What should happen to hard copies of FBI CJIS data/CHRI when retention is no longer necessary?

When retention of hard copies of FBI Criminal Justice Information Services (CJIS) data or Criminal History Record Information (CHRI) is no longer necessary, the correct procedure is to ensure that these documents are physically destroyed. This step is crucial to maintain the integrity and confidentiality of sensitive information. Proper destruction mitigates the risk of unauthorized access to potentially harmful or private data that could be exploited if the documents were not disposed of securely.

Physical destruction such as shredding ensures that the information cannot be reconstructed or retrieved, complying with stringent federal guidelines surrounding the handling of criminal justice information. This procedure not only protects individuals’ privacy rights but also upholds the credibility of law enforcement agencies that handle such sensitive data.

Other approaches, such as filing them away or distributing them to staff, do not provide the necessary security for confidential data and could lead to potential breaches of sensitive information. Similarly, shredding and sending to a warehouse introduces unnecessary risks, as the data could still be accessed if not completely destroyed. Thus, physical destruction is the only method that aligns with the protocols established by the FBI's CJIS Security Policy.