{"id":10935,"date":"2020-03-31T16:07:41","date_gmt":"2020-03-31T23:07:41","guid":{"rendered":"http:\/\/cdcr.test\/dom\/chapter-6-adult-classification\/article-2-case-considerations\/61020-12-2-archive-file-review-procedures\/"},"modified":"2020-03-31T16:07:41","modified_gmt":"2020-03-31T23:07:41","slug":"61020-12-2-archive-file-review-procedures","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-6-adult-classification\/article-2-case-considerations\/61020-12-2-archive-file-review-procedures\/","title":{"rendered":"61020.12.2 Archive File Review Procedures"},"content":{"rendered":"\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The counselor shall review the inmate&#8217;s current criminal history through the California Law Enforcement Telecommunication System (CLETS) and the Criminal Identification and Information (CI&amp;I) to determine if there is a discharged CDCR term, Civil Addict commitment, DJJ\/CYA commitment, federal term, or out-of-state term, which has not been previously reviewed and documented.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the inmate has a discharged CDCR 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&#8217;s full name, current CDC number, discharged CDC number, box number (assigned to discharged cases beginning in the late 1990&#8217;s), and discharge date. Discharge dates can be obtained from the OBIS &#8220;COFQ&#8221; screen or CLETS\/CI&amp;I. Box numbers can be obtained from the OBIS &#8220;KMHQ&#8221; screen. Pursuant to Penal Code (PC) \u00a7 1203.03 (&#8220;Z&#8221; cases), records on diagnostic cases are not available after three years from the discharge date. (Note: When an inmate&#8217;s CDCR term is discharged, the parole region indicates in the OBIS &#8220;KMHQ&#8221; 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 &#8220;COFQ&#8221; screen in OBIS 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&#8217;s full name, current CDC number, discharged CDC number(s), discharge date, and CI&amp;I number.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the inmate has a discharged DJJ\/CYA commitment and the DJJ\/CYA file has not been previously requested and reviewed, the counselor shall complete the DJJ\/CYA file request.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>NOTE: DJJ\/CYA archive files are no longer available if the DJJ\/CYA commitment has been discharged for seven (7) or more years.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The counselor shall complete the Notice of Requested Archive File, Confidential Folder, or DJJ\/CYA 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 DJJ\/CYA file has been requested. The counselor shall complete a separate half-sheet for each archive file, confidential folder, or DJJ\/CYA File requested.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If an archive file, confidential folder, or DJJ\/CYA file has been requested but not received prior to completion of the Institution Staff Recommendation Summary (ISRS), the RC counselor shall note the discharged number and date the archive file was requested in the Casework Follow-up section of the ISRS.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The counselor shall submit the request for the archive file, confidential folder, or DJJ\/CYA 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 DJJ\/CYA file is not received within 90 days, the counselor shall call the Archives Unit, ID\/Warrants Unit, or DJJ\/CYA Master Files Section to determine if the request needs to be sent again.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>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 &#8220;I&#8221; numbers. A C-file for an &#8220;I&#8221; number does not exist. An &#8220;I&#8221; number is on parole here in California serving parole that was imposed by another state. An &#8220;I&#8221; number has never served any prison time in California. Therefore, when requesting records on &#8220;I&#8221; 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&#8217;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.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Upon receipt of the Archive File, Confidential Folder, or DJJ\/CYA File, the counselor shall review the file for information that may affect the inmate&#8217;s Placement Score, housing, custody, program, medical\/psychiatric needs, or any other pertinent factors.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>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.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Upon completion of the archive file review, confidential folder review, or DJJ\/CYA 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:<\/p>\n\t\t\t\t\t<ul class=\"cdcr-dom-group-block\">\n\t\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Documentation of enemies on the CDC Form 812 and\/or CDC Form 812C, Notice of Critical Information-Confidential Enemies;<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Incorporation of confidential information into the current confidential folder;<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>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.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the archive review results in a need to change the inmate&#8217;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.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The Records Office shall maintain security of DJJ\/CYA files until returned to the DJJ\/CYA. Note: DJJ\/CYA files are to be returned to DJJ\/CYA within 30 days of receipt.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>CDCR archive files and archive confidential folders are not to be returned to the Archives Unit or ID\/Warrants Unit. They are to be permanently retained in the current C-file.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If an archive file is received for an inmate that has been transferred, Records Office staff shall forward it to the inmate&#8217;s current institution immediately.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>If the archive file is received at the RC prior to the case being reviewed by the CSR, 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 RC to ensure the recommendation to the CSR is appropriate. If it is discovered that an archive file was not requested at the RC, the receiving institution shall submit the request.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>With the exception of RC cases, all cases presented to the CSR for transfer consideration that have a discharged CDCR term, Civil Addict commitment, or DJJ\/CYA 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 CSR review, the effort to obtain it and the reason the case is being referred to the CSR prior to the archive file review shall be described in the CDC Form 128-G, Classification Chrono.<\/p>\n\t\t\t\t\t<\/li>\n\t\t<\/ul>\n\t","protected":false},"parent":10916,"template":"","class_list":["post-10935","dom","type-dom","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>61020.12.2 Archive File Review Procedures - Department Operations Manual (DOM)<\/title>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"61020.12.2 Archive File Review Procedures - Department Operations Manual (DOM)\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-6-adult-classification\/article-2-case-considerations\/61020-12-2-archive-file-review-procedures\/\" \/>\n<meta property=\"og:site_name\" content=\"Department Operations Manual (DOM)\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-6-adult-classification\\\/article-2-case-considerations\\\/61020-12-2-archive-file-review-procedures\\\/\",\"url\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-6-adult-classification\\\/article-2-case-considerations\\\/61020-12-2-archive-file-review-procedures\\\/\",\"name\":\"61020.12.2 Archive File Review Procedures - Department Operations Manual (DOM)\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/#website\"},\"datePublished\":\"2020-03-31T23:07:41+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-6-adult-classification\\\/article-2-case-considerations\\\/61020-12-2-archive-file-review-procedures\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-6-adult-classification\\\/article-2-case-considerations\\\/61020-12-2-archive-file-review-procedures\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-6-adult-classification\\\/article-2-case-considerations\\\/61020-12-2-archive-file-review-procedures\\\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"DOM\",\"item\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/\"},{\"@type\":\"ListItem\",\"position\":3,\"name\":\"Chapter 6 &#8211; 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