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

Function:
LEGISLATIVE ACTIVITIES/ LEGISLATIVE WORKING FILES
The records created in support of this function directly facilitate the tasks the legislator was
elected to carry out. They reveal what is important to citizens of Texas at a point in time.
Legislative files provide evidence of the responsibilities and activities of Texas State
legislators and legislative committees and enable the citizens of Texas to hold their elected
representatives accountable.
BUSINESS PROCESSES RECORDS SERIES EXAMPLES RECORDS MANAGEMENT
SUGGESTIONS
Tasks associated are the
central function of a
legislative office and
include:
Assisting with the
development of policy
positions and
legislative initiatives.
Monitoring legislative
issues and tracking
them in committees.
Researching and
writing position
papers.
Maintaining voting,
attendance, legislative
activities and reports.
Correspondence and E-mail
Letters and attachments
passing between the
legislators and state, federal
and local officials and
employees, state and federal
agencies, private and
nonprofit organizations,
citizens of Texas and the
public at large.
The correspondence may
respond to legislative
requests for information,
request assistance from a
legislator, or express opinions
or concerns regarding
proposed or pending
legislation, or state, local or
national issues.
Correspondence and E-mail
Many offices establish a
central file for incoming
letters. These letters should
be logged into the
Correspondence Management
System, indexed according to
the subject of the letter, and
assigned a system-generated
index number used for filing.
Original letters should be
retained.
Offices should generate and
maintain a list of common
subject and indexing terms in
order to maintain
consistency.
The office should
electronically backup the CMS
files and run reports each
legislative session.
E-mail messages should be
logged into the
Correspondence Management
System, printed onto paper,
and filed similarly to letters.
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