SOP 213.19-att-2: Filing Order for Manila Folders (Method 2)

Division:
Facilities
Effective Date:
June 30, 2020
Reference Code:
IIE08-0001
Topic Area:
213 Policy-Probation Detention Center
PowerDMS:
View on PowerDMS
Length:
313 words

Summary

This attachment provides detailed instructions for organizing detainee files using legal-sized manila folders at probation detention centers. It specifies the exact order in which documents should be filed on both the left and right sides of the folder, including warrants, disciplinary reports, program plans, intake forms, and other required paperwork. This standardized filing method ensures consistent record organization and easy document retrieval across all detention facilities.

Key Topics

  • detainee file organization
  • manila folders
  • file management
  • probation detention center records
  • document filing order
  • intake forms
  • disciplinary reports
  • program plans
  • PREA screening
  • personal property inventory

Full Text

SOP 213.19
Attachment 02

6/30/20
Page 1 of 2

Filing Order using Manilla Folders (Method 2)

When using legal-sized manilla folders, documents contained within detainee files should be
organized according to the following:

I. On the Left Side of the Manilla Folder, the following documents should be placed in
the order listed below:

A. Warrants/Requests for Holds to be placed on detainees from outside law enforcement
agencies (if applicable)
B. Notice of Transfer
C. Offender Personal Data Summary
D. Center Referral Sheet
E. Revocation/Modification Orders/Sentence/Special Conditions
F. Prior Disciplinary History
G. Transfer Email (from Center Referrals)
H. GCIC/FCIC

Note: Upon release of detainee, Notice of Transfer should be placed on top of the documents on
the left side.

II. On the Right Side of the Manilla Folder, the following documents should be placed in
the order listed below:

A. Disciplinary Reports
B. P6 (Supplemental/Case Note Sheets)
C. Post Release Program Plan
D. Program Plan
E. PREA Sexual Victim/Sexual Aggressor Classification Screening
F. Change in Assignment
G. Supervision Level Reduction
H. Supervision Assessment
I. Detainee Intake Data Form
J. Hazard Communication Training/Chainsaw Awareness Safety Video
K. Hazard Communication Work Specific Form
L. Fire Rake Crew
M. News Media Release (if applicable)
N. Health Information Release Authorization Form
O. Funds Endorsement/Emergency Contact/ Random Drug Screening/Acknowledgment
P. Certificate of Service/Issuance of Detainee Handbook and Completion of
Training/PREA Acknowledgement/Emergency Procedures and Setting it Straight
Video
Q. Applications for Visitation/Financial Privilege
R. Counselor Request
S. Visitation List
T. Telephone List
U. Health Activity Profile

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

V. Indigent Postage
W. Initial Offender Personal Property Inventory
X. Offender Personal Property Inventory
Y. Offender Property Disposal Agreement
Z. TOPPSTEP Checklist and envelope

SOP 213.19
Attachment 02

6/30/20
Page 2 of 2

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

Attachments (3)

  1. Filing Order for Facility Folder (Method 1) (329 words)
  2. Filing Order for Manila Folders (Method 2) (313 words)
  3. Detainee Case File Sign In/Out Log (66 words)
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