12.111 - Use of Cloud Storage Services

Effective Date: 03/01/17

12.111-POL

The Seattle Police Department receives information from the FBI’s Criminal Justice Information Service (CJIS) and must comply with the CJIS security policy and the rules governing the access, use, and dissemination of CJIS information found in Title 28, Part 20, CFR

SPD employees deal with CJIS data as part of daily Department business. This policy applies to employee use of cloud storage services as a whole and as it specifically relates to CJIS data.

1. Definitions

Cloud storage services are electronic, external storage locations where information can be deposited for shared use. Examples include OneDrive, DropBox, Google Drive, iCloud, etc.

Criminal Justice Information (CJI) is the term used to refer to all of the FBI provided data necessary for law enforcement and civil agencies to perform their missions including, but not limited to biometric, identity history, biographic, property, and case/incident history data.

Personally Identifiable Information (PII) a subset of CJI, is information which can be used to distinguish or trace an individual’s identity, such as name, social security number, biometric records, date and place of birth, or mother’s maiden name.

Criminal History Record Information (CHRI), sometimes informally referred to as “restricted data”, is also subset of CJI.

Restricted Files are hosted by the National Crime Information Center (NCIC) and are treated as CHRI. Restricted Files include the following:

- Gang Files

- Known or Appropriately Suspected Terrorist Files

- Supervised Release Files

- National Sex Offender Registry Files

- Historical Protection Order Files of the NCIC

- Identity Theft Files

- Protective Interest Files

- Person With Information (PWI) data in the Missing Person Files

- Violent Person File

- NICS Denied Transactions File

2. Employees May Only Store, Edit, and Share City Files on  Cloud Storage Services Provided By the Department or the City

Employees may store, edit, and share files on city-provided cloud storage such as Microsoft Office 365’s OneDrive.

Employees will not use personal cloud storage services, such as Drop Box Google Drive, and iCloud, for any city file.