Senator Jacob K. Javits Collection
Manuscript Collection 285

Correspondence Management System
(Copy)

United States Senate

January 2, 1981

MEMORANDUM
TO: ROBERT LOCKE
FROM: LONNIE P. TAYLOR
SUBJECT: CMS NUMBERING SYSTEM

The Correspondence Management System (CMS) was first used in the office of Senator Jacob K. Javits in 1976 to enhance the flow of correspondence. Through the use of CMS, Senator Javits and his staff could receive and respond to constituents' inquiries quickly without blemishing the quality of the response. This was done through both the mail room and the correspondence center (file room).

The correspondence center was responsible for maintaining and updating all files, as well as various other chores. To do so, a numbering system was devised for easy retrieval of information from index reports and permanent files. Each number category represented not only the year but also the type of correspondence. The numbering system was designed as follows:

1976
11 Issues
12 Legislative
13 New York
14 Bucked cases (i.e., referred elsewhere)
15 JKJ {i.e., Jacob K. Javits} files
16 Accepts and regrets
17 Significant files
101 Issues
102 Legislative
104 Bucked Cases (i.e., referred elsewhere)
105 JKJ {i.e., Jacob K. Javits} files

1977
21 General Files: correspondence about agencies, issues, cases
22 Legislative files
23 New York Office
24 Bucked cases (i.e., referred elsewhere)
25 JKJ {i.e., Jacob K. Javits} files
26 Accepts and Regrets
27 Significant files: correspondence with president, agency chief
28 Judges
29 Albany and Buffalo
30 Miscellaneous files: job applications, interns

1978
41 Issues, cases, grants and projects
42 Legislative
43 New York Office
44 Bucked Cases (i.e., referred elsewhere)
45 JKJ {i.e., Jacob K. Javits} Files
46 Accepts and Regrets
47 Special and Significant files
48 Judges
49 Albany and Buffalo
50 Press and General

1979
61 Issues, cases, grants and projects
62 Legislative responses
63 New York Correspondence
64 Bucked cases (i.e., referred elsewhere)
65 J {i.e., Javits} files
66 Employment
67 Sponsorship
68 Judges
69 Albany and Buffalo
70 Press and Miscellaneous files

1980
80 Press and Miscellaneous files: file 13
81 Issues, cases, grants and projects
82 Legislative Responses
83 New York Correspondence
84 Bucked Cases (i.e., referred elsewhere)
85 J {i.e., Javits} Files
86 Employment
87 Sponsorship
88 Judges
89 Albany and Buffalo

Category Numbers in Numerical Order
Prepared by Archival Staff

11 Issues
12 Legislative
13 New York
14 Bucked cases (i.e., referred elsewhere)
15 JKJ {i.e., Jacob K. Javits} files
16 Accepts and regrets
17 Significant files
21 General Files: correspondence about agencies, issues, cases
22 Legislative files
23 New York Office
24 Bucked cases (i.e., referred elsewhere)
25 JKJ {i.e., Jacob K. Javits} files
26 Accepts and Regrets
27 Significant files: correspondence with president, agency chief
28 Judges
29 Albany and Buffalo
30 Miscellaneous files: job applications, interns
41 Issues, cases, grants and projects
42 Legislative
43 New York Office
44 Bucked Cases (i.e., referred elsewhere)
45 JKJ {i.e., Jacob K. Javits} Files
46 Accepts and Regrets
47 Special and Significant files
48 Judges
49 Albany and Buffalo
50 Press and General
61 Issues, cases, grants and projects
62 Legislative responses
63 New York Correspondence
64 Bucked cases (i.e., referred elsewhere)
65 J {i.e., Javits} files
66 Employment
67 Sponsorship
68 Judges
69 Albany and Buffalo
70 Press and Miscellaneous files
80 Press and Miscellaneous files: file 13
81 Issues, cases, grants and projects
82 Legislative Responses
83 New York Correspondence
84 Bucked Cases (i.e, referred elsewhere)
85 J {i.e., Javits} Files
86 Employment
87 Sponsorship
88 Judges
89 Albany and Buffalo
101 Issues
102 Legislative
104 Bucked Cases (i.e., referred elsewhere)
105 JKJ {i.e., Jacob K. Javits} files

Category Numbers in Alphabetical Order
Prepared by Archival Staff

26 Accepts and Regrets
46 Accepts and Regrets
16 Accepts and regrets
89 Albany and Buffalo
29 Albany and Buffalo
69 Albany and Buffalo
49 Albany and Buffalo
14 Bucked cases (i.e., referred elsewhere)
64 Bucked cases (i.e., referred elsewhere)
84 Bucked Cases (i.e., referred elsewhere)
104 Bucked Cases (i.e., referred elsewhere)
44 Bucked Cases (i.e., referred elsewhere)
24 Bucked cases (i.e., referred elsewhere)
66 Employment
86 Employment
21 General Files: correspondence about agencies, issues, cases
101 Issues
11 Issues
81 Issues, cases, grants and projects
41 Issues, cases, grants and projects
61 Issues, cases, grants and projects
85 J {i.e., Javits} Files
65 J {i.e., Javits} files
45 JKJ {i.e., Jacob K. Javits} Files
25 JKJ {i.e., Jacob K. Javits} Files
105 JKJ {i.e., Jacob K. Javits} Files
15 JKJ {i.e., Jacob K. Javits} Files
88 Judges
68 Judges
48 Judges
28 Judges
102 Legislative
42 Legislative
12 Legislative
22 Legislative files
62 Legislative responses
82 Legislative Responses
30 Miscellaneous files: job applications, interns
13 New York
43 New York Office
63 New York Correspondence
83 New York Correspondence
23 New York Office
50 Press and General
70 Press and Miscellaneous files
80 Press and Miscellaneous files: file 13
17 Significant files
27 Significant files: correspondence with president, agency chief
47 Special and Significant files
87 Sponsorship
67 Sponsorship

NUMBERING SYSTEM AS OF 1980
For the Correspondence Center

XXXX80 General and Miscellaneous and Press Files
XXXX81 Issue Files
XXXX82 Legislative Files
XXXX83 New York Office Files
XXXX84 Case Work Files {i.e., bucked cases}
XXXX85 JKJ {i.e., Jacob K. Javits} Special Files
XXXX86 Employment Files
XXXX87 Sponsorship Files
XXXX88 Judges Files
XXXX89 Albany and Buffalo Files