IDOC Mail Scanning & the Publisher-Only Rule: What Happens to Letters, Photos, and Books

IDOC digitizes incoming non-privileged mail. Mailroom staff scan both sides of the envelope, then scan each item inside in color - letters, greeting cards, photos. Those scans become PDF images uploaded to your loved one's Bulletin Board on their tablet. They'll read and view the scanned version, not the original paper. This isn't a one-off practice. It's standard procedure for all non-privileged incoming mail.

Not Scanned Exceptions

• ✓ Publications (books, magazines, and similar items)
• ✓ Official documents mailed from a government entity (for example, birth certificates and Social Security cards)

Not everything gets scanned. IDOC handles publications separately from regular correspondence - books and magazines aren't part of the digitizing process. Certain official documents are also exempt: birth certificates, Social Security cards, and similar items mailed directly from a government entity won't be scanned or photocopied. Sending something irreplaceable? Make sure you know which category it falls into before you mail it.

Publications follow their own rules - and those rules are getting stricter. Starting September 30, 2025, IDOC will only accept publications mailed directly from the publisher. Visitors can no longer drop off books, magazines, or other publications at facilities for a specific individual. That option has been discontinued.

1. Plan on shipping publications, not dropping them off - visitors may no longer drop off books, magazines, or other publications for a specific person.
2. Order through a publisher for delivery - starting September 30, 2025, publications will only be accepted if they’re mailed directly from the publisher.
3. Have the publisher mail it straight to your loved one - the publication needs to come directly through the mail from the publisher to the individual in custody.

Exemptions

• ✓ Materials received for programs under the Office of Adult Education and Vocational Services
• ✓ Materials received for other approved programs
• ✓ Materials received for the facility library
• ✓ Materials received for religious programs

Think what you're sending qualifies for an exemption? Don't guess. The publisher-only rule doesn't apply to materials for Office of Adult Education and Vocational Services programs, other approved programs, facility libraries, or religious programs. But you'll need to follow that program's specific guidance so your materials get routed correctly when they arrive.

Since non-privileged mail gets scanned and uploaded as PDFs, your loved one is viewing a digital copy. If keeping the original matters - a one-of-a-kind photo, a handwritten letter you want returned, anything sentimental - send a copy instead. The system is built around digitizing what comes in. For books and magazines, remember: starting September 30, 2025, they must ship directly from the publisher. Handing them off during a visit won't be an option.