How Hill Handles Incoming Mail and Publications: Scanning, Originals, and the Publisher Rule

Hill Correctional Center follows Illinois Department of Corrections (IDOC) processes for incoming mail and publications. The big change? Regular (non-privileged) correspondence is now scanned or photocopied and delivered electronically. There's no cost to you or your loved one for this scanning.

Non-privileged mail is scanned or photocopied in color, front and back, then uploaded as PDF images to the individual's Bulletin Board. What gets scanned? Written correspondence, greeting cards, drawings, and photos. This process is really aimed at personal mail - not packages or "stuff in an envelope."

Once mail is uploaded, your loved one gets a notification on their tablet that new scanned documents are ready to view. That's their cue something arrived - even though they won't be handed the original paper letter.

Photos get handled two ways. If you send them directly from a photo printing vendor and they include the vendor's watermark or logo, they're delivered in original form (unless the content itself is unauthorized). For photos tucked into regular letters, those get scanned along with everything else. IDOC has said there's no limit on how many photos or pages you can include in a single envelope.

• ✓ Publications (books, magazines, newspapers) are not scanned or photocopied.
• ✓ Privileged and legal mail is not copied, scanned, imaged, or otherwise reproduced.

Publications work differently from regular mail. They aren't scanned or photocopied. And starting September 30, 2025, publications sent to individuals at Hill must come directly from publishers - visitors won't be able to drop off books, magazines, or other publications for a specific person after that date.

During the changeover, the postmark determines whether a publication is accepted. Anything postmarked on or before September 30, 2025 will go through; anything postmarked after that date gets returned to sender.

IDOC defines "publisher" broadly. It includes publishers, book clubs, bookstores, and other book, magazine, or newspaper distributors. Religious organizations, ministries, educational institutions, and government agencies that do mail-order business or deliver publications to readers also count.

Don't expect to get the original letter or card back after it's scanned. IDOC doesn't return original documents to senders. If you want to keep something sentimental - like a handwritten note - mail a copy and hold onto the original yourself.

1. Fill out a DOC 028 - the individual submits an Individual In Custody Request Form (DOC 028).
2. Write “Mail Print Request” - this tells staff the request is specifically for a printed copy of scanned mail.
3. Include the document number - the request must list the document number for the specific piece of mail (it’s handwritten on the document and begins with the individual’s IDOC number).

For most people at Hill, scanned mail arrives electronically: it's uploaded as a PDF to their Bulletin Board, and they get a tablet notification when it's ready. If someone doesn't have tablet access, they receive paper photocopies instead.

Practical Tips

• ✓ If you want to keep an original letter, card, or drawing, send a copy - originals aren’t returned after scanning.
• ✓ After September 30, 2025, make sure books, magazines, and newspapers are mailed directly from a publisher (no visitor drop-offs).
• ✓ Expect regular non-privileged correspondence to show up as a scanned PDF on the individual’s Bulletin Board for viewing on their tablet.