BOP Program Statement 5800.17 § 8

a. Responsibility. The Case Management Coordinator (CMC) is the official custodian of

inmate records. He/she is responsible for file retention, disposal, certification, and for court

appearances when necessary. The Regional Correctional Programs Administrator has the same

responsibilities at the Regional Office level.

At institutions where inmate files are stored centrally, the Warden’s designee has supervisory

responsibility. At institutions where Inmate Central Files are decentralized, supervisory

responsibility belongs to the Unit Manager and his/her staff. Although some delegation is

necessary, the Unit Manager is accountable for file security, control, and maintenance.

b. Accountability Requirements. The following rules apply at every institution where inmates

are confined and files maintained, regardless of whether Inmate Central Files are centralized or

decentralized.

■ Files may never be left unsecured or handled in such a way as to be accessible to

unauthorized persons. Staff ensure that inmates do not transport files and confidential

materials.

■ During the course of the work day, Central Files must be maintained in a secure area. Active

Central Files must be returned to the appropriate file cabinet by the close of the business day.

This applies to all departments that handle Central Files (e.g., Correctional Systems, Health

Services, Unit Management). Fireproof cabinets will be used for Central Files stored in

housing units.

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■ Inmate Central Files for inmates not housed in the institution (e.g., on writ, home

confinement, or housed in RRCs) are accounted for in the same manner. These files must be

kept in a separate section of the file cabinet to facilitate accountability.

■ An Inmate File Check-Out Card (BP-387) must be prepared for each volume and remain with

that volume. The card is placed in the file cabinet with the volume, and each user signs and

dates the card when a volume is removed and leaves the card in the volume’s place. This

system provides a tracking device when files are missing or needed for other purposes and

improves the ability to take inventory.

■ Inmate Central Files must be counted any time the file cabinet is unlocked. For example, if

staff are on duty and open a file cabinet, all files must be counted that day. Conversely, if

staff are on duty but have no need to open the file cabinet, the files do not have to be counted.

Staff indicate “file not opened,” initial, and date the file count record. The following

information must be included on the Inmate File Accountability Log:

 Date/time of the count.

 Total volumes counted.

 Initials of the counter.

 Reasons for any changes since the previous day’s count.

A name roster and census count must be conducted at least weekly (weekly is defined as once

per calendar week, Sunday through Saturday). This count consists of accounting for each file by

securing a name roster printout from SENTRY and comparing the files in the file cabinet with

the name roster. After completion, the printout is initialed, dated, and maintained for 90 days.

The file count record is maintained for a period of two years.

c. Security Level Requirements. Inmate Central Files in Minimum, Low, and Medium

Security Level institutions may be maintained in either the functional unit with the Warden’s

approval or in a secure, centralized location.

Inmate Central Files in High Security or Administrative Level facilities may be maintained in

either the functional unit with the Regional Director’s approval or in a secure, centralized

location.