1 1. PRISON MANAGEMENT 10 1.1. PRISONER FILE MANAGEMENT 01 The Mandela Rules reflect the crucial importance of good prisoner file systems in protecting human rights, ensuring good prison management and strategic planning, and ensuring public trust in the prison system. The revised SMR were changed substantially in relation to file management and now provide detailed guidance to prison administrations on how to manage their files and the type of information a prisoner file should contain, including the information that should be recorded throughout the term of imprisonment. The creation and management of prisoner files should be regulated by law and accompanied by specific policies or guidelines.  RELEVANT RULES: PRISONER FILE MANAGEMENT [1.1] Rule 6: There shall be a standardized prisoner file Rule 8: management system in every place where persons are imprisoned. Such a system may be an electronic database of records or a registration book with numbered and signed pages. Procedures shall be in place to ensure a secure audit trail and to prevent unauthorized access to or modification of any information contained in the system. Rule 7: No person shall be received in a prison without a valid commitment order. The following information shall be entered in the prisoner file management system upon admission of every prisoner: (a) Precise information enabling determination of his or her unique identity, respecting his or her self-perceived gender; (b) The reasons for his or her commitment and the The following information shall be entered in the prisoner file management system in the course of imprisonment, where applicable: (a) Information related to the judicial process, including dates of court hearings and legal representation; (b) Initial assessment and classification reports; (c) Information related to behaviour and discipline; (d) Requests and complaints, including allegations of torture or other cruel, inhuman or degrading treatment or punishment, unless they are of a confidential nature; (e) Information on the imposition of disciplinary sanctions; (f) Information on the circumstances and causes of any injuries or death and, in the case of the latter, the destination of the remains. Rule 9: All records referred to in rules 7 and 8 shall be kept confidential and made available only to those (c) The day and hour of his or her admission and release whose professional responsibilities require access to such records. Every prisoner shall be granted access as well as of any transfer; to the records pertaining to him or her, subject to (d) Any visible injuries and complaints about prior redactions authorized under domestic legislation, and ill‑treatment; shall be entitled to receive an official copy of such (e) An inventory of his or her personal property; records upon his or her release. (f) The names of his or her family members, including, Rule 10: Prisoner file management systems shall where applicable, his or her children, the children’s also be used to generate reliable data about trends ages, location and custody or guardianship status; relating to and characteristics of the prison population, (g) Emergency contact details and information on the including occupancy rates, in order to create a basis prisoner’s next of kin. for evidence-based decision-making. responsible authority, in addition to the date, time and place of arrest; Guidance document on the Nelson Mandela Rules