Regulation .09 Standards — Administrative Record Keeping.
Regulation .09 Standards — Administrative Record Keeping.LinkCopy Citation
The managing official of a correctional facility is responsible for the following:
A.
A written policy and procedure ensuring the confidentiality of, and methods of access to, a case record by an inmate, person in interest, and an individual or agency making a formal request, and which includes provisions for:
(1)
Identification of persons authorized to approve access;
(2)
Specific designation of materials subject to disclosure and restriction in accordance with applicable statutes and regulations;
(3)
A release of information consent form;
(4)
A record of access decisions; and
(5)
An appeal process for those who are denied access;
B.
A written policy and procedure providing for the accurate computation and recording of good conduct, industrial, and special projects credit in accordance with applicable statutes;
C.
A written policy and procedure governing the management of inmate funds, and which includes provisions for:
(1)
Confiscation and receipting of monies upon admission, unless retention is otherwise authorized;
(2)
Establishment of an inmate account;
(3)
A record of financial transactions, including transfer to other facilities; and
(4)
Recorded return of funds upon release;
D.
A written policy and procedure providing for the recorded annual review of policies, procedures, post orders, inmate orientation materials, operating manuals, and other official publications to determine current application and utility;
E.
A written policy and procedure requiring a complete case record for each inmate, which includes provisions for:
(1)
Secure storage outside inmate living and activity areas;
(2)
Specification of file content and order;
(3)
A date and signature on all documents and entries;
(4)
Establishment of a records retention schedule with documentation of disposition; and
(5)
Transfer of pertinent records to other correctional facilities;
F.
Having a written policy and procedures for ensuring compliance with Correctional Training Commission employee background checks; and
G.
Having a written policy and procedures for ensuring compliance with Correctional Training Commission training requirements.