Arizona Criminal Justice Information System (ACJIS) Practice Exam

What should the SSO ensure regarding procedures for secondary dissemination and data destruction?

1. Written procedures available for review during audit

2. Oral instructions are sufficient

3. No procedures are necessary

4. Procedures reviewed annually only

The correct answer is: Written procedures available for review during audit

The correct answer focuses on the importance of having written procedures for secondary dissemination and data destruction that are accessible for review during an audit. Maintaining written procedures is crucial for several reasons. First, it ensures clarity and consistency in how data is handled and shared, which is critical in a legal context where compliance with laws and regulations around data privacy and security is monitored. The existence of written procedures provides a tangible reference that employees can follow, reducing the likelihood of errors and misunderstandings that could lead to unauthorized access or data breaches. Furthermore, having these procedures available for review during an audit demonstrates a commitment to accountability and transparency within the organization. Auditors can assess whether practices are in alignment with established protocols, and this documentation serves as evidence of compliance with relevant policies and safeguards. It also reflects well on the organization’s dedication to effective data management practices, which is essential for maintaining public trust and upholding the integrity of the criminal justice system. In contrast, oral instructions may lack the permanence and clarity needed for such critical processes, and having no procedures at all opens the door for non-compliance and potential misuse of data. Annual reviews alone may not suffice if the procedures are not documented, as written guidelines provide a foundation that can be consistently referenced and updated as necessary.