Department of Corrections and Rehabilitation - Operations Manual

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Chapter 6 – Adult Classification

Article 2 – Case Considerations

Updated June 3, 2025

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61020.12.2 Archive File Review Procedures

  • The counselor shall review the inmate’s current criminal history through the California Law Enforcement Telecommunication System (CLETSCalifornia Law Enforcement Telecommunications System) and the Criminal Identification and Information (CI&ICriminal Identification and Information) to determine if there is a discharged CDCRCalifornia Department of Corrections and Rehabilitation term, Civil Addict commitment, DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) commitment, federal term, or out-of-state term, which has not been previously reviewed and documented.

  • If the inmate has a discharged CDCRCalifornia Department of Corrections and Rehabilitation term or Civil Addict commitment and the archive file has not been previously requested, the counselor shall complete the Request for Discharged Archives Files. The request shall include the inmate’s full name, current CDC number, discharged CDC number, box number (assigned to discharged cases beginning in the late 1990’s), and discharge date. Discharge dates can be obtained from the OBISOffender Based Information System “COFQ” screen or CLETSCalifornia Law Enforcement Telecommunications System/CI&ICriminal Identification and Information. Box numbers can be obtained from the OBISOffender Based Information System “KMHQ” screen. Pursuant to Penal Code (PCPenal Code) § 1203.03 (“Z” cases), records on diagnostic cases are not available after three years from the discharge date. (Note: When an inmate’s CDCRCalifornia Department of Corrections and Rehabilitation term is discharged, the parole region indicates in the OBISOffender Based Information System “KMHQ” screen the box number in which the Central File is placed. Indicating the box number, when noted on the request form, assists the Archives Unit in locating the C-file.) The “COFQ” screen in OBISOffender Based Information System shall be checked to determine if there is a confidential folder under the discharged CDC number. If there is a confidential folder, the counselor shall complete the Request for Discharged Confidential Folder form. The request shall include the inmate’s full name, current CDC number, discharged CDC number(s), discharge date, and CI&ICriminal Identification and Information number.

  • If the inmate has a discharged DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) commitment and the DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file has not been previously requested and reviewed, the counselor shall complete the DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file request.

  • NOTE: DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) archive files are no longer available if the DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) commitment has been discharged for seven (7) or more years.

  • The counselor shall complete the Notice of Requested Archive File, Confidential Folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) File half-sheet, punch holes, and place it inside the back of the C-file folder where the archive file is normally located. This will be utilized to ascertain whether or not the archive file, confidential folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file has been requested. The counselor shall complete a separate half-sheet for each archive file, confidential folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) File requested.

  • If an archive file, confidential folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file has been requested but not received prior to completion of the Institution Staff Recommendation Summary (ISRSInstitutional Staff Recommendation Summary), the RCReception Centers counselor shall note the discharged number and date the archive file was requested in the Casework Follow-up section of the ISRSInstitutional Staff Recommendation Summary.

  • The counselor shall submit the request for the archive file, confidential folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file to the Records Office. The Records Office shall FAX the request to the appropriate destination (as indicated on the request form) within seven (7) days. If the archive file, confidential folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) file is not received within 90 days, the counselor shall call the Archives Unit, IDInstitutions Division (see DAI)/Warrants Unit, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) Master Files Section to determine if the request needs to be sent again.

  • If applicable, federal institutions and out-of-state agencies shall be contacted by the counselor. Any information provided, whether written or oral, shall be summarized and documented in a CDC Form 128-B. (Note: The Archives Unit does not maintain records on Interstate “I” numbers. A C-file for an “I” number does not exist. An “I” number is on parole here in California serving parole that was imposed by another state. An “I” number has never served any prison time in California. Therefore, when requesting records on “I” numbers, the out-of-state agency shall be contacted by the counselor.) Each time a counselor makes contact with another agency (federal, state, county, etc.) requesting records or receiving information on an inmate’s prior incarceration behavior, it shall be documented in a CDC Form 128-B. This will ensure that staff reviewing the case are aware of the information and any efforts that have been made to obtain the information.

  • Upon receipt of the Archive File, Confidential Folder, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) File, the counselor shall review the file for information that may affect the inmate’s Placement Score, housing, custody, program, medical/psychiatric needs, or any other pertinent factors.

  • The counselor shall summarize the information compiled from the archive file review in a CDC Form 128-B and secure it in the C-file. A pre-formatted Archive File Review, CDC Form 128-B may be used to document the archive file review.

  • Upon completion of the archive file review, confidential folder review, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) File review and documentation in a CDC Form 128-B, the counselor shall update or correct the appropriate documentation in the current C-file including, but not limited to, the following:

    • Documentation of enemies on the CDC Form 812 and/or CDC Form 812C, Notice of Critical Information-Confidential Enemies;

    • Incorporation of confidential information into the current confidential folder;

    • Correction of the CDC Form 839, CDC Classification Score Sheet, and CDC Form 840, CDC Reclassification Score Sheet, and CDC Form 841, Readmission Score Sheet.

  • If the archive review results in a need to change the inmate’s housing, program, custody, or security level, the counselor shall schedule the case for review by the next available classification committee. If a safety/security issue is identified, the counselor shall immediately notify the CCII (Supervisor) and/or available supervisory custody staff and ensure the appropriate action is taken.

  • The Records Office shall maintain security of DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) files until returned to the DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ). Note: DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) files are to be returned to DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) within 30 days of receipt.

  • CDCRCalifornia Department of Corrections and Rehabilitation archive files and archive confidential folders are not to be returned to the Archives Unit or IDInstitutions Division (see DAI)/Warrants Unit. They are to be permanently retained in the current C-file.

  • If an archive file is received for an inmate that has been transferred, Records Office staff shall forward it to the inmate’s current institution immediately.

  • If the archive file is received at the RCReception Centers prior to the case being reviewed by the CSRClassification Staff Representative, the archive file review, documentation in a CDC Form 128-B, and necessary updates and corrections to the C-file shall be completed at the RCReception Centers to ensure the recommendation to the CSRClassification Staff Representative is appropriate. If it is discovered that an archive file was not requested at the RCReception Centers, the receiving institution shall submit the request.

  • With the exception of RCReception Centers cases, all cases presented to the CSRClassification Staff Representative for transfer consideration that have a discharged CDCRCalifornia Department of Corrections and Rehabilitation term, Civil Addict commitment, or DJJDivision of Juvenile Justice (formerly CYA)/CYASee Division of Juvenile Justice (DJJ) commitment require completion of the archive file review and documentation in the C-file. If the archive file review has not been completed prior to the CSRClassification Staff Representative review, the effort to obtain it and the reason the case is being referred to the CSRClassification Staff Representative prior to the archive file review shall be described in the CDC Form 128-G, Classification Chrono.