Depending on varied restrictions such as user roles, process status, and data "ownership", much of the data entered into NCAWARE is available for updates (edits). Due to this ability, it is important for those users issuing criminal processes to understand the protections in place for criminal process data.
The general term that these protections fall under is Process Archiving. Once a process is issued, data not unique to the process is stored ("archived") within NCAWARE. Although some of the data contained on the process may be subject to updates elsewhere in NCAWARE, the specific data on the process itself is protected from any updates. For example, a Warrant for Arrest is issued. At some point after issuance, the Defendant's name is updated in the Master Name section of NCAWARE. Even though the Defendant's name has been updated in NCAWARE, the Defendant's name on the warrant remains exactly the same as the time of issuance.
Due to this "archiving" of process data, users with issuing authority can be assured that data on issued processes is not available for updates by other NCAWARE users.
Not all process types are "archived" in NCAWARE. In fact, it is beneficial for some process types to display updates. The process types required by law to maintain data identical to any printed original version (to "archive" data) are: Warrants, Orders, Summons, and Orders for Arrest. Conversely, Release Orders and Appearance Bonds are not considered a form of criminal process, but are instead used to address the Defendant's ability or inability to be released from custody. Therefore, judicial officials need to access the most updated data on these processes. Any changes to the Defendant's Name, Address, or Conditions of Release on these processes must still be approved/performed by a judicial official.
Process type is not the only determining factor when a process is archived. The type of data is also of importance. Generally speaking, the following data cannot be changed on an issued criminal process by users other than the issuing authority, proxy thereof, or an administrator (see Roles and Rights):
Defendant, Complainant, Witnesses
Offense(s)
Issuance data on process SUMMARY screens (Probable Cause, Issued By, Date Issued, Process Tracking fields)
Note that the ability of issuing authorities, proxies thereof, or administrators to edit the above data on issued processes is in itself highly restricted. Please see the topics concerning specific process types for these rules.
As opposed to the above data, it is necessary for some process data to allow for updates after issuance. Hence, the following data is not archived:
Court information
Affidavit information (not incl. CVR affidavits)
SUMMARY screen data except for issuance fields
In conclusion, it must be emphasized that process archiving is but one of the data protections in NCAWARE. Many other rules governing data edits exist. Please see the topics concerning specific process types for these rules.
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