SOP_NUMBER: 104.52
TITLE: Criminal History Record Information
REFERENCE_CODE: IVO15-0003
DIVISION: Administration & Finance (Human Resources)
TOPIC_AREA: HR Records/I.D./Criminal History
EFFECTIVE_DATE: 2020-05-27
WORD_COUNT: 529
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105288
URL: https://gps.press/sop-data/104.52/

SUMMARY:
This policy establishes GDC procedures for complying with Georgia Crime Information Center (GCIC) regulations regarding the handling of criminal history record information. All employees must be informed of penalties for unlawful access or disclosure, sign a Criminal Record Disclosure Awareness Statement upon hire, and complete GCIC Security Awareness Training within 60 days of employment and biennially thereafter. Division leaders must ensure employees with access to criminal history information receive appropriate training before authorization.

KEY_TOPICS: criminal history records, GCIC, criminal justice information, security awareness training, employee disclosure, criminal record information access, GCIC terminals, information security, criminal history database, employee training, information dissemination, Georgia Crime Information Center

ATTACHMENTS:
  1. Criminal Record Disclosure Awareness Statement
     URL: https://gps.press/sop-data/104.52-att-1/

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FULL TEXT:
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|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Criminal History Record Information|**Policy Name:**Criminal History Record Information|**Policy Name:**Criminal History Record Information|
|**Policy Number:** 104.52|**Effective Date:** 5/27/2020|**Page Number:** 1 of 2|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



**I.** **Introduction and Summary:**

A. The Georgia Department of Corrections (GDC) will comply with Georgia Crime

Information Center (GCIC) Council Rules and Regulations, based on state and
federal law, relating to the gathering, retention, and distribution of criminal history
records. This includes GCIC Council Rules which require all criminal justice
agencies to comply with the following Personnel Security and Training Standards:


1. Every employee of a criminal justice agency must sign an Awareness

Statement acknowledging that the employee has been informed of the penalties
for unlawfully gaining or disseminating Criminal History Record Information.

2. All employees associated with the review, maintenance or dissemination of

criminal history record information and those in proximity to GCIC terminals
or reports must attend Security and Integrity of Criminal Justice Information
training.

B. GDC will also comply with the Georgia Computer Systems Protection Act, which

provides statutory protection for public sector and private sector computer
systems, including communications links to such computer systems. This
protection includes all of the databases accessible via network terminals.

**II.** **Authority:**

A. O.C.G.A. §§16-9-90, _et seq_ ., 35-3-31, 35-3-38;

B. Ga. Comp. R. & Regs. 140-1-.01, _et seq_ .; and

C. ACA Standards: 2-CO-1C-10 and 4-ACRS-7B-05.

**III.** **Definitions:** None.

**IV.** **Statement of Policy and Applicable Procedures:**

A. Immediately upon initial employment, each employee must be informed by the

Appointing Authority or designee, of the intent and content of the regulations
concerning the security and privacy of criminal history record information, and the
penalties for unlawfully gaining or disseminating criminal history record
information.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Criminal History Record Information|**Policy Name:**Criminal History Record Information|**Policy Name:**Criminal History Record Information|
|**Policy Number:** 104.52|**Effective Date:** 5/27/2020|**Page Number:** 2 of 2|
|**Authority:** <br>Commissioner|**Originating Division:** <br>Administration & Finance<br>Division (Human Resources)|**Access Listing:**<br>Level I: All Access<br>|



B. Each new employee must sign Attachment 1, Criminal Record Disclosure

Awareness Statement which must be submitted to the Corrections Human
Resources Management (CHRM) Office as part of the hiring package.

C. All Department employees who have contact with criminal history record

information or the possibility of contact due to their proximity to GCIC terminals
or reports must successfully complete the GCIC Security Awareness Training
within sixty (60) days of employment or initial assignment and biennially
thereafter.

D. Division Assistant Commissioners are responsible for establishing procedures to

ensure that any employee who is responsible for the maintenance or dissemination
of criminal history record information receives the appropriate training from the
GDC Training Section or other sources as may be necessary (i.e., certification of
training to access GCIC network). Employees must be properly trained before
they are authorized to access criminal history record information.


**V.** **Attachments:**

Attachment 1: Criminal Record Disclosure Awareness Statement

**VI.** **Record Retention of Forms Relevant to This Policy:**

Upon completion, Attachment 1 shall be retained permanently in the employee’s
official HR file.