GENERAL ORDERS LINCOLN POLICE DEPARTMENT
SUBJECT: CJIS/NCIC PROCEDURES
TITLE: CJIS/NCIC DISPOSAL OF MEDIA
EFFECTIVE DATE: JUNE 1, 2025
REVISION DATE:
ACCREDITATION: ALABAMA ASSOCIATION OF CHIEFS OF POLICE (AACOP)
APPROVAL: CHIEF DARREN E. BRITTON
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CJIS/NCIC DISPOSAL OF MEDIA
1202.1 PURPOSE AND SCOPE
The purpose of this policy is to outline the proper disposal of media (physical or electronic) at the Lincoln Police Department. These rules are in place to protect sensitive and classified information, employees and the department. Inappropriate disposal of Lincoln Police Department and FBI Criminal Justice Information (CJI) and media may put employees, the Lincoln Police Department and the FBI at risk.
This policy applies to all Lincoln Police Department employees, contractors, temporary staff, and other workers at the department, with access to FBI CJIS systems and/or data, sensitive and classified data, and media. This policy applies to all equipment that processes, stores, and/or transmits FBI CJI and classified and sensitive data that is owned or leased by the Lincoln Police Department.
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1202.2 POLICY
When no longer usable, hard drives, diskettes, tape cartridges, CDs, ribbons, hard copies, print-outs, and other similar items used to process, store and/or transmit FBI CJI and classified and sensitive data shall be properly disposed of in accordance with measures established by the Lincoln Police Department.
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1202.3 PHYSICAL MEDIA
(a) Physical media (print-outs and other physical media) shall be disposed of by one of the following methods:
1. shredding using Lincoln Police Department issued shredders.
2. placed in locked shredding bins for private contractors to come on-site and shred, witnessed by Lincoln Police Department personnel throughout the entire process.
3. incineration using Lincoln Police Department incinerators or witnessed by department personnel onsite at the agency or at a contractor incineration site, if conducted by non-authorized personnel.
(b) Electronic media (hard-drives, tape cartridge, CDs, printer ribbons, flash drives, printer and copier Hard-drives, etc.) shall be disposed of by one of the Lincoln Police Department's methods:
1. Overwriting (at least 3 times) - an effective method of clearing data from magnetic media. As the name implies, overwriting uses a program to write (1s, 0s, or a combination of both) onto the location of the media where the file to be sanitized is located.
2. Degaussing - a method to magnetically erase data from magnetic media. Two types of degaussing exist: strong magnets and electric degausses. Note that common magnets (e.g., those used to hang a picture on a wall) are fairly weak and cannot effectively degauss magnetic media.
3. Destruction – a method of destroying magnetic media. As the name implies, destruction of magnetic media is to physically dismantle by methods of crushing, disassembling, etc., ensuring that the platters have been physically destroyed so that no data can be pulled.
(c) IT systems that have been used to process, store, or transmit FBI CJI and/or sensitive and classified information shall not be released from Lincoln Police Department's control until the equipment has been sanitized and all stored information has been cleared using one of the above methods.
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1202.4 ENFORCEMENT
Any employee found to have violated this policy may be subject to disciplinary action, up to and including termination.
These policies and operating procedures are not designed to cover every possible scenario or situation in society, but rather to define standard operating procedures for members of the Lincoln Police Department. These guidelines are subject to past, present and future judicial review. These guidelines can be amended and or repealed by the Chief of Police as necessary. The policies and procedures herein provided supersede all previous policies and orders.
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