How to Request Historical Inmate Records from Southport Correctional Facility (NY State Archives)

Checklist

• ✓ Full name (including any spelling variations)
• ✓ DIN (Department Identification Number), if you have it
• ✓ An approximate release/parole timeframe (even an estimated year helps)
• ✓ Any details you already know that line up with what case files cover - family/social background, arrest, confinement history, and release/parole - so you can confirm you’ve matched the right person once you’re looking at records

This part can be frustrating, but better to know now. For Southport inmates released after 1956, only certain categories of inmate case files made it to the New York State Archives: men who died in custody, sex offenders, inmates of certain minority ethnic groups, inmates who received life sentences, and a 2% sample of all inmates released from any correctional facility. If your person doesn't fall into one of those groups - or you're not sure - it's still worth asking. This is especially true if you don't have a DIN or you're working from partial family information. But here's the hard truth: all other Southport inmate case files outside those transferred categories were destroyed. That's why nailing down identity details before you request records matters so much.

Once you have a likely match, your next step is identifying the correct record series-accretion information and, ideally, the specific container or box details you'll need for your request. Southport inmate case files are arranged roughly numerically by DIN. The Archives' Finding Aids show the series information that helps staff locate materials. Not sure which container, box, file, case, item, or microfilm roll to request? If the Finding Aid language isn't clear, reach out to Archives staff. They can translate what you know - name, DIN, timeframe - into the specific numbers that belong on the request form.

These case files can be surprisingly detailed, covering family and social background, arrest, confinement, and release or parole. That depth helps when you're confirming you've matched the right person - especially with a common name or incomplete information. Cross-check the record against known life details to verify you have the right file.

1. Use one form per series-accretion - If you’re requesting from more than one record series-accretion, complete a separate Records Request/Reserve Form for each one.
2. List the exact materials you need from that series - On that form, make sure you list the particular boxes, volumes, or units you want pulled.
3. Fill in the required basics (spaces 1–3) - Enter the researcher name (space 1), the record series-accretion number (space 2), and the record series short title (space 3).

Don't have the container details? Don't guess. Reach out to Archives staff first - they'll help you get the container, file, case, item, or microfilm roll number you need, along with the contents information. A little back-and-forth upfront prevents delays once you're on site and ready to review records.

Access to Southport records happens through the New York State Archives research room, and visits are by appointment only. To book a table, email archref@nysed.gov or call (518) 474-8955. Wait for confirmation before assuming you're set - don't show up without it. This is especially important if you're traveling or trying to coordinate record retrieval ahead of time.

• ✓ Call several business days in advance so the Archives can reserve a table and the materials you want to use
• ✓ If the materials need to be retrieved from offsite storage, plan on giving one week’s notice

Even when a file exists, what you can see depends on what's inside. Archives staff review Southport inmate records containing probation, parole, medical, and juvenile criminal history information. They disclose information according to the Freedom of Information Law (FOIL) and the Personal Privacy Protection Law. Good news: summary information on adult inmates is disclosable under law. If staff have follow-up questions while reviewing your request, be ready to clarify who you're researching and what you're looking for. They'll guide you through what can be provided and what may be restricted.

Need help figuring out what to request - or want to place your order before you travel? Start with the Archives reference contact. Email archref@nysed.gov to submit your Records Request form in advance and set up an appointment, or call (518) 474-8955 to reserve a table. Stuck on details like which container or box number to list? Ask Archives staff directly. They can confirm the container, file, case, item, or microfilm roll numbers and contents information you need to complete your request accurately.