Laserfiche is used by the SPPD to electronically store paper documents. The paper documents are scanned into Laserfiche by Saint Paul Police Department records personnel. The documents are then able to be stored electronically and linked to a case number. [Redacted]. The documents are available to authenticated authorized users of the Laserfiche system, both here at the police department and also at the city attorney’s office. Access to the system must be approved by the technology unit and a complete audit log is stored relating to the documents and user’s access by the Records Unit Commander.
In order for the department to be compliant with the Criminal Justice Information Services (CJIS) security policy, FBI and BCA Criminal Justice Information (CJI) shall not be scanned into the Laserfiche system.
CJI is the term used to describe the FBI data provided for law enforcement and civil agencies to perform their missions including, but not limited to biometric, identity history, biographic, property, and case/incident history data.
The following categories of CJI describe the various data sets housed by the FBI CJIS architecture:
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Biometric data: data derived from one or more intrinsic physical or behavioral traits of humans typically for the purpose of uniquely identifying individuals from within a population. is used to identify individuals, to include: fingerprints, palm prints, iris scans, and facial recognition data.
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Identity history data: textual data that corresponds with an individual’s biometric data, providing a history of criminal and/or civil events for the identified individual.
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Biographic data: information about individuals associated with a unique case, and not necessarily connected to identity data. Biographic data does not provide a history of an individual, only information related to a unique case.
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Property data: information about vehicles and property associated with crime.
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Case/Incident history: information about the history of criminal incidents.
No SPPD employees, sworn or civilian, shall permit the scanning and or entry of FBI CJI into the Laserfiche system. If employees need clarification on what can and cannot be scanned they should get advice from the records unit manager before scanning any items. The Records Unit has specific training in best practices related to documents and data. These practices are verified and maintained by the Records manager.
Revised April 24, 2018