SOP_NUMBER: 219.01-att-3
TITLE: Organization of Offender Institutional File
REFERENCE_CODE: IIB18-0002
DIVISION: Facilities
TOPIC_AREA: 219 Policy-Facilities Records-Case Management
EFFECTIVE_DATE: 2019-11-15
WORD_COUNT: 252
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/232934
URL: https://gps.press/sop-data/219.01-att-3/

SUMMARY:
This attachment provides the standardized organizational structure for maintaining offender institutional files within Georgia Department of Corrections facilities. It specifies which documents must be filed on the left side versus right side of an offender's file, identifies documents that must be kept on top (performance recording sheets, booking reports, and fingerprint records), and establishes a retention schedule for file documents. This applies to all institutional staff responsible for managing offender case files and records.

KEY_TOPICS: offender file organization, institutional records, case management files, file management, left side documents, right side documents, security classification, booking reports, incident reports, disciplinary reports, parole review, sentence computation, transfer orders, classification documents

ATTACHMENTS:
  1. Counselor Supervisor 5% Counselor Caseload Review Form
     URL: https://gps.press/sop-data/219.01-att-1/
  2. Institutional File Review Form
     URL: https://gps.press/sop-data/219.01-att-2/
  3. Organization of Offender Institutional File
     URL: https://gps.press/sop-data/219.01-att-3/
  4. File Movement Reasons
     URL: https://gps.press/sop-data/219.01-att-4/

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FULL TEXT:
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SOP 219.01
Attachment 3
11/15/19
Page 1 of 2



ORGANIZATION OF OFFENDER INSTITUTIONAL FILE



LEFT SIDE

PERFORMANCE RECORDING SHEET
(ALWAYS KEEP ON TOP)

SECURITY RECLASSIFICATION FORMS

WORK ACTIVITY PERFORMANCE
REPORT/SEMI-ANNUAL REPORT

CLASSIFICATION SUMMARY PACKAGE

PHYSICAL EXAMINATION AND
DENTAL EXAMINATION (COMPLETED
AT DIAGNOSTIC CENTERS)

OFFENDER/ACTIVITY/HEALTH
SERVICES PROFILE (PHYSICAL
PROFILE-COMPLETED AT DIAGNOSTIC
CENTERS/PHYSICAL PROFILE
UPDATE/MEDICAL REPORTS)

PSYCHIATRIC REPORTS

PICKUP ORDER/PRISONER'S PERSONAL
HISTORY SHEET/
INDICTMENT/SENTENCE

DETAINERS

FBI FINGERPRINT RECORD
(ALWAYS KEEP ON TOP OF OCB)

OFFENDER CRIMINAL BIOGRAPHY
(ALWAYS KEEP ON TOP OF
FP CARD)



RIGHT SIDE

BOOKING REPORT
(ALWAYS KEEP ON TOP)

INSTITUTIONAL JOB ASSIGNMENT

SECURITY OR JOB CHANGE

PERMANENT ASSIGNMENT FROM DOC
WITH SECURITY CLASSIFICATION
(FILED UNDER SECURITY/JOB
CHANGES)

SENTENCE COMPUTATION
FORM/UPDATE OF SENTENCE
COMPUTATION FORM (FILED UNDER
DOC PERMANENT ASSIGNMENT)

OFFENDER PERSONAL PROPERTY
INVENTORY

VISITATION REQUEST SHEET/
AUTHORIZATION FOR MAIL
INSPECTION

INCIDENT REPORTS

DISCIPLINARY REPORTS

PAROLE REVIEW SUMMARY

PAROLE DECISION GUIDELINES/
NOTICE OF TENTATIVE ACTION

INSTITUTIONAL PROGRAM
INVOLVEMENT (AA, ETC.)

TRANSFER REQUESTS

TRANSFER ORDERS/CPO

OFFENDER/FAMILY
CORRESPONDENCE



Retention Schedule: This attachment shall be utilized as instructed in the SOP and shall be destroyed when replaced
or obsolete.


SOP 219.01
Attachment 3
11/15/19
Page 2 of 2


HAZARD COMMUNICATION TRAINING
CERTIFICATE

OFFENDER PROPERTY DISPOSAL

OFFENDER CONTRABAND DISPOSAL

ORIENTATION FORMS FOR
DIAGNOSTICS/PERMANENTS

OFFENDER CREDIT ENDORSEMENT
FORM

ISOLATION/SEGREGATION RECORD
SHEETS

ISOLATION/SEGREGATION CHECK
LISTS


NOTE: ANY DOCUMENTS NOT LISTED ON THIS PAGE SHOULD BE KEPT ON THE
RIGHT-HAND SIDE OF THE OFFENDER'S FILE.


Retention Schedule: This attachment shall be utilized as instructed in the SOP and shall be destroyed when replaced
or obsolete.