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CC 03  Tool Control

Version 1.1 by Ryan Larkin on 2016/09/09 17:46

Washington County Sheriff's Office

CORRECTIONS DIVISION

Policy Manual

Volume: CC

Security

Chapter: 03

Tool Control

Replaces and/or Supersedes:

CC 03 2009-09-14

Published:

04/29/2013

Review Date:

04/29/2014

Sheriff Cory C. Pulsipher

Chief Deputy Jake Schultz

TABLE OF CONTENTS

CC 03_101  Definitions

CC 03_102  References

CC 03_103  General

CC 03_104  Control & Inventory

CC 03_105  Classification

CC 03_106  Use

CC 03_107  Storage

CC 03_108  Repairs, Replacement, & Disposal

CC 03_109  Missing Tools

CC 03_110  Sample Tool Inventory Form

CC 03_101  DEFINITIONS

  1. WCSO:  Washington County Sheriff's Office
  2. PCF:  Purgatory Correctional Facility
  3. Sharps:  Items with characteristics to puncture or cut human skin with a small amount of pressure or force (e.g., syringes, needles, knives).
  4. Tool:  Including, but not limited to: construction tools, construction equipment, maintenance tools, maintenance equipment, kitchen cutlery, scissors, medical sharps, items that require strict property management controls such as weapons (other than firearms), chemical agents, restraints, other use-of-force and disturbance control equipment, binoculars, communication equipment, and other items which in the possession of prisoners can be hazardous to safety or order.

CC 03_102  REFERENCES

  1. Immigration and Customs Enforcement Standards:
    1. 2000-34.
  2. Utah Sheriffs' Association Jail Standards:
    1. F01.01.01:  Written Security Policy and Procedure Required
    2. F01.01.02:  Content
    3. F01.06.01:  Tool and Material Control Plan
    4. F01.06.02:  Use by Prisoners

CC 03_103  GENERAL

  1. Policy:
    1. Tool use, storage, replacement, and disposal should be carefully controlled.
    2. Tools should generally be restricted from being brought into the secure areas of PCF.
    3. Tools may be assigned, with specific restrictions, to post locations within the secure areas of PCF for routine tasks;
    4. Tools may be allowed into the secure areas of PCF on an as-needed basis.
  2. Rationale:
    1. Tools must be closely regulated and controlled in order to avoid misappropriation and misuse in order to avoid safety risks, security threats, damage, and injury.
    2. Tools are necessary for construction, preventative maintenance, repair projects, meal preparation, medical services, and to conduct other necessary work-related tasks.
    3. The availability of tools in a corrections facility creates the potential for inmate misappropriation and misuse.
    4. Not all maintenance, repairs, or construction can be done by Washington County maintenance staff. Approved, outside contractors will need to be able to use appropriate tools to complete assigned tasks.

CC 03_104  CONTROL & INVENTORY

  1. Policy:
    1. A specific employee should be established as the Tool Control Supervisor. The responsibilities of the Tool Control Supervisor should include, but not be limited to:
      1. Developing and implementing tool control procedures;
      2. Establishing an inspection system to ensure accountability;
      3. Maintaining a tool classification and identification system;
      4. Marking tools so they are readily identifiable with classification and storage location. Tools too small, fragile, or otherwise susceptible to damage (surgical instruments, micrometers, small drill bits, etc.), shall be inventoried and kept in locked storage when not in use;
      5. Maintaining a master inventory of all tools (updated and submitted to the Corrections Chief Deputy at least quarterly).
    2. All areas that have tools should maintain tool inventories.
    3. Staff should ensure that temporary use tools are inspected and inventoried by a deputy before the tools enter the secure areas of PCF.
    4. Staff should ensure that temporary use tools are inspected and inventoried by a deputy after the tools have been removed from the secure areas of PCF.
    5. All visitors, including repair and maintenance workers who are not WCSO employees, should maintain a copy of the tool inventory with them while inside the facility.
    6. All temporary use tool inventories should be documented on a Tool Inventory form. A log book should be maintained at the Kitchen post for all completed Tool Inventory forms.
    7. Tools that are assigned to a post location and are not secured in a tamper proof cabinet should be inventoried and documented in the jail computer system at the beginning of each shift and at each use.
    8. Tools that are assigned to a post location and are secured in tamper-proof cabinet, should be logged out and back in each time the tamper seal is broken. Documentation of the tool use should be logged in the jail computer system (JMJLOG: TLC). Documentation may be done in one log entry or via multiple log entries and should include, but not be limited to:
      1. Time and date that the seal was broken;
      2. Name of individual who broke the seal;
      3. Identification number of the broken seal;
      4. Reason the seal was broken;
      5. Identification of tools removed from the cabinet;
      6. Who the tools were issued to;
      7. Time and date that the removed tools were returned;
      8. A complete inventory of all cabinet contents upon resealing the cabinet;
      9. Identification number of the new seal.
    9. Inventories that include any portable power tools should provide brand name, model, size, description, and inventory control number.
    10. Inventory maintenance at each work location is the responsibility of the detail supervisor and the corresponding Branch Lieutenant.
    11. The work detail supervisor or staff member assigned a toolbox should be accountable for the control of his or her assigned tools on a daily basis.
    12. Any tool permanently removed from service should be turned in to the Tool Control Supervisor for record keeping and safe disposal.
    13. Tool inventories should be numbered and posted conspicuously on all corresponding shadow boards, toolboxes, and tool kits. While all posted inventories must be accurate, only the Master Tool Inventory in the office of the Corrections Chief Deputy requires the certifiers' signatures.
    14. Tools in current use should be inventoried in accordance with the following schedule:
      1. Annually:  At least once each year, the Tool Control Supervisor and employees responsible for tools should together inventory all tools/equipment on-site. Each inventory taker should certify the accuracy of that inventory, which must be approved by the facility maintenance supervisor and the Corrections Chief Deputy. The Tool Control Supervisor should provide the Corrections Chief Deputy a complete set of the separate inventories (e.g., restricted tools, non-restricted tools), referred to as the Master Tool Inventory.
      2. Quarterly:  Every three months the employees responsible for tools should conduct verification inventories and initial the appropriate column on the Master Tool Inventory in the office of the Corrections Chief Deputy. The Corrections Chief Deputy should assign an officer to monitor the quarterly inventories. This officer should initial the bottom of each form certifying the records have been checked and all inventories completed.
    15. The Tool Control Supervisor should maintain files for each shop or area in which tools are stored:
      1. File updates should not write-over current files (a new file should be created). Previous versions of inventory files should be archived for future reference.
      2. Inventory files should contain, but not be limited to:
        1. Lost or missing tool reports;
        2. Requests for inventory additions or deletions;
        3. Survey requests and reports;
        4. Storeroom requisition forms; and
        5. Any other document directly related to site-specific tool control procedures.
    16. The Tool Control Supervisor should maintain a perpetual inventory of unmarked or excess tools returned to secure storage for issue or reissue. The Tool Control Supervisor has sole authority to draw tools from this source. Any such tools kept in the Tool Control Supervisor's storage area should be registered in a perpetual inventory.
    17. Other items that require strict property management controls, like weapons (other than firearms), chemical agents, restraints, other use-of-force and disturbance control equipment, binoculars; communication equipment, and similar items should be inventoried (with serial numbers), maintained, issued, and disposed of in accordance with the procedures established herein for tools.
    18. All tools and equipment should be accounted for and documented on a regular basis.
    19. A restricted tool should only be issued to the individual who will be using it.
    20. Inmates may use non-restricted tools under intermittent supervision However, the detail supervisor should account for all tools at the end of every work period.
    21. When a tool is issued from a shadow board, a receipt chit should be placed on the shadow board identifying who the tool was issued to.
    22. The Corrections Chief Deputy should establish site-specific procedures for the control of ladders, extension cords, ropes, and hoses:
      1. All ladders, extension cords, ropes, and hoses over three feet long should be stored in the designated location when not in use.
      2. Every staff member supervising the use of extension ladder and/or heavy equipment should have at his or her disposal a portable two-way radio.
      3. Ladders should be inventoried and stored by size to facilitate inspection and handling.
      4. Extension cords should be inventoried and have a metal or plastic tag attached, indicating issue number (by location) and length of cord.
      5. Extension cords longer than 10 feet are classified and handled as restricted tools.
      6. Scissors used for in-processing should be securely tethered where they are used.
      7. Issuance of tools from a storage location for a specified project for extended periods requires approval of the Corrections Chief Deputy. The work detail supervisor should conduct daily on-site checks of extended-use tools issued from the central tool room, and the facility maintenance supervisor should conduct them at least monthly.
  2. Rationale:
    1. Assignment of responsibilities may allow for more efficient operations and tracking.
    2. Current inventories may aid in the proper accountability of tools.
    3. Inspections help ensure the accuracy and completeness of current inventory listings.

CC 03_105  CLASSIFICATION

  1. Policy:
    1. Tools should be classified into one of two categories: restricted or non-restricted.
    2. Restricted tools should be clearly marked with the letter “R” preceding the tool's identification number (e.g., R-0001).
    3. Non-restricted tools should be clearly marked with the letter “N” preceding the tool's identification number (e.g., N-0001).
    4. Restricted tools include, but are not limited to:
      1. Tools too dangerous for inmates to handle without constant staff supervision;
      2. Tools to which inmate access is prohibited;
      3. Tools that could facilitate an escape or an escape attempt;
      4. Tools useful in making weapons, that could double as weapons, or that are capable of causing serious bodily harm;
      5. Power hand tools, with or without cords;
      6. Other tools that are generally hazardous to facility security or personal safety.
    5. Restricted tools should be removed from work areas at the end of each work day for safekeeping in a secure tool storage location.
    6. If used, acetylene should be classified as a restricted tool and the supply entering the secure areas of PCF should be restricted to the amount needed during a single work day. At the end of each work day, used and unused acetylene tanks should be removed from work areas for safekeeping in a secure tool storage location outside the facility's secure perimeter, in accordance with applicable safety regulations and codes.
  2. Rationale:
    1. The classification of tools allows for the restrictions, or lack thereof, of specific tools to be easily identified.

CC 03_106  USE

  1. Policy:
    1. Tools should only be used by authorized and properly trained individuals.
    2. Tools should only be used for their intended purposes.
    3. Inmates should only be allowed to use tools for which they are authorized to use, trained for, and which are required to complete their assigned task. When the need for a tool is over, the tool should be returned and secured in its storage location.
    4. Inmates should be supervised when using issued tools.
    5. Inmates should not be allowed unsupervised access to tools.
    6. Dangerous kitchen tools, such as knives, shall be securely locked to and tethered with a chain or cable to a table, counter, or other stationary object while in use by an inmate. Connections and locks shall be checked by a deputy prior to inmate use of the tool.
    7. Tools may be denied entry to PCF secure areas if:
      1. The tool is unnecessary to complete the task; or
      2. The tool is so inherently dangerous that it cannot be allowed into the facility.
    8. Work detail supervisors should account for all tools at the end of every work period.
  2. Rationale:
    1. Sound tool use procedures may increase safety and security and decrease liability.

CC 03_107  STORAGE

  1. Policy:
    1. Tools stored inside the secure areas of PCF should be kept in a designated and secure cabinet, closet, and/or office and should remain inaccessible to unauthorized individuals.
    2. Tools not necessary to be stored inside the secure areas of PCF (e.g. yard maintenance tools) should be kept in a designated and secure cabinet, closet, shed, and/or office outside the secure perimeter of PCF and should remain inaccessible to unauthorized individuals.
    3. An inventory list should be maintained at each storage location and should identify each tool to be stored at that location.
    4. Shadow boards should provide storage for tools that can be mounted, as follows:
      1. One tool per shadow;
      2. Tool and shadow identical in size and shape; and
      3. Color-coded:
        1. White backgrounds for all shadow boards;
        2. Red shadows for restricted tools;
        3. Black shadows for non-restricted tools.
    5. When a tool is removed from the inventory, its shadow should likewise be removed from the shadow board.
    6. Shadow boards accessible to inmates should have expanded-metal covers and should be locked when not in use.
    7. All restricted tools should be stored in a secure location, isolated from inmate housing units.
    8. If maintenance workers are assigned personal shadow boards, the boards should have expanded-metal covers.
    9. Infrequently used tools may be stored in individual tool cages with shadow boards, secured by hasp and padlock. They should be included in the regular inventory checks. A tag should indicate the tool has been removed from its cage and a sign-in/out board should indicate area, date, times, and user. The staff member responsible should maintain an inventory sheet in the tool cage and provide a copy to the Tool Control Supervisor.
    10. Tools not adaptable to shadow boards should be kept in a locked drawer or cabinet.
    11. Staff should not open sterile packs for inventory or any other non-medical reason, except when tampering or theft is suspected, in which case staff should contact the Medical Branch before opening a pack from which instruments may have been removed. To prevent such incidents, sterile packs should be stored under lock and key at all times.
    12. Individual toolboxes containing tools used on a daily basis should be secured with hasp and padlock. The individual responsible for the toolbox should keep an inventory sheet in the toolbox, and the Tool Control Supervisor should maintain copies of all such inventory sheets.
  2. Rationale:
    1. Sound tool storage procedures may increase safety and security and decrease liability.

CC 03_108  REPAIRS, REPLACEMENT, & DISPOSAL

  1. Policy:
    1. Tools discovered to be in need of repairs should be reported via an email to the Tool Control Supervisor. The Tool Control Supervisor should ensure that the necessary actions are taken to repair or replace the tool (e.g., submitting a maintenance ticket or submitting a purchase order).
    2. Repairs of an emergency nature should be immediately reported to the on-duty supervisor for immediate action.
    3. Delivery of new tools should be received outside the secure perimeter.
    4. New tools should be issued only after the Tool Control Supervisor has marked and inventoried them.
    5. Tools requiring disposal (broken, worn out, etc.) should be reported to the Tool Control Supervisor. The Tool Control Supervisor should update the master tool inventory list accordingly.
    6. Disposal of sharps should be done via approved sharps containers (e.g., the red, plastic sharps containers located in the Medical Unit), reference policy: AF 02 Communicable Disease.
  2. Rationale:
    1. Sound tool repairs, replacement, and disposal procedures may increase safety and security and decrease liability.

CC 03_109  MISSING TOOLS

  1. Policy:
    1. When a tool is discovered missing, staff should:
      1. Immediately contact the on-duty supervisor;
      2. Initiate a search for the missing tool;
      3. Hold any inmates(s) who may have had access to the tool at the work location pending completion of a thorough search.
    2. When an tool (restricted or non-restricted) cannot be found upon an immediate search, the Corrections Chief Deputy should be notified.
    3. The Tool Control Supervisor should maintain a lost tool file, monitor the individual reports for accuracy, ascertain any unusual patterns or occurrences of loss in one or more areas, document search efforts, and send written notification to the Corrections Chief Deputy.
    4. On the day a tool is recovered, staff should complete and send copies of the lost or missing tool report to the Corrections Chief Deputy and the Tool Control Supervisor.
    5. The Corrections Chief Deputy should implement quarterly evaluations of lost/missing tool files, reviewing the thoroughness of investigations and efforts to recover tools. Documentation of the quarterly evaluations should be maintained in the jail computer system (JMJLOG).
    6. A report should be generated in the jail computer system for all incidents of missing tools and should include specific details, dates, times, and actions taken.
    7. Missing tools not recovered (e.g., accidentally discarded with trash) should be reported to the Tool Control Supervisor for replacement.
  2. Rationale:
    1. Sound procedures regarding missing tools may increase safety and security and decrease liability.

SAMPLE TOOL INVENTORY FORM

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