Number: 300.53

SUBJECT: ACCURINT USAGE Page: 1 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

I. PURPOSE

To provide guidelines for the usage and authorization of LexisNexis® Accurint® software.

II. POLICY

Accurint is to be utilized by only those authorized by OC Animal Care Management and in the scope of the user’s job duties. Accurint is a software tool used to assist in performing a variety of job duties within OC Animal Care. The Safeguards Rule of the Gramm-Leach-Bliley Act (GLBA) protects consumer credit information and provides for administrative enforcement proceedings as well as personal liability to consumers for violation of its provisions protecting the confidentiality and ensuring the proper utilization of nonpublic personal information.

III. SCOPE Applicable to all authorized Accurint users.

IV. FORMS Accurint Usage Authorization Form Accurint Request Log

V. REFERENCES The Safeguards Rule of the Gramm-Leach-Bliley Act

VI. DEFINITIONS Accurint is a software tool and a point-of-need investigative solution that enables government agencies to locate people, detect fraud, uncover assets, verify identity, perform due diligence and visualize complex relationships.

Number: 300.53

SUBJECT: ACCURINT USAGE Page: 2 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

VII. PROCEDURE The Accurint database may be utilized to obtain information in the following

circumstances:

• Locate new addresses of declared vicious or potentially dangerous dogs where owners have moved without notice.

• Identify responsible parties or new addresses for the purpose of restitution. • Identify property owners and/or current residents to ensure administrative

citations are issued to the correct party. • Search for updated or changed addresses to locate the owner(s) of animals for the

purpose of reuniting owners with their animals. • Locate the owner(s) of animals for the purpose of bringing licenses up to date if

they have moved. • Locate parties for multiple billing issues and for cost recovery. • Help locate parties of abandoned animals. • Locate businesses that are operating without business permits. • For other purposes as authorized by OC Animal Care Management within the

scope of the authorized user’s job duties.

A. Only staff authorized by Management will be allowed to use Accurint software. 1. Staff members that have not been granted regular access and need to obtain information within the scope of their job duties must email the designated Administrative Manager over the Accurint Program with the information noted below (a through f) for approval.

2. After the Administrative Manager approves the request she/he will forward the approval to the Accurint Administrator in Operations who will run the required reports.

3. In the absence of the designated Administrative Manager, approval must be sought from another Administrative Manager who will notify the Accurint Program’s Administrator by email for tracking purposes. The following items shall be noted on the email request:

a. Name of the party to be searched, if known b. Address, if known c. Telephone number, if known

Number: 300.53

SUBJECT: ACCURINT USAGE Page: 3 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

d. Purpose of the request e. Is this a one-time request for information or an ongoing project f. Note the date the information is needed by

* If the authorization request is for direct access, you must follow the same

steps noted above and add the estimated duration of time that Accurint is to be used.

B. Authorized Usage Form For Accurint

This form is located in the Z Drive/Forms/Field Ops. This form must be read and completed by any staff member requesting authorization for direct Accurint usage on a regular basis to complete a project, for example. 1. The purpose of this form is to keep track of all personnel accessing Accurint, the reason for the request(s), and to verify what information is obtained. 2. The request must be approved by the designated Administrative Manager, the Accurint Administrator and the staff member’s direct Administrative Manager prior to use. 3. These forms will be maintained by the Accurint Administrator assigned to the Operations Department.

C. Accurint Excel Log

1. After the Accurint Administrator in Operations receives managerial

approval for staff to request a report, the information will be noted on the Accurint Request Log by the Accurint Administrator in Operations. There will be an “Accurint” folder in Operations to maintain all Accurint related documents.

2. The Accurint Request Log is located in the Z Drive/Forms/Field Ops. This form is to be filled out by the Accurint Administrator assigned to Operations. The form will note the following:

a. The staff member who is requesting the information b. The reason for the request c. Type of report run d. Manager who approved the usage e. Date the report(s) were run

Number: 300.53

SUBJECT: ACCURINT USAGE Page: 4 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

D. How To Use Accurint

1. Single Accurint report requests will only be run by an Accurint Administrator unless there is an emergency situation and Management has given prior approval.

2. If a staff member is given extended approval for usage, a password and user name will be provided to the staff member by the Administrator. The password and user name is to be kept confidential. Under no circumstances is the staff member to allow other staff to gain access with their information to use Accurint.

3. Once a password and user name has been assigned, Accurint can be used. Accurint can be accessed by logging on to the website at: www.Accurint.com.

Log On Instructions:

- You will be prompted to “Sign On” - Enter your User Name and enter the verification characters (on

the next line) - Click “Next” - Enter your password - Click “Sign On” - (There may be some announcements [updates] you may want

to read or you can click “skip announcements”) - The next page header will read “Under Permitted Use

Certification” - Select “Click to Continue Transactions Authorized by

Consumer” - The next page header will read “Under DPPA Compliance” - Select “Click to Continue Court, Law Enforcement or

Government Agencies” - The next page header will read My Accurint- Favorite Searches

Next the user will need to decide what type of search to run in accordance with the scope of his/her job duties and assignments. The options are:

- People: Advance People Search, People at Work, Real-Time

Person Search, Email Search, Death Records

Number: 300.53

SUBJECT: ACCURINT USAGE Page: 5 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

- Assets: Property Deeds and Assessments - Phones: Phones Plus, Basic Lookup, Reverse Lookup - Businesses: Business Search, Fictitious Business Name,

Internet Domains - Courts: Criminal Records, Bankruptcies, Liens and

Judgments, Civil Courts, Official Records, Foreclosures - Licenses: Voter Registrations, Professional Licenses

Person Search or Advanced Person Search: Can help you locate a person, a person’s current address, a social security number and possible phone number.

Assets Search: Can assist you in locating the current or past owner of a property. Phones: Can find current phone numbers, cell numbers, can also search by address, name or business address for a phone number. Business: Can locate business addresses, phone numbers, DBA’s, fictitious business names and Internet Domain names

Accurint reports are not to leave the OC Animal Care facility. Upon obtaining the requested information, all Accurint reports are to be placed in a secured shredding container for security purposes.

PROHIBITED USE

Staff shall not utilize the information provided on Accurint to violate any international, federal, state, county, municipal, regulatory or other governmental statute, ordinance, regulation or other civil, criminal or administrative rule or law. Any use or dissemination of the information contained in or accessed through the Accurint website to harass, threaten, distress, intimidate, or invade the privacy of any individual, or for any other improper purpose, may result in criminal prosecution and/or civil liability under federal, state and/or local law, and is a violation. In addition, the staff member may be subject to disciplinary action, up to and including discharge. Staff shall not give away, sell, rent or share your username and password for Accurint with any other individual, business or entity outside OC Animal Care.

Number: 300.53

SUBJECT: ACCURINT USAGE Page: 6 Date: 8/6/10

Approved: Ryan Drabek, Director Revised: 6/21/12

Accurint is not to be used as a human resources tool and cannot be used to verify personnel information on future or current employees. Employee’s information must not be used as a training demonstration. Demonstration training is available on the Lexis Nexus (Accurint) website. Important Warning: Access to the Accurint software is to be restricted to the employees’ scope of work with limited access usage. All activities on this account will be audited on a monthly basis by management. Misuse of the software will be cause for disciplinary action up to and including discharge.