Central Offender Records

Toby Davis, Director

VISION

The Central Offender Records Unit is responsible for updating all legal matters of those offenders incarcerated at a Level V and Level IV facility; as well as assisting other agencies in obtaining information for those offenders no longer incarcerated. The Unit is comprised of two sections; the Active Section of Records is primarily responsible for updating and maintaining records for those offenders currently incarcerated and the Inactive Section of Records is primarily responsible for maintaining offender records for those offenders no longer incarcerated or under the jurisdiction of the DOC.

General activities include the following:
Active Section of Records:

• Intake of the offender upon arrival at the facility.
• Sentence Calculation upon sentencing by the Courts.
• Release of offenders from one SENTAC Level to another and final release to P&P or street.
• Interstate Agreement on Detainer Process; coordinating efforts with other State agencies, US Marshals and Immigrations.
• Level 4 Agreement to Return Offenders; coordinating efforts with other State agencies, P&P, Level V and Level IV facilities.
• Monitor offenders coming into the DOC to serve weekend sentences set forth by the Courts.
• Monitor, schedule and coordinate efforts for those offenders being housed at DPC Mitchell Building.
• Schedule offenders to appear in Court.
• Arrange for offenders to be booked as fugitives for other authorities.
• Generate Victim Notification letters for those offenders being released from custody.
• Monitor and coordinate efforts for offenders to have DNA testing completed upon sentencing.
• Monitor and coordinate efforts to have Sex Offender Registration completed within timeframes required by Law.
• Apply approved meritorious credits to offenders' release dates.
• Coordinate efforts with facility staff to obtain host information for those offenders being released to Home Confinement.

Inactive Section of Records:

• Subpoena requests for copies of offender files.
• Archive and Destruction of Records.
• Retention Schedules.
• Records Officers/Authorized Appointments.
• Felony Transmittal Research.
• Tax Credits from Companies hiring offenders.
• Requests for Offender Information from Federal and State Agencies; Attorney's Offices and previous clients.
• Institutional and P&P Offender File control.
• Review of daily release report for those offenders being released from custody.