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318 CJIS NCIC Procedures (Revised 07-22-2013) 1 FRIDLEY POLICE DATE OF ISSUE NUMBER: GENERAL ORDER May 15, 2008 318 SUBJECT: REVISION DATE SECTION: CJIS/NCIC Procedures July 22, 2013 Yellow I. PURPOSE The following procedures are intended to be used as an aid to improve the use of the CJIS/NCIC systems by this department. This General Order is not intended to be all inclusive, nor shall it supersede any CJIS/NCIC policies presently in effect. Rather, it is to be used as a quick reference when using the CCH/III, the CJDN system and CJIS/NCIC “Hot Files” Should there be a conflict between this General Order and CJIS/NCIC policy, the CJIS/NCIC policy shall be adhered to. Furthermore, any future CJIS/NCIC policy changes shall be adopted immediately until such changes can be incorporated into this General Order. II. POLICY The Fridley Police Department will adhere to the policies and procedures of the Criminal Justice Information System (CJIS) and the National Crime Information Center (NCIC). All members of the Fridley Police Department will create, use, maintain, store, preserve, and dispose of information retrieved from the FBI's NCIC and the National Law Enforcement Telecommunications System (NLETS) in accordance with the CJIS/NCIC Security Policy. III. DEFINITIONS CCH/III Computerized Criminal History CJDN A dedicated statewide network that provides instant access to criminal justice information such as criminal background information, driver license and motor vehicle registration data, as well as other data. This network is interfaced with the NCIC network that provides nationally indexed criminal and “hot” files. The CJDN is also interfaced with the NLETS, which links local, state and federal agencies together for the purpose of exchanging criminal justice information interstate. CJIS Criminal Justice Information System Hit 2 A positive response from MNJIS and/or NCIC in which the person or property inquired about appears to match the person or property contained in the response. Queried subject appears to match the record subject. Hot Files Missing person files and stolen/lost property files maintained in NCIC NCIC National Crime Information Center TAC A designated police department staff member serving as liaison to the Minnesota Bureau of Criminal Apprehension (BCA). The TAC has the ability to add and disable users and is also responsible to update training for users and certification within the Fridley Police Department for use of the PS Portals 100 Browser-based public safety workstation. This is the system in which the CJDN is operated. Personally Identifiable Information (PII) PII is any information that permits the identity of an individual to be directly or indirectly inferred, including any information which is linked or linkable to that individual. Any FBI CJIS provided data may include PII. A criminal history record for example inherently contains PII as would a Law Enforcement National Data Exchange (N-Dex) case file. IV. PROCEDURE CONTENTS A. System Security 1. Security of Terminal 2. Authorized Personnel 3. Background Checks 4. Misuse of CJDN 5. Safeguarding Personally Identifiable Information (PII) B. Dissemination of Information C. Criminal History 1. Training 2. Authorized Personnel 3. Release of Information 4. Who May Request a CCH/III 5. Criminal History Inquiry 6. Retention D. Hot Files 1. Report required. 2. Check appropriate sources 3. Entry/Modify/Cancel Personnel 4. MIS/ Field 5. Second Party Verification E. Stolen Vehicle File 1. Initial Stolen Report 2. Recovered/Returned Stolen Vehicle F. Stolen/Recovered Gun File 1. Initial Report 2. Entry to Gun “Hot File” 3. Cancellation of “Hot File” Entry 4. Recovered Stolen Gun, Locate Message G. Stolen/Recovered Article File 1. Initial Report 2. Entry to Article “Hot File” 3. Cancellation of “Hot File” Entry 4. Recovered Stolen Article Locate Message 3 H. Stolen/Recovered Boat 1. Initial Report 2. Entry to Boat “Hot File” 3. Cancellation of “Hot File” Entry 4. Recovered Stolen Boat, Locate Message I. Stolen Securities 1. Initial Report 2. Entry to Security “Hot File” 3. Cancellation of “Hot File” Entry J. Identity Theft K. Missing/Endangered Persons See General Order 203 (Orange) L. Hit Confirmation M. “Hot File” Validation Report1. 1. Procedure 2. Corrections 3. Record Retention N. Local Agency Security Officer (LASO) 1. Appointment of LASO 2. LASO Responsibilities A. SYSTEM SECURITY Inquiries into the motor vehicle registration, driver license, criminal history or any other file in the MNJIS/NCIC systems will be performed for Criminal Justice purposes only. All Fridley Police personnel must adhere strictly to the standards, procedures, formats, codes and criteria as set forth to assure the proper operation of the system. Accuracy and promptness are essential. 1. Security of Terminal Unauthorized access to or routine viewing of CJDN terminals or CJDN data is not allowed. The terminals must be secure from unauthorized use. To protect the terminals, access will be restricted to police department employees. The terminals will be placed in such a manner that they cannot be viewed by non-department employees or the public. All personnel who have direct responsibility to configure and maintain computer systems and networks with direct access to FBI CJIS systems must successfully pass a fingerprint-based background check. Criminal History responses, as well as all other CJDN printouts will be destroyed when no longer needed. These documents will by shredded at the Fridley Police Department. 2. Authorized Personnel CJDN Operators: Access to the CJDN shall be limited to employees of the Fridley Police Department who have been certified by the BCA to operate the terminal. CJDN operators, sworn officers and civilians who have terminal access (including MDT's) shall be trained and certified within six months of hire or assignment and biennially thereafter. 4 CJDN Operators will be provided with a security logon to allow them access to the system. Those conducting CCH/III inquiries will be required to have the proper NCIC-CCH Certification level. The employees authorized to conduct CCH/III inquiries will be restricted. The Director of Public Safety, or his designee, will make the determination of who will be authorized to conduct CCH/III inquiries. The TAC will issue a unique username and password to authorized users with access to the CJDN and Portal 100. Authorized users will be given a unique password to have access to criminal histories. This Criminal History Password will be changed by the TAC at least every 2 years. A list of these assigned passwords shall be kept by the TAC. Authorized personnel who have unescorted access to the police department shall be fingerprint background checked Basic security awareness training shall be required within six months of initial assignment, and biennially thereafter, for all personnel who have access to Criminal Justice Information, including CJDN terminal operators, appropriate IT staff, consultants, vendors, contractors, and any other personnel who have access to FBI Criminal Justice Information. Sworn and Uniformed Personnel: NCIC requires that all sworn and uniformed personnel must receive basic, formal MNJIS/NCIC training within the first 12 months of hire, and annual refreshers thereafter. All training of sworn officers must be documented. 3. Background Checks Thorough background screening is required of all employees, sworn and non-sworn, who will have access to CJIS/NCIC. New employees of the Fridley Police Department shall be fingerprinted within 30 days of employment or assignment and the fingerprint cards shall be sent to the BCA for a background check. A potential new employee of the Fridley Police Department shall have a background check completed before they are hired. When running the criminal history on that person, the appropriate purpose code shall be used. Fingerprint cards on CJDN operators are to be kept by the Fridley Police Administrative Assistant. 4. Misuse of CJDN a. If the Terminal Agency Coordinator (TAC) becomes aware of an employee using a CJDN terminal, CJDN terminal generated information, CJDN equipment, or CJDN access in a manner that is not in accordance to Fridley Police Department General Orders or NCIC policy and the problem is deemed merely operator error or substandard job performance, the TAC will contact the employee and advise him/her of the problem and provide additional training to correct the issue. 5 b. If the above step does not rectify the problem, or the problem is deemed to be greater than mere operator error or substandard job performance, the TAC will submit a report to the immediate supervisor and the Technical Support Division Captain. At this time, the TAC may suspend the employee's CJDN access until an investigation is conducted. 1) If the investigation does not substantiate that the employee was in violation of Fridley Police Department General Orders or NCIC Policy, the supervisor will contact the Technical Support Division Captain and the TAC requesting to reinstate the employee's CJDN terminal access. 2) If the investigation substantiates that the employee was in violation of Fridley Police Department General Orders or NCIC Policy, disciplinary action may be taken against the employee in accordance with applicable labor agreements in the case of unionized employees or City of Fridley policies in the case of non-unionized employees. The TAC will deny CJDN terminal access to the employee until directed by the Technical Support Division Captain to change this status. 3) If the TAC determines that an employee is using a CJDN terminal, CJDN terminal generated information, CJDN equipment, or CJDN equipment access in a manner not in accordance with Fridley Police Department General Orders or NCIC policy, and there is evidence that the employee is performing this action as a result of intentional misconduct that could be in violation of state or federal statute, the TAC will submit a report to the Technical Support Division Captain for review. If the misconduct is deemed to be criminal, the Technical Support Division Captain will report the behavior of criminal nature to the Public Safety Director for determining the appropriate action. To assist in evaluating breaches of CJDN security, the Technical Support Division Captain shall be exempt from the requirements of General Order 401 section V.A.2.e.1). 4) In certain cases where criminal intent is involved or the actions involved have or will impact upon more than just the Fridley Police Department, the TAC may (after review by the Technical Support Division Captain) also forward the above report to the Minnesota Department of Public Safety, Control Terminal Officer (CTO) and/or to the FBI/NCIC Criminal Justice Information Services. 5. Safeguarding Personally Identifiable Information (PII) Extracted From Criminal Justice Information (CJI). 6 PII shall be extracted from CJI for the purpose of official business only and shall only be accessed when there is a need for the information that relates to official duties. a) PII extracted from CJI may be disseminated only in accordance with CJIS Security Policy, the laws and statutes of the State of Minnesota, the ordinances of the City of Fridley and the policies of the Police Department. b) PII extracted from CJI may not be left unattended and unsecured and may be saved, stored, or hosted only on agency equipment. PII extracted from CJI in electronic form must be encrypted. Paper documents containing PII extracted from CJI must be under the control of the employee or stored in a space where access control measures are employed to prevent unauthorized access by members of the public or other persons without a need to know (e.g., the police department office where access is controlled by a card reader). The retention of PII extracted from CJI should not to extend beyond the records retention schedule adopted by the City. Appropriate destruction techniques (shredding or electronic wiping) shall be used to dispose of PII extracted from CJI. c) Any employee that suspects or knows that PII extracted from CJI has been handled in a way that violates this policy, the policies of the Police Department, the ordinances of the City of Fridley, the laws and statutes of the State of Minnesota, or CJIS Security Policy must report the incident to a supervisor as soon as it is suspected or confirmed. Section IV.A.4. Discipline for Misuse of CJDN shall be followed. d) The Local Agency Security Officer shall conduct periodic assessments to support policy compliance and ensure that appropriate security measures to protect PII extracted from CJI are in place. B. DISSEMINATION OF INFORMATION Data in the computerized “Hot Files” and CCH/III are documented criminal justice information. Access is restricted to authorized criminal justice agencies for Criminal Justice purposes. C. CRIMINAL HISTORY The ability to access the state and national files through the CJIS computer by means of a terminal device or satellite computer, is limited to criminal justice agencies in the discharge of their official mandated responsibilities. 1. Training 7 Personnel performing CCH/III inquiries will complete the BCA/CJIS or TAC training as appropriate. They will be required to have appropriate NCIC certification. 2. Authorized Personnel The employees authorized to conduct CCH/III inquiries will be restricted. The Chief of Police, or his designee, will make the determination who will be authorized to conduct CCH/III inquiries. . 3. Release of Information ALL information obtained through a CCH/III inquiry is restricted to law enforcement use only. This includes not only positive results but also any negative results of an inquiry. Copies may be given to the City Attorney and the County Attorney as part of a case file when requesting charges on the subject. The Secondary dissemination log should be completed whenever a CCH is distributed. 4. Who May Request a CCH/III a. A sworn officer of this department for purposes of a criminal investigation, permits for explosives, licensing, gun permits, and background checks on new department personnel. b. The City Clerk, City Manager, Human Resources Director, and any City department head may request a background check as per City Ordinance for purposes of licensing and/or employment. Only a summary of the results of the CCH may be released by the Police Department to the hiring or licensing authority. c. It shall be the policy of this department that all other requests be referred to the BCA. 5. Criminal History Inquiry Criminal history inquiries shall be made as follows, on a terminal designated for the inquiry. QH / QHN / QHM QR / QRN / QRM IQ FQ AQ QPGC 6. Retention Hard copies of a CCH/III printout will not be retained after the case has been completed, unless being referred to City or County Attorney for charging. Copies not being referred for charging will be destroyed by shredding. 8 D. HOT FILES 1. Before an item can be entered in the Hot Files, a theft report describing the item, including the serial number or owner applied number, must be filed with the Fridley Police Department. 2. A check of all appropriate sources for information (e.g. DNR, DVS, etc) shall be performed and documented in the case file. 3. Hot File entries, modifications and cancellations will be performed by either Central Communications or Fridley Police personnel per the ‘Hot Files and Hit Confirmation Agreement with Anoka County Central Communications’ contract. 4. The Fridley Police Department is a non-24 hour agency, therefore all hot file entries will include in the MIS field either the ORI or the telephone number (including area code) for Anoka County Central Communications which has responsibility for responding to a hit confirmation request. 5. Second Party Verification: Fridley records personnel other than the entering party will conduct a 2nd party verification check of information entered in the NCIC/CJIS Hot Files. This verification should include querying and reviewing the record, ensuring that the record is ‘packed’ with all available information, that any available cross-checks (e.g, driver license and motor vehicle records) were made, and that data contained in the NCIC record matches and is documented by data in the police report. The Second Party check will be documented in the case file. E. STOLEN VEHICLE FILE 1. Initial Stolen Report: Verification that the vehicle is owned by the party making the stolen report will be made by the officer taking the report. This will be done by showing proof of ownership through a registration check or the possession of a vehicle title. A copy of this proof of ownership will be attached to the case file. 2. If possible, the vehicle will be entered the same day it is reported stolen, or the next business day, by Central Communications or office personnel of this department. A copy of the CJIS/NCIC printout will be attached to the report. RECOVERED/RETURNED STOLEN VEHICLE When the vehicle is recovered, the officer receiving that information will have Fridley or Central Communications personnel remove the vehicle from the “Hot File”. The officer will request Central Communications send a copy of the cancel notification showing the CJIS/NCIC numbers to our state printer. A hard copy of this print-out will be added to the report. A supplemental report will be made advising what action was taken. 9 F. STOLEN/RECOVERED GUN FILE The Gun File is designed to provide law enforcement agencies with a central location for the maintenance and retrieval of information on stolen and recovered guns. Any gun with a unique serial number or owner applied number that meets the requirements of CJIS Operations Manual section 6.2 may be entered into the CJIS/NCIC Gun File. 1. Initial Report An officer taking the report will obtain the unique serial number or owner applied number, the brand name, model name or number, caliber or gauge, type, date of the theft (not the date of the report), barrel size and any other unique feature of the gun. 2. Entry to Gun “Hot File” The gun will be entered the same day it is reported stolen/recovered, if possible, or the next business day, by Central Communications or office personnel of this department. with the EG function. A copy of the CJIS/NCIC printout will be attached to the report. 3. Cancellation of “Hot File” Entry When a gun is located/recovered or this department releases a recovered gun to another agency, insurance company or owner and does not physically have the gun in possession it will immediately be removed from the “Hot File”. A copy of the cancellation will be attached to the report. A supplemental report will be made concerning the action concerning the cancellation. 4. Recovered Stolen Gun, Locate Message When a stolen gun is recovered by this department, a locate message will be sent to the entering agency. This will be done on the same day as the recovery, if possible, or the next business day. G. STOLEN ARTICLE FILE The Article “Hot File” is designed to provide law enforcement agencies with a central location for the maintenance and retrieval of information on stolen articles. Any item with a unique serial number or owner applied number that meets the criteria of CJIS Operations Manual Section 7 may be entered into the CJIS/NCIC “Hot File”. 1. Initial Report An officer taking the report will obtain the unique serial number or owner applied number, the brand name, model name or number, type, date of the theft (not the date of the report), and any other unique feature of the article. 10 2. Entry to Article “Hot File” a. The article will be entered the same day it is reported stolen, if possible, or the next business day, by Central Communications or office personnel of this department. via the EA function. A copy of the CJIS/NCIC printout will be attached to the report. b. The article will be entered the same day it is reported stolen, if possible, or the next business day by the office personnel of this department. A copy of the CJIS/NCIC printout will be attached to the report. c. The rules and procedures covering the entry of an article into the “Hot File” are covered in the CJIS Operations Manual Section 7. 3. Cancellation of “Hot File” Entry When a stolen article is located/recovered or this department releases a recovered article to another agency, insurance company or owner and does not physically have the article in possession it will be removed immediately from the “Hot File”. A copy of the cancellation will be attached to the report. A supplemental report will be made concerning the action covering the cancellation. 4. Recovered Stolen Article, Locate Message When a stolen article is recovered by this department, a locate message will be sent to the entering agency. This will be done on the same day as the recovery, if possible, or the next business day. H. STOLEN/RECOVERED BOAT The Boat “Hot File” is designed to provide law enforcement agencies with a central location for the maintenance and retrieval of information on stolen and recovered boats. Any boat with a unique serial number or owner applied number that meets the criteria of CJIS Operations Manual Section 5 may be entered into the CJIS/NCIC “Hot File”. 1. Initial Report An officer taking the report will obtain the unique serial number or owner applied number, the brand name, model name or number, type, date of the theft (not the date of the report), and any other unique feature of the boat. 2. Entry to Boat “Hot File” a. The boat will be entered the same day it is reported stolen/recovered, if possible, or the next business day by Central 11 Communications or office personnel of this department.. A copy of the CJIS/NCIC printout will be attached to the report. b. If other items, including the trailer and outboard motor, are taken with the boat, they will be entered as a supplemental trailer and add-on boat parts, to the stolen boat entry. c. The boat will be entered the same day it is reported stolen/recovered, if possible, or the next business day by the office personnel of this department. A copy of the CJIS/NCIC printout will be attached to the report. d. The rules and procedures covering the entry of a boat into the “Hot File” area covered in the CJIS Operations Manual. 3. Cancellation of “Hot File” Entry When a boat is located/recovered or this department releases a recovered boat to another agency, insurance company or owner and does not physically have the boat in possession, it will immediately be removed from the “Hot File”. A copy of the cancellation will be attached to the report. A supplemental report will be made covering the action covering the cancellation. 4. Recovered Stolen Boat, Locate Message When a stolen boat is recovered by this department, a locate message will be sent to the entering agency. This will be done on the same day as the recovery, if possible, or the next business day. I. STOLEN SECURITIES The Securities “Hot File” is designed to provide law enforcement agencies with a central location for the maintenance and retrieval of information on stolen, embezzled, missing or counterfeited securities. Any security with a unique serial number that meets the criteria of Section 8, CJIS Operations Manual may be entered into the CJIS/NCIC “Hot File”. 1. Initial Report An officer taking the report will obtain the unique serial number, the type of security, date of the theft (not the date of the report), and any other unique feature of the security. 2. Entry to Security “Hot File” a. The security will be entered the same day it was reported stolen, if possible or the next business day, by Central Communications or office personnel of this department. A copy of the CJIS/NCIC printout will be attached to the report. 12 b. The rules and procedures covering the entry of a security into the “Hot File” are covered in the CJIS Operations Manual, Section 8. 3. Cancellation of Hit File Entry When a security is located/recovered, it will immediately be removed from the “Hot File”. A copy of the cancellation will be attached to the report. A supplemental report will be made concerning the action covering the cancellation. J. IDENTITY THEFT Before an entry can be made in the Identify Theft File, an official report (electronic or hard copy) must be recorded and on file at the Fridley Police Department. Our agency may make an NCIC Identity Theft entry only if we are the agency that takes the identify theft complaint and the following criteria are met: 1. Someone is using a means of identification of the victim, 2. The identify of the victim is being used without the permission of the victim. 3. The victim's identify is being used or intended to be used to commit unlawful activity. 4. The victim must sign a consent waiver, which can be found on the CJDN secure site, prior to the information being entered into the Identify Theft file. 5. Information on deceased persons may be entered into the file if it is deemed by the police officer that the victim's information has been stolen. No consent form is required with the entry of deceased person information. 6. If the Identify Theft file is going to contain the Social Security Number of the victim, the Fridley Police Department is required to inform the individual of this fact and they must sign the "Notice about Providing Your Social Security Number" form, which can be found on the CJDN secure site. K. MISSING/ENDANGERED PERSONS See General Order 203 (Orange Section) L HIT CONFIRMATION 1. When Fridley Police receives a potentially matching record(s) in response to an NCIC inquiry, a ‘hit’ must be confirmed, using the YQ message, on any record(s) that appear(s) to have been entered for the 13 person or property inquired upon prior to taking any of the following actions based upon the NCIC record: a. Arresting the wanted person, b. Detaining the missing person, c. Seizing the stolen property, or d. Charging the subject with violating a protection order. 2. Additionally, the ‘hit’ must be confirmed before detaining an individual on local charges where the individual appears identical to the subject of the wanted person record and is within the geographical area of extradition. 3. Confirming a hit means to contact the controlling agency to: a. Ensure that the person or property inquired upon is identical to the person or property identified in the record; b. Ensure that the warrant, missing person report, protection order, or theft report is still outstanding; and c. Obtain a decision regarding: 1) the extradition of a wanted person when applicable, 2) information regarding the return of the missing person to the appropriate authorities, 3) information regarding the return of stolen property to its rightful owner, or 4) information regarding the terms, conditions, and service of a protection order. d. Determine if the entering agency wants the record to be located when the missing person was identified by partial body parts. 4. Hit confirmation procedure is based on two levels of priority: Urgent and Routine. a. Priority 1: Urgent The hit must be confirmed within 10 minutes. In those instances where the hit is the only basis for detaining a suspect or the nature of a case requires urgent confirmation of a hit, priority 1 should be specified. b. Priority 2: Routine The hit must be confirmed within 1 hour. Generally, this priority will be used when the person is being held on local charges, property has been located under circumstances where immediate action is not necessary, or an urgent confirmation is not required. 5. After establishing the priority level, Fridley Police will then follow these procedures: 14 a. Upon receipt of a hit confirmation request from another agency, Fridley Police personnel will respond using the appropriate YR message within the designated timeframe, i.e., a positive or negative confirmation or notice of the specific amount of time necessary to confirm or reject. b. If a substantive response to a Hit Confirmation request is not received by the Fridley Police within the designated timeframe, a second request should be generated with a copy to its CSO and to the CSO of the agency that originated the record. The CSO (or his/her designee) of the originating agency will initiate appropriate action to ensure proper response to a hit confirmation request and to comply with System standards. The CSO action must include canceling the record. c. If Fridley still fails to receive a response, Fridley/Anoka County Dispatch should then notify the NCIC Quality Control staff by a third message with a copy to the CSAs involved. (Failure on the part of any CSA to ensure such compliance will be brought to the attention of the APB.) d. The National Law Enforcement Telecommunications System, Inc. (NLETS) is the recommended network for hit confirmation. Even if the initial confirmation is handled via telephone, NLETS should be used for documentation. NLETS has created an inquiry (YQ) and a response (YR) format for hit confirmation. 1) Responsibilities for the hit confirmation process are shared between Fridley Police, Anoka County Dispatch, and the agency that enters the record. e. Every agency upon taking a person into custody identifying a missing person, or acquiring property, after confirming the hit, a locate will be placed on the corresponding NCIC record(s) by Fridley or Anoka County Dispatch. 1) Exception: If the missing person has been positively identified by partial body parts, determine if the entering agency wants the record to be located. The record may remain in NCIC for future positive identification in the event additional body parts are subsequently recovered. f. Copies of the hit, hit confirmation responses and locates should be attached to the case file. M. HOT FILE VALIDATION POLICY To ensure that only accurate information is retained in the “Hot Files,” validation reports will be provided to this department by the BCA/CJIS. The validation procedure will verify that the record is complete, accurate and still outstanding or active. This includes verifying the information contained in the Hot File with the 15 complainant and/or insurance company. Validation reports include all current Fridley Hot File entries. Validation takes place 60 - 90 days from the date of entry and yearly thereafter. A police technician will be assigned by the office supervisor to complete the validation process. 1. Procedure Once a month validation information will be provided by the BCA/CJIS section that contain Fridley Police “Hot File” information for missing persons (including runaways), boats, license plates, vehicle parts, vehicles guns and securities. a. Validation is accomplished by reviewing the entry and current supporting documents. The original report will be reviewed and the information contained in the “Hot File” validation report will be verified with the information in the original report. b. A letter will be sent to the owner and/or complainant listing the information on the original/validation report. This letter will request that the owner and/or complainant verify the information contained is correct and that the item/person has not been located. c. The verification information will be noted on the validation printout. 2. Corrections If information contained on the validation printout is found to be inaccurate, the “Hot File” entry will be corrected or removed from the “Hot File”. Any corrections or removals will be noted on the original report. 3. Record Retention When the validation procedure is completed, the validation printout will be retained in a file per the Fridley Police Record Retention schedule. N. LOCAL AGENCY SECURITY OFFICER (LASO) 1. The Local Agency Security Officer (LASO) shall be appointed by the Public Safety Director. 2. Local Agency Security Officer (LASO) Responsibilities. a. The LASO shall be the liaison between the department and the CJIS System Agency Information Security Officer (CSA ISO). b. The LASO is responsible for ensuring that the department complies with both the FBI CJIS Security Policy and CJDN Security Policy. 16 c. Each LASO shall be responsible to: 1) Identify who is using the CSA approved hardware, software, and firmware and ensure no unauthorized individuals or processes have access to the same. 2) Identify and document how the equipment is connected to the state system. 3) Ensure that personnel security screening procedures are being followed as stated in the FBI CJIS Security policy. 4) Ensure the approved and appropriate security measures are in place and working as expected. 5) Support policy compliance and keep the state/federal ISO informed of security incidents. 6) Physical security of all MNJIS terminals; 7) Users receive initial security training and on-going security training as outlined in the FBI CJIS Security Policy.