Justice Management Division
Serving Justice - Securing Results

TITLE: Correspondence Management System

ACRONYM: CMS

ORIGINATOR:

Department/Agency Name: U.S. Department of Justice
Major Organization Subdivision: Justice Management Division
Minor Organization Subdivision: Human Resources Administration
Name of Unit: Departmental Executive Secretariat
Street Address: 950 Pennsylvania Avenue, NW, Room 4414
City: Washington, D.C.
State:
Zip Code: 20530-0001
Country: United States
Hours of Service: 8:00 a.m. - 6:00 p.m.
Telephone: (202)-514-2063
FAX: (202)-307-6777
E-Mail Address: dojexsec@usdoj.gov

ABSTRACT: The Correspondence Management System (CMS) allows the Departmental Executive Secretariat to manage the flow of correspondence, including internal DOJ communications, addressed to and emanating from the Office of the Attorney General (OAG), the Deputy Attorney General (DAG) and the Associate Attorney General (ASG), as well as the Office of Legislative Affairs (OLA) and the Assistant Attorney General for Administration (AAG/A). The system enables the Departmental Executive Secretariat to centrally control and track all received correspondence, and it also automates the correspondence processing and review function of the Department's Mail Referral Unit. 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 Departmental Executive Secretariat to log, track, and assign incoming correspondence electronically to DOJ components for action or information. It provides a computerized database for ready access by authorized DOJ personnel to respond to inquiries about controlled correspondence. Authorized DOJ component personnel use the system for information on documents controlled in the system and to identify outstanding items assigned to them by the Departmental Executive Secretariat. The Departmental Executive Secretariat also uses the CMS system to prepare daily reports and biweekly correspondence management status reports, as well as various specialized reports for specific issues or search requests.

ACCESS CONSTRAINTS: Access to CMS is limited to the staff of the Department Executive Secretariat and to a select number of DOJ 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) as well as the Office of the Assistant Attorney General for Administration.

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, 1310 G Street G Street, N.W., Washington, DC 20530.

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: 1425 New York Ave., NW Suite 11050
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: 9/08