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Record Series Code
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Record Series Title
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Minimum Retention
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Disposition
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DESCRIPTION
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Agency Specific Schedules: Correction, Department of: Entire Agency
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DOC-01-001
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Incident date + 10 Year(s)
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Disposition 10 years from date of incident, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents formal inmate discipline in accordance with DOC Administrative Directive 9.5, Code of Penal Discipline. May include but not limited to: forms and attachments associated with AD 9.5 and any related documentation or recordings.
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DOC-01-002
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Report date + 30 Day(s)
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Destroy after receipt of signed Form RC-108
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This series documents informal inmate discipline in accordance with DOC Administrative Directive 9.5, Code of Penal Discipline. May include but not limited to: forms and attachments associated with AD 9.5 and any related documentation.
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DOC-01-003
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Superseded
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Destroy after receipt of signed Form RC-108
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This series documents DOC employee 5 & 2 day post assignments and the conditions set forth in the agreements. May include but not limited to: 5 & 2 Post Agreement Form (CN21501).
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DOC-01-004
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Termination date + 30 Year(s)
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Disposition is Duration of employment plus 30 years. Destroy after receipt of signed Form RC-108
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This series documents DOC employee confidentiality agreements regarding criminal record data in computerized form. May include but not limited to: Agreement to Protect Confidentiality of Computerized Criminal Record Data (CN 4403).
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DOC-01-005
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Fiscal year end + 3 Year(s)
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Disposition is 3 years from fiscal year end, or until audited, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents DOC employee postings for payroll purposes. May include but not limited to: daily payroll packages; facility documents; daily trip logs; weekly transportation logs; and related documents.
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DOC-01-006
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Activity date + 3 Year(s)
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Disposition is 3 years from date of activity. Destroy after receipt of signed Form RC-108
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This series documents the maintenance and use of Global Positioning System (GPS) devices for parolee tracking purposes, such as ankle bracelets. May include but not limited to: tracking logs and system information.
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DOC-01-007
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Incident date + 10 Year(s)
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Disposition is 10 years from date of incident, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents the notification, reporting, and review of DOC incidents in accordance with DOC Administrative Directive 6.6, Reporting of Incidents. May include but not limited to: forms and attachments associated with AD 6.6 and any related documentation or recordings.
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DOC-01-008
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Resolution date + 5 Year(s)
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Disposition is 5 years from date of final resolution, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents inmate grievances, appeals, and property claims in accordance with DOC Administrative Directive 9.6, Inmate Administrative Remedies. May include but not limited to: forms and attachments associated with AD 9.6 and any related documentation or recordings.
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DOC-01-009
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Notice date + 3 Year(s)
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Disposition is 3 years from date of notice, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents inspection and review of inmate communications in accordance with DOC Administrative Directive 10.7, Inmate Communications. May include but not limited to: forms and attachments associated with AD 10.7 and any related documentation.
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DOC-01-010
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Recording date + 90 Day(s)
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Disposition is 90 days from date of recording except any recording containing information related to administrative or investigative matters or litigation, which shall be retained for 10 years, or the duration of any such proceedings, whichever is longer. Destroy after receipt of signed Form RC-108
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This series documents recordings of inmate phone conversations maintained in accordance with DOC Administrative Directive 10.7, Inmate Communications.
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DOC-01-011
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Count date + 1 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents facility specific inmate counts in accordance with DOC Administrative Directive 6.3, Population Counts. May include but not limited to: forms, attachments, and any related documentation associated with any facility/unit inmate count.
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DOC-01-012
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Discharge or death + 15 Year(s)
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Disposition is 15 years from date of discharge or date of death while incarcerated. Destroy after receipt of signed Form RC-108
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This series documents the health of an adult inmate during confinement in accordance with DOC Administrative Directive 8.7, Health Records. May include but not limited to: forms and attachments associated with AD 8.7 and any related documentation.
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DOC-01-013
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Discharge or death + 25 Year(s)
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Disposition is 25 years from date of discharge or date of death while incarcerated. Destroy after receipt of signed Form RC-108
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This series documents the health of a juvenile inmate during confinement in accordance with DOC Administrative Directive 8.7, Health Records. May include but not limited to: forms and attachments associated with AD 8.7 and any related documentation.
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DOC-01-014
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Report date + 30 Day(s)
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Destroy after receipt of signed Form RC-108
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This series documents the movement of inmates during confinement in accordance with DOC Administrative Directive 9.10, Inmate Identification and Movement. May include but not limited to: forms or documentation related to inmate housing assignments/location.
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DOC-01-015
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Discharge or death + 25 Year(s)
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Disposition is 25 years from date of discharge or date of death while incarcerated. Destroy after receipt of signed Form RC-108
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This series documents the incarceration, classification, and behavior of an inmate during confinement in accordance with DOC Administrative Directive 4.1, Inmate Records. May include but not limited to: forms and attachments associated with AD 4.1 and any related documentation.
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DOC-01-016
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Fiscal year end + 3 Year(s)
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Disposition is 3 years from fiscal year end, or until audited, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents inmate compensation during confinement pursuant to CGS §18-101 and DOC Administrative Directive 10.1, Inmate Assignment and Pay Plan. May include but not limited to: vendor reports; signed vendor documents; database reports; and any facility based pay records.
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DOC-01-017
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Discharge or death + 5 Year(s)
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Disposition is 5 years from date of discharge or date of death while incarcerated. Destroy after receipt of signed Form RC-108
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This series documents the administration, control, and disposition of inmate property during confinement in accordance with DOC Administrative Directive 6.10, Inmate Property. May include but not limited to: forms and attachments associated with AD 6.10 and any related documentation.
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DOC-01-018
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Fiscal year end + 3 Year(s)
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Disposition is 3 years from fiscal year end, or until audited, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents inmate receipts for commissary purchases in accordance with DOC Administrative Directive 3.8, Commissary. May include but not limited to forms and attachments associated with AD 3.8 and any related documentation.
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DOC-01-019
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Approved or denied date + 30 Day(s)
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Disposition is 30 days from date of approval or denial. Destroy after receipt of signed Form RC-108
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This series documents visitors’ applications to correctional facilities in accordance with DOC Administrative Directive 10.6, Inmate Visits. May include but not limited to: forms and attachments associated with AD 10.6 and any related documentation.
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DOC-01-020
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Closure + 10 Year(s)
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Disposition is 10 years from date of closure of investigation, or 5 years from the duration of incarceration or employment of alleged abuser, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents administrative investigations into allegations of inmate sexual abuse/harassment in accordance with DOC Administrative Directive 1.10, Investigations; DOC Administrative Directive 6.6, Reporting of Incidents; or DOC Administrative Directive 6.12, Sexual Assault Prevention and Intervention Policy. May include but not limited to: forms and attachments associated with AD 1.10, AD 6.6 or AD 6.12 and any related documentation or recordings.
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DOC-01-021
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Closure + 10 Year(s)
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Disposition is 10 years from date of closure, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents initial inquiries and/or administrative investigations in accordance with DOC Administrative Directive 1.10, Investigations. May include but not limited to: forms and attachments associated with AD 1.10 and any related documentation or recordings.
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DOC-01-022
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Last entry date + 30 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents facility, station, visitor, incident, and disciplinary logs.
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DOC-01-023
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Request date + 10 Year(s)
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Disposition is 10 years from date of request, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents preservation requests, written responses and related recordings (if available for preservation) in accordance with DOC Administrative Directive 6.9, Collection and Retention of Contraband and Physical Evidence. May include but not limited to: forms and attachments associated with AD 6.9 and any related documentation or recordings.
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DOC-01-024
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Collected date + 10 Year(s)
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Disposition is 10 years from date of collection [28 CFR Sec 115.89]. Destroy after receipt of signed Form RC-108
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This series documents data collected pursuant to 28 CFR Sec 115.87 and DOC Administrative Directive 6.12, Sexual Assault Prevention and Intervention Policy. May include but not limited to: data and any associated reviews or reports.
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DOC-01-025
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Recording date + 30 Day(s)
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Destroy
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This series documents routine audio/video recordings of DOC activity, regardless of format. May include but not limited to: Recordings from stationary or hand-held devices.
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DOC-01-026
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Calendar year end + 3 Year(s)
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Destroy after receipt of signed Form RC-108
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This series documents briefings and pass-along information presented to correctional staff at shift changes.
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DOC-01-027
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Inspection date + 2 Year(s)
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Disposition is 2 years from date of security check. Destroy after receipt of signed Form RC-108
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This series documents daily security checks of facilities, buildings, and grounds. May include but not limited to: security check sheets; radio/body alarm test check sheets; fence zone check sheets; and door/gate alarm check sheets.
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DOC-01-028
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Audit completion date + 3 Year(s)
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Disposition is 3 years after date of audit. Destroy after receipt of signed Form RC-108
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This series documents audits of DOC facilities/divisions/units in accordance with DOC Administrative Directive 1.9, Audits. May include but not limited to: forms and attachments associated with AD 1.9 and any related documentation.
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DOC-01-029
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Participation end date + 10 Year(s)
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Disposition is 10 years from date of completion of Security Risk Group Program or date of discharge if program not completed. Destroy after receipt of signed Form RC-108
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This series documents the identification, monitoring, and management of an inmate identified as a member of a security risk group, disruptive group, or watch group in accordance with DOC Administrative Directive 6.14, Security Risk Groups. May include but not limited to: forms and attachments associated with AD 6.14 and any related documentation or recordings.
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DOC-01-030
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Participation end date + 6 Month(s)
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Disposition is 6 months from date of removal from Special Monitoring. Destroy after receipt of signed Form RC-108
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This series documents increased supervision and monitoring upon an inmate's completion of a special management program or for reasons of safety and security in accordance with DOC Administrative Directive 9.4, Restrictive Status. May include but not limited to: Special Monitoring Review Form (CN9408) and related documents.
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DOC-01-031
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Discharge date + 5 Year(s)
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Disposition is 5 years from date of discharge of inmate about whom the victim is requesting notification, or until all related proceedings including litigation are concluded, whichever is later. Destroy after receipt of signed Form RC-108
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This series documents victim requests for notification services in accordance with DOC Administrative Directive 4.5, Victim Services. May include but not limited to: forms and attachments associated with AD 4.5 and any related documentation.
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