• ACJIS computers and printers are located in such a manner that only authorized personnel are able to read the monitor display and/or printed material. The Central Office Contracts Beds office shall be the only Contract Beds site authorized to have an ACJIS computer.
• Computers, printers and manuals are located/secured in areas in which only authorized personnel have access. Manuals shall be located near computers and printers for operator use.
• All changes regarding the equipment connected to the ACJIS network are coordinated with the Control Terminal Agency, through the System Security Officer.
• Protection against unauthorized access is provided by appointing an ACJIS Liaison and ensuring that employees with access to the ACJIS network information, whether directly or indirectly, are identified on an authorization list submitted to the Control Terminal Agency, through the System Security Officer.

121.01    SYSTEM SECURITY OFFICER - A staff member who ensures that the Department’s staff accessing the ACJIS network are in compliance with all applicable laws, rules and regulations governing use of that information. The System Security Officer (SSO) shall acts as liaison between the user agency and the Control Terminal Agency (CTA). All requests regarding the ACJIS/NCIC system shall be coordinated through the SSO. The SSO shall:

1.1    Monitor system usage.

1.2    Enforce system discipline.

1.3    Ensure that ACJIS operating procedures are followed.

1.4    Serve as a central point within the Arizona Department of Corrections (Department) for:

1.4.11    Receiving Monthly Statistical Reports from the CTA, and routing them to the appropriate ACJIS Liaison for review.

121.02    ACJIS LIAISONS - Shall:

1.1    Prepare and forward a record of authorized Criminal Justice Practitioners and ACJIS Operators to the SSO.

1.2    Notify the SSO of changes in personnel as they occur.

1.3    Coordinate the training of prospective Criminal Justice Practitioners and ACJIS Operators.

1.4    Ensure that staff requesting authorization as a Criminal Justice Practitioner or ACJIS Operator completes a Request for Access to ACJIS, Form 121-5, and submit the form to the SSO. The liaison shall keep a copy of all requests.

1.5    Ensure that staff requesting authorization as a Criminal Justice Practitioner or ACJIS Operator view the "ACJIS Overview" video and this Department Order, and sign and date the Video and Department Order Viewing Log. The logs shall be kept on file for six-month periods coinciding with the required semi-annual report. Report periods are set by the CTA and are May 1 to October 31 and November 1 to April 30. The logs shall be forwarded to the SSO with the semi-annual report.

1.6    Coordinate and schedule the ACJIS training with the CTA through the SSO.

1.7    Coordinate and administer the ACJIS Operator certification test for personnel within six months from the date the of applicant's assignment to ACJIS-related duties.

1.8    Recertify ACJIS Operators within 30 days of their certification expiration date.

1.9    Maintain copies of ACJIS Operator certificates for audit purposes.

1.10    Ensure that ACJIS manuals and/or publications are updated.

1.11    Share new/updated information with all ACJIS Operators as it is received from the SSO.

1.12    Monitor ACJIS usage by reviewing the Monthly Statistical Reports.

1.13    Enforce system discipline.

121.03    ACJIS OPERATOR CERTIFICATION

1.1    An employee requesting ACJIS Operator Certification shall:

1.1.1    Have a bona fide job-related need for certification.

1.1.2    Submit a "Request for Access to ACJIS" through their chain of command to the appropriate ACJIS Liaison.

1.1.3    View the "ACJIS Overview" video and read this Department Order.

1.1.4    Sign and date the "Video and Department Order Viewing Log".

1.2    ACJIS Operator certifications are divided into the following four levels:

1.2.1    Level A - The certification test consists of 50 questions. Maximum testing time is two hours. This level is for Operators that enter records into ACJIS, as well as modify, clear, cancel and/or locate records. These operators also interpret responses. Level A certification is limited to the SSO, personnel assigned to the Central Office Communications Center and staff in the Fugitive Services Sex Offender Coordination Unit.

1.2.2    Level B - The certification test consists of 25 questions. Maximum testing time is one hour. This level is for Operators who inquire into the ACJIS network and interpret responses. These individuals do not enter or update records.

1.2.3    Level C - Not applicable for the Department. This level is for operators who use Mobile Digital Computers (MCD) only.

1.2.4    Level D - This certification test consists of ten questions. Maximum testing time is one hour. This level is for agency Information Technology personnel who work with the ACJIS interface system.

1.3    The SSO shall, before approving the request, contact Background Investigations and request a current NCIC/ACIC background check be conducted and ensure that a fingerprint card has been submitted to the DPS. The SSO shall notify the CTA, in writing, of any record located.

1.3.1    If a record of any kind is found, deny access pending review of the record in coordination with the CTA.

1.3.2    If the SSO and/or the CTA determine that access is not in the public interest, such access shall be denied and the requesting authority shall be notified, in writing, of the denial.

1.4    If approved, the ACJIS Operator shall be assigned a certification number by the CTA, through the SSO. ACJIS Operators shall:

1.4.1    Train at least one month, and no more than six months, during which time they routinely perform ACJIS operations with supervisory monitoring.

1.4.2    Complete certification within six months from the date of assignment to ACJIS-related duties.

1.5    ACJIS Operator tests shall be administered as an "open book" manner allowing Operators to refer to the ACJIS Operating Manual during the test. Tests shall be administered on an individual basis only. Group testing or polling of answers is prohibited.

1.6    A certification number is the property of the ACJIS Operator. Operators are expected to know their number. Certification numbers remain on file with the CTA, and are not reassigned.

1.7    Certifications are valid for two years from the date of issue. Re-certification is required within 30 days prior to the date an Operator’s certification expires.

1.7.1    Operators who fail the re-certification test shall receive additional training by the ACJIS Liaison and/or the SSO and shall retest within 30 days.

1.7.2    Operators whose certification has expired are not authorized to operate ACJIS computers.

1.7.3    Operators who do not wish to recertify shall notify the SSO, through their ACJIS Liaison, prior to their certification expiration date. The assigned certification number shall be placed into inactive status by the CTA.

1.8    If a certification or re-certification date is not met and an extension of the date is needed, the SSO shall submit a written request, to include a reason that the extension is needed, to the CTA.

1.9    Operators transferring to a different position in the Department and who wish to retain their certification shall contact the gaining ACJIS Liaison.

1.9.1    Only when the transfer is into a position requiring ACJIS terminal access shall the Operator be allowed to maintain certification.

1.9.2    The gaining ACJIS Liaison shall forward a new Request for Access to ACJIS to the SSO.

1.10    An Operator, who has transferred into a position that requires that they view ACJIS information without having to have access to an ACJIS computer, shall become a Criminal Justice Practitioner rather than an operator. The employee shall contact the gaining ACJIS Liaison, who shall notify the SSO.

1.10.1    The gaining ACJIS Liaison shall forward a new Request for Access to ACJIS to the SSO indicating a change of status.

1.10.2    The Operator certification number shall be placed in inactive status by the CTA.

1.11    ACJIS Operators who have been placed on inactive status shall contact the ACJIS Liaison to request authorization to return to active status.

1.11.1    Operators who request to be placed on active status are not required to retest or recertify unless the certification has expired or the level of certification is higher than the previous level held.

1.11.2    The ACJIS Liaison shall notify the SSO when an Operator is returned to active status.

1.12    Operators who:

1.12.1    Request to upgrade the certification level shall take the written exam for the desired level.

1.12.2    Request to downgrade the certification level do not need to take an additional exam, but shall notify the SSO, through their ACJIS Liaison, of their intention.

1.13    Operators who change their name shall submit an updated Request for Access to ACJIS to the SSO, through their ACJIS Liaison.

121.05    DOCUMENTATION - ACJIS sites are audited biannually by the CTA. Audit procedures are designed to assist in maintaining complete and accurate records and ensure that dissemination of information is made only to authorized individuals.

1.1    ACJIS information shall be reviewed to determine a positive or negative response to the inquiry.

1.1.1    A negative response shall not be relied upon as an indication that the person or property inquired upon is not wanted, missing or stolen, or that no criminal history record information exists.

1.1.2    The receiving party shall use neither a positive or negative response as the sole basis for decision-making.

1.2    Name-only searches not supported by positive identification (fingerprints) may fail to result in the discovery of relevant records about the subject. When reasonable doubt exists as to whether information obtained from the ACJIS network is the correct subject, a fingerprint card shall be submitted to Background Investigations, or the SSO, with a Criminal History Information Request for technical comparison.

1.3    An individual shall be presumed not guilty of any charge/arrest for which there is no final disposition stated on the record or otherwise determined.

1.3    Background Investigations shall process all background investigations of prospective employees, volunteers and contractors of the Department as outlined in Department Orders #204, Volunteer Services, #205, Contractor Security, and #602, Background Investigations.

1.4    Department of Transportation, Motor Vehicle Division files are accessible from the ACJIS network. Use of vehicle registration or drivers license information obtained from the ACJIS network is limited to law enforcement, criminal justice, or Motor Vehicle Division purposes only. Curiosity inquiries are forbidden.

1.1    Computer misuse or fraudulent use may subject a violator to the penalties outlined in Title 18, U.S. Code, Crimes and Criminal Procedure, and A.R.S. 13-2316.

1.2    The data stored in the ACJIS/NCIC computer system is documented criminal justice information and shall be protected to ensure correct, legal and efficient dissemination and use. The data stored is confidential and shall be treated accordingly. Any unauthorized request and/or receipt of ACJIS/NCIC material may result in criminal proceedings.

1.2.1    Staff shall report suspected violations of this Department Order, ACJIS rules or regulations, or misuse of the ACJIS network to the SSO, who shall attempt to determine whether a violation or misuse has occurred.

1.2.2    An employee who is not authorized/approved shall not have direct or indirect access, to information obtained from the ACJIS network.

1.3    The SSO shall provide assistance to any Warden or Bureau Administrator in any follow-up investigation into allegations of misuse and receive a copy of final reports on any such follow-up or investigation for the purpose of follow-up with the CTA and/or the Federal Bureau of Investigations NCIC audit team.

ACCESS - The National Crime Information Center (NCIC) Advisory Policy Board defines two types of access:

• Direct - Terminal access and dissemination within an agency.
• Indirect - Non-terminal access outside of an agency that has direct access.

ACJIS LIAISON - A staff member at each ACJIS site and each authorized work area, designated by the Deputy Director, Division Directors, Warden, Bureau Administrator or the Contact Beds Operations Director, acting as the liaison between the work area and the SSO.

ARIZONA CRIME INFORMATION CENTER - The Arizona counterpart of NCIC, available for entries and inquiries through the ACJIS network. The common acronym is ACIC. Most ACIC and NCIC files are totally independent.

ARIZONA CRIMINAL JUSTICE INFORMATION SYSTEM - A computerized network maintained by the Arizona Department of Public Safety (DPS) that is available to authorized local, state and federal criminal justice agencies. The ACJIS network is connected to two national computer networks, the National Law Enforcement Telecommunications System (NLETS) and the NCIC. ACJIS is available on a 24 hours per day, seven days per week basis.

ARIZONA LAW ENFORCEMENT TELECOMMUNICATIONS SYSTEM - A telecommunications system that provides for the exchange of criminal justice information between terminals within the State of Arizona. The common acronym is ALETS.

CRIMINAL JUSTICE INFORMATION - Information collected by criminal justice agencies that is needed for the performance of their legally authorized, required function. This includes persons (wanted, missing, unidentified), stolen property, criminal history record information, information compiled in the course of investigations of crimes that are known or believed on reasonable grounds to have occurred, including information on identifiable persons, and information on identifiable persons compiled in an effort to anticipate, prevent or monitor possible criminal activity.

A.R.S. 13-2316, Computer Fraud, Classification.

A.R.S. 41-1750, Criminal Identification Section.

A.R.S. 41-2201 et. seq., Arizona Criminal Justice Information System.

28 C.F.R. 20.1 et. seq., Security and Privacy Regulations, Criminal Justice Information Systems.

18 U.S.C. 1030, Fraud and Related Activity in Connection with Computers