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

Function: PRESS and PUBLIC RELATIONS
The records created in support of this function directly facilitate mass communication and
public appearances with constituents, citizens at large and groups.
BUSINESS PROCESSES
Public relations activities
involve coordinating with
local news outlets and
constituent groups to:
Communicate
information about
issues through press
releases, special
mailings, newsletters
and media outlets.
Communicate through
prepared speeches
and statements.
Manage and maintain
clippings library.
Manage and maintain
a photograph library.
RECORDS SERIES
EXAMPLES
Speeches
Drafts and final versions
Press releases,
newsletters, mailings, etc.
Drafts and final versions
Clippings
Clippings about the legislator
and events in which she/her
participated
Photographs
Photographs of the legislator
at events, etc.
RECORDS MANAGEMENT
SUGGESTIONS
Speeches
File paper copies of
substantive drafts and the
final version in a discrete
series by legislative session,
then chronologically. It might
be helpful to create a subject
index for the speeches.
Press Releases,
newsletters, mailings, etc.
File paper copies in discrete
series by legislative session,
then chronologically. Text
and mailing lists should be
maintained and printed onto
paper.
Clippings
Photocopy onto paper and file
in discrete series by
legislative session, then
chronologically.
Photographs
File photographs into a
discrete series by subject
categories (portraits, groups,
committee meetings, VIPs,
etc). Record the date, the
occasion, and people
appearing in the photo.
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