How to Request Historical Records for Someone Incarcerated at Southport Correctional Facility

The New York State Archives holds a dedicated subseries of inmate case files for Southport Correctional Facility. These records fall under Series 14610 and specifically cover men incarcerated at Southport.

Here's an important detail: for inmates released after 1956, only certain Southport case files were transferred to the State Archives. The categories are limited to inmates 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.

You may also come across an accretion labeled W0049-21 connected to Southport records. This documents Southport inmates whose sentences reached maximum expiration dates in 2003–2004. It only covers inmates in specific felony and central monitoring classes - Class A-1 / CMC A status, Arson (1st/2nd), Kidnapping (1st/2nd), Conspiracy (1st), and Coercion (CMC A, class D only).

When you request these records, expect a split between what can be shared quickly and what requires review. Summary information on adult Southport inmates is disclosable under law. But some files contain sensitive material - probation, parole, medical, and juvenile criminal history data. State Archives staff review those files and disclose information under the Freedom of Information Law (FOIL) and the Personal Privacy Protection Law.

A time-based rule also affects long-term access. Unless a specific law forbids disclosure indefinitely, Southport inmate case files held by the State Archives must be disclosed after 75 years.

Determine Presence

• ✓ The person died in custody
• ✓ The person was categorized as a sex offender
• ✓ The person was part of certain minority ethnic groups (as defined in the Archives transfer categories)
• ✓ The person received a life sentence
• ✓ The person may be part of the 2% sample of released inmates whose files were transferred

If your loved one's sentence reached its maximum expiration date in 2003–2004, ask about the Southport accretion W0049-21. It's narrower than the broader Southport subseries (Series 14610) - it only documents inmates in specific felony and central monitoring classes. But for the right person, that limitation can actually help staff zero in faster.

Start by contacting the New York State Archives to ask about Southport-related inmate case files. If you need to view records in person, you'll need to set up a reading room appointment. Visits are by appointment only - email archref@nysed.gov or call (518) 474-8955. Wait for confirmation before you go.

Give staff enough detail to search efficiently - an inmate name and DIN if you know it, plus any relevant dates. They can also help you identify the container, file, case, item, or microfilm roll numbers you'll need to complete spaces 4 and 5 on the Records Request/Reserve Form.

1. Use one form per series or accretion - The Records Request/Reserve Form is filled out one form for each record series-accretion you’re requesting.
2. List the exact materials you need - Your form should list all the particular boxes, volumes, or units needed from that series.
3. Get the container and contents details from staff - Consult with Archives staff to obtain the container/file/case/item/microfilm roll number for space 4 and the contents for space 5 before you submit.

Not sure what exists? Concerned the file may include sensitive material? Lean on Archives staff before you finalize a request. Summary information on adult inmates is disclosable, but staff will review files containing probation, parole, medical, and juvenile criminal history data before releasing anything under FOIL and the Personal Privacy Protection Law.

After you submit a request or ask staff to pull a file, the Archives will review what can be disclosed. They can release summary information on adult Southport inmates. For case files that include probation, parole, medical, or juvenile criminal history information, they review the material before disclosing anything under FOIL and the Personal Privacy Protection Law. One hard limit: the identity of victims of sex crimes is never disclosable.

The response you get depends on how specific your request is. Staff may confirm whether Southport material is available, then have you arrange an appointment to view it in the reading room. If you need to narrow down what to request, they can help you identify the right series or accretion and the container/file details - since the request form must be completed one form per record series-accretion and should list the specific boxes, volumes, or units you're asking for.