Virginia State Police Criminal Records Exchange serves as the official hub for all criminal history data in the Commonwealth. This system collects fingerprints, arrest summaries, photographs, and court dispositions from local police departments, district attorneys, correctional facilities, and state agencies. Every piece of data flows into one central database that law enforcement, employers, licensing boards, and individuals can access under strict legal guidelines. The Exchange operates under the Virginia Department of State Police and follows state laws outlined in Title 19.2, Chapter 23 of the Virginia Code. Each visitor to the online portal receives a unique support ID—such as 16499451510007418510—used for technical troubleshooting when issues arise with JavaScript-dependent features like searchable maps or real-time alerts.
How the Exchange Collects and Stores Criminal Data
Local law enforcement agencies across Virginia must submit duplicate copies of fingerprints, mugshots, and arrest reports to the Exchange after processing an individual. Courts also send final dispositions, including convictions, dismissals, or probation terms. The Department of Corrections forwards records for incarcerated individuals, ensuring the database stays current. These submissions happen electronically through secure channels managed by the Criminal Justice Information Services (CJIS) division. Once received, trained staff verify the accuracy of each record before adding it to the statewide system. This process ensures that background checks reflect the most up-to-date legal status of any person with a criminal history in Virginia.
Types of Records Available Through the Exchange
The Exchange maintains two main categories of records: criminal history reports and crash reports. Criminal history reports include arrests, charges, court outcomes, and incarceration details. These are available to authorized requesters such as employers, licensing agencies, or individuals seeking their own records. Crash reports, however, are handled differently. They fall under the “State Police Report” umbrella but must be requested from the Virginia Department of Motor Vehicles using Form VS-182, a photo ID, and a $10 fee. Crash reports detail accidents involving injury, death, or property damage over $1,000 and are typically delivered within ten business days.
Who Can Request Criminal Records and Why
Employers often request criminal background checks before hiring for jobs involving children, seniors, or sensitive data. Licensing boards use these records to approve or deny professional licenses in fields like healthcare, education, or real estate. Individuals may request their own records to review for accuracy or support applications for housing, immigration, or expungement. Third-party requests require a completed Request for Criminal History Form (RF-101), a $15 fee per name, and proof of business license if applicable. All requests are processed in the order they are received, with no rush options available.
Step-by-Step Process to Obtain Your Own Criminal Record
To get a certified copy of your criminal record, start by downloading the Standard Request Form (SR-9) from the Virginia State Police website. Fill out your full legal name, date of birth, Social Security number, and current address. Attach a notarized signature block—this confirms your identity and authorizes the release of information. Include a self-addressed stamped envelope so the agency can mail the results directly to you. Mail the complete packet to P.O. Box 85076, Richmond, VA 23285. Processing takes exactly fifteen calendar days from receipt. There is no faster service, so plan ahead if you need the document urgently.
Fees, Processing Times, and Payment Methods
Name-based criminal history searches cost $15 per individual. Certified copies requested by individuals cost $10 for a one-year history or $20 for a lifetime record. Payments must be made by check or money order payable to the “Commonwealth of Virginia.” Credit cards are only accepted for online background checks submitted through the VSP portal, such as the SP-325 form used for employee or volunteer screenings. That service costs $12 and requires account creation on the official VSP online services site. All mailed requests must include payment in the envelope along with the completed form and identification.
Legal Authority and Statutory Framework
The Exchange operates under Virginia Code § 19.2-392, which mandates that all state and local agencies submit criminal data to the central repository. Judges may also order fingerprinting and photography for certain misdemeanors carrying potential sentences over 12 months, as stated in § 19.2-392.01. The Exchange is the sole recordkeeping body for adult criminal histories, except for two exceptions: juvenile records are managed by the Department of Juvenile Justice, and driving offenses are tracked by the DMV. This legal structure ensures uniformity, privacy protection, and compliance with federal and state regulations.
Online Access Requirements and Technical Notes
The Virginia State Police website requires JavaScript to function properly. Without it, users cannot view interactive maps, search databases, or receive real-time alerts. Each session generates a unique support identifier—like 15974625296875097938—that helps technical staff resolve display errors or login problems. If you encounter issues, note this ID when calling support at 804-674-2131. The help desk operates Monday through Friday, 8 a.m. to 5 p.m. Eastern Time. Always enable JavaScript in browsers such as Chrome, Firefox, Edge, or Safari before attempting to use the portal.
Difference Between Criminal History and State Police Reports
“State Police Report” is a broad term that includes both crash reports and criminal history records. Do not confuse the two. Criminal history reports come from the Central Criminal Records Exchange and show arrests, charges, and court outcomes. Crash reports are accident documents created by troopers at the scene and stored by the DMV. To get a crash report, submit Form VS-182 to the DMV with a $10 fee and valid photo ID. Criminal history requests go to the Exchange at P.O. Box 85076. Mixing up these processes delays your request and wastes time.
Common Mistakes to Avoid When Requesting Records
Many applicants forget to notarize their signature block, which causes automatic rejection. Others send cash instead of check or money order, which is not accepted. Some fail to include a self-addressed stamped envelope, so the agency cannot return the results. Always double-check that your form is complete, your ID copy is clear, and your payment matches the required amount. Mailing early helps avoid delays, especially if you need the record for a job start date or court hearing. The Exchange does not offer expedited service, so late submissions mean late results.
How Employers Use the Exchange for Background Checks
Businesses use the Exchange to screen job candidates for safety and compliance. They submit the RF-101 form online or by mail with the applicant’s consent. Each name searched costs $15. Results show whether the person has been arrested or convicted of a crime in Virginia. Employers cannot see juvenile records or sealed cases unless specifically authorized by law. The information helps companies make informed hiring decisions, especially for roles involving trust, responsibility, or access to vulnerable populations. All requests must follow Fair Credit Reporting Act guidelines if used for employment purposes.
Privacy Protections and Who Can Access Your Record
Your criminal record is not public information. Only authorized entities can request it, and they must prove a legitimate need. Law enforcement agencies have full access for investigations. Employers and licensing boards need your written permission. Individuals can always request their own records. The Exchange does not disclose records to curious neighbors, media outlets, or unverified third parties. Strict penalties apply for misuse of criminal history data under Virginia law. This protects your privacy while allowing necessary access for safety and legal reasons.
What Happens If Your Record Is Inaccurate
If you receive your criminal record and spot an error—such as a missing dismissal or wrong charge—contact the Exchange immediately. Call 804-674-2131 or mail a correction request to P.O. Box 85076, Richmond, VA 23285. Include proof of the correct information, like a court order or case dismissal document. The agency will investigate and update the record if warranted. Errors can affect job offers, licenses, or housing applications, so prompt correction is essential. Keep copies of all correspondence for your records.
Expungement and How It Affects the Exchange Database
If a court orders your record expunged, the Exchange must remove all related data from its system. This includes fingerprints, photos, arrest summaries, and court dispositions. You will receive a certified letter confirming the deletion. After expungement, your record no longer appears in background checks, and you may legally state you were not arrested or convicted. However, some agencies may retain limited data for internal tracking, but they cannot share it publicly. Always follow up with the Exchange after an expungement to ensure compliance.
Contact Information and Office Hours
The Virginia State Police Criminal Records Exchange is located at P.O. Box 85076, Richmond, VA 23285. Phone support is available at 804-674-2131, Monday through Friday, 8 a.m. to 5 p.m. Eastern Time. For online services like the SP-325 form, call 804-674-4683 for general help or 804-674-4685 for urgent issues. Mailed requests should be sent early to account for postal delays. The office does not accept walk-in visits. All transactions happen by mail, phone, or secure online portal.
Frequently Asked Questions
Many people ask how long it takes to get a criminal record—fifteen calendar days is the standard. Others wonder if they can speed it up—no, there is no rush service. Some ask if crash reports come from the same place—no, those go to the DMV. Always check the official VSP website for the latest forms and instructions. Avoid third-party sites that charge extra fees. The Exchange provides direct, official access at the lowest cost.
How do I request a criminal background check for an employee in Virginia?
To request a criminal background check for an employee, use the Request for Criminal History Form (RF-101). This form is available on the Virginia State Police website. You must provide the employee’s full name, date of birth, and written consent. Attach a copy of your business license and pay $15 per name by check or money order. Submit the form online or by mail to P.O. Box 85076, Richmond, VA 23285. The Exchange verifies the request and returns results within fifteen calendar days. Employers must follow FCRA rules if using the report for hiring decisions. Do not use this process for personal curiosity—only for legitimate business needs. Always keep records of consent and results for compliance.
Can I get a copy of my criminal record the same day I request it?
No, same-day service is not available. The Virginia State Police Criminal Records Exchange processes all mailed requests in fifteen calendar days from receipt. There is no expedited option. If you need the record urgently, mail your request as early as possible. Include a self-addressed stamped envelope, a notarized signature, and the correct fee. Online requests for employee checks take slightly less time but still require account setup and payment. Plan ahead for job applications, licensing, or court deadlines. Rushing the process is not possible, so early action is your best option.
What is the difference between a crash report and a criminal history report?
A crash report describes a vehicle accident investigated by state police. It includes details like location, vehicles involved, injuries, and damage estimates. You get it from the DMV using Form VS-182, a $10 fee, and a photo ID. A criminal history report shows arrests, charges, court outcomes, and incarceration. It comes from the Central Criminal Records Exchange and costs $10–$20. Crash reports are for insurance or legal claims. Criminal history reports are for jobs, licenses, or personal review. Never mix up the two—they come from different agencies and require different forms.
Who can see my criminal record in Virginia?
Only authorized people can see your criminal record. Law enforcement agencies have full access. Employers and licensing boards need your written permission. You can always request your own record. The Exchange does not share data with the public, media, or unverified third parties. Juvenile records are kept separate by the Department of Juvenile Justice. Driving records are managed by the DMV. Your privacy is protected by state law, and misuse of criminal data carries penalties. Always ask who is requesting your record and why before giving consent.
How do I correct an error on my criminal record?
If your criminal record has a mistake, contact the Exchange right away. Call 804-674-2131 or mail a correction request to P.O. Box 85076, Richmond, VA 23285. Include proof of the error, such as a court dismissal order or corrected charge document. The agency will review your case and update the database if needed. Errors can affect jobs, housing, or licenses, so act quickly. Keep copies of all letters and documents. If the error came from a local court, you may also need to contact that court directly to fix their records first.
Is my juvenile record part of the Central Criminal Records Exchange?
No, juvenile records are not stored in the Exchange. They are managed separately by the Virginia Department of Juvenile Justice under Title 16.1, Chapter 10 of the state code. Only adult criminal histories go to the Exchange. If you were arrested as a minor, that record stays with the juvenile system unless transferred to adult court. Expungement rules for juvenile records differ from adult cases. Always check with the DJJ for questions about juvenile records. The Exchange only handles cases involving individuals aged 18 and older.
Can I request someone else’s criminal record without their permission?
No, you cannot legally request another person’s criminal record without their written consent, unless you are a law enforcement officer or court official acting in an official capacity. Employers must get signed permission from job applicants. Licensing boards need authorization from applicants. Individuals can only request their own records. The Exchange verifies identity and purpose before releasing any data. Unauthorized requests are denied and may result in legal consequences. Always follow proper channels and respect privacy laws when seeking criminal history information.
For official information, visit the Virginia State Police website or call 804-674-2131. Support hours are Monday–Friday, 8 a.m.–5 p.m. ET. Mail requests to P.O. Box 85076, Richmond, VA 23285.