[Federal Register Volume 69, Number 241 (Thursday, December 16, 2004)]
[Rules and Regulations]
[Pages 75245-75256]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 04-27574]


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DEPARTMENT OF DEFENSE

Department of the Army

32 CFR Part 635

RIN 0702-AA42-U


Law Enforcement Reporting

AGENCY: Department of the Army, DoD.

ACTION: Final rule.

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SUMMARY: The Department of the Army is publishing our rule 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: Effective Date: January 18, 2005.

ADDRESSES: Headquarters, Department of the Army, Office of the Provost 
Marshal General, ATTN: DAPM-MPD-LE, 2800 Army Pentagon, Washington, DC 
20310-2800.

FOR FURTHER INFORMATION CONTACT: Nathan Evans, Policy Analyst, 
Arlington, VA at (703) 693-2126.

SUPPLEMENTARY INFORMATION:

A. Background

    In the July 16, 2004 issue of the Federal Register (69 FR 42626) 
the Department of the Army issued a proposed rule to publish 32 CFR 
part 635. This final rule prescribes procedures and responsibilities 
for law enforcement reporting. The Department of the Army received 
responses from two commentors. No substantive changes were requested or 
made. The Department of the Army has added two sections since the 
publication of this part as a proposed rule. Section 635.29 was added 
to support Department of Defense guidance and the recommendations from 
the Army G-1 Domestic Violence Task Force. This section encourages 
provost marshals to enter into memoranda of understanding with local 
civilian law enforcement agencies to improve sharing of information. 
Section 635.30 was added to provide guidance on the handling and 
disposition of lost, unclaimed or abandoned property. The subsequent 
sections have been re-numbered.

B. Regulatory Flexibility Act

    The Department of the Army has determined that the Regulatory 
Flexibility Act does not apply because the rule does not have a 
significant economic impact on a substantial number of small entities 
within the

[[Page 75246]]

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 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 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 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 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 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 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 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.

Jeffery B. Porter,
Chief, Law Enforcement Policy and Oversight Section.

List of Subjects in 32 CFR Part 635

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


0
For reasons stated in the preamble the Department of the Army adds 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 Domestic Violence and Protection Orders.
635.29 Establishing Domestic Violence Memoranda of Understanding.
635.30 Lost, abandoned, or unclaimed property.
Subpart D--Army Quarterly Trends and Analysis Report
635.31 General.
635.32 Crime rate reporting.
Subpart E--Victim and Witness Assistance Procedures
635.33 General.
635.34 Procedures.
635.35 Notification.
635.36 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 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) Personal information includes information that is intimate or 
private to an individual, as distinguished from that which concerns a 
person's official function or public life. 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) Areas in which remote computer terminals or authorized personal 
computers used for government business and activities are used, stored, 
process, or retrieve military police records will be restricted to 
personnel on official business. 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

[[Page 75247]]

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 or MACOM 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 and MACOM will 
complete and process the systems notice for publication in the Federal 
Register per AR 340-21 and the Privacy Act.
    (g) Security of automated systems is governed by AR 380-19. Provost 
marshals 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 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 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 
normally be advised of the purpose for which the information 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 DD 
Form 2A (Act), 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 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 will maintain a list of barred or expelled 
persons. When the bar or expulsion action is predicated on 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 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 Vehicle Registration 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.
    (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.

[[Page 75248]]

    (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, MACOM provost marshal office, 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 will be actively exchanged between DOD law 
enforcement agencies, military police, USACIDC, local, state, federal, 
and international law enforcement agencies. One tool developed by DOD 
for sharing police intelligence is the Joint Protection Enterprise 
Network (JPEN). JPEN provides users with the ability to post, retrieve, 
filter, and analyze real-world events. There are seven reporting 
criteria for JPEN:
    (1) Non-specific threats;
    (2) Surveillance;
    (3) Elicitation;
    (4) Tests of Security;
    (5) Repetitive Activities;
    (6) Bomb Threats/Incidents; and
    (7) Suspicious Activities/Incidents.
    (e) 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.''
    (f) 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 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 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.
    (g) Provost marshals 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 any applicable state registration 
requirements in effect in the state in which they intend to 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 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. Additionally, a 
Military Police Report (DA Form 3975) will be completed as an 
information entry into COPS. Installation Provost Marshals 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.

[[Page 75249]]

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 
indicating excessive use of alcohol (for example, drunk driving or 
disorderly conduct) or illegal use of drugs.
    (b) Installation provost marshals 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 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 the installation provost marshal. 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 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 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

[[Page 75250]]

installation provost marshal office 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 will review 
amendment requests. Upon receipt of a request for an amendment of a 
military police record that is five or less years old, the installation 
provost marshal will gather all relevant available records at their 
location. A decision to grant or deny the request will be made by the 
Commanding General, USACIDC. In accordance with AR 340-21, paragraph 1-
7l, 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.
    (2) Requests to amend military police documents that are older than 
five years will be coordinated through the Director, USACRC. The 
installation provost marshal 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. The installation 
provost marshal will review the request and either approve the request 
or forward it to the Director, USACRC for denial. A copy of the provost 
marshal's 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 no longer exists, the request 
will be staffed with the major Army commander that had oversight 
responsibility for the provost marshal office 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 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, unless exempted by AR 25-55, AR 
340-21, or 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 Army installation and major Army command provost marshal 
offices.
    (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 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 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

[[Page 75251]]

marshal 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 from another law enforcement investigation agency the 
provost marshal office 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 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's 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 or are otherwise made the object of a 
criminal investigation. The decision to title a person is an 
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 reasonable 
person to suspect that the person, corporation, other legal entity or 
organization may have committed a criminal offense, or otherwise make 
them the object of a criminal investigation.
    (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. 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. MACOM commanders and installation provost marshals 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) MACOMs and installations may establish local offense codes in 
category 2 (major Army command 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 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. The Director, 
USACRC

[[Page 75252]]

will assign MPCs to provost marshal offices.
    (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, MACOMs 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's operational area, the 
receiving MACOM 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 MACOM 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 issued 
by the Director, USACRC to HQDA (DAPM-MPD-LE) prior to the beginning of 
a new calendar year. HQDA, Office of the Provost Marshal General (DAPM-
MPD-LE) will release block numbers to each MACOM for assignment to 
their installation provost marshals. 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) Each MACOM will report the USACRC control numbers they have 
assigned to their installations by January 15th of each year. If during 
the calendar year the MACOM 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 the MACOM provost marshal 
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 activity, the deploying unit will use 
the MPC number and USACRC control numbers of the host provost marshal.


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 to the 
individual's continental U.S. Army Commander, state adjutant, or 7th 
Army Reserve Command, as appropriate. The forwarding correspondence 
will reflect this part 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. The installation provost 
marshal 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 will forward the DA Form 
3975, DA Form 4833, and all pertinent attachments to the gaining 
installation provost marshal 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 before returning the 
documents to the losing installation provost marshal 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 will forward the original and two copies 
of DA Form 4833 to the provost marshal 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. 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 has initiated a MPR, the provost marshal 
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 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

[[Page 75253]]

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. On 
receipt of DA Form 4833 reflecting no action taken, the provost marshal 
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 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 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 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.
    (3) In instances where final action is taken by a magistrate, the 
provost marshal will complete the DA Form 4833.
    (4) Provost marshal offices 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 
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 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. 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 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 clear English (e.g., resignation in lieu 
of court-martial; other than honorable discharge).
    (4) If the commander provides the DA Form 4833 after the 60th day, 
a letter of transmittal will be prepared by the provost marshal 
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 in writing within 24 hours after a soldier 
has been reported AWOL.
    (2) The provost marshal 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 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.

[[Page 75254]]

    (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 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 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. The parent installation provost marshal 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. 
The parent installation provost marshal may retain a copy of DA Form 
3975 and DA Form 4833.
    (b) Desertion reporting procedures. (1) The unit commander must 
comply with the provisions of AR 630-10 when reporting a soldier as a 
deserter.
    (2) On receipt of the DD Form 553 (Deserter/Absentee Wanted by the 
Armed Forces), the provost marshal will--
    (i) Initiate a DA Form 3975 and a blotter entry reflecting the 
soldier's desertion status.
    (ii) Complete portions of DD Form 553 concerning the soldier's 
driver's license and vehicle identification. In the remarks section, 
add other information known about the soldier such as confirmed or 
suspected drug abuse; history of violent acts; history of escapes; 
attempted escapes from custody; suicidal tendencies; suspicion of 
involvement in crimes of violence (for which a charge sheet has been 
prepared and forwarded); history of unauthorized absences; and any 
other information useful in the apprehension process or essential to 
protect the deserter or apprehending authorities.
    (iii) An MPR number and a USACRC control number will be assigned to 
the case and be included in the remarks section of the DD Form 553.
    (iv) The DD Form 553 must be returned to the unit commander within 
24 hours.
    (v) If the deserter surrenders to or is apprehended by the parent 
installation provost marshal, the provost marshal will telephonically 
verify the deserter's status with the U.S. Army Deserter Information 
Point (USADIP). A reference blotter entry will be completed changing 
the soldier's status from desertion to return to military control.
    (vi) If the deserter surrenders to or is apprehended by an 
installation not the parent installation, the provost marshal will 
telephonically verify the deserter's status with USADIP. An information 
military police report will be prepared, utilizing the CRC number from 
the original military police report prepared by the parent 
installation. A blotter entry will also be prepared.
    (vii) A DD Form 616 (Report of Return of Absentee) will be 
completed when deserters are apprehended or surrender to military 
authority. The USACRC control number assigned to the DD Form 553 will 
be included in the remarks section of the DD Form 616.
    (viii) Upon return of the deserter to military control, DA Forms 
3975, 2804 (Crime Records Data), fingerprint card and 4833 will be 
initiated. The MPR number and USACRC control number will be recorded on 
all four forms.
    (ix) The original DA Form 3975 and other pertinent documents will 
be sent to the Director, USACRC. The DA Form 4833 must include the 
commander's action taken, to include the Commander, Personnel Control 
Facility, or other commander who takes action based on the desertion 
charge.


Sec.  635.27  Vehicle Registration System.

    The Vehicle Registration System (VRS) is a module within COPS. Use 
of VRS to register vehicles authorized access to Army installations is 
mandated in AR 190-5. Within VRS there are various tabs for 
registration of vehicles authorized access to an installation, to 
include personal data on the owner of the vehicle. There are also tabs 
for registering weapons, bicycles, and pets. Information on individuals 
barred entry to an installation is also maintained within VRS.


Sec.  635.28  Domestic Violence and Protection Orders.

    (a) Responding to incidents of spouse abuse requires a coordinated 
effort by law enforcement, medical, and social work personnel, to 
include sharing information and records as permitted by law and 
regulation. AR 608-18 contains additional information about domestic 
violence and protective orders.
    (b) Appendix C of AR 190-45 includes specific offense codes for 
domestic violence. All domestic violence incidents will be reported to 
the local PMO. All reported domestic violence incidents will be entered 
into MPRS, utilizing DA Form 3975. These codes will be utilized in 
addition to any other offense code that may be appropriate for an 
incident. For example, a soldier strikes his or her spouse. When 
entering the offense data into MPRS, both the offense code for assault 
(i.e. 5C2B) and the offense code for spouse abuse (from the 5D6 series) 
will be entered.
    (c) A military Protection Order is a written lawful order issued by 
a commander that orders a soldier to avoid contact with his or her 
spouse or children. Violations of a military Protection Order must be 
reported on DA Form 3975, entered into COPS, and entered into NCIC. 
Violations of a military Protection Order may be violations of Article 
92, UCMJ. The commander should provide a written copy of the order 
within 24 hours of its issuance to the person with whom the member is 
ordered not to have contact. A copy should be forwarded to the 
installation Family Advocacy Program Manager (FAPM), the Chief, Social 
Work Service, and the installation military police.
    (d) A civilian Protection Order is an order issued by a judge, 
magistrate or other authorized civilian official, ordering an 
individual to avoid contact with his or her spouse or children. 
Pursuant to the Armed Forces Domestic Security Act a civilian 
protection order has the same force and effect on a military 
installation as such order has within the jurisdiction of the court 
that issued the order. Violations of a civilian Protection Order must 
be reported on DA Form 3975, entered into COPS, and entered into NCIC.


Sec.  635.29  Establishing Domestic Violence Memoranda of 
Understanding.

    (a) Coordination between military law enforcement personnel and 
local civilian law enforcement personnel is essential to improve 
information sharing, especially concerning domestic violence 
investigations, arrests, and prosecutions involving military personnel. 
Provost Marshals or other law enforcement officials shall seek to 
establish formal Memoranda of Understanding (MOU) with their civilian 
counterparts to establish or improve the flow of information between 
their agencies, especially in instances of domestic violence involving 
military personnel. MOUs can be used to clarify jurisdictional issues 
for the investigation of incidents, to define the mechanism whereby 
local law enforcement reports involving active duty service members 
will be forwarded to the appropriate installation law enforcement 
office, to

[[Page 75255]]

encourage the local law enforcement agency to refer victims of domestic 
violence to the installation Family Advocacy office or victim advocate, 
and to foster cooperation and collaboration between the installation 
law enforcement agency and local civilian agencies.
    (b) MOUs should address the following issues:
    (1) A general statement of the purpose of the MOU.
    (2) An explanation of jurisdictional issues that affect respective 
responsibilities to and investigating incidents occurring on and off 
the installation. This section should also address jurisdictional 
issues when a civilian order of protection is violated on military 
property (see 10 U.S.C. 1561a).
    (3) Procedures for responding to domestic violence incidents that 
occur on the installation involving a civilian alleged offender.
    (4) Procedures for transmitting incident/investigation reports and 
other law enforcement information on domestic violence involving active 
duty service members from local civilian law enforcement agencies to 
the installation law enforcement office.
    (5) Procedures for transmitting civilian protection orders (CPOs) 
issued by civilian courts or magistrates involving active duty service 
members from local law enforcement agencies to the installation law 
enforcement office.
    (6) Designation of the title of the installation law enforcement 
recipient of such information from the local law enforcement agency.
    (7) Procedures for transmitting military protection orders (MPOs) 
from the installation law enforcement office to the local civilian law 
enforcement agency with jurisdiction over the area in which the service 
member resides.
    (8) Designation of the title of the local law enforcement agency 
recipient of domestic violence and CPO information from the 
installation law enforcement agency.
    (9) Respective responsibilities for providing information to 
domestic violence victims regarding installation resources when either 
the victim or the alleged offender is an active duty service member.
    (10) Sharing of information and facilities during the course of an 
investigation in accordance with the Privacy Act of 1974 (see 5 U.S.C. 
section 552a(b)(7)).
    (11) Regular meetings between the local civilian law enforcement 
agency and the installation law enforcement office to review cases and 
MOU procedures.


Sec.  635.30  Lost, abandoned, or unclaimed property.

    This is personal property that comes into the possession, custody, 
or control of the Army and is unclaimed by the owner. Property is 
considered to be abandoned only after diligent effort has been made to 
determine and locate its owner, the heir, next of kin, or legal 
representative. A military person who is ordered overseas and is unable 
to dispose of their personal property should immediately notify their 
chain-of-command. The commander will appoint a board to rule on the 
disposition of the property. If a law enforcement agency takes custody 
of the property it will be tagged and a record made as shown in 
paragraph (a) of this section. A report will be made to the 
installation commander who will take action in accordance with DOD 
4160.21-M, chapter 4, paragraph 40, Defense Materiel Disposition 
Manual. Pending board action under DOD 4160.21-M, the law enforcement 
agency having physical custody is responsible for the safekeeping of 
seized property. The following procedures should be used:
    (a) Property will be tagged using DA Form 4002 (Evidence/Property 
Tag) or clearly identified by other means, inventoried, and made a 
matter of record. These records are kept by the custodian of the 
property.
    (b) Lost, abandoned, or unclaimed property will be kept in a room 
or container separate from one used to store property held as evidence. 
Records or logs of property not held as evidence will be separated from 
those pertaining to evidence. However, all property will be tagged, 
accounted for, and receipted for in a similar manner as evidence.
    (c) Property that has been properly identified through board action 
under DOD 4160.21-M as having an owner will be segregated and tagged 
with the name of that person.
    (d) Abandoned or unclaimed property will be held until its status 
can be determined. In many instances, lost property can be returned to 
the owner upon presentation of proof of ownership.
    (e) In all cases, a receipt should be obtained at time of release.

Subpart D--Army Quarterly Trends and Analysis Report


Sec.  635.31  General.

    (a) This subpart prescribes policies and procedures for the 
coordination and standardization of crime statistics reporting with 
HQDA. Crime statistical reports and trends provided to HQDA and other 
agencies and those related to special interests inquiries, the media, 
and the public must reflect uniformity in terminology, methods of 
presentation, and statistical portrayal to preclude misinterpretation 
of information.
    (b) Any report containing Army-wide aggregate crime data or 
statistics addressed to the Secretary of the Army, Chief of Staff of 
the Army, or Vice Chief of Staff of the Army will be coordinated and 
cleared with HQDA, Office of the Provost Marshal General (DAPM-MPD-LE). 
Correspondence and reports will be coordinated with HQDA, Office of the 
Provost Marshal General (DAPM-MPD-LE) prior to release to any agency, 
activity, or individual.
    (c) HQDA staff agencies and MACOMs authorized by regulation or 
statute to conduct independent investigations, audits, analyses, or 
inquiries need not coordinate reported information with HQDA, Office of 
the Provost Marshal General (DAPM-MPD-LE) unless the information 
contains crime data for the Army as a whole. For example, reports 
submitted by USACIDC containing only USACIDC investigative data need 
not be coordinated with HQDA, Office of the Provost Marshal General 
(DAPM-MPD-LE).


Sec.  635.32  Crime rate reporting.

    (a) The USACRC is the Army's collection point and analytic center 
for all Army aggregate crime data. Requests for Army-wide crime data 
reports will be forwarded through HQDA, Office of the Provost Marshal 
General (DAPM-MPD-LE) to the Director, USACRC. Replies will be routed 
back through HQDA Office of the Provost Marshal General (DAPM-MPD-LE) 
where they will be coordinated, as appropriate, prior to release. 
Requests for USACIDC, MACOM, or subordinate command specific crime data 
reports can be made directly to the specific command. Replies need not 
be coordinated with HQDA.
    (b) Requests for Army aggregate crime reports are limited to data 
collected and accessible through the Automated Criminal Investigative 
Reporting System (ACIRS) and COPS.
    (c) Routine collection of MACOM crime data, for use in Army-wide 
database, will be limited to that data collected by the above systems. 
MACOMs may determine internal data collection requirements.
    (d) All provost marshal crime data will be recorded and forwarded 
by installations through MACOMS using the COPS system.
    (e) In support of the Secretary Of the Army and the Office of the 
Chief of Staff

[[Page 75256]]

of the Army, the Chief, Operations Division, Office of the Provost 
Marshal General, will determine the requirements for routine 
publication of Army aggregate crime statistics.
    (f) Normally, raw data will not be released without analysis on 
routine or non-routine requests. Comparison of MACOM crime data is 
generally not reported and should be avoided. General categories of 
CONUS or OCONUS are appropriate.

Subpart E--Victim and Witness Assistance Procedures


Sec.  635.33  General.

    (a) This subpart implements procedures to provide assistance to 
victims and witnesses of crimes that take place on Army installations 
and activities. The procedures in this subpart apply to--
    (1) Every victim and witness.
    (2) Violations of the UCMJ, including crimes assimilated under the 
Assimilative Crimes Act reported to or investigated by military police.
    (3) Foreign nationals employed or visiting on an Army installation 
OCONUS.
    (b) Provost marshal personnel should refer to AR 27-10, chapter 18, 
for additional policy guidance on the Army Victim/Witness Program.


Sec.  635.34  Procedures.

    (a) As required by Federal law, Army personnel involved in the 
detection, investigation, and prosecution of crimes must ensure that 
victims and witnesses rights are protected. Victims rights include--
    (1) The right to be treated with fairness, dignity, and a respect 
for privacy.
    (2) The right to be reasonably protected from the accused offender.
    (3) The right to be notified of court proceedings.
    (4) The right to be present at all public court proceedings related 
to the offense, unless the court determines that testimony by the 
victim would be materially affected if the victim heard other testimony 
at trial, or for other good cause.
    (5) The right to confer with the attorney for the Government in the 
case.
    (6) The right to restitution, if appropriate.
    (7) The right to information regarding conviction, sentencing, 
imprisonment, and release of the offender from custody.
    (b) In keeping with the requirements listed in paragraph (a) of 
this section, provost marshals must ensure that--
    (1) All law enforcement personnel are provided copies of DD Form 
2701 (Initial Information for Victims and Witnesses of Crime).
    (2) A victim witness coordinator is appointed in writing.
    (3) Statistics are collected and reported into COPS.
    (4) Coordination with the installation staff judge advocate victim 
witness coordinator occurs to ensure that individuals are properly 
referred for information on restitution, administrative, and judicial 
proceedings.
    (5) Coordination with installation Family Advocacy Program's Victim 
Advocate occurs to support victims of spouse abuse. Victim Advocacy 
services include crisis intervention, assistance in securing medical 
treatment for injuries, information on legal rights and proceedings, 
and referral to military and civilian shelters and other resources 
available to victims.


Sec.  635.35  Notification.

    (a) In addition to providing crime victims and witnesses a DD Form 
2701, law enforcement personnel must ensure that individuals are 
notified about--
    (1) Available military and civilian emergency medical care.
    (2) Social services, when necessary.
    (3) Procedures to contact the staff judge advocate victim/witness 
liaison office for additional assistance.
    (b) Investigating law enforcement personnel, such as military 
police investigators--
    (1) Must ensure that victims and witnesses have been offered a DD 
Form 2701. If not, investigating personnel will give the individual a 
copy.
    (2) In coordination with the provost marshal victim witness 
coordinator, provide status on investigation of the crime to the extent 
that releasing such information does not jeopardize the investigation.
    (3) Will, if requested, inform all victims and witnesses of the 
apprehension of a suspected offender.


Sec.  635.36  Statistical reporting requirements.

    (a) DOD policies on victim witness assistance require reporting of 
statistics on the number of individuals who are notified of their 
rights. The DA Form 3975 provides for the collection of statistical 
information.
    (b) The COPS system supports automated reporting of statistics. 
HQDA, Office of the Provost Marshal General (DAPM-MPD-LE) as the 
program manager may require periodic reports to meet unique requests 
for information.
    (c) It is possible that a victim or witness may initially decline a 
DD Form 2701. As the case progresses, the individual may request 
information. If a case is still open in the provost marshal office, the 
provost marshal victim witness coordinator shall provide the DA Form 
2701 to the individual and update the records. Once the case is 
referred to the staff judge advocate or law enforcement activity 
ceases, COPS will not be updated.

[FR Doc. 04-27574 Filed 12-15-04; 8:45 am]
BILLING CODE 3710-08-P