Chapter 7 – Adult Case Records Information

Case Records Services establishes policy and statewide uniform operational responsibilities for all Case Records Services Centralized Units.

Case Records Services provides specialized services to Case Records Services Centralized Units and departmental staff statewide. Case Records Services Centralized Units provide subject matter services to other law enforcement agencies and interested persons pertaining to individuals committed to the department.

This article sets forth the policy of the departmental Case Records Services Centralized Units and their statewide functions and applications.

Case Records Services Centralized Units include:

• Archives Unit,

• Identification Unit (IDInstitutions Division (see DAI)),

• Legal Processing Unit (LPULegal Processing Unit),

• Training Team Unit,

• Pre-Board Audit Unit, and

• Sacramento Control Office Unit (SACCOSacramento Control Office Unit, Reg. I).

Each Case Records Services Centralized Unit is responsible for the following oversight, supervision, and staffing roles and responsibilities.

The Archives Unit consists of:

• Correctional Case Records Administrator provides functional oversight and direct supervision of the unit Correctional Case Records Manager (CCRMCorrectional Case Records Manager), (see Department Operations Manual (DOMDepartment Operations Manual), section 71010.6(b)(1)).

• A CCRMCorrectional Case Records Manager, fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(c), and directly supervises a Correctional Case Records Supervisor (CCRSCorrectional Case Records Supervisor), and is responsible for the unit’s adherence to departmental policy and specific subject matter procedure compliance as established by the Chief, Case Records Services.

• A CCRSCorrectional Case Records Supervisor fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(d) and completes assigned unit specific subject matter processes.

• A Correctional Case Records Analyst (CCRACorrectional Case Records Administrator) fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(e) and completes assigned unit specific subject matter processes.

• A Supervising Case Records Technician (SCRT) fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(f) and completes assigned unit specific subject matter processes.

• A Case Records Technician (CRTCrisis Response Team) fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(g) and completes assigned unit specific subject matter processes.

The IDInstitutions Division (see DAI) Unit consists of:

• A Correctional Case Records Administrator provides functional oversight and direct supervision of the unit CCRMCorrectional Case Records Manager (see DOMDepartment Operations Manual section 71010.6(b)(1)).

• A CCRMCorrectional Case Records Manager fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(c), directly supervises the CCRSCorrectional Case Records Supervisor, and is responsible for the unit’s adherence to departmental policy, and unit specific subject matter procedure compliance as established by the Chief, Case Records Services.

• A CCRSCorrectional Case Records Supervisor fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(d) and completes assigned unit specific subject matter processes.

• A SCRT fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(f) and completes assigned unit specific subject matter processes.

• A CRTCrisis Response Team fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(g) and completes assigned unit specific subject matter processes.

The LPULegal Processing Unit consists of:

• Correctional Case Records Administrator provides functional oversight and direct supervision of the unit CCRMCorrectional Case Records Manager (see DOMDepartment Operations Manual section 71010.6(b)(1)).

• A CCRMCorrectional Case Records Manager fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(c), directly supervises the CCRSCorrectional Case Records Supervisor, and is responsible for the unit’s adherence to departmental policy, and unit specific subject matter procedure compliance as established by the Chief, Case Records Services.

• A CCRSCorrectional Case Records Supervisor fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(d) and completes assigned unit specific subject matter processes.

• A CCRACorrectional Case Records Administrator fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(e) and completes assigned unit specific subject matter processes.

• A SCRT fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(f) and completes assigned unit specific subject matter processes.

• A CRTCrisis Response Team fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(g) and completes assigned unit specific subject matter processes.

The Training Team Unit consists of:

• Correctional Case Records Administrators provide functional oversight, and act as leads for the development of statewide mandated training projects at the direction of the Chief, Case Records Services.

The Pre-Board Audit Unit consists of:

• A Correctional Case Records Administrator provides functional oversight and direct supervision of the unit CCRMCorrectional Case Records Manager (see DOMDepartment Operations Manual section 71010.6(b)(1)).

• A CCRMCorrectional Case Records Manager fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(c), directly supervises the CCRSCorrectional Case Records Supervisor, and is responsible for the unit’s adherence to departmental policy, and unit specific subject matter procedure compliance as established by the Chief, Case Records Services.

• A CCRSCorrectional Case Records Supervisor fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(d) and completes assigned unit specific subject matter processes.

• A CCRACorrectional Case Records Administrator fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(e) and completes assigned unit specific subject matter processes.

The SACCOSacramento Control Office Unit, Reg. I Unit consists of:

• A Correctional Case Records Administrator provides functional oversight and direct supervision of the unit CCRMCorrectional Case Records Manager (see DOMDepartment Operations Manual section 71010.6(b)(1)).

• A CCRMCorrectional Case Records Manager fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(c), directly supervises the CCRSCorrectional Case Records Supervisor, and is responsible for the unit’s adherence to departmental policy, and unit specific subject matter procedure compliance as established by the Chief, Case Records Services.

• A CCRSCorrectional Case Records Supervisor fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(d) and completes assigned unit specific subject matter processes.

• A CCRACorrectional Case Records Administrator fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(e) and completes assigned unit specific subject matter processes.

• A SCRT fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(f) and completes assigned unit specific subject matter processes.

• A CRTCrisis Response Team fulfills the duties outlined in DOMDepartment Operations Manual section 71010.6(g) and completes assigned unit specific subject matter processes.

The Archives Unit:

• Maintains existing hard copy discharge records up to 2007. Receives and maintains all new discharge records from incarcerated persons once they have been discharged from CDCRCalifornia Department of Corrections and Rehabilitation jurisdiction.

  • Existing hard copy files and microfiche are maintained for 30 years and then the records are transferred to State Archives.

• The unit processes subpoenas or requests for documents from discharged persons, CDCRCalifornia Department of Corrections and Rehabilitation Staff, social services, as well as state and national law enforcement agencies.

• Processes requests for proof of prior convictions for incarcerated persons discharged from the department, pursuant to PCPenal Code 969b. Processes law enforcement agency and prosecutor requests for information or documents regarding discharged cases.

• The unit audits discharged cases and facilitates the review of discharge files.

The IDInstitutions Division (see DAI) Unit:

• Provides the facility location of persons incarcerated within CDCRCalifornia Department of Corrections and Rehabilitation, and the release date for persons who have paroled or discharged from CDCRCalifornia Department of Corrections and Rehabilitation jurisdiction.

  • The IDInstitutions Division (see DAI) unit completes this by researching a person’s CDCRCalifornia Department of Corrections and Rehabilitation identification number to get locations in which they have been incarcerated or locations released from, including parole or discharge information.

  • The IDInstitutions Division (see DAI) unit is responsible for providing the information researched to law enforcement or prosecuting agencies.

The LPULegal Processing Unit:

• Functions as a liaison between the department and related city, county, and state agencies on matters concerning the application of sentence and parole laws.

• Reviews submissions from Case Records staff regarding illegal sentencing and discrepancies for referral back to the court.

• Works towards a resolution, including follow-up communication on status with the court.

• Communicates resolution information to the submitting Case Records staff.

The Training Team Unit:

• Assesses, plans, and develops a comprehensive training program.

  • This is achieved by monitoring and providing specialized training to the Correctional Case Records Administrators, Managers, Supervisors, and Analysts throughout the CDCRCalifornia Department of Corrections and Rehabilitation to ensure staff are equipped with the expertise and knowledge to effectively develop and maintain accurate incarcerated persons’ records.

The Pre-Board Audit Unit:

• Completes audits remotely for incarcerated persons housed at all institutions, prior to hearings conducted by the Board of Parole Hearings, including parole suitability, youthful offender, elderly parole and expanded medical parole hearings.

The SACCOSacramento Control Office Unit, Reg. I Unit:

• Completes the Case Records functions for community-based programs such as Alternate Custody Program, Female Community Reentry Program, Male Community Reentry Program, Community Participant Mother Program, Medical Reprieve Program, Medically Vulnerable Release Program, Expanded Medical Parole, Western Interstate Corrections Compact, and Witness Security.

  • Functions include recording commitments and tracking incarcerated persons serving terms in other jurisdictions and acting as a liaison between state and federal agencies.