doc_1835972

WINDERMERE POLICE DEPARTMENT GENERAL ORDER This order consists of the following: 1. Purpose 2. Policy 3. Definitions 4. Procedures 1. Purpose The purpose of this policy is to develop, disseminate, and maintain formal, documented procedures to facilitate the implementation of the CJIS Security Policy. The policies and procedures shall be consistent with applicable laws, executive orders, directives, policies, regulations, standards, and guidance. 2. Policy It shall be the policy of the Windermere Police Department that all members utilizing computers, cell phones, and other technologies do so in a manner that maximizes productivity and efficiency, and limit s the risks of improper use or malicious attack. 3. Defini tions A. CSP = FBI CJIS Security Policy B. CJIS = Criminal Justice Information Systems C. CJI = FBI and State Criminal Justice Information (FCIC/NCIC) D. TAC = Local Terminal Agency Coordinator E. FAC = FCIC Agency Coordinator F. CAC = CJIS Agency Coordinator G. LASO = Local Agency Security Officer Effective Date: November 14, 202 5  Rescinds  Amends 17.3 (October 1, 2025) Number: 17.3 SUBJECT : CJIS Security Print Date: 11/14/25 Distribution: All Personnel Review Month : August 17.3 , Page 2 H. CSO = Manager of Support Services I. CSA = FDLE J. CSA ISO = IT K. SIB = FDLE L. SIB Chief = Manager of Support Services M. IT = Town of Windermere Police Department designated IT Vendor 4. Procedures A. Personally Identifiable Information (PII) 1. Personally Identifiable Information (PII) is information which can be used to distinguish or trace an individual 's identity, such as name, social security number, or biometric records, alone or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, or mother 's maiden name. Any FBI CJIS provided data maintained by an agency, inc luding but not limited to, education, financial transactions, medical history, and criminal or employment history may include PII. A criminal history record for example inherently contains PII as would an N -DEx case file. PII shall be extracted from CJI fo r official law enforcement purposes only. 2. All electronic files that contain PII will reside within the Windermere PD 's physically secure location. All physical files that contain PII will reside within a locked file cabinet or room when not being activ ely viewed or modified. PII is not to be downloaded to workstations or mobile devices that are outside the protection of the Windermere PD. PII will also not be sent through any form of insecure electronic communications as significant security risks emerg e when PII is transferred from a secure location to a less secure location or is disposed of improperly. When disposing of PII the physical or electronic file should be shredded or securely deleted. All disposal of PII will be done by authorized personnel of the Windermere PD. B. Secondary Dissemination / Information Exchange 1. Criminal History Record Information (CHRI) is restricted data. The Windermere PD will put forth formal agreements with other agencies prior to exchanging criminal justice informat ion as well and the use of the secondary dissemination. Due to its sensitive nature, additional controls are required for the access, use and dissemination of CHRI. This data 17.3 , Page 3 includes rap sheets and information from the Interstate Identification Index (III) and Hot Files. CHRI is disseminated only as a part of the user's criminal justice duties on a need to know, right to know basis. Voice transmission of CHRI should be limited, and details should only be given over a radio or cell phone when an officer's s afety is in danger or the officer determines that there is a danger to the public. A facsimile machine may be used to send CHRI providing both the sending and receiving agencies have an ORI and are authorized to receive criminal history information. 2. CHRI is constantly changing and should only be kept until a case file is closed, the record is superseded, obsolete or the administrative value is lost. When destroying physical CHRI, it must be disposed of in a secure manner by shredding. Documents that hav e not lost their value and are still being kept for investigative purposes must be kept in a manner to prevent unauthorized or unintended access. Information from the criminal history system should not be kept in personnel files or in a closed case file be cause those files may become public record. 3. CHRI may be disseminated to other authorized criminal justice agencies. When the person requesting and/or in the possession of the criminal history shares any part of that information with another criminal jus tice professional outside of their Agency, physically or verbally, that action is considered secondary dissemination. Any user that shares criminal history information with a member of another law enforcement/criminal justice agency must maintain a seconda ry dissemination log. Unauthorized requests, receipt, or release of FCIC/NCIC material could result in criminal proceedings. a. The Secondary Dissemination Log must include the following information: 1. The date the criminal history was released 2. The name of the subject of the criminal history