Policy Text
CORRECTIONAL SERVICES Page 1 of 4 5/03 (REV 7/07)
MJ/RCCC
OPERATIONS ORDER
Prisoner File System / Teletypes / Information Requests
The purpose of this Order is to e stablish consistent general pr ocedures regarding the
establishment and maintenance of a file system for prisoner rec ords, the handling of
teletype messages, and information requests for custody records at the Main Jail and
and the Rio Cosumnes Correctional Center (RCCC).
I. Prisoner File System
A. Booking records staff are res ponsible for developing, mainta ining,
deactivating, and storing prisoner records and files in a secur e and
controlled environment which will ensure the information is ava ilable only
to authorized personnel.
B. Booking records staff shall cr eate a new custody file for ea ch prisoner
booked. The file will include all pertinent information regardi ng the arrest
and custody of the prisoner, and will be stored alphabetically by the
prisoner’s last name.
C. Custody files for prisoners who are scheduled to leave custo dy on
temporary transfers or temporary releases and are expected to r eturn to
local custody will be kept separat e from the files of prisoners in custody.
1. The court coordinator or other authorized booking records st aff will
assign a housing location of “TMP OUT” for either Main Jail (NMJ)
or RCCC (R3C) for the prisoner, and a projec ted return date will be
entered into the Jail Informati on Management System (JIMS).
2. The custody number will be reactivated by booking records st aff
upon the prisoner’s return to cust ody, after which the file wil l be
returned to the file locati on for prisoners in custody.
D. Custody files for prisoners who are permanently released wil l be placed in
the inactive file area.
1. Inactive files older than one (1 ) day will be removed and st ored in
containers by midnight of each day. The stored inactive files w ill be
forwarded to archives at the beginning of each day watch.
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MJ/RCCC 2. After thirty (30) days, inactive files will be transferred t o electronic
imaging systems and stored indefinitely.
E. Correctional Health Services staff maintains separate prison er files for all
medical records for prisoners incarcerated at the Main Jail and at RCCC .
For confidentiality reasons, custody staff does not have access to medical
records.
II. Teletypes
A. Booking records staff will ma intain a teletype log to track the transmission
and reception of teletype messa ges via the Calif ornia Law Enfor cement
Telecommunication System (CLETS).
B. Teletypes received at the Main Jail and at RCCC will be documented
using the information in the tele type including, but not limite d to:
1. The prisoner’s name and X-reference number.
2. The mnemonics of t he sending agency.
3. The operator’s initials, dat e and time the teletype is recei ved.
4. Any action taken regarding the teletype.
C. If appropriate, the necessary u pdates to the prisoner record s in JIMS will
be completed and appropriate act ions taken, including but not l imited to:
1. Supplemental arrests , holds, and detainers.
2. Notifications to other agenc ies of court dates and times.
D. After the updates are complet ed, a copy of the teletype will be placed in
the prisoner’s custody file.
E. Teletypes sent from the Main Jail o r RCCC will be documented on a
teletype log with the following information:
1. The prisoner’s name and X-reference number.
2. The mnemonics of the receiving agency.
3. The operator’s initials, dat e and time the teletype was sent .
4. Charges, bail, and pick -up date, if applicable.
F. If the teletype received at the Main Jail or RCCC is regarding a warrant
for service, the warrant will be processed and a teletype messa ge will be
sent to the originating law en forcement agency (LEA) acknowledg ing
service of the warrant.
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MJ/RCCC 1. The warrant will be placed in abeyance.
2. The warrant will be “located” ( served) in CLETS and updated.
G. The court coordinator will collect the teletype logs on a mo nthly basis. The
logs will be stored in the file archives.
III. Information Requests
A. The Main Jail and RCCC may release information to the public and
government agencies in accordance with California Government Code
6253 and 6254, and California Penal Code 502, 11075, 11076, and
13300.
B. Information determined to be public records may be released in writing, in
person, or over telephone or e-ma il as described in Government Code
6254 (f)(1). Public information includes:
1. Full name, date of birth, ph ysical description, current addr ess, and
occupation of arrestee.
2. Date, time, and locati on of arrest and booking.
3. Factual circumstances surrounding the arrest. 4. Disposition of vehicle. 5. Arrestee’s current location. 6