Chicago Police DepartmentSpecial Order S09-04
Criminal History Records
Issue Date:23 October 1998Effective Date:24 October 1998
Rescinds:S98-10
Index Category:Information Management
I.Purpose
This directive:
  • A.establishes rules and responsibilities relative to the dissemination of criminal history record information.
  • B.specifies procedures for outside criminal justice agencies and statutorily authorized, non-criminal justice agencies requesting criminal history record information from the Chicago Police Department (CPD).
  • C.continues procedures which allow individuals to review their personal criminal history records.
II.Policy
The Chicago Police Department allows for the dissemination of criminal history record information to any authorized Department member or approved entity provided this release of information is consistent with all security, confidentiality and legal requirements.
III.General Information
  • A.Criminal history record information will be released to Department sworn personnel or approved entities as designated by the Director, Records Services Division.
    NOTE:
    Records Services Division personnel will ensure that criminal history record information requests made by Department members receive priority.
  • B.Access to criminal history record information will be granted to:
    • 1.sworn Department personnel when it is related to a specific Department investigation. Department records will not be used for non-Department purposes.
    • 2.civilian Department personnel when it is related to their job function. Department records will not be used for non-Department purposes.
      NOTE:
      Upon completion of an investigation and/or final court disposition of a case, members will be responsible for the destruction of any criminal history records in their possession to prevent further dissemination.
    • 3.outside criminal justice agencies who have access to LEADS / NCIC systems (ORI numbered agencies).
    • 4.statutorily authorized non-criminal justice agencies who have a current, valid Criminal Justice Information Agreement on file with the Department.
  • C.Outside criminal justice agencies and statutorily authorized non-criminal justice agencies will be required to comply with the provisions of Item III-B-3 or 4 of this directive before the Department will release any criminal history record information.
  • D.Statutorily authorized non-criminal justice agencies requiring information concerning the Criminal Justice Information Agreement will be directed to contact the Director, Records Services Division during normal business hours.
IV.References
V.Dissemination of Criminal History Record Information
  • A.Criminal history record information will be disseminated only to those agencies who are in compliance with the provisions of Item III-B of this directive. An Authorization Log identifying those agencies will be maintained in the office of the Director, Records Services Division, as part of the Identification Section.
  • B.Facsimile requests for criminal history record information will not be granted to any agency unless said agency is in compliance with the provisions of Item III-B of this directive. Facsimile requests must be completed on the respective agency's letterhead and must indicate the reason for the request.
  • C.Prior to releasing information, Identification Section personnel will verify that the agency requesting criminal history record information is in compliance with the provisions of Item III-B of this directive by checking the Authorization Log. Any agency found not to be in compliance will be directed to contact the Director, Records Services Division.
VI.Window Counter
  • A.The Window Counter is located at the Chicago Police Headquarters Building. This walk up window processes all requests for criminal history records or arrest reports received via person, phone or fax.
  • B.Identification Section personnel assigned to the window counter will:
    • 1.follow the procedures of Item V of this directive.
    • 2.stamp each criminal history record accordingly, following the last arrest, indicating that "This Criminal History Contains CPD Arrest Information as of the Indicated Date."
VII.Access and Review
Individuals requesting to review their personal criminal history records will be advised that:
  • A.they must report, in person, to the Identification Section between 0800 to 1530 hours, Monday through Friday, except holidays.
  • B.they must present a picture identification card (e.g., Drivers License, State Identification Card).
  • C.they will be fingerprinted to establish positive identification.
  • D.additional processing information will be provided upon being fingerprinted.
  • E.a processing fee may be charged.
Terry G. Hillard
Superintendent of Police
98-059 MER (FRC)
PHONE BOOK:
1.
Illinois State Police Division of Administration Bureau of Identification
260 N. Chicago St Joliet, Illinois 60431-1060
815-740-5160
2.
Joint Automated Booking System (JABS) - Help Desk
888-526-6750
ADDENDA:
1.S09-04-01 - Computerized Criminal History (CCH)
2.S09-04-02 - Illinois Uniform Conviction Information Act (IUCIA)
3.S09-04-03 - Arrest Record Expungement
4.S09-04-04 - Juvenile Arrest Record Expungement
5.S09-04-05 - Federal Arrest Database