When must a record be cleared from file?

The correct response is that a record must be cleared from the file when the agency that entered the record is officially advised that the person or property involved has been recovered by another agency. This practice ensures that the records maintained within the system reflect current and accurate information. It is critical in law enforcement and public safety to keep databases updated to avoid confusion and to ensure that all parties have the most current data regarding individuals or property of interest.

This process allows for efficient resource management and ensures that the system is not overloaded with outdated or resolved cases, which can detract from active investigations and the efficient operation of public safety services. Clearing a record upon receipt of proper information about recovery helps to maintain the integrity of the data in the Indiana Data and Communications System (IDACS).

While it might be important to clear records when mistakes are found, when they are no longer needed, or when they reach a certain age, these situations do not specifically address the protocol tied to the recovery of individuals or property, which is a key operational guideline within IDACS.