Preparation and Maintenance

(1) Responsibility. Initial construction of the six-part folder shall be performed by Records staff at the state's committing institutions. The folder shall be transferred whenever the inmate is transferred to another Massachusetts Department of Correction facility. It is the responsibility of the institution and the County Federal Interstate Unit (CFI) Manager or Records Manager/Designee having custody of the inmate to update the six-part folder according to the established format described in 103 CMR 155.07 and 155.08. (2) Procedure. The creation of a six-part folder shall begin with a tab on the folder. The tab shall be typed and shall contain the inmate's name (last, first, middle initial, his or her commitment number, the number of folders the inmate has (e.g., 1 of 2, 2 of 2) and all prior incarcerations. All index dividers shall be labeled in accordance with 103 CMR 155.06(3) and entered into the appropriate positions. (3) Transfers. The six-part folder shall be made ready and shall accompany the inmate to his or her placement in the newly designated institution. In the case where an inmate is civilly committed to the Massachusetts Treatment Center, his six-part folder shall be immediately forwarded. In the case where an inmate is scheduled to be admitted to an institutional infirmary, Lemuel Shattuck Hospital (LSH) or medical special housing unit in another institution, the inmate's updated case record shall be simultaneously transferred. In the event an inmate is admitted to such medical institution after the transfer, the inmate's updated case record shall be forwarded immediately upon knowledge of the admission. In the case where an inmate is transferred to an out of state or federal jurisdiction, the original mittimus and six-part folder must be forwarded to the County, Federal and Interstate (CFI) Unit. The inmate shall travel with a copy of the original mittimus. All classification materials needed by the receiving jurisdiction will be provided by the CFI Unit. The sending institution is not required to provide any material from the six-part folder to transportation or to the receiving jurisdiction. In the case where an inmate transfers to a county institution, the original six-part folder and mittimus shall be forwarded to the CFI Unit. (4) Prior Offenders. When an inmate is admitted on a new commitment, but was previously incarcerated in a state correctional institution, the Central Records Unit shall be responsible for retrieving the prior folder(s) and forwarding it to the committing institution. Facilities shall utilize the "copy prior record" feature to copy information from the last computerized inmate record to the current inmate record. (5) Filing. Any appropriate documents regarding the inmate that need to be filed shall be entered in the appropriate position of the six-part folder. Filing shall be completed promptly and in the appropriate index with the newest material on top. In the event that there is not sufficient room in a position, a second six-part folder shall be created and properly labeled in accordance with 103 CMR 155.08(2). Any forms/letters that are created must be reviewed and approved by the Central Records Manager/Designee prior to being filed in the six-part folder.