Chapter 7 – Adult Case Records Information

71010.5 Policy Directives

• Departmental employees reviewing a C-File shall:

  • Consult with the appropriate institution’s Case Records or Parole Case Records (PCR) office concerning any issues related to the C-File or its contents.

  • Attempt to assist the institution’s Case Records or PCR office to correct any problems related to the C-File that are identified during review.

• The Chief, Case Records Services shall report uncorrected variations to the Director, Division of Adult Institutions.

• Counselors, Parole Agents, supervisory staff, and other employees, as assigned, who are responsible for generating evaluations, reports, and chronos, are responsible for the validity and accuracy of information contained in such reports.

• Case Records staff shall:

  • Interpret court commitment orders.

  • Initiate the criminal identification process.

  • Analyze an incarcerated person’s legal status to determine the crime(s) and sentence(s) with applicable enhancements, aggravations, limitations, and credit earning eligibility.

  • Review an incarcerated person’s current and prior criminal histories to determine State prison eligibility.

  • Enter commitment information into an incarcerated person’s C-File.

  • Verify the different types of release and discharge dates in the C-File and, as applicable, in BPHBoard of Parole Hearings (formerly Board of Prison Terms) information assets.

  • Direct the preparation of legal forms for the transfer, extradition, parole, and discharge of persons under the jurisdiction of the department.

  • Analyze and act for the department on subpoenas and collateral court orders.

  • Certify departmental case records, as required by law.

  • Review the individual case actions of various authorities to assure legal and policy compliance.

  • Act as a consultant to departmental staff, court officers, incarcerated persons, and other governmental agencies or authorized persons regarding:

    • Departmental responsibility under pertinent laws and administrative standards.

    • The interpretation and application of laws and standards related to incarcerated persons’ receipt, sentencing, parole, and release.

  • Report discrepancies identified during the review of a C-File to the appropriate party for review and remediation.