Law Enforcement Michigan Data Exchange A Joint Information Sharing Initiative

Mi-DEx Participation Guide
Law Enforcement
Michigan Data Exchange
A Joint Information Sharing Initiative
Participation Guide
January 2010
Table of Contents
What is Mi-DEx?......................................................................................................................................... 1
Mi-DEx Mission .......................................................................................................................................... 2
Mi-DEx Vision ............................................................................................................................................. 2
Mi-DEx Participation Information Checklist........................................................................................ 3
Attachment A: Data Exchange Agreement ........................................................................................ 7
Attachment B: Data Submission Guide ............................................................................................ 15
Note: For more information and links to relevant web sites go to www.mi-dex.org.
Mi-DEx Participation Guide
January 2010
What is Mi-DEx?
Mi-DEx is the Michigan initiative for jointly sharing law enforcement information. The
Michigan State Police, Michigan Association of Chiefs of Police, and the Michigan Sheriffs’
Association endorse the concept of electronically sharing information that is beneficial to law
enforcement investigations, such as incident reports and jail management data. Together, they
have created the Mi-DEx initiative to further this goal.
Mi-DEx will build on the efforts of those agencies that have taken the lead in creating on-line
information sharing collaboratives across the state. There are many of these collaboratives
including the Western Michigan project Ignite and the Saginaw Bay area ARMS system. Mi-DEx
is the “glue” that ties these collaboratives together into a state-wide information sharing system.
Mi-DEx will provide a means whereby Michigan agency data can be forwarded for inclusion in the
N-DEx system. Further, it will make it possible to share information nation-wide through N-DEx.
N-DEx, created by the FBI, is already functional with many states and localities participating.
It provides crime mapping and analytical capability for crime solving and investigation. Agencies
can access N-DEx through their LEO (law enforcement on-line) account. Access to N-DEx is free
of charge. Go to http://www.fbi.gov/hq/cjisd/ndex/ndex_home.htm for more information.
The Mi-DEx interface with N-DEx does not require that Michigan store information at the state
level. Mi-DEx will simply consolidate information for passing on to N-DEx in a single nightly feed.
The state is simply a pass-through. Each agency chooses which information it wants to submit.
An entire Michigan information sharing collaborative can choose to submit their data collectively
to Mi-DEx, or a single agency can contribute data on its own.
Unlike Michigan’s Mi-DEx, N-DEx is a central repository of incident, arrest and other data.
Agencies choose the type and amount of data they wish to contribute. The data they include in
the Mi-DEx interface will be passed through to N-DEx. Agencies should only send data that is
categorized as “green” or non-secure incident and arrest data. All law enforcement nationwide
that have access to N-DEx will be able to access this data as part of any N-DEx crime analysis or
mapping inquiry.
The State, as the data submitter to N-DEx, has signed a Memorandum of Understanding with
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N-DEx agreeing to abide by common use and dissemination principles. All agencies that choose
to participate in Mi-DEx will be required to sign a Mi-DEx MOU. The Mi-DEx MOU is based on the
N-DEx MOU’s common use and dissemination principles. Execution of the Mi-DEx MOU by all
participating agencies will ensure agreement between Mi-DEx participants and preserve the
integrity of the system. The Mi-DEx MOU is included as Attachment A in this document.
Mi-DEx Mission
The Mi-DEx mission is to provide law enforcement agencies with powerful investigative tools
to search, link, analyze, and share criminal justice information such as incident/case report
information, booking and incarceration data, and parole/probation data on a local, statewide and
national basis as part of the Joint Information Sharing Initiative.
Mi-DEx Vision
The vision of Mi-DEx is to share complete, accurate, timely, and useful criminal justice
information across jurisdictional boundaries and to provide new investigative tools that enhance
the ability of Michigan law enforcement and criminal justice agencies to fight crime and terrorism.
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Mi-DEx Participation Information Checklist
1. Research and determine your agency’s needs. Does your agency have a way to
electronically share law enforcement records information with other agencies? Does your
agency’s records management vendor provide a way to access other Michigan agencies’
data? Is your agency participating in the National Data Exchange? If not, identify the
benefits your agency would realize by participating in the information sharing initiative
and gain commitment to move toward record sharing.
2. Determine your agency’s connection options and corresponding cost of
implementation. Talk to your agency’s records management vendor about participating
in Mi-DEx. Some vendors are already tying their clients’ records management
information together. In this case, your vendor may provide a way to feed this
information through Mi-DEx to N-DEx. Your agency can then access information from
other agencies not part of your vendor’s system through N-DEx.
If your agency’s vendor does not have a way to consolidate information from its records
management clientele, you can speak to them about creating a vendor feed for its
customers so your agency can participate in information sharing on a statewide and
national level. Or, you could speak to your agency’s vendor about extracting only your
own agency’s data for submission to Mi-DEx. If you have an in-house developed records
management system, or your vendor is not interested in providing this service, you can
develop your own data extract or hire someone else to do so.
Technical information on how to extract records management information for submission
to Mi-DEx and then to N-DEx is provided in later steps.
The cost of implementation varies in nature depending on an agency’s needs and an
agency’s vendor; therefore this cost shall be the responsibility of each individual agency.
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3. Conduct a Privacy Impact Assessment (PIA). Once the head of your agency has
made the determination to share data, it is highly recommended your agency perform a
privacy impact assessment (PIA). It is a crucial first step in successful privacy policy
development. This assessment will guide you in thinking about the purpose, collection,
quality, use (sharing and/or divulging), and security safeguards for data along with your
agency’s existing policies regarding access, individual participation and accountability
that are in place for your system. The PIA will ensure that personal and confidential
information entrusted to an agency is protected to the highest degree possible. To
download a PIA template go to http://www.it.ojp.gov/index.jsp. Choose Policy and
Practice, then under Site Tools choose Document Library, choose Policy, then scroll
down and select Guide to Conducting Privacy Impact Assessments: Privacy Impact
Assessment Template (dated Nov 03, 2009).
4. Sign the Mi-DEx Memorandum of Understanding. It enables all agencies to share
information in a consistent manner, identifying standard protocols for data ownership, use
and dissemination. This MOU provides the framework for information sharing in
Michigan and through N-DEx. Whether you simply wish to participate across regional
collaboratives or your agency is planning on submitting data to N-DEx, agencies must
sign the Mi-DEx MOU. This is found in Attachment A.
The MI-DEx MOU also provides a place to indicate if your agency wishes to participate in
N-DEx. A checkbox is provided for your use just before the signature section.
5. Develop a Privacy Policy. Although the Mi-DEx MOU provides information on how
privacy is maintained, your agency may wish to develop its own privacy policy to further
ensure privacy and civil liberties are protected. A privacy policy checklist to guide your
agency is provided by the United States Department of Justice (USDOJ), at
http://www.it.ojp.gov/documents/privacy_policy_checklist.pdf.
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6. Decide on the data to be shared in Mi-DEx and N-DEx. Your agency will need to
review its records management system’s method for securing data. Each records
management system generally has its own way of placing security on entire incidents or
specific data elements within an incident. There are usually categories of incidents, such
as Level 1 being available for all to see up to a Level 5 being reserved for internal
investigations and restricted to only certain viewers. Generally the creator of the record
places the security level on that incident. Your agency must determine which security
level data within your own system you would like to submit to N-DEx. For more secure
data, N-DEx has a method of providing a contact person (pointer) when there is a “hit”,
rather than divulging the sensitive record itself.
7. Perform the data extract for N-DEx. Ask your agency’s technical experts to create the
data extract from your agency’s records management system and according to the
decisions your agency has made on the type of information it is willing to share. The
extract will be done as an Information Exchange Package (IEP). The IEP submitted will
be in conformance with the Mi-DEx Information Exchange Package Documentation
(IEPD). The documentation details the method and standard elements used to create the
IEP. The Mi-DEx IEPD is based on the N-DEx IEPD which makes maximum use of
National Information Exchange Model (NIEM) and Law Enforcement Exchange (LEXS)
standards in XML. Your agency’s records management system vendor will be aware of
these established standards. Each incident report’s data elements are translated from
the record management system’s proprietary format into the standard XML elements and
structure detailed in the IEPD. Each XML document is an IEP. The XML documents will
be submitted to Mi-DEx. The method for submission is detailed in the Mi-DEx Data
Submission Guide included in this document as Attachment B. Guidance from a
member of the Mi-DEx team is available to assist in this endeavor and will need to test
the extract prior to submission. Contact Wendy Easterbrook (MSP) at (517) 241-1875 to
obtain a copy of the Mi-DEx IEPD and for guidance.
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8. Identify agency personnel who will use Mi-DEx / N-DEx tools. Identify personnel
within your agency that you will entrust to access confidential data for investigative
purposes.
9. Train agency personnel. Whether participating in Mi-DEx or N-DEx, it is each individual
agency’s responsibility to train its personnel in the proper use and dissemination of
shared data. These “rules” are found in the Mi-DEx MOU and N-DEx MOU as well as
your agency’s privacy policy (if available).
10. Provide LEO access to N-DEx for agency personnel. Each member of your agency
who will access N-DEx needs to complete a LEO application form. This is found at
http://www.leo.gov/. Scroll to the middle of the home page to find the LEO application
link. Also, on the LEO home page near the bottom is a link to the N-DEx application form.
This form will need to be faxed to the FBI who will approve N-DEx access as per the form
instructions. Once the FBI approves the N-DEx application, it is then forwarded to the
state CJIS System Officer (CSO).
11. Keep an audit log. The use of N-DEx is governed through the FBI and the state CSO.
Both are required to ensure the system is used for only legitimate law enforcement
purposes.
12. Guidance. There is a member of the Mi-DEx team available for guidance. Please see
below.
Ms. Wendy Easterbrook (MSP)
Office Phone:
(517) 241-1875
Office E-mail:
[email protected]
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Attachment A: Data Exchange Agreement
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Mi-DEx Participation Guide
January 2010
DATA EXCHANGE AGREEMENT
BETWEEN
_____________________________
PARTICIPATING IN THE
MICHIGAN DATA EXCHANGE INFORMATION SHARING PROJECT
(MI-DEx)
A.
B.
Purpose
1.
This Data Exchange Agreement (Agreement) is entered into by
_________________ participating in the Michigan Data Exchange (Mi-DEx).
The purpose of this Agreement is to set forth the policies and procedures for the
use of Mi-DEx by the participating agencies, including the maintenance and the
responsibility for the information contributed to Mi-DEx. Mi-DEx is a scalable
information sharing system. Mi-DEx, with information contributed by state, local
and tribal law enforcement and criminal justice agencies, will provide the
capability to make potential linkages between law enforcement information
contained in crime incidents, criminal investigations, arrests, bookings,
incarcerations, parole and/or probation reports in order to help solve, deter, and
prevent crimes, and thereby improve public safety and homeland security.
2.
The law enforcement and criminal justice information contributed and/or
exchanged with Mi-DEx will contain personally identifiable information (names,
social security numbers, addresses, etc.), as well as non-identifying descriptive
data (location of offense, type of weapon involved, etc.), about crime incidents
and investigations.
3.
The incident, offense, and/or case reports, arrest, booking, incarceration, and
probation and parole information made available to Mi-DEx will provide the full
criminal justice cycle of information. Mi-DEx will have the capability to correlate
names, addresses, telephone numbers, offense locations, and other crime
descriptors contained in these reports to identify potential linkages. The various
reports made available by criminal justice and law enforcement agencies will
conform and be compliant with the agency’s guidelines, policies and practices.
4.
Agencies may choose to utilize a query capability that will allow linkage with
similar names, addresses, crime descriptions and similar information.
5.
Utilizing Mi-DEx capabilities to further law enforcement activities will advance
public safety, security and enhance homeland security and counterterrorism
efforts. The resulting enhancements and capabilities will reinforce the incentive
for participation and contributions, thereby maximizing the information available.
Mission/Vision
1.
The Mi-DEx Mission is to provide a powerful investigative tool to search, link,
analyze, and share criminal justice information such as incident/case report
information, book and incarceration data, and parole/probation data on a local,
statewide and national basis.
2.
The vision of Mi-DEx is to share complete, accurate, timely, and useful criminal
justice information statewide and to provide new investigative tools that enhance
the ability of Michigan law enforcement and criminal justice agencies to fight
crime and terrorism.
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C.
January 2010
Concept
The Mi-DEx program is an index of federated criminal justice information. It is a
cooperative endeavor of state, local and tribal law enforcement and criminal justice
agencies, in which each is participating under its own individual legal status, jurisdiction
and authorities. All Mi-DEx operations will be based upon the legal status, jurisdiction,
and authorities of individual participants. Mi-DEx is not intended, and shall not be
deemed, to have any independent legal status.
D.
Parties
The parties to this Agreement are legally authorized state, local and tribal law
enforcement and criminal justice agencies.
E.
Ownership, Entry, and Maintenance of Information
1.
Each party retains sole responsibility and exclusive control and disposition over
the content of the information it contributes or allows access to, and may, at will,
at any time update or correct any of its information, delete it from the system, or
no longer use Mi-DEx for exchange of its information. All system entries will be
identifiable to the contributing agency or collaborative. The content of
information remains the sole responsibility of the contributing agency or
collaborative and is under that agency’s or collaborative’s exclusive control and
contributed under an express promise of confidentiality.
2.
Each agency will retain sole responsibility and control over the content of the
information it exposes to the Mi-DEx system. Each participating agency will have
an obligation to maintain “system discipline, “or to maintain timely, accurate,
complete, and relevant information. In an effort to maintain system discipline,
agencies shall provide any updates or changes to the original information on at
least a monthly basis. Updates and changes are encouraged as often as
feasible.
3.
The contributing agency has the sole responsibility and accountability for
ensuring that information made available through Mi-DEx was not obtained in
violation of any state, local, tribal, or federal law applicable to the contributing
agency. Information must be pertinent to and within the scope of the functions of
the agency and meet Mi-DEx security standards.
4.
Because information contributed to Mi-DEx will be information obtained and
managed by the contributing agency within its own record system(s) and for
which the contributing agency is solely responsible and accountable, information
shall not be altered or changed in any way except by the contributing agency.
The contributing agency should not make any changes to the information it
contributes that are not mirrored within the contributing agency’s source records.
5.
Commercially available references, public source information, and software
applications, such as commercial directories, census data, mapping applications,
and analytical applications are considered to be non-record material and should
be maintained in accordance with applicable contracts and/or licensing
agreements. To the extent that any such information is relevant and appropriate
for preservation as independent records, it will be the responsibility of the
accessing agency to incorporate such information as records of the accessing
agency in the agency’s own official records system(s) in accordance with that
agency’s records management processes and any applicable contract or
licensing Agreement.
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F.
January 2010
6.
The Mi-DEx system will thus only access information derived from each
contributing agency’s own records. The system is not in any manner a repository
of original records or to be used as a substitute for one, nor is the information
contributed to the system to be accorded any independent record status. Rather,
this system is merely an application to facilitate the sharing of certain information
that may be contributed from pre-existing records systems of the agencies and to
make correlations with such information.
7.
Any agency sharing data via Mi-DEx retains responsibility for the technology or
system design associated with their system. It has the sole responsibility and
accountability for ensuring that it is not constrained from sharing information for
authorized purposes by any laws, regulations, policies, and procedures
applicable to the submitting agency, and making reasonable efforts to ensure the
accuracy upon entry, and continuing accuracy thereafter, of any information
contributed.
Access to and Disclosure and Use of Information
1.
All disclosures of records from the Mi-DEx system must be in accordance with
applicable laws, including the Freedom of Information Act. Requests for records
obtained via Mi-DEx submitted under the Freedom of Information Act shall be
referred to the originating agency.
2.
Each agency shall contribute or allow access to information via Mi-DEx and
agrees to permit the access, dissemination, and/or use of such information by
every other agency under the provisions of this Agreement. The contributing
and/or sharing agency has the sole responsibility and accountability for ensuring
that is not constrained from permitting this by any laws, regulations, policies, and
procedures applicable to the submitting agency.
3.
An agency may only access the Mi-DEx system when it has a legitimate need-toknow the information for an authorized law enforcement, criminal justice,
counterterrorism, public safety, homeland security and/or national security
purpose, after receiving appropriate training and/or any necessary certification(s)
(e.g. LEIN, NCIC, III). Specifically, the system may be used to develop criminal
investigations and local crime trends, verify links between criminals in the
community, and other law enforcement and criminal justice purposes. The
system may be used for general licensing and employment purposes,
background investigations of state, local, or federal employees, or any other nonlaw enforcement purpose. Please note: The N-DEx system cannot be used
for general licensing and employment purposes, background
investigations of state, local, or federal employees, or any other non-law
enforcement purpose.
4.
The information in the Mi-DEx system shall not be used to establish or verify the
eligibility of, or continuing compliance with statutory and regulatory requirements
by, applications for, recipients or beneficiaries of, participants in, or providers of
services with respect to, cash or in-kind assistance or payments under federal
benefit programs, or to recoup payments or delinquent debts under such federal
benefit programs, unless for a purpose identified in this Agreement.
5.
All monitoring of successful and unsuccessful Mi-DEx logon attempts, file
access, correlations, type of transaction, and password changes will be
established and maintained by the Mi-DEx system, regardless of access means.
All audit trail files shall be protected to prevent unauthorized changes or
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destruction. No additional requirements are being imposed by the Mi-DEx upon
participating agencies.
6.
G.
H.
Information contributed to the system, including any analytical products, may be
disseminated subject to the following requirements:
a.
Hard or electronic copies of investigative reports made available through
the system may not be provided to a participating or nonparticipating
agency without the approval of the contributing/sharing agency.
b.
Crime analysis, crime trend, or summary information obtained via the
system, excluding personal identifying information, may be shared with a
non-participating entity.
c.
Immediate dissemination of information can be made if the recipient of
the information determines that an emergency involving an actual or
potential threat of terrorism, immediate danger of death or serious
physical injury to any person, or imminent harm to the national security
requires dissemination without delay. The owner of the information shall
be promptly notified of all disseminations made under this exception.
Security
1.
Each agency will be responsible for designating those employees who should
have access to the Mi-DEx system. This system has been developed with the
capability to record each use of the system, including the identity of the individual
accessing the system, time of access to the system, and the information entered
and/or queried. This system was developed with privacy and security in mind,
and each participating member should ensure that access to system information
is on a strictly need-to-know basis, and that all information is treated as law
enforcement sensitive.
2.
Each agency agrees to use the same degree of care in protecting information
accessed through Mi-DEx, pursuant to this Agreement, as it exercises in respect
of its own sensitive information. Each agency agrees to restrict access to such
information to only those of it’s (and its governmental superiors) officers,
employees, detailees, agents, representatives, task force members,
contractors/subcontractors, consultants, or advisors with a “need-to-know” of
such information.
3.
Each agency is responsible for training those employees authorized to access
the Mi-DEx system regarding the use and dissemination of information obtained
from the system. Specifically, employees should have a clear understanding of
the need to verify the information with the contributing agency prior to using the
information for purposes such as obtaining search and arrest warrants, affidavits,
subpoenas, etc. Agencies should also fully brief accessing employees regarding
the proscriptions for using third party information as described in this Agreement.
Property
1.
The equipment purchased by the participating agencies to participate in this
effort will remain the property of the participating agency.
2.
The accessing agency is responsible for configuring its computers to conform to
the access requirements. Maintenance of the equipment purchased by the
accessing agency shall be the responsibility of the agency.
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I.
January 2010
Costs
Unless otherwise provided herein, or in a supplementary writing, each agency shall bear
its own costs in relation to this Agreement. Even where an agency has verbally agreed
(or later does agree) to assume a particular financial responsibility, the agency’s express
written approval must be obtained before another agency incurs an expense associated
with the Agreement. All obligations of and expenditures by the agencies will be subject to
their respective budgetary and fiscal processes and availability of funds pursuant to all
laws, regulations, and policies applicable thereto. The agencies acknowledge that there
is no intimation, promise, or guarantee that funds will be available in future years.
J.
K.
L.
Liability
1.
The Mi-DEx system is not a separate legal entity capable of maintaining an
employer-employee relationship, and, as such, all personnel assigned by a party
to perform Mi-DEx related functions shall not be considered employees of the MiDEx or of any other agency for any purpose. The assigning agency thus remains
solely responsible for supervision, work schedules, performance appraisals,
compensation, overtime, vacations, retirement, expenses, disability, and all other
employment-related benefits incident to assignment of its personnel to the MiDEx functions.
2.
Unless specifically addressed by the terms of this Agreement (or other written
agreement), the agencies agree to only be responsible for the negligent or
wrongful acts or omissions of their respective officers and employees, but only to
the extent they would be liable under the laws of the jurisdiction(s) to which they
are subject.
Governance
1.
The agencies recognize that the success of this project requires close
cooperation by all participants
2.
Disagreements among the agencies arising under or relating to this Agreement
shall be resolved only via consultation at the lowest practicable level by and
between the affected participants and their sponsoring agencies (or as otherwise
may be provided under any separate governance procedures) and will not be
referred to any court, person, or entity for settlement.
3.
Evidence of an agency’s failure to abide by this Agreement may be shared with
other participating agencies.
No Rights in Non-Parties
This Agreement is an agreement among the agencies and is not intended, and should
not be construed, to create or confer on any other person or entity any right or benefit,
substantive or procedural, enforceable at law or otherwise against any party or any state,
locality, or other sponsor under whose auspices an agency is participating in the Mi-DEx
program, or the officers, directors, employees, detailees, agents, representatives, task
force members, contractors, consultants, advisors, successors, assignees, or other
agencies thereof.
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M.
January 2010
Effective Date/Duration/Modification/Termination
N.
1.
This Agreement shall become effective when a duly authorized representative of
the participating agency signs the document and transmits the signed Agreement
for filing.
2.
This Agreement shall continue in force indefinitely for so long as it continues to
advance the participants’ mission purposes, contingent upon approval and
availability of necessary funding.
3.
This Agreement may be modified upon the mutual written consent of all
agencies. However, the agencies may, without the need of formal agreement
modification, cooperatively address and resolve administrative, technical and
operational details related to this Agreement, provided that any such resolution;
does not conflict with the spirit, intent, or provisions of this Agreement; could not
reasonably be viewed as particularly sensitive, controversial or objectionable by
one or more of the participating agencies, and is sufficiently memorialized to
meet the business purposes of Mi-DEx.
4.
An agency’s duly authorized representative may terminate the agency’s
participation in this Agreement upon written notice to the other agencies of not
less than thirty (30) days. .
5.
By January 1, 2012, and annually thereafter, this Agreement will be reviewed to
ensure continued relevance and applicability. Agencies who wish to continue to
participate will be required to execute the updated Agreement
6.
As to information contributed via the MI-DEx during an agency’s participation
under this Agreement, the rights, obligations, responsibilities, limitations and
other understandings with respect to the disclosure and use of such information
shall survive any termination. This applies both as to a terminating agency’s
disclosure and use of the other agency’s information, and to the other agency’s
disclosure and use of a terminating agency’s information.
Point of Contact
Each agency shall designate an individual as the agency’s point-of-contact (POC) for
representing the agency in regard to this Agreement. An agency may change its
POC at any time upon providing written notification to the POC’s of all other
participating agencies.
The following person(s) shall be designated as the point of contact (POC):
Name:
______________________________
Address:
______________________________
Phone:
______________________________
E-Mail:
______________________________
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O.
January 2010
Participation in N-DEx
In addition to participating in the Michigan Data Exchange, (Mi-DEX), this
agency also desires to participate in the National Data Exchange (N-DEx). By
checking this box, this agency agrees to abide by N-DEx policies and protocols.
P.
Signatories
The below listed party has executed this Agreement by the signature of the duly
authorized representative on the date indicated. A photocopy or faxed signature is
as valid as the original.
AGENCY:
____________________________________
Signature:
____________________________________
Printed Name:
____________________________________
Title:
____________________________________
Date:
____________________________________
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Attachment B: Data Submission Guide
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Mi-DEx Participation Guide
January 2010
State of Michigan
Michigan Data Exchange
Law Enforcement
Michigan Data Exchange
Data Submission Guide For Law Enforcement Agencies
Mi-DEx PROGRAM OFFICE
December 1, 2009
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1. Document Purpose
The purpose of this document is to provide Law Enforcement Agencies (LEAs) and/or their records
management vendors with an informational overview on submitting data to the Mi-DEx. This document is
intended to supplement guidance through your regional coordinator, serving as a roadmap for contributing
data to N-DEx through Mi-DEx. The intended audience for this document is agency officials and their
technical personnel.
2. Data Submission
1.1 Prerequisites for Data Submission
The following prerequisites must be in place in order for Mi-DEx to accept your data:
1. Agency of vendor must have a Data Exchange Gateway (DEG) mailbox with
assigned user id and password. Many agencies already have access to the DEG
for submission of MICR data. If you need a DEG mailbox, contact the Mi-DEx
Data Submission Coordinator: Wendy Easterbrook at 517-241-1875 or via email
at [email protected]
2. Data files have passed a structural verification and content review and validation
to the Mi-DEx XML schema. For assistance and/or further explanation, contact
the Mi-DEx Data Submission Coordinator.
3.
XML file names adhere to the following naming convention:
a. AAAAAAAAA_YYYYMMDD_HHMM_NNNN.xml, where
AAAAAAAAA is the Data Submitter Agency ORI, YYYYMMDD is the
4-digit year, 2-digit month, and 2-digit day, HHMM is the 2-digit hour (24
hour clock) and 2-digit minute, and NNNN is a 4-digit sequence number.
The date and time in the file name should be the creation date and time of
the xml file. The sequence number is used to guarantee unique file names.
The LEA System is responsible for making sure the files are named
uniquely. A sample filename for second file created by a Data Submitter
Agency with ORI ‘MI7371800’ at 1:02 pm on November 9, 2009 is
‘MI7371800_20091109_1302_0002.xml’.
4. XML File Size
NOTE: .xml file = XML Document Instance
XML Document sizing recommendations
a. 2000 package maximum in a single XML Document Instance (for i.e.
MI7371800_20091109_1302_0001.xml)
b. 70 MB maximum file size for a single XML Document Instance
c. 12 Total attachments inside a single XML Document Instance (for i.e. if I
have an .xml file, with 1 or 1000 packages, I can only have a maximum of
12 attachments in the file)
d. An Xml Document should only contain packages for one LEA ORI.
Vendors who provide a Mi-DEx interface for multiple agencies should
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create one (or more if needed) XML Document Instance for each different
ORI / agency.
e. An XML Document Instance can contain only one message. A message
can have up to 2000 packages (a package generally is equated to one
incident report).
5. Zip file name must adhere to the following naming conventions:
a. Name of the ZIP file should be all ways AAAAAAA.zip where
AAAAAAA is submitters ORI without MI in front of the ORI. A sample
filename for the first compressed file created by a vendor with a mailbox
on the DEG named MI4114100 is 4114100.zip’.
b. Every zip file should include a Text file called archivename.txt. The
contents of this file would be a single line consisting of the original name
of the file in format AAAAAAA_YYYYMMDD_HHMM_NNNN.zip
where YYYYMMDD is the 4-digit year, 2-digit month, and 2-digit day,
HHMM is the 2-digit hour (24 hour clock) and 2-digit minute, and NNNN
is a 4-digit sequence number. The date and time in the file name should be
the creation date and time of the zip file. The sequence number is used to
guarantee unique file names. The LEA System is responsible for making
sure the files are named uniquely. A sample Archivename text file will
have a single line of name of the first compressed file created by a vendor
with a mailbox on the DEG named MI4114100, at 1:03 pm on November
9, 2009 is ‘MI4114100_20091109_1303_0001.zip’.
c. The first node of the compressed file name is used by Mi-DEx to deliver
error reports and confirmations back to the sender’s mailbox at the Data
Exchange Gateway.
6. Zip file sizes for batch ingest
a. see prerequisite XML Document Instance constraints above
b. Maximum of 20,000 .xml files in a single .zip file. Each XML Document
Instance (file) would only have a single message but can contain multiple
packages (up to 2000 as stated above)
c. 2 GB maximum file size for a single .zip file
7. Submit the zip file to the DEG by one of three methods:
a. Command line SFTP or SSLFTP
b. Utilizing a SFTP or SSLFTP software client
c. Files should be transferred only in binary mode
d. Via logging in to the DEG website and uploading the file
The IP address needed for a. and b. is: 136.181.135.38. The port for SFTP is
2222 and the port for SSLFTP is 11250 and data port 11200-11240, Authenticating
with your provided DEG user id and password will place you in your DEG mailbox.
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Mi-DEx Participation Guide
January 2010
The destination mailbox must be MIDEX. Following is an example of an SFTP
or SSLFTP put statement:
Type=binary
put 4114100.zip 4114100@MIDEX
Contact the Mi-DEx Data Submission Coordinator for further assistance.
8. If the file(s) submitted do not load into N-DEx successfully, the submitting
agency will be contacted by the Mi-DEx Data Submission Coordinator within five
business days.
9. A sharing policy must be determined before submission of the data. The sharing
policy choices are “Agency Supplied” or “Mi-DEx Assigned”. For more
information concerning sharing policies, please refer to the “Section 1 CSO
Agency Information/1.1.6 Training Overview Options.docSharing Policy
Overview and Options” section within this manual.
3. Initial Legacy Data Submission
Mi-DEx is gathering historical data from partnering agencies in order to correlate and
resolve information from incident reports in this timeframe. Due to its large nature, your
initial dataset should be loaded onto an external media device (CD, DVD, external hard
drive, or thumb drive) for manual submission to Mi-DEx. The external media device
should be sent via Federal Express to the Mi-DEx coordinator.
Once your initial legacy data set has been transformed and loaded into the N-DEx
system, routine data submissions can be sent to Mi-DEx via the DEG.
Note: This is a living document and will be updated when changes are warranted.
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