Chapters 100-400
Agency Administration/ Management
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DEPARTMENT ORDER MANUAL |
DEPARTMENT ORDER: 103 CORRESPONDENCE/ RECORDS CONTROL |
SUPERSEDES: DO 103 (07/19/02) |
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| EFFECTIVE DATE: MARCH 10, 2009 |
TABLE OF CONTENTS
| PURPOSE | |
| APPLICABILITY | |
| PROCEDURES | |
| 103.01 | CORRESPONDENCE CONTROL |
| 103.02 | MAIL PREPARATION AND DISTRIBUTION |
| 103.03 | ORGANIZATIONAL UNIT ASSIGNMENT CORRESPONDENCE |
| 103.04 | CONTROLLING DOCUMENT ISSUANCE, DISTRIBUTION AND RETENTION |
| 103.05 | MANAGEMENT OF ADMINISTRATIVE RECORDS |
| 103.06 | MANAGEMENT OF ELECTRONIC RECORDS |
| 103.07 | DESTRUCTION OF RECORDS |
| 103.08 | REQUIREMENTS FOR POSTING INFORMATION |
| DEFINITIONS | |
| AUTHORITY | |
| ATTACHMENTS |
This Department Order establishes processes for standardizing and controlling correspondence, managing administrative records, posting required information on bulletin boards, and preparing and distributing mail. This Department Order also establishes requirements for assigning correspondence between organizational units.
For Contract Beds, this Department Order applies only to official records and documents considered to be Department property or generated as an official Department action. Records and correspondence generated as private corporate property are governed by corporate policy. For official Department records generated by Contract Beds, the Associate Deputy Warden at the Contract Beds facility or the Contract Beds Operations Director acts as the Unit Administrative Records Manager.
103.01 CORRESPONDENCE CONTROL 1.1 For release of information see Department Order #201, Information Release. 1.2 Standard Format for Correspondence - Correspondence (letters) or other documents written on the Director's behalf shall be prepared in accordance with the following guidelines. Additional information is found in Attachment A, Style Guide. 1.2.1 References to the Department shall be as follows: 1.2.1.1 The Arizona Department of Corrections (the Department). Subsequent references in the same document shall use the term Athe Department. 1.2.1.2 Where an acronym for the Department is desired, "ADC" shall be used. 1.2.2 The accountability line of any correspondence prepared for the Director's signature shall contain the initials of the Director, the person who authored the correspondence and the typist (e.g., DI/GWP/kl). 1.2.3 The project control number, if any, shall be included at the end of the last page of the correspondence/response using font sizes as outlined in the style guide. 1.3 Incoming Correspondence 1.3.1 All incoming correspondence addressed to the Director or to the Department shall be forwarded to the Director. 1.3.2 The Director may delegate the response. 1.3.3 Transmittal memorandums shall: 1.3.3.1 Be attached to all delegated correspondence. 1.3.3.2 Contain a project control number based upon due date. 1.3.3.3 Instruct the recipient to either prepare a response for the Director's signature or respond on the Director's behalf. 1.4 Delegated Correspondence 1.4.1 When the Director delegates correspondence with instructions to prepare a response for signature, respondents shall: 1.4.1.1 Forward the originals of the complete correspondence file to the Director's office by the designated due date. 1.4.1.2 Retain a copy of the complete correspondence file in their office. 1.4.2 When the Director delegates correspondence with instructions to prepare a response on behalf of the Director, respondents shall: 1.4.2.1 Forward a copy of the complete correspondence file to the Director by the designated due date. 1.4.2.2 Retain the original complete correspondence file in their office. 1.5 National/State Official Mail 1.5.1 Employees who receive national/state official mail shall forward the mail, within 24 hours of receipt, to the General Counsel who shall handle requests for general information in accordance with sections 1.5.2 and 1.5.3. 1.5.2 The Director shall sign all correspondence to the Legislative leadership and/or involving Agency level written instruction issues. 1.5.3 The Deputy Director and Division Directors shall sign correspondence related to areas for which they are responsible and provide a copy of the complete correspondence file to the Director and to the General Counsel. (Except as indicated in section 103.01, 1.5.2.) 1.6 Local Official Mail 1.6.1 Within 24 hours of receipt, employees receiving local official mail shall forward the mail to the appropriate person or Division in accordance with applicable written instructions. 1.6.2 When a local official questions the Department's position on an issue, the recipient shall: 1.6.2.1 Prepare a response for the Deputy Director or Division Director's signature. 1.6.2.2 Forward the complete correspondence file to the Deputy Director or Division Director within five work days of receipt. 1.6.3 The Deputy Director or Division Director shall forward a copy of the complete correspondence file to the General Counsel. 1.7 Internal Documents and Routine Correspondence - Routine internal documents and correspondence shall be handled in accordance with the applicable written instructions and Attachment A, except when a local official has questioned the Department's position (as indicated in section 103.01) Examples of routine correspondence include: 1.7.1 Non-confidential information or action pertaining to inmates. 1.7.2 Director's Instructions. Specific format information may be found in Department Order #101, System of Written Instructions. 1.7.3 Complaints on treatment, property or conditions. 1.7.4 Visitation requests. 1.7.5 Outstanding warrants issues. 1.7.6 Detainer issues. 1.7.7 Interstate compacts. 1.7.8 Correspondence with attorneys after dispositions. 1.7.9 Intra- or inter-institution correspondence. 1.7.10 Procedural requests on intake, reception, transportation, radio communications. 1.7.11 Work program information. 1.7.12 Testing/educational processes and other programs internal and external to the institution. 1.7.13 Personnel promotions.
Return to top 1.1 General Guidelines 1.1.1 Employees shall not overstuff envelopes. Employees shall use an appropriately sized envelope based on the size of the contents. 1.1.2 When sending large quantities of mail, employees shall: 1.1.2.1 Separate internal from external mail. 1.1.2.2 Place large, same-sized envelopes upright in boxes with all envelopes facing the same direction. 1.1.2.3 Fold bulletins/newsletters in half, tape/staple them closed and write the address directly on the document. Employees are not required to use envelopes for such documents. 1.2 Internal, Interagency and Department Courier Mail 1.2.1 Employees shall use reusable, standard interoffice envelopes or blank manila envelopes. 1.2.2 Employees shall address internal mail as follows: 1.2.2.1 Full name and/or title of addressee. 1.2.2.2 The Department mail code, available from the Department telephone directory. 1.2.3 Employees shall address interagency mail as follows: 1.2.3.1 Full name and/or title of addressee, or agency name. 1.2.3.2 Street address, including suite number if applicable. 1.2.3.3 City. 1.2.4 Employees shall address Department courier mail in accordance with the destination of the mail. 1.3 External Mail 1.3.1 Addressing - Employees shall address external mail as follows: 1.3.1.1 Return Address. 1.3.1.1.1 The sender's name and/or title. 1.3.1.1.2 The agency name and sender's mail code, e.g., Arizona Department of Corrections M/C 606. 1.3.1.1.3 Street address or post office box. 1.3.1.1.4 City, state and zip code. 1.3.1.2 Addressee. 1.3.1.2.1 Full name and title of addressee if applicable. 1.3.1.2.2 Name of business or state agency. 1.3.1.2.3 Street address or post office box. 1.3.1.2.4 City, state and zip code. 1.3.2 Classes of Mail - The Department uses the following three classes of mail: 1.3.2.1 First Class - Cards, letters, flats, and parcels, to include, handwritten material, bills, statements of account or invoices, credit cards, personal correspondence, personalized business correspondence, and all matter sealed or otherwise closed against inspection, with a maximum of 13 ounces. 1.3.2.2 Standard Mail – Printed matter, flyers, circulars, advertising, newsletters, bulletins, catalogs, and small parcels weighing less than 16 ounces which does not require being mailed First Class. 1.3.2.3 Package Services - A class of mail primarily intended for merchandise, catalogs, and other printed material, including Parcel Post, Bound Printed Matter, Media Mail, and Library Mail. Maximum package weight may be as much as 70 pounds depending upon subclass. 1.3.3 Sorting 1.3.3.1 Employees shall sort external mail into local and out-of-town bundles. 1.3.3.2 Prestamped/Metered Mail - Employees shall sort prestamped/metered mail, by size, with all envelopes facing the same way. Same-sized envelopes shall be rubber banded together. 1.3.3.3 Mail Requiring Postage 1.3.3.3.1 Employees shall seal all manila envelopes. 1.3.3.3.2 For all other envelopes, employees shall either arrange the envelopes, by size, with all envelopes facing the same way and rubber banded together or seal and rubber band them together by size. Unsealed envelopes shall have the flap up. 1.3.3.3.3 Employees shall seal packages and boxes securely and properly prior to sending them to the mailroom. 1.3.4 External Mail Security - To ensure appropriate security, inmate couriers shall not be allowed to deliver or transport external mail. 1.4 Special Mail Services 1.4.1 The services available include: 1.4.1.1 Certified mailings. 1.4.1.2 Insured mailings. 1.4.1.3 Registered mailings. 1.4.1.4 Express mailings. 1.4.1.5 Package-delivery company shipments. (These are deliveries by such vendors as UPS, FedEx Ground, and DHL, or the existing contract vendor.) 1.4.2 Since special services are expensive, employees shall use such services only when they are absolutely necessary. 1.4.3 Employees shall contact their mailroom staff to determine which service best meets their needs. 1.5 Incoming Mail - Since incoming external mail is considered business-related material, the mailroom staff shall open the material in order to identify the addressee when the addressee cannot be determined from the outside address.
Return to top 1.1 Written Communications to Individuals Assigned to Institutions - When staff assigned to an organizational unit at Central Office need to communicate with institutional staff, and the communication requires follow-up action or accountability on the part of the institution or institution staff, they shall: 1.1.1 Address the correspondence to the Warden of the institution. 1.1.2 Send the staff member with first-line responsibility for the task an informational copy. 1.2 Written Communications to Individuals Assigned to Divisions - When staff assigned to an organizational unit at Central Office or an institution need to communicate with Division staff and the communication requires follow-up action or accountability on the part of the Division or Division staff they shall: 1.2.1 Address the correspondence to the Deputy Director or Division Director. 1.2.2 Send the staff member with first-line responsibility for the task an informational copy. 1.3 Where electronic correspondence is used in lieu of written correspondence, informational copies may be sent via email to remain in compliance, as outlined in this section.
Return to top 1.1 Staff shall ensure that all personal identifying information is secure and inaccessible to unauthorized persons. 1.2 Staff shall take into consideration the most cost-effective measures for providing information to appropriate persons. 1.3 When preparing distribution lists for correspondence and other documents, the sender shall ensure that all persons and agencies who need the information are included, but that copies are not provided to persons who do not need an individual copy. 1.3.1 Employees whose names are on a distribution list for documents they do not need shall request that the sender remove their names from the distribution list. 1.4 Copies of documents shall be two-sided to conserve paper, except: 1.4.1 Single-addressee original correspondence shall be one-sided. 1.4.2 Documents for the Office of the Governor, the legislature or other dignitaries shall not be two-sided, unless the document to be copied was originally two-sided. 1.4.3 A supervisor may specify other documents for which two-sided copying is not appropriate. 1.5 Staff receiving written documents that contain information applicable to their work areas shall disseminate the information to all appropriate staff, but shall take the following conservation measures: 1.5.1 Make copies only when necessary. 1.5.2 Avoid issuing single copies to all affected staff, whenever possible, by: 1.5.2.1 Routing a single copy of the document to appropriate staff. 1.5.2.2 Posting important general information on official bulletin boards. 1.5.2.3 Making copies of reports and reference information used by a number of staff available in an accessible work area. 1.5.2.4 Forwarding scanned or electronic formats where reasonably possible. 1.6 Other conservation measures that staff shall use include: 1.6.1 Using facsimile (FAX) machines only when less expensive means of delivering or transmitting information are not feasible or time is of the absolute necessity. 1.6.2 Participating in the Department's paper recycling program. 1.6.3 Maintaining files and determining records retention schedules in accordance with section 103.05. 1.7 Email correspondence shall be handled as outlined in Department Order #102, Information Technology.
Return to top 1.1 Administrative Records Manager's Function - The Administrative Records Manager shall: 1.1.1 Act as a liaison to the Arizona State Library, Archives and Public Records (ASLAPR), and ensure that the Unit and Division Administrative Records Liaisons are issued individual copies and current revisions of the State Records Management Manual. 1.1.2 Assist Unit and Division Administrative Records Liaisons: 1.1.2.1 As they conduct inventories of their administrative records. 1.1.2.2 And other staff to determine lawful and appropriate retention schedules for records. 1.1.2.3 By obtaining approval of their records retention schedules by ASLAPR. 1.1.2.4 And other staff to appropriately dispose of records purged in accordance with an approved retention schedule. 1.1.3 Provide training sessions, on an as-needed basis, for Unit and Division Administrative Records Liaisons. 1.2 Appointment of Unit Administrative Records Liaisons - Regional Operations Directors, Regional Health Administrators, Wardens, Deputy Wardens, and Bureau Administrators shall: 1.2.1 Maintain current appointments of Unit Administrative Records Liaisons for their organizational units. 1.2.2 Submit the appointees' names to the Policy Unit Manager each time an appointment is made. 1.3 Unit Administrative Records Liaisons - The Unit Administrative Records Liaison shall: 1.3.1 Serve as their organizational unit's representative for records management. 1.3.2 Conduct records inventories of all administrative records retained by their unit. 1.3.3 Prepare and maintain a current Records Retention and Disposition Schedule (Attachment E) for each type of record or file and submit it to their Administrator for approval. 1.3.4 Forward approved Records Retention and Disposition Schedules to their Division Administrative Records Liaison. 1.4 Appointment of Division Administrative Records Liaisons – The Deputy Director and Division Directors shall: 1.4.1 Appoint a Division Administrative Records Liaison for their division. 1.4.2 Submit the liaison’s name to the Policy Unit Manager and forward revisions when a new person is appointed. 1.5 Division Administrative Records Liaisons 1.5.1 The Division Administrative Records Liaison shall: 1.5.1.1 Serve as their division representative for records management. 1.5.1.2 Maintain a current Records Retention and Disposition Schedule (Attachment E) for each unit within their division. 1.5.1.3 Prepare and maintain a current Records Retention and Disposition Schedule for each type of record or file and submit it to the Deputy Director or appropriate Division Director for approval. 1.5.1.4 Distribute the ASLAPR approved retention schedules to Unit Records Administrative Liaisons and their supervisors. 1.5.2 The Division Administrative Records Liaison shall forward approved Records Retention and Disposition Schedules to the Administrative Records Manager. 1.5.3 The Administrative Records Manager shall forward the Records Retention and Disposition Schedules to the ASLAPR for approval and, when approval is received, notify the Division Administrative Records Liaison. 1.6 Records Retention and Disposition Schedules - The Policy Unit Manager shall: 1.6.1 Maintain a compilation of current Department records retention schedules, revised as needed. 1.6.2 Publish and distribute the retention schedules to the Division Records Administrative Liaisons and their supervisors. 1.7 Staff Responsibilities - All staff shall: 1.7.1 Properly document, retain and disseminate and/or dispose of the Department’s records and information in accordance with this Department Order and the appropriate records retention schedule. 1.7.2 Report the destruction of public records with legal, administrative, historical or other value to ASLAPR in accordance with section 103.07.
Return to top 1.1 Electronic records (e-mail) created or received by staff are public records if it documents the organization, functions, written instructions, decisions, procedures, operations or other activities of the Department. 1.1.1 E-mail messages that meet the definition of a public record (see DEFINITIONS) shall be managed, created, maintained and used, and disposed of, as outlined in this Department Order and as required by ASLAPR. 1.1.2 E-mail messages sent by staff in their official capacity using another system (for example, a personal, home e-mail system) are public records. 1.1.3 Staff who sends an e-mail message and the primary recipient shall maintain the record copy of the message. 1.2 Retention or disposition of e-mail messages shall be related to the information contained or the purpose served. The content and any attachments associated with the message are considered records. 1.2.1 Staff shall retain all e-mail records for the period of time specified on an approved records retention schedule. 1.2.2 Staff may delete e-mail messages that do not meet the criteria of a public record pursuant to A.R.S. 41-1350, at any time, unless they become part of an official record. 1.3 For more information regarding management of electronic records see Department Order #102, Information Technology.
Return to top 1.1 Staff shall not knowingly discard or dispose of records or documents without redacting the information or destroying the records or documents pursuant to A.R.S 44-7601. This includes: 1.1.1 Records or documents that contain an individual’s "personal information", such as an individual’s first and last name or first initial and last name in combination with a corresponding complete: 1.1.1.1 Social security number. 1.1.1.2 Credit card, charge card or debit card number. 1.1.1.3 Retirement account number. 1.1.1.4 Savings, checking or securities entitlement account number. 1.1.1.5 Driver license number or non-operating identification license number. 1.1.2 Records or documents that contain restricted, confidential or sensitive material. 1.2 Staff shall prepare the Report/Certificate of Records Destruction (Attachment C) or the Single Request for Records Destruction or Transfer (Attachment D) and submit it to the ASLAPR, prior to destruction of records or documents.
Return to top 1.1 Employees and others are prohibited from removing required information from bulletin boards (except that employees may remove it for a few minutes for the purpose of reading and/or duplicating a document). 1.2 Supervisors at all levels, and assigned bulletin board coordinators, shall ensure that required information is: 1.2.1 Obtained or duplicated and then permanently posted on the premises of each work site, as required by statute, where it can be readily seen and read by employees, applicants for employment, visitors and others. 1.2.2 Posted in a timely manner and kept current. 1.3 The posting of other information shall be conducted as outlined in Department Order #111, Solicitation.
ACCOUNTABILITY LINE ADMINISTRATIVE RECORDS ADMINISTRATIVE RECORDS MANAGER COMPLETE CORRESPONDENCE FILE COURIER MAIL DIVISION ADMINISTRATIVE RECORDS LIAISONS ELECTRONIC RECORDS EXTERNAL MAIL INTERAGENCY MAIL INTERNAL MAIL LEGISLATIVE LEADERSHIP LOCAL OFFICIAL MAIL NATIONAL/STATE OFFICIAL MAIL PUBLIC INFORMATION RECORDS PUBLIC RECORDS UNIT ADMINISTRATIVE RECORDS LIAISONS Charles L. Ryan Director
Attachment A - Correspondence Style Guide Attachment B - List of Notices Attachment C - Report/Certificate of Records Destruction Attachment D - Single Request for Records Destruction or Transfer Attachment E – Records Retention and Disposition Schedule A.R.S. 39-121, Public Records. A.R.S. 41-1346, State and Local Public Records Management. A.R.S. 41-1347, Preservation of Public Records. A.R.S. 41-1348, Production and Reproduction of Records. A.R.S. 41-1350, Definition of Records. A.R.S. 41-1351, Determination of Value; Disposition. A.R.S. 41-4172, Anti-identification Procedures. A.R.S. 44-7601, Discarding and Disposing of Records Containing Personal Identifying Information. State Records Management Manual, Department of Library, Archives and Public Records (ASLAPR). Department Order 103 ARIZONA DEPARTMENT OF CORRECTIONS STYLE GUIDE (Director's Correspondence) DEPARTMENT GUIDELINES FOR CORRESPONDENCE AND MEMORANDUMS The Director expects that any staff member who prepares correspondence or instructions for his signature will use proper grammar. The current edition of the Gregg Reference Manual is the appropriate source for grammar and style. STYLE MARGINS - The default margin is 1 inch on all sides. You may adjust the bottom margin - no smaller than 0.5 inch. The right and left margins may be adjusted as well. When preparing correspondence, which you expect to print on letterhead, the top margin will be 2.6 inches. Subsequent pages will use a 1inch default margin. The appearance of the document should be the main consideration. Administrators, Division Directors, and Deputy Director may approve a specific format for a particular project or report. Such approvals will not include letters prepared for the Director's signature. Individual letters and memos that the Director signs, will always use the font and style outlined in this guide. REFERENCE LINE PAPER ACRONYMS BEGINNING A LETTER CLOSING ENCLOSURE/ATTACHMENT COMMON PROBLEMS # Addresses - It is important to address Arizona state government officials correctly. Following are examples. The Honorable Tim Bee, President Arizona State Senate 1700 West Washington Phoenix, Arizona 85007 Dear President Bee: Arizona House of Representatives 1700 West Washington Phoenix, Arizona 85007 Dear Representative Weiers: Where practical, letters and memorandums should not exceed one page. If necessary, font sizes may be adjusted using an 11 or 10 point font. Adjust the margins; not line spacing.
If a second page is necessary, use a pleasing page break. Never break and leave the closing alone. Splitting a sentence or paragraph usually is not appropriate. At least two sentences of a paragraph should remain on page one and two on the top of page two. AEnclosed herewith please find@
B concisely put B AEnclosed is.@ ANeedless to say.@ B Why say it?
ABe advised.@ B Stiff and somewhat rude!
TITLES STAFF WORK/BACKGROUND INFORMATION -
For certain items, for example a Director's Instruction, distribution is an issue and it may be best to leave the date blank until actual distribution.
Courtesy Copies (cc:) B Keep copies to a minimum. Usually, only those staff who have had a direct interest in the specific case will get a copy along with the inmate involved.
In most cases, when responding on behalf of the Governor, we will not send a copy directly to the Governor. Instead, the copy goes to the Governor's Office for Constituent Services. (See the examples.)
SAMPLE MEMORANDUM AND CORRESPONDENCE GENERAL Current Date[HRt) FONT: TIMES NEW ROMAN, 12 POINT [HRt]7Wordperfect symbol for hard return [HRt] [HRt] Mr. Dave Peterson[HRt) Top margin: 2.6 Manager[HRt) Bottom margin: 1" standard adjustable to 0.5" Westfield Research and Consultation[HRt) Left margin: 1" standard adjustable to 0.5" 3672 West McClintock Drive, Suite 1413[HRt) Right margin: 1" standard adjustable to 0.5" Dayton, OH 50585[HRt] [HRt] Dear Mr. Peterson:[HRt] [HRt] Thank you for your e-mail dated April 16, 2006 to Governor [name] regarding employment opportunities with youth in Arizona. Governor [name] office has forwarded your e-mail so that I may respond on his/her behalf.[HRt] [HRt] The Arizona Department of Corrections (ADC) employs personnel to work with adult offenders. Accordingly, I must refer you to the Arizona Department of Juvenile Corrections if you wish to pursue a career dealing entirely with juvenile offenders. I have enclosed job specifications for your review and information. You may contact [name], Arizona Department of Juvenile Corrections Recruitment Unit at [telephone number] for additional information, or you may access their website at www.state.az.us/juvenile. [HRt] [HRt] Sincerely,[HRt] [HRt] [HRt] [HRt] [Director’s name][HRt] Director[HRt] [HRt] DN/MM/lls[HRt]7 Accountability initials. The typist=s initials will be lower case. [HRt] Enclosures[HRt] [HRt] cc: Governor=s Office of Constituent Services, Agency Action Form #111173[Hrt]7 Governor=s project number [HRt] A4100H[HRt]7 Department project number using a smaller font [HRt] Web page L http://www.azcorrections.gov 7 centered Current Date[HRt) FONT: TIMES NEW ROMAN, 12 POINT [HRt] [HRt] [HRt] Top margin: 2.6 MaryAnn Davis[HRt) Bottom margin: 1" standard adjustable to 0.5" Post Office Box 1671[HRt) Left margin: 1" standard adjustable to 0.5" Chatsworth, California 91313-3726[HRt) Right margin: 1" standard adjustable to 0.5" [HRt] Re: Inmate Darwin Jones, ADC #2001235[HRt]7Reference Line, if appropriate [HRt] Dear Ms. Davis:[HRt] [HRt] Thank you for your faxed letter dated February 21, 2006, addressed to the Office of Governor [name] concerning inmate Darwin Jones. Your letter was forwarded so that I may respond on behalf of the Governor.[HRt] [HRt] At my request, [name], Bureau Administrator, Health Services Division, Arizona Department of Corrections (ADC), has reviewed inmate Jones= medical record. He has advised me that inmate Jones has had surgery and that recovery is expected.[HRt] [HRt] I appreciate the opportunity to respond to your concerns and wish to assure you that ADC remains committed to the provision of appropriate health care for the medical needs of inmates. Should you have any questions or concerns please contact [Heath Services Bureau Administrator’s name] at [address] or by phone at [telephone number].[HRt] [HRt] Sincerely,[HRt] [HRt] [HRt] [HRt] [Director’s Name][HRt] Director[HRt] [HRt] DN/CSS/raz[HRt] [HRt] Enclosures[HRt] [HRt] cc: Governor=s Office of Constituent Services, Agency Action Form #01-12796[Hrt] Inmate Darwin Jones, ADC #2001235 [HRt] A4100H[HRt]7 Department project number using a smaller font [HRt] Web page L http://www.azcorrections.gov 7 centered ARIZONA DEPARTMENT OF CORRECTIONS[HRt] [HRt] SUPPORT SERVICES DIVISION[HRt] [HRt] MEMORANDUM[HRt] [HRt] [HRt] [HRt] TO: [HRt] FROM: [HRt] DATE: November 20, 2006[HRt] [HRt] SUBJECT: [HRt] [HRt] This is a sample of what a memorandum should look like. All bureaus/units should use a memo format that is synchronized in appearance. Your font will be TIMES NEW ROMAN 12 POINT.[HRt] [HRt] The margins should be 1 inch on all sides. The bottom, left and right margins may be adjusted to no less than 0.5 inch. All of the italicized, large and bold words on the left are hard returns with the exact number you should see in your memorandum. Type the date, do not use the automatic feature.[HRt] [HRt] Be sure that when you are including copy recipients (cc:) to your memorandum you use the person=s name, title and work location.[HRt] [HRt] JEK/AMZ/s[HRt] [HRt] Attachment[HRt] [HRt] DISTRIBUTION[HRt]
[HRt] Susan Hanson, Administrator, Human Services[HRt] Joe Smith, Administrative Assistant, Offender Operations[HRt] Debbie Jones, Program and Projects Specialist I, Community Corrections[HRt] [HRt] cc: Janette Gonzales, Engineer, Goodwill Corporation[HRt] [HRt] A00500H [HRt]7 Department project number using a smaller font [HRt] Mr. Leo Jones[HRt] November 10, 2006[HRt] Page Two[HRt] [HRt] [HRt] [HRt] This is exactly how the second page of a letter should look, when a second page is needed. Your margins will be 1 inch from this point on.[HRt] [HRt] If you have a two page letter, the closing, accountability initials, enclosure, cc=s and project number go at the end of the second page.[HRt] [HRt] Sincerely,[HRt] [HRt] [HRt] [HRt] [Director’s name][HRt] Director[HRt] [HRt] DN/AMZ/s[HRt] April 23, 2006[HRt] FONT: TIMES NEW ROMAN, 12 POINT [HRt] [HRt] [HRt] Mr. Dave Peterson[Hrt) Top margin: 2.6 Manager[Hrt) Bottom margin: 1" standard adjustable to 0.5" Westfield Research and Consultation[Hrt) Left margin: 1" standard adjustable to 0.5" 3672 West McClintock Drive, Suite 1413[Hrt) Right margin: 1" standard adjustable to 0.5" Dayton, OH 50585[HRt] [HRt] Dear Mr. Peterson:[HRt] [HRt] Thank you for your letter dated April 16, 2006 regarding the delivery of Christmas packages. This issue has been investigated by my staff.[HRt] [HRt] When drafting a letter for the Director=s signature use buff letterhead. Use the buff for the Deputy Director and the Division Director’s as well. For all other letters use the white paper with copper decals.[HRt] [HRt] Since the information you provided was limited, the findings of my investigation are inconclusive. Therefore, no action will be taken at this time.[HRt] [HRt] Thank you for your interest or concern.[HRt] [HRt] Sincerely,[HRt] [HRt] [HRt] [HRt] Ann B. Sullivan [HRt] Operational Planning Division [HRt] [HRt] ABS/AMZ/s[HRt] [HRt] Enclosure [HRt] [HRt] cc: Amanda Spock, Engineer, Goodwill Corporation [Hrt] James Anderson, Program and Project Specialist, Policy Unit [Hrt] [HRt] DO00500A [HRt]7 Department project number using a smaller font [HRt] http://www.azcorrections.gov July 27, 2006 Mr. Adam Johnson 1831 Brandon Iron Road Willcox, Arizona 85643 Dear Mr. Johnson: Thank you for your recent letter regarding reconsideration of your disqualification from the Correctional Officer hiring process. After a review of this matter, I find that you have been appropriately disqualified from the Correctional Officer hiring process. In accordance with rules promulgated by the Arizona Peace Officer Standards and Training Board, your arrest in 1995 automatically renders you ineligible to hold a position as a Correctional Officer with the Arizona Department of Corrections. I appreciate the opportunity to respond to your concerns and wish you the best of luck in future endeavors. Sincerely, [Director’s name] Director DN/DL/rh D022800A [HRt]7 Department project number using a smaller font http://www.azcorrections.gov DIRECTOR'S APPOINTMENT LETTERS ± All uncovered position appointments must be approved by the Director ± Post-date letters by two or three days ± Include the candidate's resume (whether internal or external) ± Prepare and include a transmittal memorandum addressing the background of the candidate and why he or she has been chosen. Include a justification for salary recommendation ± Consider the length of time it may take to receive approval when deciding the effective date May 23, 2006[HRt] DIRECTOR'S APPOINTMENT TO [HRt] AN UNCOVERED POSITION [HRt] SAMPLE [HRt] [HRt] [Inside Address][HRt] [HRt] [Salutation]:[HRt] [HRt] Congratulations! Effective [DATE], you are appointed to the position of [TITLE OF POSITION] in the [of area, i.e., Human Services Bureau], position number[#], grade[#]. This is an uncovered position, and your annual salary will be [AMOUNT].[HRt] [HRt] In this position, you serve at the pleasure of the Director of the Arizona Department of Corrections. This position is not subject to Personnel Rules in accordance with Arizona Revised Statutes '41-771.[HRt] [HRt] Sincerely[HRt] [HRt] [HRt] [HRt] [Director’s name][HRt] Director[HRt] [HRt] DN/CV/s[HRt] [HRt] cc: Alan Jones, Administrator, Human Services Bureau[HRt] John Smith, Administrator, Personnel Services [HRt] Ellen Andrews, Administrator, Personnel Administrative Services STANDARD RESPONSE TO ARIZONA TAXPAYERS WHO ARE NOT RELATIVES OF INMATE Date Name Street Address RE: Inmate John Doe, ADC #98765432 Dear: Thank you for your recent letter concerning inmate [name] regarding [refer to circumstance]. As you can imagine, the Arizona Department of Corrections (ADC) receives an inordinate amount of mail regarding inmates and has only limited resources to respond to these inquiries. The ADC will determine if the issues contained in your correspondence have merit. If the issues do have merit, an investigation will be conducted and appropriate corrective action will be taken. However, unless additional information is required from you, this letter will be the final response regarding this matter. Sincerely, [Director’s name] Director DN/VAB/s EXAMPLE STANDARD RESPONSE TO LETTER FORWARDED FROM THE GOVERNOR'S OFFICE TO ARIZONA TAXPAYERS WHO ARE NOT RELATIVES OF AN INMATE Date Name Street Address RE: Inmate Jon Doe, ADC #98765432 Dear: Thank you for your recent letter to Governor [name] concerning inmate Doe regarding [refer to circumstance]. The Office of the Governor has forwarded your letter so that I may respond on his/her behalf. As you can imagine, the Arizona Department of Corrections (ADC) receives an inordinate amount of mail regarding inmates and has only limited resources to respond to these inquiries. The ADC will determine if the issues contained in your correspondence have merit. If the issues do have merit, an investigation will be conducted and appropriate corrective action will be taken. However, unless additional information is required from you, this letter will be the final response regarding this matter. Sincerely, [Director’s name] Director DN/VAB/s cc: Governor=s Office of Constituent Services, Agency Action Form #01-12796 EXAMPLE STANDARD RESPONSE TO ATTORNEY CONCERNING CLIENT'S COMPLAINTS Date Esq. , AZ 85000 RE: Inmate ADC # Dear: Thank you for your recent letter concerning complaints from your client, inmate [name]. I asked [name], Bureau Administrator, Health Services to research the [medical] concerns and he/she advised as follows. The Arizona Department of Corrections (ADC) has addressed inmate [name]'s [medical condition] needs in a timely and professional manner. I asked [name] Warden, ASPC- [location] to research inmate [name]'s complaint concerning [complaint]. Warden [name] provided the following information. If you require additional information, please contact [Health Services Bureau Administrator’s name] at [telephone] or Warden [name] at [telephone]. Sincerely, [Director’s name] Director DN/vab cc: [name], Bureau Administrator, Health Services [name],Warden, ASPC- I/M CO File EXAMPLE STANDARD RESPONSE TO FAMILY MEMBER CONCERNING COMPLAINTS REGARDING INMATE'S TREATMENT Date RE: Inmate Jane Doe, ADC #4445555 Dear: Thank you for your recent letter concerning complaints from your [relation] inmate [name]. I asked [name] Warden, ASPC- [location] to research inmate [name] complaint concerning [complaint]. Warden [name] provided the following information. If you require additional information, please contact Warden [name] at ASPC-[location, with mailing address] or telephone [--]. Sincerely, [Director’s name] Director DN/vab cc: [name], Warden, ASPC- I/M CO File EXAMPLE STANDARD RESPONSE TO LETTER REGARDING MOVING AN INMATE CLOSER TO PHOENIX/HOME Date Name Street Address RE: Inmate Jon Doe, ADC #98765432 Dear : Thank you for your recent letter in which you inquired about having your [relation] moved to [name prison] which is closer to your home. I empathize with your wish to have your [relation] placed closer to your home. However, because of the large number of inmates in our system, we do not have the resources to relocate inmates for the reason of family hardship, when inmates are already housed at the appropriate custody level. Therefore, we are unable to accommodate your request. You may contact [name], Inmate Family and Friends Liaison for the Arizona Department of Corrections, at [telephone number]. The coordinator will be happy to work with you in contacting community organizations that can assist with your transportation or other issues. Sincerely, [Director’s name] Director DN/VAB/s EXAMPLE STANDARD RESPONSE TO REPEAT AND ABUSIVE LETTER WRITERS Date Name Street Address RE: Inmate John Doe, ADC #98765432 Dear : Thank you for your recent letter concerning your [relation, inmate's name]. As you know, the Arizona Department of Corrections (ADC) has devoted considerable resources in the past to respond to your numerous letters regarding your [relation]'s well being. Regrettably, rather than satisfying your inquiries and requests, our responses to your correspondence seem only to stimulate further letters and complaints from you. Although I can sympathize with the difficulties and worries associated with having a [relation] in prison, I hope that you will understand in turn my responsibility to use the ADC's resources efficiently. Additionally, I have reviewed our response to your last letter, and I believe that it adequately addressed your questions and complaints. Your future letters to the Department will be read and given due consideration. However, please be informed that henceforth the Department will not reply to your correspondence unless your concerns are found to have merit. Of course, you and your [relation] can still avail yourselves of legal remedies in the court, if you believe that your claims have merit and you have not received appropriate ADC attention. Sincerely, [Director’s name] Director DN/VAB/s EXAMPLE Department Order 103 LIST OF NOTICES Title of Poster; Authority; How to obtain Americans with Disabilities Act (ADA) Notice. Federal Equal Employment Opportunity Commission, Phoenix Field Office at (602) 640-5000 or (800) 669-4000. A copy of the ADA Notice is attached to Department Order #108, Americans With Disabilities Act (ADA) Compliance.
Equal Employment Opportunity is the Law Notice to Employees of Rights Under FMLA Discrimination Prohibited poster Minimum Wage/Overtime/Child Labor/Equal Pay poster. Occupational Safety & Health Act poster Occupational Safety & Health Act Unemployment Insurance poster Workers' Compensation poster Polygraph Protection Act poster Hazardous Material Information All announcements of transfer and promotional opportunities Attachments C, D and E are not available in this format. See your Department Order Manual.
103.02 MAIL PREPARATION AND DISTRIBUTION
103.03 ORGANIZATIONAL UNIT ASSIGNMENT CORRESPONDENCE - Administrators at all levels may find it necessary to communicate with staff who are not in their chain of command.
103.04 CONTROLLING DOCUMENT ISSUANCE, DISTRIBUTION AND RETENTION
103.05 MANAGEMENT OF ADMINISTRATIVE RECORDS
103.06 MANAGEMENT OF ELECTRONIC RECORDS
103.07 DESTRUCTION OF RECORDS
103.08 REQUIREMENTS FOR POSTING INFORMATION - Several federal and state laws require that advisory information be posted on official bulletin boards. Attachment B provides a list of required notices.
The Honorable Jim Weiers