Information in State Prison Records

Each state uses its own methods to record and disseminate state prison records. Most states have what is known as a prisoner locator function on their websites. Using this function, you may access details of a person’s state prison record through the Internet. This is the fastest way to find out information on a specific person who has been a part of a state’s correctional department system.

Typically, only offenders who have committed a felony are housed in state prisons. Felonies carry a prison sentence of more than 12 months and are much more serious crimes than misdemeanors. If the person was incarcerated for minor crimes or for less than 12 months, prison record information will likely be found in county jail records instead of state prison records. Likewise, only people who have violated federal law are housed in federal prisons; it is very rare that a state prisoner will serve time in a federal prison. 

It is important to understand these distinctions because knowing where the prisoner was serving time or is serving time may make the difference between finding the information you need and coming up to a dead end.

Information Contained in State Prison Records

The information contained in state prison records will always be public information as outlined by each state’s individual statutes and privacy rules. Information in state prison records searches will contain:

•    First and last name
•    Known aliases
•    Department of Corrections ID number (also known as prisoner number)
•    Current location
•    Parent institution, if the current location is part of an institutional complex
•    Current status (incarcerated, released, released on parole, etc.)
•    Age and birth date
•    Gender
•    Ethnicity
•    Admission and release dates
•    Sentencing information
•    Brief details of crimes committed
•    Rap sheets where available

All other information is protected by the privacy laws of various states. Victims’ names and identifying information are never revealed during a state prison records search. You will not find information about the state prisoner’s family or current address if he or she has been released from state prison.

Conducting Online Searches for State Prison Records

Online searches through state departments of corrections will tell you information about prisoners who are currently incarcerated in the state prison or who are on supervised parole. Usually an online records search reveals only basic information, but some states have more complete search databases which will show you the photo and the criminal’s detailed rap sheet.

Use the inmate locator function to access the search. Go to your state’s Department of Corrections website and click on “Inmate Locator” or a similar button. In the next screen, enter the prisoner’s state ID number or his or her last name and first name. Partial first names are OK and will bring up a list of all offenders with that initial and last name. You may sometimes be able to narrow the search with an age range or date of birth. When the results are returned, click next to the correct name to view state prison record information.

Examples of State Prison Records Searches

The Illinois Department of Corrections maintains its inmate locator at http://www.idoc.state.il.us/subsections/search/default.asp. You may search by last name (or partial last name), Illinois Department of Corrections ID number, or birth date. Once you have found the correct person, his or her photo, vital statistics, known marks and tattoos, custody date, parole date, and sentencing information will appear—including a rap sheet.

The New York Inmate Lookup is available at http://nysdocslookup.docs.state.ny.us/kinqw00. It does not return a photograph of the prisoner nor a very detailed rap sheet, but it does return the basic public information not protected by New York State privacy laws.

State Prison Records for Offenders Released From Prison or Parole

Once an offender is released from prison, he or she must serve time on parole, which is supervised community release. Most states do not keep electronic prison records for offenders who have been released from parole. The current residential address of a prisoner released from state prison will not be available unless the person is a registered sex offender, in which case his or her address is public information.

To obtain state prison record information for offenders who have been released from parole, you must request it from the state’s Department of Corrections. Visit your state’s government website to learn the address and telephone number of the department where the records are kept. Records may usually be requested via mail or email, but a personal visit to the clerk of archived records may be necessary.

You must supply the clerk with the full name of the person, the date of birth, and the year the inmate entered the state’s Department of Corrections system. Additional information will also be helpful to expedite the search:

•    Where the state prison inmate served time
•    The county where the conviction was handed down
•    Known dates of transfer within the state prison system

Expect to wait several weeks for an archived state prison records search.  Most states charge a small fee to have the clerk search records. You may receive return information by mail or by email.

Obtaining Detailed Information About Specific Trials

You may want even more detailed information about a specific trial when you are searching for state prison records. You may request archived docket and trial document information from the Clerk of Courts where the trial was held. Visit the website of the court where the trial was held to find out how to request trial information. This detailed information will tell you the exact charges, the progress of hearings and arraignments, and the judge’s or jury’s rulings on the matter.

This information might be helpful if you are trying to understand why a particular person is serving or did serve time in state prison. Victims’ families are often interested in learning this historical information.