Controlled Correspondence Tracking -
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This data set contains information on external and internal correspondence addressed to the Secretary, Deputy Secretary, or Chief of Staff. Data include information about the sender, the referring party (if applicable), assigned offices, reviewing offices and clearances.
Administrative records maintained in any agency office
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Records accumulated by individual offices that relate to routine day-to-day administration and management of the office rather than the mission-specific activities for which the office exists. Records include:rn- staff locators, unofficial organizational charts, and office seating charts (see Exclusion 1)rn- office-level administrative policies and procedures and files related to their development (see Note 1)rn- calendars or schedules of daily activities of non-high-level officials (high-level officials are defined in GRS 6.1; this item covers those positions not defined as high-level)rn- informal requests and tracking of personnel training, travel, supplies, and equipment, excluding procurement and payment records and forms requesting training (e.g. SF-182)rn- internal office activity and workload reports rn- studies and analyses of office administrative functions and activitiesrn- non-mission related management reviews and surveys rn- minutes of meetings related to administrative activities
Transitory records
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Records required only for a short time (generally less than 180 days) and that are not required to meet legal or fiscal obligations, or to initiate, sustain, evaluate, or provide evidence of decision-making. Records include, but are not limited to:rn- messages coordinating schedules, appointments, and events rn- transmittal documents such as e-mail, letters, cover memos, and facsimile cover sheets that do not provide evidence of approval, concurrence, or decision-making, or include substantive commentsrn- received copies of circulated internal information such as agency instructions, notifications, circulars, newsletters, and email blasts to employeesrn- messages received from agency distribution lists or listservs rn- “to-do” or task lists and assignments