Email / Messaging
The Email / Messaging module provides a fully monitored, policy-compliant electronic messaging platform for inmate-to-approved-contact communication. All messages are screened, stored, and accessible to authorized staff, eliminating contraband introduction risks associated with traditional postal mail while maintaining inmates’ constitutional communication rights. Facility staff can review, approve, hold, or block messages at any stage.
Monitored Messaging
Every inmate message is automatically queued for staff review before delivery, with keyword-based auto-flagging for priority review.
Contact Management
Inmates can only message contacts on their verified approved list; all other message attempts are blocked and logged.
Staff Review Queue
Dedicated review interface lets officers approve, reject, hold, or escalate messages with documented reasons.
Keyword Filtering
Configurable keyword and phrase lists auto-flag messages containing contraband references, coded language, or threats.
Full Message Archive
All messages — sent, received, held, and blocked — are permanently archived with officer action history for legal discovery.
Step-by-Step: Managing Inmate Messaging
Access the Messaging Module
Navigate to Inmate Communicator → Email / Messaging. The module opens to the Review Queue showing all messages pending staff review, sorted by submission time.
Review a Pending Message
Click any message row to open the full message viewer. The panel displays the Sender (inmate name and booking number), Recipient (verified contact name and relationship), Submission Time, and the full message body.
Approve, Hold, or Block
Use the three action buttons at the top of the message viewer: Approve releases the message for delivery, Hold flags it for supervisor review, and Block permanently prevents delivery. All actions require a documented reason from the dropdown.
Process Auto-Flagged Messages
Messages flagged by the keyword filter appear with a 🚩 Flag indicator. Review the highlighted trigger phrase in context. You may override an auto-flag by clicking Clear Flag & Approve with your officer credentials.
Configure Keyword Lists
Go to Settings → Keyword Filters to add, edit, or remove monitored terms. Separate lists exist for Auto-Block (immediate block), Auto-Flag (queue for review), and Watchlist (log-only with no action).
Search the Message Archive
Click the Archive tab to search all historical messages. Filter by inmate, contact, date range, message status, or keyword. Use this during investigations or legal discovery requests.
Export Message Records
From the Archive or Review Queue, click Export to generate a PDF or CSV package. Court-ready exports include message content, metadata, all officer actions, and an integrity hash for chain-of-custody documentation.
💡 Pro Tips
- Schedule a daily review window at the start of each shift so the queue never exceeds manageable levels — large backlogs delay legitimate family communication and create legal exposure.
- Assign keyword list maintenance to a dedicated intel officer who can add emerging coded language patterns as they are identified through investigations.
- The Bulk Approve feature can be used for low-risk inmate populations (e.g., work release, minimum security) after supervisor authorization to expedite routine family messaging.