Policy Text
CATEGORY DATE ADOPTED LAST REVIEW
2 01/24/2011 10/18/2022
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
SS522 - California Law Enforcement Telecommunications System (CLETS) 1 SS522 CALIFORNIA LAW ENFORCEMENT
TELECOMMUNICATIONS SYSTEM ( CLETS)
SS522.1 PURPOSE AND SCOPE
The purpose of this proc edure is to describe the criteria for accessing CLETS.
SS522.1.2 ACCREDITATION STANDARDS
This p rocedure pertains to the following CALEA Standards: 81.2.8 , 81.2.9, 82.1.7, 82.3.6
This p rocedure pertains to the following General Order(s): §215
SS522 .2 PROGRAM
The California Law Enforcement Telecommunications System ( CLETS ) is an efficient law
enforcement communications network available to all public agencies of law enforcement within
the state. The system will provide all law enforcement and criminal justice user agencies with the
capabilit y of obtaining information directly from federal and state computerized information files.
Each CLETS subscribing agency must designate an Agency CLETS Coordinator (ACC) who
serves as the coordinator with the California Department of Justice (DOJ) on matters pertaining
to the use of CLETS, the Federal Bureau of Investigation’s (FBI) National Crime Information
Center (NCIC), the National Law Enforcement Telecommunications System (NLETS) , and the CA
DOJ criminal justice databases and administrative n etwork that CLETS accesses. The ACC will
be responsible for ensuring compliance with the CA DOJ/FBI policies and regulations including
validation requirements, as well as facilitate the exchange of the CLETS administrative
information between the CA DOJ an d the ACC’s agency. The Records Supervisor is this
department ’s designated ACC.
SS522 .3 CLETS ACCESS REQUIREMENTS
CLETS access is permitted only from an agency -approved device. Reasonable measures shall
be taken to place terminals and equipment in an ar ea with adequate physical security to provide
protection from vandalism or sabotage and to preclude public view. This includes unauthorized
viewing or access to computer terminals, access devices or stored/printed data at all times.
All persons, includin g non -criminal justice, volunteer personnel and private vendor technical or
maintenance personnel with physical access to the CLETS equipment, information from the
CLETS or to criminal offender record information, are required to undergo a background and
fingerprint -based criminal offender record information search. Pursuant to the FBI’s CJIS Security
Policy section 4.5, if the fingerprint -based criminal offender record information search reveals a
felony conviction of any kind, CLETS/NCIC access shall not be granted. If it is revealed that the
CATEGORY DATE ADOPTED LAST REVIEW
2 01/24/2011 10/18/2022
TUSTIN POLICE DEPARTMENT
STANDARD OPERATING PROCEDURES
SS522 - California Law Enforcement Telecommunications System (CLETS) 2 person appears to be a fugitive or has an arrest history without conviction for a felony, the agency
head or his/her designee will review the matter and decide if CLETS access is appropriate.
CLETS access can be achieved via the department’s records management system or Orange
County’s Enhanced Law Enforcement Telecommunications Emulator (ELETE). User names and
passwords are assigned by the department ’s administrator of each system.
The police department is equipped with keypad access controls and has 24/7 camera
surveillance. Employees are assigned computers and required to keep them secured and
protected at all times.
The following steps should be taken to ensure the protection of criminal justice information:
a) Keypad access control
b) Information handling, protection and destruction
c) Encryption
d) Password
e) Physical and environmental security privacy
f) Securing visible sensitive and confidential information
g) Training personnel on the restrictive privil eges of CLETS information access and the need
for it in the performance of authorized tasks
SS522 .4 CLETS USERS DEFINED
FULL ACCESS OPERATORS (FAO) – Any operator who has a CLETS User ID and password
and makes inquiries into the systems and/or performs update functions. Within six months of
appointment FAO must be trained in the operations, policies and regulations and must complete
the appropriate CLETS/NCIC Telecommunications Proficiency Examination published by CA
DOJ. Biennially, completion of a curr ent FAO Proficiency Exam with a passing score of at least
70% and completion of the Employee/Volunteer Statement For m, and a y early completion of
Department of Motor Vehicles Confidentiality Statement Form .
LESS THAN FULL ACCESS OPERATORS (LTFAO) – Any operator who has a CLETS User ID
and password and make inquiries into the systems. LTFAO do not perform update functions.
Within six months of appointment LTFAO must be trained in the operations, policies and
regulations and must complete the appropriate C LETS/NCIC Telecommunications Proficiency
Examination published by CA DOJ. Biennially, completion of a current LTFAO Proficiency Exam
with a passing score of at least 70% and completion of the Employee/Volunteer Statement Form ,
and a yearly completion of De partment of Motor Vehicles Confidentiality Statement Form .
PRACTITIONERS – Any person who has access to information from C