CORRESPONDENCE MANAGEMENT SYSTEM

(CMS)

This automated system provides a method for creating many similar, but individualized letters by using approved paragraphs or letters of text merged with correspondent names and addresses. It is used by several committees to respond to high volume issue mail.

The major fields of information available from the system include the name and address of the correspondent, the aide responsible for answering the letter, at least three subject terms about the letter, a paragraph item number, the date of the correspondence, and brief comments about the letter. For a complete listing of all fields of information, contact the Computer Center, Educational Services (2241517).

Many offices use the document number as a filing key to their CMS files. For these offices, the document number is composed of the julian date, the CMS operator number, the type of correspondence, such as a high volume, or manual entry, and a sequence number. An example follows:

Correspondence answered by using CMS is usually filed in document number order, although some offices prefer to file by subject of the letter. Disposition of such correspondence is covered in Chapter III. There are various reports generated by this system for general use within the office. It is recommended that staff consult the Senate Archivist to ascertain exactly which reports and format (paper, microfilm, or tape) would be most practical to retain for future research use.

NOTE-ALL "PERMANENT" WEEKLY REPORTS SHOULD BE RETAINED IN PAPER FORM, AS THEY ARE DELETED FROM THE SYSTEM FOLLOWING PRINTING.

Guidelines for disposition follow

Retain in the office as long as necessary for administrative purposes, then transfer to Senate's archives with corresponding files.

Microfilming: If volume warrants, may request an archival quality microfilm of a complete set.

Frequency Of Items Report-Report No. R07/ See Exhibit 4-6

(sorted by topic, produced weekly)

Retention:

Permanent.

This is a centralized system that allows staff to create and maintain a list of correspondent names and addresses. These names and addresses are then used to create labels and lists for mailing purposes. The system is available to all senators, committees, subcommittees, and officers of the Senate.

The files of a Newsletter Mail File System record include the correspondent's name and address, a two-character code identifying more information about the correspondent, such as subject of the letter, a three-character code identifying demographic characteristics of the correspondent, the salutation, and a listing of group names associated with the correspondent (generated and transferred from CMS). It is imperative that a staff member maintain current lists of the meanings of these codes and groups. Outdated lists should be retained for the permanent record.

Disposition:

Temporary, unless selected criteria were used for a special mailing or survey. (Appraisal by Senate Archivist recommended to ascertain retention and format.)

Retain as long as needed for administrative purposes, then dispose. If appraised as permanent, transfer to Senate's archives.

Microfilming: Not necessary.

Permanent, together with the key to the profession codes.

Retain in the office for as long as needed for administrative purposes, then transfer with any related paper files to the Senate's archives.

Microfilming: Not necessary.

Update Report-See Exhibit 4-19
Retention: Temporary.
Disposition:

Retain until all information is verified,
then dispose.

Microfilming: Not necessary.

AUTOMATED INDEXING SYSTEM (AIS)

This system allows staff to index a variety of office automated and paper records, including correspondence, speeches, press files, committee reports, hearings, legislation, investigative case files, reference files, and microfilmed documents. To use it, staff must prepare a standard list of indexing terms, called a vocabulary. When the vocabulary has been approved by senior staff, copies are circulated to all staff so they can use consistent indexing terms. Each office should ensure that one person is responsible for maintaining a current list of all terms being used in the office. Once any change is made, a revised copy should be circulated to all concerned. Committees will need to consider compilation of individualized vocabularies that reflect their particular jurisdictional areas. See Chapter VI, section on subject indexes, for further discussion.

Approximately ninety-five percent of AIS use is to index correspondence records transferred from the CMS system. If files that are indexed are permanent, the AIS records are permanent. If files are not permanent, individual appraisal of the AIS file is recommended. For example, if issue mail is retained permanently, the corresponding AIS index should be retained permanently. If AIS is used to index printed reference materials that are of temporary value, the accompanying index will be of temporary value, and should be disposed with the reference materials. However, in certain instances, an office may wish to retain the AIS index permanently as a summarization of paper files that are disposed. Casework indexes are an example. NOTE-AIS records are stored on magnetic tapes at the Senate Computer Center. With appropriate approval, copies of these tapes may be

transferred to the Senate's archives. It is advisable to consult the Archivist to determine the most appropriate format for retaining permanently valuable information stored on this system.

Generally, each time offices "cut-off" or complete various files, corresponding AIS information should be copied to paper or computer output microfilm and retained with the closed files. Offices also should "archive" their AIS files at the Computer Center, retaining the information on tape for future appraisal by the archivist. Many offices choose to cut-off index files at the end of a session of Congress, or at the end of a Congress.

There are several ways to sort the information contained on the AIS tapes. For historical purposes, the following index sorts are recommended for permanent retention.

LEGISLATIVE INFORMATION SYSTEM (LEGIS)

LEGIS is an information retrieval system that provides immediate access to the most recent digest and current status of all bills, resolutions, and amendments from the 95th Congress through the present. Also contained in the system is information on presidential messages, executive communications, petitions, and memorials from the 96th Congress; information on committee and subcommittee assignments, the Senate agenda, and nominations from the 97th Congress; and information about treaties from the 99th Congress. The daily floor schedule from the majority leader's office, Senate precedents and procedures compiled since July 30, 1981, and reports summarizing pending business on the Senate floor are also available on LEGIS.

Available reports that are particularly relevant to committee work (they may be used to compile committee calendars) include