Begin with the End in Mind: A Records Management & Archives ...

RECORDS SERIES EXAMPLES
Correspondence and E-mail
(continued)
RECORDS MANAGEMENT
SUGGESTIONS
General Information
Correspondence and E-mail
Should be filed separately
from issue or constituent mail
to facilitate easy
identification and possible
removal during final
disposition.
Casework Files
Letters, emails, phone
conversation memos and
other documents passing
between the legislators and
their constituents.
The correspondence may
respond to requests for
assistance from a legislator, or
concerns or opinions
regarding proposed or
pending legislation or state,
local or national issues.
Casework Files
Individual staff members
likely maintain their own files
for cases to which they are
assigned. These files should
be maintained as a discrete
series and not interfiled with
other series found within the
office. This aids in the
identification of records that
may contain restricted
information and require
future review.
Should be filed according to
legislative session and then
by constituent or issue.
Letters received should be
logged into the
Correspondence Management
System and indexed
according to the subject of the
letter.
E-mail messages should be
logged into the
Correspondence Management
System, printed onto paper
and filed similarly to letters.
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