Law Enforcement Reporting, 12140-12152 [E7-4513]

Agencies

• DEPARTMENT OF DEFENSE
• Department of the Army
• Army Department

[Federal Register Volume 72, Number 50 (Thursday, March 15, 2007)]
[Proposed Rules]
[Pages 12140-12152]
From the Federal Register Online via the Government Printing Office [www.gpo.gov]
[FR Doc No: E7-4513]


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DEPARTMENT OF DEFENSE

Department of the Army

32 CFR Part 635

[Docket No. USA-2007-0007]
RIN 0702-AA56


Law Enforcement Reporting

AGENCY: Department of the Army, DoD.

ACTION: Proposed rule; request for comments.

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SUMMARY: The Department of the Army proposes to amend its regulation 
concerning law enforcement reporting. The regulation prescribes 
policies and procedures on preparing, reporting, using, retaining, and 
disposing of Military Police Reports. The regulation prescribes 
policies and procedures for offense reporting and the release of law 
enforcement information.

DATES: Consideration will be given to all comments received by April 
16, 2007.

ADDRESSES: You may submit comments, identified by 32 CFR Part 635, 
Docket No. USA-2007-0007 and/or RIN 0702-AA56, by any of the following 
methods:
     Federal eRulemaking Portal: https://www.regulations.gov. 
Follow the instructions for submitting comments.
     Mail: Federal Docket Management System Office, 1160 
Defense Pentagon, Washington, DC 20301-1160.
    Instructions: All submissions received must include the agency name 
and docket number or Regulatory Information Number (RIN) for this 
Federal Register document. The general policy for comments and other 
submissions from members of the public is to make these submissions 
available for public viewing on the Internet at https://
www.regulations.gov as they are received without change, including any 
personal identifiers or contact information.

FOR FURTHER INFORMATION CONTACT: James Crumley, (703) 692-6721.

SUPPLEMENTARY INFORMATION:

A. Background

    In the December 9, 2005 issue of the Federal Register (70 FR 73181) 
the Department of the Army published a proposed rule, amending 32 CFR 
part

[[Page 12141]]

635. The Department of the Army published a proposed rule in the May 
15, 2006 issue of the Federal Register (71 FR 27961) amending 32 CFR 
635 to add the sexual assault reporting procedures. This proposed rule 
makes numerous administrative changes throughout the document to 
reflect the changes to the forthcoming update to AR 190-45.
    The Administrative Procedure Act, as amended by the Freedom of 
Information Act requires that certain policies and procedures and other 
information concerning the Department of the Army be published in the 
Federal Register. The policies and procedures covered by this part fall 
into that category.

B. Regulatory Flexibility Act

    The Department of the Army has determined that the Regulatory 
Flexibility Act does not apply because the proposed rule does not have 
a significant economic impact on a substantial number of small entities 
within the meaning of the Regulatory Flexibility Act, 5 U.S.C. 601-612.

C. Unfunded Mandates Reform Act

    The Department of the Army has determined that the Unfunded 
Mandates Reform Act does not apply because the proposed rule does not 
include a mandate that may result in estimated costs to State, local or 
tribal governments in the aggregate, or the private sector, of $100 
million or more.

D. National Environmental Policy Act

    The Department of the Army has determined that the National 
Environmental Policy Act does not apply because the proposed rule does 
not have an adverse impact on the environment.

E. Paperwork Reduction Act

    The Department of the Army has determined that the Paperwork 
Reduction Act does not apply because the proposed rule does not involve 
collection of information from the public.

F. Executive Order 12630 (Government Actions and Interference With 
Constitutionally Protected Property Rights)

    The Department of the Army has determined that Executive Order 
12630 does not apply because the proposed rule does not impair private 
property rights.

G. Executive Order 12866 (Regulatory Planning and Review)

    The Department of the Army has determined that according to the 
criteria defined in Executive Order 12866 this proposed rule is not a 
significant regulatory action. As such, the proposed rule is not 
subject to Office of Management and Budget review under section 6(a)(3) 
of the Executive Order.

H. Executive Order 13045 (Protection of Children From Environmental 
Health Risk and Safety Risks)

    The Department of the Army has determined that according to the 
criteria defined in Executive Order 13045 this proposed rule does not 
apply.

I. Executive Order 13132 (Federalism)

    The Department of the Army has determined that according to the 
criteria defined in Executive Order 13132 this proposed rule does not 
apply because it will not have a substantial effect on the States, on 
the relationship between the national government and the States, or on 
the distribution of power and responsibilities among the various levels 
of government.

Frederick W. Bucher,
Chief, Law Enforcement Policy and Oversight Branch.

List of Subjects in 32 CFR Part 635

    Crime, Law, Law enforcement, Law enforcement officers, Military 
law.

    For reasons stated in the preamble the Department of the Army 
proposes to revise 32 CFR part 635 to read as follows:

PART 635--LAW ENFORCEMENT REPORTING

Subpart A--Records Administration
Sec.
635.1 General.
635.2 Safeguarding official information.
635.3 Special requirements of the Privacy Act of 1974.
635.4 Administration of expelled or barred persons file.
635.5 Police intelligence/criminal information.
635.6 Name checks.
635.7 Registration of sex offenders.
Subpart B--Release of Information
635.8 General.
635.9 Guidelines for disclosure within DOD.
635.10 Release of information.
635.11 Release of information under the Freedom of Information Act 
(FOIA).
635.12 Release of information under the Privacy Act of 1974.
635.13 Amendment of records.
635.14 Accounting for military police record disclosure.
635.15 Release of law enforcement information furnished by foreign 
governments or international organizations.
Subpart C--Offense Reporting
635.16 General.
635.17 Military Police Report.
635.18 Identifying criminal incidents and subjects of investigation.
635.19 Offense codes.
635.20 Military Police Codes (MPC).
635.21 USACRC control numbers.
635.22 Reserve component, U.S. Army Reserve, and Army National Guard 
personnel.
635.23 DA Form 4833 (Commander's Report of Disciplinary or 
Administrative Action).
635.24 Updating the COPS MPRS.
635.25 Submission of criminal history data to the CJIS.
635.26 Procedures for reporting absence without leave (AWOL) and 
desertion offenses.
635.27 Vehicle Registration System.
635.28 Procedures for restricted/unrestricted reporting in sexual 
assault cases.
635.29 Domestic violence and protection orders.
635.30 Establishing Domestic Violence Memoranda of Understanding.
635.31 Lost, abandoned, or unclaimed property.
Subpart D--Army Quarterly Trends and Analysis Report
635.32 General.
635.33 Crime rate reporting.
Subpart E--Victim and Witness Assistance Procedures
635.34 General.
635.35 Procedures.
635.36 Notification.
635.37 Statistical reporting requirements.

    Authority: 28 U.S.C. 534 note, 42 U.S.C. 10601, 18 U.S.C. 922, 
42 U.S.C. 14071, 10 U.S.C. 1562, 10 U.S.C. Chap. 47

Subpart A--Records Administration


Sec.  635.1  General.

    (a) Military police records and files created under provisions of 
this part will be maintained and disposed of in accordance with 
instructions and standards prescribed by Army Regulation (AR) 25-400-2, 
AR 25-55, AR 340-21, and other applicable HQDA directives.
    (b) Each Provost Marshal/Director of Emergency Services will 
appoint in writing two staff members, one primary and one alternate, to 
account for and safeguard all records containing personal information 
protected by law. Action will be taken to ensure that protected 
personal information is used and stored only where facilities and 
conditions will preclude unauthorized or unintentional disclosure.
    (c) Personally identifying information includes, for example, 
information that is intimate or private to an individual, as 
distinguished from that which concerns a person's official function or

[[Page 12142]]

public life. Specific examples include the social security number (SSN) 
medical history, home address, and home telephone number.
    (d) Access to areas in which military police records are prepared, 
processed and stored will be restricted to those personnel whose duties 
require their presence or to other personnel on official business. 
Military police records containing personal information will be stored 
in a locked room or locked filing cabinet when not under the personal 
control of authorized personnel. Alternate storage systems providing 
equal or greater protection may be used in accordance with AR 25-55.
    (e) Only personnel on official business can have access to areas in 
which computers are used to store, process or retrieve military police 
records. When processing military police information, computer video 
display monitors will be positioned so that protected information 
cannot be viewed by unauthorized persons. Computer output from 
automated military police systems will be controlled as specified in 
paragraph (d) of this section.
    (f) Output from any locally prepared data or automated systems 
containing personal information subject to the Privacy Act will be 
controlled per AR 340-21. All locally created, Army Commands (ACOM), 
Army Service Component Commands (ASCC) or Direct Reporting Units (DRU) 
unique automated systems of records containing law enforcement 
information must be reported to and approved by HQDA, Office of the 
Provost Marshal General prior to use. The request must clearly document 
why the COPS MPRS system cannot meet the requirements or objectives of 
the organization. After review and approval by HQDA, the installation, 
ACOM, ASCC and DRU will complete and process the systems notice for 
publication in the Federal Register per AR 340-21 and the Privacy Act.
    (g) Provost Marshals/Directors of Emergency Services using 
automated systems will appoint, in writing, an Information Assurance 
Security Officer (IASO) who will ensure implementation of automation 
security requirements within the organization. Passwords used to 
control systems access will be generated, issued, and controlled by the 
IASO.
    (h) Supervisors at all levels will ensure that personnel whose 
duties involve preparation, processing, filing, and release of military 
police records are knowledgeable of and comply with policies and 
procedures contained in this part, AR 25-55, AR 340-21, and other 
applicable HQDA directives. Particular attention will be directed to 
provisions on the release of information and protection of privacy.
    (i) Military police records identifying juveniles as offenders will 
be clearly marked as juvenile records and will be kept secure from 
unauthorized access by individuals. Juvenile records may be stored with 
adult records but clearly designated as juvenile records even after the 
individual becomes of legal age. In distributing information on 
juveniles, Provost Marshals/Directors of Emergency Services will ensure 
that only individuals with a clear reason to know the identity of a 
juvenile are provided the identifying information on the juvenile. For 
example, a community commander is authorized to receive pertinent 
information on juveniles. When a MPR identifying juvenile offenders 
must be provided to multiple commanders or supervisors, the Provost 
Marshal/Director of Emergency Services must sanitize each report to 
withhold juvenile information not pertaining to that commander's area 
of responsibility.
    (j) Military police records in the custody of USACRC will be 
processed, stored and maintained in accordance with policy established 
by the Director, USACRC.


Sec.  635.2  Safeguarding official information.

    (a) Military police records are unclassified except when they 
contain national security information as defined in AR 380-5.
    (b) When military police records containing personal information 
transmitted outside the installation law enforcement community to other 
departments and agencies within DOD, such records will be marked ``For 
Official Use Only.'' Records marked ``For Official Use Only'' will be 
transmitted as prescribed by AR 25-55. Use of an expanded marking is 
required for certain records transmitted outside DOD per AR 25-55.
    (c) Military police records may also be released to Federal, state, 
local or foreign law enforcement agencies as prescribed by AR 340-21. 
Expanded markings will be applied to these records.


Sec.  635.3  Special requirements of the Privacy Act of 1974.

    (a) Certain personal information is protected under the Privacy Act 
and AR 340-21.
    (b) Individuals requested to furnish personal information must be 
advised of the purpose for which the information is collected and the 
disclosures by which it is routinely used.
    (c) Army law enforcement personnel performing official duties often 
require an individual's SSN for identification purposes. Personal 
information may be obtained from identification documents without 
violating an individual's privacy and without providing a Privacy Act 
Statement. This personal information can be used to complete military 
police reports and records. The following procedures may be used to 
obtain SSNs:
    (1) Active Army, U.S. Army Reserve (USAR), Army National Guard 
(ARNG) and retired military personnel are required to produce their 
Common Access Card, DD Form 2 (Act), DD Form 2 (Res), or DD Form 2 
(Ret) (U.S. Armed Forces of the United States General Convention 
Identification Card), or other government issued identification, as 
appropriate.
    (2) Family members of sponsors may be requested to produce their DD 
Form 1173 (Uniformed Services Identification and Privilege Card). 
Information contained thereon (for example, the sponsor's SSN) may be 
used to verify and complete applicable sections of MPRs and related 
forms.
    (3) DOD civilian personnel may be requested to produce their 
appropriate service identification. DA Form 1602 (Civilian 
Identification) may be requested from DA civilian employees. If unable 
to produce such identification, DOD civilians may be requested to 
provide other verifying documentation.
    (4) Non-DOD civilians, including family members and those whose 
status is unknown, will be advised of the provisions of the Privacy Act 
Statement when requested to disclose their SSN.
    (d) Requests for new systems of military police records, changes to 
existing systems, and continuation systems, not addressed in existing 
public notices will be processed as prescribed in AR 340-21, after 
approval is granted by HQDA, OPMG (DAPM-MPD-LE).


Sec.  635.4  Administration of expelled or barred persons file.

    (a) When action is completed by an installation commander to bar an 
individual from the installation under 18 U.S.C. 1382 the installation 
Provost Marshal/Director of Emergency Services will be provided
    (1) A copy of the letter or order barring the individual.
    (2) Reasons for the bar.
    (3) Effective date of the bar and period covered.
    (b) The Provost Marshal/Director of Emergency Services will 
maintain a list of barred or expelled persons. When the bar or 
expulsion action is predicated on

[[Page 12143]]

information contained in military police investigative records, the bar 
or expulsion document will reference the appropriate military police 
record or MPR. When a MPR results in the issuance of a bar letter the 
Provost Marshal/Director of Emergency Services will forward a copy of 
the bar letter to Director, USACRC to be filed with the original MPR. 
The record of the bar will also be entered into COPS, in the Military 
Police Reporting System module, under Barrings.


Sec.  635.5  Police intelligence/criminal information.

    (a) The purpose of gathering police intelligence is to identify 
individuals or groups of individuals in an effort to anticipate, 
prevent, or monitor possible criminal activity. If police intelligence 
is developed to the point where it factually establishes a criminal 
offense, an investigation by the military police, U.S. Army Criminal 
Investigation Command (USACIDC) or other investigative agency will be 
initiated. The crimes in Sec.  635.5(b)(2) and (3) will be reported to 
the nearest Army counterintelligence office as required by AR 381-12.
    (b) Information on persons and organizations not affiliated with 
DOD may not normally be acquired, reported, processed or stored. 
Situations justifying acquisition of this information include, but are 
not limited to--
    (1) Theft, destruction, or sabotage of weapons, ammunition, 
equipment facilities, or records belonging to DOD units or 
installations.
    (2) Possible compromise of classified defense information by 
unauthorized disclosure or espionage.
    (3) Subversion of loyalty, discipline, or morale of DA military or 
civilian personnel by actively encouraging violation of laws, 
disobedience of lawful orders and regulations, or disruption of 
military activities.
    (4) Protection of Army installations and activities from potential 
threat.
    (5) Information received from the FBI, state, local, or 
international law enforcement agencies which directly pertain to the 
law enforcement mission and activity of the installation Provost 
Marshal Office/Directorate of Emergency Services, ACOM, ASCC or DRU 
Provost Marshal Office Directorate of Emergency Services, or that has a 
clearly identifiable military purpose and connection. A determination 
that specific information may not be collected, retained or 
disseminated by intelligence activities does not indicate that the 
information is automatically eligible for collection, retention, or 
dissemination under the provisions of this part. The policies in this 
section are not intended and will not be used to circumvent any federal 
law that restricts gathering, retaining or dissemination of information 
on private individuals or organizations.
    (c) Retention and disposition of information on non-DOD affiliated 
individuals and organizations are subject to the provisions of AR 380-
13 and AR 25-400-2.
    (d) Police intelligence such as TALON events will be captured by 
utilizing the TALON report format. These reports will be identified as 
``Pre-TALON'' reports. The Provost Marshal Office/Directorate of 
Emergency Services will forward these reports to the 
counterintelligence activity which supports their installation/area. 
The counterintelligence activity will determine if the suspicious 
incident/activity should be entered into the DoD TALON reporting 
system. The counterintelligence activity will inform the submitting 
Army law enforcement agency as to whether or not the ``Pre-Talon'' 
report was submitted into the DoD TALON reporting system.
    (e) In addition to Pre-TALON reporting, Installation Law 
Enforcement Agencies/Activities will also comply with their Combatant 
Command's policies regarding the reporting of suspicious activities or 
events which meet established criteria.
    (f) If a written extract from local police intelligence files is 
provided to an authorized investigative agency, the following will be 
included on the transmittal documents: ``THIS DOCUMENT IS PROVIDED FOR 
INFORMATION AND USE. COPIES OF THIS DOCUMENT, ENCLOSURES THERETO, AND 
INFORMATION THEREFROM, WILL NOT BE FURTHER RELEASED WITHOUT THE PRIOR 
APPROVAL OF THE INSTALLATION PROVOST MARSHAL/DIRECTOR OF EMERGENCY 
SERVICES.''
    (g) Local police intelligence files may be exempt from certain 
disclosure requirements by AR 25-55 and the Freedom of Information Act 
(FOIA).


Sec.  635.6  Name checks.

    (a) Information contained in military police records may be 
released under the provisions of AR 340-21 to authorized personnel for 
valid background check purposes. Examples include child care/youth 
program providers, access control, unique or special duty assignments, 
and security clearance procedures. Any information released must be 
restricted to that necessary and relevant to the requester's official 
purpose. Provost Marshals/Directors of Emergency Services will 
establish written procedures to ensure that release is accomplished in 
accordance with AR 340-21.
    (b) Checks will be accomplished by a review of the COPS MPRS. 
Information will be disseminated according to Subpart B of this part.
    (c) In response to a request for local files or name checks, 
Provost Marshals/Directors of Emergency Services will release only 
founded offenses with final disposition. Offenses determined to be 
unfounded will not be released. These limitations do not apply to 
requests submitted by law enforcement agencies for law enforcement 
purposes, and counterintelligence investigative agencies for 
counterintelligence purposes.
    (d) COPS MPRS is a database, which will contain all military police 
reports filed worldwide. Authorized users of COPS MPRS can conduct name 
checks for criminal justice purposes. To conduct a name check, users 
must have either the social security number/foreign national number, or 
the first and last name of the individual. If a search is done by name 
only, COPS MPRS will return a list of all matches to the data entered. 
Select the appropriate name from the list.
    (e) A successful query of COPS MPRS would return the following 
information:
    (1) Military Police Report Number;
    (2) Report Date;
    (3) Social Security Number;
    (4) Last Name;
    (5) First Name;
    (6) Protected Identity (Y/N);
    (7) A link to view the military police report; and
    (8) Whether the individual is a subject, victim, or a person 
related to the report disposition.
    (f) Name checks will include the criteria established in COPS MPRS 
and the USACRC. All of the policies and procedures for such checks will 
conform to the provisions of this part. Any exceptions to this policy 
must be coordinated with HQDA, Office of the Provost Marshal General 
before any name checks are conducted. The following are examples of 
appropriate uses of the name check feature of COPS MPRS:
    (1) Individuals named as the subjects of serious incident reports.
    (2) Individuals named as subjects of investigations who must be 
reported to the USACRC.
    (3) Employment as child care/youth program providers.
    (4) Local checks of the COPS MPRS as part of placing an individual 
in the COPS MPRS system.
    (5) Name checks for individuals employed in law enforcement 
positions.

[[Page 12144]]

    (g) Provost Marshals/Directors of Emergency Services will ensure 
that an audit trail is established and maintained for all information 
released from military police records.
    (h) Procedures for conduct of name checks with the USACRC are 
addressed in AR 195-2. The following information is required for USACRC 
name checks (when only the name is available, USACRC should be 
contacted telephonically for assistance):
    (1) Full name, date of birth, SSN, and former service number of the 
individual concerned.
    (2) The specific statute, directive, or regulation on which the 
request is based, when requested for other than criminal investigative 
purposes.
    (i) Third party checks (first party asks second party to obtain 
information from third party on behalf of first party) will not be 
conducted.


Sec.  635.7  Registration of sex offenders.

    Soldiers who are convicted by court-martial for certain sexual 
offenses must comply with all applicable state registration 
requirements in effect in the state in which they reside. See AR 190-
47, Chapter 14 and AR 27-10, Chapter 24. This is a statutory 
requirement based on the Jacob Wetterling Act, and implemented by DOD 
Instruction 1325.7, and AR 27-10. Provost Marshals/Directors of 
Emergency Services should coordinate with their local Staff Judge 
Advocate to determine if an individual must register. The registration 
process will be completed utilizing the state registration form, which 
is available through state and local law enforcement agencies. A copy 
of the completed registration form will be maintained in the 
installation Provost Marshal Office/Directorate of Emergency Services. 
Additionally, a Military Police Report (DA Form 3975) will be completed 
as an information entry into COPS. Installation Provost Marshals/
Directors of Emergency Services will provide written notice to state 
and local law enforcement agencies of the arrival of an offender to the 
local area so the registration process can be completed.

Subpart B--Release of Information


Sec.  635.8  General.

    (a) The policy of HQDA is to conduct activities in an open manner 
and provide the public accurate and timely information. Accordingly, 
law enforcement information will be released to the degree permitted by 
law and Army regulations.
    (b) Any release of military police records or information compiled 
for law enforcement purposes, whether to persons within or outside the 
Army, must be in accordance with the FOIA and Privacy Act.
    (c) Requests by individuals for access to military police records 
about themselves will be processed in compliance with AR 25-55 and AR 
340-21.
    (d) Military police records in the temporary possession of another 
organization remain the property of the originating law enforcement 
agency. The following procedures apply to any organization authorized 
temporary use of military police records:
    (1) Any request from an individual seeking access to military 
police records will be immediately referred to the originating law 
enforcement agency for processing.
    (2) When the temporary purpose of the using organization has been 
satisfied, the military police records will be destroyed or returned to 
the originating law enforcement agency.
    (3) A using organization may maintain information from military 
police records in their system of records, if approval is obtained from 
the originating law enforcement agency. This information may include 
reference to a military police record (for example, MPR number or date 
of offense), a summary of information contained in the record, or the 
entire military police record. When a user includes a military police 
record in its system of records, the originating law enforcement agency 
may delete portions from that record to protect special investigative 
techniques, maintain confidentiality, preclude compromise of an 
investigation, and protect other law enforcement interests.


Sec.  635.9  Guidelines for disclosure within DOD.

    (a) Criminal record information contained in military police 
documents will not be disseminated unless there is a clearly 
demonstrated official need to know. A demonstrated official need to 
know exists when the record is necessary to accomplish a function that 
is within the responsibility of the requesting activity or individual, 
is prescribed by statute, DOD directive, regulation, or instruction, or 
by Army regulation.
    (1) Criminal record information may be disclosed to commanders or 
staff agencies to assist in executing criminal justice functions. Only 
that information reasonably required will be released. Such disclosure 
must clearly relate to a law enforcement function.
    (2) Criminal record information related to subjects of criminal 
justice disposition will be released when required for security 
clearance procedures.
    (3) Criminal record information may be released to an activity when 
matters of national security are involved.
    (4) When an individual informs an activity of criminal record 
information pertaining to them, the receiving activity may seek 
verification of this information through the responsible law 
enforcement agency or may forward the request to that organization. The 
individual must be advised by the receiving agency of the action being 
pursued. Law enforcement agencies will respond to such requests in the 
same manner as FOIA and Privacy Act cases.
    (b) Nothing in this part will be construed to limit the 
dissemination of information between military police, the USACIDC, and 
other law enforcement agencies within the Army and DOD.


Sec.  635.10  Release of information.

    (a) Release of information from Army records to agencies outside 
DOD will be governed by AR 25-55, AR 340-21, AR 600-37, and this part. 
Procedures for release of certain other records and information is 
contained in AR 20-1, AR 27-20, AR 27-40, AR 40-66, AR 195-2, AR 360-1, 
and AR 600-85. Installation drug and alcohol offices may be provided an 
extract of DA Form 3997 (Military Police Desk Blotter) for offenses 
involving the use of alcohol or drugs (for example, drunk driving, 
drunk and disorderly conduct, or positive urinalysis) or illegal use of 
drugs.
    (b) Installation Provost Marshals/Directors of Emergency Services 
are the release authorities for military police records under their 
control. They may release criminal record information to other 
activities as prescribed in AR 25-55 and AR 340-21, and this part.
    (c) Authority to deny access to criminal records information rests 
with the initial denial authority (IDA) for the FOIA and the access and 
amendment refusal authority (AARA) for Privacy Acts cases, as addressed 
in AR 25-55 and AR 340-21.


Sec.  635.11  Release of information under the Freedom of Information 
Act (FOIA).

    (a) The release and denial authorities for all FOIA cases 
concerning military police records include Provost Marshals/Directors 
of Emergency Services and the Commander, USACIDC. Authority to act on 
behalf of the Commander, USACIDC is delegated to the Director, USACRC.
    (b) FOIA requests from members of the press will be coordinated 
with the installation public affairs officer prior to release of 
records under the control of

[[Page 12145]]

the installation Provost Marshal/Director of Emergency Services. When 
the record is on file at the USACRC the request must be forwarded to 
the Director, USACRC.
    (c) Requests will be processed as prescribed in AR 25-55 and as 
follows:
    (1) The Provost Marshal/Director of Emergency Services will review 
requested reports to determine if any portion is exempt from release. 
Any discretionary decision to disclose information under the FOIA 
should be made only after full and deliberate consideration of the 
institutional, commercial, and personal privacy interests that could be 
implicated by disclosure of the information.
    (2) Statutory and policy questions will be coordinated with the 
local staff judge advocate.
    (3) Coordination will be completed with the local USACIDC activity 
to ensure that the release will not interfere with a criminal 
investigation in progress or affect final disposition of an 
investigation.
    (4) If it is determined that a portion of the report, or the report 
in its entirety will not be released, the request to include a copy of 
the MPR or other military police records will be forwarded to the 
Director, USACRC, ATTN: CICR-FP, 6010 6th Street, Fort Belvoir, VA 
22060-5585. The requestor will be informed that their request has been 
sent to the Director, USACRC, and provided the mailing address for the 
USACRC. When forwarding FOIA requests, the outside of the envelope will 
be clearly marked ``FOIA REQUEST.''
    (5) A partial release of information by a Provost Marshal/Director 
of Emergency Services is permissible when partial information is 
acceptable to the requester. (An example would be the deletion of a 
third party's social security number, home address, and telephone 
number, as permitted by law). If the requester agrees to the omission 
of exempt information, such cases do not constitute a denial. If the 
requester insists on the entire report, a copy of the report and the 
request for release will be forwarded to the Director, USACRC. There is 
no requirement to coordinate such referrals at the installation level. 
The request will simply be forwarded to the Director, USACRC for 
action.
    (6) Requests for military police records that have been forwarded 
to USACRC and are no longer on file at the installation Provost Marshal 
Office/Directorate of Emergency Services will be forwarded to the 
Director, USACRC for processing.
    (7) Requests concerning USACIDC reports of investigation or USACIDC 
files will be referred to the Director, USACRC. In each instance, the 
requestor will be informed of the referral and provided the Director, 
USACRC address.
    (8) Requests concerning records that are under the supervision of 
an Army activity, or other DOD agency, will be referred to the 
appropriate agency for response.


Sec.  635.12  Release of information under the Privacy Act of 1974.

    (a) Military police records may be released according to provisions 
of the Privacy Act of 1974, as implemented by AR 340-21 and this part.
    (b) The release and denial authorities for all Privacy Act cases 
concerning military police records are provided in Sec.  635.10 of this 
part.
    (c) Privacy Act requests for access to a record, when the requester 
is the subject of that record, will be processed as prescribed in AR 
340-21.


Sec.  635.13  Amendment of records.

    (a) Policy. An amendment of records is appropriate when such 
records are established as being inaccurate, irrelevant, untimely, or 
incomplete. Amendment procedures are not intended to permit challenging 
an event that actually occurred. For example, a request to remove an 
individual's name as the subject of a MPR would be proper providing 
credible evidence was presented to substantiate that a criminal offense 
was not committed or did not occur as reported. Expungement of a 
subject's name from a record because the commander took no action or 
the prosecutor elected not to prosecute normally will not be approved. 
In compliance with DOD policy, an individual will still remain entered 
in the Defense Clearance Investigations Index (DCII) to track all 
reports of investigation.
    (b) Procedures. (1) Installation Provost Marshals/Directors of 
Emergency Services will review amendment requests. Upon receipt of a 
request for an amendment of a military police record that is 5 or less 
years old, the installation Provost Marshal/Director of Emergency 
Services will gather all relevant available records at their location. 
The installation Provost Marshal/Director of Emergency Services will 
review the request and either approve the request or forward it to the 
Director, USACRC with recommendation and rationale for denial. In 
accordance with AR 340-21, paragraph 1-71, the Commanding General, 
USACIDC is the sole access and amendment authority for criminal 
investigation reports and military police reports. Access and amendment 
refusal authority is not delegable. If the decision is made to amend a 
MPR, a supplemental DA Form 3975 will be prepared. The supplemental DA 
Form 3975 will change information on the original DA Form 3975 and will 
be mailed to the Director, USACRC with the amendment request from the 
requestor as an enclosure. The Director, USACRC will file the 
supplemental DA Form 3975 with the original MPR and notify the 
requestor of the amendment of the MPR.
    (2) Requests to amend military police documents that are older than 
5 years will be coordinated through the Director, USACRC. The 
installation Provost Marshal/Director of Emergency Services will 
provide the Director, USACRC a copy of an individual's request to amend 
a military police record on file at the USACRC. If the Director, USACRC 
receives an amendment request, the correspondence with any 
documentation on file at the USACRC will be sent to the originating 
Provost Marshal Office/Directorate of Emergency Services. The 
installation Provost Marshal/Director of Emergency Services will review 
the request and either approve the request or forward it to the 
Director, USACRC for denial. A copy of the Provost Marshal/Director of 
Emergency Services' decision must be sent to the Director, USACRC to be 
filed in the USACRC record. If an amendment request is granted, copies 
of the supplemental DA Form 3975 will be provided to each organization, 
activity, or individual who received a copy of the original DA Form 
3975.
    (3) If the Provost Marshal Office/Directorate of Emergency Services 
no longer exists, the request will be staffed with the ACOM, ASCC or 
DRU Provost Marshal/Director of Emergency Services office that had 
oversight responsibility for the Provost Marshal Office/Directorate of 
Emergency Services at the time the DA Form 3975 was originated.


Sec.  635.14  Accounting for military police record disclosure.

    (a) AR 340-21 prescribes accounting policies and procedures 
concerning the disclosure of military police records.
    (b) Provost Marshals/Directors of Emergency Services will develop 
local procedures to ensure that disclosure data requirements by AR 340-
21 are available on request.


Sec.  635.15  Release of law enforcement information furnished by 
foreign governments or international organizations.

    (a) Information furnished by foreign governments or international 
organizations is subject to disclosure,

[[Page 12146]]

unless exempted by AR 25-55, AR 340-21, federal statutes or executive 
orders.
    (b) Information may be received from a foreign source under an 
express pledge of confidentiality as described in AR 25-55 and AR 340-
21 (or under an implied pledge of confidentiality given prior to 
September 27, 1975).
    (1) Foreign sources will be advised of the provisions of the 
Privacy Act of 1974, the FOIA, and the general and specific law 
enforcement exemptions available, as outlined in AR 340-21 and AR 25-
55.
    (2) Information received under an express promise of 
confidentiality will be annotated in the MPR or other applicable 
record.
    (3) Information obtained under terms of confidentiality must 
clearly aid in furthering a criminal investigation.
    (c) Denial recommendations concerning information obtained under a 
pledge of confidentiality, like other denial recommendations, will be 
forwarded by the records custodian to the appropriate IDA or AARA per 
AR 25-55 or AR 340-21.
    (d) Release of U.S. information (classified military information or 
controlled unclassified information) to foreign governments is 
accomplished per AR 380-10.

Subpart C--Offense Reporting


Sec.  635.16  General.

    (a) This subpart establishes policy for reporting founded criminal 
offenses by Installation Management Command (IMCOM), Army Materiel 
Command (AMC) and Medical Command (MEDCOM) installation and ACOM, ASCC 
and DRU Provost Marshal Offices/Directorates of Emergency Services.
    (b) This subpart prescribes reporting procedures, which require the 
use of the COPS MPRS and a systems administrator to ensure that the 
system is properly functioning. Reporting requirements include--
    (1) Reporting individual offenders to the USACRC, NCIC, CJIS, and 
the DOD.
    (2) Crime reports to the DOD. DOD collects data from all the 
Services utilizing the Defense Incident-Based Reporting System (DIBRS). 
The Army inputs its data into DIBRS utilizing COPS. Any data reported 
to DIBRS is only as good as the data reported into COPS, so the need 
for accuracy in reporting incidents and utilizing proper offense codes 
is great. DIBRS data from DOD is eventually sent to the Department of 
Justice's National Incident-Based Reporting System (NIBRS). The data is 
eventually incorporated into the Uniform Crime Report.
    (c) A Provost Marshal Office/Directorate of Emergency Services 
initiating a DA Form 3975 or other military police investigation has 
reporting responsibility explained throughout this subpart and this 
part in general.
    (d) In the event the Provost Marshal Office/Directorate of 
Emergency Services determines that their office does not have 
investigative responsibility or authority, the MPR will be terminated 
and the case cleared by exceptional clearance. A case cleared by 
exceptional clearance is closed by the Provost Marshal/Director of 
Emergency Services when no additional investigative activity will be 
performed or the case is referred to another agency. If a case is 
transferred to the Provost Marshal/Director of Emergency Services from 
another law enforcement investigation agency the Provost Marshal 
Office/Directorate of Emergency Services will have all reporting 
responsibility using the COPS MPRS system.


Sec.  635.17  Military Police Report.

    (a) General use. DA form 3975 is a multipurpose form used to--
    (1) Record all information or complaints received or observed by 
military police.
    (2) Serve as a record of all military police and military police 
investigator activity.
    (3) Document entries made into the COPS MPRS system and other 
automated systems.
    (4) Report information concerning investigations conducted by 
civilian law enforcement agencies related to matters of concern to the 
U.S. Army.
    (5) Advise commanders and supervisors of offenses and incidents 
involving personnel or property associated with their command or 
functional responsibility.
    (6) Report information developed by commanders investigating 
incidents or conducting inspections that result in the disclosure of 
evidence that a criminal offense has been committed.
    (b) Special use. The DA Form 3975 will be used to--
    (1) Transmit completed DA Form 3946 (Military Police Traffic 
Accident Report). This will include statements, sketches, or 
photographs that are sent to a commander or other authorized official.
    (2) Transmit the DD Form 1805 (U.S District Court Violation Notice) 
when required by local installation or U.S. Magistrate Court policy. 
The DA Form 3975 is used to advise commanders or supervisors that 
military, civilian, or contract personnel have been cited on a DD Form 
1805.
    (3) Match individual subjects with individual victims or witnesses, 
and founded criminal offenses. This is a federal statutory requirement. 
This is done using the relationships tab within COPS MPRS.
    (4) Document victim/witness liaison activity.
    (c) Distribution. The DA Form 3975 will be prepared in three 
copies, signed by the Provost Marshal/Director of Emergency Services or 
a designated representative, and distributed as follows--
    (1) Original to USACRC. Further information, arising or developed 
at a later time, will be forwarded to USACRC using a supplemental DA 
Form 3975. Reports submitted to USACRC will include a good, legible 
copy of all statements, photographs, sketches, laboratory reports, and 
other information that substantiates the offense or facilitates the 
understanding of the report. The USACRC control number must be recorded 
on every DA Form 3975 sent to the USACRC. A report will not be delayed 
for adjudication or commander's action beyond 45 days.
    (2) One copy retained in the Provost Marshal/Director of Emergency 
Services' files.
    (3) One copy forwarded through the field grade commander to the 
immediate commander of each subject or organization involved in an 
offense.
    (d) Changing reports for unfounded offenses. If an offense is 
determined to be unfounded, after the case has been forwarded to 
USACRC, the following actions will be completed:
    (1) A supplemental DA Form 3975, using the same MPR number and 
USACRC control number will be submitted stating the facts of the 
subsequent investigation and that the case is unfounded.
    (2) A copy of the supplemental DA Form 3975 will be provided to 
those agencies or activities that received a copy of the completed DA 
Form 3975 at the time of submission to USACRC and to the commander for 
action.


Sec.  635.18  Identifying criminal incidents and subjects of 
investigation.

    (a) An incident will not be reported as a founded offense unless 
adequately substantiated by police investigation. A person or entity 
will be reported as the subject of an offense on DA Form 3975 when 
credible information exists that the person or entity may have 
committed a criminal offense. The decision to title a person is an

[[Page 12147]]

operational rather than a legal determination. The act of titling and 
indexing does not, in and of itself, connote any degree of guilt or 
innocence; but rather, ensures that information in a report of 
investigation can be retrieved at some future time for law enforcement 
and security purposes. Judicial or adverse administrative actions will 
not be based solely on the listing of an individual or legal entity as 
a subject on DA Form 3975.
    (b) A known subject will be reported to the USACRC when the 
suspected offense is punishable by confinement of six months or more. 
The COPS MPRS will be used to track all other known subjects. A subject 
can be a person, corporation, or other legal entity, or organization 
about which credible information exists that would cause a trained law 
enforcement officer to presume that the person, corporation, other 
legal entity or organization may have committed a criminal offense.
    (c) When investigative activity identifies a subject, all facts of 
the case must be considered. When a person, corporation, or other legal 
entity is entered in the subject block of the DA Form 3975, their 
identity is recorded in DA automated systems and the DCII. Once entered 
into the DCII, the record can only be removed in cases of mistaken 
identity or if an error was made in applying the credible information 
standard at the time of listing the entity as a subject of the report. 
It is emphasized that the credible information error must occur at the 
time of listing the entity as the subject of the MPR rather than 
subsequent investigation determining that the MPR is unfounded. This 
policy is consistent with DOD reporting requirements. The Director, 
USACRC enters individuals from DA Form 3975 into the DCII.


Sec.  635.19  Offense codes.

    (a) The offense code describes, as nearly as possible, the 
complaint or offense by using an alphanumeric code. Appendix C of AR 
190-45 lists the offense codes that are authorized for use within the 
Army. This list will be amended from time to time based on new 
reporting requirements mandated by legislation or administrative 
procedures. ACOM, ASCC, DRU commanders and installation Provost 
Marshals/Directors of Emergency Services will be notified by special 
letters of instruction issued in numerical order from HQDA, Office of 
the Provost Marshal General (DAPM-MPD-LE) when additions or deletions 
are made to list. The COPS MPRS module will be used for all reporting 
requirements.
    (b) ACOM, ASCC, DRU and installations may establish local offense 
codes in category 2 (ACOM, ASCC, DRU and installation codes) for any 
offense not otherwise reportable. Locally established offense codes 
will not duplicate, or be used as a substitute for any offense for 
which a code is contained for other reportable incidents. Category 2 
incidents are not reported to the Director, USACRC or the DOJ. If an 
offense occurs meeting the reporting description contained in Appendix 
C of AR 190-45, that offense code takes precedence over the local 
offense code. Local offense codes may be included, but explained, in 
the narrative of the report filed with the USACRC. Use the most 
descriptive offense code to report offenses.
    (c) Whenever local policy requires the Provost Marshal/Director of 
Emergency Services to list the subject's previous offenses on DA Form 
3975, entries will reflect a summary of disposition for each offense, 
if known.


Sec.  635.20  Military Police Codes (MPC).

    (a) MPCs identify individual Provost Marshal Offices/Directorates 
of Emergency Services. The Director, USACRC will assign MPCs to Provost 
Marshal Offices/Directorates of Emergency Services.
    (b) Requests for assignment of a MPC will be included in the 
planning phase of military operations, exercises, or missions when law 
enforcement operations are anticipated. The request for a MPC will be 
submitted as soon as circumstances permit, without jeopardizing the 
military operation to HQDA, Office of the Provost Marshal General 
(DAPM-MPD-LE). Consistent with security precautions, ACOM, ASCC and DRU 
will immediately inform HQDA, Office of the Provost Marshal General 
(DAPM-MPD-LE) when assigned or attached military police units are 
notified for mobilization, relocation, activation, or inactivation.
    (c) When a military police unit is alerted for deployment to a 
location not in an existing Provost Marshal/Director of Emergency 
Services' operational area, the receiving ACOM, ASCC, DRU or combatant 
commander will request assignment of an MPC number from HQDA, Office of 
the Provost Marshal General (DAPM-MPD-LE) providing the area of 
operations does not have an existing MPC number. The receiving ACOM, 
ASCC, DRU or Unified Combatant Commander is further responsible for 
establishing an operational COPS system for the deployment.


Sec.  635.21  USACRC control numbers.

    (a) Case numbers to support reporting requirements will be assigned 
directly to each installation via COPS. To ensure accuracy in reporting 
criminal incidents, USACRC control numbers will be used only one time 
and in sequence. Every MPR sent to the USACRC will have a USACRC 
control number reported. Violation of this policy could result in 
significant difficulties in tracing reports that require corrective 
action.
    (b) If during the calendar year ACOM, ASCC or DRU reassigns control 
numbers from one installation to another, HQDA, Office of the Provost 
Marshal General (DAPM-MPD-LE) will be notified. The Director USACRC 
will receive an information copy of such notification from ACOM, ASCC 
or DRU's law enforcement operations office.
    (c) USACRC control numbers will be issued along with each newly 
assigned MPC.
    (d) When the deploying unit will be located in an area where there 
is an existing Provost Marshal/Director of Emergency Services activity, 
the deploying unit will use the MPC number and USACRC control numbers 
of the host Provost Marshal/Director of Emergency Services.


Sec.  635.22  Reserve component, U.S. Army Reserve, and Army National 
Guard personnel.

    (a) When in a military duty status pursuant to official orders 
(Federal status for National Guard) Reserve and National Guard 
personnel will be reported as active duty. Otherwise they will be 
reported as civilians.
    (b) The DA Form 3975 and DA Form 4833 will be forwarded directly to 
the appropriate Regional Readiness Command or the Soldier's division 
commander. A copy of the DA Form 3975 will also be forwarded to Chief, 
Army Reserve/Commander, United States Army Reserve Command, AFRC-JAM, 
1404 Deshler Street, Fort McPherson, GA 30330. The forwarding 
correspondence will reflect this regulation as the authority to request 
disposition of the individual.


Sec.  635.23  DA Form 4833 (Commander's Report of Disciplinary or 
Administrative Action).

    (a) Use. DA Form 4833 is used with DA Form 3975 to--
    (1) Record actions taken against identified offenders.
    (2) Report the disposition of offenses investigated by civilian law 
enforcement agencies.
    (b) Preparation by the Provost Marshal/Director of Emergency 
Services.

[[Page 12148]]

The installation Provost Marshal/Director of Emergency Services 
initiates this critical document and is responsible for its 
distribution and establishing a suspense system to ensure timely 
response by commanders. Disposition reports are part of the reporting 
requirements within DA, DOD, and DOJ.
    (c) Completion by the unit commander. Company, troop, and battery 
level commanders are responsible and accountable for completing DA Form 
4833 with supporting documentation in all cases investigated by MPI, 
civilian detectives employed by the Department of the Army, and the 
PMO. The Battalion Commander or the first Lieutenant Colonel in the 
chain of command is responsible and accountable for completing DA Form 
4833 with support documentation (copies of Article 15s, court-martial 
orders, reprimands, etc.) for all USACIDC investigations. The commander 
will complete the DA Form 4833 within 45 days of receipt.
    (1) Appropriate blocks will be checked and blanks annotated to 
indicate the following:
    (i) Action taken (for example, judicial, nonjudicial, or 
administrative). In the event the commander takes action against the 
soldier for an offense other than the one listed on the DA Form 3975, 
the revised charge or offense will be specified in the REMARKS section 
of the DA Form 4833.
    (ii) Sentence, punishment, or administrative action imposed.
    (iii) Should the commander take no action, the DA Form 4833 must be 
annotated to reflect that fact.
    (2) If the commander cannot complete the DA Form 4833 within 45 
days, a written memorandum is required to explain the circumstances. 
The delay will have an impact on other reporting requirements (e.g., 
submitting fingerprint cards to the FBI).
    (d) Procedures when subjects are reassigned. When the subject of an 
offense is reassigned, the Provost Marshal/Director of Emergency 
Services will forward the DA Form 3975, DA Form 4833, and all pertinent 
attachments to the gaining installation Provost Marshal/Director of 
Emergency Services who must ensure that the new commander completes the 
document. Copies of the documents may be made and retained by the 
processing Provost Marshal Office/Directorate of Emergency Services 
before returning the documents to the losing installation Provost 
Marshal/Director of Emergency Services for completion of automated 
entries and required reports.
    (e) Report on subjects assigned to other installations. When the DA 
Form 3975 involves a subject who is assigned to another installation, 
the initiating Provost Marshal/Director of Emergency Services will 
forward the original and two copies of DA Form 4833 to the Provost 
Marshal/Director of Emergency Services of the installation where the 
soldier is permanently assigned. The procedures in paragraph (d) of 
this section will be followed for soldiers assigned to other commands.
    (f) Offenses not reportable to USACRC. When the offense is not 
within a category reportable to USACRC, the original DA Form 4833 is 
retained by the Provost Marshal/Director of Emergency Services. 
Otherwise, the original is sent to the Director, USACRC for filing with 
the MPR.
    (g) Civilian court proceedings. If a soldier is tried in a civilian 
court, and the Provost Marshal/Director of Emergency Services has 
initiated a MPR, the Provost Marshal/Director of Emergency Services 
must track the civilian trial and report the disposition on DA Form 
4833 as appropriate. That portion of the signature block of DA Form 
4833 that contains the word ``Commanding'' will be deleted and the word 
``Reporting'' substituted. The Provost Marshal/Director of Emergency 
Services or other designated person will sign DA Form 4833 before 
forwarding it to USACRC.
    (h) Dissemination to other agencies. A copy of the completed DA 
Form 4833 reflecting offender disposition will also be provided to 
those agencies or offices that originally received a copy of DA Form 
3975 when evidence is involved. The evidence custodian will also be 
informed of the disposition of the case. Action may then be initiated 
for final disposition of evidence retained for the case now completed.
    (i) Review of offender disposition by the Provost Marshal/Director 
of Emergency Services. On receipt of DA Form 4833 reflecting no action 
taken, the Provost Marshal/Director of Emergency Services will review 
the MPR. The review will include, but is not limited to the following--
    (1) Determination of the adequacy of supporting documentation.
    (2) Whether or not coordination with the supporting Staff Judge 
Advocate should have been sought prior to dispatch of the report to the 
commander for action.
    (3) Identification of functions that warrant additional training of 
military police or security personnel (for example, search and seizure, 
evidence handling, or rights warning).
    (j) Offender disposition summary reports. Provost Marshals/
Directors of Emergency Services will provide the supported commander 
(normally, the general courts-martial convening authority or other 
persons designated by such authority) summary data of offender 
disposition as required or appropriate. Offender disposition summary 
data will reflect identified offenders on whom final disposition has 
been reported. These data will be provided in the format and at the 
frequency specified by the supported commander.


Sec.  635.24  Updating the COPS MPRS.

    Installation Provost Marshals/Directors of Emergency Services will 
establish standard operating procedures to ensure that every founded 
offense is reported into the COPS MPRS. Timely and accurate reporting 
is critical. If a case remains open, changes will be made as 
appropriate. This includes reporting additional witnesses and all 
aspects of the criminal report.


Sec.  635.25  Submission of criminal history data to the CJIS.

    (a) General. This paragraph establishes procedures for submitting 
criminal history data (fingerprint cards) to CJIS when the Provost 
Marshal/Director of Emergency Services has completed a criminal inquiry 
or investigation. The policy only applies to members of the Armed 
Forces and will be followed when a military member has been read 
charges and the commander initiates proceedings for--
    (1) Field Grade Article 15, Uniform Code of Military Justice. 
Initiation refers to a commander completing action to impose non-
judicial punishment. Final disposition shall be action on appeal by the 
next superior authority, expiration of the time limit to file an 
appeal, or the date the military member indicates that an appeal will 
not be submitted.
    (2) A special or general courts-martial. Initiation refers to the 
referral of court-martial charges to a specified court by the convening 
authority or receipt by the commander of an accused soldier's request 
for discharge in lieu of court-martial. Final disposition of military 
judicial proceedings shall be action by the convening authority on the 
findings and sentence, or final approval of a discharge in lieu of 
court-martial. The procedures in this subpart meet administrative and 
technical requirements for submitting fingerprint cards and criminal 
history information to CJIS. No variances are authorized. Results of 
summary court-martial will not be reported to the FBI.

[[Page 12149]]

    (3) DA Form 4833. In instances where final action is taken by a 
magistrate, the Provost Marshal/Director of Emergency Services will 
complete the DA Form 4833.
    (4) Fingerprint cards. Provost Marshal Offices/Directorates of 
Emergency Services will submit fingerprint cards on subjects 
apprehended as a result of Drug Suppression Team investigations and 
operations unless the USACIDC is completing the investigative activity 
for a felony offense. In those cases, the USACIDC will complete the 
fingerprint report process.
    (b) Procedures. The following procedures must be followed when 
submitting criminal history data to CJIS.
    (1) Standard FBI fingerprint cards will be used to submit criminal 
history data to CJIS. FBI Form FD 249, (Suspect Fingerprint Card) will 
be used when a military member is a suspect or placed under 
apprehension for an offense listed in Appendix D of AR 190-45. Two FD 
249s will be completed. One will be retained in the Provost Marshal/
Director of Emergency Services file. The second will be sent to the 
Director, USACRC and processed with the MPR as prescribed in this 
subpart. A third set of prints will also be taken on the FBI Department 
of Justice (DOJ) Form R-84 (Final Disposition Report). The R-84 
requires completion of the disposition portion and entering of the 
offenses on which the commander took action. Installation Provost 
Marshals/Directors of Emergency Services are authorized to requisition 
the fingerprint cards by writing to FBI, J. Edgar Hoover Building, 
Personnel Division, Printing Unit, Room lB973, 925 Pennsylvania Ave., 
NW., Washington, DC 20535-0001.
    (2) Fingerprint cards will be submitted with the MPR to the 
Director, USACRC, ATTN: CICR-CR, 6010 6th Street, Fort Belvoir, VA 
22060-5585 only when the commander has initiated judicial or 
nonjudicial action amounting to a Field Grade Article 15 or greater. 
The Director, CRC will forward the fingerprint card to CJIS. The USACRC 
is used as the central repository for criminal history information in 
the Army. They also respond to inquiries from CJIS, local, state and 
other federal law enforcement agencies.
    (3) Submission of the MPR with the FD 249 to USACRC will normally 
occur upon a commander's initiation of judicial or nonjudicial 
proceedings against a military member. If final disposition of the 
proceeding is anticipated within 60 days of command initiation of 
judicial or nonjudicial proceedings, the FD 249 may be held and final 
disposition recorded on FD 249. Provost Marshals/Directors of Emergency 
Services and commanders must make every effort to comply with the 60 
days reporting requirement to ensure that the FD Form 249 is used as 
the primary document to submit criminal history to CJIS. Approval of a 
discharge in lieu of court-martial will be recorded as a final 
disposition showing the nature and character of the discharge in 
unabbreviated English (e.g., resignation in lieu of court-martial; 
other than honorable discharge) and will also be forwarded to USACRC.
    (4) If the commander provides the DA Form 4833 after the 60th day, 
a letter of transmittal will be prepared by the Provost Marshal/
Director of Emergency Services forwarding the FBI (DOJ) R-84 with the 
DA Form 4833 to the USACRC within 5 days after disposition. Submission 
of fingerprint cards shall not be delayed pending appellate actions. 
Dispositions that are exculpatory (e.g., dismissal of charges, 
acquittal) shall also be filed.
    (5) The procedures for submitting fingerprint cards will remain in 
effect until automated systems are in place for submission of 
fingerprints electronically.


Sec.  635.26  Procedures for reporting absence without leave (AWOL) and 
desertion offenses.

    (a) AWOL reporting procedures. (1) The commander will notify the 
installation Provost Marshal/Director of Emergency Services in writing 
within 24 hours after a soldier has been reported AWOL.
    (2) The Provost Marshal/Director of Emergency Services will 
initiate an information blotter entry.
    (3) If the AWOL soldier surrenders to the parent unit or returns to 
military control at another installation, the provisions of AR 630-10 
will be followed.
    (4) On receipt of written notification of the AWOL soldier's return 
or upon apprehension, the Provost Marshal/Director of Emergency 
Services will initiate a reference blotter entry indicating the 
soldier's return to military control and will prepare an initial DA 
Form 3975, reflecting the total period of unauthorized absence, and the 
DA Form 4833. Both of these documents will be forwarded through the 
field grade commander to the unit commander.
    (5) The unit commander will report action taken on the DA Form 4833 
no later than the assigned suspense date or provide a written 
memorandum to the Provost Marshal/Director of Emergency Services 
explaining the delay.
    (6) An original DD Form 460 (Provisional Pass) is issued to the 
soldier to facilitate their return to the parent unit. DD Form 460 will 
not be required if the Provost Marshal/Director of Emergency Services 
elects to return the soldier through a different means.
    (7) If the soldier is apprehended at or returns to an installation 
other than his or her parent installation DA Form 3975 and 4833 with a 
copy of DD Form 460 will be sent to the parent installation Provost 
Marshal/Director of Emergency Services. The parent installation Provost 
Marshal/Director of Emergency Services will initiate an information 
blotter entry reflecting the AWOL soldiers return to military control. 
A DA Form 3975 and 4833 with an appropriate suspense will be sent 
through the field grade commander to the unit commander. On return of 
the completed DA Form 4833 from the unit commander, the original and 
one copy will be sent to the apprehending Provost Marshal/Director of 
Emergency Services. The parent installation Provost Marshal/Director of 
Emergency Services may retain a copy of DA Form 3975 and DA Form 4833.
    (b) Desertion reporting procedures. (1) The unit commander mus