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“Our Community…Our Commitment” Peoria Police Department

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					                                        Peoria Police Department
                                      Policy and Procedure Manual
                         Policy 8.01B          Communications - Computer Aided Dispatch
                                                 (CAD) and the Arizona Criminal Justice
                                                     Information System (ACJIS)

I.   POLICY

It is the policy of the Peoria Police Department to secure and limit all information to law enforcement purposes only regarding the
use and information contained within the computer aided dispatch (CAD) and the Arizona Criminal Justice Information System
(ACJIS).

II. PROCEDURE

The computer aided dispatch (CAD) and the Arizona Criminal Justice Information System (ACJIS) are two computer based systems
used within the Peoria Police Department. Both systems contain highly confidential information and shall be used for authorized
law enforcement purposes only.

     A. ACJIS System Information and Security (82.1.7)

         1.   ACJIS is the acronym for the Arizona Criminal Justice Information System. The ACJIS network is maintained by the
              Arizona Department of Public Safety (AZ DPS) and is available to authorized local, state, federal criminal justice
              agencies and is connected to two important national computer networks, NLETS and NCIC.

         2.   NLETS is now the INTERNATIONAL JUSTICE & PUBLIC SAFETY INFORMATION SHARING NETWORK,
              but will still be referred to as NLETS. NLETS is a message switching system for the interstate exchange of criminal
              justice information. NLETS also provides access to a variety of on-line help files.

         3.   NCIC is the acronym for the National Crime Information Center. It is a national repository of files on persons and
              property. The Federal Bureau of Investigation maintains NCIC.

         4.   ACIC is the acronym for the Arizona Crime Information Center. It is a state repository of files on persons, property,
              misdemeanor and felony warrants and houses the computerized files for stolen/abandoned vehicles, stolen vehicle
              parts and stolen license plates. Abandoned vehicles are maintained in ACIC only.

         5.   The requesting, receiving, accessing or releasing of information from the ACJIS system for non-law enforcement
              purposes is a criminal offense. Employees obtaining ACJIS information other than for official purposes may be
              prosecuted. Curiosity is not an acceptable purpose for use of the ACJIS network.

     B. All employees of the Peoria Police Department are expected to follow all policies within the ACJIS and NCIC operating
        manuals.

         1.   All members who access these databases will be trained and tested with the appropriate terminal operators
              certification and maintain this certification.

         2.   All members who have access to sensitive information shall view the ACJIS security and privacy videotape and
              authenticating such by signing a video log every two years. This qualifies them as a criminal justice practitioner.

         3.   The information obtained via the ACJIS network (including MVD information) is protected criminal justice
              information and, as such, can be used for the administration of criminal justice purposes only.

         4.   Prior to making an inquiry for a requestor, the terminal operator should ensure that the requestor is authorized to
              receive the information and that the request is for authorized criminal justice purposes only. An acceptable method of
              destroying data obtained from the ACJIS/NCIC network is shredding.

     C. The following are specific procedures used with ACJIS:



                                    “Our Community…Our Commitment”
Peoria Police Department Policy 8.01B                         Effective Date: 07/29/09                                        Page 2 of 4



         1.   ACJIS computer information will not be run when officer(s) are assisting another agency at a traffic accident or a
              traffic stop.

         2.   When an officer requests a registration or driver’s license check, a wants and warrant inquiry will automatically be
              generated by Communications personnel. In the event of a hit, Communications personnel will advise the unit "10-35"
              The officer will advise when he is ready to copy.

         3.   Information requested or obtained from the ACJIS computer system will be used for official law enforcement purposes
              only.

         4.   Secondary dissemination of this information outside of the Peoria Police Department is prohibited.

         5.   All requests for entries into ACIC/NCIC will provide all applicable entry information in writing or via MDC message.

         6.   All requests for criminal history query will be accompanied by the applicable incident report (IR) number.

         7.   All entries into ACIC/NCIC will be verified by the Communications supervisor or another communications specialist
              (in the supervisor’s absence) to ensure proper entry, i.e. spelling, grammar, serial numbers, etc. Verification will be
              completed by employee’s initials and ID number on the hard copy. The information will then be logged in the ACJIS
              entry log, and initialed by the supervisor.

    D. Stolen Vehicles

         1.   All reported stolen vehicles will be entered into ACIC/NCIC as soon as reasonably possible upon confirmation.

         2.    If the officer has access to a mobile data computer (MDC), the officer will enter the vehicle identification number
              (VIN), license plate, make, model, year, etc. and send it to the Communications Section via computer. The
              Communications specialist will confirm receipt of the information via computer and provide the “NIC” number for
              inclusion with the report. The Communications specialist will forward a copy of the stolen vehicle entry printout to the
              officer to file with the IR.

         3.   If the MDC is not functioning, the officer will provide the Communications specialist (either in person or by facsimile
              machine) with a completed “face sheet” for entry into the computer system. The Communications specialist will
              provide the reporting officer with the “NIC” number for inclusion in the report. The Communications specialist will
              forward a copy of the stolen vehicle entry printout to the officer for inclusion to their report.

    E. Person Files

         The ACIC person file contains record entries concerning felony and misdemeanor warrants; child support arrest warrants;
         quashed warrants; booking information; emergency messages and overdue parties; missing persons: injured and deceased
         persons; repeat offenders, violent gang members, prison gang members, county grand jury warrants, state grand jury
         warrants, and Governor’s warrants.

    F.   CAD Call Entry/Activity Reporting System

         1.   The CAD system is used to enter calls for service, keep track of the officers on-duty, monitor the calls waiting to be
              dispatched and the calls that are actively being worked. By entering this information into a single system it creates a
              process to retrieve information and produce reporting statistics.

         2.   In order to establish a control system to ensure a comprehensive field reporting program, the following information
              will be recorded for all requests for service. This includes those requests received by telephone, letter, in person, self-
              initiated by officers, or reported to officers in the field. The Communication specialist shall record each call for
              service, either manually or through the computer aided dispatch (CAD) system. If a call is created manually, when
              the CAD system is operational again, that call will be entered into the CAD system. Information to be recorded shall
              include:



                                     An Internationally Accredited Law Enforcement Agency
Peoria Police Department Policy 8.01B                          Effective Date: 07/29/09                                         Page 3 of 4


                 a)    Type of incident reported. (81.2.3.d) (82.3.2.a)

                 b) Location of incident reported. (81.2.3.e) (82.3.2.b)

                       (1) Shall include suite number, apartment number or building number or identification

                       (2) Any other information related to the specific location shall be entered into the call.

                 c)    Name and address of complainant, if available. (81.2.3.c)

                       (1) Phone number of the caller shall be annotated.

                       (2) If the phone number to the location of the incident is different than location of the caller, it too shall be
                          annotated.

                 d) Date and time of request. (81.2.3.b)

                 e)    Time of dispatch. (81.2.3.g)

                 f)    Time of officer's arrival. (81.2.3.h)

                 g) Time of officer's return to service and disposition code. (81.2.3.i) (81.2.3.j)

                 h) Identification of officer(s) assigned as primary and back up. (81.2.3.f)

                 i)    All pertinent information shall be entered into the call. This shall include:

                       (1) Any suspect information to include name and description if known.

                       (2) Suspect vehicle information

                       (3) The narrative of the call shall contain all relevant information including how late into the night the caller
                           wants to have contact. If it is a call that could be taken over the phone it shall be documented if the
                           customer requests phone contact or in person.

                       (4) All essential information verbalized about the call shall also be entered into the narrative of the call.

            3.   CAD call numbers: A CAD call number is assigned to each specific call for law enforcement service. This
                 number serves as a basis for filing and retrieving subsequent reports of the incident and is indispensable for
                 auditing the communications system. (81.2.3.a)

                 a)    On calls for service in which no criminal offense has occurred and no IR is required by Peoria Police
                       Department policy, the CAD call number may act as the official record of activity for Communications
                       tracking purposes ONLY as described above.

                 b) Though the CAD call number may act as the official record of activity for a non-criminal call that does not
                    require a report, this number is NOT to be issued out to citizens for any reason.

                 c)    If a citizen requests or requires a report number, the only authorized number for them to receive is an IR
                       number. The citizen shall be reminded that the call can be referenced to by the exact address of the incident
                       for future reference.

            4.   Use of the MDC or CAD messaging system is restricted to messages of a job-related nature; however, limited
                 personal messaging between employees may occur as long as the communications are professional in tone and
                 content, and are limited in scope and duration. Personal communications that are not brief in content and duration
                 will be communicated by means other than the MDC, such as speaking in person. Policy 1.02 Rules of Conduct
                 must be adhered to at all times when using the MDC for personal communication.

                  a)    MDC messages received in Communications from patrol/field personnel are visible to all Communications
                        specialists and Communications supervisors and will be monitored on a daily basis. Any messaging outside

                                     An Internationally Accredited Law Enforcement Agency
Peoria Police Department Policy 8.01B                     Effective Date: 07/29/09                                        Page 4 of 4


                      the guidance of this policy or policy 1.02 shall be brought to the attention of a supervisor. Supervisors are
                      expected to take action on any inappropriate messaging they become aware of.

                 b) The Professional Standards Unit will conduct monthly sampling of all MDC messages to ensure compliance
                    with this policy.

                 c)   MDC users are advised that any MDC communication is public record and can be obtained internally or
                      externally by a public records request.



Policy 8.01B Communications CAD and ACJIS
Original Issue Date: 11/26/08
Office of Primary Responsibility: SSD
Editor: Mgr. V. Scott
Reviewed By: Dep. Dir. D. Marcum



APPROVED: ___//SIGNED///____
           Larry J. Ratcliff
           Chief of Police

DATE APPROVED: 07/28/09




                                  An Internationally Accredited Law Enforcement Agency
                                         Peoria Police Department
                                       Policy and Procedure Manual
                          Policy 8.01B          Communications - Computer Aided Dispatch
                                                  (CAD) and the Arizona Criminal Justice
                                                      Information System (ACJIS)

I.        POLICY

It is the policy of the Peoria Police Department to secure and limit all information to law enforcement purposes only regarding the
use and information contained within the computer aided dispatch (CAD) and the Arizona Criminal Justice Information System
(ACJIS).

II.       PROCEDURE

The computer aided dispatch (CAD) and the Arizona Criminal Justice Information System (ACJIS) are two computer based systems
used within the Peoria Police Department. Both systems contain highly confidential information and shall be used for authorized
law enforcement purposes only.

      A. ACJIS System Information and Security (82.1.7)

          1.   ACJIS is the acronym for the Arizona Criminal Justice Information System. The ACJIS network is maintained by the
               Arizona Department of Public Safety (AZ DPS) and is available to authorized local, state, federal criminal justice
               agencies and is connected to two important national computer networks, NLETS and NCIC.

          2.   NLETS is now the INTERNATIONAL JUSTICE & PUBLIC SAFETY INFORMATION SHARING NETWORK,
               but will still be referred to as NLETS. NLETS is a message switching system for the interstate exchange of criminal
               justice information. NLETS also provides access to a variety of on-line help files.

          3.   NCIC is the acronym for the National Crime Information Center. It is a national repository of files on persons and
               property. The Federal Bureau of Investigation maintains NCIC.

          4.   ACIC is the acronym for the Arizona Crime Information Center. It is a state repository of files on persons, property,
               misdemeanor and felony warrants and houses the computerized files for stolen/abandoned vehicles, stolen vehicle
               parts and stolen license plates. Abandoned vehicles are maintained in ACIC only.

          5.   The requesting, receiving, accessing or releasing of information from the ACJIS system for non-law enforcement
               purposes is a criminal offense. Employees obtaining ACJIS information other than for official purposes may be
               prosecuted. Curiosity is not an acceptable purpose for use of the ACJIS network.

      B. All employees of the Peoria Police Department are expected to follow all policies within the ACJIS and NCIC operating
         manuals.

          1.   All members who access these databases will be trained and tested with the appropriate terminal operators
               certification and maintain this certification.

          2.   All members who have access to sensitive information shall view the ACJIS security and privacy videotape and
               authenticating such by signing a video log every two years. This qualifies them as a criminal justice practitioner.

          3.   The information obtained via the ACJIS network (including MVD information) is protected criminal justice
               information and, as such, can be used for the administration of criminal justice purposes only.




                                     “Our Community…Our Commitment”
                                                                                                                            Page 1 of 4
Peoria Police Department Policy 8.01B                              Effective Date:                                            Page 2 of 4


         4.   Prior to making an inquiry for a requestor, the terminal operator should ensure that the requestor is authorized to
              receive the information and that the request is for authorized criminal justice purposes only. An acceptable method of
              destroying data obtained from the ACJIS/NCIC network is shredding.

    C. The following are specific procedures used with ACJIS:

         1.   ACJIS computer information will not be run when officer(s) are assisting another agency at a traffic accident or a
              traffic stop.

         2.   When an officer requests a registration or driver’s license check, a wants and warrant inquiry will automatically be
              generated by Communications personnel. In the event of a hit, Communications personnel will advise the unit "10-35"
              The officer will advise when he is ready to copy.

         3.   Information requested or obtained from the ACJIS computer system will be used for official law enforcement purposes
              only.

         4.   Secondary dissemination of this information outside of the Peoria Police Department is prohibited.

         5.   All requests for entries into ACIC/NCIC will provide all applicable entry information in writing or via MDC message.

         6.   All requests for criminal history query will be accompanied by the applicable incident report (IR) number.

         7.   All entries into ACIC/NCIC will be verified by the Communications supervisor or another communications specialist
              (in the supervisor’s absence) to ensure proper entry, i.e. spelling, grammar, serial numbers, etc. Verification will be
              completed by employee’s initials and ID number on the hard copy. The information will then be logged in the ACJIS
              entry log, and initialed by the supervisor.

    D. Stolen Vehicles

         1.   All reported stolen vehicles will be entered into ACIC/NCIC as soon as reasonably possible upon confirmation.

         2.    If the officer has access to a mobile data computer (MDC), the officer will enter the vehicle identification number
              (VIN), license plate, make, model, year, etc. and send it to the Communications Section via computer. The
              Communications specialist will confirm receipt of the information via computer and provide the “NIC” number for
              inclusion with the report. The Communications specialist will forward a copy of the stolen vehicle entry printout to the
              officer to file with the IR.

         3.   If the MDC is not functioning, the officer will provide the Communications specialist (either in person or by facsimile
              machine) with a completed “face sheet” for entry into the computer system. The Communications specialist will
              provide the reporting officer with the “NIC” number for inclusion in the report. The Communications specialist will
              forward a copy of the stolen vehicle entry printout to the officer for inclusion to their report.

    E. Person Files

         The ACIC person file contains record entries concerning felony and misdemeanor warrants; child support arrest warrants;
         quashed warrants; booking information; emergency messages and overdue parties; missing persons: injured and deceased
         persons; repeat offenders, violent gang members, prison gang members, county grand jury warrants, state grand jury
         warrants, and Governor’s warrants.

    F.   CAD Call Entry / Activity Reporting System

         1.   The CAD system is used to enter calls for service, keep track of the officers on-duty, monitor the calls waiting to be
              dispatched and the calls that are actively being worked. By entering this information into a single system it creates a
              process to retrieve information and produce reporting statistics.

         2.   In order to establish a control system to ensure a comprehensive field reporting program, the following information
              will be recorded for all requests for service. This includes those requests received by telephone, letter, in person, self-


                                     An Internationally Accredited Law Enforcement Agency
Peoria Police Department Policy 8.01B                             Effective Date:                                              Page 3 of 4


            initiated by officers, or reported to officers in the field. The Communication specialist shall record each call for
            service, either manually or through the computer aided dispatch (CAD) system. If a call is created manually, when
            the CAD system is operational again, that call will be entered into the CAD system. Information to be recorded shall
            include:
                 a. Type of incident reported. (81.2.3.d) (82.3.2.a)

                 b.   Location of incident reported. (81.2.3.e) (82.3.2.b)

                      (1) Shall include suite number, apartment number or building number or identification

                      (2) Any other information related to the specific location shall be entered into the call.

                 c.   Name and address of complainant, if available. (81.2.3.c)

                      (1) Phone number of the caller shall be annotated.

                      (2) If the phone number to the location of the incident is different than location of the caller, it too shall be
                         annotated.

                 d.   Date and time of request. (81.2.3.b)

                 e.   Time of dispatch. (81.2.3.g)

                 f.   Time of officer's arrival. (81.2.3.h)

                 g.   Time of officer's return to service and disposition code. (81.2.3.i) (81.2.3.j)

                 h.   Identification of officer(s) assigned as primary and back up. (81.2.3.f)

                 i.   All pertinent information shall be entered into the call. This shall include:

                      (1) Any suspect information to include name and description if known.

                      (2) Suspect vehicle information

                      (3) The narrative of the call shall contain all relevant information including how late into the night the caller
                          wants to have contact. If it is a call that could be taken over the phone it shall be documented if the
                          customer requests phone contact or in person.

                      (4) All essential information verbalized about the call shall also be entered into the narrative of the call.

            3.   CAD call numbers: A CAD call number is assigned to each specific call for law enforcement service. This
                 number serves as a basis for filing and retrieving subsequent reports of the incident and is indispensable for
                 auditing the communications system. (81.2.3.a)

                 a.   On calls for service in which no criminal offense has occurred and no IR is required by Peoria Police
                      Department policy, the CAD call number may act as the official record of activity for Communications
                      tracking purposes ONLY as described above.

                 b.   Though the CAD call number may act as the official record of activity for a non-criminal call that does not
                      require a report, this number is NOT to be issued out to citizens for any reason.

                 c.   If a citizen requests or requires a report number, the only authorized number for them to receive is an IR
                      number. The citizen shall be reminded that the call can be referenced to by the exact address of the incident
                      for future reference.

            4.   Use of the MDC or CAD messaging system is restricted to messages of a job-related nature; however, limited
                 personal messaging between employees may occur as long as the communications are professional in tone and
                 content, and are limited in scope and duration. Personal communications that are not brief in content and duration


                                    An Internationally Accredited Law Enforcement Agency
Peoria Police Department Policy 8.01B                         Effective Date:                                          Page 4 of 4


                will be communicated by means other than the MDC, such as speaking in person. Policy 1.02 Rules of Conduct
                must be adhered to at all times when using the MDC for personal communication.

                 a. MDC messages received in Communications from patrol/field personnel are visible to all Communications
                    specialists and Communications supervisors and will be monitored on a daily basis. Any messaging outside
                    the guidance of this policy or policy 1.02 shall be brought to the attention of a supervisor. Supervisors are
                    expected to take action on any inappropriate messaging they become aware of.

                 b. The Professional Standards Unit will conduct monthly sampling of all MDC messages to ensure compliance
                    with this policy.

                c.   MDC users are advised that any MDC communication is public record and can be obtained internally or
                     externally by a public records request.




Policy 8.01B Communications CAD and ACJIS
Original Issue Date: 11/26/08
Last Revision Date: 12/18/08
Next Review Date: 12/18/09
Office of Primary Responsibility: SSD
Editor: Mgr. V. Scott
Reviewed By: Dep. Dir. D. Marcum


APPROVED: ______________________                             APPROVED: ____________________
         Larry J. Ratcliff                                             Anh Spiek
         Chief of Police                                               Sr. Asst. City Prosecutor


DATE APPROVED: ________________                              DATE APPROVED: _______________




                                 An Internationally Accredited Law Enforcement Agency

				
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