BOP Program Statement 5800.17 § 17

(Staff can access ACA standards by contacting their facility’s accreditation manager.)

■ American Correctional Association Standards for Adult Correctional Institutions, 4th

Edition: 4-4095, 4-4096, 4-4098, 4-4099, 4-4245, and 4-4246.

■ American Correctional Association Performance Based Standards for Adult Local Detention

Facilities, 4th Edition: 4-ALDF-6C-15, 4-ALDF-6C-16, 4-ALDF-7D-20, and 4-ALDF-7D-

21.

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■ American Correctional Association Standards for Administration of Correctional Agencies,

2nd Edition: 2-CO-1E-01, 2-CO-1E-02, 2-CO-1E-03, 2-CO-1E-04, 2-CO-1E-06, 2-CO-1E-

07, 2-CO-1E-08, and 2-CO-1E-09.

REFERENCES

Program Statements

P1237.13 Information Security Programs (3/31/06)

P1330.17 Administrative Remedy Program (8/20/12)

P1351.05 Release of Information (9/19/02)

P5100.08 Inmate Security Designation and Custody Classification (9/12/06)

P5180.05 Central Inmate Monitoring System (12/31/07)

P5310.12 Psychology Services Manual (3/7/95)

P5321.07 Unit Management (9/16/99)

P5800.15 Correctional Systems Manual (1/1/09)

P7331.04 Pretrial Inmates (1/31/03)

TRM 5802.02 SENTRY General Use Technical Reference Manual (7/10/00)

Federal Register, Volume 41, Number 181 (9/16/76)

BOP Forms

BP-A0171 Record of Information Release

BP-A0337 Inmate Load and Security Designation

BP-A0338 Custody Classification

BP-A0381 Inmate Activity Record

BP-387 Inmate File Check-out Card

Records Retention Requirements

Requirements and retention guidance for records and information applicable to this program are

available in the Records and Information Disposition Schedule (RIDS) system on Sallyport.

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Attachment A. Inmate Central File Order

The six-position Inmate Central File provides for the organization of filed material. Material

must be filed in the following order (top to bottom) by sections when the document, report, etc.,

is appropriate, available, and disclosable to the inmate.

a. Section One: (Sentence Data/Detainers/Inmate Financial Responsibility Program)

(1) CIM White Card

(2) SENTRY Sentence Computation Record (most current)

(3) Copy of Judgment in a Criminal Case or Judgment and Commitment Papers (all)

(4) Financial Responsibility Contract (most current)

(a) Installment Schedule Agreement for Unpaid Fines form (if applicable)

(b) Cost of Incarceration Fee form (BP-546) (if applicable)

(c) Correspondence relating to IFRP (i.e. Financial Litigation Unit Correspondence)

(5) Extra Good time Recommendation (BP-390) (all)

(6) Detainer Action Letter (BP-394) (all)

(7) FBI Fingerprint Report (RAP Sheet) or request for RAP Sheet; no Bureau run NCIC/III

records in disclosable portion of File

(8) Disclosable AO-235/AO-245/USA-792, (with response, if applicable)

b. Section Two: (Classification and Parole Materials)

(1) Inmate Activity Record form (BP-381); new form for each institution (all)

(2) In-Transit Data form (most current)

(3) Copy of Transfer Order (BP-399) (all)

(4) Request for Transfer (all)

(5) Request for Management Variable Application/Updated Expiration Date or PSF Waiver (all)

(6) Custody Classification form (most current; all exception cases resulting in custody

reductions; all changes to or from MAX custody)

(7) Parole forms (in chronological order) (all)

(a) Parole Commission Appeals, National/Regional

(b) Notice of Action

(c) Notice of Action, Part II-Salient Factor

(d) Waiver of Notice, Representation or Disclosure Staff Representative form

(e) Notice of Hearing

(f) Parole Application/Waiver (I-24)

(g) Background Statement of Inmate (I-32)

(h) Attorney Witness Election forms (I-16) and (CJA 22)

(8) Related Correspondence to Parole Commission (all)

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(a) Parole Violation Warrant Application

(b) USPO packet excluding duplication

(9) Most recent signature page from progress report or program review

(10) Treaty Transfer Packet (copy, if applicable)

(a) Transfer Inquiry form (BP-297) (if applicable)

(b) Treaty Transfer Case Summary (if applicable)

(11) Executive Clemency Report (if applicable)

(12) Security Designation form (BP-337)

(13) Presentence Investigation Report (PSI) (U.S. District Courts Only)/Probation Violator

Report

(14) Correspondence relating to PSI (disclosable)

c. Section Three: (Mail, Visits, Property, etc.)

(1) Extra Photographs (most current)

(2) Identification (originals) (stored in envelope; send to R&D upon release)

(3) Approved Visiting List (most current)

(4) Correspondence relating to Visiting List (disclosable)

(5) Inmate to Inmate Correspondence Approvals (all)

(6) Acknowledgment of Inmate (BP-407) (all)

(7) Acknowledgment of Inmate (BP 408) (original signed)

(8) Inmate Personal Property Records (BP-383) (all)

(9) Confiscation & Disposition of Contraband forms (BP-402) (all)

(10) Authorization to Receive Packages or Property (BP-331) (maintain for two years)

(11) Injury Report – Inmate (BP-140) (all)

(12) Uniform Basic Safety Regulations (BP-169) (most current)

(13) Admission and Orientation (Institution and Unit) Program Checklist (current)

(14) Intake Screening form (Rights & Responsibilities) (all)

d. Section Four: ( Discipline, Work, Education Reports, etc.)

(1) Chronological Disciplinary Record for Incident Reports written prior to December 1, 1990

(2) Incident Reports, UDC Actions (all)

(3) Discipline Hearing Officer Packet; file each UDC/DHO action as a packet in chronological

order (all)

(a) Incident Report (BP-288)

(b) Inmate Rights at Discipline Hearing (BP-293)

(c) Notice of Discipline Hearing Before the DHO (BP-294)

(d) Duties of Staff Representative (BP-306)

(e) Waiver of Appearance (BP-307)

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(f) Discipline Hearing Officer (DHO) Report (BP-304)

(g) DHO Checklist (BP-447)

(h) Administrative Detention Order (BP-308)

(i) Special Housing Unit Record (BP-292)

(j) Special Housing Review (BP-295)

(k) Temporary Placement in Disciplinary Segregation Order (BP-321), including any

supporting disclosable Documentation

(4) SHU forms that are not part of a UDC or DHO packet (all)

(a) Administrative Detention Order (BP-A0308)

(b) Special Housing Unit (SHU) Record (BP-A0292)

(c) Special Housing Review (BP-A0295)

(5) Work Performance Rating forms, UNICOR and IPP (purged after incorporated into the

inmate’s progress report)

(6) Request for Vacation (most current)

(7) Education-Related Documents

(8) Drug Abuse Program correspondence (most current on top)

e. Section Five: (Release Processing)

(1) Institution/Unit Release Preparation Checklists (most current)

(2) Program Review Profile section page with notification information and corresponding

signature page

(3) Notification of Community Treatment Programs form (if applicable)

(4) USPO Plan Approval (most current)

(5) Parole Certificates, Parole form (H-13) (all)

(6) Parole Certificate Request form (most current)

(7) Release Correspondence (most current)

(8) Notice of Release and Arrival, Parole form (I-13) (all)

(9) Deportation Notice (Parole form 55) (all)

(10) Supervision Release Plan form (BP-522) (all)

(11) Certificate of Mandatory Release, Mandatory Release to Special Parole, Special Parole or

Court Designated Parole (Parole form I-33) (all)

(12) Release Authorization (BP-392) (all)

(13) Gratuity forms (BP-189 or BP-379) (most current)

(14) Notification of Prisoner Release Form (if applicable)

(15) Release of Immigration Detainee with Supervision to follow (BP-325) (all)

(16) Conditions of Probation and Supervised Release, (Probation form 7A) (if applicable)

(17) RRC Terminal Report (if applicable)

(18) RRC Packet (most current)

(a) Furlough Approval and Record form (BP-291) (RRC Only)

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(b) Institution Referral for RRC Placement (BP-210)

(c) Acceptance/Denial Documentation from RRM

(d) Memorandum from the Warden with rationale for exclusion from RRC and Home

Confinement/Inmate’s refusal to participate

(e) Community Based Program Agreement

(19) Prior Release Documents (file entire packet together)

f. Section Six: (General Correspondence) – Chronological

(1) Correspondence, General

(2) Furlough Packet (all)

(a) Furlough Questionnaire USPO (BP-302)

(b) Furlough Questionnaire

(c) Furlough Approval form (BP-291)

(d) Correspondence Regarding Furlough

(3) Record of Escorted Trip (most current)

(4) Inmate Request to Staff Member (BP-148) (all)

(5) Congressional Correspondence – Entire Packet (all)

(6) Consent forms – General (all)

Note: No Administrative Remedy Responses should be maintained in the Inmate Central File.

See the Program Statement Administrative Remedy Program for file maintenance.

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PRIVACY FOLDER. The Privacy Folder is located on the top of Section 5 of the Inmate

Central File. The Privacy Folder contains two sections:

■ FOIA Exempt material for Section I includes Central Inmate Monitoring documents and

Victim/Witness Information.

■ Section II includes other non-disclosable material from the Inmate Central File.

All material not considered FOIA Exempt is filed in the appropriate section of the Inmate

Central File.

a. Section One: Central Inmate Monitoring and Victim/Witness Notification Packet

(1) CIM (BP-339) (most current)

(2) CIM (BP-340) (all)

(3) CIM Documentation (all)

(4) Cover Memorandum to Appropriate Review Authority (all)

(5) CIM Approval Letter from Appropriate Review Authority (all)

(6) CIM Clearance Request with corresponding SENTRY Clearance Data Display

(7) Victim/Witness Protection Packet – Notification Log (all)

(a) All pre-VNS Victim/Witness Notification Documents (all)

b. Section Two: Miscellaneous Non-Disclosable Materials

(1) Secret Service Card

(2) Non-Disclosable PSI, AO 235, 245, USA 792 and Sentencing Memo/Transcript

(3) FOIA Exempt In-Transit Data form (most current)

(4) Psychological/Psychiatric Intake Screening form (BP-435 and 436) (Only FOIA EXEMPT)

documents determined by Psychology staff.

(5) Visitor Information form (BP-309) (all)

(6) Visitor Authorization for Release form (BP-310) (all)

(7) Request for Conviction Information form (BP-311) (all)

(8) Any Materials from the Central File which are FOIA Exempt are to be filed chronologically.

(9) Any other Materials that are FOIA exempt:

(a) Study and Observation Cases (all)

(b) Confidential Investigations (all)

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