Policy Text
Communications Page 1 of 4 4/03.1 (REV 10/93)
CRIMINAL JUSTICE INFORM ATION SYSTEM (CJIS)
The purpose of this order is to p rovide guidelines and procedur es when using the
Criminal Justice Information S ystem (CJIS). Only the formats us ed by the
Communications Center will be addressed in this order. I. Policy
Obtaining from or entering info rmation into this system will be for law
enforcement purposes only. At n o time will information be used for dissemination
to private citizens or for t he personal use of department emplo yees.
II. Security Maintenance
A. Passwords will be issued to a ll employees who will be operat ing the
Known Persons File (KPF) system. Thi s format is also used to mo nitor any
security violations by individuals using the system.
B. A six-letter password is i ssued to all persons required to u se the system.
The administrative supervisor will be responsible for issuing p asswords.
Four of the six letters will be of the employee’s choosing and the other two
will be issued at random by the system. The password will be kn own only
by the employee, and under no circ umstances will it be divulged to
anyone. If the employee forgets t he password, it shall be delet ed from the
system and re-entered. This can only be done by the administrat ive
supervisor. Employees may change their password by selecting th e PF10
screen from the main menu and follo wing the appropriate prompts .
1. Upon issuance of a password, the Use of Criminal Justice
Information form (Appendix A) must be read and signed by the
individual and the admin istrative supervisor.
C. Security violations are aut omatically flagged in the system when an
employee attempts to obtain una uthorized information. Attemptin g to enter
the system with a wrong password will create a security violati on, but not
against the employee. The system will automatically log off. Th is will also
occur if an attempt is made to obtain unauthorized information. The
attempt will place a violat ion against the employee.
Communications Page 2 of 4 4/03.1 (REV 10/93)
III. Automated Warrants a nd Records (Function PF2)
A. A PF2 key is used to obtain cr iminal history or warrant info rmation for
officers when:
1. Channel Two is inoperative or being used for a tactical oper ation
and no other channel is accessible to Records, or when the offi cer
is unable to make telephone contact with Records.
2. The computer terminal i n Records is inoperable.
B. This function also may be us ed to obtain limited information regarding
business employees, owners res ponding to alarm calls, etc., whe n the
information cannot be obtained from the fire department emergen cy
response list.
IV. California Law Enforcement T elecommunications System (CLETS )
A. CLETS is used to obtain driv er’s license or vehicle registra tion information.
It is also used to enter, update, o r cancel stolen, repossessed , or
impounded vehicles. The system also may be used to obtain infor mation
via CLETS Free Format when unabl e to access the CRT. Teletype
messages also are sent using this system.
B. The person inquiry screen (PF2) is used to obtain driver’s l icense
information when unable to access the CRT. It is also used to o btain out-
of-state driver’s license info rmation if the license number is available, and
to obtain wanted person informati on from the National Crime Inf ormation
Center (NCIC).
C. Non-person inquiry system (PF3) is used to obtain vehicle re gistration or
stolen vehicle information by eit her the vehicle’s license plat e number or
vehicle identification number ( VIN) when unable to access the C RT. It also
is used to obtain registration information for vehicles registe red in those
states available by vehic le license number or VIN.
D. Stolen vehicle modify/add scr een (PF5) is used to enter stol en, stored,
impounded, towed, or repossessed v ehicles into CLETS. Stolen li cense
plates and VIN plates also may be entered into CLETS. All modif ications
of vehicle entries, or recoveri ng or locating vehicle entries, also may be
done on this screen.
E. Automated stolen boat modify/ add screen (PF8) is primarily u sed for
entering, modifying, recovering , or locating boats within the C LETS stolen
boat system.
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F. Administrative messages screen (PF9) is used to send all tel etype
messages and printed copies of a ll messages sent from this syst em to the
printer. The printed copy shall be reviewed by the watch superv isor or
designee and the appropriate action shall be taken.
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USE OF CRIMINAL JUSTICE INFORMATION
As an employee of the Sacrament o Sheriff’s Department you will have access to
CONFIDENTIAL information regardi ng individuals. Misuse of such information (whether
disseminated to another person or for personal use; whether cri minal history, report
information or licensing/permit i nformation) adversely affects