Master File Documents and Organization
Illinois Department of Corrections Administrative Directive

December 2004

Illinois Department of Corrections

Administrative Directive

Effective: 12/1/2004

Page 3 of 4

Number 01.07.110

Attachment A

Master File Organization for Adult Offenders and Juvenile Felons

Section 1

  • Face Sheet (always on top)
  • Option Form
  • Grade Status Card
  • Good Time Revocation/Restoration Card
  • All Sentence Calculation Sheets
  • Director's Approvals for Revocation/Restoration of Good Time/Mentorious Good Time/Earned Good Conduct Credit
  • Sentencing material such as Statement of Facts, indictment, mittimus, petition, disposition order, sentence orders, mandates, (reverse chronological order grouped by court case number)
  • DNA Information
  • Pre-Sentence Report
  • Prisoner Review Board Orders
  • Court Orders & Mandates (only if it changes the sentencing structure)
  • All Other Sentence Structure Material
  • Master File Folder Organization Chart

Section 2

  • Parole Agreements - Other Parole Information
  • Parole Violation Reports
  • Admission Data Forms
  • FBI & IBI Sheets
  • Police Reports
  • Letters Concerning Trasfer
  • Writ Papers
  • Warrants
  • Institutional Credits
  • Executive Clemency
  • Status Change Form
  • Face Sheet Leaflet
  • Access & Review Forms
  • Detainers
  • Certification of Records
  • Extraction Papers
  • Civil Action Suits & Summons
  • Affidavits
  • All Drop Slips
  • Notification to Register for Selective Service
  • Release Checklist Forms
  • Notification of Release Date Forms
  • Notification of 17th Birthday for Juvenile Felons
  • All Other Identification Related Material
  • Correspondence Pertaining to Sections 1 & 2
  • Transfer Checklist

Section 3

  • Transfer Orders/Reports
  • Clemency - WR
  • Classification Reports - Computer Printout
  • Reclassification Reports - Computer Printout
  • Program Considerations Reports
  • Parole Reports or Executive Clemency Report
  • Supplemental Program Considerations Reports
  • Special Progress Reports
  • Food Handler's Questionnaires
  • Military Data
  • Correspondence Pertaining to Above Areas
  • Security Threat Group (STG) Information

Section 4

  • Institutional Assignment Reports
  • Disciplinary Reports
  • Adjustment Committee/Program Summaries
  • Day Release Papers
  • All Furlough Papers
  • All Work Release Papers
  • Grievance Materials
    • Original Grievanecs From Inmate
    • Institutional Inquiry Board Decisions
    • CAO's Recommendatinos
    • ARB's Decisions
  • Compensatory Good Time/Good Conduct Credit Denials
  • Screening Form
  • Program Agreements
  • Educational Material
  • Certificates
  • Protective Custody Material
  • Career Achievement Report
  • Counselor's Referrals
  • Cumulative Counseling Summaries
  • Program Planning Summaries
  • Good Time Recommendations - MGT/Revocation/Restoration
  • Correspondence Pertaining to Above Areas

Section 5

  • Requests & Receipts for Legal Papers
  • Inmate Guidebook Receipts
  • Power of Atorney Forms
  • Certificate of Authority
  • Cash or Personel Property Receipts
  • Visiting Questionnaires
  • Releases
  • Miscellaneous Correspondence
  • Inmate Visiting Forms
  • Orientation Material
  • Request for Temporary Identification Card

Pocket

  • Photos
  • Shakedown Reports
  • Visit & Mail Packages
  • Release Packets
  • I.Q. Testing - Booklets
  • Miscellaneous
  • Material Supporting identity such as social security card, birth certificate, marriage lecense filed in a confidential envelope labeled with the offender's name, number, and an inventory of the contents

Administrative Directive

Effective: 12/1/2004

Page 4 or 4

Number 01.07.110

Attachment B
Master File Organization for Juvenlie Delinquents

Section 1

  • Face Sheet (always on top)
  • Discharge or Vacating Orders/Statutory Discharge
  • Chronological Movement History
  • Mittimi or Petitions and Dispositional Orders
  • DNA Information
  • Court Writs (only one copy)
  • Prisoner Review Board Orders
  • For Parole Violators:
    • Preliminary Hearing of Parole Violations (Morrissey)
    • Notice of Charges
    • Notifications of Aliged Parole
    • Violation (only letter approving and calculation sheet)
  • Verification of Birth Date
  • Guardianship Information
  • Calculation Sheets
  • Good Time Awarded, Restored, and Revoked
  • Notices of Right to Appeal Commitment
  • Docketing Forms I and II
  • Requests for Custody Verification
  • Verifications of Custody
  • Statements of Facts
  • Death Certificate

Section 2

  • Bunk Issues Form (always on top)
  • State's Attorney's Objections or Supports in Response to the Notice of Eligiblity for Parole
  • Warrants for Apprehension, Cancellations of Warrants, Letters to Parant or Guardian of AWOL Youth
  • Extradition Packet Material
  • Transfer Orders
  • Orders of Temporary Transfer to Department of Human Services
  • Voluntary Consents for Transfer to Department of Human Services
  • Discharge Reports from Department of Human Services
  • Notices of Eligibility for Parole Consideration and Institution Progress Reports
  • Police Reports and FBI and IBI Rep Sheets
  • Active Hold Ordres
  • Interstate Compact Material
  • Rules of Conduct Governing Juvenile Parole and Mandatory Supervised Release Agreements
  • Juvenile Release Checklists
  • Sex Offenders Registration Notification
  • Photos
  • Fingerprint Cards
  • Notification of Statutory Released Discharge
  • Notification to Register for Selective Service
  • All Furlough and Authorized Release Material
  • Corresponence Pertaining to Sections 1 & 2
  • Security Escort Summaries

Section 3

  • Initial Classification Instrument
  • Cover Sheets of Crisis Status Log
  • Reports and Correspondence from Other Agencies
  • Special Case Reviews
  • Security Threat Group (STG) Affiliation Interview
  • Reception Orientation Checklist
  • Strategies for Juvenile Supervision
  • Social History Information
  • Correspondence Pertaining to the Above Areas
  • Reclassifications & Reclassifactions/Transfer Packets

Section 4

  • Program Assignment Committee Forms
  • Integrated Service Plan; Initial Form and Monthly Progress Reports
  • Disciplinary Reports, Adjustment Committee Summaries, and Related Documents
  • Contraband Reports
  • Unusual Incident Reports (CRITICAL)
  • Court Correspondence Regarding Youth's Status and Detainers
  • Court Ordered Adjustment and Progress Reports
  • Department of Children and Family Services Monthly Reports
  • Certificates of Achievement

Section 5

  • Facility Orientation Checklist
  • Personal Property Lists
  • Visiting Information and Letters
  • Trust Fund Card
  • Emergency Information
  • Grievance Information
  • Releases of Information
  • Notification to Parents and Receipt for Certified Mail
  • Social Security Documents
  • Miscellaneous Correspondence and Youth Request Slips
  • Alternate Placement Referrals
  • Telephone List
  • Attorney of Record Letter/Doccumentation

Pocket

  • Miscellaneous