Chapter 1 – General Administration

13030.18 Confidential Section

• The responsibility for the preparation of the Confidential Section shall rest with the originator of a document or the examiner when the first instance arises which requires the separation of exempt personal (formerly confidential) information from the main body of the C-file. Staff remains responsible to ensure they complete the process of stamping the document “Confidential” top and bottom, and for ensuring the appropriate level of administrative approval is obtained and the document scanned to the Confidential Section of ERMSElectronic Records Management System.

• Retention of Folder

  • The Confidential Section shall remain a permanent part of the C-file. The contents of the Confidential Section shall not be returned to its normal position in the C-file until, or unless, the confidential designation is removed and the information is no longer exempt from disclosure. Exceptions may be made on a temporary basis to facilitate special circumstances, i.e. confidential BPHBoard of Parole Hearings (formerly Board of Prison Terms)/BPT addenda and permanent addenda.

  • Except for the temporary exceptions mentioned above, all information designated as confidential shall be placed, and retained, in the Confidential Section.