Sec. 12.14.03.09. Standards — Administrative Record Keeping

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.