FILE: GBCA
PROTECTION OF CRIMINAL BACKGROUND INFORMATION
The East Baton Rouge Parish School Board utilizes the Louisiana State Police (LSP) Bureau of Criminal Identification and Information for performing criminal background checks on employment candidates. In order to process criminal background checks utilizing this system, the East Baton Rouge Parish School Board shall:
Comply with state and federal
laws, rules, regulations, procedures, and policies, including, but
not limited to, the most current version of the Federal Bureau of
Investigation (FBI) Criminal Justice Information Services (CJIS) Security
Policy and the Louisiana Noncriminal Justice Agency Guide regarding
the access, use, and dissemination of Criminal History Record Information
(CHRI).
Only use CHRI for the purpose
requested as stated in the Louisiana Noncriminal Justice Agency Guide.
Obtain and retain any required
documents mandated by state or federal law for the purpose of submitting
and processing a fingerprint based CHRI background check for each
individual request.
Establish the necessary security and management controls for the security and confidentiality of CHRI received in accordance with the most current version of the FBI CJIS Security Policy and Louisiana Noncriminal Justice Agency Guide. This includes, but is not limited to:
Designating a Noncriminal
Agency Coordinator (NAC) who will act as liaison between the East
Baton Rouge Parish School Board and LSP Bureau. The NAC
will receive audit information from the LSP Bureau and serve as
the onsite contact person during audits.
Designating an East Baton
Rouge Parish School Board Security Officer who is responsible
for ensuring compliance with the terms of this Agreement and state
and federal laws, rules, regulations, procedures, and policies
regarding access, use, and dissemination of CHRI.
Ensuring its officers,
employees, agents, and any other persons associated with the East
Baton Rouge Parish School Board who have access to CHRI, have
received security awareness training.
Ensuring its officers,
employees, agents, and any other persons associated with the East
Baton Rouge Parish School Board, abide by all state and federal
laws, rules, regulations, procedures, and policies regarding access,
use, and dissemination of CHRI; including, but not limited to,
any LSP Bureau system(s) approved for use by the East Baton Rouge
Parish School Board for the access, receipt, and retention of
CHRI. Additionally, the East Baton Rouge Parish School Board
acknowledges and understands that the use of this system provides
for tracking and monitoring of computer access and location-specific
variables, as authorized by federal and state laws, rules, regulations,
procedures, and policies, including, but not limited to, the most
current version of the FBI CJIS Security Policy and Louisiana
Noncriminal Justice Agency Guide as it pertains to CHRI. Tracking
and monitoring is to ensure the use, storage, dissemination, and
processing of CHRI is completed in an appropriate environment
and limited to authorized personnel.
Establishing
and implementing minimum screening requirements as required by
CJIS Security Policy for its officers, employees, agents, and
any other persons associated with the East Baton Rouge Parish
School Board who have access to CHRI. No individual may
be granted access by the School Board when a felony conviction
of any kind exists, unless explicitly approved by the LSP Bureau
or CJIS System Officer (CSO).
Restricting
access to physical or electronic CHRI to authorized personnel.
Physical copies shall be maintained in a controlled, secure
environment, such as in a locked cabinet in a room not accessible
to all staff and visitors. When a physically secured location
cannot be met, electronic media shall be protected with encryption
that meets the most current FBI CJIS Security Policy.
Disseminating
CHRI only when authorized by state or federal law approved by
the U.S. Attorney General.
Ensuring
the East Baton Rouge Parish School Board establishes incident
response policy and procedures, including an operational incident
handling capability for agency information systems, whether physical
or electronic. The School Board shall track, document, and
promptly report a security incident of physical or electronic
CHRI to the LSP Bureau Information Security Officer (IS)) who
shall report the incident to the Louisiana CJIS ISO, Local Agency
Security Officer, appropriate School Board officials, and/or local
authorities.
Establishing and implementing policy and procedures for CHRI media protection, including, but not limited to, storage and access, media transport, electronic CHRI sanitization, and physical disposal.
Notify
individuals of their right to update, challenge, or correct any discrepancies
within his or her CHRI, and the East Baton Rouge Parish School Board
providing direction on how to do so.
Retain
supporting documentation for a minimum of three (3) years from the
time CHRI results are returned for audit purposes. Documentation,
including but not limited to, Authorization Forms that support the
East
Baton Rouge Parish School Board's purpose for requesting the individual
to complete a background check coincides with an authorized purpose
in state or federal law. The LSP Bureau recognizes the School
Board may have a document retention policy that requires a time period
greater than three (3) years.
Allow
the LSP Bureau to conduct on-site audits to ensure compliance with
the terms of this Agreement.
Immediately
notify the LSP Bureau of any changes to sections 1 and 3 provided
in this Agreement. If access is no longer needed nor authorized
by applicable state or federal law, rule, regulation, procedure or
policy, the East Baton Rouge Parish School Board shall immediately
notify the LSP Bureau to terminate access.
Maintain and keep current a list of all East Baton Rouge Parish School Board employees with digital or physical access to CHRI and their purpose for access.
Staff shall create and utilize procedures to comply with the requirements of this policy.
New policy: October 21, 2021
Ref: Board minutes, 10-21-21
East Baton Rouge Parish School Board