REQUIRED FIELDS – CIVIL FINGERPRINT CARDS
If any of the required fields are left blank, the fingerprint card will be rejected without
further processing unless there is a quoted FBI UCN Number.
Every effort should be made to enter the appropriate data in all fields (blocks) as shownon the fingerprint card.

Name (NAM)
Originating Agency Identifier (ORI)
Date of Birth (DOB)
Sex (SEX)
Fingerprint Impressions
Reason Fingerprinted
All data entered on fingerprint cards must be typewritten or legibly printed,
utilizing black or blue ink and must not exceed the boundaries of thedesignated field (block).

12

DATA ENTERED ON CIVIL FINGERPRINT CARDS
See figure 3 on page 17 for an example of a Civil Fingerprint Card (FD-258)
Data fields preceded by an asterisk (*) must be completed in order for afingerprint card to be processed by the FBI. However, all data fields areimportant and should be completed if the information is known. Also, theNational Crime Information Center (NCIC) Code Manual can be used as areference for codes of various fields.
1.

*Name (NAM) BlockEnter the name obtained from the subject in this field. Abbreviations are not to be
used for any part of the name. This format is last name followed by a comma (,)
first and middle name, if any. Suffixes denoting seniority (i.e. Jr., Sr., III, etc.)
should follow the middle or first name. Do not obstruct this area by using stamps,labels, holes or staples where the name has been printed.

2.

Signature and residence of Person Fingerprinted Block
Obtain the signature of the person being fingerprinted, in ink. Also, enter theresidential address of the person being fingerprinted.

3.

Aliases (AKA) BlockEnter other names used by the subject that are different than the name entered in
the “NAM” block #1. Also list the signature name as an AKA if different than
the name that appears in the “NAM” block. Maiden names and all previous
married names of females should be entered in the AKA field, if known.

4.

*Originating Agency Identifier (ORI) Block
If the ORI number is not preprinted by the FBI, enter the ORI number, agency
name, city and state. Each agency is assigned its own unique ORI number. If you
do not have an ORI number, you can contact your NCIC Control Terminal Officer(CTO), and an ORI number will be assigned to your agency. Federal agencies
should contact their Federal Service Coordinator to obtain an ORI number.

IMPORTANT:NEVER BORROW PREPRINTED FINGERPRINT CARDS FROM OR
LOAN PREPRINTED FINGERPRINT CARDS TO OTHER AGENCIES.

13

5.

*Date of Birth (DOB) BlockEnter the DOB in month, day, year format (i.e. MM/DD/YYYY). If a complete
DOB is not known, enter approximate age followed by the statement “YEARSOF AGE”. Fingerprint cards of person 99 years old or older are notprocessed by the FBI; they will be rejected.

NOTE:6.

IF THE DOB BLOCK IS BLANK AND THE CARD DOESNOT HAVE AN FBI NUMBER QUOTED, THE CARD
WILL BE RETURNED TO THE STATE BUREAU ORSUBMITTING AGENCY WITHOUT BEING PROCESSED.

Citizenship (CTZ) BlockEnter “U.S.” if the subject is a citizen of the United States; otherwise, enter theappropriate country. Use the correct abbreviation for foreign countries orcorrectly spell the name of the country. A list of approved abbreviations can befound in the NCIC Code Manual. “YES” or “NO” responses are not acceptable.

7.

*Sex (SEX) BlockSex must be indicated by either “F” (female) or “M” (male). See Sex CodeTable on page 37 for additional codes.

8.

Race (RAC) Block
Race must be indicated by using the Race Code decision chart on page 39.

NOTE:
9.

ADDITIONAL EXPLANATIONS OF SEX AND RACECODES ARE LISTED ON PAGE 37AND 39.

Height (HGT) Block
Height must be expressed in feet and inches. Fractions of an inch should berounded off to the nearest inch. Inches less than ten should be preceded by a zero.
For example, five feet four inches should be submitted as “504” and six feet evenwould be “600”.

10.

Weight (WGT) Block
Weight must be expressed in pounds. Fractions of a pound should be rounded off
to the nearest pound.

1411.

Eye (EYE) Color Block
Indicate eye color by entering one of the codes from the eye color decision charton page 37.

12.

Hair (HAI) color Block
Indicate hair color by entering one of the codes from the hair color decision charton page 38.

13.

Place of Birth (POB) BlockEnter the subject’s state, territorial possession, province (Canadian), or country ofbirth. Use the correct abbreviation for foreign countries or correctly spell thename of the country. A list of approved abbreviations can be found in the NCIC
Code Manual. Do not list a county as a POB.

14.

Originating Case Agency/Local Agency Identification Reference (OCA/LIR)
BlockEnter your agency’s identification or case number for the subject. The OCA must
not exceed twenty (20) alphanumeric characters.

15.

FBI UCN Number (FBI) BlockEnter the assigned FBI UCN Number for the subject, if known.

16.

Armed Forces Number (MNU) BlockEnter Armed Forces number, if known.

17.

Social Security Number (SOC) BlockEnter the subject’s Social Security number, if known.

18.

Miscellaneous Number (MNU) Block
The MNU is an identifying number associated with the subject such as U.S.
Military Service Number, Passport Number, etc. Enter the MNU and indicate thedescription according to the decision chart on page 40.

19.

Date Fingerprinted BlockEnter the date the subject was fingerprinted in month, day, year format (i.e.
MM/DD/YYYY).

15

20.

Signature of Official Taking Fingerprints BlockEnter the signature or name of the official taking fingerprints. Also list theofficial’s ID number if applicable.

21.

Employer and Address BlockEnter the subject’s potential employer and address of that employer.

22.

Reason Fingerprinted Block
Miscellaneous Applicant: Fingerprint cards are submitted when a person isapplying for law enforcement/criminal justice background checks. Clearly state
the position and or agency as applicable such as: Law Enforcement Officer,
Corrections Officer, NCIC Terminal Operator, etc.
Applicant User Fee: Fingerprint cards are submitted when a person is applying
for a non-law enforcement position and needs a background check completed aspart of the hiring/licensing process (i.e. teacher, day care provider, school bus
driver, racing commission, liquor license, etc.). Non-Federal Applicant User Fee
fingerprint card submissions are governed by state statutes. A statute must beincluded in the Reason Fingerprinted block and coincide with the literal (i.e.
Pharmacists B&PC 4345, Notaries Public Gov C 82141, AS 13.08.015 Permit for
School Bus Driver).

23.

*Fingerprint Impressions Block (Individual & Simultaneous)Care should be taken to roll the fingers from nail to nail when taking theindividual finger impressions. This will help ensure legibility. Roll the prints inthe correct sequence code (note the right and left hand designations in the fingerblocks) and obtain simultaneous plain “flat” impressions at 45 degree angles that
do not extend up into the rolled impressions. Indicate amputated fingers,tip-amputated, transplanted toes/fingers, missing at birth, deformed, bandaged,scars, etc., in the appropriate finger block(s).

16NOTE:FBI APPROVED “RETABS” CAN BE APPLIED TO ALL
FINGER BLOCKS ON A FINGERPRINT CARD IF
NECESSARY, WITH A LIMIT OF TWO (2) “RETABS”
PER BLOCK.

CAUTION: Single Source State
If the card does not reflect your state bureau identification stamp whenrequired, it will be returned immediately to the state bureau/submitting
agency. Check with your state repository to determine if you are a single
source state.

NOTE:AT THIS POINT, A QUALITY REVIEW OF ARRESTAND PERSONAL DESCRIPTOR DATA IS EXTERMELYIMPORTANT. THIS STEP CAN IMPROE THE QUALITY
OF THE SUBMISSION AND HELP ELIMINATEIMMEDIATE REJECTS (CARDS RETURNED BY THEFBI WITHOUT ANY PROCESSING).

1718SEX CODE TABLE

External CodeF
G

LiteralFemale
FemaleM
N

MaleMaleYZX

MaleFemale
Unknown

DescriptionFemale
Female Print, Male
Reference
Male
Male Print, Female
Reference
Male, Unreported
Female, Unreported
Unknown Sex

EYE COLOR CODE TABLE
Eye Color Literal
BLACKBLUE
BROWN
GRAY
GREEN
HAZEL
MAROON

External Code
BLK
BLU
BRO
GRY
GRN
HAZMAR39

HAIR CODE TABLE
BALD
BLACK
BLONDE (or strawberry)
BLUE
BROWN
GREEN
GRAY (or partially gray)
ORANGEPURPLEPINK
RED (or auburn)
SANDY
WHITE
UNKNOWNBLD
BLK
BLN
BLU
BRO
GRN
GRY
ONG
PLE
PNK
RED
SDY
WHI
XXX

40

RACE CODE TABLE
External CodeLiteralDescription (If Subject Is)A

Asian orPacific Islander

B

Black

I

American Indianor Alaskan Native

UW

Unknown
White41

Chinese, Japanese, Filipino,
Korean, Polynesian, Indian,Indonesian, Asian Indian,Samoan, or other PacificIslanderA person having origins in anyof the black racial groups ofAfrica
American Indian, Eskimo, orAlaskan Native, or a person
having origins in any of the 48
contiguous states of the UnitedStates or Alaska who maintains
cultural identification throughtribal affiliation or community
recognition
Of Indeterminable Race
Caucasian, Mexican, Puerto
Rican, Cuban, Central or SouthAmerican, or other Spanish
culture or origin, regardless ofrace.

MNU PREFIX CODES
External CodeDescription

AFANARAS

Air Force Serial Number
Non-Immigrant Admission Number
Alien Registration Number
Army Serial Number (including National Guardand Air National Guard)
Bureau Fugitive
Canadian Social Insurance Number
U.S. Coast Guard Serial Number
Identification Order Number
Mariner’s Document or Identification Number
Marine Corps Serial Number
Royal Canadian Mounted Police Identification
Number (FPS Number)
National Agency Case Number – Military
Navy Serial Number
Originating Agency Police Identification
Number
Personal Identification Number (State Issuedonly)
Passport Number
Port Security Card Number
Selective Service Number
Veterans Administration Claim Number

BFCICGIO
MDMCMPNA
NSOA
PI
PPPS
SSVA

42

Telephone Contacts*WEST VIRGINIA CJIS COMPLEX SWITCHBOARD
Phone 304-625-2000*SPECIAL PROCESSING CENTER - Processes criminal expedite fingerprint andspecial record services requests. Example: a request from law enforcement that requires
immediate attention. Operates 24 hours a day, 7 days a week.
Phone: 304-625-5584 Fax: 304-625-5587 or 304-625-5588*ANSWER HITS TO WANTS GROUP – Places/removes wanted person information,
parole/probation flags.
Phone: 304-625-9245 Fax: 304-625-9899*CRIMINAL HISTORY ANALYSIS TEAM 1 (FORMERLY
CORRESPONDENCE GROUP) – Handles information regarding congressional
matters and requests that originate through the Freedom of Information Act. Example:
individuals who request a copy of their own record for private use.
Phone: 304-625-9224 Fax: 304-625-9898*CUSTOMER SERVICE GROUP – Serves local, state, and federal law enforcement
agencies and private citizens dealing with matters of a complex nature regarding theacceptance, processing, and dissemination of fingerprint card submissions to the CJISDivision. This group serves as the point of contact for numerous agencies to resolve
specific problems involving excessing processing time for civil applicant fingerprint card
submissions and other concerns. This group also provides explanations of FBI policies
and procedures to law enforcement agencies and individuals regarding the various
services provided by the CJIS Division
Phone 304-625-5590 Fax 304-625-3571

43

44

45