DISPOSITION SCHEDULE M: JAIL RECORDS
Please see Disposition Schedule A for payrolls, invoices, and other records common to more than one office of local government.
The "retention" column indicates either 1) a limited period after which the records may be destroyed, or 2) the word "Permanent," indicating the records may not be destroyed and must be retained permanently.
Unless otherwise noted, please refer to the following citations for confidentiality restrictions:
(1) Federal Privacy Act of 1974 (Section 7 of Pub. L. 93-579 in Historical Note), 5 U. S. C., § 552a;
(2) Social Security Act, 42 U. S. C. §§ 408(a)(8) and 405(c)(2)(C)(viii)(I);
(3) Family Educational Rights and Privacy Act, 20 U. S. C. § 1232g;
(4) Standards for Privacy of Individually Identifiable Health Information (HIPAA), 45 CFR Section 160 through 164.
For citations (1) and (2), the primary records concerns are redaction of social security numbers and proper disposal of nonpermanent records containing them. The presence of a social security number does not, by itself, render an entire document confidential.
Series Series Title / Description and Confidentiality Status Retention
M.01. Administrative Lockups 10 years
Record of prisoners separated from the general population. Not Confidential
M.02.a Administrator's Files - Copies and Informational Materials Until no longer needed
Jail administrator's nonrecord materials, such as publications and duplicate copies of records officially maintained elsewhere. Not Confidential
M.02.b Administrator's Files - All Other Records 6 years
Jail administrator's files that are record materials - that is, documents created or received in the course of business. Not Confidential
M.03. Admission/Release Documents 2 years
Used to prepare monthly report to Dept. of Corrections. Not Confidential
M.04. Board of Prisoners 6 years
Bills and receipts. Not Confidential
M.05. Complaint Cards No retention
Obsolete. Not Confidential
M.06. Contingency Reports 2 years
Boarding of inmates for or at other jurisdictions. Not Confidential
M.07. Audit Reports 10 years
Report issued by auditor following each official audit. Not Confidential
M.08. Correspondence from Sheriff's Office 2 years
Communications between jail and Sheriff's Office. Not Confidential
M.09. Cutlery Reports 2 years
Before and after each meal, cutlery is counted to make sure none is missing. Not Confidential
M.10. Daily Classification Log 10 years
Record of how many prisoners in each classification are housed each day. Not Confidential
M.11. Disciplinary Hearings 6 years
Hearings conducted to determine whether or not discipline is required, and if so what it should be. Not Confidential
M.12. Fines No retention
Now handled by courts. Not Confidential
M.13. Inmate Accounts 6 years
Receipts and daily balance sheets for personal funds held on behalf of inmates. Not Confidential
M.14.a Inmate Case Files - Admission/Release Forms 10 years
Forms completed to document admission and release of inmate. Not Confidential
M.14.b Inmate Case Files - Appearance Bonds 10 years
Appearance bonds and other records used to establish date of release. Not Confidential
M.14.c Inmate Case Files - Booking Cards 10 years
Records made when an inmate is booked. Not Confidential
M.14.d Inmate Case Files - Civil Papers *
Record of noncriminal papers served on this prisoner. Not Confidential
M.14.e Inmate Case Files - Commitment Orders Permanent
Court order committing prisoner to custody of jail. Not Confidential
M.14.f Inmate Case Files - Disciplinary Hearing Records **
Case file copy of record of disciplinary hearing involving inmate. Not Confidential
M.14.g Inmate Case Files - District Attorney's Computation of Time Served **
The record of time served for the prisoner, as computed by the District Attorney. Not Confidential
M.14.h Inmate Case Files - Fingerprint Cards Retain clearest prints only (note: this may mean retaining more than one card)**
Card containing prisoner's fingerprints, created each time prisoner is processed.. Not Confidential
M.14.i Inmate Case Files - Inmate Memos 6 years
Incident file documenting all significant interactions of staff with prisoner. Not Confidential
M.14.j Inmate Case Files - Inmate Photographs Retain most recent photo only
Photographs taken at required points of incarceration. Not Confidential
M.14.k Inmate Case Files - Judgments and Other Records Used for Risk Classification 5 years or most recent incarceration
Those records that must be used to judge the level of risk posed by the prisoner. Not Confidential
M.14.l Inmate Case Files - Money Records *
Case file copy of records documenting prisoner's personal funds. Not Confidential
M.14.m Inmate Case Files - Printouts From Jail Database 2 years
All printouts from the jail database concerning this inmate, including booking printouts. Not Confidential
M.14.n Inmate Case Files - Property Records *
Personal property of inmate and prison property issued to inmate. Not Confidential
M.14.o Inmate Case Files - Request/Grievance Forms 6 years
Used by inmate to make requests or file grievances. Not Confidential
M.14.p Inmate Case Files - Request for Visitors *
Inmate's request to be visited by specific persons. Not Confidential
M.14.q Inmate Case Files - State Police Bureau of Identification Printouts No retention
Printouts concerning prisoner's history obtained from SBI. Not Confidential
M.14.r Inmate Case Files - Trustee/Work Release Records 6 years
Inmate's record of service as a trustee, or of being granted work release. Not Confidential
M.15. Inmate Cards Destroy when case file is destroyed
Index to case files. Not Confidential
M.16. Intake Logs 10 years
Record in log format of all admissions to the jail. Not Confidential
M.17. Judgments and Commitments 10 years
Administrator's copies of the documents that authorize the jail to hold the prisoner. Not Confidential
M.18. Key Log 6 years
Record of keys issued and returned. Not Confidential
M.19. Laundry Checklist and Inventory 1 year
List of prisoner clothing going to laundry and being returned; inventory of all clothing items owned by a prisoner. Not Confidential
M.20. Medical Records 10 years
Prisoner medical records for use when treatment is needed while in custody. Confidential (4)
M.21. Menus No retention
Menus of jail's food service unit. Not Confidential
M.22. Officer Memos (Incident) 6 years
Corrections officer notes concerning incidents that require documentation. Not Confidential
M.23. Program Files 2 years
Inmate attendance at jail programs. Not Confidential
M.24. Random Cell Search Logs 6 years
Logs kept of random cell searches and their findings. Not Confidential
M.25. Rules and Regulations (Policies and Procedures) Permanent
The policies and procedures under which the facility operates. (Required by Maine Jail Standards) Not Confidential
M.26. Shave/Shower Log 6 years
Record of when prisoners have shaved and showered. Not Confidential
M.27. Summonses 6 years
Legal demands for court appearances. Not Confidential
M.28. Visitor Sign-In Sheets 6 years
Sheets on which all visitors are required to sign in. Not Confidential
M.29. Work Schedules Current year
Work schedules for jail staff. Not Confidential
M.30. "TPA" 6 years
Accounting for inmate canteen funds, or similar mechanisms - money from candy machines, etc. used for such items as newspapers and recreational equipment. Not Confidential
*Retain for most recent incarceration only.
**Destroy after inmate reaches age 80 and State Police Bureau of Identification confirms no contact with Criminal Justice System in last 5 years.
Updated November 14, 2005
