Department of Justice CLETS Advisory Committee Meeting Agenda. Folsom City Council Chambers 50 Natoma Street Folsom, CA 95630

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1 Department of Justice CLETS Advisory Committee Meeting Agenda Folsom City Council Chambers 50 Natoma Street Folsom, CA March 25, :00 p.m. 1. Call to Order 2. Roll Call 3. Housekeeping 4. Audience Introductions 5. VOTE: Meeting Minutes of December 2, Chair s Report 7. Executive Secretary s Report a. Action Items b. CLETS Misuse Statistics c. CLETS Statistics 8. Update: California Pawn and Secondhand Dealer System (CAPSS) 9. VOTE: Standing Strategic Planning Subcommittee Recommendations 10. Update: Upgrade Applications Approved by DOJ a. Carlsbad Police Department (San Diego County) b. CSU, Channel Islands Police Department (Ventura County) c. Grass Valley Police Department (Nevada County) d. La Mesa Police Department (San Diego County) e. Madera Police Department (Madera County) f. Red Bluff Police Department (Tehama County) g. Riverside Police Department (Riverside County) h. San Luis Obispo Police Department (San Luis Obispo County) i. Tulare County Sheriff s Office (Tulare County) j. UC Davis Police Department (Yolo County) k. U.S. Department of Veterans Affairs, Long Beach (Los Angeles County)

2 CLETS Advisory Committee Agenda March 25, 2015 Page VOTE: New Service Applications a. U.S. Army Corp of Engineers, Security and Law Enforcement Division-Los Angeles District b. U.S. Treasury Department, Special Inspector General for the Troubled Asset Relief Program (SIGTARP) 12. VOTE: Client Reports a. California State Licensing Board-Special Investigations Unit (Orange County) Compliant b. La Palma Police Department (Orange County) Compliant c. Los Angeles County Sheriff s Department (Los Angeles County) Compliant d. Madera County Department of Corrections (Madera County) Compliant e. Orange County District Attorney (Orange County) Compliant f. Seal Beach Police Department (Orange County) Compliant g. U.S. Internal Revenue Service-Criminal Investigations (Orange County) Compliant h. U.S. Probation Department (Orange County) Compliant i. Westminster Police Department (Orange County) Compliant j. Lodi Police Department (San Joaquin County) k. Los Angeles Police Department (Los Angeles County) l. Stockton Police Department (San Joaquin County) m. UC Davis Police Department (Yolo County) n. Monterey Police Department (Monterey County) o. Anaheim Police Department (Orange County) p. Orange County Sheriff s Department (Orange County) q. San Francisco County Sheriff s Department (San Francisco County) r. Santa Ana Police Department (Orange County) 13. Members Reports 14. CAC Discussion/Open Forum/Public Comment 15. Next CAC Meeting/Adjourn NOTE: Items designated for information are appropriate for Committee action if the members choose to take action at this meeting.

3 California Law Enforcement Telecommunications System (CLETS) Advisory Committee (CAC) Meeting Minutes December 2, 2014 California Highway Patrol, Sacramento Present: Chair: Sam Spiegel (California Peace Officers Association) Members: Cuong Nguyen (Department of Justice) Scott Howland (California Highway Patrol) Frank Alvarez (Department of Motor Vehicles) Cynthia Renaud (California Police Chiefs Association) Karen Wong (Office of Emergency Services) Evert Palmer (League of California Cities) Absent: Larry Spikes (California State Association of Counties) Marc Shaw (California Peace Officers Association) Scott Marshall (California State Sheriffs Association) CALL TO ORDER Chair Spiegel called the meeting to order at 1:06 PM. ROLL CALL CLETS Executive Secretary Keith Dann called roll; a quorum was present. APPROVAL OF MINUTES A motion was made to approve the minutes from the meeting of September 16, Motion: Second: Discussion: Vote: Abstained: Scott Howland Karen Wong None Approved unanimously Evert Palmer CHAIR S REPORT Chair Spiegel thanked California Justice Information Services Director Cuong Nguyen, who is retiring this month, for his two years of service on the CAC and presented him with an appreciation plaque and letter. Chair Spiegel also thanked retiring California State Sheriffs Association committee member Scott Marshall, who was not present, for his seven years of service to the CAC.

4 EXECUTIVE SECRETARY S REPORT a. Action Item 1. Mendocino County Sheriff Tom Allman inquired if his agency could release CLETS-derived information to the Bureau of Indian Affairs. Result: The Department of Justice (DOJ) has confirmed the authority exists, Sheriff Allman has been notified and the DOJ is working with the Mendocino County Sheriff s Department to obtain the necessary documentation. b. CLETS System Misuse Statistics Possible cases of CLETS misuse processed by the Department of Justice (DOJ) from July 1, 2014, through September 30, 2014: Journal search requests 34 Total searches conducted 121 Searches for possible misuse within own agency 13 Searches for possible misuse within another agency 24 Searches for other purposes, including diagnostics 84 c. CLETS Traffic Statistics (July 1, 2014, through September 30, 2014) Inbound Outbound Total messages 252,564, ,553,385 Average day 2,745,261 2,756,015 Monthly average 84,188,016 84,517,795 Peak day 3,196,315 3,212,279 Peak hour 207, ,825 CALIFORNIA PAWN AND SECONDHAND DEALER SYSTEM UPDATE (CAPSS) The DOJ s Chief Information Officer Adrian Farley gave an update on the CAPSS. There are three core objectives: 1) Automate the reporting of pawn information; 2) establish a statewide repository of this information; and, 3) provide law enforcement with enhanced investigative capabilities. The project will be rolled out in mid-december 2014, with the onboarding of secondhand dealers and law enforcement agencies. Once fully operational, local agencies will have the ability to download CAPSS data into their local systems. Additionally, by employing Extensible Markup Language (XML) format with the CAPSS design, agencies using a thirdparty software will also have the ability to extract the XML data into their local system.

5 STANDING STRATEGIC PLANNING SUBCOMMITTEE (SSPS) UPDATE The SSPS met before the CAC meeting, where California Police Chiefs Technology Committee s Tom Bruce was introduced as the new SSPS Chair and review of the 2009 CLETS Strategic Plan goals continued. SSPS Chair Bruce and CLETS Administration Section (CAS) analyst Mark Hayward presented the following recommendations to the CAC: Reword Goal 3 to state: To enable biometric capture of misdemeanor and infraction information for transmission to the appropriate agency s repository and will work with current technology. Renumber Goal 4 to Goal 3.1 and reword to state: Transmit Failure to Appear (FTA) bench warrants to the DOJ with a fingerprint or thumbprint. Reword new Goal 1 to state: Explore the capture and sharing of historical and real time Global Positioning System (GPS) based geospatial data on offenders statewide. A motion was made to accept the SSPS recommendations and reaffirm the desire to have three law enforcement leaders meet with the Department of Motor Vehicle s (DMV) Director to discuss photo sharing. Motion: Second: Discussion: Vote: Cynthia Renaud Cuong Nguyen None Approved unanimously UPGRADE APPLICATIONS APPROVED BY THE DOJ The following 11 applications were not voted on and were presented as information only because they were previously approved by the DOJ: a. Bakersfield Police Department (Kern County) b. Chino Police Department (San Bernardino County) c. Citrus Heights Police Department (Sacramento County) d. CSU Chico Police Department (Butte County) e. Humboldt County Sheriff s Department (Humboldt County) f. Indio Police Department (Riverside County) g. Livermore Police Department (Alameda County) h. San Francisco Police Department (San Francisco County) i. San Rafael Police Department (Marin County) j. Santa Cruz County Sheriff s Department (Santa Cruz County) k. South Bay Regional Public Communications Authority, sponsored by Hawthorne Police Department (Los Angeles County)

6 NEW SERVICE APPLICATIONS CALENDAR There were no new service applications for this meeting. CLIENT REPORTS The first two agencies are now compliant and will be removed from future agendas. a. California Highway Patrol b. Humboldt County Sheriff s Office c. Lodi Police Department CAS analyst Mark Hayward reported that a March 2014 Federal Bureau of Investigation (FBI) audit revealed 15 compliance issues. Of which, non-technical issues will be resolved by January 31, Technical issues, the result of encryption and personal firewalls upgrades necessitated by a new system, are expected to be resolved by June 30, d. Los Angeles County Sheriff s Department CAS analyst Mark Hayward reported that a March 2014 FBI audit revealed two compliance issues: security awareness training and a lack of user identification (ID) validation documentation. Both issues are expected to be resolved by January e. Los Angeles Police Department CAS analyst Mark Hayward reported that a March 2014 FBI audit revealed seven compliance issues. Of which, four issues have been remedied. The remaining three issues: contractor background checks, security awareness training and lack of user ID validation documentation are expected to be resolved by December 31, f. Stockton Police Department CAS analyst Mark Hayward reported that a March 2014 FBI audit revealed 12 compliance issues. Of which, three issues have been remedied and all, but one of the other issues will be complete by March 15, It was pointed out that due to the city s financial crisis, the issue involving encryption will not be resolved until approximately December Chair Spiegel proposed the CAC write a letter to the Stockton Police Department outlining the urgency of system security, which could then be presented to the bankruptcy court. Cynthia Renaud will contact the Stockton Police Department Chief to see whether or not CAC input might help secure equipment appropriation faster, perhaps leading to earlier compliance. g. University of California (UC) Davis Police Department CAS analyst Mark Hayward reported that a DOJ audit revealed six compliance issues. Of which, four issues have been remedied. The remaining two issues: strong passwords and contractor background checks are expected to be compliant within 60 days after the UC Davis Police Department CLETS upgrade application, which has already been sent to the DOJ, is approved.

7 h. Monterey Police Department CAS analyst Wendy Welenofsky reported that a March 2014 FBI audit revealed six compliance issues. All of which, have been remedied with the exception of encryption, which will be implemented by July 1, 2015, perhaps earlier if funding can be obtained. Chair Spiegel indicated the implementation target date might be ambitious and said he would contact the Monterey Police Department Chief in an effort to spur earlier funding. i. Anaheim Police Department CAS analyst Michelle Mitchell reported that a March 2014 FBI Audit revealed eight compliance issues. One issue has been remedied, but the remaining seven issues: FBI Criminal Justice Information Services (CJIS) Security Addendums for private contractor personnel, fingerprinting of unescorted personnel in secure areas, security awareness training, lack of system use notification, lack of user ID validation documentation, authentication-password history and session lock are expected to be resolved in July j. Madera County Department of Corrections CAS analyst Michelle Mitchell reported that a discussion in July 2014 revealed the agency was not compliant with security awareness training; however, the agency is expected to be compliant by the end of December An update will be sent to the CAC when the Madera County Department of Corrections verifies its compliance. k. Orange County Probation Department CAS analyst Michelle Mitchell reported that a review of a 2014 CLETS application revealed the client was out of compliance with encryption requirements. However, through a collaborative effort within the County, an encrypted virtual private network connection will be established by December 31, 2014 from the agency s CLETS workstations to a router that will be added to the Orange County Sheriff s Department s network thus ensuring the agency s compliance. l. San Francisco County Sheriff s Department CAS analyst Michelle Mitchell reported that a March 2014 FBI audit revealed six compliance issues. Of which, two issues have been remedied. The remaining four issues: FBI CJIS Security Addendums for private contractor personnel, lack of system use notification, lack of user ID validation documentation and no event logging are expected to be compliant by January 1, m. Santa Ana Police Department CAS analyst Michelle Mitchell reported that a March 2014 FBI audit revealed seven compliance issues. Of which, two issues have been remedied. Four of the remaining issues: FBI CJIS Security Addendums for private contractor personnel, security awareness training, media disposal and no session lock will be resolved by March 1, The event logging issue, which requires an upgrade of the agency s computer aided dispatch/records management system is required to ensure compliance, is projected to be completed by November 1, 2016.

8 n. Orange County agencies CAS analyst Michelle Mitchell reported that a review of a 2014 CLETS application indicated 11 of the Orange County Sheriff s Department s downstream agencies were not compliant with strong password requirements. Four agencies have resolved their issue and four agencies are expected to be compliant by January 15, The DOJ has been working with the Orange County Sheriff s Department s regarding the remaining three agencies: Contractors State License Board, Internal Revenue Service and U.S. Probation to obtain their implementation plans and will provide an update to the CAC when the agencies verify their compliance. MEMBERS REPORTS Karen Wong reported her agency continues outreach on the First Responder Network Authority (FirstNet), which will take all actions necessary to ensure the building, deployment and operation of the nationwide public safety broadband network. FirstNet wants to inform law enforcement, fire services, emergency management and 911 organizations that the national public safety network will be arriving soon. She encouraged agencies to complete a survey, which is available through her office or on the Internet. Town hall meetings resume in January. Cuong Nguyen reported that SmartJustice subscribers continue to rise and the DOJ is close to having data integration with several more counties and that the Controlled Substance Utilization Frank Alvarez reported he has been working with DMV Director Jean Shiomoto and CLETS Executive Secretary Keith Dann on obtaining information related to a meeting regarding Goal 8 of the 2009 CLETS Strategic Plan. DMV is also working on Assembly Bill 60 (Chapter 524, Statutes of 2013), which requires the DMV to issue an original driver license to an applicant, who is unable to submit satisfactory proof of legal presence in the United States. Chair Spiegel reported the California Police Chiefs Association (CPCA) is seeking chiefs or seconds-in-command, as gubernatorial appointments, to represent the CPCA on the 911 Advisory Board. Applicants should contact CPCA President Christopher Boyd. CAC DISCUSSION/OPEN FORUM/PUBLIC COMMENT No discussion or public comment. NEXT CAC MEETING/ADJOURN The next meeting will be held in March The meeting was adjourned at 1:52 PM. Motion: Second: Discussion: Vote: Cuong Nguyen Karen Wong None Approved unanimously ACTION ITEMS 1. Cynthia Renaud will contact the Stockton Police Department Chief; 2. Chair Spiegel will contact the Monterey Police Department Chief.

9 New CLETS Service Application Staff Comments Calendar # CN-02 Agency Name: U. S. Treasury Department Special Inspector General for the Troubled Asset Relief Program (SIGTARP) Resident City: San Francisco/Long Beach County: San Francisco/Los Angeles Recommendation: Approval Class: 1=Law enforcement agency 2=Criminal justice agency 3=Law enforcement sub-unit of a nonlaw enforcement agency 3 AGENCY Statute of Entitlement: Emergency Economic Stabilization Act of 2008 (EESA), Troubled Asset Relief Program Act of 2009, Section 6 Primary function of agency (How will CLETS be used?) Conduct criminal investigations involving the Troubled Asset Relief Program. SIGTARP s investigations involve traditional law enforcement activities such as; surveillance, conducting witness interviews, executing search warrants, effecting arrests, and undercover assignments. Post certified? No. of sworn personnel: Type of computer system(s) planned to be used by agency in processing CLETS transactions: Type of interface to CLETS: N/A 10 Peace Officer Powers? SYSTEM Federal law enforcement officers are not considered peace officers Type of System X Local Area Network (LAN) Wide Area Network (WAN) Computer Aided Dispatch (CAD) Records Management System (RMS) Message Switching Computer (MSC) Wireless Server Controller/Other Server No System Type of Interface Direct line interface to CLETS as county-wide MSC Direct line interface to CLETS as host for other agencies Direct line interface to CLETS for own agency only X Via county MSC to CLETS Via DOJ s LEAWEB Via other interface

10 New CLETS Service Application Staff Comments Calendar # CN-02 Type of Connection X Dedicated Land Line Type of connection to be used to access CLETS: Wireless (Identify): Satellite/Microwave: Remote Communications (Public, Dial-Up, etc.): Other: Number of terminals planned: 2 =Fixed 0 =Mobile 2 =Total If Internet access, does it meet CLETS firewall policy? If direct interface, will agency journal all transactions for three years per CLETS policy? Level of access: Additional Comments: No Internet access N/A Not a direct interface agency Inquiry only DOJ Technical Review Completed No Concerns to Report HOST RECOMMENDATION Host system (MSC, etc.): Host recommendation: Host recommendation by: San Francisco PD/ Los Angeles Sheriff Department Approval Hilarie Colby, ACC SFPD, Justine La, ACC LASD AUTHOR CLETS Analyst: Mark Hayward Telephone: Analyst address: mark.hayward@doj.ca.gov Please contact the analyst if you have any questions on the application or staff comments

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17 POLICE DE PARTMENT 911 SEAL BEACH BOULEVARD SEAL BEACH, CALIFORNIA PHONE (562) / FAX (562) February 3,2015 To: From: Re: Michelle D. Mitchell Seal Beach Police Department AG Letter of Non/Compliance of FBI CJIS/NCIC Security Policy Dear Michelle Mitchell, This letter is to update the Department of Justice on the Seal Beach Police Department's compliance with CLETS / NCIC strong password requirements. The Orange County Sheriff's Department provides ELETE software to our agency and developed a new version of ELETE to implement the use of strong passwords. As of Janu ary 15th, 2015 our agency has reached full compliance regarding the FBI CJIS/NCIC Policy. As of January 1sth, 2015 all mobile workstations and interna! workstations including firewalls have been tested and are equipped with a strong password compliant version of ELETE. ln addition, al! users have received instruction and training and upgraded their passwords to meet the components of Policy Sincerely, Joe Stilinovich Chief of Police

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51 CLETS ADVISORY COMMITTEE MEETING March 25, 2015 WELCOME MEMBERS AND ATTENDEES

52 EXECUTIVE SECRETARY S REPORT Action Items CLETS Misuse Statistics CLETS Statistics

53 Action Items 1. Chief Renaud to contact Stockton Police Chief regarding encryption requirements. Chief Renaud spoke to the Stockton Police Chief. As a result, a solution to the encryption issue has been identified. The new projected completion date has been moved from December 2016 to June 2015.

54 Action Items 2. Chair Spiegel to contact Monterey Police Chief regarding encryption requirements. Chair Spiegel spoke to the Monterey Police Chief. As a result, a solution to the encryption issue has been identified. The new projected completion date has been moved from July 2015 to March 31, 2015.

55 CLETS Misuse Statistics November 1, 2014 February 28, 2015 Journal search requests 56 Searches for possible misuse within own agency 98 Searches for possible misuse for another agency 12 Searches for other purposes 173

56 CLETS Traffic Statistics October December 31, 2014 Inbound Outbound Total Messages ,824, ,873,331 Monthly Average ,608,022 78,957,777 Daily Average ,563,305 2,574,710 Peak Day ,038,019 3,050,191 Peak Hour , ,592

57 CLETS Administration Section CLIENT REPORTS

58 Lodi Police Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy Private Contractors Physical Security Media Disposal Network Configuration System Use Notification Identification/User ID Event Logging Advanced Authentication Encryption Report: 15 original items Full compliance expected by June 30, 2015

59 Los Angeles Police Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy Encryption Report: 7 original items, 6 items resolved Full compliance expected by May 29, 2015

60 Stockton Police Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy Advanced Authentication Encryption Report: 12 original items, 10 items resolved Full compliance expected by June 30, 2015

61 UC Davis Police Department Originated: DOJ CLETS Audit Issue: Non-compliant with CLETS Policy Authentication - Passwords do not meet FBI CJIS Security Policy Report: 6 original items, 5 items resolved Full compliance expected June 2015

62 Anaheim Police Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy System Use Notification Private Contractors Personnel Security Security Awareness Training Authentication Report: 8 original items, 3 items resolved Full compliance expected by July 2015

63 Orange County Sheriff s Department Originated: Review of an Orange County agency s CLETS Application Issue: Non-compliant with FBI CJIS Security Encryption Report: Orange County Probation Department original compliance date was December 31, Requesting an extension to April 1, 2015 Orange County District Attorney and Superior Court compliance expected by October 1, 2015

64 San Francisco County Sheriff s Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy Private Contractors System Use Notification Report: 6 original items, 4 items resolved Full compliance date was January 1, 2015 Requesting extension to March 31, 2015

65 Santa Ana Police Department Originated: 2014 FBI Audit Issue: Non-compliant with FBI CJIS Security Policy: Event Logging Report: 7 original items, 6 items resolved Full compliance expected by November 1, 2016

66 CLETS ADVISORY COMMITTEE MEETING March 25, 2015