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How Long the BOP Keeps Letters, Emails, and Phone Call Recordings (what families should know)

Need a copy of a message log or phone recording? Timing matters. The BOP uses separate systems for mail/email tracking and phone calls—each with its own retention window.

• 3 min read • bop.gov
How Long the BOP Keeps Letters, Emails, and Phone Call Recordings (what families should know)

Letters and emails coming into a BOP facility get logged in the Correspondence Tracking System (CTS). This is the central database the BOP uses to track all incoming correspondence, including messages from family members and the public.

Phone calls run through a different system called TRUFONE, which stores recordings temporarily. The key word there is "temporarily" - if you think you might need a recording later, understanding the retention timeframe now saves headaches.

Note: The BOP processes emails the same way it processes written correspondence. If you’re reaching out to Central Office, responses may take about 20–30 working days.

CTS records don't stick around forever. Under the approved disposition schedule, records get destroyed or deleted when they're 2 years old - or 2 years after the last entry, whichever applies. The "clock" can depend on when activity was last logged, but either way, you're looking at years, not decades.

Practical takeaway: If you think you'll need a CTS record, don't wait. Central Office responses take about 20–30 working days, and that timeline can eat into your window.

TRUFONE keeps recordings for a much shorter period than CTS keeps correspondence logs. Call recordings are deleted after 180 days. One exception: recordings can be held longer when they're needed for legal or administrative purposes. A call that would normally disappear at the six-month mark may stay in the system if there's an ongoing matter.

Keep in mind: TRUFONE recordings are deleted after 180 days unless retained for legal or administrative reasons.

Some records disappear even faster. Certain scanned TRUFACS files - like BP Form 199 inmate authorizations - are designated temporary and get destroyed 90 days after verification.

How Long the BOP Keeps Letters, Emails, and Phone Call Recordings (what families should know)
  1. Start by naming the record you’re trying to find - Is it a piece of correspondence (letter/email), a phone call recording, or a scanned authorization form?
  2. Match it to the right system - CTS covers correspondence tracking (letters and emails), TRUFONE covers phone call recordings, and certain scanned TRUFACS files can include BP Form 199 authorizations.
  3. Work within the retention window - CTS records are scheduled for deletion at 2 years (based on record age or the latest entry). TRUFONE call recordings are deleted after 180 days unless kept longer for legal or administrative purposes. Some scanned TRUFACS files are destroyed 90 days after verification.
  4. Move quickly if time is tight - If you’re anywhere near the 180-day or 90-day mark, treat it as urgent and make your request as soon as you can.
  5. Factor in response time when contacting Central Office - Because emails are processed like written correspondence, a reply may take about 20–30 working days.

Planning tip: Waiting on a Central Office response? Budget about 20–30 working days for turnaround.

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