General Retention Schedule Items

Find:  
Show advanced search options
331 results
Prev   1 2 3 4 5 6 7 8 9 10 ... 14   Next
Sort:
View:
Export results to spreadsheet
These records are used to monitor and track the approval process for awarding contacts and document the contractor's performance. Includes the request for proposal, the proposal, the contract, amendements, correspondence, and review documents.
 
After expiration of contractural agreement, retain for 6 years; then destroy records.

Effective 2000-10-01
This series serves as a reference for information received or maintained. Examples include the Radio call logs and the Investigative case file log. Information may include name of resident or employee, case number, file number, date, type of compliant or incident, name of investigator, etc.
 
Retain for 1 year; then destroy records.

Effective 2000-10-01
This is a complete accounting system inclusive of several data files and their respective applications. This accounting system is used to create and maintain a ledger file for each inmate account or fund. It updates accounts, creates a statement for each account, records store sales, and prepares reports of all transactions. Reports generated include inmate account record, inmate transaction ledger and inmate payroll registers. Information includes inmate name and number, account balance, control date, comments, transactions, reference number, audit number, transaction amount, date of transaction, and employment information (hours worked, rate paid, and type of work).
 
Retain for 3 years; then destroy records.

Effective 1999-06-01
These authorizations are used as source documents for data entry into the Inmate Accounting System. Authorization is required to close an inmate's account upon his release from the facility. Once the account has been closed, the balance is then released to the inmate. The Department provides $100 to any inmate who does not have money in an individual account. Information includes name of inmate, inmate number, signature, account number, and a money transfer form.
 
Retain for 3 years; then destroy records.

Effective 1999-06-01
These records are used to verify that a resident received his paycheck from the agency. The resident receives a receipt verifying that his paycheck was deposited into his individual account. Information includes receipt number, resident's name, date, name/address of facility, resident's employer and amount of check.
 
Retain for 3 years; then destroy records.

Effective 1999-06-01
Billings from the contracting agency that provides therapy and testing of residents for the Department. The records are used by the agency to monitor the resident's financial account to assure the resident is receiving treatment and paying the bills. Information includes name and signature of resident, psychological information, amount billed to the resident and the date and amount paid.
 
After separation, retain for 5 years; then destroy records.

Effective 1999-06-01
These files are used to track the mail unit's dealings with the inmates. The files include problem forms that may contain information on items such as excess mail weight, incomplete return address, and any contraband found. Files may include inmate-to-inmate request forms, denied mail forms, requests for information, memos between the mail room and the inmates, problem mail forms, incident report forms, grievance forms, inmate correspondence, reference information, and privileged mail forms. The files may also contain disciplinary information including, discipline reports, discipline appeal forms, as well as information relating to investigative mail watches.
 
After separation, retain for 3 years; then destroy records.

Effective 1999-06-01
Log of incoming calls from residents. The log is used to record the content of all messages for security and accountability reasons. Includes name of staff receiving message, name of resident placing the call, date and summary of the message.
 
Retain for 1 year; then destroy records.

Effective 1999-06-01
These files document the negotiations and the resulting agreements for leased facilities. Information includes specifications and procurement information, modifications made to buildings, space management analysis, contracts, agreements, correspondence and building modification work orders.
 
Retain permanently; then records may be transferred to the archives.

Effective 1999-08-01
Provides a record of sales tickets filed in support of paid vouchers for credit card purchases of gasoline.
 
Retain for 3 years; then destroy records.

Effective 1999-08-01
Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.
 
After disposition of asset, then destroy records.

Effective 1999-08-01
These files are used to track security equipment assigned to Department personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment. Information includes name of employee, date assigned, type of equipment, equipment serial number, initials of employee receiving the equipment and the employee releasing the equipment and the date equipment was returned.
 
After final action, retain for 3 years; then destroy records.

Effective 1999-08-01
Records used to assist in the preparation of the divisional budgets and to justify budget requests to the Department director.
 
Retain for 3 years; then destroy records.

Effective 2000-10-01
Provides a record of billings by county correctional facilities for housing and medical attention given to inmates. Includes the inmates name, housing and medical costs, dates of residency, and signature of authorized agency allowing reimbursement. A warrant request is attached to each billing for payment by the state.
 
Retain for 5 years; then destroy records.

Effective 2000-10-01
Bills which document calls made by the Department. Includes the number called and the length, time, and date of phone call.
 
Retain for 3 years; then destroy records.

Effective 2000-10-01
These files document employee medical history relating to job related medical incidents. The files may include bloodborn pathogen information as required by OSHA Bloodborn Pathogen regulations 29 CFR part 1910.1030, bloodborn pathogen exposure report, airborne pathogen exposure report, Worker's Compensation records, fitness for duty case files, suitability assessment files, drug testing records, and ADA related records.
 
After separation, retain for 30 years; then destroy records.

Effective 1999-08-01
Provides a record of employee time sheets, including flextime attendance reports, supplemental time and attendance records, such as sign-in/sign-out sheets and work reports that are used for time accounting under flextime schedules.
 
Retain for 3 years; then destroy records.

Effective 1999-08-01
These records are used by the prison physicians for diagnosis of the medical condition of the residents and for preventitve healthcare. The files contain the x-ray films, date and x-ray file number.
 
After separation, retain for 10 years; then destroy records.

Effective 2000-04-01
Provides documentation of offender disciplinary hearings and incident investigations.
 
Retain for 4 years; then destroy records.

Effective 2000-07-01
Documents the prison history of an inmate. Includes commitment papers, admittance and assessment records, Parole Board results, incident reports, contracts, treatment plans, pre-release agreements, detainers, disciplinary reports, educational and work records, correspondence, and other related records.
 
Retain permanently; then records may be transferred to the archives.

Effective 2000-07-01
Positive prints of all photos of inmates housed at a facility. Photos are taken upon arrival at the prison, once every three years while incarcerated, when moved to a halfway house and upon release at which time photographs are transferred to the Inmate file.
 
After final action, then destroy records.

Effective 2000-07-01
This record provides a daily list of inmates who are cleared to work outside the secured perimeter of the facility. The file includes the work supervisor's name, hours inmate is cleared to be out, inmate name, inmate number, classification level, housing assignment, location where inmate is cleared to work, and date.
 
Retain for 2 years; then destroy records.

Effective 2000-07-01
These files are used to document special checks made on certain inmates for whom special management was suggested by the psychologist. The file includes the inmate's name and number, cell number, date form was filled out, date special checks were initiated, incident or discipline report number, any temporary restraining orders, name of psychologist or staff member who recommended the special management, name of the warden who authorized the special management, names of staff members in the Classification Office who were notified, special notes, any diet restrictions, items issued to the inmate, date of issue, amount of each item issued, date items were returned, amount of each item returned, list of items present when checks were made, sick call visits, special management team visits and other contact with inmates.
 
Retain for 4 years; then destroy records.

Effective 2000-07-01
Documents authorized movement of an inmate or resident from the facility to an off-site location. Includes the name of the inmate or resident, inmate number, date, destination, name of accompanying officer, and authorization of the transportation.
 
Retain for 1 year; then destroy records.

Effective 2000-10-01
Consists of video tapes recorded during forced cell movements or incidents involving inmates. The videos are used for litigation support against charges of brutality, property damage, etc. A forced cell movement occurs when an inmate is assigned to another cell and refuses to move on his/her own accord. Inmate incident videos consist of recorded incidents which occur in areas under surveillance.
 
Retain for 3 years; then destroy records.

Effective 2000-10-01

Page Last Updated .