SOP_NUMBER: 213.19
TITLE: Detainee Case Files
REFERENCE_CODE: IIE08-0001
DIVISION: Facilities Division
TOPIC_AREA: 213 Policy-Probation Detention Center
EFFECTIVE_DATE: 2020-06-30
WORD_COUNT: 1958
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/106118
URL: https://gps.press/sop-data/213.19/

SUMMARY:
This policy establishes requirements for creating, maintaining, organizing, storing, and managing confidential case files for all detainees admitted to Probation Detention Centers. Case files are classified as confidential state secrets and must contain standardized documents including court orders, probation materials, intake data, program plans, and disciplinary records. Files must be organized using one of two approved methods, stored securely, retained for four years after detainee release, and then forwarded to the State Records Center for archival.

KEY_TOPICS: detainee case files, confidential records, state secrets, file organization, record retention, case file contents, intake documents, file storage, record management, Probation Detention Center, court documents, disciplinary records, file discharge procedures

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/

========================================================================
FULL TEXT:
========================================================================

|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 1 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|


**I.** **Introduction and Summary:**







A case file is established and maintained for each detainee admitted to a Probation
Detention Center (Center). All detainee case files are classified as confidential state
secrets in accordance with O.C.G.A. § 42-5-36.

Center file information may be released by the Office of Legal Services upon receipt
of a legally valid subpoena or if the records are declassified by the Commissioner.

**II.** **Authority:**

A. O.C.G.A. §§: 42-5-36, 42-8-65 and 42-9-41;

B. Ga. Comp. R. & Regs. 125-1-2-.02;

C. GDC Standard Operating Procedures (SOPs): 219.01 Case Management - Records

Maintenance, 219.03 Access to Facility Offender Records, and 101.07 Open
Records Request; and

D. ACA Standards: 4-ALDF-4D-11, 4-ALDF-4D-22-8, 4-ALDF-6C-15, 4-ALDF
7D-20, 4-ALDF-7D-21, 4-ALDF-7D-22, 4-ALDF-7D-23, 4-ALDF-2A-28, and 5ACI-5A-02 (ref. 4-4286).

**III.** **Definitions:** None.

**IV.** **Statement of Policy and Applicable Procedures:**

A. The sentencing judicial circuit shall forward a legible copy of the necessary transfer

documents and case materials to the receiving Center.


1. The originals shall be retained in the circuit;

2. Upon discharge of the detainee, the Center shall:


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 2 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



a. Ensure that all original supplement sheets are generated while in the

Center;

b. Generate information necessary for continued supervision or closing of the

case;

c. Post release plans;

d. Post new court orders; and

e. Forward modifications to the referring Department of Community

Supervision (DCS) office for inclusion in the original case file.

3. The remaining copied materials in the Center case file shall be:


a. Maintained for at least ninety (90) days from the discharge of the detainee;

and

b. Then shall be sent to the State Records Center.

4. All files will be retained for four (4) years from the date of release and then

destroyed in accordance with State Record Center policy;

5. The Superintendent shall have the authority to direct longer retention of a

particular file or files if determined necessary to do so;

6. For purposes related to this procedure, discharge may include:


a. Program completion;

b. Death of detainee; or


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 3 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



c. Any other occurrence that terminates the Center's interest in the detainee

in question.

7. Files of escaped detainees shall be:


a. Maintained until recapture and disposition of the case.

8. Files of released detainees shall be:


a. Boxed alphabetically by detainee name;

b. By release month; and

c. By year prior to sending them to the State Records Center.

B. Detainee case files will be standardized as to their content and will contain the

following documents:

1. Court documents including:


a. Sentence to the Center; and

b. Special conditions.

2. DCS/Probation case materials:


a. Received from the sentencing circuit;

b. Copies of Supplemental Sheets;

c. P-1, PSI if available;

d. Transfer Letter of Transmittal; and


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 4 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



e. Pre-admission Orientation Document, etc.;

3. Detainee Intake Data Sheets:


a. Signed acknowledgement of receipt of the handbook;

b. Supervision Assessment; and

c. Related classification documents.

4. Program Plan;

5. Visitation List;

6. Supplemental Sheets;

7. Documents generated from:


a. Disciplinary hearings;

b. Classification; and

c. Incidents pertaining to the detainee.

8. Photo of detainee;

9. Personal Property forms;

10. GCIC/NCIC information;

11. Indication of admission date; and

12. Maximum release date.


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 5 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



C. Detainee case files will be standardized as to their organization:


1. Each Center may choose which method is best suited for their particular needs;

2. All case files will be organized by using one of the two methods listed below:


a. Method One: A facilities inmate folder (four-sectioned, expandable legal
size file folder with a hard pressboard cover) will be used to organize and
maintain detainee records.


i. New documents used during the intake process of new detainees, as

well as those generated while the detainee is incarcerated at the Center,
should be placed in the facilities inmate folder;

ii. The contents of all detainee files will be organized according to the

order outlined in Attachment 1;

iii. Upon discharge of the detainee, the remaining copied materials in the

Center case file shall be transferred to a legal-size manila folder; and

iv. This folder will be maintained for at least ninety (90) days from the

discharge of the detainee and then be forwarded to the State Records
Center;


b. Method Two: A legal-sized manila folder will be used to organize and

maintain detainee records.


i. New documents used during the intake process, as well as those

generated while the detainee is incarcerated at the Center will be
arranged as outlined in Attachment 2.


ii. Upon discharge of the detainee, the remaining copied materials in the

Center case file shall be:


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 6 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



iii. Maintained for at least ninety (90) days from the discharge of the

detainee; and

iv. Then forwarded to the State Records Center.

D. Case files will be stored in a secured, designated record storage room:


1. Files will be stored in metal, fire-resistant cabinets;

2. Files will be stored alphabetically;

3. Inactive files will be stored separately from active files;

4. A staff person will be designated as the detainee record manager and shall be

responsible for the:


a. Maintenance;

b. Security;

c. Organization;

d. Daily reconciliation; and

e. Accountability of detainee records Monday through Friday during normal

business hours.

5. Attachment 3 of this policy will be used as a standardized method for all

Detention Centers to record the signing in and signing out of Detainee Files;

6. A bound logbook will be used for official entries in documenting:


a. The times of day that the Detainee File Room was opened;


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 7 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



b. The time of day that it was closed; and


c. A statement verifying the daily reconciliation of all files assigned to the

Detainee File Room.

7. In the event that a file is missing, the following steps will be taken:


a. Notate missing file in the bound logbook; and

b. Complete an incident report and submit to the Assistant
Superintendent/Superintendent.

8. In no case will a Detainee File be taken out of the Detainee File Room without

being signed out;

9.  Dido marks or any type of entry meant to signify a continuation of a repeated

entry are not to be made on the:


a. Detainee Case File;

b. Sign In/Sign Out Log; or

c. In the Official Logbook of the Detainee Records/File Room.

10. All entries should be printed legibly, with all spaces requiring information

completed with each individual entry;

11. Each Superintendent shall publish a list of those staff positions which have

unlimited access to detainee files;

12. Other access must be approved by the Superintendent or designee;


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 8 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



13. No detainee will have access to confidential case files or be placed in a job

assignment that would afford access to such records.

E. Confidentiality of Records:


1. Interns and volunteers may be shown case data, and cases may be discussed

with them on a need-to-know basis only;

2. Volunteers should not be given copies of any detainee records or data;

3. Referral agencies and professional individuals involved in the treatment of

detainees may be provided information on a need-to-know basis as an
extension of treatment;

4. However, before providing any information, either verbally or written, a signed

“Authorization for Release of Information” form should be obtained from the
detainee;

5. A copy of this form will be maintained in the case file;

6.  The only information which can be released to the public is that which is public

record, such as verifying that a person is on probation, the charge and the
sentence. However, even this information should not be offered freely, but
given only when specifically requested; and

7.  Information regarding where a detainee lives or works is confidential and will

not be given to the public;

F. Some probationers may be sentenced under provisions of the First Offender Act

(F.O.A.):


1. The following criminal justice agencies may request the record of discharge in a


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 9 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|



F.O.A. case when certification is made that new criminal charges are pending per
O.C.G.A. § 42-8-65:


a. Attorney General;

b. A District Attorney;

c. The office of a county probation system or of a state or county probation

system of another state or of the United States;

d. An office of the State Board of Pardons and Paroles; and

e. An office of the pardons and paroles division of another state, or of the

United States.

2. The record of discharge is the only information which should be released and only

when requested by one of the above authorized agencies on a form provided by
GCIC for a record check or on a form bearing the statement:


a. "This is to certify that the above-named has criminal charges pending in the

court of………………………..”  (Signature of official).

3. On a quarterly basis, the Superintendent will conduct an audit and review 10% of

case files to ensure that files are accurate, up-to-date and properly maintained.

**V.** **Attachments:**

Attachment 1: Filing Order for Facility Folder (Method 1)
Attachment 2: Filing Order for Manila Folder (Method 2)
Attachment 3: Detainee Case File Sign In/Out Log


|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|**Policy Name:**Detainee Case Files|
|**Policy Number:** 213.19|**Effective Date:** 6/30/2020|**Page Number:** 10 of 10|
|**Authority:**<br>Commissioner<br>|**Originating Division:** <br>Facilities Division<br>(Detention Centers)|**Access Listing:**<br>Level I: All Access<br>|


**VI.** **Record Retention of Forms Relevant to this Policy:**







Upon completion, Attachment 1 and 2 of this SOP will be maintained until such time
the SOP is revised or becomes obsolete. Attachment 3 will be maintained on file for
twelve (12) months.