AGENCY: Department of Corrections. Inmate Services
SERIES: 6564
TITLE: Inmate mail control files
DATES: 1978-2014.
ARRANGEMENT: Alphabetical by inmate's surname
DESCRIPTION: These files are kept on individual inmates at the prison and are used to track the mail room's dealings with the inmates. The files include problem forms that may contain information on items such as excess mail weight, incomplete return address, and any contraband found. Files also include inmate-to-inmate request forms and control logs, denied mail forms, requests for information, memos between the mail room and inmates, indigent logs, postage logs, legal logs, forwarding logs, problem mail forms, incident report forms, grievance forms, inmate correspondence, reference information, certified postage logs (including registered and insured mail), staff memos, privileged mail forms (which relate to the inmate's legal correspondence), and indigent postage requests (additional requests for privileged mail). The files may also contain disciplinary information, including discipline reports and discipline appeal forms, as well as information relating to investigative mail watches.
RETENTION
DISPOSITION
RETENTION AND DISPOSITION AUTHORIZATION
Retention and disposition for this series were specifically approved by the State Records Committee.
APPROVED: 12/1993
FORMAT MANAGEMENT
Paper: Retain in Office for 1 year after inmate is released or deceased and then transfer to State Records Center. Retain in State Records Center for 2 years and then destroy.
APPRAISAL
Administrative Legal
The disposition is based on the need for litigation support in accordance with a 3-year statute of limitations "for taking, detaining, or injuring personal property" (UCA_78-12-26[2])_(1986). The disposition also covers a 2-year statute of limitations "for injury to the personal rights to another as a civil rights suit under 42 U.S.C._1983." (UCA_78-12-28[3])_(1987).
PRIMARY DESIGNATION
Private. UCA 63G-2-302(2)(d) (2008)
SECONDARY DESIGNATION
Public. UCA 63G-2-301(2)(g) (2008)
Protected. UCA 63G-2-305(8-11) (2008)