Policy Text
Roll Call Training Bulletin
Produced by: Lt. Greg Galliano, PSU Daniel Hahn, Chief of Police
Prepared by: Sgt. Clayton Buchanan, PSU Volume 96
California Law Enforcement Telecommunications System
(CLETS)
4-28-21
BACKGROUND
Every person has a right to privacy and their privacy should be safeguarded by all Sacramento Police
Department employees. Employees with access to personal information should be aware that all private
information collected by the Sacramento Police Department is for official business only . Simply because an
employee has access to the information , does not grant the employee the right to access that information
unnecessarily. Employees must be able to articulate both their “right to know” and the ir “need to know” the
information they are seeking.
CLETS stands for the California Law Enforcement Telecommunications System. This system provides law
enforcement and criminal justice agencies with access to a variety of databases t hat contain such data as a
person’s criminal history, criminal record, and driving record information. A Department employee using this
system can access the following databases:
• International Justice and Public Safety Network (NLETS)
• Criminal Justice Inf ormation System (CJIS)
• National Crime Information Center (NCIC)
• Department of Motor Vehicle Records
Criminal Offender Record Information , or “CORI ,” can be accessed via CLETS. CORI are records and
data that are compiled to help identify criminal offenders and to maintain a summary of a person’s
date of birth and social security number, as well as information relating to arrests, pretrial
proceedings, criminal charges, sentencing information, incarcerations, parole and or probation
information, and rehabilitation programs. Department employees must be able to articulate the “right
to know” and the “need to know” when accessing CORI.
REQUIRED INFORMATION
When conducting any Automated Criminal History System (ACHS) inquiries via CLETS all Department
employees need to clearly establish their need/right to know. Simply putting your name is not enough, the
recommendation is always to enter the call number or report number. The following are required for all ACHS
inquiries:
• Authorized purpose
• Operator ID
• Requestor ID if different than operator
• Right to know
Roll Call Training Bulletin
Produced by: Lt. Greg Galliano, PSU Daniel Hahn, Chief of Police
Prepared by: Sgt. Clayton Buchanan, PSU Volume 96
MISUSE of CLETS
The misuse of CLETS not only violates department polic y, it also violates the law. Examples of misuse of the
system may include:
• Using the system to gain information regarding a family member, friend, or former significant other or
spouse
• Obtain ing home address or vehicle registration information for personal gain
• Looking for personal information on high -profile individuals
• Looking up any CLETS/CORI for personal gain
• Looking up information for another Department employee without verifying the “right to know ” and
“need to know”
• Looking up out of County information when no action is required by the City of Sacramento or the
Department. This information should be gathered by the local jurisdiction , which would respond if
needed .
• Allowing a non CLETS user the ability to see inquiries via paper, computer screen , or other media.
SUMMARY
Access ing CLETS data is a requirement of our profession and safeguarding the information we access must
be a priority. Access to the system is monitored, and both the Department and the Department of Justice ha ve
the ability to audit all inquiries into the system . The misuse o f CLETS could result in loss of employment,
criminal prosecution, and civil liability. When accessing CLETS it is the responsibility of the person that is
inputting the data to ensur e that information is for “Official Business Only ”. There is never a justi fication for a
Department employee to access any of the databases for personal gain .