Telephones and Electronic Communications - Resident

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Control Number: 503.02.01.001 Version: 9.0 Title: Telephones and Electronic Communication Systems: Resident Page Number: 12 of 18 Idaho Department of Correction Monitoring is for staff members who listen to RCMS conversations and review ECS email, digital photographs, video messages, etc. for official IDOC business, but do not need system management functions. Investigators Investigator level 2 includes PIN-PAN, monitoring, PREA, and monitoring, can listen to restricted calls (numbers marked restricted such as the facility informant line or other specialty numbers with tightly controlled access) create compact disk (CD) queues, and burn calls and ECS information to a CD, or other storage device. Investigator level 2 includes the ability to save telephone conversations as audio files. To ensure security of recorded conversations, this position is limited to two individuals per facility. The prisons division chief is the approval authority to any exception to the two- person limit. Prison Rape Elimination Act (PREA) Tip Line This access is limited to monitoring PREA tip lines. Access is typically facility administrative staff and on duty staff members such as shift commanders and assistant shift commanders who can respond to potential victims of sexual assault. Outside Law Enforcement This access is limited to reviewing archived calls placed by IDOC residents, download calls and access to investigative or mapping tools. To ensure security of recorded conversations, the prisons division chief or designee approves law enforcement access. 10. Approving Staff Access to RCMS and ECS Access to the RCMS and ECS is limited to individuals with a legitimate need such as assigned staff, investigators, second in command, facility heads, and individuals with administrative duties required to operate the system. The chief of the prisons division may grant law enforcement agencies access to the RCMS and ECS. To limit the number of people aware of such access, the prisons division chief works directly with the intelligence coordinator when authorizing and implementing access. When access is authorized, the intelligence coordinator either adds the authorized access or contacts the contract administrator for implementing access. The intelligence coordinator must provide the approved agencies with a Non-Disclosure Release Form. The IDOC may revoke access if an agency violates the non-disclosure guidelines. To change staff access during the year, the facility head notifies the intelligence coordinator via email. In consultation with the chief of the prisons division, the intelligence coordinator updates the authorized list and notifies the contract administrator to implement access. The intelligence coordinator can have a staff member’s access removed when needed. This process is used to establish access to RCMS and ECS initially and then used annually for reauthorization. Access rights expire annually and reauthorization must be obtained each year. Requests for initial authorization and reauthorization must be made using the following steps: