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CHAPTER: 100 ARIZONA DEPARTMENT OF CORRECTIONS OR: AGENCY ADMINISTRATION/ MANAGEMENT DIR DEPARTMENT ORDER: 103 DEPARTMENT ORDER MANUAL SUPERSEDES: CORRESPONDENCE/RECORDS CONTROL DO 103 (03/10/09)

How to fill out do 103 - correspondencerecords

How to Fill Out DO 103 - Correspondence Records:

1. Begin by gathering all relevant information and documents related to the correspondence. This may include letters, emails, memos, or any other form of communication.
2. Organize the correspondence according to a logical system, such as by date, sender, or topic. This will make it easier to find and reference specific records in the future.
3. Create a template or form specifically for DO 103 - Correspondence Records. This will ensure consistency and uniformity in documenting the correspondence.
4. Start by entering the date of the correspondence. This is important for tracking the timeline of communication.
5. Record the sender of the correspondence. Include their name, title, department, and contact information if available.
6. Note down the method of communication used, whether it was an email, letter, phone call, or in-person meeting.
7. Describe the subject or purpose of the correspondence. Be as specific as possible to provide context for future reference.
8. If applicable, record any attachments or enclosures included with the correspondence.
9. Include any actions or next steps discussed in the correspondence. This will help keep track of follow-up tasks.
10. Finally, add any additional comments or notes that may be relevant for future reference.

Who Needs DO 103 - Correspondence Records:

1. Individuals or organizations that handle a significant amount of correspondence. This can include government agencies, businesses, educational institutions, or non-profit organizations.
2. Professionals working in positions that require maintaining a paper trail of communication, such as administrative assistants, executive officers, or legal personnel.
3. Any entity that values efficiency and organization in managing their communication processes. Having comprehensive correspondence records can help improve decision-making, track progress, and ensure accountability.

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