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2023 WSP ACCESS User Acknowledgement Page 2 of 14 <br />The agency shall respond to requests for information by the FBI CJIS Division or ACCESS in the form of <br />questionnaires, surveys, or similar methods, to the maximum extent possible, consistent with any fiscal, time, <br />or personnel constraints of that agency. <br />All agencies are required to have formalized written procedures for the following, if applicable: validations, hit <br />confirmation, criminal history use and dissemination, ACCESS misuse, record entry (for all record types <br />entered into WACIC and NCIC), background re-investigations, password management, disposal of media, <br />physical protection, NICS appeal process, and a network drawing. <br />The CSO provides system training to agencies accessing WACIC/NCIC through the state computer system. If <br />employees are using inquiry only functions, they must attend Level 1 certification training. Employees entering <br />information into the WACIC/NCIC system must attend Level 2 certification training. All certifications must be <br />acquired within six months of hire date and renewed biennially. <br />Security awareness training is required within six months of initial assignment, and biennially thereafter, for all <br />personnel (who are not ACCESS certified) that have unescorted access to Criminal Justice Information (CJI), <br />or to the secure area where CJI is stored. This includes agency employees, custodial staff, Information <br />Technology (IT) staff, upper management, etc. Records of individual basic security awareness training shall <br />be documented, kept current, and maintained by each agency for review during the triennial ACCESS or <br />Technical Security audit. <br />A Terminal Agency Coordinator (TAC) must be assigned for each terminal agency. This person is the Point of <br />Contact (POC) for the agency. A TAC must maintain a Level 2 ACCESS certification. The TAC retains the <br />responsibility of ensuring his/her agency is in compliance with state and FBI CJIS Division policies and <br />regulations. A TAC must attend TAC training within six months of being assigned the TAC duties and then at <br />least once every three years thereafter. The TAC may attend multiple classes, if desired. <br />For those agencies providing ACCESS services through regional computer systems to outside agencies, the <br />TAC shall be responsible for the dissemination of all administrative messages received on the 24 hour printer <br />to those agencies. <br />The CSO provides the criminal justice community with the current ACCESS Operations Manual, NCIC <br />Operating Manual, NCIC Code Manual, and CJIS Security Policy. The TAC will be notified immediately of any <br />updates. The agency shall incorporate such changes when notified. Information is provided via email and can <br />be found on the ACCESS website at the following link: http://www.wsp.wa.gov/_secured/access/access.htm. <br />V. Fees <br />Every criminal justice agency that has a connection to the ACCESS switch is responsible for fees associated <br />with the amount of transactions processed. All fees are transaction based. See the Fee Explanation for the <br />current rates. http://www.wsp.wa.gov/_secured/access/access.htm <br />VI. Criminal Justice Information (CJI) Responsibilities <br />Each agency shall conform to system policies, as established by the FBI CJIS Division and ACCESS, before <br />access to CJI is permitted. This will allow for control over the data and give assurance of system security. <br />1. The rules and procedures governing terminal access to CJI shall apply equally to all participants in <br />the system. <br />2. All criminal justice agencies with ACCESS terminals and access to computerized CJI data from the <br />system shall permit an FBI CJIS Division and an ACCESS audit team to conduct appropriate audits. <br />Agencies must cooperate with these audits and respond promptly. <br />3. All terminals interfaced directly with the ACCESS/WACIC/NCIC systems for the exchange of CJI <br />must be under the management control of a criminal justice agency, as defined by the CJIS Security <br />Policy. <br />4. All agencies must ensure they provide all required information when running criminal justice <br />information. <br />5. WSP retains access to all agency criminal history logs through the ACCESS System. Secondary <br />dissemination of criminal history must be logged by the agency