Washington State Patrol 7/30/2018 (2)

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. Complete records of any kind include all information available on the person or property at the time of entry, otherwise known as "packing the record". Complete inquiries on persons include numbers that could be indexed in the record (i.e. Social Security Number(SSN), Vehicle Identification Number (VIN), Operator's License Number (OLN), etc.). Inquiries should be made on all names/aliases used by the suspect. Complete vehicle inquiries include VIN and license plate numbers. Record Validations WACIC/NCIC validation listings are prepared pursuant to a schedule, as published in the ACCESS Operations Manual. These listings are distributed to the originating agency via Secure File Transfer Protocol (SFTP). Validation requires the originating agency to confirm the record is complete, accurate, and active. Validation is accomplished by reviewing the original entry and current supporting documents and correspondence with any appropriate complainant, victim, prosecutor, court, motor vehicle registry files, or other appropriate source or individual. Validation efforts must be well documented. Validation efforts include what was done to complete the validation of the individual record. Documentation of phone calls, letters, dates and dispositions need to be included with each record that was validated. Many agencies document this information in the case file. In the event the agency is unsuccessful in its attempts to contact the victim, complainant, etc., the entering agency must make a determination based on the best information and knowledge available whether or not to retain the original entry in the file. The agency must sign the validation certificate and fax, mail, or email a copy to the ACCESS Section each month certifying the records were validated. If the CSA has not received a validation certificate response from an agency within the specified period of time, the CSA will purge all records which are the subject of that agency's validation listings from WACIC and NCIC. VII. Security Responsibilities Technical Roles and Responsibilities All agencies participating in ACCESS must comply with and enforce system security. Each interface agency (city, county, or other agency) having access to a criminal justice network must have someone designated as the technical security POC. A criminal justice network is a telecommunications infrastructure dedicated to the use by criminal justice entities exchanging criminal justice information. The technical security POC's shall be responsible for the following: 1. Identifying the user of the hardware/software and ensuring that no unauthorized users have access to the same. 2. Identifying and documenting how the equipment is connected to the state system. 3. Ensuring that personnel security screening procedures are being followed as stated in the CJIS Security Policy. 4. Ensuring that appropriate hardware security measures are in place. 2017 WSP ACCESS User Acknowledgement 4