User Instructions For Authorized Personnel Virginia
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Summary
DNA Data Bank Sample Tracking System (DBSATS) User Instructions Virginia Department Physical of Forensic Evidence Science Recovery DNA Data Kit (PERK) Bank Sample Tracking System User’s Manual Tracking System (DBSATS) User Instructions for Authorized Personnel Issued : July 1, 2022 DNA Data Bank Sample Tracking System (DBSATS) User Instructions This project was supported, in part, by Award No. 2019- DN-BX-0044, awarded by the National Institute of Justice, Office of Justice Programs, U.S. Department of Justice
The opinions, findings, and conclusions or recommenda- tions expressed in this publication/program/exhibition are those of the author(s) and do not necessarily reflect those of the Department of Justice
Screen captures in these instructions were taken using the Google Chrome web browser. Depending upon the web browser you are using, your screen may differ slightly
2 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Table of Contents Table of Contents Introduction ............................................................................................................................................................................... 4 Accessing the System.............................................................................................................................................................. 5 DNA Data Bank Sample Tracking Homepage ............................................................................................................... 6 DNA Data Bank Sample Search Sample Search Tips ................................................................................................................................................. 7 Sample Search—VACORIS # ................................................................................................................................ 9 Sample Search—Name.........................................................................................................................................11 Sample Search—SSN and/or SID.................................................................................................................... 13 Sample Search—Name, SSN and/or SID.......................................................................................................15 DNA Data Bank Sample Details ........................................................................................................................................18 DNA Data Bank Sample Correction ................................................................................................................................20 DNA Data Bank Sample Pre-Log Pre-Log—Entry .......................................................................................................................................................22 Pre-Log—Buccal DNA Collection Kit..............................................................................................................23 Pre-Log—Individual Identifiers .......................................................................................................................27 Pre-Log—Reason for Collection—Arrestee ................................................................................................29 Pre-Log—Reason for Collection—Felony and Misdemeanor Convictions, Plea Agreement ..31 Pre-Log—Reason for Collection—Sex Offender Registry .....................................................................32 Pre-Log—Date Collected, Sample Collected By .........................................................................................32 Pre-Log—Potential Duplicates .........................................................................................................................33 Pre-Log—Review Entry .......................................................................................................................................34 Pre-Log—Ready to Send Sample .....................................................................................................................35 Pre-Log—Print Sample Submission ...............................................................................................................37 User Session Sign Out ...........................................................................................................................................................38 Contact Information ..............................................................................................................................................................39 3 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Introduction Introduction DNA Data Bank Sample Tracking System Overview The DNA Data Bank SAmple Tracking System (DBSATS) is a web-based application that was developed and implemented by the Virginia Department of Forensic Science (DFS). The system provides a real-time search of the DNA Data Bank to determine if a DNA sample has already been collected or if one needs to be collected. In the event that a DNA sample needs to be collected, the Pre-Log feature allows entry of the sample information by the user agency, along with the barcode from the DNA sample collector. The DNA sample is then collected and mailed or delivered to the DNA Data Bank. Upon scan of the DNA sample barcode into the DNA Data Bank, the electronic rec- ord of the Pre-Logged information is retrieved
User Agency Access DBSATS may be accessed by user agencies from any device connected to the internet. In order to access the system, users accounts must be established by their Agency Site Administrator
Agencies can establish a new Site Administrator account by contacting the DNA Data Bank via email at [email protected]
4 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Accessing the System Accessing the System Navigate to the DNA Data Bank Sample Tracking System login page at: https://dnaprelog.dfs.virginia.gov Prior to logging into the System, you must have obtained your account permission through your Agency Site Administrator. Once you have your account permission, use your email and password to log in on the DBSATS login page
1. Step 1: By logging in, the user agrees to these Terms and Conditions
Click to review
2. Step 2: Enter the business emailaddress used to register you for theSystem in the “Email” field
3. Step 3: Enter the password you chose upon registering with 1
the System in the “Password” field
Click the “Log In” button. If you en- 2
tered the correct email address and password, you will be navi- gated to your User Homepage. 3
NOTE: If you do not remember your password, you can reset it by clicking on the “Forgot your password?” link
5 DNA Data Bank Sample Tracking System (DBSATS) User Instructions DNA Data Bank Sample Tracking Homepage DNA Data Bank Sample Tracking Homepage 3. 4
1. DNA Data Bank Sample Search Enter identifying information to determine if a DNA sample is already contained in the DNA Data Bank
If a sample is already contained in the DNA Data Bank, do not collect another one
If the sample is not found to be contained in the DNA Data Bank, collect a new DNA sample and enter the in- formation in the 3. Pre-Log section
2. Search Tips Search criteria may need to be refined in order to locate a sample
Click on each Tip heading to produce a dropdown with helpful suggestions to refine the search
3. Pre-Log If a new DNA sample must be collected, click here to enter identifying information
The DNA sample will be tracked by barcode in the entry
Once the DNA sample is received by the DNA Data Bank, the entered identifying information will be matched to the DNA sample using the recorded barcode
4. DNA Data Bank Resources Determining whether a DNA sample is required How to use the Buccal sample collector kit List of Qualifying Offenses Statutory Authority 6 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search Tips Sample Search TipsA
A. Search by VACORIS # VACORIS # cannot be searched with any other field and values must match exactly
Not all historical entries in the DNA Data Bank will contain a VACORIS #
NOTE: Your agency must have access to the Virginia Department of Corrections VACORIS database to be able to view and/or use this feature
B. Search by Name First name can only be searched if at least the first two letters of the last name are entered
First name and Last name searches require at least the first two letters of each name
Last name only searches are allowed
7 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search Tips Sample Search Tips, continuedC
C. Search by SSN and/or SID SSN and SID values entered must match exactly
Hyphens are auto-populated in the SSN
SID must have the state designation at the beginning
VA is pre-populated in this field
Not all historical entries in the DNA Data Bank will contain a SID
D. Search by Name, SSN and/or SID Combinations of partial name, SSN and/or SID may be used to locate a sample
Name searches require at least the first two letters of Last Name
If First Name is used in the search, at least the first two letters of both the First and Last Names are required
8 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search—VACORIS# Sample Search—VACORIS # VACORIS # cannot be searched with any other field and values must match exactly
Not all historical entries in the DNA Data Bank will contain a VACORIS #
NOTE: Your agency must have access to the Virginia Department of Corrections VACORIS database to be able to view and/or use this featureEnter the VACORIS #All other fields mustbe empty All matching sample entries will appear below the Search Fields
Search results may be sorted by clicking on any underlined column header
9 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search—VACORIS # Sample Search—VACORIS # If there are no matching samples, an orange banner will appear
Refine the search criteria and repeat the search
If it is determined that a new sample needs to be collected, click on Pre-Log Entry and refer to instructions later in this manual
10 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search—Name Sample Search—Name First name can only be searched if at least the first two letters of the last name are entered
First name and Last name searches require at least the first two letters of each name
Last name only searches are allowed
Enter at least two letters of the First and Last Name
Alternatively, Last Name only searches are allowed
All matching sample entries will appear below the Search Fields
Search results may be sorted by clicking on any underlined column header
11 DNA Data Bank Sample Tracking System (DBSATS) User Instructions Sample Search—Name Sample Search—Name, continued If there are no matching samples, an orange banner will appear
If needed, refine the search criteria and repeat the search
If it is determined that a new sample needs to be collected, click on Pre-Log Entry and refer to instructions later in this manual
DNA Data Bank Sample Tracking System (DBSATS) User Instructions Accessing the System Accessing the System Navigate to the DNA Data Bank Sample Tracking System login page at: https://dnaprelog.dfs.virginia.gov Prior to logging into the System, you must have obtained your account permission through your Agency Site Administrator.
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