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Brought to you by the Council of the Inspectors General on Integrity and Efficiency
State & Local Reports
Date Issued
Agency Reviewed/Investigated
Report Title
Type
Location
Cuyahoga County
Criminal Justice Information Sharing Audit Department of Public Safety and Justice Services & Sheriff's Office January 1, 2023- December 31, 2023
Cuyahoga County, Ohio Department of Internal Auditing
Report Description
The Department of Internal Auditing (DIA) has conducted an audit of Criminal Justice Information Sharing (CJIS) for the period January 1, 2023 – December 31, 2023. Our main objectives were:
To assess the effectiveness and adequacy of policy, procedures, and controls in mitigating the risk for the CJIS subscriber services.
Evaluate compliance with Homeland Security related policies.
Assess the adequacy, completeness, and accuracy of the subscriber fee or court revenue process.
To accomplish our objectives DIA:
Met with management of Public Safety and Justice Services (PSJS)-Fiscal and the Sheriff’s Office.
Documented their processes and identified the related controls.
Reviewed existing contracts for CJIS services to identify relevant contract compliance requirements and for best practices regarding security policies.
Reviewed procedures and controls to assess the effectiveness in mitigating the risks associated with revenue remittance.
Evaluated accounting of CJIS Enterprise Fund.
Our audit procedures disclosed contract non-compliance and internal control weaknesses and/or areas of potential process improvement related to:
Compliance and monitoring controls on contracted services for the CJIS program.
Lack of supporting documentation and procedures related to revenue remittance from municipalities
Lack of policies and procedures
Stagnant cash balance of the CJIS enterprise fund
Potential for unallowed payroll expenditures in the CJIS Fund.
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Cuyahoga County, Ohio Department of Internal Auditing
Report Description
The Department of Internal Auditing (DIA) has conducted an audit of public records management for the period January 1, 2023, to December 31, 2023. Our main objectives were to:
• Assess the effectiveness and adequacy of policy, procedures, and controls in mitigating the risk of managing the County’s records.
• Evaluate compliance with County record retention policies and related state/federal laws.
To accomplish our objectives DIA:
• Met with management of County Archives and Microfilm departments.
• Documented their processes and identified the related controls.
• Reviewed policies within the County Code and federal laws and Ohio Revised Code (ORC) to identify relevant compliance requirements.
• Reviewed Microfilm and Archives procedures and controls to assess the effectiveness in mitigating risks of managing County records and legal compliance.
This included a review of all approved record retention schedules for requirements related to retainage of records. DIA also compared certain processes performed by Archives and Microfilm to industry best practices.
Our audit procedures disclosed non-compliance and internal control weaknesses and/or areas of potential process improvement related to:
• Non-compliance with the County Code and/or ORC
• Lack of policies and procedures
• Lack of controls or best practices for certain processes related to Archives and Microfilm.
