Begin with the End in Mind: A Records Management & Archives ...
Begin with the End in Mind: A Records Management & Archives ...
Begin with the End in Mind: A Records Management & Archives ...
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Function:<br />
LEGISLATIVE ACTIVITIES/ LEGISLATIVE WORKING FILES<br />
The records created <strong>in</strong> support of this function directly facilitate <strong>the</strong> tasks <strong>the</strong> legislator was<br />
elected to carry out. They reveal what is important to citizens of Texas at a po<strong>in</strong>t <strong>in</strong> time.<br />
Legislative files provide evidence of <strong>the</strong> responsibilities and activities of Texas State<br />
legislators and legislative committees and enable <strong>the</strong> citizens of Texas to hold <strong>the</strong>ir elected<br />
representatives accountable.<br />
BUSINESS PROCESSES RECORDS SERIES EXAMPLES RECORDS MANAGEMENT<br />
SUGGESTIONS<br />
Tasks associated are <strong>the</strong><br />
central function of a<br />
legislative office and<br />
<strong>in</strong>clude:<br />
Assist<strong>in</strong>g <strong>with</strong> <strong>the</strong><br />
development of policy<br />
positions and<br />
legislative <strong>in</strong>itiatives.<br />
Monitor<strong>in</strong>g legislative<br />
issues and track<strong>in</strong>g<br />
<strong>the</strong>m <strong>in</strong> committees.<br />
Research<strong>in</strong>g and<br />
writ<strong>in</strong>g position<br />
papers.<br />
Ma<strong>in</strong>ta<strong>in</strong><strong>in</strong>g vot<strong>in</strong>g,<br />
attendance, legislative<br />
activities and reports.<br />
Correspondence and E-mail<br />
Letters and attachments<br />
pass<strong>in</strong>g between <strong>the</strong><br />
legislators and state, federal<br />
and local officials and<br />
employees, state and federal<br />
agencies, private and<br />
nonprofit organizations,<br />
citizens of Texas and <strong>the</strong><br />
public at large.<br />
The correspondence may<br />
respond to legislative<br />
requests for <strong>in</strong>formation,<br />
request assistance from a<br />
legislator, or express op<strong>in</strong>ions<br />
or concerns regard<strong>in</strong>g<br />
proposed or pend<strong>in</strong>g<br />
legislation, or state, local or<br />
national issues.<br />
Correspondence and E-mail<br />
Many offices establish a<br />
central file for <strong>in</strong>com<strong>in</strong>g<br />
letters. These letters should<br />
be logged <strong>in</strong>to <strong>the</strong><br />
Correspondence <strong>Management</strong><br />
System, <strong>in</strong>dexed accord<strong>in</strong>g to<br />
<strong>the</strong> subject of <strong>the</strong> letter, and<br />
assigned a system-generated<br />
<strong>in</strong>dex number used for fil<strong>in</strong>g.<br />
Orig<strong>in</strong>al letters should be<br />
reta<strong>in</strong>ed.<br />
Offices should generate and<br />
ma<strong>in</strong>ta<strong>in</strong> a list of common<br />
subject and <strong>in</strong>dex<strong>in</strong>g terms <strong>in</strong><br />
order to ma<strong>in</strong>ta<strong>in</strong><br />
consistency.<br />
The office should<br />
electronically backup <strong>the</strong> CMS<br />
files and run reports each<br />
legislative session.<br />
E-mail messages should be<br />
logged <strong>in</strong>to <strong>the</strong><br />
Correspondence <strong>Management</strong><br />
System, pr<strong>in</strong>ted onto paper,<br />
and filed similarly to letters.<br />
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