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Managing Users

Almost everything that the user can see and do in TraCS is controlled by their user profile.  The user profile collects information about the user such as name, telephone number, email, ID numbers, and assigned access levels. 

TraCS offers two alternatives for managing users: TraCS itself and Active Directory.  The process by which you create and user profiles is different depending on which alternative your agency uses.

NOTE: Hosted Environment Users are Managed by TraCS Staff and they use TraCS Login. Specific Tasks are for the Hosted vs. Non-Hosted agencies.

Specific to the Hosted Environment

All active users will be migrated to the new Badger TraCS Hosted Environment.  All new users will be entered into the system by the DSP/TraCS Staff.  Please note the following:  

  • Login names is the user’s law enforcement email address. This will be called the Primary ID. This means that every person with access to TraCS will need a unique working email address within your agency.  

  • Managing User Accounts: 

    • TraCS staff will always assign users with their unique users email address. 

    • Initially, user accounts will be solely managed by the TraCS Staff. 

      • In the future, TraCS Baseline will be modified to allow the law enforcement agency to update their users’ accounts manually, except for the login name and some other security fields which will always remain the same unique email address.   

      • Explain Login ID/Email/User ID – define, explain differences

  • Password security is Criminal Justice Information Services (CJIS) compliant with the following settings: 

    • Audit log 

    • Every user uniquely identified 

    • Minimal length of eight characters 

    • Cannot be a dictionary word or proper name 

    • Cannot be the same as the UserID 

    • Expires every 90 days 

    • Cannot be identical to the previous 10 passwords 

    • Requires a number 

    • Requires mixed case 

    • Requires a special character 

    • User will be locked out after 5 failed attempts 

      • User will be locked out for 10 minutes. 

      • An automatic password recovery process is available to reset a password if it is forgotten. 

  • Logging into your web clients 

    • All desktops and laptops will be setup as web clients, so all updates to users are available almost immediately.   

    • Things to look for when logging in: 

      • The first time a user logs into TraCS, the computer must be online (meaning connected to the Internet).   

      • When a user logs into TraCS with internet access (Online Mode), the user will receive all updated access rights. Those access rights will be saved to a backup file on the hard drive. 

      • If the user logs into TraCS without internet access (Offline Mode), TraCS will use the saved backup file located on the hard drive to log into TraCS (They will not receive any updates). 

    • If a user can verify that they are reconnected to the internet, the user may navigate to Tools | Manage Connection | Connect to connect to Online Mode without having to restart TraCS. 

    • When a user logs back into TraCS and is in Online Mode, all documents saved to their hard drive will be uploaded to the Badger TraCS Hosted Environment. 

    • The backup access rights file will be updated. 

      • While in Online mode, access rights files upload every 30 seconds 

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