SOP_NUMBER: 219.01-att-4
TITLE: File Movement Reasons
REFERENCE_CODE: IIB18-0002
DIVISION: Facilities
TOPIC_AREA: Facilities Records - Case Management
EFFECTIVE_DATE: 2019-11-15
WORD_COUNT: 207
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/425308
URL: https://gps.press/sop-data/219.01-att-4/

SUMMARY:
This attachment provides a standardized coding system for documenting the reasons inmate case files are moved, accessed, or processed within the Georgia Department of Corrections records management system. The codes range from pre-admission activities through release and parole revocation, allowing staff to track and maintain accurate audit trails of all file movements. This coding system is used to ensure proper file management and records retention according to GDC procedures.

KEY_TOPICS: file movement codes, inmate records, case file tracking, file status codes, records management, admission processing, release processing, parole revocation, file retention, inmate file documentation, records audit trail, case management

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/

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

SOP 219.01
Attachment 4
11/15/19
Page 1 of 2


**FILE MOVEMENT REASONS**

01 PRE/RE-ADMIT
02 INITIAL ASSIGNMENT
03 SENTENCE PACKAGE
04 JAIL SUBSIDY
05 SECURITY CLASS/RECLASS
06 MEDICAL PROFILE
07 MENTAL HEALTH HISTORY
08 SKILLS/TEST SCORES
09 DETAINER/SPECIAL WARRANTS
10 ENEMIES/ASSOCIATES
11 CRIMINAL HISTORY
12 MISCELLANEOUS COMMENTS
13 ESCAPE/RECAPTURE
14 TRANSFERS
15 LEAVE
16 DISCIPLINARIES/INCIDENTS
17 RELEASE PROCESSING
18 COURT PRODUCTION
19 MOTIONS AND APPEALS
20 DATA MAINTENANCE
21 ADDITIONAL SENTENCE
22 CHECK COMPUTATION
23 COMBINE FILES
24 CONFIRMATION ORDER
25 CORRESPONDENCE
26 DEATH
27 DIAGNOSTIC ADDITIONAL
28 DISCHARGE
29 EXECUTION FILES (DEATH DRAWER)
30 FINGER PRINT CARDS
31 IDENTIFICATION
32 INVESTIGATION
33. MEDICAL HOLD
34 MENTAL HEALTH SUMMARY
35 MICROFILMED
36 MOBILE CONSTRUCTION
37 NAME CHANGE & INMATE NUMBER
38 OUT TO COURT


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


SOP 219.01
Attachment 4
11/15/19
Page 1 of 2

**FILE MOVEMENT REASONS (cont’d)**

39 PAROLE REVOCATION
40 PENDING PAROLE REVOCATION
41 PERSONAL HISTORY
42 PHONE CALL
43 PROCESSED FOR FILM
44 POPULATION REPORT
45 PUBLIC INFORMATION
46 RE-CLASSIFY/NEW SUMMARY
47 REASSIGN
48 RELEASE REVIEW
49 REVIEW
50 REVOCATION COMPUTATION
51 SOPP
52 SUBSTANCE ABUSE
53 SUMMARY
54 TRANSFERS-SUMMARY
55 UNABLE TO ASSUME/RTN TO CT
56 VISITOR
57 WORK RELEASE
58 NEED ADDITIONAL INFO
59 CANCEL RELEASE
60 EMERGENCY REPRIEVE
71 IMAGED AT ADMISSION
72 IMAGED AT ADMISSION
73 IMAGED AT REVOCATION
91 ACTIVE FILE
92 PAROLED
93 CLOSED FILE
94 UNAVAILABLE - LOST FILE
95 ASSUMED AT IMPLEMENTATION
97 NOT REPORTED
98 OTHER
99 UNKNOWN


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