This policy applies to all employees of the department who are authorized access, directly or indirectly, to the Criminal Justice Data Communications Network (CJDN). This is to ensure proper usage of the system and adherence to all local, state, and federal regulations. CJDN is the Minnesota Bureau of Criminal Apprehension (BCA) network that provides criminal justice agencies access to data in state and federal systems. The network consists of several systems including Minnesota Justice Information Services, Criminal Justice Information System and National Crime Information Center, Integrated Search Service (ISS), comprehensive Incident Based Reporting System (CIBRS), Minnesota Repository of Arrest Photos (MRAP), Criminal History System, Hot files, Predatory Offender Registration Search (POR), and DVS.

Information derived from the CJDN is sensitive. Improper access, use, and dissemination of CJDN data may result in disciplinary action, counseling and retraining, reprimands, suspensions, and termination. (See Data Practices General Orders 235.00 through 238.00 & Discipline Procedures 230.00).

Access and Security of CJDN System

CJDN terminals are located [redacted]. Individual access to the network is limited to employees who have been certified by the BCA to operate CDJN terminals. All other department personnel must make their criminal justice inquiries through CJDN operators. Unauthorized access to or routine viewing of CJDN terminals or CJDN data is not allowed.

All personnel and contractors with unescorted access to terminal areas must meet the following requirements:

  • Successfully pass a state and national fingerprint based background check.

  • Complete basic security awareness training within six months of employment or assignment and biennially thereafter, provided by the BCA. New accounts will be arranged by the technology unit.

  • All visitors to computer centers or terminal areas must be escorted at all times, unless they are approved OTC personnel and/or SPPD maintenance personnel repairing equipment.

Staff having direct access to the CJDN must meet the following requirements:

  • Be an employee of the Saint Paul Police Department, or approved OTC personnel.
  • Pass the appropriate CJDN certification access based on your access level as determined by the TAC.  

The background unit will:

  • Conduct pre-employment background or assignment checks (including fingerprints sent to the BCA and FBI).
  • Submit fingerprint cards of department personnel to the BCA within 30 days of employment or assignment.
  • Complete fingerprint based record checks for contractors and vendors before such individuals are granted access to criminal justice information or restricted areas that have CJDN data.
  • Use the appropriate purpose code when conducting pre-employment background checks for the department. (Codes can be found on the BCA website and a list will be available in the Saint Paul Police Technology Unit).
  • Maintain a signed copy of the subject’s background release form.
  • The Records Unit manager will maintain and ensure training, audits, and certification records of all CDJN users.
  • The Records Unit manager will ensure the public trust is not violated through a breach of privacy, and they will conduct annual audits of the system.

Terminal Agency Coordinator

The terminal agency coordinator (TAC) manages the operation of the CJDN terminals on a local agency level and is responsible for ensuring that all state and local policies are enforced. The technology unit commander is the TAC for the department.

The TAC will issue a unique username and password to authorized users with access to the CJDN and BCA networks. Authorized users will be given a unique password to have access to criminal histories. The criminal history password will be changed at least every [redacted].

Inquiries and Entries

Inquiries into the motor vehicle registration, driver license, criminal history or any other data through the CJDN must be performed for criminal justice purpose only. When performing any file inquiries or making any entries into any system it is important to remember that all data stored in the system is documented criminal justice information that must be protected to ensure correct, legal and efficient dissemination and use. All persons receiving data from a system accessed through the CJDN must be authorized and have a valid need to know.

Criminal history responses as well as all other CJDN printouts will be destroyed when they are no longer needed. These documents will be shredded.

Sensitivity of Data

The stored data in the network is sensitive and should be treated accordingly. Any unauthorized request, receipt, misuse or dissemination of it may result in disciplinary and/or criminal proceedings. The BCA will be informed of serious violations.

Revised April 27, 2018

Last Edited: April 27, 2018