Close out of an Offender Case File Flashcards
Close out of an Offender Case File
Upon terminating an offender’s supervision, the Department maintains an electronic copy of an offender’s case file. Department policy specifies the length of time to archive an offender’s records. Offender records may also assist the court or officer(s) with future actions related to the offender, such as a re-offense, a Presentence Investigation, or another Department investigation.
Case File Close Out
Some of the reasons to close out an offender file include:
• normal termination of supervision—an offender has successfully satisfied all requirements set forth by the sentencing authority.
• early termination of supervision—the sentencing authority grants a request to terminate supervision early.
• revocation of supervision—the sentencing authority closes the current period of supervision because of a violation of probation report.
• sentence vacated—the sentencing authority determines that supervision is invalid.
• Interstate Compact, Closed Interest—advises another state
that Florida will no longer supervise their offender because of a VOP, supervision ended, or an offender moved back to his or her state.
• offender death—an offender dies before his or her supervision termination date.
• investigation only—upon completion of an investigation that does not result in supervision CP-534.1. List the common reasons an officer closes an offender’s case file.
The Pre-Termination Review form contains a checklist to assist with case file close out. Complete a case file close out within 90 days following an offender’s termination of supervision. If the sentencing authority revokes an offender’s supervision because of a violation, sending the offender back to incarceration, the offender has up to 60 days to appeal. Hold all original file materials for 60 days before conducting the case file close out.
Case File Close Out:
Sentence Vacated
the sentencing authority determines that supervision is invalid.
Pre-Termination Review checklist
Following the Pre-Termination Review checklist, complete the following:
• Ensure that OBIS designates an offender as inactive.
• Close monetary obligations accounts in OBIS.
• Close any treatment referrals in OBIS.
• Close any special conditions in OBIS.
• Send appropriate victim notification letters as notification of a change in offender supervision.
• Notify an offender of successful termination of supervision.
• Ensure a copy of the termination order is in the file.
• Ensure a copy of the revocation order is in the file.
• Ensure a copy of the Interstate Compact case-closure response letter is in the file.
• Remove the HIPAA form from the case file and forward to the Circuit Office for the required retention period.
After successful completion of supervision, provide an offender with a termination letter, which includes information on how to apply for restoration of civil rights or direct the offender to the Office of Executive Clemency for additional information.
Case File Close Out:
Separate and Archive
Separate and archive documents from an offender case file, including:
• most recent supervision report
• all COPS input and change forms
• all orders, legal documents, violation of probation reports, Technical Violation Notification (TVN) letters
• court disposition sheets
• public service hours logs
• arrest reports
• Presentence Investigations (PSI)
• treatment certificates of completion
• victim no contact letters/VINEWatch letters
• notification of status letters
• Interstate Compact Offender Tracking System (ICOTS) documents
• HIPAA form.
Submit the documents to archive and to destroy to your supervisor for final review and approval. After obtaining the supervisor’s approval, submit an offender’s case file to the appropriate staff for imaging. After staff images and archives the documents into an electronic file, it is safe to destroy the hard copies.
