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Law Enforcement: Incarceration

Public Safety

Law Enforcement: Incarceration
Title Major Revision Previous Schedules Schedule Item
Master summary record of all prisoners,

including "daily record of the commitments and discharges of all prisoners," including date of entrance, name, offense, term of sentence and other information required by Section 500-f, Correction Law:
RETENTION: PERMANENT

 CO2 576; MU1 537; MI1 474 1250
Prisoner data file:


RETENTION: Maintain data for each prisoner 15 years after death or discharge of that prisoner
NOTES: If this record takes the place of the master summary record (item no. 1250, above) then it must be retained permanently.

 CO2 946; MU1 811; MI1 820 1251
Prisoner case record


CO2 577; MU1 538; MI1 475 1252

a: Case records, including but not limited to commitment, general information history, presentence investigation reports, record sheets from other agencies, record of personal property taken from prisoner upon commitment, record of letters written and received, copies of general correspondence concerning prisoner, reports of infractions of rules, prisoner's health records, and suicide prevention screening records, but not including commissary records:
RETENTION: 15 years after death or discharge of prisoner

b: Commissary records, including listing of items requested by prisoner, and prisoner transaction record:
RETENTION: 3 years
Facility housing supervision records, including prisoners' activities log,

including such information as identities of visitors, prisoners' phone calls and mail, and records of visits to cells by officers checking on condition of prisoners:
RETENTION: 3 years

 CO2 578; MU1 539; MI1 476 1253
Prisoners' periodic work report

listing names of prisoners by work assignments:
RETENTION: 3 years after all prisoners listed have been discharged

 CO2 579; MU1 540; MI1 477 1254
Complaint or incident report involving alleged prisoner abuse, injury, or similar occurrence

showing description of the problem, identifying the individuals involved and stating the action taken, after any litigation has been completed:
RETENTION: 6 years, or 0 after individual involved attains age 21, whichever is longer

 CO2 580; MU1 541; MI1 478 1255
Inspection, audit and other reports or studies,

conducted by New York State Commission of Correction or other state or local agency, covering such subjects as jail conditions, compliance with state standards, and prisoner fatalities:
RETENTION: 6 years
NOTES: Appraise these records for archival value. Local officials should retain permanently any reports or studies documenting serious incidents or problems. Contact the State Archives for additional advice.

 CO2 581; MU1 542; MI1 479 1256
Reports relating to local correctional facility or lock-up


CO2 582; MU1 543; MI1 480 1257

a: Reports containing legal and fiscal information:
RETENTION: 6 years
NOTES: Appraise these records for archival value. Reports and studies analyzing facility prisoners, occupancy or conditions may be useful for long-term planning, analysis of trends in law enforcement, and for historical and other research. Contact the State Archives for additional advice.

b: Reports of short-term internal administrative value:
RETENTION: 0 after no longer needed
Population counts, including daily census of prisoners:


RETENTION: 3 years

 CO2 947; MU1 812; MI1 821 1258
Visitation records,

including schedule of visits and visitor identification information:
RETENTION: 3 years

 CO2 948; MU1 813; MI1 822 1259
Dietary services records


CO2 949; MU1 814; MI1 823 1260

a: Food service records, including meal counts, roster of prisoners' diet orders, and dietary services studies:
RETENTION: 3 years

b: Menus:
RETENTION: 1 year
Health and sanitation inspection and related records,

including records of action taken to correct any problems:
RETENTION: 6 years

 CO2 950; MU1 815; MI1 824 1261
Review and censorship records for incoming printed materials and publications,

including evaluations by staff and suitability determinations:
RETENTION: 3 years

 CO2 951; MU1 816; MI1 825 1262
Prisoner exercise records,

including schedule of exercise periods, results of exercise area searches and explanation of any limitations of exercise:
RETENTION: 3 years

 CO2 952; MU1 817; MI1 826 1263
Application of change in maximum facility capacity,

including determination from New York State Commission of Correction, facility staffing determinations, and related records:
RETENTION: 3 years after superseded by subsequent change in capacity

 CO2 953; MU1 818; MI1 827 1264
Substitute jail order

issued by New York State Commission of Correction, authorizing the confinement of some or all prisoners in another correctional facility, and related records:
RETENTION: 3 years
NOTES: Appraise these records for archival value. These records may provide important information on conditions at the correctional facility which warrant the moving of prisoners to another facility. Contact the State Archives for additional advice.

 CO2 954; MU1 819; MI1 828 1265