How IDOC’s Mail Scanning Works and When Mail Gets Rejected (what Southwestern families should know)
If your loved one is at Southwestern or another IDOC facility, their incoming mail won't arrive as paper. It gets scanned and delivered electronically to their tablet — and some mail gets rejected before it ever reaches them.
Mailroom staff scan incoming non-privileged mail in color and upload it as a PDF to your loved one's Bulletin Board. They'll read your letter or card on their tablet - not the original paper you sent.
The scanning is thorough. Staff capture the front and back of the envelope, then scan each item inside - letters, greeting cards, photos. Everything becomes a PDF on the Bulletin Board.
Not everything gets scanned. Publications are handled separately and won't go through the scanning process.
Official government documents - like birth certificates and Social Security cards - also skip the scanner. These are handled differently than typical personal mail.
Most common rejection: IDOC prohibits incoming mail that does not include a return address.
Since all non-privileged mail goes through scanning, IDOC treats each piece as a document to digitize. Staff scan the envelope (front and back) and every item inside. Your loved one sees the scanned images on their tablet - never the original paper.
- Complete the Mail Stop and Phone Restriction Request form - fill it out with the information requested.
- Submit it to IDOC Victim Services - email the completed form to DOC.VictimServices@illinois.gov, or mail it to the Victim Services Unit.
If you have questions about stopping mail or phone contact, you can reach the Victim Services Unit at (217) 558-2200 ext. 4006 or toll-free at (877) 776-0755. Hours are Monday–Friday, 8:30 a.m. to 5:00 p.m. CST.
Practical Tips
- ✓ Put a clear return address on your mail (mail without a return address is prohibited)
- ✓ Remember that non-privileged mail is scanned in color and uploaded as PDF images to the person’s Bulletin Board for tablet viewing
- ✓ Keep in mind staff scan the front and back of the envelope and each item inside (letters, greeting cards, and photographs)
Think "scan-friendly" when deciding what to send. Staff will scan the envelope and everything inside - letters, cards, photos - and your loved one will read it all as a PDF on their tablet.
For help with stopping contact, start with the Mail Stop and Phone Restriction Request form and submit it by email to DOC.VictimServices@illinois.gov or by mail to the Victim Services Unit. For questions, the Victim Services Unit is available at (217) 558-2200 ext. 4006 or (877) 776-0755 (toll-free), Monday–Friday from 8:30 a.m. to 5:00 p.m. CST.
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