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2023 WSP ACCESS User Acknowledgement Page 4 of 14 <br />Accuracy and Completeness <br />The accuracy of WACIC/NCIC data must be double checked and documented, including the initials and date <br />by a second party. This must be done within seven days of the initial entry. The verification should include <br />assuring the data in the WACIC/NCIC record matches the data in the investigative report and that other <br />checks were made. Agencies lacking support staff for second party checks should require the case officer to <br />check the record. <br />Complete records of any kind include all information available on the person or property at the time of entry, <br />otherwise known as “packing the record”. Complete inquiries on persons include numbers that could be <br />indexed in the record (i.e. Social Security Number (SSN), Vehicle Identification Number (VIN), Operator’s <br />License Number (OLN), etc.). Inquiries should be made on all names/aliases used by the suspect. Complete <br />vehicle inquiries include VIN and license plate numbers. <br />Record Validations <br />WACIC/NCIC validation listings are prepared pursuant to a schedule, as published in the ACCESS Operations <br />Manual. These listings are distributed to the originating agency via CJIS Validations. <br />Validation requires the originating agency to confirm the record is complete, accurate, and active. Validation is <br />accomplished by reviewing the original entry and current supporting documents and correspondence with any <br />appropriate complainant, victim, prosecutor, court, motor vehicle registry files, or other appropriate source or <br />individual. Validation efforts must be well documented. Validation efforts include what was done to complete <br />the validation of the individual record. Documentation of phone calls, letters, dates and dispositions need to <br />be included with each record that was validated. Many agencies document this information in the case file. In <br />the event the agency is unsuccessful in its attempts to contact the victim, complainant, etc., the entering <br />agency must make a determination based on the best information and knowledge available whether or not to <br />retain the original entry in the file. <br />The agency must review the validation list found within CJIS Validations. Once all of the records have been <br />processed the system will advise ACCESS once they are complete. If the CSA is notified the records have <br />not been validated within the specified period of time, the CSA will purge all records which are the subject of <br />that agency’s validation listings from WACIC and NCIC. <br />IX. Security Responsibilities <br />Technical Roles and Responsibilities <br />All agencies participating in ACCESS must comply with and enforce system security. Each interface agency <br />(city, county, or other agency) having access to a criminal justice network must have someone designated as <br />the technical security POC. A criminal justice network is a telecommunications infrastructure dedicated to the <br />use by criminal justice entities exchanging criminal justice information. The technical security POCs shall be <br />responsible for the following: <br />1. Identifying the user of the hardware/software and ensuring that no unauthorized users have access to <br />the same. <br />2. Identifying and documenting how the equipment is connected to the state system. <br />3. Ensuring that personnel security screening procedures are being followed as stated in the CJIS <br />Security Policy. <br />4. Ensuring that appropriate hardware security measures are in place. <br />5. Supporting policy compliance and keeping the WSP Information Security Officer (ISO) informed of <br />security incidents. <br />Security Enforcement <br />Each interface agency is responsible for enforcing system security standards for their agency, in addition to <br />all of the other agencies and entities to which the interface agency provides CJIS and Washington State <br />Department of Licensing (DOL) records information. Authorized users shall access CJIS and DOL systems <br />and disseminate the data only for the purpose for which they are authorized. Each criminal justice and non- <br />criminal justice agency authorized to access FBI CJIS systems and DOL shall have a written policy for the <br />discipline of policy violators.