Chapter 7 – Adult Case Records Information

71010.6 Roles and Responsibilities

• The Chief, Case Records Services shall:

  • Plan, develop, and administer regulations and policy governing the department’s Uniform Case Records System.

  • Assume responsibility and accountability for the accurate interpretation and application of laws, administrative standards, and court decisions related to the processing, maintenance, and control of all case records within the department’s Uniform Case Records System.

  • Directly supervise one or more Case Records Administrators.

  • Act as an administrative and technical advisor to executive management on matters related to the department’s Uniform Case Records System.

  • Act as the primary department liaison to other governmental agencies, courts, and legislators or other persons on matters related to the department’s Uniform Case Records System.

  • Determine the functional needs of the departmental Uniform Case Records System and assign the appropriate priorities.

  • When available local resources are inadequate to accomplish all assigned Case Records functions and any omission of certain duties may have an impact on an institution’s Case Records office or PCR, the Chief, Case Records Services shall determine the needs of the facility or PCR office and assign appropriate priorities.

  • Local variations to established policy or procedure shall occur only with the knowledge and approval of the local Warden, Assistant Deputy Director, and the Chief, Case Records Services, and may be permitted only on a temporary basis.

• Case Records Administrators shall:

  • Supervise departmental Case Records units.

  • Conduct field audits

  • Interpret and implement laws.

  • Assess the impact of applicable provisions within published court decisions.

  • Advise on the implementation of administrative policies.

  • Plan and coordinate departmental recordkeeping and training and development programs.

  • Provide administrative and procedural support to CCRMs within assigned institutions and PCR offices.

  • Act as a liaison between Case Records Services and departmental divisions on matters related to the department’s Uniform Case Records System.

• CCRMs shall:

  • Direct Case Records functions in institutions, headquarters offices, and PCR.

  • Ensure that applicable audits and cross audits of C-Files are performed by a Correctional Case Records Analyst (CCRACorrectional Case Records Administrator), Correctional Case Records Supervisor (CCRSCorrectional Case Records Supervisor), or CCRMCorrectional Case Records Manager, as scheduled and as directed by the Chief, Case Records Services.

  • Assume responsibility for the accuracy and legal content of case records in C-Files and the accurate calculations of sentence, parole, and release dates.

  • In the event an incarcerated or supervised person is released from an institution or the jurisdiction of the department prior to or later than the correct release date, the CCRMCorrectional Case Records Manager or designee shall call a Case Records Administrator at Case Records Services. Upon confirmation with the Case Records Administrator, the CCRMCorrectional Case Records Manager shall submit a complete report to the Chief, Case Records Services outlining the details of the erroneous release. Including a recommendation to eliminate similar incidents in the future.

• CCRSs shall:

  • Perform legal and policy interpretations related to the processing, maintenance, and control of incarcerated, supervised, and discharged persons’ case records.

  • Supervise the work of CCRAs and clerical staff.

  • Act as liaisons regarding case records with county, state, and federal agencies; courts; and departmental units.

• CCRAs shall:

  • Under the general supervision of CCRSs, perform complex, analytical, and technical work in the processing, maintenance, and control of incarcerated, supervised, and discharged persons’ case records.

  • Perform and document assigned audits of C-Files, as scheduled, utilizing an audit checklist and procedure approved by the Chief, Case Records Services.

  • Calculate incarcerated and supervised persons’ release and discharge dates, applying credits and enhancements.

  • Interpret and apply appropriate laws, policies, and procedures.

  • Act as liaisons to other units and outside agencies, entities, and individuals regarding case records.

• Supervising Case Records Technicians shall direct the Case Records Technicians (CRTs) in maintaining and processing documents within incarcerated, supervised, and discharged persons’ C-Files.

• CRTs are responsible for preparing, processing, and maintaining documents in incarcerated, supervised, and discharged persons’ C-Files.