When must a record be cleared from the file?

The correct answer is that a record must be cleared from the file when the agency is officially advised that the item has been recovered by another agency. This reflects the principle that law enforcement and data management systems are designed to maintain accurate and up-to-date information. When an item, such as stolen property or a missing person, has been officially recovered, it is essential for data integrity and resource allocation that this information is promptly updated to reflect the current status.

This proactive practice ensures that the databases used by various law enforcement agencies are reliable, which subsequently aids in efficient investigations and operations. Keeping records in the system when they no longer reflect reality can lead to confusion or inefficiencies in law enforcement efforts.

The other options involve circumstances that are less directly related to the operational need to keep databases current. While a judicial order does require compliance, and a request from the subject could initiate a review process, the most immediate need for clearing a record arises from the official confirmation of recovery by another agency. Therefore, this answer aligns most closely with the procedural necessity to maintain accurate law enforcement records.