Arrest Processing - Criminal Case Documentation - Providing Complete Case Documentation to Other Criminal Justice Agencies

Authority: Criminal Procedure Law Sections 100.15; 160.10; 160.40 and 22 NYCRR Part 134.2, Family Offense Designation.

1. Key Identifiers

The following Key Identifiers should be included in all exchanges of information with other agencies involved with a criminal case:

a. Name

b. Arrest Date

c. NYSID Number

d. Criminal Justice Tracking Number (CJTN), previously known as Court Control Number, OBTS Number, 501 Number

e. Date of Birth

f. Arrest Number

2. Additional Information to be Reported to the Court and Prosecutor

The arresting agency should provide the following detailed information to the prosecutor and court in separate reports. This information should match the information submitted to DCJS with the set of fingerprints taken in connection with the arrest of the individual as described in Section II below. If copies of the Arrest Report are used for this purpose, the court's copy should not include information about the complainant or police investigative information.

a. Key Identifiers

b. Defendant Sex

c. Crime Date(s)

d. Crime Place(s)

e. All Arrest Charges with the following details:

• Law title and section
• Subsection
• Class and category
• Degree
• Counts
• Charge attempted or completed indicator
• Description

f. Notification of need for fingerprints to be taken if printing has not occurred.

3. Arrest Fingerprint-Based Rapsheet to be Provided to the Court and Prosecutor

The arresting agency should also furnish one copy of the arrest fingerprint-based DCJS rapsheet to the prosecutor and two copies to the court (CPL 160.40). The rapsheet is forwarded to the arresting agency by DCJS upon receipt and processing of the Arrest Fingerprints.

NOTE: Until the arrest fingerprint-based rapsheet is delivered, or at any other time, a rapsheet may be obtained through an electronic inquiry to NYSPIN or DCJS, upon court or prosecutor request. The arresting agency must enter the request using the NCIC/ORI number of the court or prosecutor. This is NOT a fingerprint-based rapsheet and is not a replacement for the arrest fingerprint-based rapsheet. The arresting agency should then obtain:

• One copy for the court, using the court's NCIC/ORI Number

or

• One copy for the prosecutor, using the prosecutor's NCIC/ORI Number

4. Additional Documents to be Provided to the Court

The case documentation provided to the court should also include the:

a. Accusatory Instrument: In addition to the requirements specified in CPL 100.15, an accusatory instrument should include:

• Indicator of juvenile offender status, where applicable

• Name of the agency filing the instrument

• Filing agency's case number

b. Documentation of Criminal Justice Tracking Number (CJTN)

(1.) For Manual / Hard Copy Fingerprint Submission:

The tear-off stub at the bottom of the New York State Arrest Fingerprint Card (DCJS-2 / DCJS-2JD) which contains the preprinted Criminal Justice Tracking Number (CJTN) and other arrest information for the court's use. The Criminal Justice Tracking Number (CJTN) was previously labeled "OBTS/Court Control No."

In addition to the arrest information, the documentation should include the:

- Trial Courts
- Expected Arraignment Date
- Arraignment Court and County


(2.) For Electronic Fingerprint Submissions:

In the absence of a fingerprint card stub, it is essential that the arrest information and Criminal Justice Tracking Number (CJTN) continue to be transmitted to the court through a means developed by the arresting agency.

(3.) If fingerprinted at the time of arrest, the information should accompany the Accusatory Instrument at arraignment.

(4.) If fingerprinted after arraignment, the information should be forwarded to the court as soon as possible.

c. Other Supporting Documents as detailed in the Unified Court System's guidelines and statutory law.

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