HomeMy WebLinkAbout07 - Amending Section 2.12.110 of Chapter 2.12 (Administrative Departments) of the NBMC to Include Education and Enforcement Related Provisions as a Function of the Recreation & Senior Services DepartmentQ �EwPpRT
CITY OF
s NEWPORT BEACH
`q44:09 City Council Staff Report
September 23, 2025
Agenda Item No. 7
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Sean Levin, Recreation and Senior Services Director - 949-644-
3151, slevin@newportbeachca.gov
PREPARED BY: Justin Schmillen, Recreation and Senior Services Deputy Director
949-644-3160, jchmillen@newportbeachca.gov
TITLE: Ordinance No. 2025-30: Amending Section 2.12.110 of Chapter 2.12
(Administrative Departments) of the Newport Beach Municipal Code
to Include Education and Enforcement Related Provisions as a
Function of the Recreation & Senior Services Department
/_1 16"t I:7_T91 6
For the City Council's consideration is the amendment of Newport Beach Municipal Code
(NBMC) Chapter 2.12.110 adding enforcement of park and park facility related provisions
of the code as a function of the Recreation & Senior Services (RSS) Department. This
inclusion is necessary to apply for and execute a Management Control Agreement (MCA)
between the Newport Beach Police Department (NBPD) and RSS Department to
authorize Park Patrol Officers (PPOs) use of the California Law Enforcement
Telecommunication System (CLETS).
RECOMMENDATIONS:
a) Determine this action is exempt from the California Environmental Quality Act (CEQA)
pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because
this action will not result in a physical change to the environment, directly or indirectly;
and
b) Waive full reading, direct the City Clerk to read by title only, and introduce Ordinance
No. 2025-30: An Ordinance of the City Council of the City of Newport Beach,
California, Amending Section 2.12.110 of Chapter 2.12 (Administrative Departments)
of the Newport Beach Municipal Code to Include Education and Enforcement Related
Provisions as a Function of the Recreation and Senior Services Department and pass
to a second reading on October 14, 2025.
DISCUSSION:
On July 22, 2003, City Council approved a Park Patrol Program under the Recreation &
Senior Services Department (RSS) to patrol and monitor active parks and recreation
facilities and maintain a safe park environment in the City of Newport Beach (City). Since
its inception, Park Patrol Officers (PPOs) continue to patrol 365 days a year and maintain
a presence in the City's 65 parks, making over 15,000 public contacts annually. Their
primary goal is to educate the public to gain compliance with park rules and regulations.
7-1
Ordinance No. 2025-30: Amending Section 2.12.110 of Chapter 2.12
(Administrative Departments) of the Newport Beach Municipal Code to Include
Education and Enforcement Related Provisions as a Function of the Recreation &
Senior Services Department
September 23, 2025
Page 2
They also have the authority to write administrative citations, if necessary, for
Newport Beach Municipal Code (NBMC) violations that occur in City parks. PPOs are
equipped with radios and provided access to police communications and may be
dispatched, called upon to assist, or coordinate with Newport Beach Police Department
(NBPD) in certain situations.
Based on Park Patrol's specified services, NBPD has requested a Management Control
Agreement (MCA) between the NBPD and RSS Departments to authorize PPG's use of
CLETS equipment and information. The CLETS is a communications network maintained
by the California Department of Justice (DOJ) to communicate and obtain information
from federal and state databases. The NBPD is a CLETS subscribing agency; according
to Section 1.5.1A of the DOJ's CLETS Policies, Practices and Procedures, non -criminal
justice agencies "may access CLETS equipment or information from the CLETS on behalf
of the CLETS subscribing agency to accomplish specified services (such as dispatching,
parking citations or data processing/information technology services), if such delegation
is authorized pursuant to statute, ordinance, regulation or an agreement between
agencies". A signed MCA must also be received and approved by the DOJ between the
CLETS subscribing agency (NBPD) permitting access to the non -criminal justice
designee (RSS). An MCA would require each PPO to maintain annual CLETS security
training to qualify for access to NBPD's encrypted radio system. It would also give them
the new capability to conduct a search of licenses plate information over the radio, if
necessary.
Amending Section 2.12.110 of Chapter 2.12 (Administrative Departments) of the NBMC
to include the "education and enforcement of park and park facility related provisions of
the code" as a department function provides the statue necessary to distinguish the RSS
Department as an authorized, non -criminal justice designee to enable the MCA. NBPD
currently has three MCAs in place within the City which state an enforcement function
under their respective sections of Chapter 2.12 of the NBMC; Harbor Department,
Community Development Department- Code Enforcement and Public Works
Department- Refuse Division.
FISCAL IMPACT:
There is no fiscal impact related to this item.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
7-2
Ordinance No. 2025-30: Amending Section 2.12.110 of Chapter 2.12
(Administrative Departments) of the Newport Beach Municipal Code to Include
Education and Enforcement Related Provisions as a Function of the Recreation &
Senior Services Department
September 23, 2025
Page 3
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — Ordinance No. 2025-30:
Attachment B — Department of Justice CLETS Policies, Practices and Procedures
7-3
ATTACHMENT A
ORDINANCE NO. 2025- 30
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY
OF NEWPORT BEACH, CALIFORNIA, AMENDING
SECTION 2.12.110 OF CHAPTER 2.12 (ADMINISTRATIVE
DEPARTMENTS) OF THE NEWPORT BEACH MUNICIPAL
CODE TO INCLUDE EDUCATION AND ENFORCEMENT
RELATED PROVISIONS AS A FUNCTION OF THE
RECREATION AND SENIOR SERVICES DEPARTMENT
WHEREAS, Section 200 of the City Charter, of the City of Newport Beach
("City"), vests the City Council with the authority to make and enforce all laws, rules and
regulations with respect to municipal affairs subject only to the restrictions and
limitations contained in the City Charter and the State Constitution, and the power to
exercise, or act pursuant to any and all rights, powers, and privileges or procedures
granted or prescribed by any law of the State of California;
WHEREAS, since 2003, the Recreation and Senior Services Department
("Recreation and Senior Services") has administered the Park Patrol Program to
monitor 65 City parks and enforce park rules with Park Patrol Officers ("PPOs");
WHEREAS, PPOs patrol 365 days a year and make over 15,000 public contacts
annually which serve to educate the public and gain compliance with park rules and
regulations. Additionally, PPOs have the authority to issue administrative citations for
Newport Beach Municipal Code ("NBMC") violations in City parks and to assist the
Newport Beach Police Department ("NBPD") when called upon;
WHEREAS, NBPD has requested a Management Control Agreement ("MCA")
between NBPD and Recreation and Senior Services authorizing PPOs to use California
Law Enforcement Telecommunications System ("CLETS") equipment and information;
WHEREAS, CLETS is a communications network maintained by the California
Department of Justice ("DOX) to communicate and obtain information from federal and
state databases;
WHEREAS, Section 1.5.1A of the DOJ's CLETS Policies, Practices and
Procedures, states that NBPD may enter into a MCA with non -criminal justice
designees pursuant to statute, ordinance, regulation or an agreement to authorize
access to CLETS information and equipment;
7-4
Ordinance No. 2025-
Page 2 of 4
WHEREAS, each of the City's three non -criminal justice designees, the Harbor
Department, Community Development Department - Code Enforcement, and Public
Works Department, have entered into a CLETS MCA with NBPD, which includes a
Release of Information Agreement referencing the enforcement of the NBMC as a
department function under Chapter 2.12 (Administrative Departments) of the NBMC;
WHEREAS, the City Council intends to amend the NBMC to reflect the
enforcement function of park and park facility provisions of the NBMC by Recreation
and Senior Services, which is a requirement to access CLETS; and
WHEREAS, an MCA with Recreation and Senior Services would require each
PPO to maintain annual CLETS security training to qualify for access to NBPD's
encrypted radio system and the capability to conduct a search of license plate
information over the radio.
NOW THEREFORE, the City Council of the City of Newport Beach ordains as
follows:
Section 1: Section 2.12.110 of Chapter 2.12 (Administrative Departments) of
the Newport Beach Municipal Code is hereby amended to read as follows:
Section 2.12.110 Recreation and Senior Services Department
The Recreation and Senior Services Department shall be under the supervision of the
Recreation and Senior Services Director. The functions of the Recreation and Senior
Services Department shall include:
A. Advise and liaison to the Parks, Beaches and Recreation Commission;
B. Planning coordination and direction of community recreational activities;
C. Operation and control of all parks, recreation, and senior services facilities
over which the City exercises jurisdiction;
D. Master planning for the acquisition and development of park and
recreational facilities,
E. Education and enforcement of park and park facility related provisions of this
Code -,and
F. Such other functions as may be delegated by the City Manager or the City
Council.
7-5
Ordinance No. 2025-
Page 3 of 4
Section 2: The recitals provided in this ordinance are true and correct and are
incorporated into the substantive portion of this ordinance.
Section 3: If any section, subsection, sentence, clause or phrase of this
ordinance is for any reason held to be invalid or unconstitutional, such decision shall not
affect the validity or constitutionality of the remaining portions of this ordinance. The
City Council hereby declares that it would have passed this ordinance and each section,
subsection, sentence, clause or phrase hereof, irrespective of the fact that any one or
more sections, subsections, sentences, clauses or phrases be declared invalid or
unconstitutional.
Section 4: The City Council finds the introduction and adoption of this
ordinance is not subject to the California Environmental Quality Act ("CEQA") pursuant
to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable
indirect physical change in the environment) and 15060(c)(3) (the activity is not a
project as defined in Section 15378) of the CEQA Guidelines, California Code of
Regulations, Title 14, Division 6, Chapter 3, because it has no potential for resulting in
physical change to the environment, directly or indirectly.
Section 5: Except as expressly modified in this ordinance, all other sections,
subsections, terms, clauses and phrases set forth in the Newport Beach Municipal Code
shall remain unchanged and shall be in full force and effect.
Section 6: The Mayor shall sign and the City Clerk shall attest to the passage
of this ordinance. The City Clerk shall cause the ordinance, or a summary thereof, to be
published pursuant to City Charter Section 414. This ordinance shall be effective thirty
(30) calendar days after its adoption.
7-6
Ordinance No. 2025-
Page 4 of 4
This ordinance was introduced at a regular meeting of the City Council of the City
of Newport Beach held on the 23rd day of September, 2025, and adopted on the 14th
day of October, 2025, by the following vote, to -wit:
AYES:
NAYS:
ABSENT:
Joe Stapleton, Mayor
ATTEST:
Molly Perry, Interim City Clerk
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
A ron C. Harp, City Attorney
7-7
ATTACHMENT B
California
Law
Enforcement
Telecommunications
System
Policies,
Practices and
Procedures
(and Statutes)
ENE ATTOgNF
.v liberty
¢k and justice y
O under law
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44D R1,
C A L I F 0 R N I A
DEPARTMENT of JUSTICE
California Department of Justice
California Justice Information Services Division
Rev 12/23
CLETS POLICIES, PRACTICES and PROCEDURES
Table of Contents
SUMMARY OF CHANGES.........................................................................................5
1.0
LEGISLATIVE INTENT AND LAW..........................................................................6
1.01
California Government Code — Chapter 2.5..................................................................6
1.1
PURPOSE AND SYSTEM DESCRIPTION..............................................................11
1.1.1
Purpose of the CLETS.................................................................................................11
1.1.2
State -Provided Services...............................................................................................11
1.1.3
Request for General Information.................................................................................11
1.2
THE CLETS ADVISORY COMMITTEE.................................................................12
1.2.1
Responsibilities of Committee.....................................................................................12
1.2.2
Subcommittees.............................................................................................................12
1.2.3
Committee Member Consultation................................................................................12
1.2.4
CLETS Advisory Committee Meetings.......................................................................12
1.3
QUALIFICATIONS FOR MEMBERSHIP IN THE CLETS.....................................13
1.3.1
Eligibility for CLETS Service.....................................................................................13
1.3.2
Security Requirements.................................................................................................14
1.3.3
Applicant Request for Service.....................................................................................14
1.3.4
Subscriber Agreement.................................................................................................14
1.3.5
Agency CLETS Coordinator.......................................................................................15
1.3.6
Security Point of Contact.............................................................................................15
1.4
THE CLETS INTERFACES.......................................................................................16
1.4.1
Connections.................................................................................................................16
1.4.2
Requirements for all Law Enforcement and Criminal Justice Agencies .....................16
1.4.3
Requirements for Both County Control Agency and Direct Interface System Host ...
16
1.4.4
County Control Agency...............................................................................................18
1.4.5
Direct Interface System Host.......................................................................................19
1.4.6
Local Agency Direct Interface.....................................................................................20
1.4.7
Local Agency Petitioning to Terminate Access through a Direct Interface or a Direct
InterfaceSystem Host.................................................................................................21
1.4.8
Removal of County Control Agency/Direct Interface System Host ...........................21
1.5
CONTRACTUAL AGREEMENTS............................................................................22
1.5.1
Management Control Agreement................................................................................22
1.5.2
Interagency Agreement for Placement of a CLETS Terminal....................................24
1.5.3
Release of Information from the CLETS....................................................................25
1.5.4
Reciprocity Agreement................................................................................................25
2 CLETS PPP, rev 12/23
1.5.5
Interstate Access..........................................................................................................26
1.6
SYSTEM RULES........................................................................................................26
1.6.1
Database Policies and Regulations..............................................................................26
1.6.2
Terminal Mnemonics...................................................................................................28
1.6.3
Audits and Inspections.................................................................................................30
1.6.4
Confidentiality of Information from the CLETS.........................................................30
1.6.5
Administrative Messages.............................................................................................30
1.6.6
Local/Wide Area Networks — Definition and Requirements.......................................30
1.6.7
Operator Identification Field (OIF) Requirements......................................................31
1.6.8
Terminal Address Field (TAF) Requirements.............................................................32
1.7
SYSTEM DESIGN AND ENHANCEMENT STANDARDS....................................33
1.7.1
Message Switching Computer (MSC) Definition and Requirements ..........................33
1.7.2
MSC Design................................................................................................................33
1.7.3
System Upgrade...........................................................................................................33
1.7.4
MSC Test Lines...........................................................................................................34
1.8
TRAINING..................................................................................................................34
1.8.1
System Training...........................................................................................................34
1.8.2
Database Training........................................................................................................35
1.8.3
Security Awareness Training.......................................................................................36
1.9
OPERATIONAL CONTROL, OVERSIGHT and COMPLIANCE
RESPONSIBILITY.....................................................................................................37
1.9.1
Information Technology (IT) Security Incident Response Reporting .........................37
1.9.2
Background and Fingerprint -Based Criminal Offender Record Information Search..37
1.9.3
User Access.................................................................................................................38
1.9.4
Non -Federal, Non -State, and Non -Local Governmental Employees ..........................39
1.9.5
System Use Notification Recommendation.................................................................39
1.10
SYSTEM DISCIPLINE/APPEAL PROCESS............................................................40
1.10.1
System Misuse.............................................................................................................40
1.10.2
Discontinuance of CLETS Service..............................................................................42
GLOSSARY..............................................................................................................................
44
3 CLETS PPP, rev 12/23
Exhibits
Exhibits listed below are forms available on the California Law Enforcement Web (CLEW) portal.
https: //clew. doj. ca.�ov/forms
Exhibit A HDC 0001 CLETS Subscriber Agreement
Exhibit B HDC 0002 Change Request
Exhibit C HDC 0003 ACC Responsibilities
Exhibit DI HDC 0004A Management Control Agreement
Exhibit D2 HDC 0004B Private Contractor Management Control Agreement
Exhibit E HDC 0005 Interagency Agreement
Exhibit F HDC 0006 Release of Information from the CLETS
Exhibit G HDC 0007 Reciprocity Agreement
Exhibit H HDC 0008 MSC/Users Costs and Requirements
Exhibit I HDC 0009 EmployeeNolunteer Statement Form
Exhibit J HDC 0010 CLETS Misuse Investigation Reporting Form
Exhibit K HDC 0011 CA DOJ Security Point of Contact Delineation and Agreement
Exhibit L HDC 0017 CLETS IT Security Incident Response Form
4 CLETS PPP, rev 12/23
1
SUMMARY OF CHANGES
This document reflects changes to the December 2019 version of the California Law Enforcement
Telecommunication System (CLETS), Policies, Practices and Procedures (PPP). The California
Department of Justice (DOJ)-approved changes are italicized below:
1.01 This is a new section of the Government Code related to Assembly Bill 44 and tribal law
enforcement/court CLETS access.
1.3.1. A
and 1.3. LB These sections were modified to include qualifying tribal agencies to the definitions of
Class I law enforcement subscribers and Class II criminal justice agencies. Additionally,
"sub -unit" language was added to section 1.3. LB to further clarify that eligible sub -units
of public agencies that perform a criminal justice function other than apprehension may
be eligible for CLETS access.
1.5. LA This section was modified to provide additional clarification that Management Control
Agreements must not only be received by DOJ, but also approved by DOJ This section
was also modified to include tribal law enforcement agencies and tribal courts as
agencies that are required to submit Management Control Agreements when applicable.
1.5.4 This section was modified to provide additional clarification that Reciprocity Agreements
must not only be received by DOJ, but also approved by DOJ.
1.8.2.A.1 This section was modified to be consistent with the updates to FBI Criminal Justice
Information Services (CJIS) Security Policy, section 5.2 "Awareness and Training (AT),
subsection AT-2.
1.8.2.A.2 This section was modified to be consistent with the updates to FBI CJIS Security Policy,
section 5.2 "Awareness and Training (AT), " subsection AT-2.
1.8.2.A.3 This section was modified to be consistent with the updates to FBI CJIS Security Policy,
section 5.2 "Awareness and Training (AT), " subsection AT-4.
1.8.2.A.4 This section was modified to be consistent with the updates to FBI CJIS Security Policy,
section 5.2 "Awareness and Training (AT), " subsection AT-2.
1.9.1 This section was modified to include language that reflects the current practice of
contacting the 24/7 DOJ Computer Operations unit.
1.9.2.A This section was modified to provide additional clarification regarding the fingerprint -
based state and federal level background checks required for all persons with physical or
logical access to CLETS.
1.9.4 This section was modified to include tribal law enforcement agencies as agencies that are
required to submit certification and/or deputization agreements when applying for
CLETS access, when applicable.
Glossary This section was modified to add a definition of Tribe.
i
CLETS PPP, rev 12/23
1.0 LEGISLATIVE INTENT AND LAW
1.01 California Government Code — Chapter 2.5
California Government Code (GC) sections 15150 through 15167 state that the California
Department of Justice (DOJ) shall maintain a statewide telecommunications system for the use
of law enforcement agencies. Chapter 2.5 is quoted as follows:
CHAPTER 2.5 CALIFORNIA LAW ENFORCEMENT
TELECOMMUNICATIONS SYSTEM
(CHAPTER 2.5 added by Stats. 1965, Ch. 1595)
15150. (a) It is the intent of the Legislature that the Department of Justice shall commence to
operate under this chapter as soon as feasible, but until such time, the department shall continue
to operate under Article 8 (commencing with § 13240) of Chapter 2, Part 3, Division 3, Title 2 of
this code, and Chapter 2 (commencing with § 15100) of this part. Accordingly, the department
shall not discontinue service to any connection point to which it is required to furnish services at
state expense until it has made the determination, has given notice, and the notice period has
elapsed, as provided in subdivision (b).
(b) At such time as the Attorney General concludes that he can furnish service to one location in
any county in compliance with the requirements of § 15161, he shall so certify and shall send
notice of such certification to each agency in the county connected with the state system. Thirty
days after the sending of such notice, service to any connection point in the county other than the
one location selected pursuant to § 15161 shall no longer be at state expense. (Added by Stats.
1965, Ch. 1595)
15151. The maintenance of law and order is, and always has been, a primary function of
government and is so recognized in both Federal and State Constitutions. The state has an
unmistakable responsibility to give full support to all public agencies of law enforcement. This
responsibility includes the provision of an efficient law enforcement communications network
available to all such agencies. It is the intent of the Legislature that such a network be
established and maintained in a condition adequate to the needs of law enforcement. It is the
purpose of this chapter to establish a law enforcement telecommunications System for the State
of California. (Added by Stats. 1965, Ch. 1595)
15152. The Department of Justice shall maintain a statewide telecommunications system of
communication for the use of law enforcement agencies. (Added by Stats. 1965. Ch. 1595)
15153. The system shall be under the direction of the Attorney General, and shall be used
exclusively for the official business of the state, and the official business of any city, county, city
and county, or other public agency. (Added by Stats. 1965, Ch. 1595.)
15154. The Attorney General shall appoint an advisory committee of the California Law
Enforcement Telecommunications System, hereinafter referred to as the committee, to advise and
assist him in the management of the system with respect to operating policies, service evaluation,
and system discipline. The committee shall serve at the pleasure of the Attorney General without
compensation except for reimbursement of necessary travel expenses.
6 CLETS PPP, rev 12/23
Before requesting vendor proposals to implement the system, the committee shall prepare
detailed technical system specifications defining all communications — handling parameters and
making explicit in sufficient depth the goals of the system. (Added by Stats. 1965, Ch. 1595.)
15155. The committee shall consist of representation of the following organizations:
(1) Two representatives from the Peace Officers' Association of the State of California.
(2) One representative from the California State Sheriffs' Association.
(3) One representative from the League of California Cities.
(4) One representative from the County Supervisors Association of California.
(5) One representative from the Department of Justice.
(6) One representative from the Department of Motor Vehicles.
(7) One representative from the Office of Emergency Services.
(8) One representative from the California Highway Patrol.
(9) One representative from the California Police Chiefs Association.
(Added by Stats. 1965, Ch. 1595; amended by Stats. 2014, Ch. 54)
15156. The Department of Justice shall provide an executive secretary to the committee. (Added
by Stats. 1965, Ch. 1595)
15157. The committee shall elect a chairman for a term to be determined by the committee.
(Added by Stats. 1965, Ch. 1595.)
15158. The committee shall meet at least twice each year at a time and place to be determined by
the Attorney General and the chairman. Special meetings may be called by the Attorney General
or the chairman by giving at least 14 days' notice to the members. (Added by Stats. 1965, Ch.
1595.)
15159. All meetings of the committee and all hearings held by the committee shall be open to the
public. (Added by Stats. 1965, Ch. 1595)
15160. (a) The Attorney General shall, upon the advice of the committee, adopt and publish for
distribution to the system subscribers and other interested parties the operating policies,
practices and procedures, and conditions of qualification for membership.
(b) (1) Commencing on January 1, 2020, consistent with the California Values Act (Chapter
17.25 (commencing with Section 7284) of Division 7 of Title 1), no subscribers to the system
shall use information other than criminal history information transmitted through the system for
immigration enforcement purposes, as defined in subdivision (f) of Section 7284.4. In addition,
no subscribers to the system shall use the system for purposes of investigating violations of
Section 1325 of Title 8 of the United States Code, if a violation of that section is the only
criminal history in an individual's record. This section does not prohibit or restrict any
government entity or official from sending to, or receiving from, federal immigration authorities,
information regarding the citizenship or immigration status, lawful or unlawful, of an individual,
or from requesting from federal immigration authorities immigration status information, lawful
or unlawful, of any individual, or maintaining or exchanging that information with any other
federal, state, or local government entity, pursuant to Sections 1373 and 1644 of Title 8 of the
United States Code.
7 CLETS PPP, rev 12/23
(2) Commencing on July 1, 2021, any inquiry for information other than criminal history
information submitted through the system shall include a reason for the initiation of the
inquiry.
(3) Commencing on July 1, 2021, the Attorney General, and personnel they so authorize,
may conduct investigations, including inspections and audits, as the Attorney General
deems appropriate to monitor compliance with this subdivision. The Attorney General or
authorized personnel who are conducting an investigation pursuant to this subdivision
shall be authorized to review and inspect case files and any records identified in the
investigation process to substantiate a reason given for accessing information other than
criminal history information in the system.
(c) For the purposes of this section, "system " means the statewide telecommunications system of
communication established pursuant to this chapter.
(Amended by Stats. 2019, Ch. 789, Sec. 1. (AB 1747))
15161. The Department of Justice shall provide a basic telecommunications communications
network consisting of no more than two relay or switching centers in the state and circuitry and
terminal equipment in one location only in each county in the state. The system shall be
consistent with the functional specifications contained in pages 75 to 79 of the Report of the
Assembly Interim Committee on Ways and Means, Volume 21, Number 9, 1963-1965.
These functional specifications summarize the needs of the peace officers for present purposes,
but do not constitute technical specifications addressed to prospective suppliers of equipment
and procedures.
(Added by Stats. 1965, Ch. 1595.)
15162. The system may connect and exchange traffic with compatible systems of adjacent states
and otherwise participate in interstate operations. (Added by Stats 1965, Ch. 1595)
15163. The system shall provide service to any law enforcement agency qualified by the
committee which, at its own expense, desires connection through the county terminal. (Added by
Stats 1965, Ch. 1595)
15164. The system shall be maintained at all times with equipment and facilities adequate to the
needs of law enforcement. The committee shall recommend to the Attorney General any
improvements of the system to meet the future requirements of the subscribers and to take
advantage of advancements made in the science of telecommunications communications. The
system shall be designed to accommodate present and future data processing equipment. (Added
by Stats. 1965, Ch. 1595)
15164.1. (a) The person designated as a county's "control agent" as defined by the policies,
practices, and procedures adopted pursuant to § 15160, or the chief officer of any other agency
that has been granted direct access to the California Law Enforcement Telecommunications
System under the provisions of this chapter, shall have sole and exclusive authority to ensure
that the county's or other agency's equipment connecting to the California Law Enforcement
Telecommunications System complies with all security requirements that are conditions of
access to the California Law Enforcement Telecommunications System under the provisions of
this chapter, or the policies, practices, and procedures adopted pursuant to § 15160, and that the
equipment complies with the county control agent's security policy. This authority shall include,
8 CLETS PPP, rev 12/23
but not be limited to, locating, managing, maintaining, and providing security for all of the
county's or other agency's equipment that connects to, and exchanges data, video, or voice
information with, the California Law Enforcement Telecommunications System under the
provisions of this chapter, including, but not limited to, telecommunications transmission
circuits, networking devices, computers, databases, and servers.
(b) A control agent or chief officer may not exercise the authority granted in subdivision (a) in a
manner that conflicts with any other provision of this chapter, or with the policies, practices, and
procedures adopted pursuant to § 15160. (Added by Stats. 2001, Ch. 34)
15165. Any subscriber to the system shall file with the Attorney General an agreement to
conform to the operating policies, practices and procedures approved by the committee under
penalty of suspension of service or other appropriate discipline by the committee. (Added by
Stats. 1965, Ch. 1595.)
15166. The Director of General Services shall fix the charge to be paid by any state department,
officer, board or commission to the Department of Justice. (Added by Stats. 1965, Ch. 1595)
15167. In the case of a state agency, the charge shall be paid from the money available by law
for the support of the state agency using the system. (Added by Stats. 1965, Ch. 1595.)
15168. (a) Notwithstanding Section 15153, the system may connect and exchange traffic with the
compatible systems of a tribal government, as provided in this section.
(b) A law enforcement agency or court of a tribe may apply to the Attorney General for access to
the system. The Attorney General shall provide system access to any law enforcement agency or
court of a tribe that has made application and that meets all of the qualifications prescribed in
subdivision (c), as determined by the Attorney General. System access provided to a tribe shall
be at the sole expense of that tribe.
(c) The Attorney General shall deem a tribe that has applied for system access pursuant to
subdivision (b) to be qualified only if the governing body of that tribe has enacted or adopted a
law, resolution, or ordinance, which shall be maintained in continuous force, that provides for
all of the following:
(1) The tribe expressly waives its right to assert its sovereign immunity from suit,
regulatory or administrative action, and enforcement of any ensuing judgment or
arbitral award, for any and all claims arising from any actions or omissions of the
tribe, including its officers, agents, and employees, when acting within the scope of
their authority and duty, arising out of, connected with, or related to, the system.
(2) The tribe expressly agrees that the substantive and procedural laws of the State of
California shall govern any claim, suit, or regulatory or administration action, that
the obligations, rights, and remedies shall be determined in accordance with such
laws, and that the courts of the State of California or of the federal government, as
applicable, shall have exclusive jurisdiction.
(3) The tribe agrees to cooperate with any inspections, audits, and investigations by the
Department of Justice for improper use or compliance with the operating policies,
practices, and procedures, including any sanction or discipline imposed by the
9 CLETS PPP, rev 12/23
department, up to and including removal of system access.
(4) The tribe and its agencies, entities, or arms, including any officers, agents, and
employees of the tribe when acting within the scope of their authority and duty, shall
comply with the laws of the State of California relating to the use of records and
information from the system, including, without limitation, Section 6200 and this
chapter, Sections 502, 11105, 11141, 1114Z 11143, and 13300 to 13304, inclusive,
of the Penal Code, and Section 1808.45 of the Vehicle Code.
(5) The tribe and its agencies, entities, or arms, including any officers, agents, and
employees of the tribe when acting within the scope of their authority and duty, shall
comply with the Department of Justice's regulations, agreements, and operating
policies, practices, and procedures, relating to the security requirements, access to
the records and information from the system, and use of records and information
from the system.
(d) The intent of the Legislature in enacting this section is to grant tribes access to, and use of,
criminal justice databases, and the information in those databases, in a manner similar to the
access granted under federal law codified in Section 534 of Title 28 of, and Section 41107 of
Title 34 of, the United States Code.
(e) The Director of General Services shall determine the charges to be paid by a tribe to the
department for system access, including any initial setup charges and any ongoing charges for
access. These charges shall be reasonably similar to those imposed on other system subscribers.
69 As used in this section, the following terms are defined as follows:
(1) "Tribe " means a federally recognized Indian Tribe whose territorial boundaries lie
wholly or partially within the State of California, and any agencies, entities, or arms of
the tribe, as applicable, either together or separately.
(2) "Sovereign immunity" means immunity from suit or action of the tribe and its
agencies, entities, or arms, including the officers, agents, and employees of the tribe
when acting within the scope of their authority and duty. (Added by Stats. 2023, Ch. 638,
Sec. 2. (AB 44))
10 CLETS PPP, rev 12/23
1.1 PURPOSE AND SYSTEM DESCRIPTION
1.1.1 Purpose of the CLETS
Pursuant to GC section 15151, the California Law Enforcement Telecommunications System
(CLETS) is an efficient law enforcement communications network available to all public
agencies of law enforcement within the state. The CLETS will provide all law enforcement and
criminal justice user agencies with the capability to obtain information directly from federal and
state computerized information files. For interstate access, see PPP section 1.5.5.
1.1.2 State -Provided Services
Pursuant to GC sections 15161 through 15163, DOJ shall provide central switching equipment
and sufficient circuitry from the switching center to one location in each county to handle law
enforcement message traffic. Circuitry and terminal equipment to extend beyond, or other than,
the CLETS termination point in each county will be provided by client agencies at their own
expense.
1.1.3 Request for General Information
Requests for information concerning the general administration of the CLETS or notification of
changes and additions to system equipment and facilities that affect the CLETS should be
directed to the:
CLETS Administration Section
Department of Justice
P.O. Box 903387
Sacramento, CA 94203-3870
Telephone: (916) 210-4240
Facsimile: (916) 227-0696
E-mail address: CAS(&,doj.ca.gov
Other helpful information, publications and forms can be found on the California Law
Enforcement Web (CLEW) at https:Hclew.doj.ca.gov.
11 CLETS PPP, rev 12/23
1.2 THE CLETS ADVISORY COMMITTEE
1.2.1 Responsibilities of Committee
The responsibilities of the CLETS Advisory Committee (CAC) are defined in GC sections 15154
through 15164.
1.2.2 Subcommittees
The chair of the CAC may appoint subcommittees and/or workgroups to consider the CLETS
user qualifications, operating rules, policies and practices, and other matters as appropriate.
These subcommittees may be either standing or ad hoc.
A Standing Strategic Planning Subcommittee (SSPS) shall be established to evaluate the
legislative, user and technical environment of the CLETS to make timely recommendations to
the CAC and perform or update planning functions or documents as directed by the CAC. The
following work groups may be established under the direction of the SSPS: Administration,
Technical and Legislation.
1.2.3 Committee Member Consultation
Under emergency conditions, the chair, through the CLETS Executive Secretary, may, without
benefit of a formal committee meeting, consult individual committee members to expedite
clarification of policy or procedure questions.
1.2.4 CAC Meetings
Pursuant to GC section 15158, the CAC shall meet at least twice each year. Alternates are not
allowed for any member who is unable to attend a meeting.
12 CLETS PPP, rev 12/23
4.3 QUALIFICATIONS FOR MEMBERSHIP IN THE CLETS
1.3.1 Eligibility for CLETS Service
GC section 15163 states, "The system shall provide service to any law enforcement agency
qualified by the committee which, at its own expense, desires connection through the county
terminal." A public agency or sub -unit thereof that performs law enforcement or criminal justice
functions pursuant to a statute, ordinance or regulation and to which it appropriates more than
50% of its annual budget may apply for the CLETS service. Participating agencies in the CLETS
are referred to as a law enforcement agency, a criminal justice agency or a sub -unit of a public
agency. A sub -unit is defined as a unit of a non -law enforcement public agency that performs the
duties of a law enforcement agency, whose employees are peace officers, and the majority of
whose annual budget (more than 50%) is allocated to the administration of criminal justice.
Participating agencies in the CLETS are referred to as Class I -Law Enforcement, Class II -
Criminal Justice or Class III -other types of law enforcement agencies as defined below.
A. A Class I -law enforcement subscriber is defined as a public or tribal agency having
statutory powers of arrest and whose primary function is that of apprehension and
detection. Class I users include, but are not limited to, sheriffs, city police departments,
tribal police departments, California Highway Patrol, Department of Justice, and the
Federal Bureau of Investigation.
B. A Class II -Criminal Justice agency is a public agency, tribe, or any sub -unit thereof,
performing a criminal justice function other than apprehension. Class II subscribers include
agencies devoted to the administration of criminal justice with personnel whose primary
purpose is detention, pretrial release, post -trial release, prosecution, adjudication,
correctional supervision, rehabilitation of accused persons or criminal offenders, criminal
identification activities, and the collection, storage and dissemination of criminal history
record information. Agencies include, but are not limited to, district attorneys, courts, tribal
courts, probation departments, and other miscellaneous local, state and federal agencies or
sub -units thereof performing such functions.
C. A Class III subscriber is the sub -unit of a non -law enforcement public agency which
performs the duties of a law enforcement agency, and whose employees are peace officers.
Examples of Class III agencies include the Department of Insurance - Fraud Division, the
Employment Development Department - Investigations Bureau, university, college and
school district police departments, and any fire department - arson investigation unit.
13 CLETS PPP, rev 12/23
4.3.2 Security Requirements
All agencies applying for access to the CLETS must adhere to the requirements established in
the PPP and the Federal Bureau of Investigation (FBI) Criminal Justice Information Services
(CJIS) Security Policy (CSP). If access is granted, it is each agency's responsibility to ensure,
annually, that the requirements of the PPP and FBI CSP are reviewed to ensure the agency is still
in compliance. System misuse must be reported to DOJ by February 1 st of each year, for the prior
calendar year, even if no misuse occurred.
The policies can be found on the CLEW at https:Hclew.doj'.ca.gov.
1.3.3 Applicant Request for Service
Agencies desiring access to the CLETS must submit an application through the County Control
Agency/Direct Interface System Host, if applicable (refer to section 1.4 for description of County
Control Agency/Direct Interface System Host).
A. All applications for new service and any upgrade application that results in a policy change
or utilizes technology that has not previously been approved by the CAC will be brought
before the CAC. These applications are considered non -routine.
B. Routine applications are defined as upgrade applications that utilize technology previously
approved by the CAC. These applications will be approved by DOJ. Any routine
application with outstanding issues may be referred to the CAC on a case -by -case basis.
In the event a routine or non -routine application is denied, DOJ shall provide the applicant
agency with a written notice specifying all causes for denial. The applicant agency may
file, within 30 days from the date of the notice of denial, a written request with DOJ for
reconsideration by the CAC. Such a request must include all arguments the applicant
agency feels are relevant to a reconsideration of the application. DOJ shall present the
written request for reconsideration to the CAC at the next regularly scheduled CAC
meeting. The CAC shall make the final decision. DOJ shall provide the applicant agency
with a written notice of the final decision.
1.3.4 Subscriber Agreement
All agencies participating in the CLETS must file a Subscriber Agreement signed by the agency
head and submitted to DOJ as required by GC section 15165. A new Subscriber Agreement
(reference Exhibit A) shall be updated when the head of the agency changes or immediately
upon request from DOJ.
14 CLETS PPP, rev 12/23
1.3.5 Agency CLETS Coordinator
Each CLETS subscribing agency must designate an Agency CLETS Coordinator (ACC) who
serves as the coordinator with DOJ on matters pertaining to the use of the CLETS, the FBI
National Crime Information Center (NCIC), the International Justice and Public Safety Network
(Nlets) and DOJ criminal justice databases and administrative network that the CLETS accesses.
The ACC will be responsible for ensuring compliance with DOF/FBI policies and regulations
including validation requirements, as well as facilitating the exchange of the CLETS
administrative information between DOJ and the ACC's agency.
The ACC's responsibilities shall be designated by DOJ on an ACC Responsibilities Form
(reference Exhibit Q. If an agency requests to have someone other than a permanent, full-time
employee as its ACC, DOJ must be notified in writing and will review the request. Any change
in the ACC's designation must immediately be provided to DOJ on the Change Request Form
(reference Exhibit B).
1.3.6 Security Point of Contact
Pursuant to the FBI CSP section 3.2.2.2e, each CLETS subscribing agency must designate a
Local Agency Security Officer, hereinafter referred to as the Security Point of Contact (SPOC),
who serves as the security coordinator with DOJ on security matters pertaining to the use of the
CLETS, the NCIC, the Nlets and DOJ criminal justice databases and administrative network that
the CLETS accesses. Any information communicated between DOJ and the SPOC will be shared
with the agency's ACC.
The SPOC's responsibilities shall be designated by DOJ on a SPOC Responsibilities Form
(reference Exhibit K). If an agency requests someone other than a permanent, full-time employee
as its SPOC, DOJ must be notified in writing and will review the request. Any change in the
SPOC's designation must immediately be provided to DOJ on the Change Request form
(reference Exhibit B).
15 CLETS PPP, rev 12/23
1.4 THE CLETS INTERFACES
1.4.1 Connections
A CLETS connection may be obtained via three types of interfaces:
A. County Control Agency — Government Code (GC) section 15161 requires DOJ to provide a
basic telecommunications network consisting of no more than two switching centers in the
state and circuits/equipment to provide service to one location only in each county in the
state. This single direct interface in each county is referred to as the County Control
Agency.
B. Direct Interface System Host — An agency other than the County Control Agency, opting to
host the CLETS service for other subscribing agencies, is referred to as the Direct Interface
System Host.
C. Local Agency Direct Interface — An agency opting to interface directly to DOJ for the
CLETS, and not host other agencies, is referred to as a Local Agency Direct Interface.
D. The link between the above interfaces and DOJ is the responsibility of DOJ to manage,
maintain and encrypt. Agencies that are utilizing the interfaces above are responsible for
the integrity and security of the network segment that hosts the CLETS message switching
computer (MSC). Pursuant to GC section 15164.1, the County Control Agent or chief
officer of any other agency who has been granted direct access to the CLETS shall have
sole and exclusive authority to ensure the equipment of the county or other agency
connecting to the CLETS complies with all security requirements as required by the PPP.
1.4.2 Requirements for all Law Enforcement and Criminal Justice Agencies
All agencies accessing the CLETS, whether direct or indirect, are required to comply and adhere
to the requirements established in PPP section 1.3.2. It is each agency's responsibility to ensure
the requirements are reviewed annually to guarantee compliance.
1.4.3 Requirements for Both County Control Agency and Direct Interface System Host
A. Role and Responsibilities
The County Control Agency/Direct Interface System Host serves as the CLETS host
agency and establishes the requirements for access through its MSC. It is the responsibility
of the County Control Agency/Direct Interface System Host to review all new and
upgraded applications to ensure compliance with PPP section 1.3.2 for agencies accessing
the CLETS behind their respective MSC.
It is the responsibility of the host agency to inform its subscribing agencies of the
following:
1. The type of circuitry and equipment necessary for access and how it can be obtained.
2. The type of services provided by the host MSC, in addition to the CLETS access,
such as countywide databases or dispatching.
16 CLETS PPP, rev 12/23
3. All fees that will be charged for the CLETS service, equipment rental, line costs and
any additional services.
The County Control Agency/Direct Interface System Host is required to train its
subscribing agencies on how to utilize the CLETS to access databases via the hosting MSC
and how to use preformatted screens, if provided by the host system.
B. Mnemonics
The County Control Agency/Direct Interface System Host will request additional terminal
mnemonics or changes to database authorizations for all subscribing agencies behind its
system.
1. The subscribing agency must submit a completed "Terminal Access Request Form"
to the County Control Agency/Direct Interface System Host.
2. The MSC administrator for the County Control Agency/Direct Interface System Host
will review the request to ensure it can be accommodated by the MSC, sign the
request and forward it to DOJ.
a. If the County Control Agency/Direct Interface System Host cannot
accommodate the request, the subscribing agency has the following options:
Wait until the County Control Agency/Direct Interface System Host can
accommodate the request; or
2. Seek access via other means as identified in PPP section 1.4.1.
b. In the event the County Control Agency/Direct Interface System Host continues
to be unable to fulfill its responsibilities in providing access, it shall be the
responsibility of DOJ, in consultation with the CLETS Advisory Committee
(CAC), to seek immediate remedy in accordance with PPP section 1.4.7.
Upon completion of the CLETS terminal authorization changes, the CLETS
Administration Section (CAS) will advise the MSC administrator, who will program the
MSC for the additional terminals or authorization changes and notify the subscribing
agency.
17 CLETS PPP, rev 12/23
1.4.4 County Control Agency
A. Role and Responsibilities
Pursuant to GC section 15163, the CLETS service shall be provided to any law
enforcement or criminal justice agency qualified by DOJ which, at its own expense, desires
connection through the county MSC. To administer this policy most effectively, a County
Control Agency will be designated in each county to coordinate the connection of law
enforcement and criminal justice agencies to the CLETS. The Sheriff's Office will serve as
the County Control Agency unless DOJ, in consultation with the CAC, indicates another
law enforcement agency in the county is better qualified. The single point of entry into
each county will be funded by DOJ. Any additional points of entry to the County Control
Agency will be at the agency's expense.
The County Control Agency is responsible for providing the CLETS service via its MSC to
all qualified CLETS subscribing agencies within their respective county. The cost of the
service to subscribing agencies should not reflect more than the actual costs attributed to
the MSC's functionality, including any and all hardware, software, interface modules and
administrative costs incurred by the County Control Agency.
Any agency desiring to access the CLETS through a County Control Agency must forward
the completed application to the County Control Agency which, in turn, will review the
application and accompanying system diagram to determine:
1. Eligibility for CLETS service as identified in PPP section 1.3.1.
2. Compliance with PPP section 1.3.2.
3. A need for the CLETS service exists to support the normal activities of the applicant
and if facilities such as hardware ports and the physical computer room space are
available at the CLETS point of entry into the county or adequate technology is
available to serve the applicant. If the room capacity is inadequate or essential
facilities are unavailable at the time of application, the County Control Agency will
have one budget cycle, approximately 18 months, to accommodate the new
subscriber.
Positive findings in these determinations will provide grounds for approval of the
application. Negative findings in any of these determinations may be grounds for
withholding approval. In either event, the County Control Agency will attach a letter of
intent and forward the completed package, along with comments, to DOJ.
B. Upgrade Requirements
When a County Control Agency prepares for an upgrade, the upgrade design must include
plans to accommodate all CLETS subscribing agencies with approved access behind their
MSC, projected new terminals and any known future CLETS subscribing agencies. It is the
responsibility of the County Control Agency to keep the CAS and all affected CLETS
subscribing agencies informed in writing of any changes to their MSC by submission of a
CLETS upgrade application and MSC/Users Costs and Requirements form (reference
Exhibit H).
18 CLETS PPP, rev 12/23
1.4.5 Direct Interface System Host
A. Roles and Responsibilities
A local agency with a direct interface to the CLETS may provide a CLETS interface to
requesting agencies. Agencies wishing to act in the capacity of a Direct Interface System
Host do so at their own expense and through an application to DOJ.
The Direct Interface System Host is responsible for providing the CLETS service to
CLETS subscribing agencies hosted behind their system. The cost for services provided by
the host agency to a subscribing agency will be by agreement between the involved
agencies. The determination of whether to host an agency will be at the sole discretion of
the Direct Interface System Host.
Any agency desiring to access the CLETS through a Direct Interface System Host must:
1. Provide written notification, no less than 60 days, to the current County Control
Agency advising of the plans to change to a Direct Interface System Host, including
projected dates, if applicable.
2. Forward a completed application to the Direct Interface System Host agency which,
in turn, will review the application and accompanying system diagram for the same
criteria as defined for the County Control Agency in PPP section 1.4.4.A.
After review of the application, the Direct Interface System Host will attach a letter of
intent and forward the completed package to DOJ. The completed application package
should also include a copy of the letter of notification made to the existing host MSC, if
applicable.
B. Upgrade Requirements
When a Direct Interface System Host agency prepares for an upgrade, the upgraded design
must include plans to accommodate all of the CLETS subscribing agencies with approved
access behind the host MSC, projected new terminals and any known future CLETS
subscribing agencies. It is the responsibility of the Direct Interface System Host agency to
keep the CAS and all affected CLETS subscribing agencies informed in writing of any
changes to the host MSC by submission of a CLETS upgrade application and MSC/Users
Costs and Requirements form.
19 CLETS PPP, rev 12/23
C. Termination of Service Requirements
If the Direct Interface System Host wishes to terminate existing service to the subscribing
agency, the Direct Interface System Host is responsible for providing CLETS access (under
existing terms and conditions of their contract) until another service is available for the
subscribing agency, not to exceed six (6) months.
If a subscribing agency wishes to terminate existing service with a Direct Interface System
Host, the Direct Interface System Host shall be given sufficient notice and application shall
be made for other CLETS access to DOJ.
1.4.6 Local Agency Direct Interface
A. Roles and Responsibilities
Any agency wishing to access the CLETS through a direct interface to DOJ may do so at
its own expense and through application to DOJ.
Any agency desiring to access the CLETS through a local agency direct interface must:
1. Provide written notification, no less than 60 days, to the current County Control
Agency or Direct Interface System Host, advising of the plans to change to a direct
interface and include projected dates, if applicable.
2. Forward a completed application for a direct interface to DOJ. The completed
application should include:
a. A written justification for the direct interface.
b. A written agreement to pay for all circuitry and equipment used to obtain
services other than the normal state -provided interface. This is to include any
and all hardware, interface modules and administrative costs incurred by DOJ to
provide a direct interface capability.
C. A copy of the letter of notification made to the current host MSC, if applicable.
d. A letter of agreement from the applicant's current CLETS access host, if
applicable. The letter of agreement will state the applicant's access to the
CLETS will continue through the current host MSC until applicant obtains and
initiates direct access.
B. Upgrade Requirements
Once an agency has been approved for a direct interface, it is the agency's responsibility to
keep the CAS informed in writing of any changes to the local CLETS interface. Upgrades
to a local agency's existing direct interface computer system to the CLETS must be
approved through an application to DOJ.
20 CLETS PPP, rev 12/23
1.4.7 Local Agency Petitioning to Terminate Access through a Direct Interface or a Direct
Interface System Host
A. Local Agency Responsibilities
A local agency with a direct interface to the CLETS or an interface through a Direct
Interface System Host wishing to terminate such access and return to the resident County
Control Agency CLETS connection must send a written request to the County Control
Agency.
B. County Control Agency Responsibilities
The County Control Agency must provide a written recommendation to DOJ within 60
days following the local agency's request. The recommendation shall include one of the
following:
1. Recommendation for approval for immediate access; or
2. Recommendation for approval for access after a specified time frame.
If the county does not provide a written recommendation within 60 days of the request,
recommendation to provide access to the CLETS through the County Control Agency will
be considered applicable.
C. Direct Access Appeal
If a local agency petitioning to terminate a direct interface to the CLETS or an interface
through a Direct Interface System Host is unable to gain access to the CLETS through the
County Control Agency, the matter will be referred to DOJ for review.
1.4.8 Removal of County Control Agency/Direct Interface System Host
In the event it becomes evident to DOJ that an existing County Control Agency/Direct Interface
System Host cannot fulfill its responsibilities for any reason, or if a County Control Agency fails
to provide CLETS service to qualified applicants or users, it shall be the responsibility of DOJ in
consultation with the CAC to seek a remedy through coordination with the County Board of
Supervisors or the City Council.
21 CLETS PPP, rev 12/23
4.5 CONTRACTUAL AGREEMENTS
Any terminal, computer system or other equipment that has access to information from the
CLETS, directly or indirectly, must be under the management control of a criminal justice/law
enforcement agency authorized by the CLETS Advisory Committee.
Copies of the CLETS-related contractual documents must be retained by the Agency CLETS
Coordinator of the CLETS subscribing agency for the duration of the life of the document.
Agencies entering into a contractual agreement with a CLETS subscribing agency may be
subject to audits and site inspections pursuant to PPP section 1.6.3.
1.5.1 Management Control Agreement
A. Public Agency or Tribe
A Management Control Agreement is required when a public law enforcement, criminal
justice agency, or tribal law enforcement agency/court (referred to as the CLETS
subscribing agency) allows authorized access to CLETS equipment or information from
the CLETS to a public or tribal agency that is neither a law enforcement agency nor a
criminal justice (CJ) agency (referred to as the non-CJ agency).
A signed Management Control Agreement must be received and approved by DOJ prior to
the CLETS subscribing agency permitting the non-CJ agency access to CLETS equipment
or to information from the CLETS. If a terminal will be placed at a location other than the
subscribing agency, an Interagency Agreement (reference Exhibit E) will also be required.
A non-CJ agency may access CLETS equipment or information from the CLETS on behalf
of the CLETS subscribing agency to accomplish specified services (such as dispatching,
parking citations or data processing/information technology services), if such delegation is
authorized pursuant to statute, ordinance, regulation or an agreement between agencies.
The performance of such delegated services by an otherwise non-CJ agency does not
convert that agency into a public criminal justice agency, nor does it automatically
authorize access to state summary criminal history information or to DOJ/FBI criminal
justice databases.
The CLETS subscribing agency will maintain responsibility for security control as it relates
to access to the CLETS. Security control is defined as the ability of the CLETS subscribing
agency to set, maintain and enforce:
1. Standards for the selection, supervision and termination of personnel. This does not
grant hiring/firing authority to the CLETS subscribing agency, only the authority to
grant CLETS access to personnel who meet these standards and deny it to those who
do not; and
2. Policies governing the operation of computers, access devices, circuits, hubs,
boundary protection devices and other components that make up and support a
telecommunications network and related DOJ/FBI criminal justice databases used to
process, store or transmit criminal justice information, guaranteeing the priority,
integrity and availability of service needed by the criminal justice community.
22 CLETS PPP, rev 12/23
Security controls include, but are not limited to, the supervision of applicable equipment,
systems design, programming and operating procedures associated with the development,
implementation and operation of any message switching computer or database systems
utilized by the served public law enforcement or criminal justice agency or agencies.
Computer sites must have adequate physical security to protect against any unauthorized
viewing or access to computer terminals, access devices or stored/printed data.
Additionally, it is the responsibility of the CLETS subscribing agency to ensure all non-CJ
agency personnel accessing CLETS equipment or information from the CLETS meet the
minimum background, training and certification requirements that are also imposed on the
CLETS subscribing agency's staff. The minimum requirements are applicable also to staff
having access to record storage areas containing information from the CLETS. The
minimum requirements of the background security clearance include, but are not limited to:
1. State and FBI fingerprint -based criminal offender record information search. See PPP
section 1.9.2 for complete requirements.
2. Each individual must sign a CLETS Employee/Volunteer Statement form prior to
operating or having access to CLETS computers, equipment or information. See PPP
section 1.9.3.A for complete requirements.
3. All persons having access to the DOJ CLETS-provided information must be trained
in the operation, policies and procedures of each file that may be accessed or updated.
Training shall be provided only by a certified CLETS/National Crime Information
Center (NCIC) trainer and must meet all CLETS training requirements per PPP
section 1.8.2.
The CLETS subscribing agency has the responsibility and authority to monitor, audit and
enforce the implementation of this agreement by the non-CJ agency.
Information from the CLETS is confidential and shall be used only for the purpose(s) for
which it is authorized. Violation of confidentiality requirements or access authorizations
may be subject to disciplinary action, civil action and/or criminal charges. Pursuant to PPP
section 1.10.1D, if violations occur, the CLETS subscribing agency must include this
information on the CLETS Misuse Investigation Reporting Form (reference Exhibit J).
The Management Control Agreement shall be updated when the head of either agency
changes or immediately upon request from DOJ.
Exhibit D 1 is a sample agreement that meets DOJ and FBI requirements. A management
control agreement that is entered into by two or more agencies must incorporate the exact
wording of the sample agreement, but may be expanded to meet other requirements of the
participating agencies, so long as any expansion is consistent with the language in Exhibit
D1.
23 CLETS PPP, rev 12/23
B. Private Contractor
The Private Contractor Management Control Agreement (reference Exhibit D2) is required
when a CLETS subscribing agency allows access to the CLETS equipment or access to
record storage areas containing information from the CLETS to a private contractor to
perform administration of criminal justice functions such as dispatching or data
processing/information services. All requirements established in PPP section 1.5. LA are
applicable for private contractors.
In addition, all private contractors who are given authorized access to the CLETS
equipment or information from the CLETS must abide by and sign the FBI CJIS Security
Addendum. Vendors with remote access for testing and diagnostic purposes must also enter
into a Private Contractor Management Control Agreement specific to their access.
1.5.2 Interagency Agreement for Placement of a CLETS Terminal
Subscribers to the CLETS may place a CLETS terminal with a governmental agency only under
the following conditions:
A. A statute, ordinance or regulation must exist that requires the governmental agency to
perform a law enforcement -related function that necessitates receiving information from
the CLETS.
B. The heads of both agencies must sign an "Interagency Agreement," which states all the
CLETS/NCIC policies and regulations will be adhered to by all parties involved (reference
Exhibit E). The receiving agency will be listed as the secondary location for the terminal.
C. A copy of the statute, ordinance or regulation and the signed Interagency Agreement must
be submitted to DOJ for review and approval prior to the placement of a CLETS terminal.
D A terminal mnemonic will be assigned to, and associated with, the CLETS subscribing
agency's Originating Agency Identifier, and the CLETS subscribing agency assumes full
responsibility and liability for all CLETS activities through the terminal. Pursuant to PPP
section 1.10.1D, if violations occur, the CLETS subscribing agency must include this
information on the CLETS Misuse Investigation Reporting form (reference Exhibit J).
E. No terminal will be placed with the governmental agency until all conditions of this
agreement are met.
F. All persons of the governmental agency having access to information from the CLETS are
required to undergo a background security clearance to determine their suitability for
logical or physical access to CLETS. This includes, at minimum, the required state and
federal fingerprint -based criminal offender record information search per PPP section
1.9.2; and each person with access to information from the CLETS must sign the required
Employee/Volunteer Statement form (reference Exhibit I).
G. All persons having access to information from the CLETS must be trained in the operation,
policies and procedures of each file that may be accessed or updated. Training can only be
provided by the CLETS subscribing agency's certified CLETS/NCIC trainer and must
meet all the CLETS/NCIC training requirements per PPP section 1.8.2.
24 CLETS PPP, rev 12/23
H. A CLETS subscribing agency may not place a terminal with another agency that meets
eligibility requirements for CLETS service. Such an agency must complete an application
for new CLETS service.
A copy of the Interagency Agreement must be submitted to DOJ for review, approval or
denial and retention in the CLETS subscribing agency's file. The Interagency Agreement
shall be updated when the head of the agency changes or immediately upon request from
DOJ.
1.5.3 Release of Information from the CLETS
The release of information from the CLETS or the NCIC from a CLETS subscribing agency is
bound by the PPP, the FBI CJIS Security Policy (CSP) sections 4.2 and 5.1.1.6 and the
California Code of Regulations, title 11, division 1, chapter 7, article 1, section 703 subdivision
(b).
If an agency provides information from the CLETS to a non-CLETS subscribing agency, a
Release of Information from the CLETS form (reference Exhibit F) must be completed. A copy
of this Release of Information from the CLETS form must be submitted to DOJ to review for
compliance, approval and retention in the participant's file. The Release of Information from the
CLETS form shall be updated when the head of the agency changes or immediately upon request
from DOJ. In addition to the completion of the form:
A. All persons having access to information from the CLETS are required to undergo a
background security clearance to determine their suitability for logical or physical access to
the CLETS. This includes, at minimum, the required state and federal fingerprint -based
criminal offender record information search per PPP section 1.9.2; and must sign the
required EmployeeNolunteer Statement form (reference Exhibit I).
B. All persons having access to information from the CLETS must be trained in the operation,
policies and procedures of each file that may be accessed or updated. Training shall be
provided only by a certified CLETS/NCIC trainer and must meet all the CLETS training
requirements per PPP section 1.8.2.
C. Pursuant to PPP section 1.10.1D, if misuse occurs, the CLETS subscribing agency must
include this information on the CLETS Misuse Investigation Reporting form (reference
Exhibit J).
D. All subsequent requests for information by an agency with a current Release of Information
from the CLETS form on file will be covered.
1.5.4 Reciprocity Agreement
Any agency that agrees to perform record entry/update and/or hit confirmation functions on
behalf of another agency must enter into a Reciprocity Agreement (reference Exhibit G). The
Reciprocity Agreement must be signed by the head of each agency and a copy must be submitted
to DOJ for approval.
25 CLETS PPP, rev 12/23
The Reciprocity Agreement shall be updated when the head of the agency changes or
immediately upon request from DOJ.
1.5.5 Interstate Access
Pursuant to Government Code section 15162, the CLETS may connect and exchange traffic with
compatible systems of adjacent states and otherwise participate in interstate operations. Adjacent
state agencies subscribing to the CLETS must adhere to all CLETS policies and regulations.
An Interstate Access Agreement must be completed and submitted to DOJ to review for
compliance and retention in the CLETS subscribing agency's file. The Agreement shall be
signed by the head of the adjacent state system agency and DOJ.
The Interstate Access Agreement shall be updated when the head of the agency changes or
immediately upon request from DOJ.
1.6 SYSTEM RULES
System rules are designed to provide the most efficient operating system consistent with the
needs of law enforcement. Adherence to the rules will ensure client agencies the maximum
effectiveness of the CLETS. Violations of the PPP or the FBI CJIS Security Policy will result in
an investigation and appropriate disciplinary action. Anyone responsible for CLETS misuse is
subject to disciplinary action, up to immediate dismissal from employment. Violations of the law
may result in criminal and/or civil action.
1.6.1 Database Policies and Regulations
All users shall abide by all policies and regulations pertaining to the information from the
CLETS. Procedures and message formats contained in user manuals must be followed exactly.
A. Users must confirm the validity of the positive response on the record by contacting the
entering agency prior to taking enforcement actions based solely on that record.
B. Periodic driver license checks may be conducted on the CLETS subscribing agency
employees where driving is a requirement of their job.
C. Pursuant to the California Code of Regulations, title 11, division 1, chapter 7, article 1,
section 707 subdivision (c), every agency is required to keep a record of each release of
criminal offender record information for a minimum of three years from the date of release.
Detailed information regarding retention of information can be found in this code section.
Pursuant to California Government Code (GC) section 3, chapter 17.25 (commencing with
section 7284) federal, state or local law enforcement agencies shall not use any non -criminal
history information contained within these databases for immigration enforcement purposes.
"Immigration enforcement" includes any and all efforts to investigate, enforce, or assist in the
investigation or enforcement of any federal civil immigration law, and also includes any and all
efforts to investigate, enforce, or assist in the investigation or enforcement of any federal
criminal immigration law that penalizes a person's presence in, entry, or reentry to, or
employment in, the United States. [GC § 7284.4, subd. (f)]. This restriction does not pertain to
26 CLETS PPP, rev 12/23
any information that is regarding a person's immigration or citizenship status pursuant to 8
United States Code (U.S.C.) sections 1373 and 1644.
D. DOJ Automated Criminal History System Prohibitions:
1. In reference to U.S.C., title 18, section 922(G)(9), terminals are prohibited from
accessing DOJ Automated Criminal History System to enforce the provisions of title
18 U.S.C. section 922(G)(9), which effects a lifetime firearms or ammunition
prohibition for anyone convicted of a misdemeanor crime for domestic violence.
2. Terminals are not authorized to access DOJ Automated Criminal History System
through the CLETS for licensing, certification or employment purposes, including
pre -employment background investigations for sworn peace officers and/or law
enforcement employees as specified in Penal Code (PC) section 830, et al; or for
remotely accessing a record for review and/or challenge by the subject of a record.
Exceptions:
a. Pursuant to Education Code section 45125.5 and 35021.1, a law enforcement
agency may agree to provide a school district or county office of education
specific state summary criminal history information from the CLETS on a
prospective non -certificated employee or non -teaching volunteer aide. If the law
enforcement agency agrees to provide the state summary criminal history
information, the results shall be returned to the requesting district or county
office of education within 72 hours of the written request. The law enforcement
agency may charge a fee to the requesting agency that must not exceed the
actual expense to the law enforcement agency. For purposes of this section only,
a school police department may not act as its own law enforcement agency.
b. Pursuant to PC section 11105.03, a law enforcement agency is authorized to
furnish specific state summary criminal history information from the CLETS to
a regional, county, city or other local public housing authority for screening
prospective participants as well as potential and current staff. The only state
summary criminal history information that can be released must be related to
adult convictions for specific felonies or a domestic violence offense.
Information released to the local public housing authority shall also be released
to parole or probation officers at the same time, if applicable. For purposes of
this section only, a housing authority police department may not act as its own
law enforcement agency unless approved on an individual basis by DOJ.
C. Pursuant to the Code of Civil Procedure section 1279.5 subdivision (e), the
courts shall use the CLETS to determine whether an applicant for a name
change is under the jurisdiction of the California Department of Corrections and
Rehabilitation or is required to register as a sex offender pursuant to PC section
290. If a court is not equipped with the CLETS, the clerk of the court shall
contact an appropriate local law enforcement agency that shall determine
whether the applicant is under the jurisdiction of the California Department of
Corrections and Rehabilitation or is required to register as a sex offender
pursuant to PC section 290.
27 CLETS PPP, rev 12/23
d. Pursuant to PC section 11105.6, a law enforcement agency may access state
summary criminal history information from the CLETS to notify bail agents if a
fugitive has been convicted of a violent felony.
e. Pursuant to Welfare and Institutions Code section 16504.5, county child welfare
agency personnel conducting an investigation for the purposes described in this
code section are entitled to state summary criminal history information from the
CLETS by an appropriate governmental agency. Law enforcement personnel
shall cooperate with the requests for the information and shall provide the
information to the requesting entity in a timely manner.
f. Pursuant to California GC section 3, chapter 17.25 (commencing with section
7284) federal, state or local law enforcement agencies shall not use any non-
criminal history information contained within these databases for immigration
enforcement purposes. This restriction does not pertain to any information that
is regarding a person's immigration or citizenship status pursuant to 8 U.S.C.
sections 1373 and 1644.
F. DOJ Automated Criminal History System allowances:
1. Staff of any law enforcement or correctional/detention facility may process online
criminal offender record information inquiries on any visitor to such facility.
2. A preliminary criminal offender record information search may be performed on any
person prior to the approval as a "ride -along" with a law enforcement officer,
provided that person is not an employee of the law enforcement agency.
3. In reference to California PC section 13202, access to the DOJ Automated Criminal
History System is allowed for law enforcement statistical or research purposes only
upon approval by DOJ.
1.6.2 Terminal Mnemonics
A. Static
The term "static" refers to a one-to-one relationship between a mnemonic and a device.
Each CLETS terminal shall have its own unique four -character mnemonic. All the CLETS
subscribing sheriffs and police departments must have at least one fixed CLETS terminal
with authorization to receive administrative message traffic, unless that agency has an All
Points Bulletins Waiver/Release of Liability form on file with DOJ. Message traffic for that
terminal must directly terminate at a printer or to a queue of a terminal staffed 24 hours a
day/seven days a week. All fixed CLETS terminals receiving hit confirmation requests or
locate messages must directly terminate such messages at a printer or to a queue of a
terminal staffed 24 hours a day/seven days a week. The CLETS terminal/printer
combinations shall have only one mnemonic assigned to the combination, except where a
printer may be shared by several terminals.
B. Mnemonic Pooling
28 CLETS PPP, rev 12/23
Mnemonic pooling is the ability of a mnemonic to represent more than one device and
allows a mnemonic to represent a class of users, devices, applications, etc. Mnemonic
pooling is only allowed upon approval by DOJ.
A subscribing agency that wants to implement mnemonic pooling must submit an
application for mnemonic pooling to DOJ for approval. The form and content of the
application will be prescribed by DOJ. All information and requests should be directed to
the address listed in PPP section 1.1.3.
1. Mnemonic pooling requires the following:
a. The agency must establish an Access Control Point (ACP) to control the
dynamic allocation of mnemonics. The ACP shall provide user authentication
and auditing of mnemonics.
b. The ACPs are required to record all information pertinent to the establishment
and maintenance of a connection. Appropriate log entries must be maintained to
allow subsequent review of activities that might modify, bypass or negate
security safeguards controlled by the computer system, and review of how the
ACP handled serious violations.
C. The ACPs must log all traffic. The log entries must be maintained for three
years to allow subsequent review of all traffic received, whether delivered or
not; determine how all traffic was handled; determine when, by date and time,
all traffic receipts and deliveries occurred; and determine the individual or the
device that received the deliveries.
d. Information must be captured and be retrievable from journals maintained by
the local switch for three years.
e. The ACP will automatically transmit the User ID in the Operator Identification
Field (OIF) with the CLETS message (see PPP § 1.6.7) and the terminal address
in the Terminal Address Field (TAF), if provided (see PPP § 1.6.8).
f. Unsolicited messages cannot be delivered to a pooled mnemonic unless there is
a defined destination, such as a printer.
Refer to the CLETS Technical Guide for additional technical information about mnemonic
pooling.
Each agency must maintain a list of where each terminal is currently located. Such a list
shall reside with the designated Agency CLETS Coordinator and must be available for
DOJ or FBI inspections. DOJ or FBI staff must be allowed access to any CLETS terminal
at any time for audits or other on -site inspections.
Any terminal mnemonic that remains inactive for nine months will be deleted from the
CLETS. Inactive mnemonics information will be made available to agencies 90 days prior
to deletion.
29 CLETS PPP, rev 12/23
1.6.3 Audits and Inspections
Periodic unannounced site inspections and scheduled audits may be performed by DOJ or the
FBI to ensure compliance with DOJ/FBI policies and regulations. Agencies entering into a
contractual agreement with a CLETS subscribing agency may also be subject to these
requirements. Authorized personnel performing inspections or audits shall have access to review
and/or inspect case files and any records identified in the inspection/audit process, excluding
active investigations or cases. The agency being inspected shall produce such records.
1.6.4 Confidentiality of Information from the CLETS
Only authorized law enforcement, criminal justice personnel or their lawfully authorized
designees may use a CLETS terminal or have access to information derived from CLETS. Any
information from the CLETS is confidential and for official use only. Access is defined as the
ability to hear or view any information provided through the CLETS.
It is required that each employee/volunteer/private contractor sign an EmployeeNolunteer
Statement form (reference Exhibit I) prior to operating or having access to CLETS terminals,
equipment or information. This form addresses confidentiality, release and misuse of information
from the CLETS.
A. Information from the CLETS is on a "right -to -know" and "need -to -know" basis.
B. Authorized personnel shall not inquire into their own record or have someone inquire for
them.
C. Accessing and/or releasing information from the CLETS for non -law enforcement purposes
is prohibited, unless otherwise mandated, and is subject to administrative action and/or
criminal prosecution.
D. Pursuant to the PPP section 1.10.1 D, all investigations of misuse must be reported to DOJ
on the CLETS Misuse Investigation Reporting form (reference Exhibit J), including
investigations where misuse was not found.
1.6.5 Administrative Messages
Administrative messages should be as brief and concise as possible while still conveying the
desired information. Messages must conform to the examples illustrated in Chapter 2,
Administrative Messages, and in Chapter 7, All Points Bulletins, of the CLETS Operating
Manual.
1.6.6 Local/Wide Area Networks — Definition and Requirements
A Local Area Network (LAN) or a Wide Area Network (WAN) is that portion of the hardware
and software that is designed to pass intra-LAN, city/county data and CLETS messages directly
to the CLETS or through the local message switching computer (MSC). For CLETS purposes, a
system with LAN characteristics will be considered a LAN. With myriad LAN/WAN products
available to law enforcement today, the following specifications are required for those systems
connected to the CLETS:
30 CLETS PPP, rev 12/23
A. A LAN/WAN system upgrade application and diagram shall be submitted to DOJ. The
application package shall include standards, protocols, operating systems, servers, the type
of security and how it is being used.
B. Each LAN/WAN workstation and/or communication server shall have an auditable address
assigned as a CLETS mnemonic. No random selection or pooling of the CLETS
mnemonics is allowed unless a mnemonic pooling alternative has been approved for
implementation.
C. All CLETS messages transmitted through a host system may contain an optional
supplemental header of up to 40 characters. Please refer to the CLETS Technical Guide
available on CLEW for more information.
1. LANs using Transmission Control Protocol/Internet Protocol (TCP/IP) can transmit
the Internet Protocol (IP) and Media Access Control (MAC) addresses, if available, in
the TAF as referenced in PPP section 1.6.8.13.
2. All LAN -based terminals, regardless of the type of protocol used, should transmit an
address equivalent to the MAC. If an IP address is not used or is not available, the
MAC address should appear in the first six characters of the TAF. If neither is
available, some other uniquely identifying information should be provided.
D. Non -law enforcement and non -criminal justice agency terminals connected to the
LAN/WAN must be prohibited from accessing information from the CLETS unless
authorized by contractual agreements as specified in PPP section 1.5.
1.6.7 Operator Identification Field (OIF) Requirements
All MSC, Computer Aided Dispatch (CAD) systems and LAN/WAN systems must transmit a
unique User ID. The OIF shall be comprised of three to 32 characters and terminated by a period.
Please refer to the CLETS Technical Guide available on CLEW for more information.
A. Each person authorized to store, process and/or transmit information from the CLETS shall
be uniquely identified with a User ID and password. The User ID can take the form of a
name, badge number, serial number or other unique number.
B. Each terminal operator must log on with his or her unique User ID and password and is
accountable for all transactions transmitted under that User ID and password. The User ID
must be stored by the local MSC/CAD/LAN/WAN or other host server, be available for
retrieval and be consistent with journal requirements. User IDs are to be unique to each
individual and not reassigned unless there is at least a six-month period between each use.
Using another operator's unique User ID and password is a violation.
C. The local host server will automatically transmit only the User ID with each message
transaction to the CLETS in the OIF.
D. The CLETS will accept the OIF information and store the data in the CLETS journal
records.
31 CLETS PPP, rev 12/23
1.6.8 Terminal Address Field (TAF) Requirements
All MSC, CAD and LAN/WAN systems may transmit an optional TAF. The TAF is a six- to 18-
character variable length field following and separated from the OIF by a period, identified by a
number sign and terminated by a period. Please refer to the CLETS Technical Guide available on
CLEW for more information.
A. How the TAF is used depends on the method of identification the agency wishes to use.
B. LANs using TCP/IP can transmit the IP and MAC addresses in the TAF.
C. If neither an IP nor a MAC address is available, the information used by the agency to
uniquely identify the terminal should be entered.
32 CLETS PPP, rev 12/23
1.7 SYSTEM DESIGN AND ENHANCEMENT STANDARDS
1.7.1 Message Switching Computer (MSC) Definition and Requirements
An MSC is that portion of the hardware and software solely designed to pass transactions to and
from the CLETS. The MSCs shall be maintained with a 98% availability and uptime measured
over a continuous 12-month period, including all (scheduled and unscheduled) downtime.
A. All direct interface MSCs shall record all transactions to and from the CLETS, in their
entirety, on an automated log or journal and shall have the capability to search and print all
journals for a three-year period. The journals shall identify the User ID log -on and the
authorizing agency on all transactions. Access to the journals must be highly controlled.
Criminal history transactions on the journals that also identify the requester and secondary
recipient shall meet criminal offender record information audit requirements. A secondary
optional field located after the text should be used to identify a requester other than the
CLETS terminal operator.
B. All MSCs interfaced with the CLETS must follow the requirements adopted by DOJ and
the FBI CJIS Security Policy covering such interfaces.
1.7.2 MSC Design
All MSCs planning to upgrade or relocate must formally advise DOJ at least 90 days in advance
of the move with the new address, planned move/implementation date and whether test lines and
terminal mnemonics are required.
1.7.3 System Upgrade
An upgrade consists of any installation, replacement or planned enhancement of software or
hardware that has a direct impact on the CLETS by a directly or indirectly connected host server
of a CLETS subscribing agency.
A. The subscribing agency shall forward a completed upgrade application to the County
Control Agency/Direct Interface System Host for review and recommendation (see PPP §§
1.4.3 and 1.4.4). The County Control Agency/Direct Interface System Host shall send the
application along with comments to DOJ.
B. An electronic one -page, no -longer -than -legal -size, color network configuration diagram is
required with all upgrade applications and must include the subscribing agency's entire
network that accesses the CLETS and all other networks and users connected to the
network.
The diagram shall identify the following, if applicable:
• Agency name, county, and date;
• Agency ORI;
• Diagram must indicate "CONFIDENTIAL;"
• The path of all CLETS traffic, both fixed and mobile, from the subscribing
agency to DOJ;
33 CLETS PPP, rev 12/23
• All systems (e.g., RMS, CAD, MSC, etc.);
• Each individual network (e.g., City, County, etc.);
• Physically secured locations (indicate encryption, boundary protection devices,
such as firewalls, and identify the controlling agency who manages the device);
• CLETS access and/or hardware located in different buildings including the
addresses and encryption/boundary protection between the network segments;
• Public network segments used to transport CLETS traffic;
• Internet access that exists within the network (indicate boundary protection
devices and who manages the device);
• Wireless access (e.g., satellite, microwave, Wi-Fi, cellular, etc.,);
• All points of encryption and decryption including algorithms (e.g., AES) & levels
(e.g., 128-bit, 256-bit);
• Remote access and by whom it will be accessed (e.g., employee, vendor, etc.);
and
• Multi -factor authentication.
C. An upgrade application submitted by a County Control Agency must include an
MSC/Users Costs and Requirements form (reference Exhibit H). The County Control
Agency must certify that each of the CLETS subscribing agencies behind their interface is
informed of all costs and/or requirements, if any, associated with the upgraded system (e.g.,
costs using a specified formula and listing cost ranges, specific equipment, county database
access and cost, etc.). This information should be advanced to all affected agencies
approximately 18 months prior to production for budgeting and planning purposes.
1.7.4 MSC Test Lines
An agency upgrading its system may need to conduct testing prior to production implementation.
Once an upgrade application has been approved by DOJ, the agency must request a test line and
any test mnemonics in writing from DOJ. During the testing period of a new or upgraded system,
the agency is responsible for the line, equipment (modems, line drivers, etc.) and installation
costs. Testing of upgraded equipment shall not exceed one year unless by written consent of
DOJ.
DOJ will assume line and equipment costs when the system begins production for County
Control Agencies only and at such time as the previous, DOJ-provided interface is disconnected.
Upon production, the County Control Agency is responsible for sending a letter to DOJ
requesting the test line and test mnemonics be deleted and that charges be transferred to DOJ.
Copies of the latest bills shall be included with this request.
1.8 TRAINING
1.8.1 System Training
Agencies with host systems are responsible for training their local users on how to access the
message switching computer (MSC) and the use of pre -formatted screens.
34 CLETS PPP, rev 12/23
4.8.2 Database Training
Training in message formats for access to information in DOJ criminal justice databases, the
National Crime Information Center (NCIC), the International Justice and Public Safety Network
(Nlets), and the Department of Motor Vehicles is the responsibility of DOJ. Training will be
accomplished according to the following:
A. All city, county, state and federal agencies that use information from the CLETS must
participate in DOJ's training programs to ensure all personnel are trained in the operation,
policies and regulations of each file that is accessed or updated. Training must include the
requirement that CLETS information shall only be obtained in the course of official
business. The person receiving this information must have a "right to know" and "need to
know"; and must have been trained in the possible sanctions and/or criminal/civil liabilities
if the information is misused. Training shall be provided only by DOJ's training staff or
another certified CLETS/NCIC trainer.
Specifically, the training requirements are as follows:
1. Initially (prior to accessing Criminal Justice Information [CJI]), train, functionally
test and affirm the proficiency of all terminal (equipment) operators (full access/less
than full access) to ensure compliance with the CLETS/NCIC policies and
regulations. This is accomplished by completing the required training and the
appropriate CLETS/NCIC Telecommunications Proficiency Examination published
by DOJ, or a facsimile thereof. An agency wishing to make additions or
modifications to the Proficiency Examination must receive prior approval from DOJ.
2. Annually provide functional retesting and reaffirm the proficiency of all terminal
(equipment) operators (full access/less than full access) to ensure compliance with the
CLETS/NCIC policies and regulations. This is accomplished by the completion of the
appropriate CLETS/NCIC Telecommunications Proficiency Examination published
by DOJ, or a facsimile thereof. An agency wishing to make additions or
modifications to the Proficiency Examination must receive prior approval from DOJ.
3. Maintain records of all training, testing and proficiency affirmation. Training records,
written or electronic, shall identify the individual's CLETS category of Full Access
operator, Less Than Full Access operator, Practitioner or Administrator. The records
must record the date of initial CLETS training and, for operators, the date(s) the
initial and subsequent annual Telecommunications Proficiency Examination were
completed, recording a passing score of 70% or better or a pass/fail notation. The
examinations may be discarded or returned to the operator upon entry of the required
information in the appropriate log. Retain individual training records for a minimum
of three years.
4. Initially (prior to accessing CJI), all sworn/non-sworn practitioner personnel must
receive basic training in the CLETS/NCIC policies, liability issues and regulations.
Practitioner is defined as any person who has ongoing access to information from the
CLETS and is not a CLETS operator.
5. Make available appropriate training on the CLETS/NCIC system for criminal justice
practitioners other than sworn personnel.
35 CLETS PPP, rev 12/23
6. All sworn law enforcement personnel and other practitioners should be provided with
continuing access to information concerning the CLETS/NCIC systems, using
methods such as roll call and in-service training.
7. Provide peer -level training on the CLETS/NCIC system use, regulations, policies,
audits, sanctions and related civil liability for criminal justice administrators and
upper -level managers. Training is accomplished by reviewing and signing for the
NCIC "Areas of Liability for the Criminal Justice Information System Administrator"
packet.
B. To ensure compliance with this training mandate, DOJ is responsible for monitoring the
ongoing training provided to law enforcement personnel. On -site visits, including
classroom observation and review of training records, may be conducted by DOJ staff.
1.8.3 Security Awareness Training
Security and awareness training shall be required for all personnel who have direct or indirect
access to CLETS systems and shall meet the requirements specified in the FBI CJIS Security
Policy section 5.2.
36 CLETS PPP, rev 12/23
1.9 OPERATIONAL CONTROL, OVERSIGHT and COMPLIANCE RESPONSIBILITY
Statewide operational control and system supervision shall be under the direction of DOJ.
Monitoring of traffic for conformity to policies, regulations and recommendations for corrective
actions shall also be the responsibility of DOJ. The responsibility for maintaining the security
and confidentiality of criminal justice information rests with the individual agency head.
Agencies with systems interfacing with or to the CLETS shall assist DOJ in overseeing new and
upgrades of application hardware, software and security of the terminals connected to the
computer system for compliance with the PPP and FBI CJIS Security Policy (CSP). At the
discretion of the agency head, vendors may remotely access the CLETS for testing and
diagnostic purposes only after execution of a CLETS Private Contractor Management Control
Agreement (reference Exhibit D2).
1.9.1 Information Technology (IT) Security Incident Response Reporting
Agencies shall immediately notify DOJ of security incidents or data breaches. Such incidents
shall be reported to the 24/7 DOJ Computer Operations Team at 916-210-3500. This information
shall also be reported by email to the CLETS Administration Section at CASkdoj.ca.gov via the
CLETS IT Security Incident Response Form (reference Exhibit L). Security incidents identified
as system misuse shall be reported on the annual CLETS Misuse Investigation Reporting form
(reference Exhibit J). The Incident Response Plan for your agency must include these
notification requirements.
1.9.2 Background and Fingerprint -Based Criminal Offender Record Information Search
A. All persons, including non -criminal justice, volunteer personnel, private vendor technical
or maintenance personnel with physical or logical access to the CLETS equipment,
information from the CLETS or to criminal offender record information, are required to
undergo a background security clearance to determine their suitability for logical or
physical access to CLETS. This includes, at a minimum, a state and federal fingerprint -
based criminal offender record information search pursuant to the California Code of
Regulations, title 11, division 1, chapter 7, article 1, sections 703 subdivision (d) and 707
subdivision (b). Unescorted access to a law enforcement or criminal justice agency's secure
environment requires submission of a state and federal fingerprint -based background
security check to DOJ using the law enforcement agency Originating Agency Identifier
(ORI). All other fingerprint -based employment background checks are not valid for access
to CLETS (i.e., if applicable personnel are fingerprinted under a non -law enforcement
agency ORI for hiring purposes, they must also undergo a state and federal fingerprint -
based background security check under a law enforcement ORI to determine their
suitability for logical or physical access to CLETS).
1. Pursuant to the FBI CSP § section 5.12, if the state and federal fingerprint -based
criminal offender record information search reveals a felony conviction of any kind,
CLETS/NCIC access shall not be granted. If it is revealed the person appears to be a
fugitive or has an arrest history without conviction for a felony, the agency head or
his/her designee will review the matter and decide if CLETS access is appropriate.
37 CLETS PPP, rev 12/23
2. Visitors to a computer center (e.g., tour group, delivery, janitorial or maintenance
personnel) where the computer center has criminal offender record information
access are not required to undergo a state and federal fingerprint -based criminal
offender record information search. They must, however, be escorted at all times.
3. The final responsibility for maintaining the security and confidentiality of criminal
justice information rests with the individual agency head.
B. Personnel authorized terminal access to the CLETS may be sworn law enforcement or
criminal justice personnel, non -sworn law enforcement or criminal justice personnel,
volunteer personnel and private vendor technical or maintenance personnel who have been
subjected to a background security clearance to include, at a minimum, the following
checks:
1. A DOJ fingerprint -based criminal offender record information search.
2. An FBI fingerprint -based criminal offender record information search.
3. Additionally, DOJ criminal justice databases may be accessed for background
investigation of law enforcement and criminal justice employees, with the exception
of the Automated Criminal History and Mental Health Firearms Prohibition Systems.
C. Personnel shall not operate or have access to CLETS terminals, equipment or information
until, at a minimum, a state and federal fingerprint -based criminal offender record
information search is completed and approved by the agency head. Following approval of
the completed investigation, a memorandum or other notation should be retained either in
the employee's personnel file or in another pertinent file indicating authorization has been
granted.
Suitability for CLETS access following, at a minimum, the completed state and federal
fingerprint -based check criminal offender record information search is at the discretion of
the agency head. In all matters pertaining to personnel security, the agency head will be
responsible for making the final determination of the individual's suitability for the job.
1.9.3 User Access
A. It is required that each employee/volunteer sign an Employee/Volunteer Statement form
(reference Exhibit I) prior to operating or having access to the CLETS terminals,
equipment or information. It is recommended that each employee/volunteer sign an
Employee/Volunteer Statement form on a biennial basis. Additional requirements may be
added at an agency's discretion. Any addition cannot negate the intent of the
Employee/Volunteer Statement form.
B. The agency shall validate system accounts including establishing, activating, modifying,
reviewing, disabling and removing accounts, at least annually, and shall document the
validation process.
C. When a person with access to the CLETS is no longer employed or no longer accessing the
CLETS on behalf of law enforcement or a criminal justice agency, the agency is
38 CLETS PPP, rev 12/23
responsible for immediately removing all related passwords, security authorizations,
tokens, etc., from the system.
1.9.4 Non -Federal, Non -State, and Non -Local Governmental Employees
All persons who are not federal, state, or local governmental employees, who are exercising law
enforcement powers as part of a Criminal Justice and/or Law Enforcement Agency, as defined in
the PPP Glossary, shall meet all of the California Peace Officer Standards and Training
mandated requirements to be a California peace officer, in addition to those requirements set
forth in PPP sections 1.9.2 and 1.9.3. Such law enforcement officers shall also be deputized by a
federal, state or local law enforcement agency and provide copies of the relevant deputization
agreements at the time of application for CLETS access to DOJ systems.
Tribal law enforcement agencies shall submit applicable law enforcement certifications and/or
deputization agreements at the time of application for CLETS access to DOJ systems.
1.9.5 System Use Notification Recommendation
In addition to the requirements identified in FBI CSP section 5.5.4, it is recommended that
agencies include the statement below regarding the California Values Act (Senate Bill 54) to
their system use notification and governance policies:
"Federal, state or local law enforcement agencies shall not use any non -criminal history
information contained within these databases for immigration enforcement purposes. This
restriction does not pertain to any information that is regarding a person's immigration or
citizenship status pursuant to 8 U.S.C. § 1373 and § 1644. "
These recommended guidelines will ensure information is limited for immigration enforcement
purposes, to the fullest extent practicable, and consistent with federal and state law.
39 CLETS PPP, rev 12/23
1.10 SYSTEM DISCIPLINE/APPEAL PROCESS
Pursuant to Government Code section 15154, DOJ is responsible for overseeing system
discipline with the assistance of the CLETS Advisory Committee (CAC). System misuse is taken
very seriously and anyone responsible for CLETS misuse is subject to disciplinary action, up to
immediate dismissal from employment. Violations of the law may result in criminal and/or civil
action. Messages/transactions processed through the CLETS shall be subject to random sampling
by DOJ, or its designee(s), for validity of content and conformity with CLETS policies and
regulations.
1.10.1 System Misuse
A. Violations of the PPP shall be investigated by the agency head or his/her designee and
reported to DOJ.
Misuse is defined as the CLETS information obtained or provided outside the course of
official business; a "right to know" and the "need to know" must be established. The "right
to know" is defined as "authorized access to such records by statute" and the "need to
know" is defined as "the information is required for the performance of official duties or
functions." Other than blatant misuse, the following are examples of
prohibited/unauthorized use of the CLETS by federal, state or local law enforcement
agencies that include, but are not limited to:
• Querying yourself, family members, romantic partners, business associates, friends,
neighbors, etc;
• Providing information from the CLETS to another officer, individual, agency or
company for unauthorized purposes;
• Sharing user IDs or passwords;
• Logging into the CLETS and allowing others to utilize your authorized access;
• Querying the Automated Criminal History System for licensing, employment or
certification purposes (e.g., Carry Concealed Weapon permits);
• Querying a firearm to determine if it is stolen prior to purchase;
• Querying the Department of Motor Vehicles to obtain unauthorized address, vehicle
registration, or insurance information (e.g., querying a vehicle parked in front of your
house for two days);
• Querying individuals from high profile cases covered by the media for inquisitorial
purposes; and
• Using any non -criminal history information contained within these databases for
immigration enforcement purposes. This restriction does not pertain to information that
is regarding a person's immigration or citizenship status pursuant to 8 United States
Code sections 1373 and 1644.
The agency head or his/her designee shall investigate incidents of system misuse by
reviewing its internal processes, documentation and the PPP for authorized usage. In the
event the agency head requires assistance from DOJ in conducting a journal search of the
CLETS transactions, a written request on agency letterhead, signed by a supervisor or
agency head, shall be submitted to DOJ. Any information as a result of the journal search
will be provided to the agency head in writing. The agency head shall return an assessment
of the investigation and statement of corrective action to DOJ.
40 CLETS PPP, rev 12/23
If the reported explanation and corrective actions resolve the problem, the investigation and
results will be reported to the CAC by DOJ.
If the reported explanation and corrective actions do not resolve the problem to the
satisfaction of DOJ, the head of the agency may be requested to appear before the CAC to
explain the incident.
Unresolved incidents shall be presented to the CAC by the CLETS Executive Secretary.
The CAC will recommend a course of action or sanction to apply. DOJ will issue a letter
formally notifying the agency of the decision.
B. In the event of a violation of law or if the PPP results in system misuse, DOJ, with a
recommendation from the CAC, will take appropriate action such as:
1. Letter of censure;
2. Suspension of service for an individual or agency. This may be for varying lengths of
time and/or may include suspension for a specified database or other system services;
and/or
3. Removal of the CLETS service for an individual or agency. Please note: two or more
instances of misuse may result in removal of CLETS access for an individual.
C. In the event the agency is scheduled to report to the CAC under the provisions of PPP
section 1.10.1.A, the agency head shall have a minimum of two weeks' notice prior to the
meeting. All pertinent information shall be made available to the agency head to assist the
agency in preparing to address the issue.
If a sanction is recommended by the CAC, the effective date of the action shall be 10
working days. The 10-day notice can be waived if extraordinary circumstances exist.
If the agency head chooses to appeal the action, the request for review or reconsideration
shall be forwarded to the Attorney General within 10 working days from the date of the
action. If no such request is received within that time frame, the action shall be considered
final.
D. All CLETS subscribing agencies shall submit a report to DOJ of investigations performed
related to CLETS misuse and any disciplinary action taken. This report shall be submitted
by February 1 st of each year, for the prior calendar, even if no misuse occurred. This
information will be submitted on the CLETS Misuse Investigation Reporting form
(reference Exhibit J) and must detail the number of misuse investigations performed, the
type of misuse and the outcome.
a. Agencies that reported misuse as pending must notify DOJ of the outcome and any
disciplinary action taken, immediately upon resolution.
b. Failure to submit the required form will result in the agency name being posted on the
Attorney General's website and the CLEW; and additional sanctions as described in
PPP section 1.10.1 B may apply.
41 CLETS PPP, rev 12/23
1.10.2 Discontinuance of CLETS Service
DOJ or the subscriber may, upon 30 days' written notice, discontinue service.
42 CLETS PPP, rev 12/23
FBI CJIS Security Policy (CSP)
Area Reference
The PPP defers to the FBI CSP for the technical security requirements. The following is
provided as a reference to the policy areas that are contained within the FBI CSP section 5.
Policy Area 1
Policy Area 2
Policy Area 3
Policy Area 4
Policy Area 5
Policy Area 6
Policy Area 7
Policy Area 8
Policy Area 9
Policy Area 10
Integrity
Policy Area 11
Policy Area 12
Policy Area 13
Information Exchange Agreements
Security Awareness Training
Incident Response
Auditing and Accountability
Access Control
Identification and Authentication
Configuration Management
Media Protection
Physical Protection
System and Communications Protection and Information
Formal Audits
Personnel Security
Mobile Devices
The Appendix includes information exchange agreements and the FBI CJIS Security Addendum.
43
CLETS PPP, rev 12/23
GLOSSARY
Access Control Point: The first point at which the integrity and security of a California Law
Enforcement Telecommunications System (CLETS) connection is authenticated and audited,
whether it is a direct Message Switching Computer (MSC), an indirect MSC or an indirect MSC
several layers removed from the Direct MSC.
Administrative Message: A point-to-point CLETS message (including All Points Bulletins) sent
from a terminal and destined for one or more terminals.
Agency CLETS Coordinator (ACC): The individual designated to be an agency's certified CLETS
user trainer and terminal coordinator; acts as liaison between the agency and the DOJ CLETS
Administration Section (CAS) in all CLETS functions.
All Points Bulletin: An administrative message sent from a terminal and destined for a group code
to distribute the message to multiple terminals throughout the county, state or nation.
Application: Formal qualifying paperwork to be filed with DOJ through the CLETS Executive
Secretary when new or upgraded service is requested.
Automated Boat System (ABS): The DOJ criminal justice database containing information
regarding stolen, recovered, stored, repossessed and embezzled vessels.
Automated Criminal History System (ACHS): The DOJ criminal justice database containing
compiled records of arrest and court disposition information on subjects.
Automated Firearms System (AFS): The DOJ criminal justice database containing information
regarding firearms registration and lost, stolen or seized firearms.
Automated Property System (APS): The DOJ criminal justice database containing information
regarding lost or stolen property.
Boundary Protection Device: Monitors and controls communications at the external boundary of
the information system and at key internal boundaries within the system. Examples of boundary
protection devices are proxies, gateways, guards, routers, firewalls and encryption tunnels.
DOJ Criminal Justice Databases: The computerized California data files at DOJ and maintained
by local law enforcement agencies and/or DOJ. Data files include: the Automated Firearms
System (AFS), the Automated Property System (APS), the Automated Criminal History System
(ACHS), the California Restraining and Protective Order System (CARPOS), the Mental Health
Firearms Prohibition System (MHFPS), the Missing/Unidentified Persons System (MUPS), the
Supervised Release File (SRF), the Stolen Vehicle System (SVS)/Automated Boat System
(ABS), the Wanted Persons System (WPS), and the California Sex and Arson Registration
System (CSAR).
California Department of Justice (DOJ): The California state department that maintains and
operates the CLETS and the criminal justice databases; acts as the National Criminal Information
Center (NCIC) and the International Justice and Public Safety Network (Nlets) control terminal
agency for California and performs numerous service functions for law enforcement agencies;
44 CLETS PPP, rev 12/23
1
responsible for investigating allegations of CLETS misuse; develops all technical requirements
for access to CLETS by computer systems.
California Law Enforcement Telecommunications System (CLETS): The computerized
telecommunications system in the State of California that is used by public agencies of law
enforcement and criminal justice for accessing law enforcement information and sending law
enforcement messages.
California Restraining and Protective Order System (CARPOS): The DOJ criminal justice
database containing information regarding active restraining orders in addition to containing
historical data on restraining orders that have expired within the past five years. The CARPOS
also allows law enforcement to send a Violation Message to the CARPOS containing
information on a possible violation of the restraining order.
California Sex and Arson Registry (CSAR): The DOJ criminal justice database containing
information regarding sex and arson registrants. The information available in CSAR includes
risk assessment information, method of operation information, employment and vehicle
information, sexually violent predator status and registrant photos.
CLETS Administration Section (CAS): The DOJ unit that administratively manages the CLETS
network; issues terminal mnemonics and their access authorizations; provides technical
consultation services to the CLETS clients for planning and implementing new and upgrading
MSC systems; provides staff support to the CLETS Advisory Committee.
CLETS Advisory Committee (CAC): The 10-member committee governed under California
Government Code section 15154 to advise and assist the Attorney General in the management of
the CLETS with respect to operating policies, service evaluation and system discipline.
CLETS Executive Secretary: Provides staff support to the CAC and is manager of the CAS;
facilitates investigations of alleged CLETS misuse; develops and enforces all CAC -approved
policies and CLETS security requirements; facilitates in the development of technical
requirements for access to CLETS by computer systems; and oversees the assignment of all
CLETS terminal mnemonics and access authorizations.
Computer Aided Dispatch (CAD): A computerized system used by law enforcement agencies for
dispatching and message switching services.
County Control Agency: The designated agency in each county that is provided the circuits by DOJ
to serve approved CLETS subscribers within that county.
Criminal Justice Agency: A public agency whose primary purpose is detention, pretrial release,
post -trial release, prosecution, adjudication, correctional supervision, rehabilitation of accused
persons or criminal offenders, criminal identification activities, and the collection, storage and
dissemination of criminal history record information. Agencies include district attorneys, courts,
probation/parole departments, correctional facilities or offices.
Criminal Offender Record Information (CORI): Criminal history arrest information regarding a
subject or subjects retained by/at any governmental entity therein is considered CORI, and falls
under the CORI rules and regulations.
45 CLETS PPP, rev 12/23
Department of Motor Vehicles (DMV): The California department that maintains the state's data
files containing driver license, automated name index and vehicle registration information.
Dial -Up Access: A method of transporting the CLETS messages using public switched telephone
lines that are available through special application only.
Direct Access: Accessing the CLETS with a direct line to DOJ rather than via the county control
agency's MSC.
Direct Interface System Host: A non -county control agency with a direct interface to the CLETS,
which provides host message switching services to the CLETS for other agencies.
FBI Criminal Justice Information Services (CJIS) Security Policy (CSP): The minimum level of
Information Technology security requirements determined by the FBI as acceptable for the
transmission, processing and storage of national and state criminal justice data.
Interagency Agreement: An agreement between a CLETS Subscribing Agency and a governmental
agency. This agreement allows the CLETS Subscribing Agency to provide a CLETS terminal
with the governmental agency that is entitled to receive the information through statute,
regulation or ordinance under conditional agreements.
Interstate Identification Index (III): III is the decentralization of the FBI/NCIC criminal history
subject files. When a query of III is received, NCIC responds with the full criminal record
information from non -III participating states, and identifies the III -participating states
maintaining criminal history files on the subject. NCIC then automatically forwards the query to
the III -participating states with records on the subject, and the individual states must respond
back to the original inquirer with the criminal history information from their state. III promotes
the interstate exchange of criminal history information, with each III participant maintaining its
own state's criminal history records, rather than the NCIC.
Journal Record: A computer -generated record of the CLETS message(s). DOJ requires every
CLETS MSC to completely record all CLETS transactions, incoming and outgoing, and to be
able to retrieve them using search parameters for at least three years. DOJ retains all the CLETS
transactions for three years with statewide journal search capabilities. In addition, the DOJ
ACHS journals all criminal history queries with no time limit on searches.
Law Enforcement Agency: A public agency having statutory power of arrest and whose primary
function is that of apprehension and detection. Agencies include sheriffs, city police
departments, the California Highway Patrol, DOJ and the FBI.
Local Area Network (LAN): A network of personal computers administered by a single host server
through a "sharing environment". LANs may interface with the CLETS either directly or
indirectly if all application and security requirements are met.
Management Control Agreement (MCA): There are two MCAs: one for use with a public agency,
the other for use with a private contractor. The MCA is a CLETS agreement required when a
CLETS subscriber agency does not maintain physical and/or operational control of its terminals
or equipment hardware and software. The agreement states that the law enforcement agency
maintains management control to set policy, priorities and assignment of personnel associated
with the CLETS-connected equipment and must be signed by the heads of both agencies.
46 CLETS PPP, rev 12/23
Media Access Control (MAC) Address: The hardwired port address of a Local Area Network
(LAN) -based terminal.
Mental Health Firearms Prohibition System (MHFPS): The DOJ criminal justice database
containing information regarding individuals who are prohibited from owning or carrying a
firearm due to mental health restraints.
Message Switching Computer (MSC): The portion of the hardware and software solely designed
to switch transactions to and from the CLETS.
Missing/Unidentified Persons System (MUPS): The DOJ criminal justice databases containing
information regarding missing persons and unidentified living or deceased persons.
Mnemonic Pooling: The ability for a mnemonic to represent more than one device, which allows a
mnemonic to represent a class of users, devices, applications, etc.
Mobile Data Terminal (MDT): A CLETS terminal with mobile capability, usually located in a
patrol car, and which includes laptops, handheld devices or other transportables.
MSC Administrator: The individual responsible for coordinating CLETS-related issues with DOJ.
National Crime Information Center (NCIC): The nationwide computerized data files maintained
by the Federal Bureau of Investigation (FBI), and composed of data files similar to those in the
DOJ criminal justice databases, but at the national level. The NCIC files include additional files
not duplicated by DOJ.
National Law Enforcement Telecommunications System (Nlets): The interstate computerized
telecommunications backbone system that provides a connection to every state, allowing law
enforcement agencies to send/receive information from other states' databases and law
enforcement agencies.
Need -to -know: The necessity to obtain DOJ or FBI information to execute official responsibilities.
Operator Identification Field (OIF): A field containing three to 32 alpha/numeric characters that
identify the terminal operator's User ID. The OIF is required for all terminals and users
accessing the CLETS from behind a computer system.
Originating Agency Identifier (ORI): The nine -character alpha/numeric "number" issued by the
FBI/NCIC that identifies and entitles a law enforcement or criminal justice agency to receive law
enforcement information.
Right -to -know: The right to obtain DOJ or FBI information pursuant to court order, statute or
decisional law.
Static Terminal Mnemonic: (see Terminal Mnemonic, Static)
Stolen Vehicle System (SVS): The DOJ criminal justice database containing information regarding
lost, stolen, stored or impounded vehicles, vehicle license plates or vehicle parts.
47 CLETS PPP, rev 12/23
►,
Subscriber Agreement: A required agreement for participation in the CLETS signed by the head of
each subscriber agency. The agreement states the subscriber will abide by all rules, requirements,
policies, practices and procedures established by the CLETS, the NCIC, the Nlets and the DOJ
criminal justice databases.
Sub -Unit of a Public Agency: A unit of a non -law enforcement public agency that performs the
duties of a law enforcement agency, whose employees are peace officers, and the majority of
whose annual budget (more than 50%) is allocated to the administration of criminal justice. Sub-
units include local, state or federal agencies such as the Department of Insurance -Fraud Division;
the Employment Development Department -Investigations Bureau; the military police; and the
fire department -arson investigations units.
Supervised Release File (SRF): A DOJ criminal justice database of active California Department of
Corrections and Rehabilitation and California Youth Authority parolees, county and federal
probationers, sex and arson registrants, violent offenders and career criminals. The SRF allows
law enforcement to send a Contact Message advising the supervising officer of all encounters
with the subject.
Supplemental Header: An optional field that may contain up to 40 characters containing
alpha/numeric characters generated from a message switching computer with every CLETS
transaction and returned with every response.
Transmission Control Protocol/Internet Protocol (TCP/IP): A type of message transmission
method used by LAN -based terminals and used by DOJ as the primary means of line connection
to a direct interface message switching computer.
Terminal: The access device used to access CLETS, including both fixed and mobile devices. The
terminals include but are not limited to: desktop workstations, mobile data computers (MDC),
laptops, and handheld devices.
Terminal Address Field: An optional field that may contain six to 18 alpha/numeric characters that
include a terminal's Internet Protocol (IP) and/or MAC addresses.
Terminal Mnemonic: The four -character address (terminal name) assigned by DOJ's CAS to
identify each CLETS terminal. The terminal mnemonic is transmitted with each CLETS message
in the first four characters of the supplemental header.
Terminal Mnemonic, Static: A term reflecting the one-to-one relationship between a mnemonic
and a device.
Time Activated Message Forwarding (TAMF): The CLETS programming feature that allows a
specific terminal's messages to be automatically forwarded to another designated terminal on a
temporary or continuous basis on specific days and times, e.g., daily from 5 p.m. to 7 a.m.
Tribe: A federally recognized Indian Tribe whose territorial boundaries lie wholly or partially
within the State of California, and any agencies, entities, or arms of the tribe, as applicable,
either together or separately.
User ID: Information determining the identity of a terminal operator and transmitted in the six -
character OIF with each CLETS transaction.
48 CLETS PPP, rev 12/23
Volunteer Personnel: Agency personnel who may include individuals, such as Reserves, law
enforcement Explorer Scouts, law enforcement cadets, student workers and senior citizen
volunteers.
Wanted Persons System (WPS): The DOJ criminal justice database containing information
regarding persons with outstanding arrest warrants in California.
Wide Area Network (WAN): A network of multiple LAN hosted by a common server.
LAN/WANs may interface with the CLETS either directly or indirectly if all application and
security requirements are met.
49 CLETS PPP, rev 12/23