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Oig 2006 Audit Re Cdcr Mail Procedures 979-1 Misc

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2006 ACCOUNTABILITY AUDIT

CORRECTIONAL FACILITY MAIL PROCESSING
The Office of the Inspector General found that the
California Department of Corrections and
Rehabilitation has reported making significant
progress in implementing the recommendations
from the July 2002 review of correctional facility
mail processing. Eighty-eight percent of the
recommendations have been reported as either
fully or substantially implemented.

CORRECTIONAL FACILITY MAIL PROCESSING

IMPLEMENTATION REPORT CARD
Previous recommendations: 27
Fully implemented: 14 (51%)
Substantially implemented: 10 (37%)
Partially implemented: 1 (4%)
Not implemented: 1 (4%)
Not applicable: 1 (4%)

In July 2002, the Office of the Inspector General
conducted a review to determine whether mail
handling procedures and processes could be changed to improve efficiency and reduce
costs while maintaining mandated service levels and institution security. In addition to
reviewing the California Code of Regulations, Title 15 and the correctional facility plans
of operations for mail handling for nine institutions, the Office of the Inspector General
conducted in-depth site visits to the California State Prison, Solano; the California
Institution for Men; and the California Institution for Women. The Office of the Inspector
General estimated that implementing the recommendations at all of the department’s
institutions could generate $1.3 million in operational savings and provide timelier mail
delivery.
BACKGROUND
Department of Corrections and Rehabilitation inmates and staff send and receive millions
of pieces of mail through the U.S. Postal Service each year. At each of the department’s
33 institutions, mail is processed through the mailroom before it is sent to the postal
service or after it comes from the postal service for delivery to inmates and staff. Inmates
consider mail a vital link to family, friends, and the outside world, as well as a vehicle for
communicating with legal advisers, government officials, and clergy. Recognizing the
important role that mail plays in inmate attitude and behavior, California Code of
Regulations, Title 15, Division 3, sections 3130 through 3147 and section 3165 mandate
how the department handles and processes mail. Wardens, superintendents, and other
heads of correctional facilities are also required to establish plans of operation for mail
processing at each facility. Through its plan of operations, each correctional facility
establishes mail-processing procedures that must be approved by the Director of the
Department of Corrections and Rehabilitation. Typically, these operational plans include
such elements as establishing a seven-calendar-day mail delivery standard, processing
certified and registered mail on the day received, and recording legal and confidential
mail in approved mailroom logs.
SUMMARY OF PREVIOUS FINDINGS AND RECOMMENDATIONS
The Office of the Inspector General made the following specific findings as a result of
the July 2002 review:

OFFICE OF THE INSPECTOR GENERAL

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CORRECTIONAL FACILITY MAIL PROCESSING

•

State prisons were not taking effective advantage of the services provided by the U.S.
Postal Service.

•

Some of the state prisons made inadequate use of correctional officers for mail
processing duties.

•

Institutions were often inefficient in conducting the initial search of incoming mail.

•

The processing of standard mail was often delayed by mail requiring special
handling.

•

Procedures for handling cash found in inmate mail differed at each facility and the
mailroom process for handling checks and money orders was inefficient.

•

Some of the selected institutions had inefficient processes for handling unstamped
mail.

•

The prisons reviewed spent significant amounts of time creating duplicate logs when
processing legal mail.

•

Some of the selected institutions did not fully comply with California Code of
Regulations, Title 15 requirements.

•

The Office of the Inspector General was unable to determine whether the prisons
reviewed complied with delivery standards for regular inmate mail.

•

The Office of the Inspector General found no first-class mail designated for disposal
at the prisons reviewed.

The Office of the Inspector General issued 27 recommendations as a result of the July
2002 review.
OBJECTIVES, SCOPE, AND METHODOLOGY
The purpose of the 2006 follow-up review was to determine the extent to which the
California Department of Corrections and Rehabilitation has implemented the 27
recommendations from the Office of the Inspector General’s July 2002 review of
correctional facility mail processing. To conduct the follow-up review, the Office of the
Inspector General provided the department with a table listing the July 2002 findings and
recommendations and asked the department to provide the implementation status of each
recommendation. The Office of the Inspector General reviewed the responses, along with
documentation provided by the department, and evaluated the degree of compliance or
noncompliance with the recommendations. Fieldwork was completed during January
2006. The results are presented in the table following this narrative.

OFFICE OF THE INSPECTOR GENERAL

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CORRECTIONAL FACILITY MAIL PROCESSING

SUMMARY OF THE 2006 FOLLOW-UP RESULTS
Of the 27 recommendations issued by the Office of the Inspector General in July 2002,
14 recommendations have been fully implemented; 10 have been substantially
implemented; one has been partially implemented; one has not been implemented; and
one is no longer applicable (based on a review of the corrective action plans provided by
each of the Department of Corrections and Rehabilitation’s 33 institutions).
The Office of the Inspector General found that implementation of the recommendations
had been delayed because the previous departmental administration neglected to provide
direction to the institutions on implementing the needed improvements. It was only after
the Office of the Inspector General’s follow-up audit that instructions and guidelines
were issued to the institutions.
FOLLOW-UP RECOMMENDATIONS
The Office of the Inspector General recommends that the Department of
Corrections and Rehabilitation take the following additional actions:
•

Ensure that the California State Prison, Sacramento has implemented
the recommendation to use automatic letter openers.

•

Ensure that the California Institution for Men and Salinas Valley
State Prison have implemented the recommendation to develop a list
of acceptable publications that employees can immediately place in
housing unit mailbags.

•

Ensure that the California Institution for Men eliminates the practice
of verifying all inmate addresses.

•

Ensure that Salinas Valley State Prison fully implements the
recommendation to standardize the process for handling cash to
conform to the process for handling other contraband.

•

Ensure that the California Correctional Institution fully implement
the recommendation to rely on accounting personnel to monitor
inmate trust accounts for sufficient funds to pay postage on outgoing
mail and provide pre-stamped envelopes to indigent inmates.

•

Develop the standard checklist for reviewing mail operation plans
submitted by the prisons.

•

Provide an updated list of courts to all 33 institutions.

•

Ensure that the California Medical Facility and the Correctional
Training Facility fully implement the recommendation to institute a

OFFICE OF THE INSPECTOR GENERAL

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modified tracking system based on mail trays and bins rather than
stamping or logging each piece of first-class mail.
The following table summarizes the results of the follow-up review.

OFFICE OF THE INSPECTOR GENERAL

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CORRECTIONAL FACILITY MAIL PROCESSING

ORIGINAL FINDING NUMBER 1
The Office of the Inspector General found that the state prisons were not taking effective advantage of the services provided
by the U.S. Postal Service.
ORIGINAL RECOMMENDATIONS

STATUS

COMMENTS

The Office of the Inspector General
recommended that state correctional facilities
take the actions listed below.

Rent post office boxes for each housing unit
and at least one box for administrative mail.

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
most of its institutions have incorporated this recommendation. Those
facilities that have not instituted post office boxes indicated that post office
boxes were either unavailable at their local post office or did not appear to be
cost-effective.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 21 of
the 33 institutions stated that they had implemented the recommendation.

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2006 ACCOUNTABILITY AUDIT

Evaluate either having the U.S. Postal Service
deliver and pick up mail at the sally port or
having a correctional officer escort the mail
truck from the entrance gate to the mailroom.
Mail room employees could reject damaged or
torn packages when the U.S. Postal Services
truck is unloaded.

CORRECTIONAL FACILITY MAIL PROCESSING

PARTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that the
recommendation was implemented at institutions where the U.S. Postal
Service provides the level of service described in the recommendation.
According to the department, however, the recommendation could not be
implemented at institutions in certain rural locations, where postal services
are not necessarily timely. Moreover, some rural post offices are not even
staffed to deliver mail to the institutions.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that six of
the 33 institutions stated that they had implemented the recommendation.

FOLLOW-UP RECOMMENDATIONS
None.
ORIGINAL FINDING NUMBER 2
The Office of the Inspector General found that some of the state prisons made inadequate use of correctional officers for mail
processing duties.
ORIGINAL RECOMMENDATION
The Office of the Inspector General
recommended that the prisons use correctional
officers, perhaps those who are on “light
duty,” for the following mail processing
purposes:
•

Helping search mail for contraband.

•

Segregating legal, certified, and rerouted mail; and searching incoming

OFFICE OF THE INSPECTOR GENERAL

STATUS
NOT APPLICABLE

COMMENTS
The California Department of Corrections and Rehabilitation reported that
this recommendation is no longer applicable in light of various labor relations
issues associated with the issuance of California Code of Regulations, Title
15, Division 3, section 3436. This new regulation, effective January 31, 2005,
restricts the placement of employees designated for light duty assignments in
vacant positions outside the employee’s bargaining unit. Because correctional
officer positions are not budgeted within the mailroom, the institution cannot
assign a correctional officer to perform a mailroom function.

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mail when schedules permit to save
time of mailroom employees.
•

Setting aside items received from
inmates requiring special handling.

•

Re-routing mail for inmates who have
moved.

•

Helping search incoming and outgoing
mail.

FOLLOW-UP RECOMMENDATIONS
None.
ORIGINAL FINDING NUMBER 3
The Office of the Inspector General found that the institutions were often inefficient in conducting the initial search of
incoming mail.
ORIGINAL RECOMMENDATIONS

STATUS

COMMENTS

The Office of the Inspector General
recommended that correctional facilities
improve the efficiency of the initial search of
incoming mail by taking the actions listed
below.

OFFICE OF THE INSPECTOR GENERAL

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2006 ACCOUNTABILITY AUDIT

Require mailroom employees to use automatic
letter openers to ensure full use of available
equipment and save time.

CORRECTIONAL FACILITY MAIL PROCESSING

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 32 of
the 33 institutions stated that they had implemented the recommendation.
California State Prison, Sacramento reported that it did not implement this
recommendation.

Develop a list of acceptable publications that
employees can immediately place in the
housing unit mailbags when publications are
reviewed.

Designate a specific staff member to review all
publications because of the nature of some of
the publications.

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 31 of
the 33 institutions stated that they had implemented the recommendation. The
California Institution for Men and Salinas Valley State Prison reported that
they did not implement the recommendation.

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all of
the 33 institutions stated that they had implemented the recommendation.

Eliminate the practice of verifying all inmate
addresses. Mailrooms should verify inmate
addresses only when inmate mail is returned
for an incorrect address.

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that,
except for the California Institution for Men, all of its institutions have
incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by the institutions and found that 32 of the 33 institutions
stated they had implemented the recommendation. The California Institution
for Men reported that it did not implement the recommendation.

OFFICE OF THE INSPECTOR GENERAL

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Provide mailrooms with direct access to the
Distributed Data Processing System (DDPS)
and the Offender Based Information System
(OBIS) to verify inmate addresses more
quickly.

CORRECTIONAL FACILITY MAIL PROCESSING

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
some of its institutions were unable to incorporate this recommendation.
Institutions with the ability to provide direct Distributed Data Processing
System and Offender Based Information System access to mailroom staff
have implemented the recommendation. Some, however, cannot directly
access the Offender Based Information System because of physical plant
differences and telephone line capabilities. In those cases, institutions have
been directed to provide mailroom staff access to the Offender Based
Information System terminals in alternate locations, unless calling for
verification is more expedient.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 32 of
the 33 institutions stated they that had implemented the recommendation.
Salinas Valley State Prison reported that it has Distributed Data Processing
System capabilities but contacts the institution’s records department to locate
inmates who have left the institution. According to Salinas Valley State
Prison, the physical plant prohibits the outlay of fiber optics to facilitate the
use of the Offender Based Information System in the mailroom.

FOLLOW-UP RECOMMENDATIONS
The Office of the Inspector General recommends that the Department of Corrections and Rehabilitation take the following
additional actions:
•

Ensure that the California State Prison, Sacramento has implemented the recommendation to use automatic letter
openers.

•

Ensure that the California Institution for Men and Salinas Valley State Prison have implemented the
recommendation to develop a list of acceptable publications that employees can immediately place in housing unit
mailbags.

•

Ensure that the California Institution for Men eliminates the practice of verifying all inmate addresses.

OFFICE OF THE INSPECTOR GENERAL

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CORRECTIONAL FACILITY MAIL PROCESSING

ORIGINAL FINDING NUMBER 4
The Office of the Inspector General found that the processing of standard mail was often delayed by mail requiring special
handling.
ORIGINAL RECOMMENDATIONS

STATUS

COMMENTS

The Office of the Inspector General
recommended that the prisons take the actions
listed below.

Set up mailroom procedures to enable
employees to process standard mail without
interruption.

Have employees first sort properly addressed
mail from mail with problems, then search and
process the “good” mail, and last, locate the
correct addresses on misaddressed mail.

OFFICE OF THE INSPECTOR GENERAL

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

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2006 ACCOUNTABILITY AUDIT

Handling of mail containing contraband should
not delay other mail processing.

CORRECTIONAL FACILITY MAIL PROCESSING

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

Provide mailroom employees with tools and
materials acceptable for use within the facility.
If inmates are allowed to receive staples or
stickers, facilities should provide staplers and
stickers to the mailroom for re-sealing inmate
mail.

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

FOLLOW-UP RECOMMENDATIONS
None.
ORIGINAL FINDING NUMBER 5
The Office of the Inspector General found that procedures for handling cash found in inmate mail differed at each facility and
that the mailroom process for handling checks and money orders was inefficient.

OFFICE OF THE INSPECTOR GENERAL

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2006 ACCOUNTABILITY AUDIT

ORIGINAL RECOMMENDATIONS

CORRECTIONAL FACILITY MAIL PROCESSING

STATUS

COMMENTS

The Office of the Inspector General
recommended that the Department of
Corrections take the actions listed below.

Standardize the process for handling cash to
conform to the process for handling other
contraband. The process should include a
special “cash as contraband” form, giving the
inmate the option of donating the cash to a
predetermined charity or returning it at the
inmate’s expense.

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation. The department
also reported that, according to departmental policy, inmates are not
permitted to donate cash. Therefore, the cash is returned by check to the
sender. Finally, the department reported that it will develop a triplicate form
that verifies the receipt of cash as contraband as of March 1, 2006. A copy of
the form will be issued to the inmate, accounting, and the sender.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 32 of
the 33 institutions stated that they had implemented the recommendation.
Salinas Valley State Prison reported that it had not fully implemented the
recommendation.

Set up a standard procedure for handling
money orders and checks sent to inmates to
limit the handling of money orders and checks
by mailroom employees while retaining staff
accountability.

OFFICE OF THE INSPECTOR GENERAL

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

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2006 ACCOUNTABILITY AUDIT

Establish procedures for institution mailrooms
in which, upon receiving a check or money
order, mailroom employees would ensure that
the item includes all required information,
including the inmate’s name and number.
Employees would then add any additional
information required, stamp the envelope to
verify receipt, and write the date and amount
on the envelope for delivery to the inmate. The
envelope becomes the inmate’s receipt and the
check or money order is held for delivery to
accounting.
Create a standard “funds received” form, in
triplicate, for the mailroom staff to use to list
all money orders and checks received each
day.

CORRECTIONAL FACILITY MAIL PROCESSING

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

FOLLOW-UP RECOMMENDATION
The Office of the Inspector General recommends that the Department of Corrections and Rehabilitation ensure that Salinas
Valley State Prison fully implements the recommendation to standardize the process for handling cash to conform to the
process for handling other contraband.
ORIGINAL FINDING NUMBER 6
The Office of the Inspector General found that some of the selected institutions had inefficient processes for handling
unstamped mail.

OFFICE OF THE INSPECTOR GENERAL

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2006 ACCOUNTABILITY AUDIT

ORIGINAL RECOMMENDATION
The Office of the Inspector General
recommended that the facilities rely on
accounting personnel to monitor inmate trust
accounts for sufficient funds to pay postage on
outgoing mail and provide pre-stamped
envelopes to indigent inmates.

CORRECTIONAL FACILITY MAIL PROCESSING

STATUS
SUBSTANTIALLY
IMPLEMENTED

COMMENTS
The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 32 of
the 33 institutions stated that they had implemented the recommendation. The
California Correctional Institution reported that it had not fully implemented
the recommendation.

FOLLOW-UP RECOMMENDATION
The Office of the Inspector General recommends that the Department of Corrections and Rehabilitation ensure that the
California Correctional Institution fully implement the recommendation to rely on accounting personnel to monitor inmate
trust accounts for sufficient funds to pay postage on outgoing mail and provide pre-stamped envelopes to indigent inmates.
ORIGINAL FINDING NUMBER 7
The Office of the Inspector General found that the prisons reviewed spent significant amounts of time creating duplicate logs
when processing legal mail.
ORIGINAL RECOMMENDATION
The Office of the Inspector General
recommended that the Department of
Corrections establish standard procedures for
processing legal mail. Facilities should use the
“proof of service” form presently used at the
California Institution for Men to track
outgoing legal mail. Since the inmate fills out
the form, the mailroom could simply verify the
information and file the mailroom copy for

OFFICE OF THE INSPECTOR GENERAL

STATUS
SUBSTANTIALLY
IMPLEMENTED

COMMENTS
The California Department of Corrections and Rehabilitation reported that
most of its institutions have incorporated this recommendation. Some
institutions, however, have developed a computerized database to track all
incoming and outgoing legal mail as opposed to the “proof of service”
method cited in the recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 21 of
the 33 institutions stated that they had implemented the recommendation

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future reference. This would greatly reduce the
time spent creating duplicate logs.

through the “proof of service” form. The remaining 12 institutions indicated
that they had implemented this recommendation through a computerized
database.

FOLLOW-UP RECOMMENDATIONS
None.
ORIGINAL FINDING NUMBER 8
The Office of the Inspector General found that some of the selected institutions did not fully comply with California Code of
Regulations, Title 15 requirements.
ORIGINAL RECOMMENDATIONS

STATUS

COMMENTS

The Office of the Inspector General
recommended that the Department of
Corrections and the institutions reviewed take
the actions listed below.

The Department of Corrections should develop
a standard checklist for reviewing mail
operation plans submitted by the prisons.

NOT
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the individual corrective action
plans provided by the institutions and found, however, that the department
had not yet provided a standard checklist for reviewing mail operation plans.
Further, the Office of the Inspector General contacted the department and
verified that, in lieu of developing a standard checklist, the department had
compared the contents of each institution’s revised operation plan against the

OFFICE OF THE INSPECTOR GENERAL

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CORRECTIONAL FACILITY MAIL PROCESSING

recommendations listed in the Office of the Inspector General’s July 2002
review.

The California Institution for Men should
implement procedures to inform new inmates
of department regulations and institution-level
procedures governing inmate mail.

FULLY
IMPLEMENTED

The Department of Corrections should
periodically provide all 33 facilities with an
updated list of courts and require that each
facility keep its lists available for inmate use.

SUBSTANTIALLY
IMPLEMENTED

The California Institution for Women should
search all returned inmate mail as required by
California Code of Regulations, Title 15.

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the California Institution for
Men’s corrective action plan and found that the California Institution for Men
stated that it had implemented the recommendation.

The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 32 of
the 33 institutions stated that they had received an updated list of courts. The
Substance Abuse Treatment Facility and State Prison, Corcoran indicated that
it had not received an updated list of courts.
The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the California Institution for
Women’s corrective action plan and found that the California Institution for
Women stated that it had implemented the recommendation.

OFFICE OF THE INSPECTOR GENERAL

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2006 ACCOUNTABILITY AUDIT

The California Institution for Men’s mailroom
should process all identified contraband items
using the established CDC Form 1819,
Notification of Disapproval of Mail-PackagesPublications, and all forms should be provided
to the facility captain for review and approval.

CORRECTIONAL FACILITY MAIL PROCESSING

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the California Institution for
Men’s corrective action plan and found that the California Institution for Men
stated that it had implemented the recommendation.

FOLLOW-UP RECOMMENDATIONS
The Office of the Inspector General recommends that the Department of Corrections and Rehabilitation take the following
additional actions:
•

Develop the standard checklist for reviewing mail operation plans submitted by the prisons.

•

Provide an updated list of courts to all 33 institutions.

ORIGINAL FINDING NUMBER 9
The Office of the Inspector General was unable to determine whether the prisons reviewed complied with delivery standards
for regular inmate mail.
ORIGINAL RECOMMENDATIONS

STATUS

COMMENTS

The Office of the Inspector General
recommended that the Department of
Corrections either establish the procedures
described below for tracking first-class mail or
explore other ways to show compliance with
established standards.

OFFICE OF THE INSPECTOR GENERAL

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2006 ACCOUNTABILITY AUDIT

Institute a modified tracking system based on
mail trays and bins rather than stamping or
logging each piece of first-class mail. At the
beginning and end of the workday, the
mailroom supervisor should enter into a log
(preferably an automated spreadsheet) the
following information for first class mail:
•

For regular envelopes and post cards
in all mail trays: At the beginning of
each workday, record the time and
date of entry and supervisor’s name;
date the mail was received; and
number of inches of mail in each dated
tray (normal trays contain
approximately 850 letters when full).
At the end of each workday, record the
time and date of entry and supervisor’s
name; the date the mail in the tray was
received; and the number of inches of
mail in each dated tray.

•

For large envelopes in mail bins: Use
the same process, except that, because
of their irregular size, envelopes
should be counted rather than
measured.

OFFICE OF THE INSPECTOR GENERAL

CORRECTIONAL FACILITY MAIL PROCESSING

SUBSTANTIALLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that 31 of
the 33 institutions stated that they had implemented the recommendation. The
California Medical Facility and the Correctional Training Facility reported
that they did not fully implement the recommendation.

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2006 ACCOUNTABILITY AUDIT

Require the correctional officer responsible for
mailroom operations to review the daily logs at
least three times a week to ensure that they are
promptly and accurately prepared and to
determine whether extraordinary
circumstances may have affected mail
processing and to annotate evidence of the
review.

CORRECTIONAL FACILITY MAIL PROCESSING

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

FOLLOW-UP RECOMMENDATION
The Office of the Inspector General recommends that the Department of Corrections and Rehabilitation ensure that the
California Medical Facility and the Correctional Training Facility fully implement the recommendation to institute a modified
tracking system based on mail trays and bins rather than stamping or logging each piece of first-class mail.
ORIGINAL FINDING NUMBER 10
The Office of the Inspector General found no first-class mail designated for disposal at the prisons reviewed.
ORIGINAL RECOMMENDATIONS
The Office of the Inspector General
recommended that correctional facilities limit
how mailroom employees are allowed to
dispose of mail. Mailroom supervisors should
periodically review the type of mail being
discarded to prevent mail from being
inappropriately thrown away.

OFFICE OF THE INSPECTOR GENERAL

STATUS
FULLY
IMPLEMENTED

COMMENTS
The California Department of Corrections and Rehabilitation reported that all
of its institutions have incorporated this recommendation.
The Office of the Inspector General reviewed the individual corrective action
plans provided by each of the department’s institutions and found that all 33
institutions stated that they had implemented the recommendation.

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2006 ACCOUNTABILITY AUDIT

The Office of the Inspector General
recommended that the California Institution
for Women discard fourth-class and
undeliverable mail instead of returning it to the
post office, using appropriate controls for
disposal.

CORRECTIONAL FACILITY MAIL PROCESSING

FULLY
IMPLEMENTED

The California Department of Corrections and Rehabilitation reported that
this recommendation was fully implemented.
The Office of the Inspector General reviewed the California Institution for
Women’s corrective action plan and found that the California Institution for
Women stated that it had implemented the recommendation.

FOLLOW-UP RECOMMENDATIONS
None.

OFFICE OF THE INSPECTOR GENERAL

PAGE 348

 

 

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