This series consists of three shared correspondence management systems used to track correspondence received and sent on behalf of Prime Minister Stephen J. Harper. These systems were databases shared and used by staff of the Office of the Prime Minister (PMO) and the Office of the Privy Council (PCO). The databases are the Web Correspondence and Issue Management System (WebCIMS), the Prime Minister's Invitations System, and the Prime Minister's Email System. These interconnected systems were created and managed to address the large volume of digital and paper correspondence triaged on behalf of the Prime Minister.
The records in the series include the three databases flattened as XML files, the XML schema files (XSD), and attachments that associate to each database. The attachments reflect a broad range of subjects and documentary forms, which include correspondence to and from the Prime Minister, briefing documentation, tracking sheets, invitations, and the content of email. The attachments consist of digitized copies of paper records and born-digital records.
The series consists of three sub-series to reflect these databases: WebCIMS, PM's Invitation System, and PM's Email System. These reflect the workflow, use, and management of these records across the two offices.
The PCO Mail Processing Unit (PCO-MPU) received most of the Prime Minister's correspondence. PCO-MPU would assign a tracking number to each correspondence, then scan or upload it with pertinent details into the Web Correspondence and Issue Management System (WebCIMS). WebCIMS was used by PCO and the Office of the Prime Minister (PMO) to track most incoming correspondence.
PCO routed and/or assigned correspondence to different areas in PCO and PMO based on the nature of the correspondence. This is evident from the acronyms that appear in the three databases. For instance, Office of the Clerk of the Privy Council (PCO-CLR) received the letters from VIPs (ex. executives, dignitaries, etc.) or those discussing highly sensitive issues. PCO Executive Correspondence unit (PCO-ECU) staff addressed general correspondence. PMO's Correspondence unit (PMO-PMC) was assigned correspondence that was personal and political (P&P) in nature or of special interest to the Prime Minister. PMO's Tours and Scheduling unit (TOUR) was assigned correspondence containing invitations or special events. Webcims was a shared system between the two offices. PMO staff had access to both sides of WebCIMS (PCO and PMO) however; some records were limited by security or access settings depending on the piece of correspondence.
Other PCO units may appear in the database as being the lead or "owners" of correspondence including, but not limited to Legal Services (LEG), Intergovernmental Affairs (IGA), Foreign Defence Policy (FDP), Machinery of Government (MOG), Public Service Renewal (PSR), and Security Intelligence (SI). PCO, including the Clerk's office, would sometimes provide advice on correspondence that touched on issues related to policy, governance, security, international relations, and Federal-Provincial-Territorial relations among other issues. They often appear in these systems as memoranda or briefs. PMO units such as Chief of Staff (COS) also appear in the systems. The systems and the assignment of tasks in these systems highlight the complicated nature and the large volume of correspondence handled by PCO and PMO.
Invitations were managed differently than general correspondence in Webcims. They were flagged through WebCIMS by PCO, but subsequently tracked and managed in the Invitations System by PMO. Similarly, the large volume of correspondence received via email or via web form on the PM website necessitated the administration of emails in the Email System. Emails or invitations deemed of high importance or interest appear in WebCIMS as well. The Email System and Invitations System often followed the WebCIMS classification system and assignment workflows.
![Office of the Prime Minister - [Shared correspondence management systems]](/images/folder-30.png){kind=small}