PRACTICAL RECOMMENDATIONS ■ The arrangements for the admission and release of prisoners will vary according to the type of prison. In a pre-trial or remand prison there may be hundreds of prisoners being admitted or released on any one day (see chapter 36 of this Manual, which deals with pre-trial prisoners). In a prison for convicted long-term prisoners there may be only one or two admissions per week or even per month. The arrangements in each type of prison must reflect this volume of movement. ■ There should be close liaison between the prison and the legal authority that has sent the person to prison. Prison officials should be aware of the need for the legal authority to provide a legally valid document which stipulates the reason for detention and the conditions of detention in the case of pre-trial prisoners, and the length of sentence in the case of convicted prisoners. ■ All staff, particularly those who work in the reception area of a prison, should be specially trained to recognize prisoners who are most at risk of harming themselves or of being harmed by other prisoners. ■ As soon as a person is admitted to prison, his or her next of kin, partner or legal representative should be informed where he or she is. ■ Wherever possible there should be an induction period for all new prisoners during which the relevant legislation, regulations and routine of daily life in prison is explained to them and they are given the opportunity to meet people who are available to help them, such as religious representatives, teachers and others. There is a specific requirement for all prisoners to be seen on admission by a properly trained medical officer. This should be done within the first 24 hours. TOPICS FOR DISCUSSION What methods are adopted in your prison administration to ensure that prisoners have been deprived of their liberty legally? How could the necessary liaison between prison and police or other officials who deliver prisoners be improved to ensure that the necessary legal documents always accompany the prisoner? Identify any obstacles to record-keeping for admissions and releases. What problems may arise if proper records are not kept? To what extent can computers be used to assist in proper record-keeping? CASE STUDIES 1. Late one evening a prisoner is brought to the prison by police. The police tell prison staff that the man has just been sentenced to six months in prison. In their haste to reach the prison in time they have forgotten to bring the legal document which authorizes imprisonment. The prisoner says that he should not be in custody. Taking account of the relevant international instruments, what steps can prison staff take to satisfy themselves that the man is being delivered into their custody legally? 2. A woman is brought to the prison, having been sentenced to 12 months' imprisonment. She had not been in pre-trial detention. She did not expect to receive a prison sentence. She has left her two small children in the care of a neighbour. According to the international instruments, who should be told that she is in prison? 44