Judicial Processing - Criminal Case Documentation - Sharing Documents with Other Agencies

1. Documentation Received by the Court from Other Agencies consists of:

a. Arrest Report, including the Criminal Justice Tracking Number (CJTN): From the Arresting Agency.

b. Accusatory Instrument and other supporting documentation (Criminal Procedure Law 110.20): From the Arresting Agency.

c. Fingerprint Card Stub (OCA 501 Card) or similar document produced by systems which electronically capture and transmit fingerprints to DCJS to replace the Fingerprint Card Stub: From the Arresting Agency.

d. Rapsheet: From the Arresting Agency. (DCJS provides to Arresting Agency when New York State Arrest Fingerprint Card (DCJS-2 / DCJS-2JD)) is processed at DCJS. Arresting agency gives 2 copies to the Court.)

e. Rapsheet obtained through an electronic inquiry to NYSPIN or DCJS upon court request (Court ORI Number Used for Request). Note: Not a fingerprint-based rapsheet: From DCJS.

f. Sealing Order (Criminal Procedure Law Sections 160.50 and 160.55): From another Court.

g. Youthful Offender Adjudication Order: From another Court.

h. Divestiture Form to Grand Jury / Superior Court: From another Court.

i. Criminal Procedure Law 160.50 Seal Order for Decline to Prosecute Cases: From the Prosecutor.

j. Plea Agreement: From the Prosecutor.

k. List of Charges "Held or Waived for the Action of the Grand Jury" by Local Courts which are not included in the Indictment: From the Prosecutor.

l. Monthly Case Status Report: From the Prosecutor.

m. Probation Supervision Transfer Order: From the "Receiving" Probation Department.

2. Documents Forwarded From the Court to Other Agencies includes the following, as appropriate:

a. Arrest Warrant, including indication of whether defendant should be printed on a New York State Arrest Fingerprint Card (DCJS-2 or DCJS-2JD): Forward to Arresting Agency.

b. Bench Warrant, including indication of whether defendant should be printed on a New York State Arrest Fingerprint Card (DCJS-2 or DCJS-2JD): Forward to Arresting Agency.

c. Notification to Fingerprint Defendant: Forward to Arresting Agency.

d. Seal Order (Criminal Procedure Law Sections 160.50 and 160.55): Forward to Arresting Agency, Prosecutor, Defendant or Defense Attorney, other courts covered by this court's action. (UCS and DCJS should be notified through the court's disposition reporting process.)

e. Notification of Youthful Offender Adjudication (Criminal Procedure Law 720.35(2): Forward to Arresting Agency, Prosecutor, Defendant or Defense Attorney, other courts covered by this court's action. (UCS and DCJS should be notified through the court's disposition reporting process.)

f. Divestiture Form: Forward to Prosecutor and Superior Court. Superior Court should send back to local court if case is to be transferred back to local court.

g. Monthly Pending Case Status Report: Forward to Prosecutor.

h. Rapsheet: Forward to Defendant or Defense Attorney (CPL 160.40).

i. Certified Disposition of Case Outcome upon request

j. Order of Probation Pre-Sentence Investigation: Forward to County Probation Department.

k. Order of Sentence to Probation: Forward to County Probation Department.

l. Securing or Commitment Order for defendants prior to sentencing: Forward to Local Holding Center, County Jail, or State Correctional Facilities.

m. Commitment Order for sentenced inmates: Forward to Local Holding Center, County Jail, or State Correctional Facilities.

n. Case Files (Criminal Procedure Law Sections 170.15, 180.20 and 410.80), including DCJS Criminal History Report (Rapsheet): Forward to Other Courts when transferring a case.

o. Report of Court Action for courts that report disposition information via Disposition Report UCS-540, 540A, 540B, 540C, etc.: Forward to the Unified Court System or New York State Division of Criminal Justice Services, as appropriate, and include in case file when forwarding case to another court.

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