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

Performance Standard 1F: Information Systems and Research

5-ACI-1F-07 (Ref. 4-4101)

All staff who have direct access to the information in the information system have authorized access associated with their job duties and are trained in and responsive to the system’s security requirements.

Comment : Written policy should specify which persons have direct access to the information system.

Protocols : Written policy and procedure.

Process Indicators : Staff training records. Interviews. Documentation of autho- rized access.

Sharing of Information 5-ACI-1F-08 (Ref. 4-4102)

The institution or parent agency collaborates with criminal justice and service agencies in information gathering, exchange, and standardization.

Comment : System wide collaboration is critical to effective management and timely decision making and helps prevent or reduce duplication of effort and costs. Institu- tions should share information among themselves while respecting the confidential- ity and privacy of offender records.

Protocols : Written policy and procedure.

Process Indicators : Documentation of collaboration (e.g. meeting agendas).

Master Index and Daily Reports 5-ACI-1F-09 (Ref. 4-4103)

The institution maintains a single master index identifying all inmates who are assigned to the institution.

Comment : Staff should maintain an up-to-date master index that indicates the sta- tus and whereabouts of each inmate, including those on the institutional grounds, those temporarily off the grounds or in satellite units, and any escapees. This infor- mation should be readily available to administrative and supervisory personnel.

Protocols : Written policy and procedure. Accounting system. Forms. Identification forms/formats.

Process Indicators : Completed forms. Facility records and logs. Documentation of inmate accounting activities. Staff interviews.

Adult Correctional Institutions, Fifth Edition 43