Chapter 1 – General Administration

15000.11 Correctional Case Records Unit

• Administers and is responsible for planning and developing policies governing the CDCRCalifornia Department of Corrections and Rehabilitation uniform case records system.

• Assumes responsibility and accountability for the accurate interpretation and application of laws, administrative standards, and court decisions related to the processing, maintenance, and control of inmate and parolee records.

• Acts as administrative and technical advisor to CDCRCalifornia Department of Corrections and Rehabilitation management on matters related to the records system and is the primary liaison with other governmental agencies, courts, legislators, and other persons on matters related to the records system.

• Reviews and revises DOMDepartment Operations Manual Chapter 7, Case Records Information.

• Conducts the records portion of the DAIDivision of Adult Institutions (formerly Institutions Division) Annual Compliance Review.

• The Correctional Case Records Unit includes the following sections and functions:

  • Legal Processing Unit

    • Reviews legal documents on cases with sentencing discrepancies and communicates with the court, DA, and Office of the Attorney General (OAGOffice of the Attorney General) to resolve discrepancies.

    • Functions as liaison between CDCRCalifornia Department of Corrections and Rehabilitation and related city, county, and State agencies on matters concerning the application of sentence and parole laws.

    • Acts as consultant/advisor to CDCRCalifornia Department of Corrections and Rehabilitation staff, court offices, and other governmental agencies or authorized persons regarding CDCRCalifornia Department of Corrections and Rehabilitation responsibility under pertinent laws and administrative standards, interpretations, and applications of laws and standards related to inmate receipt, sentencing, parole, and release.

    • Functions as the hub for records related matters for inmates serving their prison terms in DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) facilities pursuant to Welfare and Institutions Code (W&ICWelfare and Institutions Code) 1731.5c.

  • Identification/ Warrants Unit

    • Operates 24-hours-a-day and provides inmate/parolee history, location, and commitment information to law enforcement agencies and other authorized persons.

    • Maintains the CDCRCalifornia Department of Corrections and Rehabilitation Warrants Register and central dispatch system for the BPHBoard of Parole Hearings (formerly Board of Prison Terms) and NAEANarcotic Addiction Evaluation Authority warrants issued on parolees-at-large, and releasees-at-large, and places parole holds pursuant to Penal Code (PCPenal Code), 3056, and/or W&ICWelfare and Institutions Code 3151, for the DAPODivision of Adult Parole Operations (formerly P&CSD).

    • Responds to telephone inquiries concerning felons/civil addicts that require non-confidential information.

    • Receives and distributes incident reports.

  • Correctional Case Records Training Unit

    • Analyzes training needs.

    • Plans and develops training programs.

    • Provides specialized, technical training to Case Records staff throughout the CDCRCalifornia Department of Corrections and Rehabilitation.

    • Provides technical and practical assistance to Case Records staff to eliminate backlogs.

    • Resolves legal and procedural problems.

  • Archives Unit

    • Receives, processes, and maintains the records of all discharged felons for a period of 30 years from date of discharge.

    • Processes requests for documents pursuant to PCPenal Code 969(b), Proof of Prior Convictions.

    • Processes requests for documents for discharged felons, social service agencies, CDCRCalifornia Department of Corrections and Rehabilitation staff, and State and national law enforcement.