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OLA Correspondence Management System

Department of Justice/ Office of Legislative Affairs

TITLE: Correspondence Management System

ACRONYM: CMS

ORIGINATOR:

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Office of Legislative Affairs
Minor Organization Subdivision: Correspondence Management Office
Name of Unit:
Street Address: 950 Constitution Avenue, N.W.
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service: 9:00 a.m. to 5:30 p.m., Monday-Friday
Telephone: (202) 305-0094
FAX: (202) 305-7995
E-Mail Address:

ABSTRACT: The Office of Legislative Affairs uses the Correspondence Management System (CMS) managed by the Departmental Executive Secretariat as one of its two major information management systems to manage the flow of correspondence, including internal DOJ communications, addressed to and emanating from the Office of Legislative Affairs. The CMS system allows the Office of Legislative Affairs to track correspondence received and controlled by the Departmental Executive Secretariat and to add controlled items to CMS, when appropriate. 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 Legislative Affairs, as a user of the system managed by the Departmental Executive Secretariat, to track correspondence electronically. It provides a computerized database to which authorized personnel have ready access for use in responding 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 within OLA 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 are 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 written correspondence 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). In addition, the CMS system supports the Executive Offices of the Department of Justice by controlling and tracking all internal action memoranda addressed to or emanating from the Executive Offices, except for those items (most of which originate with the Office of Management and Budget) which are purely legislative in nature and are controlled and tracked by the RMS system in the Office of Legislative Affairs.

SOURCES OF DATA: Data contained in CMS is the result of information provided by Department personnel; State, local and foreign government officials and agencies as appropriate; officials and representatives from other Executive Branch agencies and organizations; officials and organizations in the Legislative Branch of the Federal Government; members of the Federal Judiciary; and interested third parties and organizations.

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 CMS 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 and Privacy, Rm. 570, FLAG Building, Washington, DC 20530

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

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Office of Information and Privacy
Minor Organization Subdivision:
Name of Unit:
Street Address: Room 570, FLAG Building
City: Washington, D.C.
State:
Zip Code: 20530
Country: United States
Hours of Service:
Telephone: (202) 514-3642
FAX: (202) 514-1009
E-Mail Address:
Updated: August 2011
General Information Office of Legislative Affairs
 
Leadership
Peter J. Kadzik
Assistant Attorney General
Contact
Office of Legislative Affairs
(202) 514-2141
Contact Intergovernmental Affairs and Public Liaison
(202) 514-3465
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