Department of Corrections and Rehabilitation - Operations Manual

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Chapter 7 – Adult Case Records Information

Article 4 – Initial Intake Procedure

Revised July 22, 2013

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72020.4.1 Receiving Responsibility: Receiving and Release (R&R)

  • In processing arrivals the R&RReceiving and Release sergeant shall:

  • Verify that new/additional commitments are valid and certified. The court order is deemed certified if it has any two of the following:

    • Original judge’s signature.

    • Original county/court clerk’s signature.

    • Original county seal.

  • Refer to Correctional Case Record Manager (CCRMCorrectional Case Records Manager) any questionable documents for verification.

  • Make a print of arrival’s right index finger on the commitment document.

  • Assign a CDC identification number (CDC number) for new commitments.

  • Record each newly admitted inmate’s number and name in the reception center roster.

  • Prepare Forms

    • Prepare a Body Receipt in duplicate and distribute:

      • Original to person delivering inmate.

      • Copy to C-File.

  • Receive new arrival’s cash, securities, and other personal property and complete a CDCRCalifornia Department of Corrections and Rehabilitation Form 104, Property and Cash Receipt Arrival, in quadruplicate and distribute:

    • White, retained in R&RReceiving and Release.

    • Yellow, to inmate.

    • Green, to trust office with case/securities.

    • Pink, to remain with valuable property envelope.

  • Have inmate complete a CDCRCalifornia Department of Corrections and Rehabilitation Form 345, Authorization for the Secretary to Maintain Trust Account, and forward to C-file.

  • Prepare the Strategic Offender Management System (SOMSStrategic Offender Management) – Notification in Case of Inmate Death, Serious Injury, or Serious Illness, on all new commitments.

    • The CCRMCorrectional Case Records Manager shall prepare the SOMSStrategic Offender Management-Notification in Case of Inmate Death, Serious Injury or Serious Illness for commitments received by mail.

    • This information is used to prepare the FBIFederal Bureau of Investigation Form FD-249; Fingerprint Cards, and then the form is destroyed.

    • The chrono section of the “Notification in Case of Inmate Death, Serious Injury, or Serious Illness” shall be removed and forwarded to Case Records for the C-File.

  • CDC Form 103-B

    • The CDC Form 103-B, Associate Warden–Custody Inmate Record Card, may be used in a facility at the discretion of the Warden. This form is not a part of the inmate C-file and shall not be retained therein.