Using Casenotes

Introduction

Casenotes play an important role in managing an offender as they document CPPS involvement with the offender, are used in casework, evidence non-compliance and provide information for preparing pre-sentence reports.

Audience

Casenotes can be viewed, accessed and used in a variety of ways by a wide audience within the Department of Corrections.

Sentence/order management

Casenotes can be used during sentence/order management to:

• review the offender's progress as discussed during a regular report in session
• undertake the offender plan review
• identify changes in the offender's behaviour that may signal escalating risk
• complete the sentence completion/transition report.

Provision of information

Casenotes are often used as a source of information for preparing reports for Courts, NZPB and other agencies.

Casenotes provide information about:

• the offender's response to other sentences/orders
• any programmes or special conditions the offender may have previously been subject to
• the offender's previous personal circumstances
• any risks or concerns.

Evidencing non-compliance

Casenotes are used to provide evidence for non-compliance. Portions of casenotes may be provided to the Court or NZPB to evidence an offender's non-compliance.

Auditing/investigation

Casenotes are the primary source of information used in a CPPS case review and form part of the information gathered in an investigation.

During audits casenotes are often used to evidence the offender's compliance with the sentence/order and CPPS' compliance with manual standards.

Privacy and disclosure of casenotes

Casenotes can be requested by third parties including offenders, lawyers, judges and other government agencies.

For more information about disclosing casenotes see Volume 4, Part l, Chapters 8 and 9.

Reference: The Privacy Act and Official Information Act can be found in the CPPS Operations Manual, Standards and Polices.