Lemis IBR has the ability to generate submission files for both LIBRS and UCR. You can easily generate these files for individual incidents, or entire months at a time. In either case, when you generate the submission files you’ll be presented with an error report and a “Flat File” for use in submitting your data. This error report will show you Warnings and Errors about the information you’ve submitted.
In the case of LIBRS, Warnings provide insight into ways that you can make your data more clear or descriptive. Warnings don’t cause the incident to be rejected from submission, but should be attempted to be fixed if possible. Errors, however, represent conflicting data or missing requirements, and must be resolved in order for the incident to be accepted for submission.
In the case of UCR, reporting documents contain only summary data; counts of specific qualities about the incidents you’re reporting. Because of this, there’s no way to assume the values for data that is missing like we can do in LIBRS (for instance, if a value is blank, we can insert “Unknown” in LIBRS, but in UCR we would be skewing reporting data). As a result, if required data is missing from a UCR-reported incident all or part of the incident can’t be included in the submission file. (EG: An arrest won’t be counted if the offender’s age is missing)
To alleviate this, Lemis IBR runs all UCR submission files through LIBRS validation – LIBRS has more stringent requirements, and therefore in 99.9% of cases is able to notify the user that there are problems with their UCR submission. If you check your error report after generating UCR submission files and see either Errors or Warnings, that means all or part of that incident are not going to be included in your UCR submission, and you need to go back and resolve the issues for that incident to be included properly in the submission.
While this strategy is largely effective, it is not foolproof. A common example would be Ethnicity of a Person – LIBRS allows for “Hispanic”, “Non-Hispanic”, and “Unknown”, however UCR does not allow for “Unknown”. So in this case, the LIBRS validation that the UCR-reported incident goes through would not trigger any errors or warnings, however the incident would still not be included because it doesn’t match the UCR submission requirements.
Therefore it is imperative that you BOTH verify that the Error Report is clean and also carefully check your numbers against what you see yourself in Lemis IBR when submitting UCR