CHRI Agency Newsletter Fall 2005.pub

Fall 2005
CHRI Agency Newsletter
Illinois State Police
Published for Criminal History Record
Information (CHRI) Users
AFIS Upgrade
The Illinois State Police is
pursuing a technology
refreshment to the AFIS
system between now and
September 2006.
This
represents the third
generation of AFIS to be
deployed by the state. The
areas included in the
upgrade are hardware, to
improve speed, reliability
and efficiency; software
improvements, for ease of
operation, streamlining of
workflow and increased
security and reliability for
the connection of livescan
by Ron Jordan
devices; increased storage
capacity and system
throughput.
The new
system was designed to
overcome
several
processing shortfalls and
operational bottlenecks
experienced in the current
configuration, taking into
account the needs of all our
stakeholders and reducing
costs by decreasing system
f ootpr int and utility
expenditures. There will be
periods of downtime to
a c c o m m o d a t e
implementation, installation
and data transition, but
every effort is being made
to minimize the impact on
submitting
agencies
processing. Our vision is to
provide the best service as
quickly as possible with
minimum impact and cost
to the state.
Inside this issue:
We Have a Vision
2
Juvenile Reporting
3
Criminal History
Information and the
Privacy Rights of
3
What You Can Do To
Assure Timely responses
4
Top 11 County Project
5
Court Disposition Errors
5
Fee Applicant
Submissions
6
Is it Really a Local
Ordinance?
6
6
Sex Offender
Registration Information
CHRI Agency Newsletter
Survey
AFIS
7
We have a Vision
The Criminal History Information
(CHRI) Agency Newsletter is published
by the Illinois State Police (ISP),
Information and Technology
Command (ITC), Bureau of
Identification (BOI) for agencies that
use CHRI and will be distributed
quarterly.
Illinois State Police
Information & Technology Command
Bureau of Identification
Assistance Directory
Main Number:
(815) 740-5160
Requests For Reporting Forms:
Vision:
To improve communication
and share information between BOI
and the Criminal Justice Community.
Automated Fingerprint Identification
System (AFIS):
(Arrest Fingerprint cards, etc.)
Supplies
(815) 740-5216
(815) 740-5154
UCIA & Fee Applicant:
Mission:
To develop an interactive
newsletter, which will serve as a
vehicle for distribution of information
and a forum for addressing agencies’
questions and concerns.
Criminal History Record Information
(CHRI):
(815) 740-5188
Correctional Institution Management
Information System (CIMIS):
(815) 740-3064
(815) 740-8623
Your input and involvement are
critical to the success of this
newsletter.
If you have an article
that you feel would benefit other
agencies or if you have questions or
concerns,
please submit them,
electronically if possible, to
[email protected] or by fax
815-740-5174 to Melissa
Westmoreland.
(815) 740-5160
(815) 740-3134
State of Illinois Website
www.illinois.gov/default.cfm
Illinois State Police Website
www.isp.state.il.us
Sex Offender Information
Facsimile Processing: (815)740-5206
www.isp.state.il.us/sor/frames.htm
Information on ISP Services
Juvenile & Adult Reporting:
(866) LEADS00
(217-532-3700)
www.isp.state.il.us/services/
services.htm
Illinois Department of Corrections
Livescan Testing and Certification:
(815) 740-5214
www.idoc.state.il.us
Reporting Errors:
(815) 740-5205
(815) 740-5182
Page 2
CHRI Agency Newsletter
Juvenile Reporting
by Charity Berard & Tammi Kestel
Pursuant to Illinois Compiled Statute
20 ILCS 2630/5, all policing bodies
are reminded that they are required to
report juvenile arrests for minors, 10
years of age, who have been arrested
for an offense which, if committed by
an adult would be a felony offense to
the Illinois State Police (ISP). Policing
bodies are also reminded that
pursuant to the same statue, the
reporting of Class A and Class B
misdemeanors may be reported to the
Illinois State Police.
In order for the ISP to be in
compliance with Illinois Compiled
Statue 705 ILCS 405/5-301, which
mandates the ISP maintain a file of
i n f o r m a l a n d f or ma l s t at i o n
adjustments, the ISP must have
received the original fingerprint arrest
transaction to post this adjustment
information to. Effective January 1,
2000 Illinois Compiled Statue 705
ILCS 405/5-301 also mandated that
all juvenile officers report informal
and formal station adjustments to the
ISP.
The ISP, Bureau of Identification will
act as the central repository for this
information and is being used by
policing bodies to determine the
quantity of informal and formal
station adjustments which have been
applied to the juvenile subject in
question. The purpose for this being
that 705 ILCS 405/5-301 limits the
number of formal and informal station
adjustments a juvenile subject can
receive.
All agencies involved are reminded to
submit both felony offenses and
station adjustment information to the
Illinois State Police, Bureau of
Identification.
Criminal History Record Information and the
Privacy Rights of Individuals
by Don Rudolph
The following article discusses Bureau
Of Identification (BOI) policies related
to the collection, maintenance and
dissemination of Criminal History
Record Information (CHRI), and how
such policies give consideration to the
privacy rights of individuals.
BOI recognizes that protecting the
privacy rights of individuals must be
balanced against the public’s interest
in the free flow of information
necessary to support such critical
functions as law enforcement and
anti-terrorism initiatives. Therefore,
the BOI will continue to ensure the
personal information it collects will
only be that which is needed in
fulfilling its core functions as the
States central repository for CHRI.
BOI will also continue to disseminate
CHRI as permitted by the Illinois
Compiled Statutes (ILCS), meaning
that with the exception of criminal
justice agencies and certain Illinois
entities that are permitted by statute
to receive complete CHRI, only
conviction criminal history will be
disseminated to its stakeholders.
CHRI disseminated to noncriminal
justice agencies pursuant to the
Uniform Conviction Information Act
(UCIA), permits secondary
dissemination of CHRI for a period of
30 days following their receipt of such
information. BOI will not use or
disseminate personal information
except with: a) the consent of the
individual in question, b) by the
authority of law, c) for the safety of
the community, or d) pursuant to a
public access policy.
information that can lead to cases of
mistaken identity, improper charges
against an individual, and failure to
protect public safety, BOI will continue
to ensure all information in its
database is linked to fingerprints for
p o s i t iv e i d e n t if i c a t io n . W h e n
necessary, fingerprints will be
reviewed by BOI fingerprint
technicians. BOI will also continue to
work with circuit court clerks to add
disposition information to its criminal
history records prior to disseminating
CHRI to its stakeholders.
BOI will ensure that once an
individual’s case is expunged or
sealed, access to the Individual’s
criminal history record will be limited
in accordance with the law (Criminal
Identification Act).
In conformity with BOI’s concerns of
protecting an individual from an
inappropriate release of personal
information, BOI will continue to
safeguard the CHRI it receives and
disseminates as required by statute,
ISP policy and F.B.I. Criminal Justice
Information Services (CJIS) policies
and procedures.
IIJIS Informational Brochure
http://www.icjia.state.il.us/IIJIS/
public/pdf/iijis_brochure.pdf
Privacy Schmrivacy
http://www.icjia.state.il.us/IIJIS/
public/pdf/PRV/
PrivacySchmrivacy_FINAL.pdf
To avoid the dissemination of
Published for Criminal History Record Information (CHRI) Users
Page 3
What You Can Do to Assure Timely Responses
The responsibility of
complete
and
accurate criminal
history records lies
with the Illinois
State
Police,
Bur ea u
of
Identification (BOI),
however,
the
accuracy of the criminal
history record depends on the
accuracy of the information reported
to the BOI by the many arresting
agencies and correctional institutions
throughout the state. Below you will
find a few of the most commonly
encountered circumstances, the
problems they cause and how you can
avoid problems with the response to
your submission.
•
Often more than one submission
is transmitted to ISP for the same
subject. This can happen when a
warrant and an arrest are
transmitted consecutively, or
when your command or State’s
Attorney wants separate arrest
submissions transmitted for each
charge for a subject. When more
than one submission is
transmitted for a subject within a
relatively short period of time,
those submissions will process
simultaneously. The first
subm ission w ill not have
completed its processing and a
State Identification (SID) number
will not yet be created for that
subject. As a result, chances are
great that a different SID will be
issued for each submission that
you transmit at the same time or
close together and a duplicate will
exist (more than one SID for the
same subject). This can be
avoided by waiting for the
Page 4
response for the first submission
transmitted before sending
subsequent submissions for the
same subject.
•
•
When the BOI receives multiple
transmissions of the same
submission, problems result.
Often times an agency doesn’t
receive a response for a
submission as quickly as they
would like and transmit that
submission again. This condition
causes the submission to error
and you will not receive a
response until someone is able to
fix the problem created and
reprocess your submission
manually. This can be avoided by
calling the BOI to check on the
status of your submission. Please
be reminded that the average
response time for submissions is
2 hours. Please allow 2 hours
before calling to check on the
status of your submission.
It is essential to obtain the
clearest and most accurate
fingerprints possible. When
fingers are rolled out of order,
incompletely, or smudged, it has a
negative impact on the system
search. When poor quality
fingerprints are submitted, there
is a greater chance that the
system will miss an existing
record and a duplicate will be
created. You can help to avoid
this by always obtaining the best
quality fingerprints possible. They
must be as clear as possible and
in the proper order. Livescan
machine software checks the
prints taken to assist in meeting
AFIS acceptability and quality
requirements. If the prints taken
by Linda Meyer and Ron Jordan
fail the quality check on the
Livescan machine, and they are
absolutely the best possible that
can be captured, the override is
the last resort and may be used.
Otherwise, never use the override
button if it is at all avoidable.
These are a few of the most
commonly encountered problems and
their solutions. Please watch for more
ways that you can impact the
accuracy of Illinois Criminal Histories
in future newsletters.
Always double check the data
for your submissions to ensure
the most accurate information
is submitted to the BOI.
When submitting paper
submissions to the BOI, typing
the data is recommended.
Handwriting is can be difficult
to decipher and may result in
inaccurate information.
In the unfortunate event that
corrections must be made,
please submit them on
letterhead via fax to (815) 7404401. Include the TCN of the
submission, and the corrections
required.
CHRI Agency Newsletter
Top 11 County Project
In July 2003, the Bureau of
Identification (BOI) began using
National Criminal History
Improvement Program (NCHIP) funds
to utilize 10 contractual personnel to
retrieve and data enter missing court
dispositions. This project is known as
the Top 11 County Project. It involves
retrieval and data entry of missing
court dispositions from the eleven
counties in Illinois missing the most
dispositions from our database. The
project concentrated on missing court
dispositions for felonies for the years
1999 through 2003. Our goal is to
retrieve a minimum of 95 percent of
missing felony arrest court
dispositions from these counties.
At the time the project began, the
Bureau of Identification (BOI) was
missing approximately 59,000 court
dispositions for felony arrests for the
specified time frame. To date, 51
percent of the Top 11 County Project
by Debra Plante
has been completed with
approximately 30,000 court
dispositions retrieved and posted to
the BOI’s Criminal History Record
Information system (CHRI).
In the last year, the BOI has been
challenged to fill all of the contractual
positions. The reduction of work
force has caused an unexpected slow
down in this project, which was to be
completed by September 30, 2004.
The current projected completion date
for this project is December 2005.
We are leveraging technology
whenever possible to improve
disposition reporting. Several counties
allow access to disposition
information on their web sites. Others
have allowed us direct data access to
their systems. Vermillion County
Circuit Clerk utilized NCHIP funds last
year to move their dispositions to the
Web, which allowed the BOI to access
necessary information.
Court Disposition Errors
Over the last couple of years the
Bureau of Identification (BOI) has
implemented several procedures to
assist in the posting of court
dispositions to our Criminal History
Record Information (CHRI) System.
One of these measures was the
reintroduction of an error notice to the
Circuit Court Clerks identifying court
dispositions that were submitted to
the BOI but failed to post to CHRI. It is
extremely important to the criminal
justice community that depends on
the Illinois rap sheet to be able to
view the most correct and up to date
court information as possible. Our
non-criminal justice users also
depend on court disp osition
by Debra Plante
information to make employment
decisions for health care applicants,
school bus drivers, teachers, and day
care workers, for example. In order to
provide the most comprehensive
information to our users, the BOI
relies heavily on the Circuit Court
Clerk’s Office to correct any errors
they may receive and resubmit them
as soon as possible. In this time of
restricted budgets and short-staffing
throughout the State, we appreciate
the efforts of the Circuit Court Clerk’s
Office in providing us with the most
complete and accurate court
disposition information available.
Published for Criminal History Record Information (CHRI) Users
Our relationship with the circuit court
clerks continues to evolve into a
partnership that will hopefully result in
projects such as this to be
unnecessary. The amount of work
that has been completed with such a
limited number of staff has been a
major accomplishment for the BOI.
Top 11 County Project
18545
22%
66939
78%
Posted
Needed
Attention All Criminal Justice
Agencies,
Just a reminder: when submitting
Arrest Fingerprint Cards, States'
Attorney, Custodial Receives,
Custodial Status Changes,
Juvenile Arrest, Juvenile States'
Attorney, Juvenile Courts, and
Courts, please insure that all
mandatory fields are completed
and any other vital information
that is available is provided.
Also, when submitting fingerprint
cards, please remove the carbon
before filling out the back of the
card so that the information is
legible. This will help reduce the
number Fatal Error responses
returned to agencies.
Page 5
Fee Applicant Submissions
Recently more and more criminal
justice agencies are starting to submit
fee applicant fingerprint submissions.
When submitting fee applicant
submissions to the Illinois State
Police, Bureau of Identification (BOI),
keep in mind that once a submission
is transmitted to the BOI with valid
information in all the fields, the fee is
deducted from the cost center
provided within the submission.
Each city or village must have an
interagency agreement signed by the
city/village official and the Illinois
State Police. Each city or village is
given a unique cost center and
Originating Requestor Identifier (ORI)
number.
When submitting fingerprints to the
Illinois State Police, in field 1.08
(Originating Agency Identifier) the
police department should enter the
city or village ORI. In field 2.315
(Agency NCIC number) the requesting
Is it Really a Local Ordinance?
Agencies who report misdemeanor,
felony and traffic offenses such as
DUI and Aggravated Fleeing and
Eluding as “Local”, negate the
subjects criminal history record.
Reporting these offenses as “Local”
will omit these offenses from
appearing on an individuals FBI
record. The statutes listed above are
only a few examples of “Locally”
submitted offenses the Illinois State
Police (ISP) receives daily. Agencies
are encouraged to submit what
should lawfully be reported to ISP per
Illinois Compiled Statute 20 ILCS
2630/5.
While it may be fiscally advantageous
for a city or village to report “Local”
offenses, let’s not lose site of the real
goal. It is the responsibility of ISP to
share complete and accurate
information for the safety of officers
and decision makers state and
nationwide.
Sex Offender Registration Information
When a person is arrested for a sex
related offense you must submit the
fingerprint card for this arrest to
receive an FBI number. The FBI does
not recognize the statute citation for
the sex offender registrant as a valid
charge and will not generate a FBI
number. The original arrest and the
sex offender registration must be
reported on individual fingerprint
cards to accurately reflect the arrest
and the r egistr ation on the
individual’s rap sheet.
Page 6
The person can be
printed
on
any
fingerprint card with
the statute citation 730 ILCS 150.0/1
class Z. This should be submitted to
the Illinois State Police, 260 North
Chicago Street, Joliet, Illinois 60432
with “Sex Offender Registrant” written
on the envelope.
by Phyllis Saad
agency’s ORI should be entered here.
In field 2.380 (Cost Center), the
requesting agency’s cost center
should be entered into this field
provided the requesting agency is
paying the Illinois State Police for the
fingerprint request.
Keep in mind that once the
submission has been transmitted to
the Illinois State Police with valid
information in all the fields, the
submission will process through.
By Maureen O’Donnell
An electronic version of the Statute
Table is available on the ISP web site
at this address:
http://www.isp.state.il.us/services/
christat.cfm
by Karen Rivera
Illinois Sex Offender Registration is
available on the web at this web address:
http://www.isp.state.il.us/sor/
CHRI Agency Newsletter
CHRI Agency Newsletter Survey
This survey will assist us with developing a newsletter that will provide you with new and updated information. Most importantly, it will clearly define
those areas that you would like to see addressed. Please be honest with your answers and candid with your comments.
Please mail the completed survey to:
Ms. Melissa Westmoreland
Illinois State Police
Information & Technology Command
Bureau of Identification
260 North Chicago Street
Joliet, Illinois 60432
Fax: 815-740-4401
Agree
Neutral
Disagree
Does not
apply
The newsletter was informative:
The newsletter was easy to read:
The newsletter contained information
that will assist me with my job:
I would like to see more articles on: (ex. LEADS, Livescan, new technologies)
_____________________________________________________________________________________________
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My most favorite article was _______________________________________________________________________
because ______________________________________________________________________________________
_____________________________________________________________________________________________
My least favorite article was _______________________________________________________________________
because ______________________________________________________________________________________
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Comments, suggestions, additions or deletions:
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Published for Criminal History Record Information (CHRI) Users
Page 7
Illinois State Police
Bureau of Identification
260 North Chicago Street
Joliet, Illinois 60432
Phone: (815) 740-5160
Fax: (815) 740-5174
www.isp.state.il.us
This newsletter has been developed to
encourage interaction and improved
communication between ISP/BOI and the
Criminal Justice Community.
Please send all articles, comments,
questions, and/or inquiries to:
Ms. Melissa Westmoreland
Illinois State Police
Information and Technology Command
Bureau of Identification
260 North Chicago Street
Joliet, Illinois 60432-4072
Phone: 815-740-5187
Fax: 815-740-4401
email: [email protected]