Where Should I Place My Hard Tags?

Security rounds are undoubtedly one of the most critical responsibilities of a correctional officer. They are the best opportunity for officers to ensure that inmates are located where they should be, engaging in appropriate activity, and remaining safe. Traditionally, documentation of security rounds has been done with pen and paper, which can be inefficient and prone to inaccuracies, especially if officers rely on memory or manipulate records.

GUARDIAN RFID’S Hard Tags, also known as RFID tags due to being encrypted with an RFID chip, were introduced to the industry to address the shortcomings of more traditional documentation methods. By simply scanning these tags with an RFID reader (GUARDIAN RFID SPARTAN) officers can accurately document the timing of their security checks and personal observations at the point of responsibility. 

This method of inmate-tracking technology significantly impacts a facility’s performance and compliance. Thus, its installation and maintenance need to be prioritized, including the placement of Hard Tags around the facility.

Scanning Hard Tags should be intuitive and seamless, allowing officers to concentrate on observing inmate behaviors and conducting thorough checks. This blog will provide tips on where Hard Tags should be placed around a facility to maximize staff performance and compliance.

The Power of Documentation

Every jail has established standards, whether county, state, or federal-specific. These standards maintain order, safety, and security within the facility. These standards typically provide guidelines for tasks such as security rounds, medication passes, and meal distributions, as well as instructions on how officers should document these inmate interactions throughout the day. Without standards in place, correctional facilities would be in pure chaos and likely overwhelmed with lawsuits. 

As we all have unfortunately seen, lawsuits often arise when staff members fail to follow established policies and procedures while performing their duties. Simply put, neglecting your responsibilities can expose your agency to lawsuits. Additionally, if you fail to meet required standards and an incident occurs under your oversight, you may also face personal liability in a civil lawsuit.

So, the million(s)-dollar question is: How do you avoid these lawsuits? Luckily, the answer is relatively simple: great documentation defeats risk. Officers must diligently and accurately log what responsibilities they are performing, any inmate interactions they encounter, and what results come from each.  

The documentation process used to be much more challenging, involving constant trips to a computer to record critical information, trying to memorize times and observations, and deciphering illegible paper logs, among countless other grievances. However, inmate tracking technology—specifically GUARDIAN RFID’s SPARTAN devices and RFID-enabled Hard Tags—has significantly improved staff documentation's efficiency and accuracy. This technology was designed with officers’ daily documentation needs in mind, making their work easier and more streamlined.

Hard Tag Overview 

Hard Tags are plastic pieces measuring approximately three inches long and two inches wide. Don’t let their small size fool you; each tag contains an embedded RFID chip that captures an officer’s presence with a quick scan of a SPARTAN. These tags are strategically placed throughout jails, prisons, and juvenile detention facilities in areas where capturing an officer’s proof of presence is critical. They are easy to deploy since they are non-hardwired, require no power source, and do not need battery replacements.

Hard Tags serve a specific purpose: to ensure that officers are conducting their rounds and ensuring that inmates are located where they need to be, thereby minimizing risk and liability. To document officer proof of presence, the SPARTAN device must be held directly in front of the Hard Tag, within one to two inches, to align the NFC (Near Field Communication) reader with the RFID chip. 

The main uses of Hard Tags can be broken into four main categories and be used as:

• Pod Tags: Each housing unit or “pod” typically has a dedicated hard tag. When scanned, it displays the offenders who are assigned to that pod, also noting inmates who are temporarily moved outside the pod.

• Run Tags: These tags are designed for specific “runs” within a housing unit, often placed in the corners of a pod. This placement ensures that officers pass by all cells during their rounds before reaching the tag at the end of the run.

• Cell Tags: Specifically created for designated cells, cell tags allow officers to document the activities and behaviors of inmates during security rounds. They are most commonly used in disciplinary or segregation pods, infirmaries, and intake or processing areas.

• Movement Tags: These tags are used to document checks when offenders are outside their housing units. They are typically placed in areas such as visitation booths, recreation spaces, programming areas, and work assignment locations such as kitchens and laundry facilities.

While these four uses for Hard Tags are common, their application is not limited to just these purposes. They are also frequently employed for logging perimeter checks, key checks, and monitoring regularly visited out-of-cell locations, such as the kitchen, laundry, recreation area, and library. Hard Tags are designed to enhance accountability for officers, with their strategic placement further supporting this objective.

Generally, pod tags outside the dorm do little to help the facility. If they are feeding or counting, the door is open. If the tag is on the outside it limits staff from interacting with inmates, giving them an easy way to scan and roll on without checking. Many times the pod tags are not part of the compliance monitor.

Greg “OG” Piper

GUARDIAN RFID Account Executive

To make things easier, we offer a variety of colors for Hard Tags (based on manufacturer availability), allowing facilities to color-code their tags based on their specific purposes. For example, run tags or movement tags could be yellow, while pod tags and cell tags might be red—and vice versa. The flexibility and versatility of these tags enable facilities to tailor them to their unique needs and preferences.

The Impact of Hard Tag Placement

Let’s set the scene: your facility has just received SPARTAN devices and Hard Tags, and you’re preparing to implement your new inmate-tracking system. Where should you place these Hard Tags?

Start by strategically positioning Hard Tags in areas that require officer attention. By placing tags where checks are necessary, you create accountability for officers to inspect each designated location. Consider the risk level of each area; for example, higher security settings necessitate more thorough monitoring. In a minimum-security housing unit or dormitory, you might only need run tags, while a medical unit would benefit from placing tags on every cell door. 

Be mindful of positioning tags in areas that ensure officers can view obscured areas effectively. Aim for a height that is neither too low nor too high, and ensure tags are close enough to the inmates to facilitate direct observation. An often overlooked area when using run tags is the restroom/shower area.  A good practice is to place a run tag near those areas to ensure an officer regularly observes the area, as there is potential for maintenance issues, concealed contraband, or even inmates wanting to harm themselves or others.

The beauty of Hard Tags is their versatility; you can place them virtually anywhere within your facility. GUARDIAN RFID experts will assist you with optimal tag placement during the Training and Implementation processes. It’s common for agencies to underestimate the number of Hard Tags needed, especially when transitioning from older tracking systems like buttons, QR codes, or NFC Tags. 

Now, consider how placement can impact facility performance and compliance. If you only have a single Hard Tag at the main entrance and perhaps one other location in the housing unit, you might think you’re conducting adequate security checks. However, GUARDIAN RFID recommends a more comprehensive approach, advising that tags be distributed throughout the housing unit. This way, every time an officer conducts a security check, they’ll engage with every area, enhancing safety and security.

Imagine scanning the tag at the main entrance and then heading directly to the security checkpoint at the back of the pod, bypassing all the cells and the opportunity to observe the inmates. Some may respond to this issue with, “We have cameras” or “We trust our staff.” However, wouldn’t you prefer the added reassurance of knowing that every check is being carried out thoroughly?

GUARDIAN RFID’s Hard Tags are essential for adequately capturing an officer’s proof of presence, further improving your facility’s overall operational performance and compliance. This inmate-tracking method enhances both the efficiency and accuracy of officers' documentation, helping to reduce risks and legal liabilities for facilities. Ultimately, a well-designed and strategically-placed tagging system not only boosts compliance and accountability but also offers peace of mind ensuring that officers carry out thorough and effective security checks.