Example of Cover Letter with Confidentiality Assurance

January 2, 2013

Sheriff William Elsbury

P.O. Box 365

Johnson City, Texas 78636

Dear Sheriff Elsbury:

Thanks to the efforts of jail administrators nationwide, the Bureau of Justice Statistics’ (BJS) Deaths in Custody Reporting Program has been a great success since its inception in 2000. Each year over 99% of jail jurisdictions nationwide have reported data on inmate deaths. We are writing today to let you know that we are initiating the calendar year 2013 collection and completing the 2012 collection by asking you to complete the enclosed Annual Summary on Inmates under Jail Jurisdiction (CJ-9A) and Annual Death Report on Inmates under Jail Jurisdiction (form CJ-9) questionnaires.

As in prior years, RTI International will be BJS’ data collection agent for the DCRP. RTI has demonstrated expertise in collecting DCRP data and handling sensitive information securely. RTI and BJS will use the data collected under this Program only for research and statistical purposes, as described in Title 42, USC §3735 and 3789g (enclosed). BJS does not plan to report any data at the institution or facility level in which deaths occur.

Your participation in this program is voluntary. Moreover, you may choose to submit data via mail, fax or online. We believe online submission of the forms is the most efficient method of transmission, which you may complete by logging onto the study Web site (https://bjsdcrp.rti.org) and using the following login credentials:

USERNAME: << username>>

PASSWORD: << password>>

The participation of jails across the country has helped BJS build a valuable national resource for better understanding mortality in jail facilities. To date, BJS has published an in-depth study of jail suicides and homicides, as well as annual online data tables on jail mortality. Copies of these resources can be found at: http://bjs.ojp.usdoj.gov/index.cfm?ty=tp&tid=19

If you have any questions about the collection of jail inmate death records, please feel free to follow up with Kim Aspinwall, the RTI Data Collection Task Leader, at 800-344-1387 or at [email protected]. Please don’t hesitate to contact BJS directly at any time, using the contact information below.

If you would like to see the latest data from the Deaths in Custody Reporting Program, please visit the BJS Web site (http://bjs.ojp.usdoj.gov/content/dcrp/dictabs.cfm).

We thank you in advance for your participation in the program and look forward to our work together.

Sincerely,

Margaret E. Noonan, Program Manager William J. Sabol, Acting Director

Deaths in Custody Reporting Program Bureau of Justice Statistics

202-353-2060 202-514-1062

[email protected] [email protected]

Enclosures: Annual Summary on Inmates Under Jail Jurisdiction (CJ-9A)

Annual Death Report on Inmates under Jail Jurisdiction (CJ-9)

42 USC §3735 and 3789g