How IDOC Mail Works Now (East Moline): Scanning, Photos, and the New Publication Rules

IDOC facilities, including East Moline, have changed how they handle incoming non-privileged mail. Instead of delivering letters in their original form, the mailroom now scans or photocopies everything. Here's how it works: when mail arrives, staff scan the front and back of the envelope plus every item inside - letters, greeting cards, photos - all in color. Those scans become PDFs and get uploaded to the person's Bulletin Board. If your person has a tablet, they'll get a notification when new scanned documents are ready to download. No tablet access? They'll receive paper photocopies instead.

1. Mail arrives at the facility - Non-privileged mail is received, opened, and inspected for contraband.
2. The envelope and contents are scanned in color - Staff scan the front and back of the envelope and each item inside (letters, greeting cards, photographs).
3. PDFs are uploaded to the Bulletin Board - The scanned pages are uploaded as PDF images to the individual’s Bulletin Board.
4. The individual views it by tablet or gets photocopies - If they have a tablet, they can download and view the PDFs there; if not, they receive paper photocopies.

Exclusions and Implications

• ✓ Privileged and legal mail will not be scanned or photocopied.
• ✓ Original photographs mailed directly from a photo printing vendor (with the vendor’s watermark/logo) are delivered to the recipient unless the photos are otherwise unauthorized.

The scanning change applies to non-privileged personal mail - not everything coming through the mailroom. Legal and privileged mail is excluded, so don't expect those to show up as PDF uploads. Photos work a bit differently. Regular photos tucked into a letter get scanned along with everything else. But original prints can still be delivered as actual photographs if they're mailed directly from a photo printing vendor and include the vendor's watermark or logo (and aren't otherwise prohibited). Want the best chance of someone receiving real photo prints? Have the vendor mail them directly to the facility.

Starting September 30, 2025, IDOC will only accept publications if they're mailed directly from a publisher. You won't be able to drop off books, magazines, or other publications at East Moline (or any IDOC facility) for a specific person. IDOC defines "publisher" broadly: publishers, book clubs, bookstores, magazine and newspaper distributors, religious organizations, educational institutions, and government agencies that do mail-order business or deliver publications to readers.

• ✓ Order books, magazines, or newspapers so they ship directly from the publisher (as IDOC defines it).
• ✓ Don’t plan on bringing publications to the facility for drop-off - visitor drop-offs for publications won’t be accepted starting Sept. 30, 2025.
• ✓ Make sure the shipment is addressed to the individual in custody so it can be matched correctly during processing.

Want to avoid delays? Label everything with the person's IDOC number. Write it near their name on the envelope, and also on each page, photo, or document inside. That extra step helps the mailroom match everything to the right person quickly.

Photos sent inside a regular letter will be scanned and delivered digitally. The exception: original prints mailed directly from a photo printing vendor. If the vendor sends them to the facility and the photos include their watermark or logo, IDOC will deliver the actual photographs - unless they're otherwise prohibited. This works even if you buy the photos yourself. The key is having the vendor handle the printing and mailing directly to the facility.

Need a paper copy of something that was scanned? The person can request one by submitting an "Individual In Custody Request Form (DOC 028)" with the document number for that specific mail item. The document number is handwritten on the scanned document and starts with the person's IDOC number. Including the correct number tells staff exactly which item to print.