5.04.060 Records.
The bureau shall establish a records system which shall comply with the requirements of this section.
(1) Confidentiality. All bureau personnel shall be advised of the statutory provisions for confidentiality of records under RCW 70.48.100(2).
(2) Individual Prisoner Records. The information retained in each prisoner’s record shall include, but not be limited to, personal property receipts, infraction reports, reports of disciplinary actions and/or unusual occurrences, and in case of death, disposition of prisoner’s property and remains.
(a) Medical. Health care records shall be maintained separately to the extent necessary to maintain their confidentiality.
(b) Confidentiality of prisoners’ HIV status shall be maintained pursuant to chapters 70.02 and 70.25 RCW and any other applicable statutes which may be enacted subsequent to the effective date of this ordinance.
(c) Prisoner Access. Prisoners shall be permitted reasonable access to their own records or reasonable access to information contained therein. Such access may be limited only on substantial grounds of institutional security.
(d) Transfer. When a prisoner is transferred to another facility, copies of summaries of all health records shall be transferred to the receiving facility, provided that the requirements of SCC 5.12.070 regarding confidentiality are followed. Applicable court orders shall be transferred. Summaries or copies of disciplinary records shall be transferred where such information may serve a substantial governmental interest in the safety or security of the receiving institution or the public.
(4) Population Reports. The bureau shall complete and submit monthly reports on its population, including the work release/special detention facility and home detention participants, to the sheriff.
(5) Register. The bureau shall maintain an accurate register as required by RCW 70.48.100.
(6) Reports on Felony Convictions. The bureau shall report to the office of financial management or its designated agency information on all persons convicted of felonies or incarcerated for noncompliance with a felony sentence who are admitted or released from a bureau facility, as required by RCW 10.98.130. The information transmitted shall include, but not be limited to, the state identification number, whether the reason for admission was felony conviction or noncompliance with a felony sentence and the dates of admission and release.
(7) Infractions and Discipline. The bureau shall maintain a written record of all incidents which result in substantial property damage or bodily harm or serious threat of substantial property damage or bodily harm. Major infraction reports and disciplinary actions under chapter 5.10 SCC shall become part of the prisoner’s record.
(8) Incidents and Emergencies. All serious incidents and emergencies shall be recorded. The term "serious incidents and emergencies" includes, but is not limited to, any death which occurs within a bureau facility, attempted suicides, epidemics, completed escapes, any completed assault upon staff or prisoners, serious fires, flooding or other natural disasters or riots.
(9) Incident Reports. An incident report on any death, completed escape or serious fire shall be submitted to the sheriff, executive, and council. All such incident reports shall be submitted on a monthly basis with the monthly population report. A copy of all incident reports shall be retained by the bureau. (Added by Amended Ord. 94-041, May 25, 1994; Amended by Amended Ord. 08-137, Nov. 10, 2008, Eff date Jan. 1, 2009).