Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 2: Business Services Records

 

 

2-1. ADJUSTMENT ENTRY FILES

Records used to make corrections to transactions in an inmate's financial account. This record is a source document for the inmate accounting system and is used to audit the accounts. Information includes receipt copy of the error, a computer copy of the correction made, and a handwritten explanation of the change.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-2. canceled CHECKS

Records of checks issued by a correctional facility from an individual resident's account. May contain canceled checks, deposit slips, and voided checks.

RETENTION

Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-3. CASH RECEIPTS

These receipts serve as source documents for data entry into the Inmate Accounting System and record money collected from outside sources for deposit into each inmate's account. These sources may be relatives, friends, or any other source. Each receipt includes the date, name of person making the transaction, amount, file number, receipt number, and name of inmate who owns the account.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 06/1999

 

2-4. FINANCIAL REPORTS

Reports created by the Department to assist in balancing and recording daily transactions of individual residents' accounts. Information includes monthly balancing reports, service fee reports, receipt listings, posting reports, waiver listings, and residential account listings.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-5. INMATE ACCOUNT RECONCILIATION FILES

Financial records resulting from bank transactions. The files are used to reconcile any errors in transactions within the computer file and with the bank. Information includes bank statments, bank copy of deposit slips, register of checks written, returned checks, stop payment notifications and check listings.

RETENTION

Retain by agency for 5 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-6. INMATE FUNDS ACCOUNTING CORRESPONDENCE

Correspondence documenting the communication between staff and inmates or vendors regarding account balances, payments, goods and services owed or money transfers. Includes inter-office memorandums, letters and notes from inmates, and correspondence with vendors.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-7. INMATE FUNDS ACCOUNTING SYSTEM

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).

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-8. INMATE PROPERTY FILE

Provides an inventory of all moves, release and disposition of property, confiscation copies, TV contracts, TV closures, and incoming property. The file also contains the property confiscation log and property destruction log.

RETENTION

Retain for 3 years after parole or termination of jurisdiction and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 06/1999

 

2-9. INMATE PURCHASE ORDERS

Provides a record of purchases by the inmates at the Commissary. May include name of inmate, inmate number, item purchases and amount of purchase.

RETENTION

Retain for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public: UCA 63G-2-301 (2008).

Approved: 06/1999

 

2-10. INMATE RELEASE OF FUNDS AUTHORIZATIONS

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.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-11. INMATE RESTITUTION FILES

These files document the restitution and other obligations that inmates are ordered to pay for damages they have done to either the State's or another inmate's property. Information includes name, date, file number, amount of payment, letter of authorization, and related correspondence.

RETENTION

Retain for 1 year after restitution is paid and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-12. MONEY TRANSFER AUTHORIZATIONS

These are authorizations signed by the inmate allowing the Business Office to transfer money from an individual account to the Inmate Fund and transfer checks written on that account to pay a vendor. This is a source document for the check file and transaction file maintained on the computer system. Information includes date, signature of inmate, staff and witnesses, the amount and payee.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-13. RECEIPT BOOKS

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.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-14. RESIDENT ACCOUNT RECEIPT LISTING

Listing used to reconcile the offender loan account and to monitor deposits made to this account. The offender loan account provides loans in $50.00 increments to residents who do not have their own money. Residents are expected to become employed while in the program to ensure the loan is paid back. Residents are required to maintain a checking account with a designated bank. Information includes computer printouts of receipts entered and posted to the resident's account.

RETENTION

Retain by agency for 3 years after resident is released and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-15. RESIDENT CHECK LISTING

Listing of checks issued on a resident's account. These records are initiated when a money transfer has been requested and the accuracy of the transfer has been verified. Information includes date, check number, payee, reason check was issued, amount, control number, resident's name, voided (yes or no), and any other relevant ID number.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-16. RESIDENT FINANCIAL FILES

These records are used to manage the resident's financial account. May include money transfer requests, service fee waiver requests, transaction listings, and financial account summaries which are reconciled when the resident is released from the facility.

RETENTION

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-17. RESIDENT RESTITUTION ACCOUNTING RECORDS

These records are used to keep track of monies deposited in a restitution account. Monies deposited into these accounts are used for court ordered fines, court costs and victim reparations. Information includes deposit receipts, deposit books and bookkeeping ledgers, etc.

RETENTION

Retain by agency for 3 years after account has been paid in full and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

Approved: 06/1999

 

2-18. TELEVISION AGREEMENT LOGS

This record documents the inmates who have been assigned televisions. The log maintained in electronic format contains the inmates' name and number, housing location, date request was received, date of approval, date television was received by the inmate, the television's serial number and the date the television was returned. A hard copy version is placed in the inmate property file which is retained for 3 years after parole or termination of jurisdiction.

RETENTION

Retain by agency until administrative needs ends and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public: UCA 63G-2-301 (2008).

Approved: 06/1999

 

2-19. THERAPY BILLINGS

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.

RETENTION

Retain by agency for 5 years after resident leaves jursidiction and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: UCA 63G-2-302 (2)(b) (2008).

SUGGESTED SECONDARY CLASSIFICATION

Controlled: UCA 63G-2-304 (2008)

Approved: 06/1999