Chapter 1 – General Administration

13030.16.3 Conducting an ERMS/SOMS Olson Review

• Assigned Correctional Counselor

  • When an Olson review request is received from an inmate or inmate’s designee or a copy of the inmate’s file is requested from an outside agency, the designated CCCorrectional Counselor will review the inmate’s C-File (as outlined in DOMDepartment Operations Manual Section 13030.17.2) and determine if any additional confidential information is to be exempt from review. In addition, the CCCorrectional Counselor will review ERMSElectronic Records Management System for any information that may have been misfiled, filed in the wrong inmate’s file, confidential documents filed in a non-confidential section or non-confidential documents filed in the wrong section.

  • Per DOMDepartment Operations Manual Section 13030.17.4, the assigned CCCorrectional Counselor will list any confidential documents withheld from the Olson/Inmate Attorney/Third Party review on a CDCRCalifornia Department of Corrections and Rehabilitation Form 810, Confidential Information Listing, and provide the inmate or third party with a copy.

  • Once the Olson CD is encrypted and copied, the assigned CCCorrectional Counselor will be contacted by Case Records staff to retrieve the ERMSElectronic Records Management System Olson Review CD, and schedule an appointment with the inmate to review it on a non-networked computer.

• Facilitating the Olson Review with the Inmate

  • In order to facilitate the Olson Review, the CCCorrectional Counselor will perform the following steps:

    • Provide the inmate a copy of the CDCRCalifornia Department of Corrections and Rehabilitation Form 810; where confidential information exists, it shall be excluded from the review.

    • Print the designated input screens and redact any information deemed confidential prior to the inmate’s review.

    • Place the ERMSElectronic Records Management System Olson Review CD in the non-networked computer.

    • Open the requested sections.

    • Allow the inmate to take notes as requested (per DOMDepartment Operations Manual Section 13030.26.2).

    • Should the inmate request copies of the documents, the CCCorrectional Counselor will note which documents and require the inmate to pay the established per copy charge.

    • Upon completion of the Olson Review the CD will be returned to Case Records for proper disposal.

• Inmate Attorney Review

  • An Inmate Attorney review of an inmate’s C-File utilizing the SOMSStrategic Offender Management and ERMSElectronic Records Management System applications is accomplished in the same manner as described in the previously listed Olson Review steps.