OASG Major Information Systems

OAAG Major Information Systems

TITLE: Correspondence
Management System

ACRONYM: CMS

ORIGINATOR: Office of the Associate Attorney General

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Office of the Associate Attorney
General
Minor Organization Subdivision:
Name of Unit:
Street Address: 950 Pennsylvania Avenue N.W.
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service:
Telephone:
FAX:
E-Mail Address:

ABSTRACT: The Office of the Associate Attorney
General utilizes the Correspondence Management System (CMS) managed
by the Departmental Executive Secretariat to manage the flow of
correspondence, including internal DOJ communications, addressed
to and emanating from the Office of the Associate Attorney General.
The system allows the Office of the Associate Attorney General
to control and track all received correspondence. When correspondence
is received and logged into CMS, an on-line folder is created.
Each folder contains information such as correspondent's name,
organizational affiliation, address, CMS classification, descriptive
summary, keywords, various tracking dates, action required, assignments
to components and in some instances, the scanned correspondence
and response.

PURPOSE: The system enables the Office of the
Associate Attorney General through the Departmental Executive Secretariat
to track correspondence electronically. It provides a computerized
database for ready access by authorized personnel to respond to
inquiries about controlled correspondence.

ACCESS CONSTRAINTS: Access to CMS is limited to
the staff of the Department Executive Secretariat and to selected
component personnel who need access to the information contained
in the system to carry out their official duties. CMS data is protected
from unauthorized access through appropriate system, administrative,
physical, and technical safeguards.

USE CONSTRAINTS: Users of CMS will be restricted
to only those privileges necessary to perform tasks.

AGENCY PROGRAM: The CMS system supports the Executive
Offices of the Department of Justice by controlling and tracking
all postal correspondence and internal action memoranda addressed
to or emanating from the Offices of the Attorney General, Deputy
Attorney General, Associate Attorney General, and Legislative Affairs
(these offices are identified as the Executive Offices).

SOURCES OF DATA: Data contained in CMS is the
result of information provided by individuals, State, local and
foreign government agencies as appropriate, the executive and legislative
branches of the Federal Government, the Judiciary, and interested
third parties.

RESPONSIBLE OFFICE FOR DISTRIBUTING INFORMATION (if different
from originator):

Department/Agency Name:
Major Organization Subdivision:
Minor Organization Subdivision:
Name of Unit:
Street Address:
City:
State:
Zip Code:
Country:
Hours of Service:
Telephone:
FAX:
E-Mail Address:

ORDER PROCESS: A request for access to a record
from the system must be submitted in writing with the envelope
and letter clearly marked "Privacy Access Request." Include in
the request your full name, complete address, date of birth, notarized
signature, and any other identifying data you may wish to furnish
to assist in making a proper search of the system. The requester
will also provide a return address for response purposes. Requests
for access to information must be addressed to the U.S. Department
of Justice, Office of Information Policy, Suite 11050, 1425 New York
Avenue, NW, Washington, DC 20530-0001.

OFFICE OF CONTACT FOR FURTHER INFORMATION (if different
from originator):

Department/Agency Name: Department of Justice
Major Organization Subdivision: Office of Information Policy
Minor Organization Subdivision:
Name of Unit:
Street Address: Suite 11050, 1425 New York Avenue NW
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service:
Telephone: (202) 514-3642
FAX: (202) 514-1009
E-Mail Address: