Documents random or routine searches of inmates or residents and their rooms or cells. Includes the name of the inmate or resident, inmate/resident number, location of search, date and time of search, name of officer conducting the search and a description of any contraband found.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Provides a detailed summary of incoming evidence from incidents involving inmates/residents or Departmental personnel. Includes the evidence document number, case number, suspect/inmate/resident name, evidence location, description of evidence, officer receiving evidence, date received, reason released, date returned and final date of and manner of disposition of the evidence.

Retain for 30 years after final action, and then destroy records.

Effective 2000-10-01

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, and then destroy records.

Effective 2000-10-01

Documents all events that occur in a security cell. The security cell is used as a temporary holding cell for problem inmates/residents or inmates/residents that require temporary protection from other inmates/residents. Includes the name of the inmate/resident, date and time of arrival and release, name of person authorizing the placement and release, physical description, violations or charges, special instructions, inmate/resident property inventories and initial of staff members. A copy of the log is retained in the inmate/resident file.

Retain for 2 years, and then destroy records.

Effective 2000-10-01

These logs record warnings issued to residents or inmates for rule infractions or noncompliance. The logs are used to monitor the frequency of infractions or noncompliance in order to determine if a disciplinary report should be issued. Includes resident or inmate name and number, date and time of infraction, warning given and the initials of the staff member.

Retain for 1 year, and then destroy records.

Effective 2000-10-01

Documents the daily activities of the Department's S.W.A.T. and K-9 teams. Information includes reports regarding high profile escorts, surveillances, S.W.A.T. operations, rescue operations, training, physical development and forced cell movements.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Documents any incident recorded on the security monitoring system. Includes location of alarm, type of alarm signal, time and date of the alarm signal, who acknowledged the alarm and the time the alarm was cleared.

Retain for 6 months, and then destroy records.

Effective 2000-10-01

Documents the receipt of evidence or property gathered during an investigation. The series is also used to document the storage and movement of evidence from the time of receipt to the final disposition. Includes property receipts and destruction sheets. Information may include the date received, name of inmate, case number, description of evidence and date and manner of disposition.

Retain for 5 years after final action, and then destroy records.

Effective 2000-10-01

Documents the authorization granting an inmate or resident to move from one facility within the prison or center to another. Includes the name of the inmate or resident, inmate number, date and time of movement, purpose of movement, destination and the name of person granting the move.

Retain for 5 years, and then destroy records.

Effective 2000-10-01

Documents guard assignments within the facilities. Includes daily post logs, shift captain's log, vehicle logs, pass lists and communication logs.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Provides documentation of all evidence that has been collected by the Department. Videos of the evidence room or safes are created on a routine basis as required. The videos are used to provide evidence in hearings or court cases after the final disposition of the physcial evidence has occurred.

Retain until superseded, and then destroy records.

Effective 2000-10-01

Documents the removal of evidence from the evidence safe by law enforcement personnel. Includes the date removed, description of evidence or property, technician's name, name of witness to the removal, case number, inmate name, name of the law enforcement personnel removing the evidence and date the evidence was returned.

Retain for 5 years, and then destroy records.

Effective 2000-10-01

Provides intelligence information that is used in preparing to respond to special operational situations. Includes blueprints of the facilities, photos, ductwork, location of doors and windows.

Retain until disposition of asset, and then destroy records.

Effective 2000-10-01

Documents the training exercises conducted by the Department for personnel. The exercises are created to simulate incidents and are used to train staff to respond to those incidents. May include training video tapes. The material is updated frequently to reflect new techniques and incidents. The individual's personnel file would include a record of any training course completed.

Retain for 6 months after or until superseded, and then destroy records.

Effective 2000-10-01

Documents the activities of the K-9 unit. Includes quarterly reports, monthly statistical reports, daily reports and an annual report. Information includes the number of case reports, reports filed, arrests, yard checks, shakedowns, drug searches, explosive searches, demonstrations, impounds, citations, and inmate identification checks. The information from the daily, monthly and quarterly reports is compiled into the annual report.

Retain for 3 years, and 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, and then destroy records.

Effective 2000-10-01

Documents incidents occurring within the facility. May include reports involving staff members, inmates or non-individual incidents such as doors ajar, etc. Includes date, time and location of incident, name of individuals involved, names of witnesses, description of incident or security breach, and action taken or recommended. Any incident resulting in disciplinary action would be retained in the inmate/resident file or the employee file.

Retain for 6 years, and then destroy records.

Effective 2000-10-01

Consists of the physical evidence being held as evidence in a case. May include weapons, altered items, contraband and crime and medical lab reports.

Retain until case is closed, and then destroy records.

Effective 2000-10-01

Documents the training completed by K-9 units. The areas of training include apprehension, tracking, detection and obedience.

Retain until separation, and then destroy records.

Effective 2000-10-01

Provides documentation pertaining to an individual or operation used in preparation for a special operation. Includes photos of the individual, rap sheets, blueprints of the facility, warrants and subpoenas.

Retain for 3 years, and then destroy records.

Effective 2000-10-01

Provides documentation of intelligence gathered to prepare for special operations. The information is used to issue orders and instructions to Department personnel prior to a special operation.

Retain for 3 years, and then destroy records.

Effective 2000-10-01