When a loved one is incarcerated, keeping their information organized is crucial for effective communication, legal processes, and overall peace of mind. Having all relevant details in one place can help you stay on top of their needs and support them better. Here’s a guide to organizing your loved one’s information based on the “Chapters and Chains – Information Tracker.”

1. Basic Identification and Facility Information

Start by compiling the essential identification details and facility information. This includes:

• Inmate ID Number and State ID Number: Essential for all official correspondence and documentation.
• Discharge Date, Parole Eligibility Date, and Projected Release Date: Key dates to track their progress and plan for future milestones.
• Unit of Assignment and Housing Information: Includes the unit name, address, mailing address, and specific housing assignment (cell/bunk number).
• Custody Level and Line Status: Understanding their custody level can help you comprehend the restrictions and privileges they might have.

2. Contact Information

Keep a list of important contacts within the facility:

• Unit Head Warden and Assistant Warden: Knowing who is in charge can be vital for addressing any issues or concerns.
• Major: This is typically the officer responsible for the day-to-day operations.
• Unit Phone Number: Useful for direct communication with the facility.

3. Work Information

Document your loved one’s work assignments within the facility:

• Job Title and Supervisors: Track their current work assignments and supervisors for any work-related queries.
• Work Restrictions: Any restrictions that might affect their work assignments.

4. Health and Medical Information

Maintaining accurate medical records is critical for ensuring proper care:

• Medical Conditions and Dates of Diagnosis: List all known medical conditions and the dates they were diagnosed.
• Allergies: Document all allergies along with their diagnosis dates.
• Medications: Include the name, dosage, and refill frequency for each medication.
• Medical Accommodations: Note any accommodations they need, along with the dates they were granted.
• Medical Release Forms: Ensure a signed HIPAA release form is on file and keep track of the date it was signed and when it needs updating.

5. Educational and Rehabilitation Programs

Tracking courses and programs can help monitor their progress and rehabilitation:

• Current Courses/Programs: List the titles and end dates of all currently enrolled courses or programs.
• Completed Courses/Programs: Document the titles and completion dates of all finished programs.
• Courses/Programs to Complete: Keep a record of upcoming courses they plan to take, along with their start dates.

6. Legal and Disciplinary Records

Maintaining legal and disciplinary records is essential for legal proceedings and appeals:

• Major Cases: Record information about major disciplinary cases, including case details, dates, and actions taken.
• Minor Cases: Document minor disciplinary issues with similar details.
• Grievances: Track grievances filed, including reasons, dates submitted, grievance numbers, and outcomes.

7. Transfer and Visitation Information

Keep track of their movements and visitation details:

• Unit Transfers: Note the unit name, transfer dates, locations, and reasons for transfer.
• Visitation Information: Document visitation days, hours, and any updates to the visitation list. Also, include details of the video visit system used, if applicable.

8. Additional Information

Include any other relevant information that can help you stay organized:

• Unit Chaplain and Type of Unit: Contact information for the chaplain and details about the unit type.
• Miscellaneous Information: Any additional notes or updates that don’t fit into the other categories.

Conclusion

Organizing your loved one’s information while they are incarcerated can be a daunting task, but it is crucial for ensuring their well-being and supporting their journey. By following this guide and using the “Chapters and Chains – Information Tracker,” you can keep all essential details in one place, making it easier to manage communication, health care, legal matters, and more. Remember, staying organized not only helps you stay on top of things but also shows your loved one that they are cared for and supported.