Inmate Records Training

• Training academy is for the Lander County Sheriff's Office Detention Division deputy trainees
• The training course is 2 hours in length
• The revision date for the transcription is September 3, 2020
• Nevada Revised Statute (NRS) 289.160 (2f) applies

Instructional Goal

• The goal is to provide a working knowledge of inmate records

Student Performance Objectives

• Students will be able to identify what inmate records exist and which ones can be legally released
• Students will be able to explain when information can be released to an officer from an inmate medical file

Class Objectives

• Identify the necessary forms for inmate/prisoner intake
• Identify the documents necessary to transfer an inmate/prisoner within the agency
• Identify the proper forms necessary to report and document misconduct of a staff member
• Identify who is responsible for maintaining inmate records
• Identify what inmate records can be released
• Identify when information can be released to an officer from a medical file
• Identify the different types of records maintained on an inmate

Introduction to Inmate Record Collection

• A uniform method must be implemented for obtaining, recording, and maintaining inmate records and information
• This information must be stored in a secure area to protect from theft, loss, tampering, and destruction

General Information on Inmate Records

• The process of records keeping and maintenance for subjects brought into a detention facility begins at the original booking or intake process
• Some record files and maintenance may already be started at a facility if the subject has been a resident of the facility on prior occasions
• Upon entry, all prisoners will be searched, and their personal property removed, inventoried, and secured

Prisoner Paperwork Upon Entry to Facility

• A Probable Cause form/Arrest Sheet is provided by arresting or transporting agency
• This form must be complete and accurate with all required subject information and charges

General Information on Inmate Property

• Inmates sign a Property/Money Inventory sheet acknowledging inventory of money and property
• This is necessary to prevent the introduction of contraband, claims of theft, and safety of staff and inmates
• Money/cash should be verified by two Deputies

Booking File Contents

• A booking file contains the following:
• A Booking Sheet obtained from the RIMS Program
• Arrest Info Sheet
• Probable Cause Sheet (if necessary)
• Warrant Hard Copy and clear (if necessary)
• Medical Screening
• PREA Assessment
• Financial Disclosure Statement
• Prisoner Fees Paperwork
• Any financial paperwork from the Inmate Banker Program
• The Inmate Fingerprint Card (if necessary)
• Court dispositions
• Court orders
• Teletypes sent or received warrant clears
• Bond revocations.

Release of Legally Releasable Information

• Nevada Revised Statutes Chapter 239 governs public records, including NRS 239.0105 concerning confidentiality of certain records of local governmental entities
• Each agency has a legal representative that advises what records can and cannot be released
• Agency policies for release of individual records must be followed

Examples of Inmate Records

• Examples include
• Probable cause for arrest
• Original copy of property record
• Copy of booking sheet (including charges)
• Copies of forms initiated by an inmate
• Medical notifications/records
• Court dispositions
• Court orders
• Warrants
• Teletypes
• Classification records
• Bond revocations

Releasable Information About Inmates

• Permissible information includes:
• Name
• Age
• Charge
• Bail amount
• Arresting agency
• Case number
• Date and time of booking
• Release of Information
• Requests for details of the arrest will be referred to the arresting agency
• No other information will be released to the media, and related requests must be referred to the PIO

Documents Necessary to Transfer an Inmate/Prisoner Within the Agency

• Logging the transfer in RIMS is the only document needed
• Ensure that there are no keep separates between the inmate and others in that block or housing area

Forms Required to Report Staff Misconduct

• The inmate fills out a statement and reports it to the Sergeant
• The Sergeant forwards it to the Detectives, who will investigate
• The Sergeant will then get the results for discipline or criminal charges on the staff member

Responsibility for Maintaining Inmate Records

• The doctor and their staff keep track of all medical records
• The booking file on the inmate is kept in a filing cabinet in the booking area, then scanned into RIMS after release and sent to the front office for filing

Release of Information from a Medical File

• Since medical records are private, each agency has in place a policy and procedure for exposure to inmate medical records, including exposures to body fluids
• A risk of blood pathogens exists when an officer is exposed to body fluids from an inmate/prisoner
• Law enforcement personnel are at a high risk of being exposed to deadly blood borne pathogens
• Exposures to blood and other body fluids occur within a detention setting
• Public safety personnel can be exposed to blood through needle stick and other sharps injuries, mucous membrane, and skin exposures
• Pathogens of primary concern are HIV, HBV, and HCV
• With the health of public safety officers at risk, each agency has a legal obligation to ensure that employees receive any necessary medical information of an inmate/prisoner when exposed
• Since time is of the essence when a blood/body fluid exposure has occurred, immediate medical assessment and intervention should be sought