SOP 213.19-att-1: Filing Order for Facility Folder (Method 1)

SOP 213.19
Attachment 1

6/30/20
Page 1 of 2

Filing Order Using Facility Folder (Method 1)

When using facility folders, documents contained within detainee files should be organized into
the following sections:

I. Accounting Documents:

A. Funds Endorsement
B. Authorization to Deduct Monies from Detainees Accounts (medical co-payments,
property damage, etc.)
C. Letters returning unauthorized monies

II. Department of Community Supervision Probation Case Materials Received from

the Sentencing Circuit:
(*Exception: Case notes (P-6's) should be placed behind the Case notes generated at each

Center and filed with documents in Counseling Section.)

A. Warrants/Requests for Holds to be placed on detainees from outside law
enforcement agencies (if applicable)
B. Transfer Letter of Transmittal
C. Center Referral Sheet (if applicable)
D. GCIC Report (if applicable)
E. P-1 - (Case History/Field Sheet)
F. Revocation, Modification Orders, Sentence
G. Special Conditions
H. Pre-Sentence Investigation
I. Pre-Admission Orientation Signature Sheet
J. Other pertinent documentation received from sentencing circuit

III. Counseling Documents:

A. P-6 (Supplemental Sheets / Case notes). Case notes generated at the center should
be placed on top of the supplemental sheets received from the Sentencing Circuit.
B. Post Release Program Plan
C. Detention Center Program Plan
D. Pre-Release Evaluation (to be circulated approximately 1 month prior to release
E. Supervision Level Reduction
F. Supervision Assessment
G. Change of Assignment
H. Detainee Intake Data
I. News Media Release Form (if applicable)
J. Visitation List
K. Certification of Issuance of Detainee Handbook
L. Acknowledgment of Pre-Admission
M. Miscellaneous in-house forms (if applicable)

Retention Schedule: This attachment shall be maintained locally until replaced or obsolete, then destroyed.

SOP 213.19
Attachment 1

6/30/20
Page 2 of 2

IV. Security Related Documentation:

A. Disciplinary Reports
B. Incident Reports
C. Agreement to Participate on Detainee Fire Rake Crew (where applicable)
D. Clothing Record (if applicable)
E. Letters returning contraband
F. Detainee Photo
G. Receipt/Disposal of Contraband
H. Personal Property Inventory
I. Miscellaneous In-House Forms (if applicable)

V. Medical Documents:

A. Pre-Admission Medical Checklist

Retention Schedule: This attachment shall be maintained locally until replaced or obsolete, then destroyed.