Department of Justice/Office of Legal Policy

TITLE: Correspondence Management System

ACRONYM: CMS

ORIGINATOR:

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Office of Legal Policy
Minor Organization Subdivision:
Name of Unit:
Street Address: 950 Pennsylvania Avenue, N.W., Room 4234
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service: 7:30 a.m. 6:30 p.m.
Telephone: (202) 514-4601
FAX: (202) 514-2424
E-Mail Address:

ABSTRACT: The Office of Legal Policy 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 Legal Policy. The system allows the Office of Legal Policy 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 Legal Policy 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 Office of Legal Policy and the Department's Executive Secretariat 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 and Privacy, Rm. 570, FLAG Building.

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

Department/Agency Name: Department of Justice
Major Organization Subdivision: Office of Information and Privacy
Minor Organization Subdivision:
Name of Unit:
Street Address: Rm. 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:

DATE OF LAST MODIFICATION: 7/01