Chapter 4 – Information Technology

As a part of its continuing support for all California law enforcement agencies, the Department participates in the utilization of the California Law Enforcement Telecommunications System (CLETSCalifornia Law Enforcement Telecommunications System), developed for use by law enforcement agencies. Government Code (GCGovernment Code) 15150 through 15167 require that the California Department of Justice (DOJDepartment Of Justice) maintain such a telecommunication system and provide services to California law enforcement agencies when, at their own expense, they require authorized connection to the system.

The purpose of this section is to describe the relationship between the California Department of Corrections and Rehabilitation (CDCRCalifornia Department of Corrections and Rehabilitation) and the CLETSCalifornia Law Enforcement Telecommunications System and specify the Department’s participation in this system.

CLETSCalifornia Law Enforcement Telecommunications System accommodates all public law enforcement user agencies with the capability of providing and receiving fast and efficient point-to-point delivery of messages and information contained in federal and State computerized files. Local information reported to DOJDepartment Of Justice may also be accessed.

CLETSCalifornia Law Enforcement Telecommunications System is a cooperative system whereby the State provides central switching equipment, personnel to staff the switching center, and sufficient circuitry from the switching center to county locations as authorized by law for handling law enforcement message traffic. Department use of the circuitry and terminal equipment extending beyond the CLETSCalifornia Law Enforcement Telecommunications System county termination point is provided by CDCRCalifornia Department of Corrections and Rehabilitation.

Operational responsibility, system supervision, monitoring of traffic for conformity to rules and regulations, and recommendations for corrective actions are under the direction of DOJDepartment Of Justice. System rules are designed to provide the most efficient operating system. Adherence to the rules shall provide the Department the maximum effectiveness with CLETSCalifornia Law Enforcement Telecommunications System. Violations of these rules shall result in investigative and appropriate disciplinary action. The Agency CLETSCalifornia Law Enforcement Telecommunications System Coordinators (ACC) shall direct requests for information concerning the general administration of CLETSCalifornia Law Enforcement Telecommunications System to the CLETSCalifornia Law Enforcement Telecommunications System Executive Secretary, Department of Justice, P.O. Box 903417, Sacramento, California 94203-4170.

Enterprise Information Services (EISEnterprise Information Services (formerly Information Services Division)) is responsible for coordinating with DOJDepartment Of Justice on the acquisition, relocation and use of the local CLETSCalifornia Law Enforcement Telecommunications System. The ACC shall direct requests for information concerning changes or additions to CDCRCalifornia Department of Corrections and Rehabilitation’s use of CLETSCalifornia Law Enforcement Telecommunications System to the Chief of Network Engineering, EISEnterprise Information Services (formerly Information Services Division), P.O. Box 942883, Sacramento, California 94283- 0001.

Local facilities are responsible for the funding and maintenance of their CLETSCalifornia Law Enforcement Telecommunications System equipment.

The acquisition processing time for CLETSCalifornia Law Enforcement Telecommunications System varies depending upon the location of the requesting facility: Up to six months should be allowed from the date the request is received for processing at EISEnterprise Information Services (formerly Information Services Division).

It is the local ACC’s responsibility to:

• Initiate an appropriate request for additions or changes (other than relocation) to CLETSCalifornia Law Enforcement Telecommunications System services at an existing location. The request shall include a cover memo to the Chief of Network Engineering, EISEnterprise Information Services (formerly Information Services Division), indicating justification for a CLETSCalifornia Law Enforcement Telecommunications System addition or change and a completed CDCRCalifornia Department of Corrections and Rehabilitation Form 954, Intraoffice Requisition and Procurement Worksheet.

• Upon receipt of the approved requisition, order equipment and acquire maintenance with facility funding.

• Initiate an authorized request for the relocation of CLETSCalifornia Law Enforcement Telecommunications System equipment. The request shall consist of a memorandum with appropriate approval signatures to the Chief of Network Engineering, EISEnterprise Information Services (formerly Information Services Division), justifying the relocation.

It is the responsibility of the Chief of Network Engineering, EISEnterprise Information Services (formerly Information Services Division), to:

• Review the request, obtain certification approval, and return the completed package to the ACC for their equipment purchase.

• Procure approval from DOJDepartment Of Justice and appropriate county sheriff’s offices for CLETSCalifornia Law Enforcement Telecommunications System usage.

• Coordinate CLETSCalifornia Law Enforcement Telecommunications System installation with DOJDepartment Of Justice, county sheriff’s offices, and the ACC.

• Notify ACC of approved mnemonic (i.e., “NME”) and originating agency (i.e., “ORI”) numbers.

• Maintain inventory for departmental CLETSCalifornia Law Enforcement Telecommunications System circuitry.

• Review requests for and coordinate the relocation of CLETSCalifornia Law Enforcement Telecommunications System equipment.

Terminals connected directly to CLETSCalifornia Law Enforcement Telecommunications System shall be approved by DOJDepartment Of Justice. A hard copy printer shall be included with each terminal authorized to receive unsolicited or point-to-point, non-data-base traffic. unsolicited or point-to-point, non-data-base traffic.

In order to maintain the integrity of CLETSCalifornia Law Enforcement Telecommunications System and ensure the security of information received and transmitted by use of the system, the following policies shall be adhered to:

• Reasonable measures shall be taken to protect equipment from vandalism or sabotage and preclude access by other than authorized personnel by locating equipment in a secure area.

• Mobile digital terminals shall not be allowed to access DOJDepartment Of Justice’s criminal history system.

• Personnel with access to sensitive or confidential records derived from CLETSCalifornia Law Enforcement Telecommunications System and/or access to offender information within any database are required to complete the CLETSCalifornia Law Enforcement Telecommunications System Employee/Volunteer Statement, accessible through the Learning Management System (LMS).

Personnel authorized to access CLETSCalifornia Law Enforcement Telecommunications System are either sworn law enforcement personnel or nonsworn law enforcement personnel that have been subject to a character or security clearance. The clearance shall include the following:

• DMVDepartment of Motor Vehicles: driver’s license check.

• DOJDepartment Of Justice: fingerprint check.

• CDCRCalifornia Department of Corrections and Rehabilitation: background investigation. An agency head’s authorization for the employee to operate CLETSCalifornia Law Enforcement Telecommunications System equipment shall be placed in the employee’s personnel file.

In all matters pertaining to personnel security, the agency head shall be responsible for making the final determination of the individual’s suitability for the job.

All CLETSCalifornia Law Enforcement Telecommunications System messages are confidential and for official use only. Examples of acceptable messages are:

• Requests for record validation.

• Requests for incarcerated person pickup and transportation.

• Requests for mail-back information from data bases.

• Information regarding the circumstances surrounding the death of an officer killed in the line of duty.

• Listings of stolen property when identifiable by serial numbers or unique markings.

All subpoenas transmitted by CLETSCalifornia Law Enforcement Telecommunications System shall be processed in accordance with Penal Code (PCPenal Code) 1328(b) and 1328(c). A subpoena relative to civil proceedings or any subpoenas which could be delivered in a timely manner by other means are not acceptable for transmission.

DOJDepartment Of Justice publishes manuals for CLETSCalifornia Law Enforcement Telecommunications System operators containing information for proper system utilization. These manuals shall be obtained and maintained for CLETSCalifornia Law Enforcement Telecommunications System operators.

Each facility, parole region, and headquarters’ division shall provide the ACC and the Information Technology Manager II, of Infrastructure Services, with the names and phone numbers of their CLETSCalifornia Law Enforcement Telecommunications System Training Coordinator(s). In addition, facilities with 24-hour shifts shall submit the names and phone numbers of alternate (off-shift) CLETSCalifornia Law Enforcement Telecommunications System coordinators.

It is the equipment vendor’s responsibility to provide training on the operation of their terminals when initially procured/installed.

It is the responsibility of State DOJDepartment Of Justice field service/training office to provide training for information access in the:

• Criminal Justice Information System (CJIS) database.

• National Crime Information Center (NCICNational Crime Information Center).

• National Law Enforcement Telecommunications System (NLETS).

• Department of Motor Vehicles (DMVDepartment of Motor Vehicles).

• Oregon Law Enforcement Data System (LEDS).

The Agency CLETSCalifornia Law Enforcement Telecommunications System Coordinator should call the specified telephone number for the name and telephone number of their DOJDepartment Of Justice field service/training representative.

The Director of EISEnterprise Information Services (formerly Information Services Division), or designee shall be responsible for ensuring that the contents of this Article are kept current and accurate.