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National Interstate Case Reconciliation Project
Technical Data Guide for Extract File and
Matching Results



APPENDICES

  1. ICR State Extract File Record Format
  2. ICR Case Discrepancies Reason Code Table
  3. ICR Reconciliation Matching Results File Record Format
  4. ICR Reconciliation Report Format

A. ICR STATE EXTRACT FILE RECORD FORMAT

The record format for the ICR state extract file follows. Please note that a separate record should be submitted for each participant on the case. If you have five participants on a case, submit a record for each participant, repeating the associated case information in each record.

The ICR State Extract File Record Format labels the following data elements as required:

  • Case ID,
  • FIPS Code,
  • Case Status,
  • First two bytes of Other State FIPS Code,
  • SSN, Name and Participant Type for at least one child and/or adult on the case.

These fields are the minimum fields required to fully execute the matching logic in the ICR Extract File Matching process. However, to provide comprehensive matching results, OCSE must receive as much of the data defined in the ICR Extract File as a state maintains for each participant on an interstate case. These requirements should not be interpreted to limit a state to providing information on only one child in an interstate case.

Different data thresholds must be met in order for you to add an interstate case to your state’s ICR extract file. The first two bytes of Other State FIPS Code must always be present, pointing the Extract File Matching process to the correct state file to search for a matching case.

When the Other State Case ID is present, you should add the case to your state’s extract.

When the Other State Case ID is not present, then at least one child SSN or at least one adult participant type and SSN must be submitted in order for the Extract File Matching process to attempt to find a matching case.

If a case is submitted without the first two bytes of Other State FIPS Code or a case is submitted without the Other State Case ID and without an SSN for at least one child and/or adult participant on the case, then the Extract File Matching process will automatically return a Reason Code 01 (Could Not Find a Matching Case in the Other State) response record for each participant on the case. This response record is returned because the Extract File Matching process could not attempt a match due to insufficient data.

Field Name Pos. Len. A/N Comments
Case ID 1-15 15 A/N Required. Your state's Case ID
Initiating/Responding Indicator 16 1 A/N Your state's I/R Indicator
I – Initiating
R – Responding
FIPS Code 17-21 5 A/N Required. Your state and county FIPS Code
FIPS Code
Positions 6-7		 22-23 2
A/N
Positions 6-7 of the FIPS Code for states that use them (if they are not used, the positions will be blank)
SSN 24-32 9
A/N
Required for at least one child or adult. Your state's SSN
Member ID 33-47 15
A/N
Your state's Member ID
Participant Type 48-49 2
A/N
Required for at least one child or adult. Your state's Participant Type:
NP – Noncustodial Parent
CP – Custodial Party
PF – Putative Father
CH – Child
Case Status 50 1
A/N
Required. Your state's Case Status:
O – Open
C – Closed
Last Name 51-80 30
A/N
Required for at least one child if the child's SSN is not present. Your state's participant Last Name
First Name 81-96 16
A/N
Required for at least one child if the child's SSN is not present. Your state's participant First Name
Middle Name 97-112 16
A/N
Your state's participant Middle Name
Date of Birth 113-120 8
A/N
Your state's participant Date of Birth in CCYYMMDD format
Sex 121 1
A/N
Your state's participant Sex Code:
M – Male
F – Female
O – Other
Other State Case ID 122-136 15
A/N
The Other State Case ID stored on your state's system
Filler 137 1
A/N
Future use
Other State FIPS Code 138-144 7
A/N
First two bytes are required. The FIPS Code for the other state's case stored on your state's system
Filler 145-159 15
A/N
Future use
Filler 160-161 2
A/N
Future use
Contact Name 162-201 40
A/N
The contact name or worker ID for the person assigned to this case in your state
Contact Phone Number 202-211 10
A/N
The phone number for the contact or caseworker assigned to this case in your state
Contact E-Mail 212-241 30
A/N
The e-mail address for the contact or caseworker assigned to this case in your state
Filler 242-550 309
A/N
Future use

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Last modified: January 5, 2007