As part of the implementation phase of NCAWARE, certain process and person records residing in the Magistrate System and ACIS databases will be converted to NCAWARE. Once converted, these records will be available ("stubbed") in NCAWARE. How records are converted, which records are converted, and the actions that can be performed on these records once converted, are detailed below.
How are records converted? Which records are converted?
Conversion ("stubbing") is performed by both automated functions and user action during and after implementation. The source (Magistrate System, ACIS, or user action), the type, and the status of a process are the main criteria used to determine conversion details.
Magistrate System: During implementation of NCAWARE in your county, all your county's records in the Magistrate System database will be converted to NCAWARE through an automated function. This includes all Master Person records, initiating processes, and subsequent processes.
ACIS: During implementation of NCAWARE in your county, ACIS cases created in your county during and after year 2000 that have a status of Unserved will be converted to NCAWARE through an automated function (here is a list of the convertible process types). After NCAWARE implementation in your county, an automated function will also run daily that converts ("stubs") newly-added ACIS cases that have a status of Unserved and are marked Verified.
ACIS processes not supported by NCAWARE will also be converted ("stubbed") for subsequent attachment of Order for Arrests. These consist of: Indictments (Superior Court only), Statements of Charges (District Court only), Bills of Information (Superior Court only), Citations, and Other.
Due to limited available data, Release Order and Appearance Bond information in ACIS will not be converted to NCAWARE.
User Action: After NCAWARE implementation in your county, a creation of an Order for Arrest in NCAWARE on an initiating process that exists only in ACIS will result in the Served initiating process being converted ("stubbed") to NCAWARE.
How are converted records displayed? What actions can be performed on converted records?
The way in which a converted record displays and its availability are also determined by the source (Magistrate System, ACIS, or user action), the type, and the status of the process.
Magistrate System: Process and Person records converted from the Magistrate System are available to the same range of functions (View, Edit, Delete, Print, Attachment of subsequent processes) as NCAWARE records, and are subject to identical rules.
When a record converted from Magistrate System is displayed, any field required by NCAWARE that was unavailable during conversion will display as Unknown or Not Available, depending on the situation.
ACIS: These processes, when converted from ACIS, are available the same range of functions (view, edit, delete, print, attachment of subsequent processes) as NCAWARE records, and are subject to identical rules. There are, however, some limitations. See the Convert to Electronic section below for more details.
The following ACIS processes converted to, but not supported by, NCAWARE cannot be edited or printed from NCAWARE: Statements of Charges, Bills of Information, Indictments, Citations, and Other.
With all processes converted from ACIS, any field required by NCAWARE that was unavailable during conversion will display as Unknown or Not Available, depending on the situation.
What is the "Convert to Electronic" function and how does it relate to the above information?
Since initiating processes converted ("stubbed") from ACIS do not contain offense charging language and, for OFAs, the OFA Reason, there are some restrictions as to what can occur with these processes once in NCAWARE. One large limitation is that only a "Draft" copy of a "stubbed" process can be printed.
If a county finds the need to fully convert an ACIS process to NCAWARE, and thereby have it function as a normally entered NCAWARE process, the Convert to Electronic Process action is available. For more information on this subject, see Update Process Tracking for a Single Process.
* * * * * * *