date. It is the date the image wastaken (not the date entered into the System). The (YYYYMMDD) or validyear with "0000" representing month and day.

b. The date of the image is the date the photograph or signature was takenor the date represented by an age-progressed image. If the year is known,but the actual date the image was taken is unknown, 0000 should be usedfor the month and day, and the year the image was taken should be used

for the year. When an image being entered is an age-progressed image,the date the image was created should not be used. Instead, the monthand the day of the individual's birthday should be used, and the year forthe date of image should represent the time at which the subject'sappearance should match that of the image.

8. MIS (Miscellaneous)

a. The MIS field contains a maximum of 240 free text characters.Permissible values are: space, &, comma, hyphen, /, #, $, A-Z, 0-9.

9. IMG (Image Data)

a. The IMG field contains a maximum of 16,000 bytes.

b. Images are saved in the Joint Photographic Experts Group (JPEG) format,file where file name is in the format .jpg, the is replaced bythe Washington Image number (WIN) corresponding to the image.

c. Images being sent to NCIC are compressed or padded to 256 x 256 pixelsand 8 bits per pixel gray scale. Images are compressed with the JointPhotographic Experts Group (JPEG) algorithm and a quality factor of 25.

10.WIN (Washington Image Number)

a. The WIN number is assigned by WACIC to each accepted image record.It consists of two numbers to identify the year, the letter E, and andseven numerics. For example: 06E1234567.


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11. IMN (Image NCIC Number)

a. The IMN field is a self-checking number automatically assigned by NCICto each accepted image record and consists of the alphabetic character Ifollowed by nine numeric characters. You must have a valid check digit.


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CHAPTER 17: WACIC Manual Image File

SECTION 04: Entry


Special Order:




See Also:

CALEA:

I. PROCEDURE

A. Image File Entry Mask

1. ACCESS provides a mask for all WEBMSS terminals. To retrieve the mask, enterthe following transaction:

F;EIM(Send)

MKE/____ ORI/ _________ WAC/__________ NIC/ __________

IMT/_ DOI/________ MIS/ ___________________________________________

___________________________________________________________________

IMG/______

_____ REQUIRED FIELD

MUST HAVE EITHER WAC OR NIC, BUT NOT BOTH

. . . ENTER IMAGE FORMAT . . .


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B. Examples of Entries Not Using the Mask

1. Image Entry

a. Unlike other WACIC files, Image File entry transactions require the use of

message field codes to identify every field other than the MKE andentering ORI. Fields in an Image File entry should be in the order shownabove, however, since MFCs are used, unfilled optional fields should notbe included as blank fields in the entry transaction.

W;EIM.WA0340500.WAC/06W1234567.IMT/I.DOI/20051225.MIS/IMAGE IS BANK SURVEILLANCE PHOTO.IMG/(Send)

2. Entry Acknowledgments

a. A successful entry results in an acknowledgment from WACIC and NCICsent to a terminal printer.

3. WACIC Image Entry Acknowledgment

WWCIC TIME: 1338 DATE: 052706 TO: LRKPD

EIM.WA0340500.WAC/06W1234567.IMT/I.DOI/20051225.

MIS/IMAGE IS BANK SURVEILLANCE PHOTO.IMG/

WA0340500

IMAGE IS ACCEPTED

WAC/06W1234567 WIN/06E1234567 IMT/ I

4. NCIC Image Entry Acknowledgment


WA0340500

IMAGE IS ACCEPTED

NIC/W123456789 IMN/I231456631 IMT/I


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C. Criteria for Rejecting Duplicate Records

1. WACIC Criteria

a. If the WACIC record to which the image is being associated already hasthe maximum number of images of the same type associated (onemugshot, one signature, or ten identifying images), the entry will berejected.

2. NCIC Criteria

a. If the NCIC record to which the image is being associated already has themaximum number of images of the same type associated (one mugshot,one signature, or ten identifying images), the entry will be rejected.

D. Mandatory Fields of an Image Entry

1. The following fields are mandatory to enable an Image entry to be accepted:MKE, WAC or NIC (not both), IMT, DOI, IMG. The entry will be rejected ifone of the mandatory fields is left unfilled.


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CHAPTER 17: WACIC Manual Image FileSECTION 05: Modify Transactions


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Modify Transactions

1. The modify transaction is used to add or change information in one or morefields of an active image file record.

2. Modification of a record is restricted to the agency that entered the record.

II. PROCEDURE

A. Syntax

Field ExampleHeader W;Message Key MIIOriginating Agency Identifier WA0340500Record Identifier WIN/06E1234567Record Identifier IMT/IModified Field(s) IMG/End of Text (Send)


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1. The modify transaction consists of the message key, ORI, two recordidentifiers, and the field(s) being modified. Permissible record identifiers areWIN and IMT, or IMN and IMT. The fields being modified must be identifiedby their appropriate MFC.

2. The MII message can modify the date of the image, replace the existingimage with a different one, or add the IMN to a WACIC image record.

3. No field may be deleted with a modify transaction.

B. Image File Modify Field Edits

Field Edits

MKE The MKE for all Image File modifies is MII.

ORIMust be a valid ORI and match the ORI in the record beingmodified.

1st Record IdentifierThe first of two identifiers to identify the record to be

modified. Can be WIN or IMN.2nd Record Identifier

The second of two identifiers to identify the record to bemodified. Must be IMT.

Modified Field(s)The field(s) in the record to be modified. Each must beidentified by its MFC.

C. Examples of Image File Record Modifications

W;MII.WA0340500.WIN/06E1234567.IMT/I.DOI/20060401(send)

D. Modify Acknowledgments

1. WACIC Acknowledgment

WWCIC TIME: 1341 DATE: 052706 TO: LRKPDMII.WA0340500.WIN/06E1234567.IMT/I.DOI/20060401

WA0340500

MODIFY WIN/06I1234567

MODIFIED FIELDS: DOI

2. NCIC Acknowledgment


WA0340500MODIFY IMN/I987654321


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CHAPTER 17: WACIC Manual Image File

SECTION 06: Locate Transactions


Special Order:



Effective Date: August 1, 2006

See Also:

CALEA:

I. DEFINITIONS

A. Locates

1. There is no locate transaction associated with the Image File.


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CHAPTER 17: WACIC Manual Image FileSECTION 07: Clear Transactions


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Clears

1. There is no clear transaction associated with the Image File.


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CHAPTER 17: WACIC Manual Image FileSECTION 08: Cancel Transactions


Special Order:




See Also:

CALEA:

I. DEFINITIONS

A. Cancels

1. The cancel transaction deletes a record that is incorrect or invalid from theImage File.

B. When to Use a Cancellation Message

1. Cancellation of a record is restricted to the agency that entered the record. Acancellation message is used when the entering agency determines that therecord was entered incorrectly or is no longer valid.

II. PROCEDURE

A. Syntax

Field ExampleHeader W;Message Key XIMOriginating Agency Identifier WA0340500Record Identifier WIN/06I1234567Date of Cancel DOC/20060525End of Text (send)


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1. The cancel transaction consists of the message key, ORI, one recordidentifier, and the optional date of cancel. Permissible record identifiers areWIN or IMN. Message field codes are required for both the record identifier(WIN/ or IMN/), and for the date of cancel (DOC/) if used. The date of cancelis optional and if not used the record is cancelled as of the current date, or if

used must be the current date or the current date minus one day.

B. Image File Cancel Field Edits

Field EditsMKE The message key for all Image File cancels is XIM.

ORIMust be a valid ORI and match the ORI in the record beingcancelled.

Record IdentifierThe one and only identifier to identify the record to becancelled. Can be WIN or IMN.

Date of Cancel

OPTIONAL. If used must be a valid date in the formatYYYYMMDD and must be the current date or the currentdate minus one day and must include the message field

code DOC/. If not used the record is cancelled as of thecurrent date.

C. Examples of Image File Record Cancellation

W;XIM.WA0340500.WIN/06E1234567.DOC/20060601(send)

D. Cancel Acknowledgments

1. WACIC Acknowledgment

WWCIC TIME: 0837 DATE 052706 TO: LRKPXXIM.WA0340500.WIN/06E1234567.DOC/20060601

WA0340500

CANCEL WIN/06I1234567

2. NCIC Acknowledgment

NCIC TIME: 1330 DATE: 052706 TO: ABCPD

WA0340500

CANCEL IMN/I987654321

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