Agency Administrator/Time Agency Coordinator Responsibilities

Each agency administrator must be aware of potential liability problems that may occur due to improper use of the TIME System. The following checklist should be reviewed by each administrator and all records personnel as a guide to determining operational procedures and policies to minimize liability.

It shall be the responsibility of each local agency to designate a TAC. The TAC will act as the primary liaison between their agency and CIB, regularly communicating with CIB, participating in sponsored meetings, and providing feedback and recommendations for system improvement. The TAC is normally TIME System certified.  The TAC will ensure that all physical, personnel, computer and communications safeguards, and security are functioning properly and are in compliance with the Department Of Justice (DOJ), Crime Information Bureau (CIB), National Crime Information Center (NCIC), and National Law Enforcement Telecommunication System (NLETS) rules and regulations to include:

1.  Ensure within six months of employment or assignment that all personnel accessing TIME/NCIC have completed the required TIME System training.

2.  Ensure all certified operators have attended and successfully passed the TIME System biennial written/computer based re-certification examination.

3.  Ensure that all officers accessing TIME/NCIC via a Mobile Data Terminal (MDT)/Mobile Data Computer (MDC) have successfully completed required training.

4.  Ensure that all MDT/MDC operators are provided yearly In-service training.

5.  Ensure that TIME System Advanced Project results are reviewed with the employee when returned to the department.

6.  Ensure that each new employee reviews the TIME System New Operator Handout and demonstrates TIME System terminal operation.

7.  Ensure TIME System Newsletters and related correspondences are disseminated and available to the appropriate personnel.  This includes briefing administrative staff whenever appropriate.

8.  Provide instructional material for the functional use of the local equipment and formats to be used for the TIME System applications.

9.  Maintain records of all training, testing and proficiency affirmation.

10. Ensure that CIB/FBI fingerprint cards are completed and mailed to the CIB. In accordance with the NCIC Security Policy, ensure that a background screening is conducted of all personnel including terminal operators, programmers, private contractors and other staff with access to NCIC.  State and national record checks by fingerprint identification must be conducted on present employees and future employees, along with an inquiry of the CIB and NCIC Wanted Person Files.  NOTE: Sworn personnel who have been fingerprinted and certified by the Law Enforcement Standards Board already meet this requirement.

11. Ensure their computer site and/or terminal area have adequate physical security to protect against any unauthorized personnel gaining access to the computer equipment or to any of the stored data.

12. Ensure all visitors to computer centers and/or terminal areas are accompanied by staff personnel at all times.

13. Ensure Management Control Agreements are signed when appropriate.

14. Ensure signed user agreements are on file with non-terminal users that the agency provides with TIME service.

15. Ensure all computer terminals are updated with the most current version of TIME System software.

16. Ensure all terminal operators accessing the TIME System with the Enforcer 4.0 Software are assigned a unique user ID and password.

17. Ensure all monthly validations are completed on time.

18. Ensure their department has written validation procedures and ensure they are updated when necessary.

19. The TAC should understand the record system and communications capabilities of their agency.

20. Ensure that the CIB is advised of any change in the status of the TAC due to reassignment, promotions, etc.

21. The TAC is responsible for assisting the CIB and NCIC personnel throughout the agency during audits or other official visits.

When used correctly by well-trained people, the TIME System is a valuable tool assisting your agency. Without procedures or training, mistakes occur and liability against you can arise.