If a facility establishes a pattern of noncompliance with the terms of the MOU, the
FO manager arranges an appointment to meet with the prison official at the facility
to perform an audit. Before contacting the prison official, the FO manager should
maintain a record (either a log or copies of SS-5s and documents) for cases that do
not meet the terms of the MOU. The records help determine when an audit is warranted
and provide documentation to advise the prison official why the audit is needed; however,
there is no set period of time or number of cases recorded.
The following are examples of events that may trigger an audit:
SS-5s received from the facility are incomplete or incorrect.
Legal names not used on SS-5s.
Unauthorized individuals signed the Certification of Prison Records.
Information on the SS-5 doesn’t match the Numident – this could be an indication that
the facility is not verifying the legal name and true identity.
The nature of the audit depends on the event that triggered the review. The purpose
is to ensure that the terms of the MOU are met. The Regional Enumeration Specialist
is available for guidance and assistance. Document the results of the audit and make
copies for the FO administrative file. Send the original copies to the RO.