What Happens to Mail, Photos, and Books Sent to People at Decatur: Scanning, Publisher Rules, and Exceptions

Decatur, like all IDOC facilities, scans or photocopies incoming non-privileged mail as soon as it arrives. Your letter gets converted to a digital image (or copied) for delivery - the original physical version won't be handed over.

After processing, PDF images of scanned mail are uploaded to the person's Bulletin Board. They'll get a notification when new documents are ready and can download and view them on their tablet.

No tablet access? No problem. If the person you're writing to can't use a tablet, they'll receive paper photocopies of their scanned mail instead.

Accepted Items

• ✓ Written correspondence (letters)
• ✓ Greeting cards
• ✓ Drawings
• ✓ Photos

Privileged and legal mail is handled differently. At Decatur, it won't be copied, scanned, or imaged - it follows existing legal-mail protocols.

Starting September 30, 2025, Decatur will only accept publications - books, magazines, and similar materials - if they're mailed directly from a publisher. Visitors can no longer drop off publications at the facility for a specific person.

During the changeover, the postmark date determines whether a publication is accepted. Postmarked September 30 or earlier? It goes through. Postmarked after September 30? It's returned to sender.

IDOC defines "publisher" broadly. Traditional publishers and bookstores count, but so do book clubs, distributors, and online retailers like Amazon and Walmart. Religious organizations, educational institutions, and government agencies that do mail-order business also qualify.

Some materials are exempt from the publisher-only rule. Publications received for programs under the Office of Adult Education and Vocational Services, other approved programs, the facility library, and religious programs don't need to come directly from a publisher.

Photos are worth paying attention to. Original photographs mailed directly from a photo-printing vendor - complete with the vendor's watermark or logo - will be delivered to the person in custody, unless the photos are otherwise unauthorized.

• ✓ If you want your loved one to receive photo prints in their original form, use a photo-printing vendor that mails them directly and includes its watermark/logo.
• ✓ Don’t mail one-of-a-kind originals you need back later - IDOC can’t return original mail documents after scanning.

Sending privileged or legal mail? It won't be scanned, copied, or imaged. These items continue to follow the legal-mail protocols already in place.

The publisher-only requirement doesn't apply to materials received for certain programs: the Office of Adult Education and Vocational Services, other approved programs, the facility library, or religious programs.

Practical Takeaways

• ✓ Assume your general mail will be scanned/photocopied - send copies of anything you can’t replace, because originals won’t be returned.
• ✓ Starting September 30, 2025, send books and magazines only from a publisher (as IDOC defines it); don’t plan on dropping them off at the facility.
• ✓ For printed photos, use a photo-printing vendor that mails directly and includes its watermark/logo if you want the original prints delivered.