Connecticut Ombudsman office resolves record access issues with Department of Corrections

The Correction Advisory Committee's semi-annual public hearing on June 13, 2025, highlighted significant challenges and recent developments within the Connecticut Department of Correction (DOC) and the Office of the Ombudsman. The meeting underscored the complexities surrounding access to inmate records, the backlog of complaints, and the need for improved case management systems.

A key issue discussed was the interpretation of statutory authority regarding the access to records of incarcerated individuals. The DOC had previously mandated that the Ombudsman’s office obtain signed releases for each inquiry related to an inmate's housing status or disciplinary actions. This requirement created substantial delays and hindered the Ombudsman’s ability to address complaints effectively. However, following discussions with counterparts from other states, particularly New Jersey, the Ombudsman’s office was able to clarify that Connecticut law and HIPAA exemptions allow for access to these records without individual releases. This resolution is expected to streamline the process and enhance the office's responsiveness.

The meeting also addressed the ongoing complaint backlog, which has become a pressing concern. The Ombudsman reported handling nearly 400 complaints without adequate staffing or administrative support, making it challenging to provide timely responses. The need for a dedicated case management system was emphasized, as the current reliance on Excel spreadsheets is insufficient for tracking and managing complaints effectively. The Ombudsman expressed hope for future improvements, including real-time access to electronic databases used by correctional staff, which would facilitate better monitoring of inmate issues without the delays associated with obtaining individual authorizations.

In conclusion, the discussions at the hearing reflect a critical moment for the Office of the Ombudsman as it seeks to enhance its operational efficiency and improve the oversight of correctional facilities in Connecticut. The resolution of the record access issue is a positive step forward, but the ongoing challenges of staffing and case management remain significant hurdles that need to be addressed to ensure effective advocacy for incarcerated individuals.