TOPICS:
- Control for Research Distribution
- Efficient Processing of PASST and National Criminal Database Searches
- Assignment of AKAs and Real-Time County Criminal Searches
Setup:
System Defaults – Research Distribution for PASST and DataLinX – The following settings are provided to control the distribution of searches by freezing them as needed to prevent the next steps of research distribution until certain results can be reviewed so AKAs can be added and the criminal jurisdictions expanded based on results found in the PASST and National Criminal Database Searches.
In the main FRS application, go to “Setup” — “Maintain System Defaults” — “Search List Default Settings”, then by
setting these two options (see below in RED), this will give you great control (along with the other settings below)
to freeze and allow you to process the results of the PASST reports and National Criminal Database DataLinX
searches to assign any AKAs and other criminal jurisdictions prior to sending out research for a subject.
Insta-Crim Settings – The following settings are provided to control the distribution of Insta-Crim searches until the PASST and National Criminal Database Searches have been retrieved and reviewed to allow you to assign AKAs and additional criminal jurisdictions prior to performing the real-time criminal court searches.
In the main FRS application, go to “Reports” — “FRS InstaCrim” — “Other Configuration Settings”, then by selecting these two options (highlighted in RED below), this will give you great control (along with the other settings here) to freeze and allow you to process the results of the PASST reports and National Criminal Database DataLinX searches to assign any AKAs and other criminal jurisdictions prior to sending out research for a subject.
Client Setup – PASST Settings – The following settings are provided to help freeze and alert you when PASST reports are returned for subjects to identify any AKAs and invalid DOBs so this information can be updated for a subject prior to sending them out for criminal research.
In the main FRS application, go to “Setup” — “Maintain Client List” — Select a Client to Edit, then click on the [PASST Settings] Tab — Choose “Set Discrepancy Alerts and Freeze Triggers”. Then select at least the checkboxes indicated by the RED « below. Once you have a client set as desired, you can use the buttons indicated by the BLUE « below to copy these settings down to all clients.
These settings will work to freeze these subjects as needed when PASST reports are retrieved.
You can also configure the PASST Settings for a client to automatically order criminal and/or federal jurisdictions to search bases on the addresses found in the PASST report:
Automatic Freeze Settings for DataLinX Yes Records – By setting DataLinX Yes Records to “Freeze” when returned, you can review these results and add any additional AKAs or Criminal jurisdictions found in these results as search criteria for the subjects.
In the main FRS application, go to “Setup” — “Maintain System Defaults” — “Freeze and Discrepancy Settings”, then by setting this option (see below in RED), this will give you a great control to freeze and allow you to process the results of the National Criminal Database DataLinX “Hit” reports to assign any AKAs and other criminal jurisdictions prior to sending out research for a subject.
IMPORTANT:When used together, all of these settings will prevent any of your criminal research from going out to vendors (via 1-Touch, InstaCrim, LinXml or Vendor-Net) until you have had the complete opportunity to view the results from these instant searches and add any AKAs or expand the criminal jurisdictions as needed.
Operations and Processing of Searches:
With all of the settings in place as described in the “Setup” section above, as you run background checks, the searches will behave as follows:
• If PASST reports are ordered, provided you have the settings exactly as specified above, they will run first and freeze based upon your alert settings.
NOTE: If a PASST (or a Credit Bureau Social Trace product) is ordered along with any DataLinX searches, provided that you have the settings configured as specified in the “System Defaults – Research Distribution for PASST and DataLinX” section above, the DataLinX searches will not be sent for research until the Social Trace search is completed. Then with the client-level alerts and freeze settings for the PASST, your search will be frozen when it becomes necessary to add AKAs or fix DOBs before the search goes out to run the DataLinX search(es).
• To identify when subjects are frozen with PASST “Alerts” so you can process them, click on the ice cube graphic in the toolbar at the top of the Intelli-Flow Workspace interface:
• Once you work this filtered list of frozen subjects with PASST “Alerts”, you can right-click on those subjects and “Perform the Intelli-Trace” to access tools provided to assist in assigning AKAs and other criminal jurisdictions found in the PASST.
• Once the PASST report has been processed, completed and un-frozen (if applicable), your DataLinX searches will run. Based upon the Freeze Settings discussed earlier in the “Setup” section, if Yes Records are found in the DataLinX searches, then those searches will be frozen so that you can process them, add any additional AKAs found as well as order any additional real-time county or statewide criminal searches needed.
IMPORTANT: If you are ordering your DataLinX National Criminal Database searches, then continue reading about the Intelli-Hits Review Queue and Intelli-Hits Review Tool which makes this last step extremely efficient and simple for you.
Intelli-Hits Review Tools for RapidCourt and Homeland Security DataLinX Searches:
An incredible time-saving set of tools has been provided and specially programmed to process the results of RapidCourt Comprehensive and Sex Offender searches as well as the FRS Homeland Security Search when potential “Yes Records” are found. This set of tools is called the “Intelli-Hits Review Tools” and includes the Intelli-Hits Review Queue and the Intelli-Hits Review Tool. Details for each part of these tools are provided below.
Intelli-Hits Review Queue:
The Intelli-Hits Review Queue is available from the 4th tab in the IntelliFlow Workspace and will provide access to the running list of the applicable DataLinX searches placed into the queue as potential Hits or Yes Record results are returned when running these searches:
(1) Click on this 4th Tab in the Intelli-Flow Workspace to display the Intelli-Hits Queue of searches to process
(2) Select “DataLinX Searches” from the “Choose Intelli-Hits Type” drop-down list to display all of the queued DataLinX searches for which potential “Hits” were found
(3) Using this listing of potential DataLinX “Hits”, you can work this list by:
> Sorting by the different columns
> Double-Clicking on any item in this list to launch the Intelli-Hits Review Tool (see next page) for processing each potential hit for these searches
Intelli-Hits Review Tool:
The Intelli-Hits Review Tool is available for applicable DataLinX searches to process the potential “Hits” returned from these searches. This tool can be accessed from two different places.
1. From the Intelli-Hits Review Queue (see previous page)
2. When editing Main-Level Other Search Type results and the following button is displayed for you:
The Intelli-Hits Review Tool, similar to the following will be displayed:
(1) Each of the potential hits from the DataLinX result set will be parsed out into this spreadsheet grid layout to allow you to view the specific details in this scrolling list
(2) You can select and de-select individual results by clicking on these checkboxes
TIP: Right-click over the column header þ to see a menu for selecting or de-selecting all results
(3) After selecting/de-selecting results using option (2), you can click on this first button to rebuild the results report for this Other Search Type to just include the selected items that you have identified as “hits” for this subject. Or, if you do not feel that any match your subject, you can click on the [ Clear all Results and set to “No Record” ] button.
Special Subject Processing Tools:
(4) Once you determine that a “hit” is for your subject and you need to re-verify that with a criminal court search, you can click on buttons in this column to add a criminal request to the Crim/Civ/Other profile for this subject
(5) For assistance in determining the details of each “hit”, click on these buttons to view a snapshot of the result returned through DataLinX for each item in the list
(6) When you determine that a “hit” is for your subject, and you’ll need to verify the hit with a criminal court search, if AKA(s) were reported with the result, then click on these buttons to view the AKA(s) found with an option to add the AKA names to the subject prior to sending out for the criminal search
