Sec. 12.14.04.08. Standards — Administrative Record Keeping

The managing official shall have a written policy and procedure:

A. Ensuring the confidentiality and methods of access to a case record by an inmate, a person in interest, and an individual or agency making a formal request, which includes provisions for:

(1) Identification of individuals 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 individuals who are denied access;

B. Which provides for the accurate computation and recording of good conduct, industrial, and special projects credit in accordance with applicable statutes and regulations;

C. Governing the management of inmate funds, 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. 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. 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. To ensure compliance with Correctional Training Commission employee background checks; and

G. To ensure compliance with Correctional Training Commission training requirements.