Report 2021-113 Recommendation 33 Responses
Report 2021-113: Batterer Intervention Programs: State Guidance and Oversight Are Needed to Effectively Reduce Domestic Violence (Release Date: October 2022)
Recommendation #33 To: San Joaquin County Probation Department
To comply with state law, San Joaquin Probation should immediately follow its record retention policies to maintain documentation on all offenders for five years after the offenders complete or are terminated from probation.
1-Year Agency Response
The department does follow its record retention policies to maintain documentation on all offenders for five years after the offenders complete or are terminated from probation. The department utilizes multiple county case management systems to detail all documentation. This includes closed files, and active supervision files.
Closed Files: Laser Fiche
Active Files: Caseload Explorer
Progress Reports: Fieldware (Offenderlink)
We have also added to our DV providers' requirements that they retain client documents for a minimum of 5 years.
- Completion Date: April 2023
- Response Date: August 2025
California State Auditor's Assessment of 1-Year Status: Pending
San Joaquin Probation did not provide documentation to demonstrate that it follows its record retention policies or the addition to its DV providers' requirements for document retention.
- Auditee did not substantiate its claim of full implementation
- Auditee did not address all aspects of the recommendation
60-Day Agency Response
Per state law, the San Joaquin County Probation Department currently has a record retention policy in place. The policy went live for staff acknowledgement in June 0f 2022.
- Completion Date: June 2022
- Response Date: December 2022
California State Auditor's Assessment of 60-Day Status: Partially Implemented
As we recognized in the audit report, San Joaquin Probation's record retention policy is sufficient if it is followed. We look forward to the department demonstrating that its staff are following the policy during its future responses.
- Auditee did not substantiate its claim of full implementation
All Recommendations in 2021-113
Agency responses received are posted verbatim.