Why Multiple Databases Matter
Detectives working on a robbery case often need to pull information from more than one place. A local records check might show three prior arrests within the city.
A state database can reveal two felony convictions from a different county. Then there’s NCIC, which may uncover an outstanding warrant from a neighboring state and even an FBI record tied to a federal case.
On paper, it’s the same individual. But each system holds a different piece of the story that, when taken together, turns into critical intelligence.
That said, no universal criminal records database exists. Law enforcement agencies query multiple interconnected systems at the federal, state, and local levels.
Each database holds different information with varying coverage areas and access requirements. This multi-database ecosystem is critical to guarantee correct criminal intelligence, the safety of officers, and the legality of law enforcement.
This guide explains what databases police use for criminal records, what each contains, and how they differ. It also breaks down how modern platforms provide unified access to this fragmented information ecosystem for day-to-day operations.
What Criminal Record Databases Contain
Criminal record databases specifically include criminal justice information such as arrests, charges, convictions, incarcerations, probation/parole status, and case dispositions. They can also consist of warrant recordings, sentencing, custody categorizations, release dates, supervision, and revocation measures.
These records cover the lifecycle of a case from the very first point of contact with law enforcement up to adjudication and post-release supervision. This detailed framework makes it possible to determine the legal status, risk indicators, and procedural history with accuracy and context by the authorized users.
Common Criminal Records Data Categories
Most law enforcement databases store overlapping but distinct types of criminal justice data. Common data classes include:
- Arrest data that stores charges and dates
- Court case filing and results
- Conviction records that store sentencing data
- Incarceration history and current custody status
- Probation and parole supervision records
- Active warrant data
- Sex offender registration records
- Gang affiliation intelligence
- Mug shots and identifying photos
- Biometric identifiers and fingerprints
- Aliases and ties with other persons
What Differs Between Database Levels
Each database contains a wide range of information depending on the level of jurisdiction. Federal databases, such as the National Crime Information Center (NCIC) and the Interstate Identification Index (III), have records submitted by states to the FBI’s CJIS Division.
State databases hold comprehensive intrastate records with more detail. Local databases include municipal arrest records and field intelligence not yet uploaded to state or federal systems.
In a traffic stop, officers query warrant databases first to assess an immediate threat. Detectives review full criminal histories, while probation officers verify supervision status for compliance monitoring.
NCIC: National Crime Information Center
The main centralized database of the FBI is the National Crime Information Center (NCIC), which delivers real-time criminal justice information to law enforcement agencies within the United States.
Operated by the FBI Criminal Justice Information Services (CJIS) Division since 1967, NCIC has been an essential instrument in identifying threats, locating wanted individuals, and aiding investigations.
Criminal Record Components in NCIC
NCIC has a number of operational criminal justice files, such as the Wanted Person File, containing active arrest warrants submitted by agencies across the country.
It also houses the Convicted Sex Offender Registry containing registration records and photographs.
Other than that, NCIC maintains specialized datasets such as the Violent Gang and Terrorist Organizations File, the Protective Order File, the Identity Theft File, and the Violent Person File.
What NCIC Does NOT Contain
NCIC does not keep extensive criminal records, as they belong to the III system. NCIC does not focus on the historical convictions, but rather on active files, including unresolved warrants, registered offenders, and threats.
Who Contributes to NCIC
Every state submits records. Local agencies are responsible for entering warrants and wanted persons. Federal agencies, like the FBI, DEA, ATF, and U.S. Marshals, submit the federal cases. Any hits on a record must be verified before being acted upon.
Access Requirements
The operators should be certified by NCIC and adhere to the CJIS Security Policy. Inquiries should be firmly related to law enforcement activities, and all access needs to be logged and audited for security and compliance.
Query Speed
NCIC offers access in real-time and near-instant responses for most queries thanks to its indexed architecture. Fast query speed is critical in field operations, where officers rely on immediate confirmation during traffic stops, detentions, and emergency calls for service.
Limitations
Because the system depends on agencies to enter and manage their own records, data quality can vary from one submitting agency to another.
In some cases, recalled warrants remain in the system when an agency fails to remove them. For that reason, officers must formally validate a warrant “hit” with the originating agency before any arrest is made.
State Criminal History Repositories
All states have an extensive criminal history file, administered by state law enforcement agencies or bureaus of investigation. These systems contain all arrests, charges, and case dispositions in the state, and it is the primary source of in-state criminal information.
What State Databases Contain Beyond NCIC
State databases extend further than the NCIC to contain full arrest records and detailed court dispositions, not just active warrants. They also include sentencing information, probation, state corrections, and parole records.
Beyond that, state databases also provide controlled access to juvenile records and expunged or sealed records to authorized personnel.
Why State Databases Matter
State police criminal databases deliver more comprehensive data than NCIC about in-state activity, respond quicker to queries within the state, and contain cases below NCIC submission requirements. Details of disposition, which are absent in NCIC, are also provided.
State-to-State Variations
State-to-state differences impact the database quality and completeness, with some offering real-time access while others update records in batches. Additionally, retention policies and expungement laws influence the information available.
Interstate Access
The out-of-state criminal history is available to officers through (International Justice and Public Safety Network) Nlets or the Interstate Identification Index (III). These networks facilitate cross-state access to police criminal databases for queries and investigations.
Interstate Identification Index (III): Fingerprint-Based Records
Triple-I or Interstate Identification Index (III) is the FBI’s fingerprint-based national criminal history system.
In contrast to a centralized database, III does not hold complete criminal histories. It provides a pointer index to state repositories, enabling law enforcement to know where the criminal history of a subject would be found.
How III Works
Fingerprints entered into the FBI are compared with the national fingerprint database. III returns results with a pointer to the state that has the complete records of that individual. The requesting agency then queries the particular state repositories in order to get the information.
III vs NCIC Difference
Whereas NCIC deals with live files such as warrants or sex offenders, III provides criminal history information and points to databases that hold comprehensive records. Officers combine the two so as to have the entire picture.
When Officers Use III
Officers use III to conduct background checks prior to employment and firearms purchase. It’s also accessed in serious criminal investigations that require full criminal histories and court-ordered searches of records.
Response Time
Fingerprint-based queries require more time than queries by name. It typically takes hours or days, depending on the quality of the fingerprint and the volume of the records.
Local and Regional Criminal Databases
At the municipal and county level, agencies rely on local systems built around the realities of their day-to-day operations.
Local Database Types
Agencies normally use several databases that are tailored to how they handle modern policing. The most common are the Records Management Systems (RMS), which contain arrest records, and the Computer-Aided Dispatch (CAD), which holds incident records.
Other repositories include field interview databases, gang intelligence systems, known offender databases, and photo line-up or mug shot databases.
What Local Databases Provide
They provide the latest arrests that are yet to be incorporated in state or NCIC systems. These databases also house local intelligence on associates, addresses, and vehicles, as well as officer safety information, detailing the violent history and weapons possession of an individual.
Local databases record call histories to particular addresses and field contacts or interviews.
Regional Information Sharing
Many regions have developed shared platforms and multi-jurisdictional task force databases that allow departments to collaborate more effectively across jurisdictional lines.
Other counties operate Regional Crime Data Centers, with some going the extra mile for Real-Time Crime Centers with analytics to provide timely support to officers in the field.
Why Local Databases Are Critical
State and NCIC databases may not immediately reflect newly acquired criminal justice information. On the other hand, local databases make this information available within hours instead of weeks.
They also contain intelligence below state levels, and include operational context, like officer notes and known associates, which are absent in larger criminal records databases.
How Officers Access These Databases
Law enforcement agencies access criminal justice databases through secure and CJIS-compliant desktop terminals, MDTs, and mobile devices.
Desktop Terminals
Conventionally, dispatch centers use desktop terminals that are linked directly to NCIC, state repositories, and local systems. Detective bureaus and the records division also have similar setups for investigative queries and background checks, respectively.
Mobile Data Terminals (MDTs)
Officers use Mobile Data Terminals (MDTs) in patrol vehicles to access the database during traffic stops and field incidents. It’s integrated with CAD for incident-related searches to speed up the dispatch process.
Smartphones and Tablets
Smartphones and tablets provide field database access without dispatcher intervention, enabling officers to immediately run queries during citizen contacts. Because of this mobile independence, they’re increasingly being used in addition to MDTs.
Typical Query Workflow
When an officer conducts a routine traffic stop, they usually query multiple databases simultaneously, including NCIC warrants, state criminal history, and local RMS.
Results are consolidated and returned in a single interface. The officer then reviews the information and assesses risks and immediate threats before approaching the vehicle.
Database Query Platforms
Specialized database access infrastructure, like that of PsPortals, provides a unified interface to NCIC, state, and local databases. Combined with RMS and CAD systems integration, officers, dispatchers, and IT teams won’t have to log into multiple separate systems.
Multi-Database Advantage
With a platform that can access multiple databases, officers can run a single query to get consolidated results within 20 to 30 seconds. Officers won’t have to make separate queries and manually switch between different systems.
PsPortals: Unified Criminal Record Database Access Platform
Criminal intelligence is inherently fragmented across the federal, state, and local databases. Information from all these sources has to be made available to the officers as soon as they are needed during traffic stops, criminal investigations, and citizen encounters.
However, using disparate systems to access each database wastes officer time and creates gaps where critical records are missed.
With over 30 years of operational reliability, PsPortals solves this problem by offering a unified database access platform. It connects law enforcement agencies to the NCIC, state repositories, and local systems through a single secure interface.
Portal XL: Desktop Criminal Database Access
Portal XL is an online platform for dispatch centers, detective bureaus, and station settings. It offers direct NCIC connectivity for warrant, sex offender, and active file queries.
Portal XL also provides access to criminal histories via Nlets to all 50 state repositories. Local RMS and regional systems can be integrated into the platform.
Officers and dispatchers will be able to operate multiple database queries at the same time and see consolidated results using CJIS-approved browsers.
When integrated with CAD and RMS, these queries can be embedded directly into the workflow without switching and repeatedly logging in between systems.
With Portal XL, criminal history, active warrants, current custody status, probation or parole supervision details, and sex offender registration information all appear within a single interface.
Portal XL in the Dispatch Workflow
During a 911 call reporting a suspicious person’s name and description, officers use Portal XL to run a quick query about the individual. Within a few seconds, the search returns the consolidated results.
Although the NCIC reports no active warrants, the state database indicates that the person has a prior felony conviction of assault and is currently on parole. Local RMS shows three police contacts at the exact location within the last month.
Having this information, the dispatcher instantly informs the officers responding about the violent past and parole status of the subject. Consequently, the officers arrive at the scene at maximum alert, coordinated, and fully prepared to handle a potentially high-risk situation.
CAD Integration Value
Portal XL can be directly integrated into CAD systems, which enable dispatchers to query criminal justice databases during the call from the dispatch interface.
Critical background information will be available to units during assignment, and not after they arrive on scene. This enhances response strategy, officer safety, and overall operational effectiveness.
Personal Portal: Mobile Criminal Database Access
Personal Portal functions similarly and provides unified access to criminal justice databases on iOS and Android devices.
Field officers execute NCIC, state, and local queries straight on smartphones or tablets at the time of traffic stops and in field interviews.
The results are usually delivered in 20 to 30 seconds, containing complete criminal history details, and not dispatcher summaries.
Its zero-footprint design ensures that no sensitive information is saved in the phone, so in the event of loss or theft, there will be no breach endangering sensitive data.
Personal Portal in Action
When stopping a vehicle for a traffic violation, officers can enter the driver’s name and date of birth into the Personal Portal before making contact.
Personal Portal then displays the results, indicating the history of two preexisting DUIs, current probation for domestic violence, and a history of a weapon incident.
With this type of intelligence, the officer requests assistance and approaches cautiously, leading to the safe conduct of a high-risk stop.
Safety Multiplier
With the traditional process, officers may need to approach vehicles uninformed. They’ll have to radio the dispatch for a record check, wait on the roadside, and receive an incomplete verbal summary.
Using Personal Portal, officers can run the query themselves and review the complete criminal history from the safety of their patrol vehicle. This proactive intelligence is a great way to enhance officer safety and situational awareness.
Why PsPortals for Criminal Database Access
PsPortals, as a criminal record database software, provides a single query interface that unifies access to fragmented federal, state, and local databases.
It also has a CJIS-compliant architecture and a signed FBI Security Addendum, on top of more than 30 years of serving law enforcement.
PsPortals automatically logs all criminal record queries, complete with user ID, timestamp, subject, databases queried, and results, to facilitate audit and compliance and do away with manual records.
Mobile access with zero-footprint security minimizes the risk of data breaches because of stolen, lost, and compromised devices. Officers can use desktop and mobile platforms to access databases from anywhere securely.
Additionally, integration APIs allow the integration of CAD and RMS, so that the entire dispatch workflow is centralized into a single interface.
PsPortals also offers the Super Administrator module to manage users, devices, certifications, and access permissions across county-wide systems.
Best Practices for Criminal Database Queries
Query multiple criminal justice databases, as profiling really only works when multiple systems are checked together. No database in itself presents the whole picture. A subject might have local records, a state-level arrest, a federal warrant, or even activity in another state, divided into completely separate systems.
Identity verification is just as critical. A name and date of birth alone can easily produce false positives. Officers should confirm physical descriptors, known aliases, and other identifiers in addition to the returned criminal history results.
To reduce radio congestion and dispatcher workload, officers should use mobile database access for low-priority queries. Not only will this be fast, but it also lets officers pull fuller results instead of quick summaries.
It also helps to understand record limitations and how often each system updates. Local databases usually reflect recent activity faster, while state or federal records may lag behind. The NCIC only reflects what agencies submit, and recent arrests may not appear immediately.
Legal boundaries and confidentiality matter too. Juvenile and expunged records, for instance, come with strict access rules.
Finally, review audit logs regularly to keep everything and everyone accountable. Automated monitoring adds another layer, helping supervisors quickly spot misuse and maintain trust in the system.
FAQ: Criminal Record Databases
What databases do police use for criminal records?
Law enforcement agencies use federal, state, and local databases to access criminal records. Each of these systems covers different jurisdictions and data types. Because no single system provides a complete picture, officers often search multiple sources to obtain a complete and accurate intelligence.
What is the difference between NCIC and state criminal databases?
NCIC concentrates on active records, including warrants, missing persons, and stolen property, supporting immediate law enforcement nationwide. They’re mainly used to provide real-time alerts to officers in the field conducting routine policing procedures.
State criminal databases provide extensive in-state arrest and disposition records, typically accessed for investigations and pre-employment background checks.
Can police access criminal records from other states?
Yes. Officers access out-of-state records through the Nlets system or the Interstate Identification Index. These systems recognize states that submitted the records, and are used to share the information between jurisdictions legally.
How do officers access criminal databases from the field?
Police officers use MDTs, smartphones, and tablets that have secure CJIS-compliant access to criminal justice databases. With the help of these tools, real-time inquiries on federal, state, and local systems become possible, and dispatch intermediaries are not used exclusively.
The Multi-Database Reality
There’s not a single criminal records database that contains the complete information. After all, criminal activity may cross jurisdictions, and different systems store different types of information.
That’s why law enforcement typically checks federal systems like NCIC and III, along with state and local records.
NCIC defines active warrants and registries at the federal level. State repositories record complete in-state histories, while local systems hold the most recent arrests and localized intelligence not yet in larger databases.
Traditional processes involve the need to switch between several systems, run separate queries, and manually match results.
Modern platforms like PsPortals unify this fragmented access into one interface. This makes queries faster and reduces the risk of missing key details.
Take a moment to assess how you access multiple criminal databases. How many systems do your officers check separately? How long does a full background query really take? Are officers receiving complete and accurate information every time?
Speed, accuracy, and officer safety matter. It may be time to switch to unified database access platforms to eliminate system switching, reduce query times, and receive comprehensive criminal intelligence.
Learn more how you can access criminal record databases more efficiently. Contact PsPortals today.