Inspection of Facilities and Facility Logs - SOP

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Control Number: 505.02.01.001 Version: 2.1 Title: Inspection of Facilities and Facility Logs Page Number: 10 of 13 The following areas must maintain a log: • Inmate housing units (see note section below) • Central control (also known as shift commander log) • Security posts Note: The facility head may mandate a log to be used in other areas not listed above. — Minimum custody facilities that do not have staffed housing units will use the central control log for living unit documentation. — At CRC facilities, the facility head or sergeant will review and sign logs on working days reading back to the previous date reviewed. Hand-written Logs Hand-written logs are normally written in a spiral or similarly bound notebook. Each page of the notebook will be number consecutively using a stamp (an automatic-advancing stamp is recommended) before the log is delivered to the work area for use. Unit logs will normally start on the first shift of the first day of the month and end on the last shift of the last day of the month. Exceptions must be approved and documented in the facility’s field memorandum. For posts that produce infrequent documentation, the facility head may extend the time frames. Example: One (1) spiral notebook may last for six (6) months at a sally port post. When the log notebook is complete, it will be turned in to the designated deputy warden (or second in command). Computer-generated Logs Computer logs must be printed and signed by the shift commander each and every shift. The printed copy becomes the official log and the electronic copy will not be saved and will be deleted. The original logs will then be sent to the designated deputy warden (or second in command). The control center and/or unit may keep a copy to be filed with other documents from the shift. If a copy is maintained, it will be clearly marked as a copy. Log Maintenance The designated deputy warden (or second in command) is responsible to ensure that the logs are placed in a binder and organized chronologically. The deputy warden (or captain) is responsible to ensure that logs are being completed in accordance with this SOP. The deputy warden (or second in command) will audit logs on an ongoing basis to ensure that all logs are audited at least once each year. When such audit is complete the deputy warden (or second in command) will sign and date the last page of the log in red ink. All logs will be maintained for quick access in an area the facility head has designated for one (1) year and then archived for six (6) years. After a total of seven (7) years, the logs will be destroyed. Note: Facilities that have a captain position, the captain can be designated to perform the deputy warden duties described in this SOP.