Section 78-10-011 - Responsibilities of the Authorized UserAll Authorized Users within an agency are to annually electronically acknowledge that they have read and understand these regulations. Depending on the level of access provided, these acknowledgements may vary by agency type and user type. Failure to make the proper acknowledgements will disable the user's account.
011.01 Authorized User Account. Any deviation from the following will initiate the NCJIS Project Manager to deactivate an authorized user's account. Violation of these rules will be reported to the appropriate authorities and may result in administrative, criminal, or other adverse disciplinary action.011.01A Authorized Users must maintain a valid email address provided by the agency or authorized user employer, which is accessed by only the authorized user. Authorized Users are intended to be government employees, and will not set up forwarding of email to non-government email or other accounts.011.01B Authorized Users must hold themselves to the highest ethical standards and must conduct themselves in a manner that will ensure the security, integrity, and confidentiality of the information contained within NCJIS.011.01C Authorized Users will only access information contained within NCJIS for a reason authorized by statute or MOU.011.01D Authorized Users agree to comply with these regulations, and any and all NCJIS data owner statutory guidelines.011.01E Authorized Users must complete NCJIS training prior to being granted an Authorized User credential. The Authorized Agency Administrator may approve temporary or conditional access to NCJIS by an Authorized User before completing NCJIS User training.011.01F Authorized Users are required to follow the Records Retention and Destruction procedures provided in Section 010 that require NCJIS, PCH and NCIC information be disposed of securely.011.01G Authorized Users who become aware of improper access of NCJIS by another user, or by any other entity, will immediately report the violation to their agency head, management, or directly to the NCJIS Project Manager or designee.011.01H Authorized Users who have been arrested, charged, convicted of a criminal offense, will notify their agency head or designee within 24 hours of the arrest, charge, or conviction in writing by email, fax or U.S. Mail.011.01I Authorized Users must annually read and acknowledge the acceptable use policies in NCJIS. Authorized Users employed with an agency of the State must annually read and acknowledge their agency technology and information acceptable use policy.011.01J Authorized Users must maintain secondary dissemination logs consistent with the U.S. Department of Justice, and Federal Bureau of Investigation (FBI) Criminal Justice Information Services (CJIS) Security policy.011.01K Authorized Users cannot use personal electronic devices to access NCJIS unless the NCJIS Project Manager has approved an Authorized Agency Personally Owned Device Policy. A personally owned device is one that is purchased by an individual and was not issued by the Authorized Agency or the Commission.011.01L Authorized Users consent to monitoring of all their search or other activity on NCJIS.011.01M Authorized Users will not knowingly reveal credentials to anyone or permit anyone to use their NCJIS account, or permit an unauthorized person access to an NCJIS enabled device, or use an account not specifically assigned to them, masquerade as another user, or otherwise misrepresent an identity and privileges.011.02 Authorized User Administration Account. The Authorized Agency head or Administrator will certify for completeness and accuracy a list of Authorized Users for access to NCJIS. The list will be certified as is, or corrected to delete, add, or change Authorized Users. The Authorized Agency Administrator will comply with the request from the NCJIS Project Manager within 60 days of said request. Failure to comply will result in the NCJIS Project Manager deactivating accounts based on inactivity.011.03 Authorized User Administrative Account Audit Responsibilities. The Authorized Agency head or Administrator shall perform quarterly audits as directed by the NCJIS Project Manager. Results of such audits will be reported to the NCJIS Project Manager by April 30th, July 31st, October 31st, and January 31st for the previous quarter's activity. This section is applicable to all Criminal and Noncriminal Justice Agencies within the State of Nebraska.78 Neb. Admin. Code, ch. 10, § 011
Adopted effective 12/8/2020Amended effective 11/13/2021