National Corrections Reporting Program data files, 1987-1999


Encoded Archival Description

Biography or History: unspecified

Custodial History: unspecified

Acquisition Information: South Carolina. Dept. of Corrections. Division of Resource and Information Management.

Scope and Content: These data files provide a comprehensive description of prisoners entering and leaving the custody of the South Carolina Dept. of Corrections. The Dept. of Corrections generates these data sets for each calendar year from their on-line Offender Management Information System and forwards the data to the Federal Bureau of Census on behalf of the Bureau of Justice Statistics. Duplicate data sets are retained for agency reference and historical purposes. Major information elements in the National Corrections Reporting Program data sets include Dept. of Corrections (DOC) number, state identification (SCID) number, date of birth, race, gender, offense, county, other sentencing/admission data, period of time served, and date and condition of discharge.

Appraisal Information: unspecified

Accruals: no

Arrangement: Data sets are arranged chronologically by calendar year.

Conditions Governing Access: Three computer tapes with a version of the data that includes educational information about prisoners are restricted to agency authorized personnel. Due to budgetary problems at the Department of Archives and History, user copies of this data for the years 1995-1999 with the educational information removed and user copies of the index that includes those years have not yet been produced.

Conditions Governing Use: Public access in the repository is limited to a Microsoft Access database that covers the years 1987-1994.

Physical Characteristics and Technical Requirements: none

Other Finding Aid: An alphabetical inmate name index that includes the Dept. of Corrections (DOC) number, state identification (SCID) number, race, sex, and date of birth is included with the data files. The Dept. of Corrections will generate a new inmate name index to supersede this index when further calendar year data sets are transferred to the repository. The repository also holds a binder containing the National Corrections Reporting Program User's Guide and a copy of the South Carolina crime codes. Photocopies of the most pertinent of this information are available in the Reference Room and in digitized form on the South Carolina Electronic Records Archive (SCERA).

Location of Originals: South Carolina Department of Archives and History, 8301 Parklane Road, Columbia, SC 29223

Alternative Form Available: Public access records in this series are available through the South Carolina Electronic Records Archive (SCERA), which is maintained by the Archive.

Related Material: Forms part of the records of the Division of Resource and Information Management of the Dept. of Corrections.

Bibliography: none

Other Descriptive Data: Analysis of the 1987-1994 data when it was converted from ASCII files to Microsoft Access database tables for Reference Room use showed a total of 1619 data conversion errors in the eight calendar year data sets. All but 82 of these resulted from null values in the date of birth or date of admission fields. If there were data conversion errors, records were still converted. 8238 duplicates were found in the 1988 file; these duplicate records had the same date of admission and date of release. Separate records for an admission and for a release are created even if the two events occur in the same year. More detailed figures from this analysis are filed with the accession paperwork. For guidance in understanding the context, structure, and codes in these databases, consult the volume in this series. Digital material in this series stored separately from the magnetic media. Housed in Box 1 of Optical Media Storage.

Processing Information: none


Encoded Archival Description - Identification

Unit Title: National Corrections Reporting Program data files, 1987-1999

Accumulation: 1987-1999

Created: 1987-1999

Creator: South Carolina. Dept. of Corrections. Division of Resource and Information Management.

Physical Description: 22.00 magnetic tape(s), 1.00 volume, 177.90 MB (2 CD-Rs, 1 CD-RW), 506.00 MB (17 digital files)

Language: English


Encoded Archival Description - Header

Identifier: S132094

Title Proper of the Finding Aid: National Corrections Reporting Program data files, 1987-1999

Creation Date: 1987-1999

Descriptive Rules: DACS


National Corrections Reporting Program data files,...

Object Type: Collection

In Collection: Dept. of Corrections

National Corrections Reporting Program data files, 1987-1999
National Corrections Reporting Program data files, 1987-1999