Code of Massachusetts Regulations › 103 CMR - DEPARTMENT OF CORRECTION › Title 103 CMR 155.00 - Inmate Six-Part Folder › Section 155.08 - Preparation and Maintenance

Current through Register 1525, July 5, 2024
(1)
Responsibility
. Initial construction of the six-part
			 folder shall be performed by Records staff at the state's committing
			 institutions. The folder shall be transferred whenever the inmate is
			 transferred to another Massachusetts Department of Correction facility. It is
			 the responsibility of the institution and the County Federal Interstate Unit
			 (CFI) Manager or Records Manager/Designee having custody of the inmate to
			 update the six-part folder according to the established format described in
			 103 CMR 155.07
			 and 155.08.
(2)
Procedure
. The creation of a six-part folder shall
			 begin with a tab on the folder. The tab shall be typed and shall contain the
			 inmate's name (last, first, middle initial, his or her commitment number, the
			 number of folders the inmate has (
e.g
., 1 of 2, 2 of 2) and
			 all prior incarcerations. All index dividers shall be labeled in accordance
			 with
			 103 CMR 155.06(3)
			  and entered into the appropriate
			 positions.
(3)
Transfers
. The six-part folder shall be made ready and
			 shall accompany the inmate to his or her placement in the newly designated
			 institution. In the case where an inmate is civilly committed to the
			 Massachusetts Treatment Center, his six-part folder shall be immediately
			 forwarded. In the case where an inmate is scheduled to be admitted to an
			 institutional infirmary, Lemuel Shattuck Hospital (LSH) or medical special
			 housing unit in another institution, the inmate's updated case record shall be
			 simultaneously transferred. In the event an inmate is admitted to such medical
			 institution after the transfer, the inmate's updated case record shall be
			 forwarded immediately upon knowledge of the admission. In the case where an
			 inmate is transferred to an out of state or federal jurisdiction, the original
mittimus
and six-part folder must be forwarded to the County,
			 Federal and Interstate (CFI) Unit. The inmate shall travel with a copy of the
			 original
mittimus
. All classification materials needed by the
			 receiving jurisdiction will be provided by the CFI Unit. The sending
			 institution is not required to provide any material from the six-part folder to
			 transportation or to the receiving jurisdiction. In the case where an inmate
			 transfers to a county institution, the original six-part folder and
mittimus
shall be forwarded to the CFI Unit.
(4)
Prior Offenders
.
			 When an inmate is admitted on a new commitment, but was previously incarcerated
			 in a state correctional institution, the Central Records Unit shall be
			 responsible for retrieving the prior folder(s) and forwarding it to the
			 committing institution. Facilities shall utilize the "copy prior record"
			 feature to copy information from the last computerized inmate record to the
			 current inmate record.
(5)
Filing
. Any appropriate documents regarding the inmate
			 that need to be filed shall be entered in the appropriate position of the
			 six-part folder. Filing shall be completed promptly and in the appropriate
			 index with the newest material on top. In the event that there is not
			 sufficient room in a position, a second six-part folder shall be created and
			 properly labeled in accordance with 103 CMR 155.08(2).
Any forms/letters that are created must be reviewed and
				approved by the Central Records Manager/Designee prior to being filed in the
				six-part folder.