Procedure Standard
- Prisoner files are to be retained or disposed of in accordance with the Retention and Disposal Schedule approved by Archives New Zealand.
Procedure
| Description |
Disposal Action |
| All files closed before 1 January 1972. |
Transfer to Archives New Zealand. |
|
All files on male prisoners sentenced to less than 3 years imprisonment as a single sentence, but only if considered to be significant or unusual, including:
- files of significance to the prison system, or as setting precedents (e.g. files on major escapes, files on deaths in custody).
- highly publicised or notorious cases receiving extensive national media coverage.
- files on extremely rare or unusual offences.
|
Transfer to Archives New Zealand 10 years after closure of file. |
| All other Prison Prisoner Files. |
May be destroyed 10 years after the file is closed. |
Prisoner Medical Files
| Description |
Disposal Action |
|
All files on prisoners sentenced to 3 years or more in prison as a single sentence, including all files on prisoners sentenced to preventive detention.
Note: Prisoners sentenced to two different terms in prison, each of which is less than 3 years, but which together add up to more than 3 years, are not included in this category.
|
Transfer to Archives New Zealand 10 years after closure of file. |
|
All medical files on female prisoners.
|
Transfer to Archives New Zealand 10 years after closure of file. |
|
Any medical files on prisoners which are considered to be significant or unusual, including:
- files of significance to the prison system, or as setting precedents (e.g. files on major escapes, files on deaths in custody).
- highly publicised or notorious cases, receiving extensive national media coverage.
- files on extremely rare or unusual offences.
- Every 10th medical file selected from an alphabetical sequence of the remaining files each time a set of files is evaluated for transfer.
|
Transfer to Archives New Zealand 10 years after closure of file. |
|
All other prisoner medical files.
|
May be destroyed 50 years after closure of file. |
| Description |
Disposal Action |
| Registers of Admissions |
Transfer to Archives New Zealand 10 years after date of last entry. |
| Description |
Disposal Action |
| Medical Registers |
Transfer to Archives New Zealand 10 years after date of last entry. |
| Description |
Disposal Action |
| All other prison records not described above. |
Retain for appraisal by Archives New Zealand. |
Key Roles and Responsibilities
Receiving Officer
On reception
- New reception: generate the prisoner’s general file and ensure that all information relevant to the prisoner is attached to the file.
- Prisoners received on transfer from another prison: Check file contents, deliver medical file to Health Centre, alert Prison Manager as to any special status e.g. At Risk, VNR.
- Check IOMS for any prior sentences and request file from last prison where sentence served.
- Enter details in Central File Register.
- Ensure that any additional material received that is relevant to the prisoner is attached to the file.
On transfer to unit (if prisoner files are stored at the unit)
- Ensure all material is attached to the file, seal the file and deliver by hand to the appropriate Unit Manager / PCO.
- Enter details in Central File Register.
On transfer to another prison
- Ensure that all information relevant to the prisoner is attached to the file, seal the file and hand to officer in charge of the escort.
- The prisoner’s medical history file will be sealed in a separate package and attached to the prisoner’s general file.
- Enter details in the Central File Register.
On release
- Collate all information relevant to the prisoner, attach to file and seal file.
- Store file in secure storage.
- Enter details in Central File Register.
Death in custody
- Follow same procedure as for prisoner released.
Unit Manager / PCO
- Receive file from Receiving Officer enter details in Unit File Register.
- Ensure file is stored in secure area with controlled access.
- Ensure all material received relevant to the prisoner is attached to the file in the appropriate category and in chronological order.
- When the prisoner is transferred out of the Unit, collate all material attach to file, seal and hand to Receiving Officer or receiving Unit Manager / PCO, as appropriate.
- Enter details in Central File Register.
- Maintain Unit File Register (if appropriate).
Corrections Officer
- Maintain security and integrity of file management system by ensuring access to prisoner’s files are on a “need to know” basis.
- Ensure files are not left in an insecure area.
- Ensure all relevant material is handed to the Receiving Officer / Unit Manager / PCO for attachment to the prisoner’s file.
Administration Manager
- Maintain records and storage of inactive files.
- Select files for retention and or disposal in accordance with the requirements of the Archives NZ Retention and Disposal Schedule.
- Forward selected files to Archives New Zealand as required.
- Arrange and monitor secure disposal of those files selected for destruction.
- Update lists of files forwarded to Archives NZ and files destroyed.
