How IDOC's Mail Scanning Process Works, and What It Means for Sheridan Families
If your loved one is at Sheridan Correctional Center, most incoming non-privileged mail won't be handed over in its original form. IDOC scans that mail into PDFs, which your loved one can view on their bulletin board/tablet. There are a few exceptions to this process, and at least one format you should avoid sending entirely.
Here's how it works for non-privileged mail: the mailroom scans the front and back of the envelope in color, then scans each item inside. Letters, greeting cards, photographs, all of it. Those scanned images get uploaded as PDF files, and the incarcerated person views them on their bulletin board/tablet instead of receiving the physical originals.
What to expect: If you send a typical letter, card, or photo, your loved one will receive a digital PDF version to view, not the original paper items.
Exemptions
- ✓ Publications
- ✓ Official government documents (including but not limited to birth certificates and Social Security cards) when mailed from a government entity
Some items skip the scanning process entirely. The two big ones are publications and official government documents (think birth certificates, Social Security cards) sent directly from a government entity. That last part matters. If you're trying to get an official document to your loved one, make sure it's mailed from the issuing government agency. That's what qualifies it for the exception.
Prohibited Items
- ✓ Hardback books
Avoid this: Do not mail hardback books. Sending a prohibited format can lead to the item not being accepted.
Keep the scanning process in mind when you send mail. Non-privileged letters, greeting cards, and photos all get turned into color PDFs for tablet viewing, so simple, flat paper items tend to come through the clearest. For things that aren't scanned (like publications and certain official documents), focus on meeting the specific requirements. And steer clear of prohibited formats like hardback books.
- ✓ Expect non-privileged letters, cards, and photos to be scanned in color and uploaded as PDFs for tablet viewing
- ✓ Do not send hardback books
- ✓ Confirm the current publication rules before you send books or magazines
- ✓ If you need an official government document to be treated as exempt (not scanned/photocopied), make sure it is mailed from the issuing government entity
When in doubt: Check the applicable mail rules before sending anything unusual, especially publications or official documents. A rejected item just costs you time.
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