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    Background Investigations Federal Investigations Notices

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    Attachment to FIN 02-08

    Clearance Verification System (CVS) Transaction File
    Version 2

    The CVS will establish clearance records and maintain their activity history for Federal agencies that currently use OPM's SII to record its investigative history. In most cases. agencies should submit a file of clearances to OPM for processing. Clearance records may also be entered and maintained on line, via the PIPS agency menu. For each record submitted in the automated process:

    • If position 76 is blank
    • If a clearance already exists, a "revalidation" event will be added to its history, or
    • If no clearance exists, a clearance will be added
    • If position 76 contains a valid processing code
    • OPM will process according to agency instructions as indicated by processing code.

    The subject information provided on this file must match exactly to the SSN, last name, and date of birth of the subject on PIPS. If the clearance is being added, the subject must already exist on PIPS and have a completed investigation.

    The following is the ASCII fixed-length file format that must be provided, and a description of each field.

    Position

    Mandatory?

    Description

    01 - 09

    Yes

    Subject's SSN

    Format: 999999999

    10 - 13

    Yes

    SOI code of the granting authority

    Format: XX00

    14 - 14

    Yes

    Clearance Level, coded as follows:

    C = Confidential

    L = L

    Q = Q

    S = Secret

    T = Top Secret

    15 - 15

    No

    Leave blank

    16 - 23

    No

    Granted date of the clearance, if this is a new clearance.

    This is ignored if the clearance already exists.

    Format: CCYYMMDD

    If not provided and the clearance is added by the program, the date the file is processed is used.

    If provided:

    If adding a clearance, the date reflects its granted date and date must not be greater than 10 days after the date the file is processed. (i.e. clearances that are to become effective in the future but not more than 10 days beyond the date the file is entered into the SII).

    If revalidating an existing clearance, the date is ignored. The program uses the date the file is processed.

    24 - 43

    Yes

    Subject's last name

    44 - 51

    Yes

    Subject's date of birth
    Format: CCYYMMDD

    52 - 53

    No *

    Subject's state of birth

    Format: XX

    54 - 73

    No *

    Subject's Country of birth

    Format: XX (from PIPS table)

       

    * State or Country of birth may be entered, but not both

    74 - 74

    No

    Contact Granting Authority

    Default is blank

    Y if the Granting Authority wishes to be contacted by any Agency that is planning to use this Clearance as a basis for granting another clearance.

    Should be marked if clearance is granted with any conditions, waivers deviations, etc.

    75 - 75

    Yes

    Clearance Type

    Used to indicate whether the Clearance is an Interim, Temporary, or Final. Coded as follows:

    F = Final

    I = Interim

    T = Temporary

    76 - 76

    No

    Agency instructions for special handling. To be used for incremental updates. Not necessary with full-file revalidation

    Default is blank

    A = Add clearance

    C = Cancel clearance

    R = Revoke clearance

    S = Suspend clearance

    V = Revalidate clearance

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