ITEM: 12.5 ADMINISTRATION- Chris Olson, Police Chief
Title
MANDATORY DATA SECURITY REQUIREMENTS
Background
The Blaine Police Department utilizes data supplied by the FBI and the State of Minnesota Bureau of Criminal Apprehension (BCA). Such data includes criminal history data, wanted and missing person data, stolen property data and other governmental records related to the criminal justice system. Access to this data is a necessary function of daily operations for a law enforcement agency, such as the Blaine Police Department. For the protection of the data, the FBI has security requirements, the CJIS (Criminal Justice Information Services) Security Policy which is administered through the BCA and law enforcement agencies are required to follow these security policies.
Though we are currently adhering to these policies, there are two specific policies related to encryption of data and following the guidelines of advanced authentication (also known as two-factor, or dual factor, authentication-which is a multi-layer method for signing onto a computer to get access to data) that we need to address soon. These policies address all data access terminals but are more specific to the mobile data terminals in our squad cars. We currently have an extension from the BCA for identifying a way to adhere to these policies, which is reported monthly, but we need to have these policies being followed by September of this year, 2014. Research has been done to identify the most appropriate system to help us adhere to these policies. System requirements included: BCA approval (including adherence to state and federal policies and guidelines); system security; system support; implementation process and timeliness of implementation; cost; law enforcement control/management of the system; as well as other requirements.
After reviewing six different systems over a number of months, the one identified as the best solution is a partnership with the Fridley Police Department, and its I/T vendor, NetMedics. The system will be housed at the City of Fridley, and we will have an agreement with the City of Fridley. There is a one-time setup fee for the Blaine Police Department of $36,816.65 that will be paid from forfeiture funds; and an annually recurring cost of $22,311.44 for system support that is based upon the number of user licenses Blaine is required to carry. This annual cost will be paid out of the Safety Services budget in the General Fund.
This is an unfunded mandate from Federal government but a necessary policy to follow. If we do not address these requirements, it is possible that our access to the important databases would be taken away from us; this would severely hinder our ability to conduct law enforcement activities as expected by the public.
Recommendation
By Motion authorize the City Manager to enter into a contract with the City of Fridley for services and equipment related to these mandatory data security requirements.