AGENCY: Department of Corrections. Business Services

SERIES: 80305
TITLE: Inmate funds accounting system
DATES: 1981-1989.
ARRANGEMENT: None

DESCRIPTION: This is the complete accounting system inclusive of several data files and their respective applications. This accounting system is used to create and maintain a ledger file for each inmate account or fund. It updates accounts, creates a statement for each account, records store sales, and prepares report of all manner of transactions. The system was purchased and installed in 1981. It runs on an IBM PC network. The software used is Advanced Information Management System (AIMS+). Files include inmate account, inmate transaction ledger, inmate job library, and inmate payroll. Reports generated include inmate account record, inmate transaction ledger, and inmate payroll registers. Information includes inmate name and number, account balance, control date, comments, transactions, reference number, audit number, transaction amount, date of transaction, and employment information (hours worked, rate paid, and type of work).

RETENTION

DISPOSITION

RETENTION AND DISPOSITION AUTHORIZATION

Retention and disposition for this series were specifically approved by the State Records Committee.

APPROVED: 12/1990

FORMAT MANAGEMENT

Paper: Retain in Office for 1 day or until administrative need ends and then destroy.

Computer data files: Retain in Office for 1 year after inmate is paroled or until paperwork is completed and then delete.

APPRAISAL

Administrative

The system is constantly changed and updated and data will be erased when no longer needed. Audits and litigation support are covered through the source documents which are in paper format.

PRIMARY DESIGNATION

Private. UCA 63G-2-302 (2008)

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