Department Operations Manual

72030.4.5 General Chronos Section • CDC Form 108, Chrono Sheet - General (CDC Form 128-A). • CDC Form 958, Application for Restoration of Credit. • CDC Form 108, Chrono Sheet – General (SOMS - Notification in Case of Inmate Death, Serious Injury, or Serious Illness and all CDC Form 128s except for A, B-1, E and G). • CDC Form 109, Chrono Sheet - Work Reports (all CDC Forms 101 and 128-E Chronos). • Other related forms and documents. 72030.4.6

72030.4.6 Miscellaneous Section • CDC Form 191, Inmate Time Cards and Time Chronos (taped on an 8" x 11" sheet of paper). • CDCR Form 602-1, Grievance • CDCR Form 602-2, Appeal of Grievance • Miscellaneous correspondence. • CDC Form 345, Power of Attorney and Authorization for Deposit. • CDC Form 601, Temporary Community Leave Request. • CDC Form 1604, Agreement to Participate in Community Work Furlough Program. • Other related forms and documents. 72030.4.7

72030.4.7 Detainers Section • CDC Form 850, Detainer Summary. • Detainers (all documents related to specific detainers together). • All nonconfidential notices. • Advance release notices. • Other related forms and documents. 72030.4.8

72030.4.8 Parole Section • Parole violation/activity reports. • CDC Form 102, Statement Release. • CDC Form 1515, Notice and Condition of Parole. • DOJ Form SS 8047, Notice of Registration Requirement. • CDC Form 611, Release Program Study. • Other related forms and documents.

72030.4.9 BPT and NAEA Section • Addenda. • Permanent addenda. • Board decision forms. • BPT /NAEA Appeals. • Board generated psychiatric reports. • Other related forms and documents. • Like documents grouped together. 72030.4.10

72030.4.10 Microfiche Section • Microfiche duplicate copy of previously filmed records. 72030.4.11

72030.4.11 Confidential Section • Confidential file folder containing material designated as confidential. 72030.5

72030.5 Movement of Records All inmate case records, C-File, subsidiary records, and inmate records' cards shall be moved with the inmate at time of transfer. 72030.5.1

72030.5.1 Transfers See DOM 72010 for use and preparation of CDC Form 134, Records Transfer Check Sheet. • The facility case records office shall provide an advance transfer notice to each facility department of the names and identification numbers of each inmate scheduled for transfer. • The notice shall include the inmate's destination, date, and time of transfer, and the date and time the records are required to be delivered to the case records office. • Each facility department shall deliver to the case records office their respective records at the time stated. • In the event of emergency transfer and/or time does not permit advance written notice, case records staff shall telephone the departments and request immediate delivery of the records. • The sending facility/parole region shall affix all material in C-File prior to transfer. • All case records for each inmate shall be transferred with the inmate to the receiving facility, except as provided in DOM 72030.7. • Legal documents and worktime records received after the case records have been transferred shall be forwarded expeditiously by First Class Mail to the CCRM of the receiving facility. • Parole violators will have files returned from parole regions to the receiving facility as provided in DOM 75010.14.3. 72030.6

72030.6 Transfer of ID Cards Revised December 14, 2012 The receiving and release (R&R) sergeant of the sending facility shall collect and process inmates' identification cards. Cards are retained for immediate return to the inmate upon arrival at the receiving facility. The receiving facility shall ascertain that all ID cards have been delivered by the transporting staff and are returned to the inmates upon arrival at the facility. 72030.7

72030.7 Transfers Out-to-Court Revised October 2, 1992 When an inmate is transferred to another facility for out-to-court release, the following listed records only shall be transferred with the inmate: • CDC Form 103-B Card. • Health Record (medical/psychiatric file). • CDC Form 120, Visiting Records Card. • Chrono or memos setting forth any special handling or needs. • Photocopy of transfer FAX or removal order. • Photocopy of last CDC Form 128-G. • Photocopy of CDC Form 812/812(a)/812(b). • Photocopy of CDC Form 839/840. • Photocopy of up-to-date legal status summary. • Photocopy of current Abstract of Judgment(s). • CDC Form 801, Departmental Detainer. • Two photographs. The records shall be placed in a manila envelope clearly labeled with the inmate's name and CDC number. All other case records shall be retained at the sending facility/region (community correctional facility cases). Sending facility staff shall be responsible for all casework and term computations. The en route facility shall ensure that any body receipts, court documents, or any other case material is forwarded with the inmate at the time of their return to the sending facility. 72030.7.1

72030.7.1 Parole/Discharge While Out-to-Court If an inmate paroles/discharges while out-to-court, the sending facility shall notify the en route facility and the holding law enforcement agency to remove the Department's detainer. The sending facility shall notify the parole unit and region staff of the change in status and the parolee's location. Both facilities shall ensure that all of the inmate's records are forwarded to the designated region case records office. If the inmate discharges while out-to-court, the en route facility shall return all of the records to the sending facility where they shall be retained in hard copy one year and then processed as in DOM 71020.5.4. Both facilities shall ensure that all of the inmate's records are forwarded to the sending facility. 72030.7.2

72030.7.2 Paroled Cases Revised October 2, 1992 When an inmate is released to parole, all case records shall be forwarded to the appropriate region case records office no later than 10 working days after release. Facility departments shall review the daily movement sheet each day and shall immediately forward the records of each released inmate to the case records office. Miscellaneous File Material Miscellaneous file material received in the case records office, after the records have been forwarded to the region case records office, shall be screened by supervisory staff. Only material that may affect the security of the facility or inmate shall be forwarded to the region for filing. A CDC Form 134 shall be prepared and completed. All records for each inmate shall be secured together for packaging and shipping. Legal Documents Legal documents received after the records have been forwarded shall be expeditiously mailed by first-class mail to the CCRM of the appropriate parole region. 72030.7.3

72030.7.3 Discharged Cases Revised October 2, 1992 Region case records staff shall microfiche each inmate's/parolee's records within 30 days of discharge. Records of all inmates/residents discharged directly from the facility shall be forwarded to the appropriate region to be microfiched. Region I Region II Region III Region IV FSP SQ CCI RJD MCSP CTF COR CVSP CCC PBSP CIM CRC NCWF DVI NKSP CIW SCC ASP WSP CMC CMF CCWF LAC SOL VSPW CAL ISP If the microfiching is contracted to a private vendor, the region case records office shall ensure that the records are processed and forwarded to the Archives Unit. The microfiche format shall follow the order of filing for C-Files. File material from satellite records, visiting, education, etc., which are included in the C-File, shall be microfiched on the appropriately designated or miscellaneous microfiche. Not to be Microfiched The following records shall not be microfiched and the hard copies of these files shall be forwarded to the Archives Unit with the microfiches of the C-File: • Medical and psychiatric files. • Fingerprint cards. • Photographs. • Files of discharged "Z" cases (those referred for diagnostic commitment under PC 1203.03). Facility/region case records staff shall process cases of deceased inmates as provided in DOM 71020.5.8. 72030.7.4

72030.7.4 Previously Microfiched Cases C-Files that contain fiches in the old microfiche format: • The previous master and duplicate fiches shall be placed in envelopes labeled "old format." • All new fiches shall be made in the revised format and placed in separate envelopes. • The envelope containing the old master fiches shall then be securely fastened together with the envelope containing the new master fiches to form one file for shipment. The envelopes containing the old and new duplicate fiches shall likewise be secured together to form another file for shipping. One master and one duplicate set of fiches, excluding the confidential folder, shall be made and sent to the Archives Unit located at CMF in Vacaville. 72030.7.5

72030.7.5 Confidential File Folder The C-File confidential folder, the folder master, and the duplicate fiches (fiche #10, confidential) shall be sent to the ID/Warrants Unit. The ID/Warrants Unit shall fiche the confidential material. 72030.7.6

72030.7.6 Shipping Files to Archives Any files (master or duplicate fiche, or hard copy) sent to the Archives and ID/Warrants Units shall be accompanied by a CDC Form 134, Records Transfer Check sheet, which clearly indicates the inmate's/parolee's full name, CDC number, and the date of their discharge. Microfiche and hard copy files shall be forwarded from the parole regions to the Archives Unit no less than once a week. All masters and duplicates shall be shipped and stored in such a manner as to prevent mutilation or destruction. Masters shall be packaged and mailed separately from the duplicates to prevent chemical damage to the masters and to reduce the risk of loss. Case records staff shall determine if the used C-File folders are reusable. Serviceable folders shall be shipped to the nearest reception center for reuse and unserviceable folders discarded. 72030.7.7

72030.7.7 Disposition of File Material After Microfiching Upon completion of microfiching, the DGS or the State-approved local contractor shall be contacted to destroy the original file documents. 72030.8

72030.8 Revisions The Deputy Director, Institutions Division, or designee shall be responsible for ensuring that the contents of this article are kept current and accurate. 72030.9

72030.9 References PC § 2081.5. DOM § 71020. A RTICLE 6 — D ETAINERS Revised April 1, 1992 72040.1