Inmate Identity Documents

(1) The following documents, if available, shall be held in storage for all offenders: (a) Social Security Card; (b) Immigration documents, including, but not limited to: 1. Resident Alien Card (green card); 2. Certificate of Naturalization; 3. Certificate of Citizenship. (c) State issued ID; (d) Driver's License or RMV Photo ID; (e) Passport; (f) Military ID/Veterans DD214; (g) Birth Certificate; (h) Marriage Certificate; (i) Health Insurance Card; (j) Release Portfolio; (k) HS/GED/Hi-Set Certificate; (l) Trade Licenses; (m) Educational Transcripts. All other identity documents shall be deemed contraband and disposed of in accordance with 103 CMR 403.15. (2) The inmate identity documents and inmate release portfolio shall be placed in a sealed envelope, via Records staff, with the following information documented on the outside of the envelope: (a) Date; (b) Inmate's name; (c) Commitment number; (d) An inventory of the items contained within. (3) The Records staff who receives the documents shall sign his or her name across the seal of the envelope. (4) The following statement shall be printed and highlighted across the front of the envelope containing the inmate identity documents: DO NOT REMOVE FROM THE RECORDS DEPARTMENT UNLESS THE INMATE IS BEING TRANSFERRED OR RELEASED. DOCUMENTS ARE TO BE PLACED INTO INMATE'S RELEASE PORTFOLIO. (5) Inmate identity documents and the inmate release portfolio shall be stored in the institutional Records Department. (6) Routine access to inmate identity documents and release portfolio shall be limited to the institutional Records Manager and staff involved in the reentry process. The Superintendent of each correctional institution shall identify all other staff authorized to access inmate identity documents and release and employment portfolios. Such staff shall include, but not be limited to: (a) Records staff; (b) Community release coordinators; (c) Correctional Program Officers directly involved with the transfer or release of inmates; (d) Director of Treatment/Reentry Liaisons; (e) Designated program staff member. Any other individual requiring access to an inmate's identity documents or release portfolio may do so only upon the authorization of the Superintendent or a designee. (7) Identity documents obtained during the course of an inmate's incarceration shall be secured following the same procedure for identitydocuments obtained during the booking and admission process. (8) Any inmate identity documents or inmate release portfolio shall be returned to the inmate upon his or her release from custody, in accordance with 103 DOC 404, Inmate Release Policy. The inmate identity documents and release portfolio shall be designated on the property screen as released to the inmate at the time of the release by the releasing institution's Property Department. (9) In the event an inmate is released from custody without receiving his or her identity documents and inmate release portfolio (e.g., direct release from court), the Records Department shall forward the stored document to the Property Department. The inmate shall contact the releasing institution's Property Department to make arrangements for pickup of the identity documents in accordance with 103 CMR 403.18: Transfer or Release of Inmate Property. If, after three years, the inmate has not contacted the Department about his or her identity documents, the identity documents shall be disposed of pursuant to 103 CMR 403.15(1)(b)3. (10) The institutional Records Manager or designee shall conduct periodic auditing of release portfolios and inmate identity documents. The audit shall include a physical inspection of the storage location, release portfolios and identity documents, as well as a review of the area's access log, and IMS Inmate Property and Reentry screens.