Section 201.51.19. Records.

The following records shall be maintained by the facility administrator for two years unless a different period is specified.

       51.19(1) Facility calendar. This record shall contain information required by Iowa Code section 356.6.

       51.19(2) Visitor registration. This record shall contain the name and address of the person visiting; name of detainee visited; and the date, time and duration of the visit.

       51.19(3) Facility inspection records. Facility inspection records shall contain the following and be maintained for a minimum period of two years:

        a.           Fire marshal’s certificates.

        b.           Written reports received from all persons doing official inspections of the facility.

       51.19(4) Medical history intake form. Notation of injury upon admission shall be included.

       51.19(5) Records of medical care.

       51.19(6) Injury reports. Copies of all reports of investigations relating to injuries within the facility shall be maintained by the facility administrator in a separate injury file or referenced in the detainee file by log for a period of five years.

       51.19(7) Disciplinary records.

       51.19(8) Property receipts. Property receipts as required by Iowa Code section 804.19 shall be completed and distributed as required.

       51.19(9) Fire and disaster evacuation plan and record(s) of required fire drills.

       51.19(10) Records of staff training.

       51.19(11) Disposition of medication. A record shall be kept of the disposition of prescribed medication not taken by a detainee.

       51.19(12) Supervisory checks. A record shall be made to document all required supervisory checks of detainees.

       51.19(13) Incident reports. Records shall be made to document the following:

        a.           Use of force;

        b.           Suicide/suicide attempts;

        c.           Threats to staff, staff assaults, fires, detainee abnormal behavior, any verbal or nonverbal references to suicide and self-mutilation.

        d.           The state jail inspection unit of the department of corrections shall be notified within 24 hours of any death, attempted suicide, fire, escape, injury to staff or detainees from assaults, use of force and prisoner self-injuries. A copy of the investigative reports and other records shall be given to the state jail inspector upon request.

       51.19(14) Menu records. This record shall include letters of documentation issued by a qualified dietitian.

[ARC 9578B, IAB 6/29/11, effective 8/3/11]