NCIC Query Logs and Derivative Data Handling in Archives

Introduction

The National Crime Information Center (NCIC) is a critical system for law enforcement, providing access to nationwide criminal justice information. Every NCIC query generates a query log and potentially derivative data. Properly archiving and managing these records is essential for compliance with the CJIS Security Policy, ensuring that sensitive Criminal Justice Information (CJI) is preserved, protected, and auditable.

What Are NCIC Query Logs and Derivative Data?

• NCIC Query Logs: Records of who queried the NCIC system, when, and for what purpose.
• Derivative Data: Information retrieved from NCIC and stored in downstream systems (e.g., case files, RMS, CAD).

Both must be treated as CJI and are subject to strict retention and security requirements.

Handling NCIC Query Logs

Key Practices:

1. Immutability: Store logs in tamper-proof, WORM-compliant archives.
2. Retention: Follow federal and state retention mandates for NCIC-related logs.
3. Audit Trails: Maintain detailed audit records of all queries for accountability.
4. Access Control: Restrict access to logs to authorized personnel only, using MFA and RBAC.
5. Monitoring: Integrate logs into SIEM systems for real-time anomaly detection.

Handling Derivative Data

Challenges: Derivative data often leaves the NCIC system and enters case management, RMS, or CAD systems, where it may be replicated or combined with other data.

Best Practices:

• Tagging: Label derivative data as NCIC-derived at ingestion.
• Segregation: Store NCIC-derived data in CJIS-compliant environments.
• Retention Enforcement: Apply the same retention rules as primary NCIC records unless otherwise mandated.
• Minimization: Avoid unnecessary duplication of derivative data.
• Audit Readiness: Track and log access or modifications to derivative datasets.

Compliance Mapping to CJIS

• Audit and Accountability (Section 5.4): Requires detailed logging of all NCIC queries and derivative access.
• Cryptographic Controls (Section 5.10): Mandates FIPS-validated encryption for data at rest and in transit.
• Access Control (Section 5.5): Enforces RBAC and least-privilege principles for NCIC and derivative data.

Best Practices for Agencies

1. Centralize Archiving: Use unified archives for NCIC logs and derivative data.
2. Automate Retention: Enforce policy-driven deletion workflows for expired records.
3. Train Personnel: Ensure staff recognize NCIC-derived data and handle it accordingly.
4. Regular Audits: Validate that NCIC logs and derivative data comply with CJIS mandates.
5. Vendor Oversight: Confirm third-party solutions meet CJIS compliance for NCIC-related data.

Conclusion

NCIC query logs and derivative data are highly sensitive and must be archived with strict compliance. By enforcing immutability, access control, retention schedules, and auditability, agencies can ensure defensible handling of NCIC records while maintaining public trust and CJIS compliance.