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New State Criminal History System

                          Questions?

BCA Service Desk, bca.servicedesk@state.mn.us or 651-793-2500

The BCA's new Criminal History System replaces the legacy Computerized Criminal History. Our goal was to provide criminal history records that are easier to read and use, housed in a system that is easy to maintain and built on a solid foundation that will meet your needs for years to come.

CHS Training Now Available

Users can learn how to complete a query, explore time-saving benefits using built-in filters and see the RAP sheet’s cycle organization (records grouped by Controlling Agency and Agency Case Number). Watching the 42-minute training video will save you time and effort when you're in CHS. The training video is available on the MyBCA homepage under the Criminal History application and on Launch Pad.

  • Training:  Criminal History System
  • Training:  Module 2 – Resolving Suspense
  • Training:  Portals – What’s Changed
  • Resource:  Purpose Code Chart
  • Resource:  Rap Sheet At-A-Glance – CHS
  • Resource:  Rap Sheet At-A-Glance - Portals

Your CHS Feedback and Frequently Asked Questions

This new system was built based on your feedback and that doesn't stop with the launch. We will reach out to agencies in the weeks ahead to gather your early feedback and fill you in on our plans for the months ahead. In the meantime, we continue to encourage you to contact us if you've viewed the training and still have questions as you use the system. See a list of frequently asked questions received to date. This document will be updated as needed.
 

Regional Training Opportunities

Your agency has likely already heard from one of two dozen or so local agencies hosting regional CHS training meetings. The meetings are designed to take you beyond the CHS training to maximizing CHS' potential in your daily work, upcoming enhancements and more. If you're interested in attending one of these sessions and your agency has not been contacted by a host in your region, contact Gary Kalstabakken, gary.kalstabakken@state.mn.us for information on a regional training near you.
 

Single Certification

Users who did not complete the Single Certification are now blocked from accessing applications through MyBCA. Access to criminal history is only through Portals. Your agency TAC can provide more information about this requirement and can assist you in completing the certification.

Sample RAP Sheets

The new Criminal History Record report, or RAP sheet, organizes information chronologically, starting with the most recent arrest, and by cycles. The exact display depends on whether you use CHS or Portals to obtain it.

Firewall and Browser Changes

For information about firewalls and browser changes, contact the BCA Service Desk at bca.servicedesk@state.mn.us, 651-793-2400, or 888-234-1119.  

Note to Agencies Using a Site-to-Site VPN Tunnel to the BCA

If your agency has users who need access to the CHS, PrintPrint or LME applications and uses a VPN tunnel to access MyBCA resources, your firewall administrator may need to coordinate with BCA IT staff to make mutual changes to the tunnel traffic. Please have your firewall administrator contact the BCA Service Desk at bca.servicedesk@state.mn.us or 651-793-2500 to engage our network team.

New Purpose Code Chart

Users now have two options – Portals and the CHS interface – for accessing criminal history data. As always, Portals includes access to both state and national criminal history data. Initially data accessed through the CHS interface is Minnesota-only, but the BCA will add access to national data in CHS this summer.

  • If you choose to use the CHS interface, you choose from a list of reasons for running a query rather than looking up and entering purpose codes. This makes it easier for the user to complete a query because now the system uses the reason you enter to determine the code for you.
  • Portals and vendor interfaces continue to have Purpose Codes to select when running queries.  Users who run criminal history queries through CHS, Portals or a vendor interface will see several new purpose codes. Training on purpose codes is included in the CHS training and a complete Purpose Code Chart is be available on Launch Pad for your reference. See the Purpose Code Chart.

Data Parsing, Text Blob Impacts

If your agency/vendor parses (breaks down) criminal history data, you may need to make changes depending upon how the data is broken down. Be sure to provide the information in the bullets below to your software vendor and agency IT staff who will determine whether any interfaces are affected.

  • XML elements are the same. No changes for parsing are required. 

  • If the parsing is being done on the text blob element of the XML, changes may be required.

  • Sample QH Response

  • Sample QR Response

​What Data Do You Get?

Portals - Minnesota and national criminal history data

CHS Interface - Minnesota-only at launch; adding national data by this summer

 

Suspense Resolution Changes With New CHS

One of the many benefits of the new CHS is improved record-matching capabilities. As a result, agencies may notice that some suspense records may resolve with no action taken on their part.

However, the new CHS requires some changes for both Livescan Message Enhancement (LME) and Criminal History Records Maintenance System (CHRMS) users in how they access and address the remaining suspense records.

Livescan Message Enhancement Users

For LME users there is just one change – but it is an important one. You now need to log in to MyBCA to access booking records. Once there, select LME from the menu. The BCA migrated LME user accounts to MyBCA for all users who accessed LME within the last 180 days. MyBCA accounts were created for LME users who didn’t already have one.

Criminal History Records Maintenance System Users

CHRMS users see more significant changes. First of all, CHRMS is no more.

  • Accessing suspense records – Former CHRMS users now access suspense records in the CHS application in a queue called Suspense Tasks.
  • Accessing and editing booking records – Booking records are accessed and edited directly or when presented in the Suspense Task as a possible match.
  • Searching and sorting – The new tool is much more flexible and intuitive.
    • Search – Search by name, case number and/or using a wildcard character, which can be particularly helpful in locating record entry errors.
    • Filter – Filtered by name and by crime level.
  • Suspense reasons – The list of suspense reasons are reduced to two: No Match and Failed Edit. A broader range of choices does not provide value or help resolve suspense.
  • Suspense notifications – Suspense record information will display in your Suspense Tasks queue, with the most recent record at the top. Notifications will no longer be sent.
  • Additional features – Users can attach documents and notes to suspense records and can add status information to help you track your process.
  • Training – Suspense training is part of the larger CHS training that is available on the Launch Pad. It is broken down into CHS and Suspense modules – users should take the CHS module first.

CHRMS users were migrated to the new CHS on MyBCA. MyBCA accounts were created for CHRMS users who didn’t already have one.

Project Updates

December 1, 2017

We are just three-and-a-half months from the launch of the new Criminal History System, or CHS. When CHS goes live on March 19, 2018, we hope you find it will be easier to read and use. We designed the system with input from many of you.
 
You have already taken several steps to prepare for the new system and a few more remain. We will get all of the information you need to your inbox, and we encourage you to act on each task as soon as possible. A few reminders about the new system:
  • Portals criminal history users will be able to run criminal history queries in both Portals and CHS. We notified Portals users about this last month.
  • Once CHS goes live, users will access CHS (including the current CHRMS functionality) and Livescan Message Enhancement (LME) through MyBCA. We'll give you additional details about this after the first of the year.
Watch for additional updates in your inbox and on this page.
 
Training on the new CHS will be available in early March. Contact bca.chsfeedback@state.mn.us with any questions about the new system or any step in the preparation process.
 
We are excited to bring you this new system and look forward to working with your agency in the weeks and months ahead.
  

November 30, 2017

We are now just four months from the launch of the new Criminal History System, or CHS. Users will notice several significant changes to how the new system looks and functions, and some of these changes require your personnel and/or your vendors to take steps now. Please share this information with LASOs, IT staff, vendors and all personnel at your agency who access criminal history information.
 

Two Options for Accessing Criminal History

When the new CHS is launched on March 19, 2018, it will include only Minnesota criminal history information. Users can continue to get out-of-state information (III/NLETS) using Portals.
Because Portals will continue to be available after CHS launches, Portals criminal history query users will have two ways to run criminal history queries – they can use both Portals and CHS.  Portals users will continue to query criminal history in the same way as they do now within Portals. If they want to run a query through CHS, they can use the CHS User Interface application.
The CHS User Interface application is accessed through MyBCA. Out-of-state information will be added to CHS next summer.
 

New Purpose Codes and Reasons

Portals, vendor interface users -- Users who run criminal history queries through Portals or a vendor interface will see several new purpose codes.
  • O – Corrections and Probation Services
  • V – County Child Protection Workers
  • U – Upkeep
  • P – Public Employer Kari Koskinen Residential Building/Apt Mgr
CHS interface users – Users who run criminal history queries through the CHS interface will choose from a list of reasons they are running the query rather than looking up and entering purpose codes. This will make it easier for the user to complete a query because now the system will use the reason you enter to determine the code for you. Here are a few examples from the list of reasons.
  • Criminal Investigation
  • Liquor Licenses – Off Sale
  • Criminal Sentencing (Presentence Investigation)

Data Parsing Impacts

Some agencies (or vendors) parse, or break down, their criminal history data to display it in different ways. If your agency/vendor does this, you may need to make changes depending upon how the data is broken down. Be sure to provide the information in the bullets below to your software vendor and agency IT staff who will determine whether any interfaces will be affected.
  • The xml elements are expected to remain the same so that no changes for parsing will be required. 
  • However, if the parsing is being done on the text blob element of the xml, changes may be required.
  • The BCA will have sample documents of the current and future data returns for agencies and vendors to review before the end of the year. 

Criminal History Data Users To-Do Checklist for Today

  • Training on the new CHS system will be available in early March. But there are several steps that must be completed first by all agency personnel who access criminal history data. Submit a MyBCA User Access Request Form (only if you have not been assigned a MyBCA account)
  • Complete the BCA Single Certification exam in CJIS Launch Pad
Please share this information with LASOs, IT staff, and all personnel at your agency who access criminal history information.
 
If you have any questions related to this information, please contact the BCA Service Desk at bca.servicedesk@state.mn.us, 651-793-2500 or 888-234-1119.
 

November 17, 2017

CHRMS and Portals users are receiving system-generated notifications to login to MyBCA for the CHS application and to complete CHS training. This is advance work prior to rolling out CHS on March 19, 2018. Users have plenty of time to complete the BCA Single Certification.
 
CHS training will be available in early March 2018. Users do not have to complete the CHS training prior to the BCA Single Certifcation exam. The CHS training will focus on system functionality.
 

November 1, 2017

For the past three decades, the Bureau of Criminal Apprehension’s (BCA) Computerized Criminal History (CCH) system has stored criminal history information provided by Minnesota law enforcement, the Judicial Branch and the Department of Corrections and has been the link to federal criminal history data. The time has come for Minnesota to transition from the legacy CCH to a new Criminal History System (CHS).

The BCA’s goal for the new system is to provide criminal history records that are easier to read and use, housed in a system that is easy to maintain and built on a solid foundation that will meet the needs of the criminal justice community for years to come.

The BCA has worked for the past four years with a broad group of criminal justice stakeholders and other users of criminal history data to design the best system possible. We continue to engage with these stakeholders as we move forward.

The switch from CCH to CHS will affect different users in different ways. Some will see a change in the appearance of returned data; others will access, enter, view and query the data in new ways. A smooth transition will require each user to understand how the switch will affect them before the transition takes place.

The BCA is planning to launch the new system on Monday, March 19, 2018. While this may seem like a long time from now, users must complete important steps ahead of time to maintain appropriate access to criminal history data and be prepared to use the new system.

Over the next few months, the BCA Service Desk will provide additional information and instructions to help you and your IT staff prepare for CHS. Please ensure your agency and affected personnel act on any necessary steps as quickly as possible.

We are excited about the new Criminal History System and hope you will find it provides accurate, timely and complete information that is easier to read and use for you to effectively conduct your business and make decisions. In the meantime, watch for emails from the BCA Service Desk with instructions on how to prepare for the new CHS.

October 16, 2017

As part of our ongoing effort to build a new Criminal History System that meets the needs of all of its users, the BCA met this month with representatives from the Minnesota Judicial Branch, health licensing boards and the state departments of Corrections, Health, Human Services, Natural Resources and DPS' Alcohol and Gambling Enforcement division.

CHS is a robust system that will serve many disparate needs and so the BCA is engaged with stakeholders from across the criminal justice spectrum and beyond to gather information on how to best deploy the new system statewide.

June 1, 2017

You'll be using the new Criminal History System (CHS) in less than a year. With the date fast approaching, we want you to see what the new CHS will look like. So we are urging you to come see us at one of the conferences many of you will attend over the next few months. You will find us either presenting a session on the new criminal history system or providing information at a booth at each of the conferences listed above.

In addition to the conferences, the BCA will host more CHS demos at the BCA, on WebEx and regionally throughout the year. With enough attendees, the BCA could come to a region/county/agency upon request.

December 1, 2016

We’re a little more than a year away from launching the state’s new Criminal History System. As our work on the system continues we continue to look to our criminal justice partners for feedback on how we can best meet your needs.

Hundreds of you attended presentations, took part in discussions and visited our Criminal History System Topic Table during the BCA Criminal Justice Information Users Conference this past September.  We received a lot of positive feedback and some good suggestions for future development that the product team will work to incorporate into the new system. 

 
We’re planning additional user feedback sessions including hands-on sessions for direct feedback on how the system works.
 
The BCA plans to deploy the new CHS in early 2018.  We’ll start with new processes for handling Suspense, a new MN Rap Sheet format, and a new CHRMS system. As the year progresses, we’ll add photos to the MN Rap Sheet, and the ability to query the Interstate Identification Index (III).
 

September 1, 2016

The BCA has been working on the new Criminal History System for just about two years. We’ve collected stakeholder input all along, and have already completed a lot of the big pieces:
  • Collect and display booking, court, custody and suspense data
  • Suspense notification and resolution work queues
  • Query criminal history information
  • Maintain criminal history information

A quick reminder -- there will be two Criminal History System breakout sessions at the BCA Criminal Justice Information Users Conference later this month. You’ll also have the chance to get some hands-on experience with the new system at the Criminal History/Suspense Topic Table.

June 1, 2016

The BCA continues to gather input from law enforcement agency personnel as we design the new Criminal History System (CHS). CHS will provide improved readability with better report formats and data organization, system improvements that will result in fewer suspense records, and improved tools to help your agency resolve suspense.
 

Gathering input on reducing suspense

The BCA recently visited several law enforcement agencies to learn about how those agencies work through suspense records. We used that information to come up with ideas on suspense work queues in CHS that we showed to a suspense user group this spring. The user group provided positive feedback and will continue to provide input throughout the development process.
 
More demos and user feedback sessions will take place in the next several months. The BCA’s partnership with the criminal justice agencies during the process has proven invaluable.
 

CHS at the BCA Criminal Justice Information Users Conference

Be sure to attend one of the Criminal History System breakout sessions at the BCA Criminal Justice Information Users Conference this September. You’ll also have the chance to get some hands-on experience with the new system at Criminal History/Suspense Topic Table.
 

March 1, 2016

Later this spring, the BCA team working on the new Criminal History System (CHS) will hold a second round of feedback sessions with our focus groups (with representation from prosecution, probation, law enforcement investigators, records, courts). More sessions will be held as the project progresses.
 
In addition, the team is working on
  • Planning for the move of data from the current CCH to the new system (CHS)
  • Building the foundation to create, store and maintain criminal history data
  • Functionality to accept criminal booking and court data into CHS
  • Query, sort and filter functionality
The BCA’s Criminal Justice Information User Conference this September will include sessions on the new CHS where attendees will be able to see a demonstration of how it will work.
 
The CHS project does not include replacing PSPortals. The new criminal history system will provide an improved way of accessing, maintaining and viewing criminal history data.