Common use of Probation Department Clause in Contracts

Probation Department. 6.3.1 The Probation File consists of a legal size file folder containing documents related to the investigation and supervision activities performed by a Deputy Probation Officer while investigating or supervising the defendant/minor. 6.3.1.1 The Adult Probation File (APF) contains documents that may include, but are not limited to the file folder itself, arrest reports, supervision and investigation court reports, court orders, miscellaneous court documents, financial and payment records, assessments, miscellaneous forms, computer print- outs, cards, probationer report-in records, miscellaneous handwritten documents, and photographs. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. A file may be several inches thick. Manila folder cover containing Probation Identifier is to be imaged as a record separator. The index for the imaged file will include the file descriptor for Adult Probation File (APF), Probation Identifier (X-Number), Last Name, First Name, and Court Case Number. 6.3.1.2 The Juvenile Probation File (JPF) contains documents that may include, but are not limited to the file folder itself, arrest reports, supervision and investigation court reports, court orders, miscellaneous court documents, financial and payment records, assessments, miscellaneous forms, computer print- outs, cards, probationer report-in records, miscellaneous handwritten documents, and photographs. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. A file may be several inches thick and include a California Youth Authority File. Manila folder cover containing Probation Identifier is to be imaged as a record separator. The index for the imaged file will include the file descriptor for Juvenile Probation File (JPF), Probation Identifier (PDJ Number), Juvenile Automated Index Number (JAIN Number), Last Name, First Name, and Court Case Number. 6.3.2 A Financial Services File consists of a letter size file folder with fasteners containing information regarding the restitution requirements of a defendant/minor. 6.3.2.1 An Adult Restitution File (ARF) may include, but is not limited to the file folder itself, arrest reports, court reports, court orders, victim and loss lists, letters to victims, financial assessments, financial change reports, comment sheets and related forms, letters, faxes, checks, invoices, and photographs.. The documents may be on single or double- sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Probation Identifier is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Adult Restitution File (ARF), Probation Identifier (X-Number), Collection and Accounts Receivable System (CARS) Number, Last Name, First Name, and Court Case Number. 6.3.2.2 A Juvenile Restitution File (JRF) may include, but is not limited to the file folder itself, arrest reports, court reports, court orders, victim and loss lists, letters to victims, financial assessments, financial change reports, comment sheets and related forms, letters, faxes, checks, invoices, and photographs.. The documents may be on single or double- sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Probation Identifier is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Juvenile Restitution File (JRF), Centralized Restitution System (CRS) Number, Probation Identifier (PDJ Number), Last Name, First Name, and Court Case Number. 6.3.2.3 A Juvenile Reimbursement File (JRB) may include, but is not limited to the letter size file folder itself, court orders, Debtor letters, Account setup confirmation sheet, financial statements, pay stubs, tax forms, assessment forms, debtor letters, Chart of Detainment cost, Minor’s detainment dates, Minor’s court history, Financial evaluation notification letters, Personal checks, Accounts Receivable transaction forms, and refund memos. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Account Number is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Juvenile Reimbursement File (JRB), Collection and Accounts Receivable System (CARS) Number, Probation Identifier (PDJ Number), Last Name, First Name, and Court Case Number. 6.3.3 Pretrial Packets (PRP) consist of stapled packets of documents pertaining to the pretrial investigation of a defendant. The packet contains uniform 8.5”x11” white bond pages, including, but not limited to, information and comment sheets, interview records, court reports, investigative reports, criminal history records, and evaluation and assessment forms. The index for the imaged file will include the file descriptor for Pretrial Packets (PRP), Application Number, Last Name, and First Name. 6.3.4 Microfilm reel conversion documents are contained on 36,000 reels of standard sized microfilm containing previously imaged documents of the type described in 6.3.1 – 6.3.3 above and their indices. 6.3.4.1 Central Records currently has 28,380 reels of microfilmed Adult Probation Files. The index for the imaged file will include, the file Folder Type of APM (Adult Probation Files Microfilm), Probation Identifier (X-Number), Last Name, First Name, and Court Case Number. 6.3.4.2 Pretrial Services currently has 5,156 reels of microfilmed Pretrial packets. The index for the imaged file will include, the file Folder Type of PRM (Pretrial Microfilm), Application Number, Last Name, and First Name. 6.3.4.3 Budget and Fiscal currently has 1,188 reels of Adult and 1,028 reels of Juvenile microfilmed files. 6.3.4.3.1 The index for the Adult Financial will include the file Folder Type of AFM (Adult Financial Services Microfilm), Probation Identifier, CARS Number, Last Name, First Name, and Court Case Number. 6.3.4.3.2 The index for the Juvenile Financial will include the file Folder Type of JFM (Juvenile Financial Services Microfilm), CRS Number, Probation Identifier, Last Name, First Name, and Court Case Number. 6.3.4.3.3 The index for the Juvenile Reimbursement will include the file Folder Type of JRM (Juvenile Reimbursement Microfilm), CARS Number, Probation Identifier, Last Name, First Name, and Court Case Number. 6.3.5 Imaged documents will be integrated into Los Angeles County Probation’s online Probation Enterprise Document Management System (PEDMS). It uses Global360’s Empower software.

Probation Department. 6.3.1 The Probation File consists of a legal size file folder containing documents related to the investigation and supervision activities performed by a Deputy Probation Officer while investigating or supervising the defendant/minor. 6.3.1.1 The Adult Probation File (APF) contains documents that may include, but are not limited to the file folder itself, arrest reports, supervision and investigation court reports, court orders, miscellaneous court documents, financial and payment records, assessments, miscellaneous forms, computer print- print-outs, cards, probationer report-in records, miscellaneous handwritten documents, and photographs. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. A file may be several inches thick. Manila folder cover containing Probation Identifier is to be imaged as a record separator. The index for the imaged file will include the file descriptor for Adult Probation File (APF), Probation Identifier (X-Number), Last Name, First Name, and Court Case Number. 6.3.1.2 The Juvenile Probation File (JPF) contains documents that may include, but are not limited to the file folder itself, arrest reports, supervision and investigation court reports, court orders, miscellaneous court documents, financial and payment records, assessments, miscellaneous forms, computer print- print-outs, cards, probationer report-in records, miscellaneous handwritten documents, and photographs. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. A file may be several inches thick and include a California Youth Authority File. Manila folder cover containing Probation Identifier is to be imaged as a record separator. The index for the imaged file will include the file descriptor for Juvenile Probation File (JPF), Probation Identifier (PDJ Number), Juvenile Automated Index Number (JAIN Number), Last Name, First Name, and Court Case Number. 6.3.2 A Financial Services File consists of a letter size file folder with fasteners containing information regarding the restitution requirements of a defendant/minor. 6.3.2.1 An Adult Restitution File (ARF) may include, but is not limited to the file folder itself, arrest reports, court reports, court orders, victim and loss lists, letters to victims, financial assessments, financial change reports, comment sheets and related forms, letters, faxes, checks, invoices, and photographs.. The documents may be on single or double- sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Probation Identifier is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Adult Restitution File (ARF), Probation Identifier (X-Number), Collection and Accounts Receivable System (CARS) Number, Last Name, First Name, and Court Case Number. 6.3.2.2 A Juvenile Restitution File (JRF) may include, but is not limited to the file folder itself, arrest reports, court reports, court orders, victim and loss lists, letters to victims, financial assessments, financial change reports, comment sheets and related forms, letters, faxes, checks, invoices, and photographs.. The documents may be on single or double- sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Probation Identifier is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Juvenile Restitution File (JRF), Centralized Restitution System (CRS) Number, Probation Identifier (PDJ Number), Last Name, First Name, and Court Case Number. 6.3.2.3 A Juvenile Reimbursement File (JRB) may include, but is not limited to the letter size file folder itself, court orders, Debtor letters, Account setup confirmation sheet, financial statements, pay stubs, tax forms, assessment forms, debtor letters, Chart of Detainment cost, Minor’s detainment dates, Minor’s court history, Financial evaluation notification letters, Personal checks, Accounts Receivable transaction forms, and refund memos. The documents may be on single or double-sided paper of varying sizes, thickness, finishes, and color. Folder cover containing tab displaying the Account Number is to be imaged for use as a record separator. The index for the imaged file will include the file descriptor for Juvenile Reimbursement File (JRB), Collection and Accounts Receivable System (CARS) Number, Probation Identifier (PDJ Number), Last Name, First Name, and Court Case Number. 6.3.3 Pretrial Packets (PRP) consist of stapled packets of documents pertaining to the pretrial investigation of a defendant. The packet contains uniform 8.5”x11” white bond pages, including, but not limited to, information and comment sheets, interview records, court reports, investigative reports, criminal history records, and evaluation and assessment forms. The index for the imaged file will include the file descriptor for Pretrial Packets (PRP), Application Number, Last Name, and First Name. 6.3.4 Microfilm reel conversion documents are contained on 36,000 reels of standard sized microfilm containing previously imaged documents of the type described in 6.3.1 – 6.3.3 above and their indices. 6.3.4.1 Central Records currently has 28,380 reels of microfilmed Adult Probation Files. The index for the imaged file will include, the file Folder Type of APM (Adult Probation Files Microfilm), Probation Identifier (X-Number), Last Name, First Name, and Court Case Number. 6.3.4.2 Pretrial Services currently has 5,156 reels of microfilmed Pretrial packets. The index for the imaged file will include, the file Folder Type of PRM (Pretrial Microfilm), Application Number, Last Name, and First Name. 6.3.4.3 Budget and Fiscal currently has 1,188 reels of Adult and 1,028 reels of Juvenile microfilmed files. 6.3.4.3.1 The index for the Adult Financial will include the file Folder Type of AFM (Adult Financial Services Microfilm), Probation Identifier, CARS Number, Last Name, First Name, and Court Case Number. 6.3.4.3.2 The index for the Juvenile Financial will include the file Folder Type of JFM (Juvenile Financial Services Microfilm), CRS Number, Probation Identifier, Last Name, First Name, and Court Case Number. 6.3.4.3.3 The index for the Juvenile Reimbursement will include the file Folder Type of JRM (Juvenile Reimbursement Microfilm), CARS Number, Probation Identifier, Last Name, First Name, and Court Case Number. 6.3.5 Imaged documents will be integrated into Los Angeles County Probation’s online Probation Enterprise Document Management System (PEDMS). It uses Global360eiStream’s Empower NETFYI software.