G.02.01 Prisoner File Management (National Procedure)

Procedure Standard

• The management of prisoner information is to be consistent with ensuring the integrity and security of the information.

On Reception (New)

1. On being received into the prison a general file for the prisoner is to be generated by the Receiving Officer.
2. The general file is to contain all information relating to the committal of the prisoner, any court generated material, and any additional material relating to that prisoner.
3. The material is to be collated in the appropriate categories in chronological order.
4. The Receiving Officer will check on IOMS for any previous prison history and request the prisoner’s files from the prison where the last sentence was served. When the file is received all new information shall be attached.
5. The Receiving Officer will record file details in the Central File Register.
6. Place file in secure storage area.

On Reception (Transfer In)

The Receiving Officer will:

1. Check file contents.
2. Take medical file to Health Centre.
3. Inform Prison Manager of any “flagged” categories e.g. At-risk, Segregation etc.
4. Inform VNR Co-ordinator if appropriate.
5. Record file details in the Central File Register.
6. Place file in secure storage area.

Transfer within the Prison

1. On transfer to a unit the Receiving Officer will collate the prisoner’s general file, seal it, and ensure that it is delivered to the Unit Manager by hand.

Transfer to another prison

1. On transfer to another prison, the Receiving Officer will collate the prisoner’s general file, ensuring that all relevant information is attached, including the prisoner’s at-risk file if one has been established.
2. The prisoner’s medical history file will be securely sealed in a separate package and attached to the prisoner’s general file.
3. The Receiving Officer will ensure all information is included in the package, seal it, and ensure that it is handed to the officer in charge of the escort.
4. Details will be entered in the Central File Register.
5. At the receiving prison, the officer in charge of the escort will hand over all files to the Receiving Officer.
6. Medical and other special files will be delivered to the appropriate recipients.
7. Details will be entered in the Central File Register.
8. Should the prisoner be transferred to a unit, the file will be delivered to the Unit manager by hand.
9. The Unit Manager will enter details in the Unit File Register.

Releases 

1. The files of prisoners released will be collated in the same manner as those for a prisoner on transfer, except that the medical file must be securely stored in the health centre.
2. When all relevant material has been gathered the file is to be sealed and placed in secure storage.
3. Details will be entered in the Central File Register, and if appropriate, in the Unit File Register.
4. A bring-up system is to be operated for the retention and disposal of files in accordance with the requirements of the Archives NZ Schedule.

Death In Custody

1. The file of any prisoner who dies in custody must be treated in the same manner as the file of a prisoner who has been released.
2. Care must be taken to ensure all relevant reports are attached to the file before it is placed in secure storage.
3. Details will be entered in the Central File Register, and if appropriate, the Unit File Register.