FILE: GBCA
PROTECTION OF CRIMINAL BACKGROUND INFORMATION
The Bossier Parish School Board utilizes the Louisiana State Police (LSP) Bureau of Criminal Identification and Information for performing criminal background checks on employment candidates. In order to process criminal background checks utilizing this system, the Bossier Parish School Board shall:
Comply with state and federal
laws, rules, regulations, procedures, and policies, including, but
not limited to, the most current version of the Federal Bureau of
Investigation (FBI) Criminal Justice Information Services (CJIS) Security
Policy and the Louisiana Noncriminal Justice Agency Guide regarding
the access, use, and dissemination of Criminal History Record Information
(CHRI).
Only use CHRI for the purpose
requested as stated in the Louisiana Noncriminal Justice Agency Guide.
Obtain and retain any required
documents mandated by state or federal law for the purpose of submitting
and processing a fingerprint based CHRI background check for each
individual request.
Establish the necessary security and management controls for the security and confidentiality of CHRI received in accordance with the most current version of the FBI CJIS Security Policy and Louisiana Noncriminal Justice Agency Guide. This includes, but is not limited to:
Designating a Noncriminal
Agency Coordinator (NAC) who will act as liaison between the Bossier
Parish School Board and LSP Bureau. The NAC will receive
audit information from the LSP Bureau and serve as the onsite
contact person during audits.
Designating a Bossier
Parish School Board Security Officer who is responsible for ensuring
compliance with the terms of this Agreement and state and federal
laws, rules, regulations, procedures, and policies regarding access,
use, and dissemination of CHRI.
Ensuring its officers,
employees, agents, and any other persons associated with the Bossier
Parish School Board who have access to CHRI, have received security
awareness training.
Ensuring its officers,
employees, agents, and any other persons associated with the Bossier
Parish School Board, abide by all state and federal laws, rules,
regulations, procedures, and policies regarding access, use, and
dissemination of CHRI; including, but not limited to, any LSP
Bureau system(s) approved for use by the Bossier Parish School
Board for the access, receipt, and retention of CHRI. Additionally,
the Bossier Parish School Board acknowledges and understands that
the use of this system provides for tracking and monitoring of
computer access and location-specific variables, as authorized
by federal and state laws, rules, regulations, procedures, and
policies, including, but not limited to, the most current version
of the FBI CJIS Security Policy and Louisiana Noncriminal Justice
Agency Guide as it pertains to CHRI. Tracking and monitoring
is to ensure the use, storage, dissemination, and processing of
CHRI is completed in an appropriate environment and limited to
authorized personnel.
Establishing and implementing
minimum screening requirements as required by CJIS Security Policy
for its officers, employees, agents, and any other persons associated
with the Bossier Parish School Board who have access to CHRI.
No individual may be granted access by the School Board
when a felony conviction of any kind exists, unless explicitly
approved by the LSP Bureau or CJIS System Officer (CSO).
Restricting access to
physical or electronic CHRI to authorized personnel. Physical
copies shall be maintained in a controlled, secure environment,
such as in a locked cabinet in a room not accessible to all staff
and visitors. When a physically secured location cannot
be met, electronic media shall be protected with encryption that
meets the most current FBI CJIS Security Policy.
Disseminating CHRI only
when authorized by state or federal law approved by the U.S. Attorney
General.
Ensuring the Bossier
Parish School Board establishes incident response policy and procedures,
including an operational incident handling capability for agency
information systems, whether physical or electronic. The
School Board shall track, document, and promptly report a security
incident of physical or electronic CHRI to the LSP Bureau Information
Security Officer (IS)) who shall report the incident to the Louisiana
CJIS ISO, Local Agency Security Officer, appropriate School Board
officials, and/or local authorities.
Establishing and implementing policy and procedures for CHRI media protection, including, but not limited to, storage and access, media transport, electronic CHRI sanitization, and physical disposal.
Notify individuals of their
right to update, challenge, or correct any discrepancies within his
or her CHRI, and the Bossier Parish School Board providing direction
on how to do so.
Retain supporting documentation
for a minimum of three (3) years from the time CHRI results are returned
for audit purposes. Documentation, including but not limited
to, Authorization Forms that support the Bossier Parish School Board’s
purpose for requesting the individual to complete a background check
coincides with an authorized purpose in state or federal law. The
LSP Bureau recognizes the School Board may have a document retention
policy that requires a time period greater than three (3) years.
Allow the LSP Bureau to conduct
on-site audits to ensure compliance with the terms of this Agreement.
Immediately notify the LSP
Bureau of any changes to sections 1 and 3 provided in this Agreement.
If access is no longer needed nor authorized by applicable state
or federal law, rule, regulation, procedure or policy, the Bossier
Parish School Board shall immediately notify the LSP Bureau to terminate
access.
Maintain and keep current a list of all Bossier Parish School Board employees with digital or physical access to CHRI and their purpose for access.
Staff shall create and utilize procedures to comply with the requirements of this policy.
New policy: July 15, 2021
Ref: Board minutes, 7-15-21
Bossier Parish School Board