Policy Text
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MJ/RCCC
OPERATIONS ORDER
Archives
This purpose of this Order is to outline the responsibilities o f the Archives Unit of
Correctional Services. I. Policy
Prisoner custody files from the Main Jail, Rio Cosumnes Correct ional Center (RCCC),
Sheriff Work Project, and Home Detention, and Academy Class fil es will be
electronically archived. Other documentation that originates within the custody facilities
and other divisions may be sent t o the Archives Unit for electr onic archival only after a
program for such unit is developed. II. Archives Unit Responsibilities
A. The Archives Unit is located in the Main Jail . Staff assigned to the
Archives Unit are minimally res ponsible for the following:
1. Electronically archiving pri soner custody files and reports generated
by the facilities.
2. Cataloging of Main Jail and RCCC log books, Property/Cash
Intake Logs, Sign In Logs, and “batch reports”.
3. Processing subpoenas from the Sheriff’s Legal Affairs Divisi on.
4. Reviewing error reports. 5. Researching requests for forme rly incarcerated Sacramento Co unty
prisoners from all law enforcem ent agencies, various agencies, and
the formerly incarcerated person.
III. Prisoner Custody F iles and “Singles”
A. At the beginning of each shi ft, Archives staff retrieves the previous day’s
prisoner custody files and “singles”, from booking for those pr isoners that
were released from custody at the Main Jail and RCCC .
B. The prisoner custody files are sorted by dates and distributed between
Archives staff to be prepared fo r electronic archiving.
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MJ/RCCC C. Paperwork that is not approved for scanning into a prisoner’ s permanent
file is removed. Documents tha t are not appropriate include:
1. Excessive copies of the same document. 2. Documents that are to be re routed to another department.
3. Documents that are subject to medical confidentiality laws.
a. Any purged paperwork is eit her routed to the appropriate
department or placed in the cl assified documents bin for
shredding.
D. Remaining documents are plac ed in a specific order and then scanned
and indexed by the book ing number and X-reference number.
E. Singles are described as individual documents that were not included i n
the original prisoner file.
1. The singles are reviewed for accuracy using the Jail Inmate
Management System (JIMS).
2. The prisoners booking and X-reference number are added to th e
form before it is scanned and indexed.
F. The scanned prisoner file paperw ork is then placed into a bo x that is
labeled with the name of the Arch ives staff that processed the paperwork
and the beginning and endi ng dates of scanning.
1. When a box is full, it is transported to the off site fiscal warehouse
for storage. After twelve (12) months, the hardcopy of the fil es are
destroyed.
IV. “Batch Reports”
A. “Batch Reports” are reports generated each day by booking re cords staff
at the Main Jail and RCCC and are picked up with the Prisoner Custody
Files and Singles.
B. The “batch reports” are proce ssed daily. At the end of each month, court
reports and teletypes are separ ated from the other reports and placed into
a separate labeled container.
1. The container containing the court reports and teletypes is
maintained in the Archives Unit for six months and then the contents are destroyed.
2. The container containing the other reports is maintained in the
Archives Unit for one month and then transferred to the Fiscal Warehouse for storage. The reports are destroyed after 24 month s.
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MJ/RCCC
V. Sheriff’s Work Project and Home Detention Files
A. The Sheriff’s Work Project ( SWP) and Home Detention files ar e delivered
daily to the archives unit by a deputy.
B. SWP and Home Detention prisoner files are processed in the same
manner as the Main Jail and RCCC prisoner custody files except:
1. If a locator card is not in each file, the incomplete file(s) a re
returned to the SWP or Home De tention office for completion.
2. The prisoner custody files fr om Home Detention are scanned a nd
indexed by the name, X-Referenc e number, and booking number.
This is done as a verification of the original entry and used t o avoid
indexing errors.
VI. Financial Files
A. Financial Files are delivered from Home Detention two (2) to three (3)
times per week to the archives unit by a deputy.
B. The files are placed in the staging area for processing and must be
processed within 48 working ho urs. The files are counted befor e scanning
and indexing.
C. Financial Files are prepared for scanning and indexing by re moving all
staples and ensuring the lead p age has a last name, X-reference number
and a debtor number at the top. Documents are not removed from these
files.
D. Financial Files are placed in a Financial File box that is l abeled with a
beginning and ending date. Once this box is full, it is sent