HomeMy WebLinkAbout1996-144 Agrmt - LEDS/NCIC
LAW ENFORCEMENT DATA SYSTEMS
AND
OREGON CRIMINAL HISTORY (CCH) FILE
AGENCY AGREEMENT
: PARTIES TO THE AGREEMENT.
Tne parties to this agreement are:
(1) The Ashland PD and Ashland Communications Department (PSAP)
(2) ASHLAND MUNICIPAL COURT (HEREAFTER CALLED THE USER AGENCY)
11. PURPOSE OF THE AGREEMENT.
The purpose of this Agreement is to ensure that the Secondary User understands
and agrees to adhere to the rules, policies and procedures for use of the
Oregon Law Enforcement Data System (ZEDS) , National Crime Information Center
(NCIC) and other systems accessed via LEDS.
* NCIC and LEDS policies require that such an agreement be in effect between a
State system, Primary User (Ashland Police Department) and any other agency or
Secondary User (Ashland Municipal Court) with access to LEDS/NCIC.
111. INCORPORATED DOCUMENTS.
The following documents are incorporated into this Agreement by reference. The
Secondary User agrees to adhere to the rules, policies and procedures specified
in these two documents.
A. Oregon Administrative Rules (OAR 107-50-000 through OAR 07-50-050),
governing use of the Law Enforcement Data System.
B. The LEDS Operating Manual.
IV. TIMELINESS OF RECORD REMOVAL.
The Secondary User agrees to promptly notify the Primary User when a record is
r longer valid and needs to be removed from the LEDS/NCIC system.
The Primary User agrees to remove its records in a timely manner. Timely
removal of a record from the file means an immediate removal once a fugitive
has been arrested or is no longer wanted by that agency.
V. RECORD VALIDATION.
The Secondary User agrees to regularly validate and confirm that the records it
has entered or caused to be entered into LEDS/NCIC are complete, accurate and
still outstanding or active, following the procedures specified in the LEDS
OPERATING MANUAL.
VI. COMPLETENESS AND ACCURACY.
The Secondary User agrees to maintain its records and supporting documents
pertaining to warrants entered for them into the LEDS/NCIC system in a complete
and accurate status, and to supply the Primary User with all available
appropriate information for said entry. The Secondary User agrees to notify the
Primary User immediately if supporting documents are no longer available for
immediate removal of all connected LEDS/NCIC entries until such time as
supporting documentation can be gathered.
Complete documentation includes all applicable information available about a
person at the time of entry/request for record entry. The validation process
should include a review of whether additional information has become available
which should be added to the original record (driver's license numbers, social
security numbers, vehicle registration numbers etc as well as names and alias
es used by the suspect. NCIC policy regarding accuracy of records entered
into NCIC by the Primary User or Secondary User requires that all entries be
double-checked by a second party. Examples of verification checks include
assuring that cross-checks ( name/driver's license numbers, etc.) were made and
data matches information in the supporting investigative report and/or court
documents. A record in the LEDS/NCIC files must be modified or removed promptly
upon finding that information in the record is incorrect or invalid.
VII. LEGAL RESPONSIBILITIES FOR RECORD ENTRIES AND INFORMATION ACCESS AND
DISSEMINATION.
The Secondary User agrees that it shall be legally responsible for the accuracy
and completeness of its records, timeliness of entry and removal from the
tem, and for adhering to system security with regards to information access,
painting and dissemination requirements.
II. STANDARDS
The Secondary User agrees to establish and maintain security standards, audit
standards and training standards adequate to ensure system security and the
accuracy and completeness of documentation for entries consistent with this
Agreement.The Secondary User shall comply promptly with all directives of NCIC
and LEDS regarding actions designed to assure compliance with standards set
forth in this agreement.
The Primary User shall have the discretion to require the Secondary User's
compliance with the standards by taking such action as the circumstances of
non-compliance or risks of non-compliance require in the particular case.
Examples of remedial action may include informal verbal requests for curative
action by the Secondary User and/or retraining in the demonstrated area of
risk.
IX TERM AND TERMINATION
This Agreement shall become effective on the date of execution by the last
party indicated below and shall extend until September 30, 1998, unless sooner
terminated by mutual consent of the parties or by one party on no fewer-than 30
days written notice.
Primary User
ASHLAND POLICE DEPT
NAME OF PERSON SIGNING
41
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TITLE
SIGN RE
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Secondary User
ASHLAND MUNICIPAL COURT
A a EA -,DgPS C, 4te,
NAME OF PERSON SIGNING
MUNtc. NG ?nDCC
TITLE
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SIGNATURE
DATE DATE