TIME System

The purpose of this policy is to ensure appropriate use of the Department of Justice TIME and e-TIME systems.  The TIME system provides access to driver and vehicle information, criminal history, and warrant inquiries along with other restricted material.  The e-TIME system provides access to the TIME system through the internet.  The Mobile Architecture for Communications Handling (MACH) BOT REQUEST is a portal into the e-TIME system used in the squads.

Policy: TIME System

Author: Chief Joseph M. Hallman

WILEAG Standard: N/A

Issue Date: August, 26, 2012

Reviewed Date: April 20, 2026

Revised Date: April 20, 2026

 

Purpose:

The purpose of this policy is to ensure appropriate use of the Department of Justice TIME and e-TIME systems.  The TIME system provides access to driver and vehicle information, criminal history, and warrant inquiries along with other restricted material.  The e-TIME system provides access to the TIME system through the internet.  The Mobile Architecture for Communications Handling (MACH) BOT REQUEST is a portal into the e-TIME system used in the squads.

Policy:

It is the policy of the University of Wisconsin-Platteville Police Department that access to the TIME system directly and indirectly through e-TIME and MACH is limited to trained personnel and only for official UW-Platteville Police Department business.

Definitions:

N/A
 

Procedures:

1. The Wisconsin Department of Justice maintains the TIME and e-TIME systems therefore access to the system is ultimately under their control
2. Access to e-TIME is limited to employees who have been authorized by the TIME Agency Coordinator and designated by the Chief of Police.  No employee will use the login name and password of another to access the system.
3. Access to e-TIME & MACH is only permitted from department computers unless otherwise specified and authorized in writing; access from an unauthorized computer is prohibited.
4. Only persons who obtain and maintain the Department of Justice required training and updates will be granted access to the TIME system whether directly or indirectly through e-TIME.
5. The UW-Platteville Police Department shall maintain a record of employees who have been granted permission to use the TIME or e-TIME systems.  Employees who are no longer authorized to access either the TIME or e-TIME will be removed from the list, maintained by the Department of Justice.  A review of authorized system users will be conducted on an annual basis.
6. Any employee receiving a request for information obtained through the TIME system shall ensure that the person making the request is authorized to receive such information before providing it.
7. The TIME and e-TIME systems are only to be used for official UW-Platteville Police Department business.
8. All TIME system information received in printed form will be destroyed when it is no longer needed.
9. Use of TIME system directly or indirectly through e-TIME and MACH will be monitored and any misuse of the system or unauthorized disclosure of information obtained through the system will result in discipline.
10. Computers that have been used for TIME / e-TIME access shall have the hard drive destroyed when removed from service.
11. Validation
    1. No records entered by this department into the CIB or NCIC files will be validated without verification from the person or official/office responsible for the initial report, or from someone who has assumed responsibility for the record/property, unless there is some investigative value in maintaining the entry. 

Person Validation Types	Responsible Person/Office
Warrant/ Wanted	Clerk of Courts District Attorney Register of Probate
Missing Persons	Parent or Report Person
Unidentified Persons	Agency Holding Person/Body

Property Validation Types	Responsible Person/Office
Guns Recovered	Recovering Agency
Guns Stolen	Victim or Insurance Company
Boats	Victim or Insurance Company
Securities	Victim or Insurance Company
Vehicles (including Plates and Parts)	Victim or Insurance Company
Articles	Not Subject to Validation, but may be re-entered

2. Verification of Warrants/Wanted Persons, Missing Persons, or Unidentified Persons should either be done in person, or by telephone. The officer doing the verification on the Warrants/Wanted Persons should be present when the verifying official reviews the court file.
3. Any CIB or NCIC entry which cannot or has not been verified by the victim, insurance company, office or official will immediately be canceled from the system. The entry may be re-entered at a later date if verification is received after cancellation, unless investigative value requires entry remain in the system.
4. Verification of Property should be done by mail. Registration plates will only be validated if a registration check shows “Plate Canceled”.  If a check shows current registration, cancel the entry and contact complainant to determine why corrective registration has not taken place.
5. Validations will only be done by trained Validation Officers, who are also Certified Time System Operators. Other personnel may verify the persons or property are still wanted/missing/unidentified or stolen, but only validation officers may validate the records.
6. The Validation Officer will make sure that the validation log or original case is updated for each transaction on the entry. All entries appearing on the monthly validation will be checked for accuracy and completeness. Stale information will be removed and updated information added. Queries will be run to see if additional information can be obtained. All changes must be documented on the validation log or the original case record.
7. Validation Officers: It is the duty of the validation officers to ensure the accuracy of the entries into the CIB or NCIC files. This also includes entry of all data available, whether immediately with the record or later entered as a modification or supplement.
8. It is also the duty of the validation officers to ensure that all original cases that hold CIB/NCIC entries are located in the department file which has been setup for that particular entry and where all operators will have knowledge to locate it and perform “hit confirmation” as outlined by TSCC policy. Original case files should not be removed from this file for any purpose without a control log being signed so operators may have knowledge of and be able to locate the case and documentation at any time.
9. All validation officers are responsible to see that validation is accomplished and the certifying letter returned to CIB within the time period specified.
10. All quality control and $ messages shall be reviewed by a validation officer in a timely fashion. Any changes made to a record will be noted on the original case.
11. UW-Platteville Police Department Employees will also follow the procedures provided in the Wisconsin Department of Justice TIME System Policy.