Confidentiality and Accessibility

(1) Responsibility. Each institution shall be responsible for the maintenance of the six-part folders for its population. The six-part folders shall be kept in a central location, in alphabetical order, with adequate room for their storage and with the ability to be secured during non-business hours. 155.09: continued For inmates outside the jurisdiction of Massachusetts, the CFI Unit shall file all appropriate documents, (e.g., disciplinary reports, classification reports, and progress reports) in the inmate's six-part folder. Upon an inmate's return to the jurisdiction of Massachusetts, CFI shall notify the designated housing institution, as well as forward the six-part folder and mittimus to that institution. (2) Removal from Institutional Records Department. The six-part folder should not be taken from the records department unless the sign-out log has been completed, indicating where and with whom the six-part folder can be found. The folder must be returned to the record room at the end of the work day on which it was signed out. (a) Institution Staff. Institution staff, authorized by the Superintendent, and other Department staff authorized by the Commissioner, in accordance with 103 DOC 153 and 103 CMR 157.00: Access to and Dissemination of Evaluative Information, are the only persons who may have access to the six-part folder. Access to the six-part folder is only for purposes related to the fulfillment of job functions. Discretion should be used in discussing the content of the six-part folder because of the confidential nature of the material contained therein. (b) Inmates. In accordance with 103 DOC 153: CORI Regulations, inmates may review information about themselves, except as limited by 103 CMR 157.00: Access to and Dissemination of Evaluative Information.