United Nations Standard Minimum Rules for the Treatment of Prisoners (the Nelson Mandela Rules) A/RES/70/175 2. Prison administrations shall make all reasonable accommodation and adjustments to ensure that prisoners with physical, mental or other disabilities have full and effective access to prison life on an equitable basis. Prisoner file management Rule 6 There shall be a standardized prisoner file management system in every place where persons are imprisoned. Such a system may be an electronic database of records or a registration book with numbered and signed pages. Procedures shall be in place to ensure a secure audit trail and to prevent unauthorized access to or modification of any information contained in the system. Rule 7 No person shall be received in a prison without a valid commitment order. The following information shall be entered in the prisoner file management system upon admission of every prisoner: (a) Precise information enabling determination of his or her unique identity, respecting his or her self-perceived gender; (b) The reasons for his or her commitment and the responsible authority, in addition to the date, time and place of arrest; (c) transfer; The day and hour of his or her admission and release as well as of any (d) Any visible injuries and complaints about prior ill-treatment; (e) An inventory of his or her personal property; (f) The names of his or her family members, including, where applicable, his or her children, the children’s ages, location and custody or guardianship status; (g) Emergency contact details and information on the prisoner’s next of kin. Rule 8 The following information shall be entered in the prisoner file management system in the course of imprisonment, where applicable: (a) Information related to the judicial process, including dates of court hearings and legal representation; (b) Initial assessment and classification reports; (c) Information related to behaviour and discipline; (d) Requests and complaints, including allegations of torture or other cruel, inhuman or degrading treatment or punishment, unless they are of a confidential nature; (e) Information on the imposition of disciplinary sanctions; (f) Information on the circumstances and causes of any injuries or death and, in the case of the latter, the destination of the remains. 9/33