Department of Corrections and Rehabilitation - Operations Manual

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Chapter 3 – Personnel, Training, and Employee Relations

Article 14 – Internal Affairs Investigations

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31140.19 Case Management System

  • The OIAOffice of Internal Affairs Information Technology personnel shall maintain, control, and secure an electronic CMS for purposes of security and efficiency and to allow real-time documentation of case activity by investigators, Vertical Advocates, and EROEmployee Relations Officer/Disciplinary Officers. In addition to capturing information during the course of an investigation, the CMS will capture post-investigation information, such as case findings, disciplinary action, and legal action.

  • Users include OIAOffice of Internal Affairs Central Intake staff; OIAOffice of Internal Affairs staff, Vertical Advocates, BIR, Hiring Authorities, EROEmployee Relations Officer/Disciplinary Officers, and designated local Internal Affairs investigators. The OIAOffice of Internal Affairs may, at its discretion, grant CMS access to other Department staff having significant roles in the employee disciplinary process. For purposes of security and investigative integrity, the OIAOffice of Internal Affairs shall also have the sole authority to grant or remove access to the CMS for any CDCRCalifornia Department of Corrections and Rehabilitation employee.

  • The OIAOffice of Internal Affairs shall create and maintain a user manual for the CMS that shall provide detailed operating procedures for OIAOffice of Internal Affairs employees and other authorized CMS users.

    • New Cases

      • As investigative requests are evaluated by the CIU, the request/case shall be opened in CMS and key information, such as allegation, case type, and initial case decisions shall be recorded in CMS. If an investigation is opened, case assignment information shall be entered in CMS.

    • Ongoing Cases

      • Investigators and authorized users shall use CMS to record case activity, monitor case progress, and provide a real-time record of decisions. Other authorized users may use CMS to monitor case activity or record pertinent actions, activities, and decisions.

    • Closing Cases

      • Investigators, Vertical Advocates, and Hiring Authorities shall refer to and comply with DOMDepartment Operations Manual, Section 3, Article 22 regarding investigative review and case closure.