This log is used to track the number of keys checked out from control one. Information includes the name of staff member assigned a key, time the key was checked out, time when key was returned, date, and any emergency keys requested.

Retain for 1 month, and then destroy records.

Effective 1999-08-01

These files document the service and maintenance performed on the laundry facility equipment. Includes type of service, date performed, problems reported, etc.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

This series is a daily, monthly, and annual record of the number of books checked out in each unit. Information includes the number of books checked out, the library units involved, and the date the books were checked out.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

These files are used to review building plans, to make changes in design, and to ensure that the designs are correct and meet the specifications prepared by the Department. May include architectural designs, specifications, correspondence, contract agreements, final building plans, and cost analysis data. The original files are retained by Department of Facilities Construction and Management.

Retain until expiration of contractual agreement, and then destroy records.

Effective 2000-07-01

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. Records may be transferred to the archives.

Effective 1999-08-01

This file is used to track the number of bed linens processed for each housing unit. Information includes the number of sheets, pillow cases, blankets and bed pads received, housing unit, date, etc.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

Provides a record of requests for maintenance and repairs at the Correctional facilities. Includes the date, name of requestor, and a description of the problem.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

These files are used to control the location of tools used by maintenance crew members. The files contain the physical inventory of equipment and the issue/turn-in sheets. Information includes the name of the maintenance worker, date, and tools issued.

Retain for 1 year, and 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.

Retain for 3 years after final action, and then destroy records.

Effective 1999-08-01

These files document the selection of sites for future correctional facilities.

Retain permanently. Records may be transferred to the archives.

Effective 1999-08-01

These files are used to manage the security of weapons and the issuance of weapons to Correctional employees. Includes the inventory of weapons and the sign-out sheets.

Retain for 5 years after disposition of asset, and then destroy records.

Effective 1999-08-01

These logs are generated by each kitchen shift leader at the end of the shift. Includes description of incidents or events which occurred during the shift, condition of the kitchen, knife counts, check out and control sheets for knives and other kitchen materials and a menu if different from the master menu.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

These files document the routine performance of maintenance of all Department owned vehicles. This does not include vehicles owned by Fleet Operations Division. Includes maintenance logs, shop logs, work orders, requisition copies, vehicle number, date of service, and parts and labor costs.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

These records are used to maintain control and accountability of state owned property issued to correctional staff. Includes inventory logs for keys, badges, identification cards, manuals, equipment and worksheets indicating person assigned the property, date property was issued and date returned.

Retain for 3 years, and then destroy records.

Effective 1999-08-01

This series documents the title and location of each book or magazine maintained by the library. Information includes the catalog number, the title of the book or magazine, the publisher's name, the author's name, and a brief description of the item.

Retain until superseded, and then destroy records.

Effective 1999-08-01

These records are used to manage space allocation as efficiently as possible. They include shop layout, building plans, schematics, office layouts, and electrical layouts.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

This log provides a record of problems and maintenance on facility boilers. Includes date, type of problem or service, work assignment, etc.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

Documents the quarterly health inspections conducted by the county health departments of all facility kitchens. The inspections are conducted to insure compliance with all state and county health regulations. Information includes date of inspection, condition of the kitchen area, narrative comments and any violations or necessary corrective action.

Retain for 3 years after resolution of issue, and then destroy records.

Effective 1999-08-01

This record documents the cause of any accident and the results of the subsequent investigation involving any Department owned or leased vehicles. Information includes time of accident, place of accident, vehicle description, name of driver and insurance data.

Retain for 1 year after case is closed, and then destroy records.

Effective 1999-08-01

These records are used to manage the security of weapons and the issuance of weapons to correctional personnel. Includes weapons inventory, ammunition inventory, inventories for radios, handcuffs, keys, chemical agents, flashlights, waist chains, badges, pagers and tactical team equipment.

Retain for 5 years, and then destroy records.

Effective 1999-08-01

Provides a record of the sales of surplus personal property (including those transactions deviating from standard procedures), comprised of invitations, bid acceptance, lists of materials, evidence of sales, and related correspondence.

Retain for 2 years, and then destroy records.

Effective 1999-08-01

This log is used to document the passage of vehicles in and out of a facility. Information includes the officer's name, date, shift number, vehicle license number, number of persons in vehicle, driver's name, destination, time in and out, purpose of visit, and any notes. Inmates that are part of a work crew are recorded on the master pass list and are not part of this log.

Retain for 2 years, and then destroy records.

Effective 1999-08-01

This log is used to control the use of knives by resident cooks in order to maintain security. Information includes date and time knife/knives were taken to kitchen, identification of knife/knives signed out, resident to whom they were signed out, resident's and staff initials, date returned, and staff initials acknowledging their return.

Retain for 1 year, and then destroy records.

Effective 1999-08-01

Provides a record of gas and oil consumption, dispatching and scheduling of motor vehicles.

Retain until disposition of asset, and then destroy records.

Effective 1999-08-01

The building inspection reports are used to ensure the adequacy of protection and preventative measures taken against potential natural and man-made hazards. The files contain the inspection worksheets, final reports, correspondence and responses to findings.

Retain permanently. Records may be transferred to the archives.

Effective 1999-08-01