ATTACHMENT 6 - Mail Process Map.docx

This is a Mail Process Map attachment for State Contract 0000000178SL, outlining operational procedures for mail handling services. The document describes the complete workflow for processing incoming mail to offenders, including electronic messages, pictures, and videos transmitted through a tablet provider system, as well as physical postal mail that is opened, sorted, and scanned into the system. All mail items are screened against watchword and watchlist protocols, with flagged items routed to designated state agency staff for review and approval before release to offenders. The process includes specific handling for rejected mail, with rejection notices sent to both customers and offenders documenting reasons for denial, and censored mail items that receive censorship notifications explaining the rationale for censorship decisions.

The mail process map establishes designated holding periods for non-flagged mail items and requires that state agency staff have the ability to review all held items to ensure compliance with agency policies and procedures. Both rejected mail items and censored mail items, along with their corresponding notices, are stored in the system for designated staff review and record-keeping purposes. The process provides transparency through notification mechanisms to customers and offenders regarding mail disposition and creates audit trails through the system documentation of all screening decisions and outcomes.