Introduction
This topic covers which documents are required for inclusion in the paper file for each offender.
Types of documents
It is vital that the paper file contains all documents relating to the management of any sentences/orders where that information is not already held in IOMS. These documents include all:
- reports and forms
- notes, casenotes and assessments
- correspondence, and
- closed files from sentences imposed previously on the offender.
Pre-sentence information
The file must contain all of the following documents from the pre- sentence process relating to the current sentence/order, where applicable. These documents include:
- the pre-sentence report and its attachments (including the assessment booklet)
- a list of any previous convictions for criminal and traffic offences
- the fines summary list
- a list of active charges (if applicable), and
- the occupant and offender agreements (for electronically monitored sentences or orders).
Sentence set up
The file must contain all of the following documents from the immediate post-sentencing phase of the current sentence or order, where applicable. These documents include:
- the judge???s sentencing notes (where available)
- the re-sentencing report (in the case of HD)
- the release licence or the court order
- any appeal documentation, and
- original written instruction(s) to report.
Instructions to report
The sentence file must contain all of the following instructions to report issued, where applicable to the offender:
- instruction to report from prison following reactivation of suspension of sentence due to imprisonment
- instruction to report after transfer
- instruction for regular reporting, and
- any directions applying changes to regular instructions to report.
Enforcement file
The paper file must contain all of the following documents that result from enforcement action, where applicable:
- notes (and print out of relevant IOMS casenotes) giving details of:
- interviews for unsatisfactory performance
- incidents of non-compliance, and
- enforcement action (sanctions and/or legal action) taken
- any incident reports, and
- copies of:
- information that is laid before the court
- affidavits
- applications for warrants to arrest, and
- summary of facts.
Administration documents
The paper file must contain all of the following documents relating to the day-to-day management of the sentence/order (where applicable):
- initial induction forms
- work placement and basic work & living skills (BWLS) assessment
- re-integrative needs checklist
- offender plan (signed version)
- offender plan review (signed version)
- applications
- medical certificates
- transfer assessments
- transfer letters
- termination assessment
- offender???s evaluation at termination (if completed)
- electronic monitoring company service requests, and
- electronic monitoring company violation notifications.
