What Is the Custodian of Records Role?
A Custodian of Records is the individual within a California applicant agency authorized to request, receive, and manage Criminal Offender Record Information (CORI) from the Department of Justice. Before any person can serve in this role, the agency must designate them through the BCIA 8374 confirmation process. The Custodian is responsible for protecting the security and confidentiality of all records received and must ensure that information is used only for authorized purposes.
Agencies governed by California Penal Code section 11102.2 include law enforcement, licensing boards, schools, and other entities authorized to conduct background checks. If your agency needs to appoint a new Custodian or replace an existing one, submit a new BCIA 8374 application to the California Bureau of Criminal Information and Analysis.
How to Complete the BCIA 8374 Application Online
You can complete the custodian record application quickly using the FormsPal PDF tool. The editor lets you fill fields, add text, and apply your signature in minutes. Follow these steps:
Step 1: Click the "Get Form" button at the top of this page to open the file editor.
Step 2: With the editor open, you will see the document ready for completion. You can fill in fields, edit existing content, insert images, and add your electronic signature.
For the first section of the custodian record application, enter all required information accurately. Providing complete details in each field helps the Department of Justice process your submission promptly and accurately.
The second section covers background disclosure questions. You must answer each of the following completely: whether you have ever been convicted of a crime, denied a license or employment, adjudged bankrupt, or failed to satisfy a court judgment. Complete the Certification statement before advancing to the next page.
Many applicants make errors in the background disclosure section. Read each question carefully before entering your response, as any misrepresentation or failure to disclose information is grounds for denial or revocation of your confirmation.
Section 3 includes the Applicant Signature line and the Date field. The DOJ USE ONLY area on this page is reserved for the Custodian of Records Unit at the California Department of Justice (PO Box, Sacramento, CA). Leave that area blank.
Section 4 is completed on behalf of the applicant agency. Enter the agency name, authorized representative signature, title, mailing address, physical address, city, state, and zip code. Both mailing and physical addresses are required if they are different.
Step 3: After reviewing all entries, click "Done" to finalize. Download your completed custodian record application with a 7-day free trial. Your document and all edits are saved securely in your FormsPal account. We never share or sell information you enter when working with documents at FormsPal.
Common Mistakes When Submitting the BCIA 8374
Leaving any background disclosure field blank is the most frequent reason an application is returned. Every question in Section 2 must be answered, including those where the answer is "No."
Forgetting the agency representative signature in Section 4 is another common error. An authorized officer of the applicant agency must sign and date the form before submission to the California Bureau of Criminal Information and Analysis.
Do not write in the DOJ USE ONLY area on page 3. The Bureau of Criminal Information and Analysis completes that portion after processing your application.
Related California DOJ Forms
If your agency handles criminal background check records, you may also need these related forms available on FormsPal:
- BCIA 8016RR Request form for updating existing Custodian of Records designations
- BCIA 8302 form for requesting criminal record summaries from the California DOJ
- Background check consent form for obtaining applicant authorization before a records search