ILETS: Idaho Public Safety and Security Information System

Idaho
Department of
Correction

Standard
Operating
Procedure
Title:
ILETS: Idaho Public Safety and Security
Information System

Page:
1 of 9

Control Number:
146.00.01.001
Version:
2.0
Adopted:
12/22/2010

IDOC Data Sensitivity Classification - L3 Restricted
Bree Derrick, deputy director, approved this document on 10/04/2019.

Open to the public: No
Redacted version available: Not Applicable
SCOPE
This SOP applies to any staff member trained and authorized to use the Idaho Public Safety
and Security Information System (ILETS) in the performance of his duties.
Revision Summary
Revision date (10/04/2019) version 2.0: Reformatted, updated terminology, and revised to
comply with standards of the ILETS Audit and Training Team at Idaho State Police.

TABLE OF CONTENTS
Board of Correction IDAPA Rule Number ............................................................................. 1
Policy Control Number 146................................................................................................... 2
Purpose ................................................................................................................................ 2
Responsibility ....................................................................................................................... 2
Standard Procedures ........................................................................................................... 2
1. Introduction .................................................................................................................... 2
2. ILETS Use and Management ......................................................................................... 3
3. TAC Duties and Responsibilities..................................................................................... 4
4. Criminal Background Investigations (CBI) ...................................................................... 4
5. Warrants ......................................................................................................................... 5
6. ILETS Operator: Approval, Initial Training, Written Exam, and Recertification ................ 6
7. Security .......................................................................................................................... 7
8. Audits ............................................................................................................................. 9
Definitions ............................................................................................................................ 9
References ......................................................................................................................... 10
BOARD OF CORRECTION IDAPA RULE NUMBER
None
Control Number:
146.00.01.001
Version:
2.0
Title:
ILETS: Idaho Public Safety and
Security Information System
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IDOC Data Sensitivity Classification - L3 Restricted
POLICY CONTROL NUMBER 146
ILETS: Idaho Public Safety and Security Information System
PURPOSE
The purpose of this standard operating procedure (SOP) is to establish standardized
guidelines and procedures for authorized Idaho Department of Correction (IDOC) and
Commission of Pardons and Parole staff using the Idaho Public Safety and Security
Information System (ILETS).
RESPONSIBILITY
Director of the IDOC
The director of the IDOC or designee is responsible for:
• Entering into a direct access agreement with the Idaho State Police (ISP) for
authorizing designated IDOC staff the use of ILETS.
• Ensuring annual ILETS audits are conducted at Central Office on staff members
who are authorized ILETS operators.
Division Chiefs
Division chiefs or designees are responsible for ensuring annual ILETS audits are
conducted at all IDOC locations, the Commission of Pardons and Parole, and where
their staff members are authorized ILETS operators.
Managers and Facility Heads
Managers and facility heads or designees are responsible for:
• Implementing this SOP and ensuring staff adhere to the guidelines provided
herein.
• Selecting and ensuring the training of one or more terminal agency coordinator
(TAC) for their IDOC location.
• Developing (where needed) an institutional field memorandum to help implement
this SOP.
• Ensuring institutional field memorandums (when developed) do not replicate,
duplicate, or supersede the guidance provided herein.
STANDARD PROCEDURES
1. Introduction
ILETS is provided by the Idaho State Police (ISP) and is comprised of hardware, software,
electronic switches, peripheral gear, microwave links, and circuitry needed to operate and
use the system. ILETS provides identification and information services such as, but not
limited to, criminal history information, sex offender information, wanted and missing person
information, stolen property information, and motor vehicle and driver’s license information
to criminal justice agencies throughout the State of Idaho.
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IDOC Data Sensitivity Classification - L3 Restricted
In addition to local and State of Idaho information, ILETS also accesses information from
other systems, such as the National Crime Information Center (NCIC) system, the
International Justice and Public Safety Network (NLETS), and the Idaho Record
Management System. (NLETS was previously known as the National Law Enforcement
Telecommunications System.)
IDOC contracts with the ISP and uses the ILETS as described in section 2.
2. ILETS Use and Management
Uses
IDOC uses ILETS for the following:
• Criminal Background Investigations (CBI) – CBIs (see section 4) are performed
on all incarcerated individuals, existing and new employees (to include rehires),
reinstated employees, interns, contract staff, visitors, vendors, volunteers, and
contractors. CBIs for new employees are performed in accordance with SOP
150.01.01.003, Background Checks and Fingerprints. ILETS operators enter
information into ILETS and retrieve criminal information on persons on a case-by-
case basis.
• Warrants – Arrest warrants are entered for parole absconders and escapees as
described in section 5. Warrant checks are also conducted on incarcerated or
supervised individuals who are about to be released from IDOC custody.
• Other Secure Law Enforcement Communications – ILETS operators may use
ILETS for other secure law enforcement communications such as running various
criminal histories, vehicle registration queries, or sending administrative messages
to other agencies.
Note: ILETS requires high security (see section 7) and therefore, its use is restricted to
approved and certified ILETS operators.
Management
Standards
Information entered or received from ILETS may be critical to the apprehension and
arrest of fugitives, and as a result, it is vital that data entry, inquiries, and responses
meet certain standards of timeliness, accuracy, and completeness.
• Timeliness – Warrants must be entered immediately when the information is
received from the Commission of Pardons and Parole. CBIs (see section 4) should
be performed as soon as possible after receiving the individual’s information.
• Accuracy – The accuracy of ILETS data entry must be double-checked by a
second party. This occurs after a warrant is entered in ILETS by an ILETS
operator. The ILETS operator then verifies the warrant file.
• Completeness – ILETS data entry must contain all information that was available
at the time it was given. If additional information is obtained afterwards, it must be
added to the system in a timely manner.
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Misuse
Both State of Idaho and federal law addresses the proper use of information obtained
through ILETS. (Federal law does not address ILETS specifically but addresses the
information that can be obtained from other federally maintained systems linked to
ILETS.) Misuse of information obtained through ILETS is a misdemeanor, and the
misuse of that information for financial gain is a felony. (For more information, see
Statement of Criminal History Record Information [CHRI] Confidentiality.)
Additionally, misuse of ILETS may result in corrective or disciplinary action in
accordance with SOP 205.07.01.001, Corrective and Disciplinary Action.
3. TAC Duties and Responsibilities
Managers and facility heads or designees may appoint one or more TACs at Central Office
(as required by director’s office or division assigned duties), the Commission of Pardons and
Parole, and at each correctional facility or probation and parole district office. TACs will be
responsible for the following:
• Setting up ILETS operators in their Central Office, Commission of Pardons and
Parole, correctional facility, or probation and parole district office location. See
Appendix A, Steps for Setting up a New ILETS Operator.
• Collecting and maintaining an ILETS Operator Approval Form on all ILETS operators
for their Central Office, Commission of Pardons and Parole, correctional facility, or
probation and parole district office location.
• Maintaining and updating a current roster of ILETS operators for their Central Office,
Commission of Pardons and Parole, correctional facility, or probation and parole
district office location.
• Forwarding (upon request) a copy of the current roster of ILETS operators to the
Central Office TAC.
• Training – ILETS operators must receive training in accordance with section 6.
• Maintaining ILETS training and certification records on all ILETS operators at their
IDOC location.
• Communicating with the ILETS Audit and Training Team at ISP on all ILETS matters
and facilitating their external audit (see section 8).
• The timely monthly validation of records requested by the ILETS Audit and Training
Team at ISP.
• Performing internal ILETS audits and ensuring that their Central Office, Commission
of Pardons and Parole, correctional facility, or probation and parole district office
location is prepared for an external audit. (see section 8).
4. Criminal Background Investigations (CBI)
A CBI is an investigation conducted using ILETS to access (a) motor vehicle records, (b)
criminal history records in Idaho and other states, and (c) interstate identification index (III)
files to determine if an individual has any criminal background.
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Reasons for Conducting a CBI
• If required by SOP 510.02.01.001, Facility Access
• For all employees and contract staff hired by the IDOC. (See SOP 150.01.01.003,
Background Checks and Fingerprints)
Documentation of a CBI
• All CBIs will be documented (logged) by the ILETS operator performing the CBI.
• All ILETS operators at Central Office, the Commission of Pardons and Parole,
correctional facility, and probation and parole district office location will maintain a
Criminal Background Investigation Log (CBI log), and document information on
each CBI completed. It is not a requirement to document each ILETS query made.
(For example, an investigator may run a dozen or more queries to prepare a single
presentence report but will only be required to log that particular investigation
once.) The CBI log will be used to document the following information:
♦ IDOC location (e.g., Idaho State Correctional Institute [ISCI])
♦ Date the CBI was conducted
♦ Name of the individual the CBI was conducted on
♦ Purpose of the CBI (e.g., new employee, public volunteer, visiting)
♦ ILETS operator’s name and employee number
♦ Results of the CBI (C = clear or NC = not clear)
♦ Whether CBI information was distributed and to whom it was distributed to
• In order to accurately track CBIs, in all ILETS queries that require an operator’s
name and attention field, enter first name initial, full last name and reason for
running the query.
Note: For example, if Sally Moose was conducting a CBI for a visiting applicant, the
operator’s name might be entered as such: SMoose visiting.
5. Warrants
IDOC will enter, maintain, and clear warrants in ILETS for parole absconders, as well as
entering temporary warrants for escapees, if needed.
Note: For consistency in entry and reporting, all warrants will be managed by Idaho State
Correctional Institution (ISCI) ILETS operators, unless conditions prevent it. The fugitive
recovery unit may enter time sensitive warrants as needed.
Entering Warrants on Parole Absconders and Escapees
• Parole absconders – After the Commission of Pardons and Parole has signed a
warrant for the arrest of the absconder, the designated ILETS operator will enter
the warrant into ILETS.
• Escapees – When an inmate escapes, an ILETS operator may enter a temporary
warrant into ILETS in accordance with SOP 507.02.01.002, Escape/Walk-away
Response.
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Responding to Hit Confirmation Requests
When a Hit Confirmation Request is received from another law enforcement agency, an
ILETS operator will respond within the following time frame:
• Urgent priority – 10 minutes
• Routine priority – One hour
Documenting the Warrant Files
Warrant Files
All active warrants will have a physical warrant file that contains the information used to
enter the warrant. The warrant file will include the following, at a minimum:
• A copy of the written warrant signed by the Commission of Pardons and Parole
• The request to enter the warrant into ILETS
• Printouts of all information gained in the CBI
• Validation Documentation
6. ILETS Operator: Approval, Initial Training, Written Exam, and Recertification
It is important that all ILETS operators be approved by a manager, be appropriately trained
on the proper use of ILETS, and fully understand the importance of confidentiality.
• Approval – Managers should designate employees to become ILETS operators by
submitting the ILETS Operator Approval Form, to their respective TAC and the
Central Office TAC.
TAC must submit the ISP Request for ILETS Access to an ILETS Audit and Training
Specialist at ISP.
• Initial training – Initial training will consist of a block of instruction from the TAC or
designee. ILETS operators must receive this initial training before they are given
access to ILETS. (Also see note box below.) ILETS operators must:
♦ Be trained on the importance of adhering to both ISP and NCIC system
standards and policies when accessing the ILETS and NCIC system data.
♦ Receive the appropriate level of classroom or computer-based training (e.g.,
inquiry, entry, or TAC) from ISP for their assigned duties and responsibilities.
• Certification Exam – All ILETS operators must pass an online certification exam
within the first three months of gaining ILETS access. The certification exam is
provided by the ILETS Audit and Training Team at ISP.
When taking the ILETS Certification exam, an individual will be allowed three
attempts to pass the exam, the initial exam and two retakes in a three-month period.
After a third failed attempt, the individual will be locked out of the ILETS system and
must take an in-person ILETS class and pass the online exam before being granted
access.
• Recertification -- All ILETS operators must be recertified every two years by taking
and passing the online certification exam.
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146.00.01.001
Version:
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Title:
ILETS: Idaho Public Safety and
Security Information System
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Note: Before gaining access to ILETS, all ILETS operators are required to (a) sign a
Statement of Criminal History Record Information [CHRI] Confidentiality Form, and (b)
pass an online ILETS Certification exam. Each TAC will keep record of both documents
for their facility’s ILETS operators.
7. Security
The data stored in ILETS, the NCIC system, and other criminal justice information systems
such as NLETS and the Idaho Record Management System is documented criminal justice
information. Information retrieved from these systems must be protected to ensure its
integrity and its correct, legal and efficient storage, dissemination, and use.
Acceptable Use
All ILETS information on printouts, written down, or stored on any type of digital media,
is confidential and IDOC staff with access to ILETS or who come across ILETS
information in the performance of their job duties should take all the necessary steps to
prevent unauthorized access to this information. Authorized users are responsible for the
security of their passwords, accounts, and ILETS printouts. Passwords need to be
secure and ILETS accounts, printouts etc. are not to be shared. All systems-level
passwords must be changed at least every 90 days. User accounts with access to
ILETS information must have a unique password from all other accounts held by that
user. Passwords must not be inserted into email messages or other forms of electronic
communication.
Physical Secure Location
A physically secure location is a facility or an area, a room, or a group of rooms within a
facility with both the physical and personnel security controls sufficient to protect the FBI
Criminal Justice Information (CJI ) and associated information systems. IDOC Central
Office, the Commission of Pardons and Parole, and each correctional facility or
probation and parole district office will determine what the physically secure location will
be at their own site. Once the physically secure location has been determined by each
site, there must be locks on doors, key card access and badges for any employees
entering the physical secure locations. All employees who enter the physically secure
location are required to have a background check and a state and national fingerprint-
based record check completed. If any criminal history comes back on an employee who
enters the physically secure location, an ILETS waiver will be required if the criminal
history meets the criteria determined by the ILETS CSO (CJIS Systems Officer) at Idaho
State Police.
Private contractors/vendors, and custodial workers with access to physically secure
locations or controlled areas at a minimum are subject to a state and national fingerprint-
based record check unless these individuals are always escorted by authorized
personnel. If any criminal history comes back on a private contractor/vendor, or custodial
worker who enters the physically secure area, an ILETS waiver will then be required if
the criminal history meets the criteria determined by the ILETS CJIS Systems Officer
(CSO) at Idaho State Police. An escort is defined as authorized personnel who
accompanies a visitor at all times while within a physically secure location to ensure the
protection and integrity of the physically secure location and any CJI therein. The use of
cameras or other electronic means used to monitor a physically secure location does not
constitute an escort.
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Incident Response
Cybersecurity incidents will be handled in accordance with IDOC IT policies and
procedures.
Computer Terminal Security
The computer terminal that accesses ILETS must have adequate physical security (e.g.,
logon ID and password) to protect against any unauthorized viewing or access. Before
walking away from the computer terminal (regardless of the amount of time the operator
expects to be gone), ILETS operators must ensure that the terminal is locked (password
protected) or that they have logged out so that no screen data can be viewed and no
keyboard entries can be made. All terminal monitors with viewable CJI displayed on the
monitor must be protected to prevent any viewing by the public, escorted visitors, or
unauthorized personnel.
Note: All ILETS operators must be approved and trained as provided in section 6.
Security Awareness Training – SATE
Security Awareness Training (SATE) is required within six months of initial assignment,
and biennially thereafter for employees, vendors, and contractors who enter the
physically secure locations of each IDOC and Commission of Pardons and Parole
locations unescorted. The link for SATE is https://live.cjisonline.com. TAC’s should
contact ILETS Audit and Training Specialists at ISP for help with SATE for your location.
ILETS operators get the SATE when they get ILETS certified.
Information Security
All information retrieved via ILETS is highly confidential. To prevent the misuse of
information retrieved via ILETS, any information that is printed, stored on a hard drive,
thumb drive, disk, or any other form of digital media, must be retained in a secure area
(a locked drawer, cabinet, or room) or immediately destroyed after its intended use.
Digital ILETS media must be sanitized (overwritten at least three times) and digital
media must be degaussed (demagnetized to erase content) prior to disposal or release
for reuse by unauthorized individuals. Inoperable digital media must be destroyed (cut
up, shredded, etc.). IDOC IT will maintain written documentation of the steps taken to
sanitize or destroy electronic ILETS media. IDOC IT will ensure the sanitization or
destruction is witnessed or carried out by authorized personnel.
ILETS printouts must be securely disposed of when no longer required, using formal
procedures. Formal procedures for the secure disposal or destruction of ILETS printouts
minimize the risk of sensitive information compromise by unauthorized individuals.
ILETS printouts must be destroyed by shredding or incineration. Agencies must ensure
the disposal or destruction is witnessed or carried out by authorized personnel.
Note: Printed ILETS information must be destroyed by shredding. Paper shredding
service providers such as Cintas and Shred-It must be escorted when allowed to shred
printed ILETS information. ILETS operators can also manually shred ILETS printed
information in an IDOC-owned shredder.
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8. Audits
Annual Internal Audits
Designated TACs at each Central Office, the Commission of Pardons and Parole,
correctional facility, or probation and parole district office location will conduct an annual
audit of CBIs and warrant entries, to verify that (a) ILETS is being properly used and
secured (see section 7), (b) all ILETS data entry is timely, accurate, and complete, and
(c) all other requirements described in this SOP are being met.
To accomplish the above, TACs will spot check their Central Office, the Commission of
Pardons and Parole, correctional facility, or probation and parole district office Criminal
Background Investigation Log entries against the ILETS criminal history log. The ILETS
criminal history log is a report of all ILETS criminal queries provided to the TAC from the
Audit and Training Team at ISP. (All ILETS operators that have had ILETS access
removed since the last audit should be included in the spot checks.) TACs are
responsible for reporting any misuse to the ILETS operator’s manager and supervisor
(also see section 2, subsection titled “Misuse”).
External Audits
The ILETS Audit and Training Team at ISP may randomly select specific IDOC locations
(i.e., Central Office, the Commission of Pardons and Parole, a specific correctional
facility, a specific probation and parole district office) for an audit every three years. The
ILETS Audit/Training Team will include a policy compliance review, a data quality
review, and a risk analysis.
DEFINITIONS
Idaho Public Safety and Security Information System (ILETS): A dedicated data
communications network that links local, state, and federal criminal justice agencies to state
records and files and to the National Crime Information Center (NCIC) system. (The Idaho
Public Safety and Security Information System was previously known as the Idaho Law
Enforcement Teletypewriter System.)
ILETS Operator: An Idaho Department of Correction (IDOC) and a Commission of Pardons
and Parole staff member certified by a terminal agency coordinator (TAC) to use and access
the Idaho Public Safety and Security Information System (ILETS).
Interstate Identification Index (III) File: An automated index of persons (1) maintained in
the National Crime Information Center (NCIC) system, and (2) that includes names and
personal identification relating to most individuals who have been arrested or indicted for a
serious criminal offense anywhere in the country.
Manager: An employee appointed to manage, direct, and control a designated work unit.
Managers include division chiefs, deputy division chiefs, facility heads, deputy wardens (or
seconds-in-command), district managers, designated lieutenants, program managers, or
any appointed unit manager.
National Crime Information Center (NCIC) System: A nationwide criminal justice
information system (1) owned and maintained by the Federal Bureau of Investigation (FBI)
that is dedicated to serving and supporting local, state, and federal criminal justice agencies,
and (2) capable of providing users information from various types of records and files that
includes, but is not limited to, enhanced name and fingerprint searches, mug shots, records
of subjects under the supervised release of probation and parole, convicted sex offender
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and violent sexual predator registries, interstate identification index (III) information,
information linking, and online manuals and resources.
Terminal Agency Coordinator (TAC): An Idaho Department of Correction (IDOC) and a
Commission of Pardons and Parole staff member responsible for training and certifying
Idaho Public Safety and Security Information System (ILETS) operators.
REFERENCES
Appendix A, Steps for Setting up a New ILETS Operator
ILETS - Statement of Criminal History Record Information (CHRI) Confidentiality
ILETS Operator Approval Form
ISP Request for ILETS Access
Federal Bureau of Investigation (FBI), National Crime Information Center (NCIC), NCIC
2000 Code Manual
Federal Bureau of Investigation (FBI), National Crime Information Center (NCIC), NCIC
2000 Operating Manual
Idaho Code, Title 67, Chapter 30, Section 67-3009(4), Criminal Penalties
Idaho State Police (ISP), Bureau of Criminal Investigation (BCI), Idaho Public Safety and
Security Information System (ILETS) Manual, February 2006
IDAPA 11.10.01, Rules Governing Idaho Public Safety and Security Information System
Standard Operating Procedure 150.01.01.003, Background Checks and Fingerprints
Standard Operating Procedure 205.07.01.001, Corrective and Disciplinary Action
Standard Operating Procedure 507.02.01.002, Escape/Walk-away Response
Standard Operating Procedure 510.02.01.001, Facility Access
United States Code, Title 5, Part I, Chapter 5, Subchapter II, Section 552a, Records
Maintained on Individuals
United States Code, Title 18, Part I, Chapter 47, Section 1030, Fraud and Related Activity in
Connection with Computers
United States Code, Title 28, Part II, Chapter 33, Section 534, Acquisition, Preservation, and
Exchange of Identification Records and Information; Appointment of Officials
– End of Document –
IDAHO DEPARTMENT OF CORRECTION
Steps for Setting Up a New ILETS Operator
Appendix A
146.00.01.001
(Last updated 10/04/2019)
IDOC Data Sensitivity Classification - L3 Restricted

1. IDOC ILETS Approval Form. Form must be signed off by a Warden, District Manager
or Chief. TAC retains a copy and sends a copy to [e-mail]

2. ILETS Confidentiality (CHRI) Form - Form must be filled out by all ILETS operators.
TAC retains a copy of the form.

3. Fingerprints- If the new ILETS operator has not had fingerprints done within the last two
years, they will need to get new ones. If the ILETS operator goes to SBWCC, the
fingerprints will be sent in to BCI electronically. If they get their fingerprints done at any
other site, then the fingerprint cards will need to be sent to the SIU Background Unit to
be processed. If you need to know when fingerprints were completed on the ILETS
operator, contact the SIU Background Unit [e-mail]

4. ILETS Waiver. If any misdemeanors or felonies are found, an ILETS waiver will need to
be created and sent to ISP for approval. The waiver will be sent to the employee and the
director to sign. The waiver will be created by the SIU Background Unit. NO ONE
WITH A FELONY CONVICTION WILL BE ABLE TO HAVE ACCESS TO ILETS.

5. ISP Request for ILETS Access Form. Forward the form to ISP Audit and Training
Specialists. ISP needs to have a fingerprint date on the form before access can be given
to the operator. TAC retains a copy of the form.

6. NEXTEST -TAC sets up ILETS operator in this online training to take the test for
certification. The ILETS operator does not need to go to training anymore unless they
want to or unless they fail the exam after three attempts in a three-month period.
Results: PASS the exam - certified for 2 years. FAIL the exam, after three attempts, in a
three-month period - get locked out of the system and must take an in-person training
class and pass the exam before being granted access.

7. ILETS Keys. PASS NEXTEST exam - the TAC calls ILETS control to get keys for the
new ILETS operator only if ILETS needs to be put on a new computer. If ILETS is
already on an existing computer, no new keys are needed. Keys go with the terminal.
The login of the ILETS operator is their Post ID (last 4 digits of their SSN, first 4 of first
name, and 2-digit birth date IE=>1234TEST02) and the same for their password in ALL
CAPS. If this does not work, then call ILETS control at 208-884-7150. They will help you
get the ILETS operator set up correctly.

8. Terminal ID. The TAC sets up new ILETS operators with a terminal ID number, and
contacts ISP ILETS Audit and Training Specialists to provide the new operators name,
terminal ID etc.

9. Helpdesk Request. Send helpdesk request to IDOC IT to get ILETS installed on the
operator’s computer, if the operator is the only one using the computer. If it is a terminal
used by more than one employee, then no need to ask IT for help.

If you have any questions or concerns, feel free to contact the SIU Background Unit.