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CJIS-Security & Control

Inter-Agency Sharing: Secure Exports, Validation, and Auditability

21 September 2025By Bilal Ahmed
CJISInter-Agency SharingSecure ExportsValidationAuditabilityPublic SafetyCompliance

Introduction

Inter-agency collaboration is a cornerstone of effective law enforcement and public safety operations. However, sharing Criminal Justice Information (CJI) across jurisdictions introduces significant risks around compliance, integrity, and security. The CJIS Security Policy mandates strict controls to ensure that shared data is handled responsibly. This blog explores how agencies can enable secure exports, validation, and auditability when sharing archives with partner organizations.

Secure Exports

When CJI must be exported for investigations, audits, or prosecutions, agencies must enforce secure, controlled workflows.

Best Practices:

  • Encryption: Ensure exports are encrypted with FIPS-validated algorithms.
  • Access Control: Limit exports to authorized personnel using MFA and RBAC.
  • Secure Channels: Use CJIS-compliant transfer mechanisms (e.g., VPN, secure file transfer).
  • Export Logging: Record all export events in immutable audit logs.

Validation

To maintain evidentiary integrity and compliance, all exported CJI must be validated before use.

Key Approaches:

  • Hash Verification: Generate and verify cryptographic hash values to confirm data integrity.
  • Metadata Preservation: Retain chain-of-custody metadata during exports.
  • File Format Standards: Use interoperable, non-proprietary formats (e.g., PDF/A, MP4).
  • Cross-Agency Protocols: Establish shared validation procedures across jurisdictions.

Auditability

Auditability ensures that inter-agency sharing remains transparent, defensible, and compliant.

Requirements:

  • Comprehensive Logging: Track who exported, received, and accessed CJI data.
  • Immutable Audit Trails: Preserve logs in tamper-proof archives.
  • Retention Policies: Apply consistent retention schedules across agencies.
  • Audit Readiness: Ensure both the exporting and receiving agencies can provide records of data handling during audits.

Challenges

  • Jurisdictional Variances: Retention and sharing requirements differ across states.
  • Technology Interoperability: Systems may lack standardized export/import features.
  • Scalability: Large video or evidence files require robust infrastructure for sharing.

Best Practices for Agencies

  1. Develop MOUs: Establish memoranda of understanding outlining sharing protocols.
  2. Enforce Consistency: Use standardized processes for exports, validation, and auditing.
  3. Leverage Automation: Automate logging and validation to reduce human error.
  4. Conduct Joint Audits: Collaborate with partner agencies to validate compliance.
  5. Train Personnel: Provide inter-agency training on secure sharing practices.

Conclusion

Secure inter-agency sharing requires more than just transferring files. By enforcing secure exports, rigorous validation, and strong auditability, agencies can share CJI archives confidently, ensuring compliance with CJIS Security Policy while supporting public safety collaboration.