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What should I do if there was an error in my Live Scan submission? Back to top

If the applicant filled out the Live Scan form correctly but the Live Scan operator made an error (such as transposing numbers or omitting information), it may not always affect the results. Here’s what to do:

1. Check for Rejection:

• No immediate action is needed unless you receive a rejection notice from the requesting agency or employer. Minor errors may not affect the processing of your background check, but critical information (like the ORI number) can lead to issues with receiving your results.

2. Resubmission Criteria:

• If you receive a rejection notice or realize critical information like the ORI number was entered incorrectly, you will need to request a resubmission.
• In California, you will need:
  • The Original ATI number (Automated Transaction Identifier), which is provided after your initial Live Scan submission.
  • A letter of rejection from the requesting agency to initiate the resubmission process.
• In Florida, the applicant must reference their TCR # (Transaction Control Reference number). This allows the Live Scan operator to perform a resubmission.

3. Contact the Live Scan Provider:

• If a resubmission is required, contact the Live Scan provider that handled your original submission. They should correct the error and resubmit your fingerprints at no additional cost, as the error was on their end.

4. Track the Resubmission:

• After the correction and resubmission, you can track the progress of your Live Scan using the ATI number in California or the TCR # in Florida.

Summary:

• Only request a resubmission if you receive a rejection notice or if critical information (e.g., ORI number) was entered incorrectly.
• In California, you’ll need the Original ATI number and a letter of rejection for resubmission.
• In Florida, you’ll need to reference the TCR # for the operator to process a resubmission.

What should I enter in the OCA number field on the Request for Live Scan Service form if it’s not provided? Back to top

The OCA number (Originating Case Agency number) is an optional field on the Request for Live Scan Service form. It is typically used by agencies or employers to track applicants or background check requests internally. If your form does not have an OCA number, it may mean that:

1. Not Required by Your Requesting Agency:
   • The agency requesting your background check may not require an OCA number. In this case, you can simply leave the field blank.
2. Specific Instructions from the Agency:
   • If the agency provides specific instructions about what should go in the OCA field, follow their guidelines. For some organizations, they may ask you to fill in an internal reference or case number.

Summary:

• If no OCA number is listed on your form and you haven’t been given one, it is usually fine to leave this section blank unless otherwise instructed by the requesting agency.

If you’re unsure, contact the agency requesting your Live Scan for clarification.

How long do you keep the Request for Live Scan Service form? Back to top

The California Department of Justice (DOJ) requires that Live Scan providers retain a copy of the Request for Live Scan Service form for a period of 12 months. According to DOJ guidelines:

1. 12-Month Retention Period:
   • The form must be kept on file for 12 months in a locked storage medium.
2. Destruction of the Form:
   • After the 12-month retention period has elapsed, or if the Live Scan provider ceases operations, the form must be destroyed by crosscut shredding to ensure the security of personal information.

Summary:

• The form is retained for 12 months, stored securely, and then crosscut shredded after that period, or sooner if the provider is no longer conducting business.

This rule ensures that personal information is handled securely and is destroyed after it is no longer needed.

How can I obtain the Live Scan Request Form? Back to top

It is recommended that you obtain the Live Scan Request Form directly from your Applicant Agency or Requestor to ensure you are using the correct form for your background check. Using the wrong form could delay your submission, and Certifix is not responsible if the incorrect form is used.

For reference, you can view a list of common Live Scan forms at Certifix Live Scan Forms, but always confirm with your requesting agency before using any form.

Do I need to bring the Live Scan Request Form, or is it provided? Back to top

While Certifix offers access to some Live Scan forms online, it is highly recommended that you bring the Live Scan Request Form provided by your Applicant Agency or Requestor. This ensures you are using the correct form for your background check. Certifix is not responsible if the wrong form is used.

You can view common forms at Certifix Live Scan Forms, but it’s best to obtain the form directly from the requesting agency to avoid delays.