Overview

The Records Bureau was created in July 2007 and is integral part of the Adult Prison Division (APD).  There are approximately 37 positions identified for the Records Bureau, which include the private prisons.  The Records Bureau was created to assist Records staff when dealing with complex Judgment and Sentences from the courts and good time issues, which may require legal interpretation or direction. Complex issues are channeled through the Records Bureau Chief, which may require further legal review by the Department of Corrections General Counsel.  Records staff are trained to properly review judgment and sentences; good time applications and release procedures.  An inmate file is audited upon receipt of each facility and continues until his/her release from custody.  The Records Bureau is also responsible for the process of “pen packets”.  These packets are provided to the law enforcement agencies throughout the United States, which consists of fingerprints, photographs and Judgment and Sentence. These packets assist law enforcement agencies in prosecution for habitual proceedings.  The Records Bureau Chief is also the “Agreement Administrator” for the Interstate Agreement on Detainers.

Highlights

• Revised the “Release Checklist” process to assist Records staff to review an inmate file prior to an inmate's release on parole or discharge.
• Provided quarterly meetings to Records staff to review revisions of policies and procedures and/or records practices.
• Assisted the Information and Technology Division (ITD) in developing a new sentence calculation sheet.
• Provided guidance to Records staff at facilities throughout the state by making site visits.
• Updated all records policies to specify the duties and responsibilities for the roles of the newly created records positions.