Correspondence Log

The Correspondence Log maintains a record of correspondence that has been sent or received.

Quick View

All requests feature quick access to the Correspondence Log from the Request Information screen. Clicking the Correspondence Log icon beside the Request Number on the Request Information screen takes you directly to the Correspondence Log for that request:

FOIA request details including requester information and document review status.

After clicking the Correspondence Log icon, the Correspondence Log appears as shown below:

Search criteria and request details displayed in a software interface for restore requests.

NOTE: Correspondence cannot be edited from the quick access log. To edit correspondence, access the log via Correspondence > Send Correspondence.

Steps to View the Correspondence Log from the Search Screen

Open a Request for which you have received correspondence from the Requester.
Click Correspondence > Correspondence Log. The Correspondence Log screen displays as shown below.

The Correspondence Log displays the following details:

Field	Description
Subject	The Subject of the correspondence letter.
File Name	The File Name associated with the correspondence letter.
User	The User who received or sent the correspondence letter.
Status	Current Status of the correspondence letter.
Mode	The Mode in which the letter was sent or received.
Email	Email address of the Requester.
Dispatched Date	Date on which the letter was sent.
Action Date	Date and time when an action was performed on the letter.

The Correspondence Log also contains the following action buttons:

Action	Description
Download	Click to Download the correspondence letter. After clicking Download, you will be given the option to select any or all of the items in the list to download
Resend	Click to Resend the correspondence letter. This option is only available if the User previously sent the selected correspondence to the Requester.
Email Details	Click to view details of the correspondence letter.
Delete	Click to Delete the correspondence letter.
Change Dispatch Date	Click to change the dispatch date of the correspondence letter.
Edit Subject	Click to edit the subject of the correspondence letter.
Redact	Click to open the correspondence in Document Management, where the correspondence can be redacted as needed.
Save for Final Response	Click to save the correspondence letter to include with the Final Response to the Requester.
Undo Save for Final Response	Click to undo the Save for Final Response action, if clicked previously.

NOTE: In the Correspondence Log, letters display in the format in which they were sent, saved or printed.

Steps to View Correspondence

Select the correspondence you want to view, then click Download.
On the File Download screen, select one of the following two options:
a. Click Open to open and view the file from its current location, or
b. Click Save to save the file to your local drive. After saving, click Open to view the file.

Deleting Correspondence

Only the primary user(s) listed under the Admin group, or a user with the "Special Access" Permission can delete a Correspondence Log entry with a "Pending" or "Received" status. If the Request has a "Closed" status, you cannot delete the correspondence letter.

To delete the correspondence, select it, then click Delete.
After deleting correspondence, the system will change its status to "Deleted". The file will remain in the system, so that others can see what was deleted and why.
When you return to the Correspondence Log screen, the correspondence will be listed with a "Deleted" status. However, the correspondence can still be opened for auditing purposes.

Download Correspondence

From the Correspondence List, click Download to download any of the documents in the list. After clicking Download, you will be prompted to select the items to download from the list, as shown in the sample screen below:

Check the box next to all of the correspondence items you'd like to download (or click the top box, highlighted above, to select all items in the log), then click Download to download the selected items from the log.

Redact Correspondence

Your organization may have requirements that letters associated with requests be published along with the fulfillment. For these cases, you have the ability to add redactions to correspondence directly from the Correspondence Log. Simply select the correspondence you'd like to redact and click Redact. The correspondence will open under Document Management, where it can be redacted as needed.