Rule 125-2-4-.05: Records

In order that inmate records may be maintained in a uniform and effective manner, the following procedures shall be used:

(a) Each institution shall employ a full-time Business and/or Records Manager who shall be specifically charged with responsibility for the care and maintenance of inmate records. The Business/ Records Manager shall be a full-time employee and shall not be a Warden/Superintendent, Deputy Warden/Superintendent or any county official.

(b) Each institution shall maintain a case file on each inmate who is incarcerated at the institution. The inmate's case file shall contain all documents, orders and correspondence pertaining to the individual and any actions taken concerning him (her). Periodic case recordings reflecting an inmate's progress or lack of progress shall also be maintained in his (her) official records.

(c) Each institution shall maintain a secure records office where all inmate case files shall be stored in a fire protected environment. Inmate records shall not be maintained in the County Courthouse, the Warden/Superintendent's residence of similar inappropriate places.

(d) No inmate shall be permitted to have access to any inmate case file.

(e) Whenever an inmate is transferred from one institution to another, his (her) case file shall be transferred with him (her).

Cite as Ga. Comp. R. & Regs. R. 125-2-4-.05

Authority: Ga. Constitution 1983, Art. XI, Sec. I, O.C.G.A. Secs. 42-2-11 , 42-5-51 , 42-5-59 , 42-10-2 .

History. Rule entitled "Records" adopted as R. 415-2-4-.05. F. Nov. 14, 1984; eff. Dec. 4, 1984, renumbered as R. 125-2-4-.05 of same title. F. June 28, 1985; eff. July 20, 1985, as specified by the Agency.