STATE OF MINNESOTA DEPARTMENT OF PUBLIC SAFETY

STATE OF MINNESOTA DEPARTMENT OF PUBLIC SAFETY BUREAU OF CRIMINAL APPREHENSION Integrated Search Services Desktop Service Description (ISS v6 Desktop...
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STATE OF MINNESOTA DEPARTMENT OF PUBLIC SAFETY BUREAU OF CRIMINAL APPREHENSION

Integrated Search Services Desktop Service Description (ISS v6 Desktop ) Published On: Service Release Version#: Prepared By: Bureau of Criminal Apprehension Minnesota Justice Information Services 1430 Maryland Avenue East St. Paul, Minnesota 55106

SERVICE SUMMARY Service Name Service Visibility Service Description Accessibility

Status

Public

Restricted

Integrated Search Services Desktop allows approved consumers to access, search, and retrieve the criminal justice information simultaneously from a variety of systems in criminal justice and government agencies, such as DVS, BCA, DOC and the Courts. Below is a list of the types of agencies that can use Integrated Search Services Desktop when the necessary agency agreements are in place: Corrections/Probations Courts Human Services Law Enforcement Prosecutors Public Defenders Access to this system is made based on an agency’s statutory authority to access data over the CJDN. Planned

Available

Document Revision History Date 04/10/2012

Version 1.0

Description Initial Document

Author BCA MNJIS

Table of Contents COMMUNICATIONS NETWORK REQUIREMENTS .....................................................................................3 SERVICE OVERVIEW ..............................................................................................................................................3 SERVICE CONSUMERS AND ACCESS RIGHTS ............................................................................................. 4 POLICIES ....................................................................................................................................................................4 SERVICE-RELATED STATUTES AND RULES..................................................................................................5 RULES ........................................................................................................................................................................5 STATUTES ..................................................................................................................................................................5 TRAINING AND CERTIFICATION REQUIREMENTS...................................................................................6 AUDITING REQUIREMENTS ............................................................................................................................... 6

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Communications Network Requirements Before any access to data available through the Minnesota Bureau of Criminal Apprehension (BCA) can be provided, a user needs to establish a secure connection. The Criminal Justice Data Communications Network (CJDN) is used to send and receive data accessed through the BCA. User and BCA compliance with technical requirements makes the CJDN secure. The CJDN connects authorized users to a variety of databases and tools as described below and in other service descriptions. A criminal justice agency is defined as a state or local agency charged with the detection, enforcement, prosecution, adjudication or incarceration of criminal or traffic laws of the State of Minnesota. (See Minn. Stat. section 299C.46, subd. 2.) Criminal justice agencies must use the CJDN “. . .in connection with the performance of duties required by law.” (See Minn. Stat. section 299.46, subd. 3(a)(1)) A noncriminal justice agency is defined as a state or local agency charged with performing checks of state databases accessed through the CJDN. The law must require that the checks be done prior to granting licenses or providing benefits. (See Minn. Stat. section 299C.46, subd. 2a.) Other authorized users are: agencies investigating federal security clearances of federal employees with duties related to national security agencies who need access to provide for protection of the public or property in an emergency or disaster situation the public authority responsible for child support enforcement in connection with the performance of those duties the public defender, as provided in section 611.272 (limits the systems accessible) a county attorney or the attorney general to determine whether a petition should be filed to civilly commit an individual as a sexual psychopathic personality or a sexually dangerous person. There is a charge to install the connections to the network as well as monthly access and maintenance charges. A device like a key fob can be used as an alternate means of connecting to the CJDN. There are charges for the fob as well. (See Minnesota Statutes, sections 299C.46 and 299C.48.) State and local agencies with existing CJDN connections will continue to pay the same charges as they currently do. The BCA will work with new customers to determine how the connection to the CJDN can be made and what the costs for that access will be.

Service Overview Integrated Search Services Desktop is an online tool which allows approved users to access, search, and retrieve the following criminal justice information simultaneously: Driver’s License and driving record information from Driver and Vehicle Services (DVS) DVS vehicle and registered owner information Criminal history information, and MN Hot Files (Gang File, Predatory Offender File, Keeping Our Police Safe [KOPS] File, Wanted Person Files, and MNJIS Protection Order File), and NCIC files (Wanted Person files, Missing Person files, Protection Order files, Foreign Fugitive files, US

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Secret Service Protection files, Gang files, Immigration Violators files, Connected Sexual Offender files, Convicted Person on Supervised Release files) via LEMS Court records from the Court’s Minnesota Court Information System (MNCIS) Arrest photos from the Minnesota Repository of Arrest Photographs system Predatory offender registration (POR) information from the POR system Jail, prison, and supervision information from Department of Correction’s statewide supervision system. Incident data from Minnesota law enforcement agencies for investigation and case preparation purposes from Comprehensive Incident-Based Reporting System (CIBRS) The following is a list of real world effects of using this system: Allows approved consumers to search multiple criminal justice repositories simultaneously. Provides simplified access to criminal justice information residing in separate systems and databases to approved consumers. Criminal justice information integration allows users a single access to information across multiple agencies and systems, so information in driving records, police hot files, court records, special crime registries, and corrections records can be accessed in a single search. This is possible through diligent management and maintenance of these systems. Sometimes, a system in this integrated network is unavailable and will not be able to include its results in the search at that specific time. Users need to be aware of these situations, and realize that results can vary for this reason. Integrated Search Services Desktop (ISS Desktop) is primarily used as an investigative tool, especially for work specific activities performed by criminal justice professionals that benefit from easy access to records contained in multiple systems. ISS Desktop accesses information that can be used to confirm an individual’s identity, research their criminal history, understand the contact they have had with the criminal justice system, and verify their current status (i.e. in prison, on probation, etc.). Using ISS Desktop involves providing some search criteria about a person or vehicle and selecting a number of systems you wish to have searched. The systems vary in the search criteria they allow you to use and, based on your user role, the data that will be returned. The system then provides a list of candidate subjects. After you choose a subject, the system returns what it knows about them from the systems you selected as restricted by your user role. After you register for ISS Desktop, you will get access to a comprehensive ISS User Guide, which will give you more details.

Service Consumers and Access Rights ISS Desktop must be requested on an individual user basis. Access is granted to those underlying repositories the user is authorized to access.

Policies Acceptable Use Policy

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Service-Related Statutes and Rules Rules There are no specific rules applicable to this service.

Statutes Minn. Stat. §13.82, subd. 19 classifies data in a warrant index as confidential until the individual is served with the warrant or appears in court. Minn. Stat. § 13.87, subd. 1 classifies criminal history data from the BCA (includes photos from MRAP) as private data. Minn. Stat. §168.346 classifies data about motor vehicle registration as private. Minn. Stat. § 171.07, subdivision 1a establishes and limits access to and use of driver photos from DVS. Minn. Stat. § 171.12, subdivision 7(d) classifies driver license data as private and provides a method a driver may use to restrict access to the individual’s home address. Minn. Stat. §299C.091, subd. 3 classifies data in the criminal gang investigative data system (gang pointer file) as confidential. Minn. Stat. §299C.093 classifies data in the predatory offender registration system as private data and limits who can have access. Minn. Stat. §299C.46, subd. 6 classifies data from domestic abuse no contact orders (DANCOs) and Orders for Protection (OFPs) as private data on individuals. Keep Our Police Safe (KOPS) data are private data based on a security information declaration under section 13.37 that is dated March 1, 2011. Driver’s Privacy Protection Act, 18 U.S.C. §2721 also controls access to and use of driver and motor vehicle registration information.

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Training and Certification Requirements There are no separate training or certification requirements for this system. Individual users must meet FBI and/or MNJIS training and certification requirements for the underlying transactions to the source systems.

Auditing Requirements No service-specific auditing requirements currently exist for this service. Information obtained through this service may be confidential criminal justice data. Service consuming agencies must ensure the continuing security and appropriate use of information obtained throughout this service.

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