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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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