PDF guide for prison officers and detention supervisors

2 min read·3 October 2026

Prison officers and detention supervisors write incident reports, manage detention files, and record disciplinary measures. Correct PDF case management is essential for the legal integrity of the detention file and processing of appeals.

Creating and archiving incident reports

An incident report documents an irregularity in the facility: physical incident, discovery of prohibited items, or an escape attempt. Fill in the report template via the formFill tool with date, time, location, and persons involved. Merge witness statements with the merge tool. Stamp each report with the name and role of the reporting officer.

Managing the detention file per detainee

The detention file contains: admission order, sentence, disciplinary measures, leave requests and decisions, behavioural reports, and reintegration plan. Merge all documents into one chronological PDF file per detainee number. Use bookmarks per document type for quick access.

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Recording disciplinary decisions

A disciplinary decision has a fixed structure: violation, legal basis, sanction, and appeal clause. Create the decision as a fillable form via the formFill tool. After signing by the head of facility: flatten the document so it can no longer be modified. Archive in the detention file.

Processing leave requests and decisions

Leave requests include: the detainee's application form, advice from the reintegration coordinator, and an assessment report from the probation service. Merge all documents into one PDF per application number. Stamp the decision with the date of the ruling and the selection team's advice.