{"id":31040,"date":"2024-01-05T19:06:51","date_gmt":"2024-01-05T19:06:51","guid":{"rendered":"https:\/\/www.cdcr.ca.gov\/operations-manual\/?post_type=dom&#038;p=31040"},"modified":"2024-01-05T19:06:51","modified_gmt":"2024-01-05T19:06:51","slug":"47040-12-notification-identification-and-review-process","status":"publish","type":"dom","link":"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-4-information-technology\/article-31-unassigned\/47040-12-notification-identification-and-review-process\/","title":{"rendered":"47040.12 Notification, Identification, and Review Process\u00a0"},"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>Institutions or program areas shall notify employee(s) in writing prior to the release and disclosure of any AVSS footage or audio recording pursuant to a PRA request which reasonably or easily identifies the employee.<\/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>To assist in notifying reasonably or easily identifiable employee(s), the DAI PRAU or OLA video redaction staff shall provide the institution or program area a copy of or instructions to access the AVSS footage. The DAI PRAU or OLA video redaction staff shall determine which employee(s) require notification and provide the institution or program area any information regarding the employee(s) identified in the AVSS footage. The institution or program area shall review the AVSS footage and identify any employees the DAI PRAU or OLA video redaction staff were unable to identify.\u00a0<\/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 notification shall be completed utilizing the CDCR Form 1110, Notification of Release and Disclosure of Video Footage, Audio Recording, or Both. The \u00a0<br>CDCR Form 1110 shall be completed prior to the release and disclosure of any AVSS footage or audio recording pursuant to a PRA request. Institutions shall retain the completed CDCR Form 1110 and forward a copy to the DAI PRAU or OLA video redaction staff. The DAI PRAU or OLA video redaction staff shall retain the CDCR Form 1110 copy with the corresponding PRA request.\u00a0<\/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>If a notified employee requests to review the AVSS footage or audio recording, the institution shall accommodate the employee within seven calendar days, barring any facility emergency. An employee\u2019s inability to review the AVSS footage or audio recording shall not delay the release of the PRA request beyond the allotted seven calendar days.\u00a0<\/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 institution shall document and maintain the employee\u2019s review of the PRA request to include the following:<\/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>The employee\u2019s name.\u00a0<\/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>PERNR number.<\/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>Date.\u00a0<\/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>PRA request number.<\/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 AVSS footage or audio recording(s) being reviewed.\u00a0<\/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>If the notified employee has sufficient facts to demonstrate that releasing their identity to the public presents a specific threat to their safety, the employee is directed to immediately notify, in writing, the assigned Litigation Coordinator for their area. The employee\u2019s written statement shall contain any specific, articulable, and particularized facts about how disclosure of the records to the PRA requester would pose a significant danger to their physical safety or to the physical safety of someone else. The Litigation Coordinator shall forward the information to the Hiring Authority and the DAI PRAU or OLA video redaction staff.\u00a0\u00a0<\/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>The Hiring Authority shall evaluate the employee\u2019s written statement and make a determination within five business days.\u00a0<\/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>If the Hiring Authority determines the employee\u2019s written statement contains a \u00a0<br>non-specific or general in-nature threat, the Hiring Authority shall immediately notify the employee in writing that the threat was evaluated and determined to be invalid. The Hiring Authority shall forward a copy to the DAI PRAU or OLA video redaction staff.<\/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>If the Hiring Authority determines the employee\u2019s written statement contains a specific, articulable threat, the Hiring Authority shall forward the employee\u2019s written statement to ISU or other appropriate investigatory staff and ensure an investigation is completed. The assigned investigator(s) shall have 14 calendar days to complete the investigation and determine the legitimacy of the threat. The Hiring Authority shall forward the results of the investigation and all supporting documentation to CDCR\u2019s General Counsel via the OLA PRA mailbox for final determination and notify the DAI PRAU or OLA video redaction staff of the submission.\u00a0\u00a0<\/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>If the Hiring Authority determines the employee\u2019s written statement concerns a documented threat, the Hiring Authority shall submit all supporting documentation to CDCR\u2019s General Counsel via the OLA PRA mailbox for final determination and notify the DAI PRAU or OLA video redaction staff of the submission.<\/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>CDCR\u2019s General Counsel determination shall be provided to the Hiring Authority and the DAI PRAU or OLA video redaction staff. The Hiring Authority shall immediately provide the decision to the employee.\u00a0<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\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>\u00a0A PRA request for AVSS footage depicting a person\u2019s death shall require notification to the Next of Kin (NOK) to allow the NOK an opportunity to review the AVSS footage prior to release.\u00a0<\/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>When the DAI PRAU or OLA video redaction staff receives a PRA request for AVSS footage depicting a person\u2019s death, the institution shall be notified before the scheduled release. The DAI PRAU or OLA video redaction staff shall provide the Hiring Authority and PRA Coordinator access to the redacted AVSS footage.\u00a0\u00a0<\/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 institution shall contact the NOK and schedule a review as soon as possible. The NOK shall have seven calendar days to review the AVSS footage. The review may occur at an institution or alternate CDCR location as needed due to distance from the NOK or other factors. The NOK may bring two other people to the review for a maximum of three people. Only redacted footage shall be reviewed by, or released to, the NOK.\u00a0<\/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>If the NOK decides not to review the AVSS footage but requests a copy, the institution shall work with the NOK and make a copy available. Once the seven calendar days have elapsed, the AVSS footage shall be deemed ready for release.<\/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>If contact with the NOK cannot be made within 72 hours of the initial attempt to contact, the Hiring Authority shall notify their respective Associate Director (AD) or Director, and the DAI PRAU or OLA video redaction staff that all reasonable means for obtaining the NOK contact information have been exhausted. The AD or Director shall contact OCS for additional assistance locating the NOK. OCS shall forward the results of the attempt to the AD or Director. If the attempt was successful, the AD or Director shall communicate the results to the institution or program area for completion per 47040.12(g). If the attempt is unsuccessful, the AD or Director shall communicate the results to the DAI PRAU or OLA video redaction staff. The DAI PRAU or OLA video redaction staff shall document the results in the Public Records Portal and release the footage to the PRA requestor.\u00a0\u00a0<\/p>\n\t\t\t\t\t<\/li>\n\t\n\t<\/ul>\n\t\n\t<\/li>\n\t\n\t<\/ul>\n\t","protected":false},"parent":9117,"template":"","class_list":["post-31040","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>47040.12 Notification, Identification, and Review Process\u00a0 - 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=\"47040.12 Notification, Identification, and Review Process\u00a0 - Department Operations Manual (DOM)\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.cdcr.ca.gov\/operations-manual\/dom\/chapter-4-information-technology\/article-31-unassigned\/47040-12-notification-identification-and-review-process\/\" \/>\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-4-information-technology\\\/article-31-unassigned\\\/47040-12-notification-identification-and-review-process\\\/\",\"url\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-31-unassigned\\\/47040-12-notification-identification-and-review-process\\\/\",\"name\":\"47040.12 Notification, Identification, and Review Process\u00a0 - Department Operations Manual (DOM)\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/#website\"},\"datePublished\":\"2024-01-05T19:06:51+00:00\",\"breadcrumb\":{\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-31-unassigned\\\/47040-12-notification-identification-and-review-process\\\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-31-unassigned\\\/47040-12-notification-identification-and-review-process\\\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\\\/\\\/www.cdcr.ca.gov\\\/operations-manual\\\/dom\\\/chapter-4-information-technology\\\/article-31-unassigned\\\/47040-12-notification-identification-and-review-process\\\/#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 4 &#8211; 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