Utah Department of Administrative Services

Division of Archives & Records Service

Dept. of Corrections Schedule 9: Offender Supervision Records

 

 

9-1. ACTIVITY SIGN-UP LISTS

These lists are used to track which inmates register for various activities such as facility sporting events, barber/beauty salon visits, etc. Includes the name of the inmate, inmate number, type of activity and date.

Retention

Retain by agency for 6 months and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-2. ATTORNEY REQUEST FORMS

These records are generated when an inmate requests to see an attorney. The files include the inmate's name and number, date of request, inmate's housing location, inmate's employment location, dates (form was received, forwarded, and returned), status of appointment (seen, rescheduled, moved, canceled, etc.), date signed and signatures of inmate and attorney.

Retention

Retain for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-3. ATTORNEY REQUEST LOG

These logs are used to access the attorney request files. Information includes reference number, name of inmate, date received, appointment date, date returned and comments.

Retention

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-4. ATTORNEY SIGN-IN LOG

These logs are used to document attorney and other agency personnel access to inmates. Information includes name, bar number or agency name, date, and the name of the inmate.

Retention

Retain by agency for 4 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-5. BOARD OF PARDONS RESULTS

This file provides a record of inmates appearing before the Board of Pardons. It is used as reference information by Department employees. Includes the inmate's name, date of appearance, and the results of the hearing.

Retention

Retain for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-6. CIVIL AND CRIMINAL PROCESS LOG

This log documents an inmate's civil/criminal process. Includes the name of inmate, inmate number, housing location, date, and description of process.

Retention

Retain by agency for 1 year and then transfer to the inmate's civil/criminal process file.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-7. CLOTHING REQUEST FILES

Documents requests received from inmates for clothing. Includes the name of the inmate, date requested, clothing requested and date clothing was issued or denied.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-8. CONTRABAND CONFISCATION LOGS

This log records the confiscation of contraband, by Department personel, from inmates or residents. Includes the name of the inmate, inmate number, description of the contraband, date, and name of Department personnel.

Retention

Retain by agency for 4 years provided all disciplinary action has been resolved and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-9. CONTROL LOGS

Tracks the location of inmates or residents. Includes the name of the inmate, inmate number, inmate classification level, cell number and location of inmate.

Retention

Retain by agency for 4 years provided no grievance or litgation is pending and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-10. DETAINER FILE

This card file is kept to document inmates who need to be detained for other agencies. It is used to track the inmates who will be picked up by another enforcement agency upon their release. Information includes the inmate name and number, reasons for being detained, and the name, address, and phone number of agency picking up the inmate.

Retention

Retain for 1 year after release from jurisdiction and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-11. DISCIPLINARY HEARING TAPES

Provides documentation of offender disciplinary hearings and incident investigations.

Retention

Retain by agency for 4 years provided time periods for appeals have expired and no litigation is pending and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (9).

Approved: 07/2000

 

9-12. DISCIPLINARY REPORTS

Documents the result of the Disciplinary Board's hearing into an inmate's violation of the facility's rules. A copy of the report is also filed in the inmate's file.

Retention

Retain by agency for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (9).

Approved: 07/2000

 

9-13. INMATE CLASSIFICATION REVIEW FILES

Documents the classification assigned to an inmate. The inmate is evaluated and assigned a classification based upon behavior, attitude, personality, etc. Includes the name of the inmate, inmate number, age of the inmate and the classification assigned to the inmate. The classification assigned to an inmate is also retained in the inmate's jacket or file.

Retention

Retain by agency for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected.

Approved: 07/2000

 

9-14. INMATE COUNT SHEETS

This series documents that an inmate was accounted for and the location of the inmate or resident during each inmate check. Includes the name of inmate, inmate number, location of inmate, date and time of check, name of officer conducting the check, and cell, block and facility totals.

Retention

Retain by agency for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Protected: UCA 63G-2-305 (12).

Approved: 07/2000

 

9-15. INMATE DISCIPLINARY FILES

Provides documentation of disciplinary hearings involving inmates. Includes a narration of the incident, hearing results, affidavits, evidence, etc.

Retention

Retain by agency until transferred to the inmate file.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-16. INMATE FILES

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.

Retention

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

Private: Medical information

Protected: Incident reports

Approved: 07/2000

 

9-17. INMATE GRIEVANCE FILES

Provides documentation of the investigation into any grievance filed by an inmate. Includes name of the inmate, inmate number, description of grievance, names of individuals involved, description of any related incidents, investigative notes, disciplinary actions, result of the investigation, and the result of the grievance hearing.

Retention

Retain by agency for 3 years provided no litigation is pending and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-18. INMATE HOUSING ASSIGNMENT COMMITTEE FILES

This file consists of reports by the Inmate Housing Assignment Committee (IHAC). The Committee is responsible for housing decisions, changes in housing assignments, outside job assignments, and interstate transportation of inmates based on classifcation levels or changes in classification levels.

Retention

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-19. INMATE MASTER FILE

Provides a cross reference for the name of the inmate and the inmate's number. Includes the name of the inmate, inmate number and date of birth.

Retention

Retain by agency until superseded and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-20. INMATE PERSONNEL RECORDS

Documents the employment history of the inmates or residents while under the jurisdiction of the Department of Corrections. Includes the employment application, correspondence, etc. Information includes the name of inmate, inmate number, position, rate of pay, date of hire, termination date, etc.

Retention

Retain by agency for 3 years after termination and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-21. INMATE PHOTOS - NEGATIVE

Negative prints of all photographs taken of inmates housed at a facility. Includes the photograph, inmate name and number, the date the inmate was admitted, date the photograph was taken, and any requests for copies.

Retention

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-22. INMATE PHOTOS - POSITIVE

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.

Retention

Retain until inmate is released and then transfer to the inmate file.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-23. INMATE PROPERTY CONTROL LOGS

Provides documentation of the release or disposition of an inmate's property. Includes the name of the inmate, inmate number, description of the property, and final disposition (returned to the inmate, released to next of kin, donated or destroyed upon the inmate's death).

Retention

Retain by agency for 3 years after final disposition of the property and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-24. INMATE PROPERTY CONTROL RECORDS

Documents the personal property turned over by an inmate to the Department for safekeeping until the inmate is released. Information includes received property forms, statements of loss, waivers, requests, memorandums, deceased or escape forms, confiscated property forms, released property clearance forms, donation forms, disposition forms and property inventory forms.

Retention

Retain by agency for 3 years after release or death of inmate and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-25. INMATE REFERENCE CARD FILES

These cards contain basic information on each inmate and are used as a reference tool by the Department. The cards are separated into 3 catagories: active inmates, inactive and by offense. Information includes the name of the inmate, inmate number, crime, sentence, nationality, place of birth, date of birth, religion, marital status, release date, personal description, social security number, etc.

Retention

Permanent. Retain by the agency.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-26. INMATE TIME SHEET FILES

Documents hours worked by an inmate or resident. Includes the name of the inmate or resident, inmate or resident number, dates and hours worked, etc.

Retention

Retain by agency for 3 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-27. INTAKE LOGS

These logs are used to track new inmates coming into the facility. Includes the name of the inmate, inmate number, date of birth, date inmate was received, criminal history information, and housing assignment. In addition, the log may indentify any special concerns such as special medical problems and potential problems with other inmates or escape risk concerns.

Retention

Retain by agency for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

Approved: 07/2000

 

9-28. MASTER PASS LIST

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.

Retention

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-29. OFFENDER CRIMINAL HISTORIES

Documents the history of all offenders on probation or parole. Includes offender's name, history of charges, commitments, name of case worker, monthly reports to probation or parole officer, copies of court records, a history of probation or parole, incident reports, restitution data, correspondence and the probation or parole agreement.

Retention

Retain for 10 years after termination of jurisdiction and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private: Social Security number, medical data.

SUGGESTED SECONDARY CLASSIFICATION

Protected: Incident reports

Public.

Approved: 08/2004

 

9-30. ORIENTATION CLASS FILES

These files document the orientation classes held by the Uinta Facility. While at this facility inmates are evaluated and then assigned a classification and housing location. The file includes the inmates' name, class rolls, classes which were held and notes.

Retention

Retain for 2 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-31. PAROLE RELEASE CALENDAR

This record serves as a reference for parole release dates. The series is used to initiate inmate move orders and to remove the inmate from the prison count. Includes the name of the inmate, inmate number, type of release, and anticipated release date.

Retention

Retain by agency until updated and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-32. PAROLE RELEASE PHOTO LOGS

This log is used to track the progress of photographing inmates who are scheduled for parole. Includes the name of the inmate, inmate number, section (unit), date photo was taken. The original photo is maintained as part of the inmate jacket or inmate file.

Retention

Retain by agency for 2 months and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-33. PRISON COMMITMENT REGISTERS

These logs are used to record information when an inmate is first admitted to a facility. Information includes inmate's name, physical description, religion, education, birthplace, occupation, crime committed, sentence information, discharge date, and prison record. Beginning in 1889, a photograph of the inmate was included.

Retention

Permanent. May be transferred to the State Archives.

SUGGESTED PRIMARY CLASSIFICATION

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

SUGGESTED SECONDARY CLASSIFICATION

Public: Name, crime committed, discharge date

Approved: 07/2000

 

9-34. PRE-SENTENCE PAROLE VIOLATION LOG

This record provides an abstract of the information sent to the facilities by the Adult Probation and Parole Offices. Includes the name of the inmate, and the type of report (i.e. parole violation, pre-sentence investigation, diagnostic report, or provocation report).

Retention

Retain for 1 year and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

Approved: 07/2000

 

9-35. RESIDENT CASE FILES

Documents the history of all residents of a community correctional center. Includes face sheet, judgment and commitment order, pre-sentence investigations, progress reports, employment information, program agreement, case plan, financial information, disciplinary/incident reports and discharge summary.

Retention

Retain for 10 years after resident is released and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Public.

SUGGESTED SECONDARY CLASSIFICATION

Private: Social Security Number, medical data

Controlled: Specific medical data

Protected: Incident reports

Approved: 04/2003

 

9-36. SPECIAL INMATE MANAGEMENT CELL FILE

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.

Retention

Retain by agency for 4 years and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

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

Approved: 07/2000

 

9-37. VISITOR'S FILES

Provides documentation of inmate visitation requests. Includes the name of the person, reason for visit, name of inmate, date and time of visit, etc.

Retention

Retain by agency for 2 years after release from prison and then destroy.

SUGGESTED PRIMARY CLASSIFICATION

Private.

SUGGESTED SECONDARY CLASSIFICATION

Public.

Approved: 04/2000