The following changes to Section 901.04, Public Inmate Access to Records, Subsection 1.5, Inmate Access to the Automated Summary Record, shall be implemented immediately.

SECTION 901.04, SUBSECTION 1.5

DELETE Subsections 1.5.3 and 1.5.4 which pertain to charging a fee for copies of the Automated Summary Record and subsections 1.5.7.2, 1.5.7.4.1 and 1.5.7.4.2 which pertain to preparing a withdrawal request for monies to be deducted from the inmate's account.

Additions to the remaining section are in Bold Italic lettering and the complete section shall read as follows:

1.5 Inmate Access to the Automated Summary (Open)Record

1.5.1 At least thirty days prior to a Board of Executive Clemency hearing, or once each year, inmates may request to view their own Automated Summary Record.

1.5.1.1 Inmates shall not request to view their Automated Summary Record more than once each year, unless they are scheduled to more than one appearance before the Board in a calendar year.

1.5.2 The Automated Summary Record shall include:

1.5.2.1 Sentencing and Release Date Calculations

1.5.2.2 Institutional Movements

1.5.2.3 Disciplinary and Rule Violations

1.5.2.4 Detainers and Warrants

1.5.2.5 Institutional Work or Job History

1.5.2.6 Classification Actions

1.5.2.7 Board of Executive Clemency Hearing Actions

1.5.3 Inmates shall not have access to any other inmate's Automated Summary Record or assist in the preparation or reproduction of reports contained in those records.

1.5.4 Upon certification to a Board of Executive Clemency hearing or once each year, inmates may request to view a copy of their Automated Summary Record by submitting a written request to the unit Correctional Officer IV (CO IV) or designee. The request shall be submitted on an Inmate Letter form 70501168.

1.5.5 Upon receipt of a written request for an Automated Summary Record, the CO IV or designee shall access the AIMS Full Inmate Record to ensure that release eligibility dates have been verified by the Central Office Time Computation Unit.

1.5.5.1 If the release date calculation has not been verified or if it is believed that the release date calculation is incorrect, the CO IV or designee shall submit a message router to the Time Computation Unit, with a brief explanation of the problem.

1.5.5.2 The Time Computation Unit shall have five working days in which to audit the release date calculation and respond to the message router.

1.5.6 The CO IV or designee shall:

1.5.6.1 Print the Automated Summary Record using transaction type 9.

1.5.6.2 Log the request in the AIMS Inmate Record Access Log

1.5.6.3 Provide, in person, the Automated Summary Record to the inmate for viewing.

1.5.7 Upon completion of the review, the Automated Summary Record shall be destroyed.

DISTRIBUTION:

Wardens

Deputy Wardens

Administrators

Offender Information Unit, Correctional Records Supervisors