Series Title (Agency Series #): Description, Retention (Legal Citation)
Employee Time Records (MCSO18-001): Records documenting hours worked, leave hours accrued, and leave hours taken by agency employees. Information usually includes employee name and social security number, hours worked, type and number of leave hours taken, total hours, dates, and related data. Includes overtime slips showing overtime worked and authorization.
Retention: Retain 5 years. (MOAR 166-150-0155(3))
Facilities Security Standby Notices (MCSO18-002): Documents security standby services performed by Facilities Security staff as requested. Includes standby request forms, court search orders, and related documents.
Retention: Retain 2 years. (2007-0017/009, Expires: 04/01/2012)
Facilities Security Visitor Records (MCSO18-003(a) and MCSO18-003(b) and MCSO18-003(c)): Documents authorization for access, and visits to areas protected by the Facilities Security Unit. Includes visitor identification tag sign-out sheets documenting tags issued to visitors to the Justice Center; contractor logs documenting access of contractors to job sites; special visitation logs documenting visits to inmates by chaplains, medical personnel, and others; new access authorization lists documenting inmate visits approved by the officer in charge; and access authorization letters requesting access to the courthouse and the Justice Center by various interested parties, and approval for access granted by judges, the head of maintenance, Facilities Management, and others.
Retention: MCSO18-003(a) Visitor identification tag sign-out sheets: retain 15 days; MCSO18-003(b) Records related to non-inmate visits: retain 2 years; MCSO18-003(c) All other records: retain 5 years. (MOAR 166-150-0005(35))
Facility Exclusion Records (MCSO18-004): Documents persons excluded from access to correctional facilities on a continuing basis. Records include facility exclusion log, a picture of the person, and related documentation supporting the exclusion. Information includes person's name, reason for exclusion, facility(s) excluded from, dates covered, and related information.
Retention: Retain 2 years after exclusion terminated. (2007-0017/010, Expires: 04/01/2012)
Facility Security Logs (MCSO18-005): Documents all security related events occurring in the county correctional facilities. Shows date, time, person's name, description of event, and related information. There are a variety of security logs that include, but are not limited to, gun locker log, inmate fund log, pastoral visitation, video conference, and similar logs.
Retention: Retain 5 years. (MOAR 166-150-0005(35))
Facility Security Officer (FSO) Activity Reports (MCSO18-006): Documents the daily and monthly activities of Facilities Security Officers. Daily reports document time spent on type of activity, location, and disposition of activity for each Facilities Security Officer, with attached notes documenting events which do not warrant formal reports. Monthly reports are statistical summaries of activities sent to Planning and Research for analysis.
Retention: Retain 5 years. (MOAR 166-150-0135(1))
Incident Reports (MCSO18-007): Documents incidents occurring in areas protected by the Facilities Security Unit. Includes copies of incident reports with attached information/follow-up reports documenting alleged crimes and receiving case numbers; non-crime incident reports not receiving a case number; facilities security memorandum documenting minor incidents; and injury/property damage reports.
Retention: Retain 10 years. (2007-0017/011, Expires: 04/01/2012)
Inmate Visiting Records (MCSO18-008): Documents inmate visitation. Records include inmate visitor cards (indicating who the inmate will allow to see them), visitor slips (showing who is visiting the inmate), and visitor log (showing daily visits to each facility). Information includes inmate's name, visitor's name, date and time of visit, and relationship of visitor to inmate.
Retention: Retain 5 years. (MOAR 166-150-0135(51))
Turn Self In (TSI) Records (MCSO18-009): Documents person who have been booked under the TSI program and must serve their sentence on weekends or evenings. Records include inmate management cards, medical screenings, copies of booking records, and related records.
Retention: Retain 5 years after inmate released. (MOAR 166-150-0135(45))