Record Retention and Destruction

Idaho
Department of
Correction Policy
Title:
Records Retention and Destruction

1 of 2

119
Version:
1.0
Adopted:
04/03/2025

Bree Derrick, Deputy Director, approved this document on 04/03/2025.
Open to the public: Yes No

Revision Summary

TABLE OF CONTENTS
Table of Contents ....................................................................................................................... 1
A. Statutory Authority ............................................................................................................. 1
B. Board of Correction IDAPA Rule ........................................................................................ 1
C. Policy Statement ............................................................................................................... 1
D. Scope ................................................................................................................................ 1
E. Responsibility .................................................................................................................... 1
F. Policy ................................................................................................................................ 2
G. References ........................................................................................................................ 2

A. STATUTORY AUTHORITY
Idaho Code Title 74, Chapter 1, Public Records Act
B. BOARD OF CORRECTION IDAPA RULE
IDAPA 06.01.01.108, Idaho Public Records Act
C. POLICY STATEMENT
It is the policy of the Idaho Department of Correction (IDOC) to establish a records retention
schedule and records management procedures to provide guidance to IDOC staff regarding the
retention and destruction of documents related to the operation of the agency.
D. SCOPE
This policy applies to all IDOC staff who create, retain, and manage public records. This policy
implements a process for defining, classifying, and describing the records IDOC has in its
possession and identifies the methods by which the agency shall retain, safeguard, and discard
its records that have served their identified purpose.

Document
Number:
119
1.0

Title:
Records Retention and Destruction

Page Number:
2 of 2

Idaho Department of Correction
E. RESPONSIBILITY
None
F. ADDITIONAL INFORMATION
1. Public records are defined in Idaho Code § 74-101 as “any writing containing information
relating to the conduct or administration of the public’s business prepared, owned, used or
retained by any state agency, independent public body corporate and politic or local agency
regardless of physical form or characteristics.”
2. Idaho code defines public records very broadly. The law also recognizes, however, that
public records thus defined vary a great deal in their significance and usefulness.
Therefore, a written standard operating procedure (SOP) that establishes records
management guidelines, practices, and procedures is necessary.
G. REFERENCES
1. Idaho Criminal Rule 32, Presentence Investigations and Reports [https://isc.idaho.gov/icr32]
2. Health Insurance Portability and Accountability Act of 1996 (HIPAA)
[https://www.hhs.gov/hipaa/for-professionals/privacy/index.html]
3. State of Idaho Records Manual [https://history.idaho.gov/document/state-of-idaho-records-
manual/]

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