Terminal Agency Coordinator Manual - North …

1 Terminal Agency Coordinator Manual Administrative Services Division Criminal Information and Identification Section Law enforcement /Criminal Justice Use Only Rev. April 15, 2016 . TABLE OF CONTENTS. Outline Introduction 6. Function of the SBI/DCIN. Legislative Authority 7. Sections of CIIS 7. Computerized Capabilities 10. Standards and Agreements Eligibility for DCIN Access 11. Legal Agreements 12. TAC Responsibilities TAC Administrative Duties 15. Dissemination of Information 24. System Security Access, Use, and Dissemination 26. Training Coordinator 29. Audit Coordinator 33. NCIC and DCIN File Transactions Record Retention 34. Documentation Required 34. Second Party Checks 34. Hit Confirmations 34. Validation Requirements 36. Unsolicited Messages 39. CCH Files Restricted Access 41. Operator's Responsibility 45. Documentation Required 45. Audits Compliance Unit Responsibilities 47. Biennial Audits 47. Off Cycle Audits 48. TAC's Responsibility 48.

2 Audit Results 49. Special Requests DCIN/NCIC Special Requests 50. NC DMV Special Requests 51. Out of State Help Information 52. Information and Assistance SEND and Functional Message Integrity 52. Operator Sign-In/Sign-Out 53. DMV Files (Access, Use and Dissemination) 53. Customer Support Center (CSC) 56. Notices 56. System Definitions 57. Forms Section TAC Notification Form 60. Law enforcement /Criminal Justice Use Only 1 Revised 04/15/ 2016 . TAC Responsibilities Document 61. DCIN Questions or Problems Notice 2012-00007 63. Agency Information Change Form 65. Example of Defense Attorney Access Form 66. Sample Driver's History Log 67. Sample Offline Search Request Form 68. Housing Authority Access Form 70. Criminal History Record Information Form DSS Request 73. CJIS Security Addendum 74. Sample Management Control Agreement 75. Independent Exercises 77. Reference 78. Appendix A-1 Password Requirements 80. A-2 Housing Authority Access Information 82.

3 A-3 Department of Social Services (DSS) Access Information 83. A-4 District Training Specialist Map 84. A-5 Security Awareness Training Log 85. Law enforcement /Criminal Justice Use Only 2 Revised 04/15/ 2016 . Title: Terminal Agency Coordinator Training Purpose: To present TAC's an overview of: - TAC Responsibilities - Certification Issues - Access to DCIN/NCIC Records - Regulations Regarding Documentation Training At the end of this instruction, TAC's will be able to achieve the Objectives: following objectives: 1. Identify the sections and duties of the SBI/CIIS. 2. Identify the responsibilities that are used to comply with DCIN/NCIC policies and procedures. 3. Explain the procedures that must be followed when there is a change in an Agency head. 4. Explain the procedures that must be followed when there is a change in an Agency head for an Agency which you provide DCIN. access. 5. Explain DCIN's policy on System Security. 6. Explain the procedures that must be followed when performing a background check on a new user.

4 7. Explain the Audit process. Hours: Two (2). Instructional Lecture/Discussion Method: Training Aids: Computer Slide Projector Computer Slideshow Student Outline/Workbook Omnixx Console and Trainer Manual Security and Privacy Manuals Security Awareness Training Administrative Code Title 14B Chapter 18. CJIS Security Policy Revised By: Patricia Viverette District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: April 15, 2016 . Revised By: Jeannie McBride District Training Specialist Training Unit SBI Criminal Information and Identification Section March 12, 2015. Revised By: Patricia Viverette District Training Specialist Training Unit SBI Criminal Information and Identification Section Law enforcement /Criminal Justice Use Only 3 Revised 04/15/ 2016 . Revised Date: March 10, 2015. Revised By: Patricia Viverette District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: April 25, 2013.

5 Revised By: Patricia Viverette District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: March 6, 2013. Revised By: Jeannie McBride District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: April 11, 2011. Revised By: Patricia Viverette District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: March 23, 2011. Revised By: Jeannie McBride District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: March 07, 2011. Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: October 30, 2009. Law enforcement /Criminal Justice Use Only 4 Revised 04/15/ 2016 . Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: May 2008.

6 Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: July 2008. Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: February 2007. Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: March 2004. Revised By: Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: August 2002. Revised By: Patricia S. Burleson and Julie S. Kidd District Training Specialist Training Unit SBI Criminal Information and Identification Section Revised Date: December 1999. Law enforcement /Criminal Justice Use Only 5 Revised 04/15/ 2016 . I. Introduction A. Purpose The purpose of this Manual is to assist the individual within a Terminal Agency who has been assigned as a Terminal Agency Coordinator (TAC).

7 This Manual contains an overview of the responsibilities of this individual, but is not to be considered a comprehensive guide to fulfilling those duties. References have been made to the Administrative Procedures (NCAC) and other resources where more current or complete information can be located. B. What is a Terminal Agency Coordinator (TAC)? Terminal Agency Coordinator is an individual designated by the Agency head to act as a liaison between the Agency and the CIIS staff as required by the Federal Bureau of Investigation. The person assigned to this position is to ensure compliance with state and national regulations pertaining to the use of the criminal justice computer system - (DCIN and the systems it accesses). Each Agency having access to DCIN/NCIC must appoint a Primary TAC and may appoint an Assistant TAC (ATAC). From this point forward, either appointment shall be referred to as TAC. 1. The TAC should be an individual in the management structure of the Agency who has sufficient authority to implement procedures and policies and who is authorized to cross Agency section/unit boundaries.

8 2. The TAC should be knowledgeable of State, NCIC, and Nlets policies and procedures. 3. The TAC should be someone who can be allowed adequate time and attention to performing the functions of the position and who is authorized to enforce regulatory compliance within the Agency . C. Minimum Requirements for TAC Appointment 1. Certified in a minimum of Module 1 General Inquiries. a) Should be familiar with all DCIN modules utilized by their department. 2. Participate in the TAC Indoctrination training provided by the SBI. D. TAC Responsibilities Include: 1. Administrative Duties 2. Dissemination of Information 3. System Security Law enforcement /Criminal Justice Use Only 6 Revised 04/15/ 2016 . 4. NCIC and DCIN Records Compliance 5. Training Coordinator 6. Audit Coordinator NOTE: These areas will be discussed in section IV of this Manual . II. Function of the SBI/DCIN. A. Legislative Authority 1. By the authority of NCGS 143B-902 through 143B-905, the Division of Criminal Information (formerly PIN) was established in 1969 to provide for the collection, storage and dissemination of information that will assist criminal justice and law enforcement agencies in the performance of their duties.

9 2. These General Statutes gave the Attorney General the authority to adopt rules and regulations governing the types of information relating to the administration of criminal justice to be entered into the system, and who shall have access to such information. 3. These rules, hereafter referred to as Administrative Procedures, are located in the North Carolina Administrative Code, Title 14B, Subchapter 18. A copy of these Administrative Procedures is located in Omnixx Force/Links/Compliance/NCAC Reference. B. Sections of CIIS. 1. ADMINISTRATIVE. The Administrative section of CIIS supports the business needs by maintaining certification files, the distribution of mail, adoption and amendments to the rules under the Administrative Procedure Act for the Criminal Information and Identification Section. This section also supports the Training, Compliance and Sex Offender Coordination units. 2. FIELD SERVICES. The Field Services section serves as a liaison between user agencies and CIIS.

10 This section is comprised of nine units. a) AFIS and Technical Search Unit (1) Fingerprint Technicians perform analysis, comparisons, evaluations and verification of fingerprint images to determine identity or non-identity. Law enforcement /Criminal Justice Use Only 7 Revised 04/15/ 2016 . (2) Fingerprint Technicians establish criminal history records during the evaluation phase if there is no prior criminal history record. b) Applicant Processing Unit Right to Review (1) Process criminal justice applicant fingerprint cards for law enforcement and criminal justice agencies in NC. (2) Process fingerprint background checks on NC citizens applying for a Concealed Handgun Permit (CHP) utilizing NCGS (3) Process non-criminal justice name and fingerprint background checks for over 3,000 non-criminal justice agencies in NC as well as other states and overseas. c) CCH III Processing Unit (1) Verifies and maintains the criminal history data for all Live Scan fingerprint submissions that are electronically added to the Computerized Criminal History (CCH) file.