By Michelle Bork, TBLS-BCP
Supervising Civil Paralegal in Kaufman County
Let’s be real: When you imagined working in a prosecutor’s office, you probably pictured courtrooms, legal arguments, and high-stakes decisions. You probably didn’t dream of data fields, codes, or entering information into statewide databases. But here we are.
In today’s legal world, what happens in court is only half the story. The other half lives in the system that records it all: CJIS.
The Criminal Justice Information System (CJIS) is the official logbook of justice in Texas. It’s how the decisions made by prosecutors get turned into data that shapes everything from criminal histories to grant funding. One of the most important—and frequently misunderstood—pieces of that system is the Prosecutor Action Field, or PAF code. It might look like a single letter on a screen, but that little code packs a big punch. Use the right one, and you’re documenting reality, protecting due process, and helping your office earn funding. Use the wrong one—or skip it entirely—and you might be creating false records, confusing background checks, or even jeopardizing your county’s grant eligibility.
So let’s break it all down. What is CJIS reporting? What are PAF codes? Why do they matter? How do you use them properly—and how do you fix them when something goes wrong? This article walks you through the process step-by-step, gives you real-world (and occasionally humorous) examples, and helps you feel confident when it’s time to “code like a pro.”
What is CJIS reporting?
CJIS is a statewide system maintained by the Texas Department of Public Safety (DPS). It’s designed to track criminal justice activity from the moment of arrest all the way through the final disposition. That includes arrests, charges, court decisions, and—yes—prosecutorial actions. Whenever a prosecutor makes a decision on a charge, that decision must be reported to CJIS using:
• a PAF code (from Appendix M) and
• a Prosecutor Action Date (PAD)—this is the actual date the decision was made (i.e., filed in the court or indicted), not the date someone logged it into the system.
If you’re thinking this sounds like a lot of pressure for one little field, you’re absolutely right.
Why do Prosecutor Action Field Codes matter?
Let’s look at what can happen when a PAF code is used correctly—or incorrectly.
1) Accurate records. If a case is rejected but reported as filed, CJIS will reflect a prosecution that never actually happened. That error becomes part of someone’s official criminal history, and that person could be denied a job, security clearance, or a firearm purchase, or he could even lose a case in court—all because of a data entry mistake.
2) Protecting defendants. The criminal justice system relies on fairness, and part of that is making sure records tell the truth. A defendant shouldn’t be haunted by a charge that was actually rejected, just because it was reported incorrectly.
3) Grant funding. Here’s where reporting hits the budget. Many local, state, and federal grants are tied to CJIS data. Whether your office supports diversion programs, mental health courts, family violence initiatives, or DWI (Driving While Intoxicated) dockets, you won’t get credit—or funding—if those outcomes aren’t properly recorded.
Texas counties are required to maintain at least 90 percent disposition completeness for the prior five years to remain eligible for key grants. If the case isn’t reported, it doesn’t count. So be looking at 2019–2024 when you run an “open offense” report through the CJIS Electronic Disposition Reporting System (EDRS); this report will pull up all arrest charges that have not been closed out with a PAF code.
4) Audit and compliance. DPS conducts routine CJIS audits. If your office has missing or inaccurate PAFs, those issues become audit findings—and those findings take time and staff to correct.
5) Internal metrics. PAF codes aren’t just about compliance—they’re also useful in tracking what your office is doing. From declinations and filings to diversions and no-bills, these codes help leadership make informed decisions about policies, staffing, and community needs.
How to report a PAF code
Step 1: Review each charge individually. Each arrest charge is reported separately. Don’t assume that one code fits the entire arrest—multiple charges may lead to multiple outcomes. And double check that TRN (Tracking Incident Number, which is assigned to the arrest), as some may be duplicated.
Step 2: Choose the correct code. Use the codes listed in Appendix M: Prosecutor Action.[1] Match the prosecutorial action to the appropriate letter. (See the orange box below for the most common codes.) If you’re not sure, ask. Never guess.
Step 3: Use the correct date. The Prosecutor Action Date (PAD) is the actual day the decision was made, i.e., the charge was filed or indicted. Do not use the date it was entered into the system.
Step 4: Submit it promptly. CJIS requires the entry to be made within 30 days of the decision. Most offices aim for seven to 10 days to stay well ahead of the deadline.
Step 5: Fix mistakes quickly. Everyone makes errors. If a code was entered incorrectly, update it in your case management system or coordinate with your DPS field auditor to make a correction. (More on fixing errors below.)
Fun scenarios that help it click
These examples are just for fun, but I hope you get the idea.
Scenario 1: The split decision
Defendant: Harry Potter
Charges: Possession of controlled substance PG-2 and resisting arrest
Outcome: Filed the possession charge but rejected the resisting
Codes: A (accepted) for possession and N (rejected) for resisting
Lesson: Always code each charge separately.
Scenario 2: The downgrade
Defendant: Ralph Kramden
Charge: Assault Family Violence–Strangulation
Outcome: Prosecuted as a misdemeanor assault
Code: C (changed charge)
Lesson: Use C, not A, when the original charge is changed—not accepted as is.
Scenario 3: Diversion done right
Defendant: Brian Klas
Charge: Illegal fishing
Outcome: Successfully completed pretrial diversion (PTD)
Codes: Start with P (pending PTD), then change to Y (successful completion [rejected]) after successful completion of PTD.
Lesson: N is only for outright rejections. Use Y (rejected) for successful diversions.
Scenario 4: The surprise bonus charge
Defendant: That Karen
Original Charge: Obstruction or retaliation
Outcome: Filed the original and added another charge
Codes: A for the original; C001 (county attorney) or D001 (district attorney) for the added charge. Use TRS number D001 for any added charge if the charge is a felony or is being filed by the district attorney’s office. If adding a misdemeanor charge filed by the county attorney’s office, use TRS number C001. When adding multiple charges, sequence the TRS numbers accordingly (e.g., D001, D002, D003).
Lesson: Know how to enter codes for new charges.
Scenario 5: Grand jury says no
Defendant: Mr. Bill
Charge: Burglary
Outcome: No-billed by the grand jury
Code: B
Lesson: This wasn’t your office’s decision—let the record show it was the grand jury’s call.
Scenario 6: The no-show
Defendant: Keyser Söze
Charge: Murder and criminal conspiracy
Outcome: Pending in intake prior to indictment; the bondsman files affidavits to go off bond (ATGOB, CCP Art. 17.19); warrants are pending
Code: G—can’t locate defendant (he has absconded)
Lesson: Update the codes later once you accept and/or reject the charges and resolve the prosecution action.
Scenario 7: The case that never showed up
Defendant: Otis Campbell
Charge: DWI
Outcome: Arresting agency never filed the case and the statute expired.
Code: D for agency dropped charge
Lesson: If it never made it to your desk, it’s a D, not a rejection.
More pro-level CJIS reporting tips
Train everyone. From prosecutors to clerks—everyone should understand how and why PAF codes matter.
Audit regularly. Pull a few random cases each month and verify their PAF accuracy. I find that running an “open offense” report through EDRS helps tremendously. This report will show you all arrest charges that haven’t been closed out with a PAF code. Once you’ve got the report:
1) review each open case;
2) determine whether a final decision has been made;
3) apply the correct PAF code from Appendix M; and
4) submit the update through your reporting system.
Making this a regular part of your internal review process helps keep your data clean, your county compliant, and your office ready for the next grant opportunity.
Use your technology. Most case management systems (CMSes) can flag missing or inconsistent entries. Let those tools do some of the heavy lifting.
Appoint a CJIS liaison. Having one person oversee compliance and be the contact with DPS streamlines everything.
Coordinate with clerks. Work closely with court staff to ensure all open offenses are tracked and closed properly.
Oops—now what?
Everyone makes errors. What matters is how you handle them. Here’s what to do:
1) Find the mistake through audits, staff review, or system alerts.
2) Submit the correction through your case management system or CJIS.
3) Note the correction in the file with a brief explanation.
4) Loop in your DPS field auditor if you are unsure how to make a correction, unsure of how to report an action code, or if you don’t believe it is your charge—it may belong to another county.
5) Use it as a learning moment for training or system updates.
Final thoughts
Let’s face it: CJIS reporting isn’t flashy. It’s not going to win you courtroom glory or make for a great Netflix docuseries. But it is vital to ensuring justice is properly documented. Every time we enter a PAF code, we are writing a piece of the official story—one that follows people for years and shapes decisions at every level of the justice system.
Get it right, and your office earns the credit, avoids compliance issues, and supports fair outcomes. Get it wrong, and the ripple effects can be serious. So, take a breath, double-check your entries, and remember: CJIS doesn’t just reflect what happened. It shapes what happens next. Go on now and code like a pro!
[1] https://www.dps.texas.gov/administration/crime_records/docs/cjis/appendixM_PAF.xls.