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Policy 209Santa Ana Police Department Custody Manual Copyright Lexipol, LLC 2024/01/12, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Incarcerated Person Records - 1Incarcerated Person Records 209.1 PURPOSE AND SCOPE This policy establishes the procedures required to create and maintain accurate records of all persons booked and confined in this facility. 209.2 POLICY It is the policy of this department that all records shall be complete and comprehensive, resulting in reliable data that provides information about each incarcerated person's period of confinement, as well as histories of previous confinement in this facility. All incarcerated person records are official department documents and should be used for official business only. Incarcerated person records are a vital component of the criminal justice system and should only be released to authorized persons. 209.3 RECORD MAINTENANCE It shall be the responsibility of the Jail Records to maintain records on all persons who have been committed or assigned to this facility, including but not limited to the following (15 CCR 1041): •Information gathered during the admission process as provided in the Reception Policy •Photographs and fingerprints cross-referenced to the booking number •Duration of confinement •Cash and property inventory and receipts •Housing history records •Reports of disciplinary events and dispositions •Grievances and dispositions •Reports of incidents or crimes committed during confinement •Request forms •Special visit forms •Court appearances, documents, and the disposition of hearings •Work documentation •Program documentation •Visitation records •Telephone records The Jail Administrator or the authorized designee shall establish a procedure for managing incarcerated person records. Santa Ana Police Department Custody Manual Incarcerated Person Records Copyright Lexipol, LLC 2024/01/12, All Rights Reserved. Published with permission by Santa Ana Police Department***DRAFT*** Incarcerated Person Records - 2209.3.1 COURT ORDERS OF NAME OR GENDER CHANGE When a court order is received that involves a name change of an incarcerated person, the Jail Records shall document the new name in the incarcerated person's records and list any prior names as an alias. When a court order is received involving a gender change, appropriate adjustments will be made to the incarcerated person records (Code of Civil Procedure § 1279.5). 209.4 RELEASE OF INCARCERATED PERSON RECORDS Incarcerated person records are confidential and shall be used for official business only. Any release of incarcerated person records shall be made only in compliance with a lawful court order or as authorized by state and federal law to persons having a legitimate criminal justice need, or with a consent form signed by the incarcerated person (15 CCR 1045). A copy of the release authorization document shall be maintained in the incarcerated person record file. 209.5 ELECTRONIC RECORD MAINTENANCE All incarcerated person records and data maintained in an electronic format shall be accessible only through a login/password-protected system capable of documenting by name, date, and time any person who has accessed the information. The Jail Administrator or designee shall be responsible for working with the information technology personnel to ensure the security of the data and to develop and maintain a copy of the security plan. 209.6 RECORDS RETENTION Incarcerated person records shall be maintained consistent with the established records retention schedule.