Interagency Agmt with ACHD for Data Transfer of Computerized Data;} {
AGREEMENT N0. /
DATA TRANSFER AGREEMENT BETWEEN
ADA COUNTY AND THE CITY OF MERIDIAN
FOR DELIVERY OF CERTAIN COUNTY COMPUTERIZED DATA ELEMENT~~-
~r ~ ~~
THIS AGREEMENT is entered into this ' da of fi ~ ~.~ ~~~~~~ ~(~ ~
y ~ , , by and
between Ada County, a duly formed and existing county pursuant to the laws and Constitution of
the State of Idaho (hereafter referred to as "County"), the Ada County Sheriffs Office
("ACSO"), the Ada County Clerk of Court ("Clerk") and the City of Meridian (hereafter referred
to as "Agency").
WITNESSETH
WHEREAS, Agency has a need to access and utilize certain data elements owned and
maintained by County; and
WHEREAS, County agrees to provide Agency with availability to and use of those
certain data elements that County, including the Clerk and the ALSO as custodians of the data
elements, has authorized;
NOW, THEREFORE, it is hereby expressly agreed between the parties as follows:
I. DEFINITIONS
T_ Definition
Agency Government entity that has entered into an agreement with County
and has received written authorization from County and
custodians(s) to receive transfer of certain County computerized
data elements
Authorized User Agency's users who have passed the background requirements of
their employing agency and who have authorization pursuant to
this Agreement to work with the transferred County data
DATA ~SFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS - Pa e 1 of 7
n:litldata transfer agreement with meridian 2012.dac g
Unauthorized Access Access to County's electronic data by any unauthorized user
means by Agency, its agents, officers, or employees, or through the
use of Agency's password.
II. ACCESS AND LOGISTICS
A. County shall provide Agency with access to data file transfers for the County
electronic data sets as set forth in Exhibit A hereto. All data will be provided in an XML format
and transferred using File Transfer Protocol (FTP).
B. Agency will provide County with specific definitions of data elements requested.
Definitions must include the data element names, descriptions, and formats. Requests must be
reviewed and approved by a representative of County department that is the custodian of the
requested data.
Written requests regarding ACSO data sets should be directed to:
Ada County Sheriff s Office
Attention: Business Systems Specialist
7200 Barrister Dr.
Boise, Idaho 83704
Written requests regarding Clerk data sets should be directed to:
Ada County Clerk of Court
Attention: Phil McGrane, J.D., Chief Deputy Clerk of Court
200 W. Front Street
Boise, Idaho 83702
C. Agency. fully understands that County and the custodians of the electronic data
sets, including the Clerk and the ACSO, authorize the use of the aforementioned electronic data
sets solely to Authorized Users. Agency has no right to usage or right to continued usage.
D. County employees maintain County computer system purely for County purposes.
County does .not maintain said system for Agency, nor does it maintain staff to aid Agency.
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS -Page 2 of 7
n:litldata transfer agreement with meridian 2012.doc
County simply provides access to certain County computerized data sets. Agency Authorized
Users must have an established Internet connection or other County authorized method of access.
E. If accessing County Network by utilizing Virtual Private Network (VPN)
services, tunnels must originate from static IP addresses. Dynamic addresses may cause service
outages, since Internet Service Providers will renew their IP address pool.
F. Agency agrees to pay all costs associated with being provided such availability
and Agency agrees not to utilize any of the information obtained from County to violate any
federal, state or local law, or to allow anyone else to violate any federal, state or local law.
III. SECURITY
A. It is the responsibility of Agency to ensure that unauthorized users are not allowed
access to County data. All of the terms and conditions of this Agreement are applicable to each
Authorized User employed by or associated with Agency.
B. County reserves the right to conduct an audit of Agency's accessing personnel
and to verify that Agency has conducted a background check of all Agency's users prior to
Agency user's access to County's information. If any of Agency's users have not had the
required background check, County may terminate .this Agreement in accordance with Section
N herein.
C. while working with County data, Agency users must not leave their computers
unattended. If an Agency user leaves the computer, the computer must be locked either via a
screensaver password or screen lock.
D. All computers, including personal computers, that are transferring or accessing
data from County system must use the .most up-to-date anti-virus software that is the industry
standard.
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS -Page 3 of 7
n:litldata transfer agreement with meridian 2012.doc
E. All computers, including personal computers, which are accessing and using data
from County system, must be under the oversight and control of Agency. Agency agrees to
designate one Agency employee as the Security Supervisor for Agency who will exercise the
oversight and control. The Security Supervisor shall supervise staff, equipment, and operation of
the access to County system and the use of County data. The Security Supervisor shall be the
one point of contact for County regarding security issues.
IV. TERMINATION
A. County may immediately and permanently discontinue data transfer service to
Agency if any violations of this Agreement. occur.
B. Notwithstanding paragraph A above, County may permanently discontinue data
transfer service to Agency at any time and for any reason. If possible, County will give Agency
ten (l o) calendar days' written notice before discontinuing service.
C. County will not be responsible for any inconvenience, loss, or damage sustained
by Agency as a result of County's provision, discontinuance or .disruption of data transfer
services.
D. If Agency's data transfer service is discontinued for any reason, Agency must
again apply for service. County may deny Agency's application for any reason, including the
reason Agency was originally discontinued.
E. Agency may discontinue data transfer service at any time and for any reason, but
must provide County with written notice ten (l o) calendar days prior to discontinuation.
V. MISCELLANEOUS PROVISIONS
A. Agency shall bear sole responsibility for all costs related to the equipment owned
and used by Agency to access and transfer County's data, including purchase, maintenance, and
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FAR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS -Page 4 of 7
n:iitldata transfer agreement with meridian 2012.doc
repair costs. County maintains its equipment for County purposes. County will not provide
computer expertise to aid Agency.
B. Agency bears .the sole responsibility for protecting against Unauthorized andlor
damaging access to County data by Agency. Agency is liable for any damage where access was
through Agency, its agents, officers, or employees, or through the use of the Agency's assword,
p
whether authorized or unauthorized. Agency shall bear all costs of restoring all damaged data to
its original state as well as any incidental andlor consequential damages or liabilities that mi ht
g
result directly or indirectly from such access.
C. Agency agrees that the use of the computer data covered by this Agreement is
limited to authorized Agency use and personnel. Agency agrees and understands that it is not
authorized and has no right or authority to distribute the computer data to other a encies•
g
personnel within Agency not covered by this Agreement, or any third parties.
D. Agency agrees to indemnify, defend, and hold harmless County, its officers,
agents, and employees from and against any and all liability, loss, damage, costs, and ex eases,
p
including legal expenses (providing and paying for counsel of Coun 's choice which ma
tY )~ Y
accrue or be sustained by County, its officers, agents, or em to ees as a result or copse u
p Y q ence,
whether direct or indirect, of any claims, suits, demands, actions, judgments, settlements or
forfeiture, including any suit instituted to enforce the obli ations of this a Bement of in emni
g ~' ~ tY~
made or brought by any party against County, its officers, agents, or employees, arisin out of or
g
in connection with this Agreement, or information or computer data intentionall or
Y
unintentionally accessed, utilized by or released by or through Agency.
DATA TRANSFER AGREEMENT wITH THE CITY OF MERIDIAN FOR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS - Pa e 5 of 7
n:litldata transfer agreement with meridian 2012.doc g
E. County's decision to provide electronic data transfer is strictl ursuant '
y p to this
Agreement, and Agency agrees that transfer of County electronic data elements i
s not mandated
bylaw.
F. This Agreement is effective on October 1, 2012 and shall cont' '
~nue until
terminated by either Party, for any reason. Termination is effective u on written '
p notice by either
Party thirty (3 0) days prior to the effective termination
date. Should County, in its sole
discretion, choose to modify access to data file transfers set ' ' •
forth m Exhibit A hereto, it shall
send Agency written notice of said modifications an
() d a date certain when said modification(s)
shall become effective ("Modification of Exhibit A" .
Any such Modification of Exhibit A
created pursuant to this Paragra h F shall become art of •
p p this Agreement, as if set forth herein.
Written notices to Agency should be directed to:
City of Meridian
Attention: Jaycee Holman
Title: City Clerk
33 E. Broadway Ave.
Meridian, ID 83642
G. This Agreement shall be governed and interpreted in accordance with the la
ws of
the State of Idaho.
H. In the event of any litigation or any other legal dis ute arisin under or as a r
p g esult
of this Agreement between County and Agenc the revailin a '
Y~ p g p rtY shall recover its costs and
reasonable attorney fees.
I. In the event any provision or section of this Agreement conflicts with a licabl
pp e
law, or is otherwise held to be unenforceable, the remainin rovisions shall nev
g p ertheless be
enforceable and shall be carried into effect.
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DEL
IVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS - Pa e 6 of 7
n:litldata transfer agreement with meridian 201Z.doc g
J. This Agreement may be modified or amended only by a writing duly executed b
Y
both County and Agency.
K. This. Agreement embodies the whole agreement of County and A enc . There
g Y
are no promises, terms, conditions, or obligations other than those contained in this A reement.
g
All previous or contemporaneous communications, representations, or a reements either verbal
g
or written, between the parties are superseded by this Agreement.
IN WITNESS THEREOF, the parties have executed this Agreement on the date and
year wntten above.
ATTEST:
Board of Ada County Commissioners
By:
..
llssloner
By•
o missioner
B• '
Y•
Commissioner
Christopher D. Rich, Ada County Clerk
~- Phil McGrsnc~, Chief Deputy
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DELIVERY OF
CERTAIN COUNTY COMPUTERIZED DATA ELEMENTS - Pa e 7 of 7
n:litldata transfer agreement with meridian 2012.doc g
Approved as to access to ACSO data sets:
Chief Deputy Ron Freeman
sy:
Gary Raney, Ada County Sheriff
Approved as to access to ISTARS data sets:
B~
Y•
Christo er D. Rich, Ada County Clerk of Court
City of Meridian
~ ,
y.
~.~~~' de We ayor --
0~~0 1, j
ATTEST: ~G 9°~
City of
E IIJIAN~
IDAHO
,~/~
r ~ j
w
ti
'~r Q~ ~ ~
aycee an, City Clerk
R~(~be TREAS~~
DATA TRANSFER AGREEMENT WITH THE CITY OF MERIDIAN FOR DEL
CERTA VERY OF
IN COUNTY COMPUTERIZED DATA ELEMENTS - Pa e 8 of 7
n:litldata transfer agreement with meridian 2012.doc g
EXHIBIT A
CSV Text File Description /Selection
ISTARSCalendar.txt Calendar Info
ISTARSDispositions.txt Disposition Info
CSV Text File Description l Selection
JMS_Officer.CSV Relation (Officers Only: Ada, Boise, Garden City, Meridian)
JMS_SHFPBOK.CSV Booking details
JMS SHFPHLD.CSV Hold Info
JMS_SHFPJST.CSV Serving time
JMS_SHFPJVA.CSV Visual Arrest Info
JMS_SHFPJWR.CSV Warrant Info
Subj Association (NCO/PO Info) (NCO = No Contact Order; PRO =Protection Order; NCJ = ~
JMS_SHFPPAS.CSV Juvenile;
JMS SHFPPER.CSV Suspect/Notify person (Arrest and Victim Groups)
JMS_SHFPPSM.CSV Scars Marks Tattoos (Arrest Group)
JMS_SHFPRSC.CSV Registered Sex Offenders -Crimes (wl Description)
JMS_SHFPRSO.CSV Registered Sex Offenders
JMS_SHFPSTY.CSV Jail stay info (necessary to link to the four below)
CSV Text File Description
JMS_Officer.TXT Relation (Officers Only: Ada, Boise, Garden City, Meridian)
JMS_SHFPBOK.TXT Booking details
JMS_SHFPHLD.TXT Hold Info
JMS_SHFPJST.TXT Serving time
JMS_SHFPJVA.TXT Visual Arrest Info
JMS_SHFPJWR.TXT Warrant Info
Subj Association (NCO/PO Info) (NCO = No Contact Order; PRO =Protection Order;
JMS_SHFPPAS.TXT NCJ = No Contact Order -Juvenile;
JMS_SHFPPER.TXT SuspectlNotify person (Arrest and Victim Groups)
JMS_SHFPPSM.TXT Scars Marks Tattoos (Arrest Group)
JMS_SHFLRSC1.TXT * Registered Sex Offenders -Crimes (w /Description)
JMS_SHFPRSO.TXT Registered Sex Offenders
JMS_SHFPSTY.TXT Jail stay info (necessary to link to the four below)
EXHIBIT A -Page 1 of 1
n:litldata transfer agreement with meridian 2012.doc