1440405

Procedure 202Santa Ana Police Department Custody Procedure Manual Copyright Lexipol, LLC 2025/01/03, All Rights Reserved. Published with permission by Santa Ana Police DepartmentFile Assembly - 1File Assembly 202.1 FILE ASSEMBLY PURPOSE To ensure inmate files are maintained in an orderly manner to facilitate processing and future retrieval. POLICY Correctional Records staff shall efficiently process and maintain inmate files. AUTHORITY PC 11105, PC 969b PROCEDURE I.Correctional Records staff shall ensure all paperwork is placed in the appropriately colored file folder. Colored file folders are used to identify the inmate and the processing required. 1.The following folder colors are used to identify the following inmate types. (a)Santa Ana street arrests -- Manila (b)USM -- Blue (c)Courtesy holds -- Orange (d)Pay to Stay (PTS) -- Green (e)Bureau of Prisons (BOP) -- Red (f)Contract City – I.E. FVPD/IRVPD -- Yellow 2.Correctional Records staff is responsible for ensuring all paperwork has been completed prior to assembling the file. Correctional Records staff shall annotate their initials and badge number in the stamped area on the folder, when each processing step has been completed 3.A complete file should contain the following documents on either the left or right side of the file folder in the following order. The right side of the file folder shall contain the following documents in the following order: (a)Jail Management System (JMS) Booking printout. (b)Santa Ana Jail Pre-Booking form. (c)Photocopy of all supplemental warrants and holds (d)Arrest paperwork, i.e., photocopy of citation and/ or yellow copy of 849B form. (e)Copy of the warrant if it is a citable warrant arrest. Santa Ana Police Department Custody Procedure Manual File Assembly Copyright Lexipol, LLC 2025/01/03, All Rights Reserved. Published with permission by Santa Ana Police DepartmentFile Assembly - 2(f)Photocopy of fingerprint card for all arrests and one photocopy of palm card for felony arrest. (g)Signed JMS Property Inventory printout. (h)Touchpay receipt (i)968 printout 4.The left side of the file folder shall contain the following documents in the following order: (a)Release paperwork order of file; final release, property release, core receipt if applicable and Orange County Jail property form. (b)Original Bond and Bail/Bond receipt are forward to Court Liaison along with the original warrant. File contains photocopy of Original Bond, photocopy of Bail/Bond receipt and Goldenrod copy of Bail/Bond receipt. (c)Visiting sheets. (d)Signed strip search form if applicable (e)Completed welfare logs if applicable. (f)Livescan printout when applicable II.Release and booking paperwork shall be photocopied and forwarded as follows: 1.Original citations are forwarded to Police Department Records with copies of the citation, front and back with thumbprint. (a)If the citation was completed on a warrant per PC 827.1, the original warrant is also forwarded. (b)Original 849B forms are forwarded to Court Liaison. 2.Bail/Bond sheet photocopy and goldenrod copy shall be retained in the file. (a)If bail or bond is accepted on a warrant, the original warrant will be securely attached to the original bond and submitted to the Court Liaison for further processing. III.Every file for every arrestee who was assigned a booking number shall be appropriately labeled. 1.The folder tab shall include the name of the arrestee, the jail identification number (P#), booking number, the arrest reason arrest reason, booking number and the date of arrest. If the arrestee is a contract booking, the booking date shall be used as the date of arrest. 2.The folder label should appear as follows: (a)First line - LAST, FIRST and MIDDLE NAME P# NUMBER (b)Second line - ARREST REASON BOOKING NUMBER DATE OF ARREST (c)The arrest reason shall be as follows for street arrests: Santa Ana Police Department Custody Procedure Manual File Assembly Copyright Lexipol, LLC 2025/01/03, All Rights Reserved. Published with permission by Santa Ana Police DepartmentFile Assembly - 31.F shall be used for a felony arrest 2.M shall be used for a misdemeanor arrest 3.WARR(F) shall be used for a felony warrant arrest only 4.WARR(M) shall be used for a misdemeanor warrant arrest only 5.F or M + Warr shall be used for a felony or misdemeanor arrest with a warrant 6.Warr (F) + M shall be used for a COC felony arrest with a misdemeanor street charge (a felony COC warrant overrides the misdemeanor street arrest). 7.Contract inmates and fast books files are labeled USM hold, Courtesy hold, BOP hold, PTS hold. IV.Files shall be maintained in their designated areas. 1.In-custody Santa Ana Police Department street arrest files shall be maintained on the 2nd floor records area counter to facilitate access 2.All other in-custody contract booking files shall be files in their designated filing cabinet. (a)Court documents shall accompany Courtesy hold inmates returning from court. Each court document shall be reviewed and court dates annotated on the file prior to filing. 3.Inactive files shall be maintained in on the second floor records for one year. Files exceeding one year will be scanned and uploaded into JMS or RMS for retention purposes.