210 Ind. Admin. Code 3-1-6

Current through May 29, 2024

Section 210 IAC 3-1-6 - Management information systems and inmate records

Authority: IC 11-8-2-5; IC 11-12-4-1

Affected: IC 11-12-4-1

Sec. 6.

(a) Every inmate admitted to any county jail shall have the following information recorded, unless prohibited by statute:

(1) Booking number.

(2) Date and time of intake.

(3) Name and aliases.

(4) Last known address.

(5) Date and time of commitment and authority therefor.

(6) Name, title, and signature of delivering officer.

(7) Specific charge or charges.

(8) Physical description, including any scars, marks, or tattoos.

(9) Mug shot and fingerprints.

(10) Sex.

(11) Age and date of birth.

(12) Place of birth.

(13) Race.

(14) Occupation.

(15) Name and address of last employer.

(16) Health status.

(17) Name and relationship of next of kin.

(18) Address of next of kin.

(19) Court and sentence.

(20) Notation of cash and personal property.

(21) Notation of any:

(A) open wounds;

(B) sores requiring treatment;

(C) evidence of disease or body vermin; or

(D) tattoos.

(22) Name of health insurance carrier.

(23) Name of primary care physician.

(24) Education level, to include the name and location of last school attended if no high school diploma.

(25) Prior commitments.

(26) Nationality or citizenship.

(27) Social Security number, and if any Social Security benefits are currently being received.

(b) Records shall be maintained on all inmates committed or assigned to any county jail. The records shall contain, but are not limited to, the following:

(1) Intake information.

(2) Commitment papers and court order or orders.

(3) Cash and personal property receipts.

(4) Reports of disciplinary actions or unusual occurrences.

(5) Work record.

(6) Program involvement.

(7) Medical orders issued by the jail physician or his or her designee.

(c) Each sheriff or designee shall do the following:

(1) Maintain on a daily basis written data concerning population movement, including, but not limited to, the following:

(A) Admission.

(B) Processing.

(C) Transfer; and

(D) Release of pretrial detainees and sentenced inmates.

(2) Establish a written procedure requiring the prompt reporting of all incidents that:

(A) result in physical harm;

(B) threaten the safety of any person in the jail; or

(C) threaten the security of the jail.

(3) Establish written policies and procedures regarding access to and release of inmate records. The policies and procedures shall ensure that inmate records are current, accurate, and safeguarded from unauthorized and improper disclosure.

(d) An inmate's medical record file shall not be in any way part of the confinement record.

(e) Each sheriff shall establish a written procedure requiring that, prior to the release of any inmate or arrestee, the jail staff shall, unless otherwise prohibited by any statute or law:

(1) perform an Indiana Data and Communications System (IDACS) and National Corrections Information Center (NCIC) search; or

(2) contact the department to determine whether:

(A) the offender is currently under the department's jurisdiction; or

(B) there are any other outstanding wants or warrants for the offender.

210 IAC 3-1-6

Department of Correction; 210 IAC 3-1-6; filed Jul 27, 1981, 10:30 a.m.: 4 IR 1810; readopted filed Nov 15, 2001, 10:42 a.m.: 25 IR 1269; readopted filed Jul 6, 2007, 2:54 p.m.: 20070725-IR-210070277RFA; filed Sep 11, 2012, 2:30 p.m.: 20121010-IR-210110741FRA

Readopted filed 10/2/2018, 8:46 a.m.: 20181031-IR-210180366RFA