| A# |
5880 |
| P&S #: |
5450 |
| DATE: |
August 13, 2004 |
| TO: |
ALL PARTICIPANTS |
| ATTENTION: |
Managing Partner/Officer, P&S Manager, Cashier Data Processing Manager, Fund/SERV Participants |
| FROM: | Bruce Hin |
| SUBJECT: | DataTrak Reminder - Participant's Obligations With Respect to Verification of File Transmissions and Multi Batch Processing Change |
Effective September 13, 2004, multi batch sequence numbers, non-numeric sequence numbers and last batch indicators on files transmitted to NSCC will no longer be validated by DataTrak.
DataTrak is an internal input file management system developed by NSCC’s Facilities Manager, the Securities Industry Automation Corporation (“SIAC”). Its purpose is to manage all incoming files of data from participating firms. Every Participant is defined to DATATRAK with respect to the files they may submit for processing. DataTrak identifies each file by a specific 5-digit number called the “SYSID”. Based on this 5 digit SYSID, DataTrak accepts and controls the input of batch data files and, where appropriate, dispatches them to the application processing systems without the need for extensive manual intervention.
The function of the DataTrak system is to:
· Receive the incoming file transmission from the Participant
· Perform a basic structural validation of the file
· Transmit a notification message (which may contain error or warning/reject comments) back to the Participant (commonly referred to as a DataTrak “confirmation”).
· If successfully validated, pass the incoming file to the appropriate processing application
· Create an audit trail of the transmission.
The DataTrak confirm provides the participant with three key pieces of information:
· The time that DataTrak received the file
· The number of records contained in the file
· One of the following indicators:
· ACCEPTED – the file will be passed to the appropriate application at the next scheduled cycle time.
· WARNED – the structural validation of the file has detected an error. Warned files WILL NOT be passed to the application for processing. You must contact SIAC’s Middleware Operations group on 212-383-2210 to discuss/resolve the error.
· REJECTED – the structural validation of the file has detected an error. Under no circumstances will a Rejected file be processed. You must contact SIAC’s Middleware Operations group on 212-383-2210 to receive instructions on how to resolve the error.
As a reminder, it is incumbent upon each participant to ensure that their file input is successfully received and processed by NSCC. While participants may currently, on occasion, receive a phone call from SIAC if one of their files is warned or rejected, SIAC is not obligated to make such calls, and they may be discontinued in the future without prior notice. Accordingly, participants must monitor their file input and contact SIAC’s Middleware Operations group as necessary.
For those products that are multi batch, DataTrak currently verifies that each participant is sending in each batch in the proper sequence by verifying that the batch sequence number in the header record begins each day at the number one. Every subsequent file that is sent in for a particular product, needs to increase the sequence by one number. For example, the second file sent in should be batch sequence number two. Should the batch sequence number be out of order, the participant will receive a Reject Confirm and their file will not be processed until they speak with SIAC’s Middleware Operations Group. A Participant will also receive a Reject Confirm if their batch sequence number is non - numeric or if they send a batch in after they have sent a last batch indicator for the day.
The number of rejected files because of batch sequence errors has increased proportionately with increased number of applications utilizing multi batch processing. These rejected files now require a significant manual effort at both the participant and SIAC, to ensure that they are successfully processed.
In order to increase efficiencies and alleviate this extensive manual effort, we will no longer validate muti batch sequence numbers, non - numeric sequence numbers or last batch indicators. This change will be effective on September 13, 2004.
Participants are not required to (and should not) change any file formats as a result of this processing change. However, it is incumbent upon participants to review their processing of multi batch transmissions to ensure their accuracy. Failure to do so may result in erroneous transactions being processed. Should you have any questions regarding this change, please contact your relationship manager.
Bruce Hin
Vice President