S.C. Code Regs. § § 73-28
Current through Register Vol. 48, No. 11, November 22, 2024
Section 73-28 - Audit ProceduresSLED/CJICS will institute audit procedures to ensure that criminal history record information is accurate. SLED/CJICS has the right to suspend services to any user agency which knowingly and willfully violates any federal or state law or regulation pertaining to the use, collection, storage, or dissemination of criminal history record information.
A. Field audits of user agencies will be performed by personnel designated by the Agent in Charge of SLED/CJICS. The Agent in Charge of SLED/CJICS will act as liaison between user agencies and auditors, and will review the findings of audits to determine what assistance, remedies, or other action may be required, or whether a user agency may be re-audited after a period sufficient to correct any deficiencies which may have been discovered. Auditors will perform audits in accordance with a schedule approved by the Agent in Charge of SLED/CJICS, and will regularly report their findings and recommendations. In addition to auditing user agencies for compliance with the contents of this chapter and State statutes, the auditors will review the agencies' compliance with all Federal Bureau of Investigation/National Crime Information Center regulations, and federal regulations and statutes governing criminal justice information and communications.B. Field audits will have two basic components:(1) A procedural audit will examine the procedures which are necessary for compliance with State and federal statutes and regulations. Auditors will inspect written procedures and manuals, and will interview personnel to evaluate methods of compliance as well as levels of understanding. Sites will be examined to determine levels of access restraint and security. The audit will include, but not be limited to, reviews of record and disposition reporting procedures, dissemination procedures, individual's right of inspection, and security.(2) An audit of a user agency's activity logs will examine an agency's activity tracking mechanisms. Dissemination logs and record correction logs for criminal history record information will be examined, as well as site access logs and computer terminal records. The auditor will review logging procedures as well as interview personnel who handle or process records.C. The regulations also require systematic internal auditing as a means of guaranteeing the completeness and accuracy of computerized criminal history information. The Criminal Records Department and the Computerized Criminal History Department will verify the completeness and accuracy of the data by comparing Criminal History Record Information with the source documents .These source documents include the original and subsequent fingerprint cards, arrest reports, disposition reports, court, corrections, probation, and parole records. SLED/CJICS will maintain computer edits that assure the entry of valid data. Records found to contain errors will be forwarded to the Criminal Records Department and, if necessary, to the originating agency for correction. Errors will be corrected as soon as practicable in both the manual and automated files.Amended by State Register Volume 14, Issue No. 3, eff March 23, 1990.