Policy Text
University of California, San Francisco
Police Department General Orders
1
8.4 Records: Administration
8.4.15 Electronic Data Storage Systems (Issued : 7/18/18)
Vendors providing electronic data storage services to the UCSF PD shall be governed by the
terms of a signed, written agreement between the Department and the Vendor. The agreement
will provide for the following :
A. All data submitted to the Vendor for storage, whether uploaded by the Department or the
Vendor , shall remain the property of the UCSF Police Department.
B. The Vendor shall employ security measures that mee t or exceed the current industry
standard to protect Department data from unauthorized disclosure or use. This may
include current CJIS, FBI and DOJ standards.
C. The Vendor shall perform database backups sufficient to restore the database to normal
operating status at least weekly .
D. The Vendor will maintain copies the most re cent Department data backup at two or more
location s geographically distant from each other .
E. The Vendor will maintain redundant power, fire suppression and climate control systems ,
at the data storage facilities used to st ore Department database backups , to minimize
system downtime in the event of a natural or man -made emergency.
F. In the event of a facilities failure , tampering or other incident result ing in the loss of
Depa rtment data, the Vendor shall take all reasonable steps to restore site functionality
from the most recent, unaffected site back -up.
G. The Department will maintain full control over access to Department data stored on the
Vendor site.
H. Upon terminatio n of the service agreement , the Vendor will r etain all Department data for
at least 60 days and will, upon request, return to the Department a copy of all Department
data retained by the Vendor , either in its native format or in a common, computer -
delineat ed file.
I. The Vendor shall purge all data uploaded to the Department site upon receipt of a written
request signed by a pre -author ized UCSF PD representative and the Chief of Police . All
such requests must be in accordance with the UC Records Retention Policy .
J. Payment terms will be defined by the Finance Manager of the UCSF Police Department.