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image MANAGING CURRENT REDORDS - Coggle Diagram

- - - - Intellectual control over the records created because:
        
        centralized messenger services
        
        Uniform policy direction
        
        centralized mail operations
      - Control over records creation with a file design (no duplication)
      - Standard procedures on record management will be in place
  - - - Easy access to information
      - Faster retrieval & speedier decision making
      - Saving in cost labor and expensive equipment
- - - - from office to office within the building /area being serviced.
      - from office within the department/agency to outside individuals or organizations.
      - from the outside to offices within the department/agency.
  - - - Opening or receipt by a designated officer
      - Stamping with the date of receipt
      - Assigning a serial number in a running sequence (eg: 102/2/2011)
  - - - Allocating of duties & responsibilities.
    - - Allocating of duties & responsibilities.
    - - Conduct survey to determine volume of mail.
    - - Allocating of duties & responsibilities.
  - - - In-register
        
        Traditional systems of document registration involve the entry into an inward correspondence registry
        
        Initial information entered by hand into the register:
        
        The serial number of correspondence
        
        Date of the correspondence
        
        The date of receipt
  - - - 1) Correspondence received (inward correspondence)
      - 2) Correspondence dispatched (outward correspondence)
    - - through the postal service
      - through the government’s internal mail system
      - through private courier service
      - by hand
    - - Telegrams and telex
      - Facsimile transmission (fax)
      - E-mail and internet
    - - Reports
      - Directives
      - Forms
    - - Sorting correspondence that requires special handling
      - Registering inward correspondence
      - Receiving & opening of inward correspondence
  - - - Text sent for typing should be clearly written
      - Information provided should include:
        
        Name & address of the intended recipient
        
        Any security or private marking. (e.g. Private, Confidential)
        
        The agency’s & addressee;s file references
  - - - Date of dispatch
      - Any security classification
      - Date of correspondence
  - - - Operational files/records created by a department or agency in carrying out its main functional role
      - Administrative files/records of an internal housekeeping
    - - Simple as possible and easy to operate
      - Permit additions and deletions
      - Effective
    - - An aid to research
      - An aid to documentation
      - An aid to service
    - - Alphabetical systems
      - Function and activity systems
      - Administration structure systems
    - - Consist of numbers, letters or combination of numbers and letters used in designing and arranging subject headings for storage and retrieval of files/records.
      - Codes must be placed on:
        
        File cover labels
        
        Records
        
        Storage equipment labels
      - Coding system used with subject filing are:
        
        Alphabetic
        
        Arranged in straight alphabetic order by subjects
        
        Alphanumeric
        
        Consist of combination of letters & numbers
        
        Decimal-numeric
        
        Consist of number of the first subdivision followed by a decimal
        
        Duplex-numeric
        
        Combination of numbers & hyphens (-)
        
        Block-numeric
        
        Consist of books of primary numbers that are allocated for each group of major function carried out by the organization
- - - - File use & maintenance
      - File disposition
      - File creation
  - - - Inward correspondence in all its forms
      - Internal minutes relating to the correspondence
      - Copies of outward correspondence
    - - Any forms of rough draft
      - Copies of correspondence & internal documents
      - Ephemera
    - - A new subject arises within the administrative process
        
        Relevant documents need to be filed
        
        New subject needs new files/subfile
    - - Each file must relate to a single subject/transaction
      - Files can be subdivided into:
        
        Subfiles
        
        Continuation files
        
        Parts of files
      - Each file should be classified & coded within the registry's classification scheme
      - Each file should be documented
      - Files can be subdivided into:
        
        Parts of files
        
        One of a number of pyhsical units into which a file has been subdivided chronologically as it has increased in size
        
        Subfiles
        
        A new file opened when the old file on the subject has reached its cut off date within the file cycle
        
        Continuation files
        
        A separate file dealing with a discrete aspect of the subject of a more general file
    - - Should be clear & precise providing adequate details about the file 's actual & likely content
      - Consist of a number of terms
      - The terms used are known as keyword
    - - Files should not be allowed to become thick/ be kept in use for too long because:
        
        Their contents can be at risk of damage
        
        Liable to contain papers no longer required for daily conduct of business
        
        They are diffcult to handle
    - - Sorted by file number into 2 group
      - Process received paper everyday for filing
      - Ensure the attachment remain with the covering
      - The paper will now be ready for sorting
      - Paper be clean, pre-drilled & in classification order
      - Filed the paper in chronological order
      - Numbered the paper to guarantee maintenance
      - List the detail of paper in blue & red on the minute sheet