{"id":11406,"date":"2020-03-31T16:08:06","date_gmt":"2020-03-31T23:08:06","guid":{"rendered":"http:\/\/cdcr.test\/dom\/chapter-7-adult-case-records-information\/article-1-uniform-case-records-systems\/71010-4-responsibility-of-case-records-staff\/"},"modified":"2024-08-15T18:48:13","modified_gmt":"2024-08-15T18:48:13","slug":"71010-4-responsibility-of-case-records-staff","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-7-adult-case-records-information\/article-1-uniform-case-records-systems\/71010-4-responsibility-of-case-records-staff\/","title":{"rendered":"71010.4 Central File Security"},"content":{"rendered":"\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Only personnel with approval from the Chief Deputy Warden at the institution level, and the Hiring Authority for non-institution personnel, shall have access to an incarcerated, supervised, or discharged person\u2019s C-File or copies of its contents.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>C-Files and case records information shall only be accessed, viewed, modified, or received by authorized users.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>C-Files shall not be removed from State property.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Hard copies of C-Files shall be kept in a secure container. C-Files needing to be relocated shall be sent via certified or registered mail to ensure safe transport and control.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>All hard copies of C-Files that are removed from the Case Records office for any purpose shall be kept in a secure environment under the supervision of personnel authorized to handle such materials.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Hard copies of C-Files shall be housed in or returned to the Case Records office at the close of business each workday or as soon as possible after an emergency.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Except for the Attorney General&#8217;s (AG) Office, Office of the Inspector General (IG), BPH, and the Governor\u2019s Office, incarcerated, supervised, or discharged persons\u2019 case records shall not be released to any agency or any person outside the department without a court order or a valid authorization from the incarcerated, supervised, or discharged person. The AGs office, the IGs office, BPH, or the Governor\u2019s office may be provided with case records information via any CDCR-approved method.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>In response to a court order, the incarcerated, supervised, or discharged person\u2019s case record(s) shall be provided via a CDCR-approved method. For case records in hard copy form, the documents shall be redacted by, transported by, and remain under the control of a delegated departmental employee, as designated by the Warden or Assistant Deputy Director.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>The password(s) and pin(s) provided to unencrypt information assets shall not be provided together in a single communication, but shall be provided in separate emails, letters, or phone calls. If the receiving party takes possession of portable technology and does not return the departmental asset to Case Records, the security and destruction of the asset is the responsibility of the receiving party.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Incarcerated, supervised, and discharged persons are prohibited from accessing<br>C-File information other than authorized copies of documents within their own C-Files, upon written request. Incarcerated, supervised, and discharged persons shall not have copies of any information that is classified as confidential.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Incarcerated, supervised, and discharged persons, their attorneys, and third parties shall:<\/p>\n\t\t\t\t\n\t<ul class=\"cdcr-dom-group-block\">\n\t\t\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Review copies of C-Files via a CDCR-approved method.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Return any information asset provided by the Case Records office to the Case Records office upon completion of a review.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Have no direct access to a C-File for any purpose.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Incarcerated persons shall not be assigned in Case Records offices or in any area in which there is access to network computers, except when they are under constant and direct supervision.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Notwithstanding Subsection 71010.4(l), appropriately classified and assigned incarcerated persons may be permitted in Case Records offices to perform such duties as building maintenance or janitorial services.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>C-File reviews, information assets used for C-File reviews, and the return of said information assets shall be logged as directed by the Chief, Case Records Services.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\n\t<li class=\"cdcr-dom-item-block\">\n\t\t\t\t\t<p>Any requests to access or use departmental information assets that are not covered in this section shall be referred to the Chief, Case Records Services by the local Correctional Case Records Manager (CCRM) for approval.<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t","protected":false},"parent":11400,"template":"","class_list":["post-11406","dom","type-dom","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.3 - 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