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Corrections, Department of [ Total entries: 55 ]
Description: Documentation of location or destination of an inmate when he or she leaves their assigned dormitory or housing unit.
Retention: 6 months.
Vital Record: TRUE
Description: Records documenting disciplinary actions against employees in which the employee has exhausted the appeal process and the final determination has been made.
Retention: 5 years
Vital Record: FALSE
Description: Documentation of review and evaluation of functions and operations of correctional facilities and probation offices.
Retention: 5 years
Vital Record: FALSE
Description: Documents relating to succinct information report in simple tables, statistics, and language narrative relating to areas of concern among policy-level staff of the agency.
Retention: Permanent
Vital Record: FALSE
Description: Monthly, Quarterly and Annual reports of Master menu files including food cost and food inventory reports.
Retention: 6 years.
Legal Citation: Georgia Department of Corrections Board Rule #125-4-3-.03 Menu.
Vital Record: TRUE
Description: Documents relating to recording academic or vocational training of individual students in state correctional institutions.
Retention: 5 years
Vital Record: FALSE
Description: Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to medical care provided to detainees. Includes GA Dept. of Corrections medical information and forms.
Retention: 10 years
Vital Record: FALSE
Description: Records documenting a detainee's stay at a diversion center.
Retention: 4 years
Vital Record: FALSE
Description: Documents relating to the individual chronological history of incarceration and reports of escape of the active escaped inmate.
Retention: 50 years
Vital Record: FALSE
Description: Documents relating to maintaining inspection reports and farming operations reports of the various correctional insitutions throughout the State.
Retention: 5 years
Vital Record: FALSE
Description: Monthly, Quarterly, and Annual fire safety and inspection reports.
Retention: 5 years
Legal Citation: NFPA Life Safety Codes, Georgia Code Title 8, Building and Housing, Title 25, Fire Protection and Safety.
Vital Record: FALSE
Description: Daily accounts of inmates and staff activities specifically for those inmates within the correctional facility.
Retention: 4 years
Vital Record: FALSE
Description: Documents relating to case material on Georgia probationers supervised by other states.
Retention: 5 years
Vital Record: FALSE
Description: Documents relating to accounting for inmates at various times during the day.
Retention: 30 days
Vital Record: FALSE
Description: Incident Reports relating to inmates and Departmental personnel containing sttements of those concerned reflecting circumstances of incident by inmate, personnel, and summary log.
Retention: 3 years
Vital Record: FALSE
Description: Documents relating to maintaining copies of reports prepared under contract or developed by individual scholars or students as private (but sanctioned) reviews of DOR programs or operations.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to recording funds deposited to and withdrawn from individual inmate accounts.
Retention: 3 years and completion of internal audit
Vital Record: FALSE
Description: Documents relating to investigating claims filed by State inmates with the State Claims Advisory Board requesting monetary compensation for lost or stolen personal property, and preparing Statements of Findings and Recommendations relative to the claims for submission to the Board.
Retention: 5 years
Vital Record: FALSE
Description: Inmate grievances, complaints, disciplinary appeals, disciplinary hearing officer reports and letters of dispositions.
Retention: 3 years.
Vital Record: FALSE
Description: Documents relating to recording the number of complaints, grievances and correspondence generated by state inmates per month, listed by institution.
Retention: 4 years
Vital Record: FALSE
Description: Documents relating to the record copy of chronological documentation of an inmate's incarceration.
Retention: Prior to 1943: Permanent; 1943-1969: 15 years; 1970-forward: 15 years
Vital Record: FALSE
Description: Documents relating to the routine periodical evaluation of state and county correctional institution and any requested evaluation of other departmental facilities.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to individual inmates chronological history of incarceration.
Retention: 3 years. Exception: for parolees from life sentences: 10 years from date of parole
Vital Record: FALSE
Description: Documents issued by this and other agencies reporting jointly determined assessments of jointly operated programs.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to maintaining records of all investigations conducted by the Internal Affairs Division.
Retention: Permanent
Vital Record: FALSE
Description: Investigative reports, field investigation reports and correspondence, sworn statements, evidence and transcripts of taped interviews, summary sheets, detailed reports and other correspondence relating to the investigation of an incident or incidents.
Retention: 20 years.
Vital Record: TRUE
Description: The Internal Investigations Division is responsible for reviewing and, when necessary, conducting investigations of misfeasance, malfeasance, and criminal activity of state inmates, employees and those within the jurisdiction of the Georgia Department of Corrections. The series consists of investigative reports, field investigation reports, sworn statements, evidence, and transcripts of taped interviews, summary sheets, detailed reports and other related correspondence.
Retention: 20 years
Updated: March 04, 2002
Description: Documents relating to the Food Service Program of the State penal institutions.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to the attendance of students enrolled in school.
Retention: 1 year and completion of federal audit
Vital Record: FALSE
Description: Documentation of the official count of the number of inmates that are in all areas of an institution.
Retention: 6 months.
Vital Record: TRUE
Description: Documents relating to the official minutes of the Board of Corrections.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to providing classroom instruction for correctional officers, security personnel, and other staff who work directly with inmates, including some food services and maintenance personnel, chaplains, etc.
Retention: 14 years
Vital Record: FALSE
Description: Documents relating to notifying the Departmental Personnel Officer that employees have passed or failed required orientation training programs.
Retention: 3 years
Vital Record: FALSE
Description: Documents relating to maintaining test answer sheets completed by trainees.
Retention: 14 years
Vital Record: FALSE
Description: Documents relating to paying fines, court costs, lawyer fee, restitution and child support, when applicable
Retention: 4 years
Vital Record: FALSE
Description: Documents relating to case material on Georgia and out of state probationers supervised by other states and by out of state probationers supervised by Georgia
Retention: 2 years
Vital Record: FALSE
Description: Documents relating to summarizing monthly workload activities of probation/parole supervisors throughout the State.
Retention: 1974-March 1981: 10 years; April 1981 - present: 1 year
Vital Record: FALSE
Description: Documents relating to recording supervision and progress of probationers assigned to State Probation Offices.
Retention: Retain 3 years following fulfillment of terms of probation or release by the court prior to termination of probation.
Vital Record: FALSE
Description: Bound and authored documents describing the effectiveness and efficiency of various rehabilitative sevices provided to correctional clients.
Retention: 4 years
Vital Record: FALSE
Description: This series consists of institutional files which contain correspondence with wardens, phone contacts, and personnel information. It also contains special project files, short range project files, reports from research and development, investigations information, correspondence logs, speech bank, photographic files and a tape file.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to accounting for inmates who leave their cells/dorms to report to work details.
Retention: 30 days
Vital Record: FALSE
Description: Documents relating to summarizing statistics on inmates, probationers and parolees taken from inmate data base and probation/parole inventory.
Retention: Security COM Copy: Permanent; Reference Copy: 5 years
Vital Record: FALSE
Description: Detention Centers provide for the incarceration, rehabilitation, education, health, and medical care of those persons placed in their jurisdiction by courts of law. These centers maintain case files on each detainee which document the performances for the services.
Retention: 4 years
Vital Record: FALSE
Description: Medical records documenting health services provided to inmates.
Retention: 10 years
Vital Record: FALSE
Description: Documents containing summaries of special data collections, correctional literature, and policy trends concerning accountability and performance-based management in correctional systems.
Retention: Permanent
Vital Record: FALSE
Description: Individual offender's summary of progress throughout the program.
Retention: 2 years after successful completion or unsuccessful termination of the RSAT program
Vital Record: FALSE
Description: Documents relating to the records of incarcerated, paroled, or probated sex offenders.
Retention: Retain until receipt of official proof of death or for 99 years after release
Legal Citation: O.C.G.A. 42-1-12(c)(5)
Vital Record: FALSE
Description: Documents relating to sending daily information regarding inmate population to central office.
Retention: 30 days
Vital Record: FALSE
Description: Documents relating to the returning of sentences to the Superior Courts on individuals sentenced by the court that for certain reasons do not enter the correctional system.
Retention: 2 years
Vital Record: FALSE
Description: Daily accounts of inmates and staff activities specifically for those inmates within the death sentence unit of the correctional facility.
Retention: 20 years
Vital Record: FALSE
Description: Documents relating to receiving and investigating reports of use of force used by institution personnel in regard to inmates.
Retention: Permanent
Vital Record: FALSE
Description: Documents relating to use of force investigations.
Retention: 5 years
Vital Record: FALSE
Description: Use of Force/Use of Weapons reports contain information reflecting circumstances of the incident of use of force or weapons used by the institution personnel in regard to inmates. These reports include statements of the inmate(s) involved, personnel and a summary of the event.
Retention: 5 years
Vital Record: FALSE
Description: Documents relating to receiving and investigating reports on use of weapons by institutional personnel in regard to inmates.
Retention: Permanent
Vital Record: FALSE
Georgia Archives, 5800 Jonesboro Road, Morrow, GA 30260
www.georgiaarchives.org
