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OLA Records Management System

Department of Justice/ Office of Legislative Affairs

TITLE: Records Management System

ACRONYM: RMS

ORIGINATOR:

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Office of Legislative Affairs
Minor Organization Subdivision: Legislative Referral 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) 514-2117
FAX: (202) 514-3999
E-Mail Address:

ABSTRACT: The Office of Legislative Affairs uses the Department's Records Management System (RMS), as one of its two major information management systems, to manage the flow of legislative correspondence, hearing requests and related materials, and other requests concerning legislative matters, including internal DOJ communications, addressed to and emanating from the Office of Legislative Affairs. The RMS system allows the Office of Legislative Affairs to control and track all legislative requests originating within or outside the Department and to control other related items in RMS, when appropriate for internal coordination needs. Among the items tracked by this system are pending congressional bills; draft legislative proposals developed within the Department; requests for comments or views on legislative proposals from congressional Committees and Members, the Office of Management and Budget, or other Federal agencies; hearing testimony and hearing follow-up questions; Presidential proclamations; and similar items. When a legislative or hearing request is received and logged into RMS, a database record is created. Each record contains information such as the sender's name and organizational affiliation; the bill or proposal number; the bill, hearing or proposal title; a descriptive summary; various tracking dates; action required; assignments to components; and in some instances, notes concerning the action or response.

PURPOSE: The RMS database enables the Office of Legislative Affairs, as a major user of the system, to track legislative actions electronically. As an electronic database, it provides ready access to both historical and current legislative information and permits a variety of search capabilities to be used by authorized users in responding to inquiries about legislative matters.

ACCESS CONSTRAINTS: Access to the legislative database in RMS is limited to selected members of the staff of the Office of Legislative Affairs. In addition, a few selected members of the Department's Executive Secretariat, who need access to the system to carry out their official duties related to records maintenance, have access to the RMS legislative data. RMS legislative data is protected from unauthorized access through appropriate system, administrative, physical, and technical safeguards.

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

AGENCY PROGRAM: The RMS system operated by OLA supports the legislative effort of the entire Department of Justice by controlling and tracking all legislative matters addressed to or originating from the Executive Offices of the Department or other components. (The Offices of the Attorney General, Deputy Attorney General, Associate Attorney General, and Legislative Affairs are identified as the Executive Offices.) In addition, the RMS system operated by OLA supports the legislative activities of the Department of Justice by controlling and tracking all internal action memoranda dealing with legislative matters addressed to or emanating from the Executive Offices.

SOURCES OF DATA: Data contained in the legislative database of RMS 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; the Office of Management and Budget; 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 the RMS 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 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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