Washington State Patrol WSP 11/3/2016

http://www.wsp.wa.gov/_secured/access/access.htm V. Criminal History Record Information (CHRI) Responsibilities Each agency shall conform to system policies, as established by the FBI CJIS Division and ACCESS, before access to CHRI is permitted. This will allow for control over the data and give assurance of system security. 1. The rules and procedures governing terminal access to CHRI shall apply equally to all participants in the system. 2. All criminal justice agencies with ACCESS terminals and access to computerized CHRI data from the system shall permit an FBI CJIS Division and an ACCESS audit team to conduct appropriate audits. Agencies must cooperate with these audits and respond promptly. 3. All terminals interfaced directly with the ACCESS/WACIC/NCIC systems for the exchange of CHRI must be under the management control of a criminal justice agency, as defined by the CJIS Security Policy. 4. All agencies must ensure they provide all required information when running criminal history checks. WSP retains access to all agency criminal history logs through the ACCESS System. Secondary dissemination of criminal history must be logged by the agency. VI. Record Entry Responsibilities Record Quality Criminal justice agencies have a specific duty to maintain records that are accurate, complete, and current. ACCESS recommends agencies conduct self audits as a means of verifying the completeness and accuracy of the information in the system. These self assessments should be on a continual basis to ensure both quality assurance and compliance with standards. Errors discovered in NCIC records are classified as serious errors, form errors, or an error trend. Serious errors: FBI CJIS will cancel the record and notify the entering agency via administrative message. The message provides the entire canceled record and a detailed explanation of the reason for cancellation. Form errors or error trends: The CSA notifies the ORI by letter of the corrective action to be taken. No further notification or action will be taken by the CSA, unless the CSA deems it appropriate. Timeliness WACIC/NCIC records must be entered promptly to ensure maximum system effectiveness. Records must be entered according to standards defined in the ACCESS Operations Manual. Accuracy and Completeness The accuracy of WACIC/NCIC data must be double checked and documented, including the initials and date by a second party. The verification should include assuring the data in the WACIC/NCIC record matches the data in the investigative report and that other checks were made. Agencies lacking support staff for second party checks should require the case officer to check the record. 2014 ACCESS User Acknowledgement 7-23-2015 3