SOP 214.03: Inmate/Probationer Request of Vital Records

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|`Functional Area: `
`Facilities Operations`|`Reference Number: `
`IIA16-0001`
`(214.03)`|`Revises`
`Previous`
`Effective Date:`
`5/15/2007`|
|`Subject:`
`Inmate/Probationer Request`
`of Vital Records`|||
|`Authority:`
`Bryson/Jacobs`|`Effective Date:`
`04/23/15`|`Page``1`` of`
`3 `|

I. POLICY:

   This Standard Operating Procedure will serve as a guideline
   for the legitimate request of any vital record of an
   inmate/probationer under the jurisdiction of the Georgia
   Department of Corrections. This standard operating procedure
   does not govern or in any way have any impact on an
   inmate’s/probationer’s ability to obtain a birth certificate
   through the TOPPSTEP standard operating procedure (VB01-0009)
   free of charge as a participant in the TOPPSTEP procedure.

II. APPLICABILITY:

   All incarcerate facilities housing inmates/probationers under
   the jurisdiction of the Georgia Department of Corrections
   including Private Prisons.

III. RELATED DIRECTIVES:

   A. O.C.G.A. 31-10-1 through 31-10-32.

   B. GDC-SOP:VB01-0009 TOPPSTEP.

IV. DEFINITIONS:

   A. Vital Records: for the purposes of this Standard
      Operating Procedure the term vital records will be
      defined in accordance with O.C.G.A. 31-10-1 (17) as means
      certificates or reports of birth, death, marriage,
      divorce, dissolution of marriage, or annulment and data
      related thereto.

   B. Legitimate Request: for the purposes of this Standard
      Operating Procedure a legitimate request means to comply
      or be in compliance with the law.

|Functional Area:
Facilities Operations|Prev. Eff. Date:
5/15/2007|Page 2 of
3|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`04/23/15`|`Reference Number:`
`IIA16-0001`
`(214.03)`|

V. ATTACHMENTS:

   Attachment 1: Inmate/Probationer Request for a Vital Record

VI. PROCEDURES:

   A. Whenever an inmate/probationer has a legitimate request
      for a vital record as defined in the definitions section
      of this standard operating procedure the following
      procedures will be adhered to by the inmate/probationer:

      1. The inmate/probationer will clearly explain in
         writing to the Warden/Superintendent the
         circumstances for a legitimate request for a vital
         record.

      2. The inmate/probationer will provide verifiable
         information (i.e. name, ID number, reason (s) etc.)
         that necessitates the request for a vital record.

      3. The inmate will send the letter through their
         assigned counselor, who will authenticate the
         validity of this request.

      4. If the Warden/Superintendent deems the request
         appropriate the inmate will be notified by the
         assigned counselor that a $10.00 fee is required to
         be deducted from their inmate/probationer account
         for each type of vital record document requested in
         accordance with Georgia Law. Also a $5.00 fee is
         required for any additional copy of the same type of
         vital record document requested by the
         inmate/probationer. This fee will accompany the
         request when forwarded to the Vital Records Branch
         of the Georgia Department of Human Resources.

      5. If the Warden/Superintendent or his/her designee
         cannot determine that the inmate request is
         legitimate the request will be denied, the inmate
         will be notified and the reason (s) for denial will
         be CLEARLY documented in the inmate/probationer
         administrative/case history file.

      6. If the request for a Vital Record is forwarded to
         the Vital Records Branch of the Department of Human

|Functional Area:
Facilities Operations|Prev. Eff. Date:
5/15/2007|Page 3 of
3|
|---|---|---|
|`Functional Area:`
`Facilities Operations`|`Effective Date:`
`04/23/15`|`Reference Number:`
`IIA16-0001`
`(214.03)`|

         Resources and the request is denied by the Vital
         Records Branch in accordance with Georgia Law, then
         the reason for denial will be sent to the
         Warden/Superintendent or his/her designee. This
         information will be placed in the inmate/probationer
         administrative/case history file and a copy will be
         given to the inmate/probationer. The $10.00 fee (and
         any additional $5.00 fee [s]) will also be returned
         to the facility from the Vital Records Branch and
         appropriately credited to the inmate’s account.

      7. This process for the request for a vital record is
         not grievable, as the Department of Human Resources
         is the official repository of Vital Records in the
         State of Georgia.

VII. RETENTION SCHEDULE:

   A copy of attachment one of this SOP will be placed in the
   inmate/probationer administrative/case history file and will
   be retained according to the official records retention
   schedule for that file.