Justice Management Division
Serving Justice - Securing Results

TITLE: Records Management System

ACRONYM: RMS

ORIGINATOR:

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Justice Management Division
Minor Organization Subdivision: Human Resources/Administration
Name of Unit: JMD Executive Secretariat
Street Address: 950 Pennsylvania Avenue, N.W., Room 1110
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service: 7:00 a.m. - 5:30 p.m.
Telephone: (202)-514-3123
FAX: (202)-514-1778
E-Mail Address:

ABSTRACT: The Records Management System (RMS) allows the Justice Management Division (JMD) Executive Secretariat to manage the flow of correspondence, including internal DOJ communications, addressed to and emanating from the Office of the Assistant Attorney General for Administration (AAG/A). The system enables the JMD Executive Secretariat to centrally control and track all received correspondence addressed to the AAG/A for review and or signature. When correspondence is received and logged into RMS, a record is created. Each record contains information such as correspondent's name, organizational affiliation, descriptive summary, various tracking dates, action required, and assignments to staffs.

PURPOSE: The system enables the JMD Executive Secretariat to log, track, and assign incoming correspondence to JMD Staffs for action or information. It provides a computerized database for ready access by authorized JMD personnel to respond to inquiries about controlled correspondence. The JMD Executive Secretariat also uses the RMS system to prepare daily reports, weekly overdue reports, as well as various specialized reports for specific issues or search requests.

ACCESS CONSTRAINTS: Access to RMS is limited to the staff of the JMD Executive Secretariat. RMS data is protected from unauthorized access through appropriate system, administrative, physical, and technical safeguards.

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

AGENCY PROGRAM: The RMS system supports the Office of the Assistant Attorney General for Administration by controlling and tracking all postal correspondence and internal action memoranda addressed to or emanating from the JMD Staffs.

SOURCES OF DATA: Data contained in RMS 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):

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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, Justice Management Division, Executive Secretariat, 950 Pennsylvania Avenue, N.W., Room 1110, Washington, DC 20530-0001.

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

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DATE OF LAST MODIFICATION: 1/99