Electronic log of governor's office correspondence, 1999-2003

Encoded Archival Description - Identification

Unit Title: Electronic log of governor's office correspondence, 1999-2003



Creator: South Carolina. Governor (1999-2003 : Hodges).

Physical Description: 1,875.50 MB (3 CD-Rs)

Language: English

Encoded Archival Description

Biography or History: unspecified

Custodial History: unspecified

Acquisition Information: South Carolina. Governor (1999-2003 : Hodges).

Scope and Content: This series consists of four databases: two to track awards given by the governor, separated into one for all awards and another for Silver Crescent recipients; and two were used to log and track correspondence received and sent by the governor's office. The original databases were created and maintained in FileMaker Pro and were converted for reference use to Microsoft Access 97-2003 format (.mdb). They have been further converted to Access 2007-2010 format (.accdb). The table from each database was then exported into comma separated value (.csv), Open Document Spreadsheet (.ods), and eXtensible Markup Language (XML) formats. Due to the size of the table and Access 2007's limitations on the number of records that can be exported at time, the exported .csv and .ods files for the incoming/outgoing databases are divided into three parts.

Scope and Content: The incoming database was used to log correspondence received by Governor Hodge's office. Usually, each correspondent was assigned a specific number for each calender year, but may have multiple numbers. The first digit of the log number indicates the year the correspondence was received. Incoming correspondence was assigned to different offices or staff and can be found in the following record series: S557006, S557007, S557008, S557015, S557016, S557019, and S557024. Multiple correspondence of an individual from a single year may be found in different series, but still have the same log number. The major series (S557006, S557007, and S557024) of correspondence of Governor Hodges are roughly filed by the log number. However, correspondence on the same issue, but from different correspondents may be file together even though assigned widely different log numbers. The other series are arranged alphabetically and/or chronologically, but correspondence is marked with the log number. The database contains 137,574 records of incoming correspondence. The incoming correspondence log can be searched by name of the respondent on the governor's staff, by name of the correspondent, and by keyword search in the inquiry comment field. Respondents may include individuals or departments within the governor's office. The database was also used to log outgoing correspondence initiated by the governor's office, but does not track responses to incoming correspondence. Numbers were not assigned to outgoing correspondence. The bulk of this correspondence consists of routine congratulatory letters for special wedding anniversaries, high school graduations, special school or job awards and other citizen achievements the governor's office wished to recognize by letter. Outgoing correspondence covered by this database is found in series S557005 and S557008. The database contains 365,896 records of outgoing correspondence. Outgoing correspondence can be searched by name of the respondent on the governor's staff, by name of the correspondent, by keyword search of the inquiry comments field, or by date range.

Appraisal Information: unspecified

Accruals: no

Arrangement: The series is organized into separate databases for awards, incoming correspondence, and outgoing correspondence. For use purposes, two queryable databases were created: one for incoming correspondence, and one for outgoing and placed in a separate folder.

Conditions Governing Access: Correspondence referenced by these databases may contain medical information or personal identifying information such as Social Security Numbers and must be reviewed by staff before public use.

Conditions Governing Use: none

Physical Characteristics and Technical Requirements: none

Other Finding Aid: none

Location of Originals: South Carolina Department of Archives and History, 8301 Parklane Road, Columbia, SC 29223

Alternative Form Available: none

Related Material: See "Scope and Content "field.

Bibliography: none

Other Descriptive Data: Optical media in this series housed in Box 1 of Optical Media Storage, 273A01.

Processing Information: None

Encoded Archival Description - Header

Identifier: S557029

Title Proper of the Finding Aid: Electronic log of governor's office correspondence, 1999-2003

Creation Date: 2016

Descriptive Rules: DACS

Electronic log of governor's office correspondence...

Object Type: Collection

In Collection: Governor James H. Hodges

Electronic log of governor's office correspondence, 1999-2003
Electronic log of governor's office correspondence, 1999-2003