What is the process for gaining access to Criminal History Records Maintenance System (CHRMS)?
Agencies requiring initial access to CHRMS should contact the BCA Service Desk at 1-888-234-1119 or 651-793-2500 for assistance. If your agency is authorized to use CHRMS, your agency system administrator can assist you in obtaining training, certification and access.
Consult the Criminal History Record Maintenance System (CHRMS) User Guide for access and requirement details.
Why would I grant an agency access to modify my agency’s arrest data in CHRMS?
As a booking agency, you may fingerprint subjects for State Patrol, DNR, or other law enforcement agencies in your county. As an example, your agency may book a subject for a State Patrol arrest which subsequently results in a suspended court disposition record due to mismatched data. The booking is no longer on the Livescan. When you check the record you discover that the booking official used the Sheriff’s ORI instead of State Patrol’s on the fingerprint submission. If the State Patrol has been given access to your records, they can update the CAG on the arrest in CHRMS to resolve the suspended court disposition. If the State Patrol does not have access, your staff must perform the update.
The BCA suggests that you discuss this option with partner agencies. Each agency must decide if the benefit of a reduced workload justifies sharing control of the data. You should be prepared to determine how an agency with access to the records should notify your agency when a record is changed, and any other procedures you need to implement to ensure that your records are accurate.
What considerations are there when fingerprinting for records in suspense?
In August of 2012, Minnesota Statutes §299C.10 was broadened to allow criminal justice agencies to fingerprint for any suspense records known to be related to the arrested subject. If, when booking an individual for a new offense, it is determined there are records in suspense for the same individual, charges relating to the suspense record may be added to the booking. Each agency should ensure their business process includes verification that the arrested individual is related to the record in suspense. Examples of methods to verify include reviewing report data, mug shots or investigative documents. Verification of the record is critical as resolution of the suspense record will link the data to the individual’s criminal history. Update options include:
• Livescan — An agency can add additional arrest counts, including those of their agency and of other agencies. If adding arrest counts relating to suspense data of another agency, the booking agency must confirm that the individual is related to the record in suspense. The individual must be in the criminal justice process for additions to be made.
• Criminal History Records Maintenance System (CHRMS) — If modifications cannot be made in the Livescan, the controlling agency can make modifications or add counts to an arrest.
• BCA Data Analyst — If an agency requires a modification to a record that they are unable to perform, such as modifying an ORI value for one count, they can contact a BCA Data Analyst for assistance at firstname.lastname@example.org