SOP_NUMBER: 401.06
TITLE: Offender Supplies Inventory Control
REFERENCE_CODE: IVA01-0007
DIVISION: Executive Division (Office of Professional Development)
TOPIC_AREA: 401 Policy-OPD, Care and Custody
EFFECTIVE_DATE: 2020-05-27
WORD_COUNT: 894
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/105433
URL: https://gps.press/sop-data/401.06/
SUMMARY:
This policy establishes procedures for GDC facilities to properly manage and maintain inventory of offender and detainee clothing, bedding, and supply items. It requires all supplies to be stored in a single secured location with limited access, tracked through the SCRIBE Care and Custody Module software system, and subject to monthly physical inventory counts that must be reconciled with system records. Each facility must designate at least two trained personnel to operate the SCRIBE system and submit monthly inventory reports by the fifth day of the following month.
KEY_TOPICS: inventory control, offender supplies, prisoner supplies, clothing inventory, bedding inventory, warehouse security, SCRIBE Care and Custody Module, physical inventory, inventory reconciliation, warehouse management, supply tracking, detainee supplies, inventory rotation, First-In/First-Out, authorized personnel, inventory status report
========================================================================
FULL TEXT:
========================================================================
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|
|**Policy Number:** 401.06|**Effective Date:** 5/27/2020|**Page Number:** 1 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Executive Division (Office of
Professional Development,
Care and Custody Section)|**Access Listing:**
Level I: All Access
|
**I.** **Introduction and Summary:** It is the policy of the Georgia Department of
Corrections (GDC) to provide guidance in setting and maintaining, proper and
accurate, inventory levels for the warehousing of prisoner supply items.
**II.** **Authority:**
A. Standards for the Administration of Correctional Agencies: 2-CO-1B-08:
B. Standards for Adult Correctional Institutions, with 2014 Standards Supplement: 4
4037, 4-4163, 4-4334, and 4-4335:
C. Standards for Adult Correctional Institutions, 5th edition, with 2014 and 2016
Standards Supplement: 5-ACI-1B-13, 5-ACI-2E-09, 5-ACI-5D-06, and 5-ACI5D-07: and
D. Standards for Adult Local Detention Centers, 4th edition, with 2014 and 2016
Standards Supplement: 4-ALDF-7D-15.
**III.** **Definitions:**
A. **SCRIBE Care and Custody Module** - A specific CAPTIVA based software
system module with restricted access that is used to record and maintain the
offender/detainee clothing record; staff clothing record; a facility's inventory of
offender/detainee clothing, bedding and supplies; and a facility’s inventory of
security supplies and equipment.
B. **Central Care and Custody** - The office of Care and Custody Manager, Business
Manager located in Decatur, Georgia.
C. **CAPTIVA** - Georgia Department of Corrections (GDC) Intranet.
**IV.** **Statement of Policy and Applicable Procedures:**
A. **Inventory Management:**
1. All offender/detainee supply items purchased by Care and Custody must be
located in a single secured area.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|
|**Policy Number:** 401.06|**Effective Date:** 5/27/2020|**Page Number:** 2 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Executive Division (Office of
Professional Development,
Care and Custody Section)|**Access Listing:**
Level I: All Access
|
2. Any facility unable to warehouse and issue all offender/detainee clothing,
bedding, and supply items from a single location must receive specific
permission from the Manager of Care and Custody for this variation from the
Standard Operating Procedure.
3. All offender/detainee clothing, bedding and supply items purchased by Care
and Custody must be correctly labeled, counted, and arranged by item
description, size, and separated by new and used.
4. All warehouse shelving must be clearly labeled, neatly arranged, and organized
to simplify physical inventory counts. Shelved inventory must be rotated FirstIn/First-Out.
B. **Warehouse Security:**
1. All offender/detainee clothing, bedding and supply items purchased by Care
and Custody must be secured with limited access.
2. Only authorized personnel shall be allowed access to the prisoner supply area.
3. Any personnel with authorized access to the Care and Custody warehouse must
be trained and follow all procedures set forth by Care and Custody regarding
the issuing/receiving and warehousing of offender/detainee clothing, bedding
and supply items.
C. **SCRIBE Care and Custody Module:**
1. All facilities must issue and receive all offender/detainee clothing, bedding and
supply items purchased by Care and Custody through the SCRIBE Care and
Custody Module.
2. All facilities must have two identified and trained personnel for the SCRIBE
Care and Custody Module. One primary and one back-up user.
3. All SCRIBE Care and Custody Module training will be scheduled and
provided by Care and Custody staff only.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|
|**Policy Number:** 401.06|**Effective Date:** 5/27/2020|**Page Number:** 3 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Executive Division (Office of
Professional Development,
Care and Custody Section)|**Access Listing:**
Level I: All Access
|
4. Any change in SCRIBE Care and Custody Module operators must be reported
to your Care and Custody Advisor within 72 hours to schedule training for the
new SCRIBE operator.
D. **Monthly Inventory:**
1. A monthly physical inventory must be conducted and reconciled with the
SCRIBE Care and Custody Module.
2. The SCRIBE operator must print out their Inventory Status Report from the
SCRIBE Care and Custody Module.
3. An actual count must be conducted on all on-hand inventories, to include all
new and used.
4. The SCRIBE operator must compare the actual count to the SCRIBE Care and
Custody Module printed inventory.
5. The SCRIBE Care and Custody Module operator must make the necessary
adjustments in SCRIBE to make it match the actual on-hand inventory, to
include new and used.
E. **Reports:**
1. After reconciling the computer inventory report with the actual on-hand
inventory, the SCRIBE Operator must save the revised Monthly Inventory
Status Report for the appropriate month in the SCRIBE Care and Custody
Module.
2. The Monthly Physical Inventory Report and the Monthly Destroy Report must
be submitted in the SCRIBE Care and Custody Module by the 5th day of the
following month.
|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|**Policy Name:**Offender Supplies Inventory Control|
|**Policy Number:** 401.06|**Effective Date:** 5/27/2020|**Page Number:** 4 of 4|
|**Authority:**
Commissioner|**Originating Division:**
Executive Division (Office of
Professional Development,
Care and Custody Section)|**Access Listing:**
Level I: All Access
|
**NOTE:** See CAPTIVA (GDC Intranet Home Page) for a link to the Care and
Custody Module User Guide that contains step by step instructions for managing
inventory in the Care and Custody Module.
**V.** **Attachments:** None.
**VI.** **Record Retention of Forms Relevant to this Policy:** None.