Chapter 1 – General Administration

13030.17.4 Preparation of Exempt Personal Information in Inmate/Parolee Records

• If an entire document is classified as exempt, the originator of the document or the person designating it as confidential shall:

  • Conspicuously stamp the document at its top and bottom with the word “Confidential” in red ink. If the document consists of more than one page, each page shall be so marked.

  • Date and sign the designation of confidential.

  • Note the document in the C-file on CDCRCalifornia Department of Corrections and Rehabilitation Form 810.

  • Replace the document with a completed CDC Form.

  • Immediately scan the document into the Confidential Section of the ERMSElectronic Records Management System file.

• Mixed Information

  • If a document contains a mixture of exempt and nonexempt information, the originator or the person designating it as confidential shall:

    • Conspicuously stamp the document at its top and bottom with the word “Confidential” in red ink. If the document consists of more than one page, each page shall be so marked.

    • Date and sign the designation of confidential.

    • Cover the exempt portions and make a photocopy which shall be included in the nonexempt portion of the C-file to be disclosed.

    • Immediately scan the document into the Confidential Section of the ERMSElectronic Records Management System file.

    • Note the exempt information on the CDCRCalifornia Department of Corrections and Rehabilitation Form 810.

• Leave Information

  • The Confidential Information Listing and Confidential Information Removal Notice shall remain in the C-file when requester inspects the C-file.

  • When a designation of confidential is removed from a previously confidential document, the examiner shall ensure that:

    • The document is removed from the Confidential Section and returned to its regular place in the C-file.

    • A line is drawn through the identifying confidential designation.

    • The redesignation as no longer confidential includes the date and signature of the examiner.

    • The document is deleted from the CDCRCalifornia Department of Corrections and Rehabilitation Form 810.

    • The CDC Form 811 is removed from the record.

• Obsolete Information

  • Confidential Information Listing forms made obsolete by the designation, or re-designation of confidential material shall be removed from the record and destroyed and an updated Confidential Information Listing shall be inserted by the examiner.