Dept. of Corrections Schedule 3: Communication Records

 

 

Certified Mail Receipts (UDC 3-1)

Records of receipts and routing of incoming and outgoing mail handled by private delivery companies such as United Parcel Service. Information may include fees paid for private deliveries (special delivery, registered, certified), date mailed, address, etc.

Retention

Retain by agency for 3 years and then destroy.

Approved: 06/1999

 

Forwarded and Returned to Sender Mail Logs (UDC 3-2)

These logs are created by the mail unit to document the "forwarded" and the "return to sender" mail for inmates who can not be located at the prison. The logs also include a list from Inmate Funds Accounting Office showing money sent through the mail that was denied and returned. Information includes the inmates name, date received, date returned or forwarded and name of sender.

Retention

Retain for 3 years and then destroy.

Approved: 06/1999

 

Indigent Mail Logs (UDC 3-3)

Indigent lists are created by Inmate Funds Accounting Office to document indigence. They are used by the mail unit to identify indigent inmates authorized to receive postage issued to each inmate on a weekly basis. If an inmate has been declared indigent, they are eligible to receive an allowance of five first-class postage stamps per week. These logs are used to document an inmate's right to access attorneys, courts, government officials, and to maintain ties with their community and family. Information includes the name of the inmate and the postage issued.

Retention

Retain by agency for 3 years and then destroy.

Approved: 06/1999

 

Inmate Forwarding Address File (UDC 3-4)

These files document an inmate's request for forwarding their mail after their release. The files also document an inmate's denial of authorization to have his mail forwarded. Information includes inmate name and number, date, new address and signature.

Retention

Retain for 3 months after inmate's release and then destroy.

Approved: 06/1999

 

Inmate Mail Control Files (UDC 3-5)

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.

Retention

Retain for 3 years after release of inmate and then destroy.

Approved: 06/1999

 

Inmate Mail Money Receipts (UDC 3-6)

These records are used to manage the delivery and receipt of business checks, government pensions and refund checks. Includes copies of money instruments (which help verify correct amount, inmate name or detect any errors), and a log showing Inmate Fund officer's receipt of Inmate Accounting envelopes. The original money instruments and log are sent to the Inmate Accounting Office.

Retention

Retain for 3 months and then destroy.

Approved: 06/1999

 

Inmate-to-inmate Correspondence Request Log (UDC 3-7)

These logs are used to track the requests received for one inmate to correspond with another inmate. Includes both approved and denied requests. Inmate-to-inmate correspondence is not permitted unless there is a compelling interest. The files include Inmate-to-Inmate Correspondence Request, Approved Inmate-to-Inmate Correspondence Log, Denied Inmate-to-Inmate Correspondence Log, and Notification of Inmate-to-Inmate Correspondence Requests. The approved request forms are placed in the inmate mail file after approval. The denied request forms are retained for 6 months and then placed into the inmate mail file. The inmate mail file is retained for 3 years after the release of the inmate.

Retention

Retain for 2 years and then destroy.

Approved: 06/1999

 

Postage Logs (UDC 3-8)

These records are created by the mail unit and are used to document the amount of staff postage used for each department. It also reflects the usage of postage for the mail unit to process inmate money transfers, indigent postage, returned to sender mail, forwarding mail and denials. Information includes the date, department, postal meter beginning and ending numbers, and authorization.

Retention

Retain for 3 years and then destroy.

Approved: 06/1999

 

Privileged Mail Log (UDC 3-9)

These files are used to document the delivery of an inmate's incoming and outgoing legal correspondence. The files are also used to acknowledge that an inmate's right to correspondence is properly fulfilled. Information includes the date received, officer on duty, name of sender, name of addressee, condition of mail when received (whether sealed or unsealed), and notations for in/out processing.

Retention

Retain for 3 years and then destroy.

Approved: 06/1999

 

Resident Long Distance Phone Call Logs (UDC 3-10)

Log used to record long distance phone calls from Correctional facility phones made by residents. Information includes date, time, name of resident, phone number called, to where/whom call was made, and the reason for the call.

Retention

Retain by agency for 1 year and then destroy.

Approved: 06/1999

 

Resident Telephone Logs (UDC 3-11)

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.

Retention

Retain by agency for 1 year and then destroy.

Approved: 06/1999

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Page Last Updated April 17, 2017 .