We always kept a log too. The law, here, states that we are required to
respond to a Public Records Request within 10 days. Not produce the
information necessarily but respond to the requestor. If it was going to
take longer to produce the information requested, We contacted the
requestor and told them so. We also logged that info too.

Steve Morgan
C.J. Segerstrom & Sons, Records Manager
(714) 438-3228 phone
(714) 546-9835 fax

-----Original Message-----
From: Records Management Program [mailto:[log in to unmask]] On
Behalf Of Laura Bell
Sent: Thursday, March 09, 2006 4:22 AM
To: [log in to unmask]
Subject: scanning questions

We scan in letters from the public, committee members, Congressional
inquiries and letters from constituents.  So naturally all this
discussion on scanning caught my eye.  Our system keeps track of the
correspondence to the Secretary but makes us scan in interims and
acknowledgements printed and mailed in hard copy at the end of a case.
This does not give us a record of when we actually told someone we
working to get their answers nor will it give us a record when we start
scanning in the old DOT directives (permanent records) for the purpose
of archiving the case file and any changes.  That is unless we keep a
log of the date and a control number with a naming scheme of some sort.
We still do many things in by sneaker net and with original copy but we
don't necessarily document our processes.  Thanks for all the
discussion, the points are good and they help me think of problems.

 

Ms. Laura F. Bell

DOT Directives & Records Management

Office of the Secretary of Transportation

[log in to unmask]

202-366-9761

 


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