Perf-Based Stds, Adult Corr. Inst. 5th ed March 2021

Performance Standard 1E: Case Records

1E. - PERFORMANCE STANDARD: CASE RECORDS The facility promotes appropriate security, access control and other measures designed to assure the integrity of records entrusted to its care. Case Record Management

5-ACI-1E-01 (Ref. 4-4095)

Written policy and procedure govern case record management, including at a minimum the following areas: the establishment, use, and content of inmate records; right to privacy; secure placement and preservation of records; and schedule for retiring or destroying inactive records. Comment : An orderly and timely system for recording, maintaining, and using data about offenders increases the efficiency and effectiveness of the program and ser- vice delivery and the transfer of information to the courts and release authorities.

Protocols : Written policy and procedure. Case record management process.

Process Indicators : Observation. Interviews. Inmate records.

Transfer of Records 5-ACI-1E-02 (Ref. 4-4096)

Written policy, procedure, and practice provide that an updated case file for any inmate transferred from one institution to another is transferred simulta- neously or, at the latest, within 72 hours. Comment : Continuity of correctional programming for inmates transferred from other in- stitutions requires that staff have the benefit of a complete cumulative case record as soon as possible. The same policy and procedure should apply to the transfer of medical files.

Protocols : Written policy and procedure.

Process Indicators : Transfer logs. Inmate case files. Interviews.

Computation of Time Served 5-ACI-1E-03 (Ref. 4-4097)

Written policy, procedure, and practice provide that inmate time is accurately computed and recorded in conformance with applicable statutes and regulations.

Comment : The accurate computation and recording of any “good time” earned or time forfeited is vital for incarcerated persons. Each inmate’s case file should in- clude an up-to-date record of time served and time remaining.

Protocols : Written policy and procedure. Inmate compensation plan.

Process Indicators : Inmate interview. Inmate records. Documentation of inmate compensation.

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