SOP_NUMBER: 213.19-att-1
TITLE: Filing Order for Facility Folder (Method 1)
REFERENCE_CODE: IIE08-0001
DIVISION: Facilities
TOPIC_AREA: 213 Policy-Probation Detention Center
EFFECTIVE_DATE: 2020-06-30
WORD_COUNT: 329
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/106115
URL: https://gps.press/sop-data/213.19-att-1/

SUMMARY:
This attachment provides the standardized filing order and organization system for detainee files maintained in facility folders at probation detention centers. It specifies how documents should be organized into five main sections: accounting documents, Department of Community Supervision probation case materials, counseling documents, security-related documentation, and medical documents. This procedural guide ensures consistency and accessibility of detainee records across facilities.

KEY_TOPICS: file organization, detainee records, document filing order, facility folders, probation detention center, file management, case files, records organization, accounting documents, counseling documents, security documentation, medical documents, case history, disciplinary records, incident reports

ATTACHMENTS:
  1. Filing Order for Facility Folder (Method 1)
     URL: https://gps.press/sop-data/213.19-att-1/
  2. Filing Order for Manila Folders (Method 2)
     URL: https://gps.press/sop-data/213.19-att-2/
  3. Detainee Case File Sign In/Out Log
     URL: https://gps.press/sop-data/213.19-att-3/

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FULL TEXT:
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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.