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CHAPTER 3: MANAGING CURRENT RECORD, image MAIL ROOM - Coggle Diagram
CHAPTER 3: MANAGING CURRENT RECORD
Registry
Unit within an organization
Basically responsible for managing the record of the particular organization
Its exact function may keep on changing with the times
Functions of Registry
To house the entire series of records kept in a particular department and to have intellectual control over the record.
Dispatching and receiving all letters. It registers all letters received from internal and external.
Monitor the movement of records or file.
To ensure the action to be taken on a file is brought to the attention of the staff concerned
A registry keep track with record life cycle:
-Physically segregate the file according to the record life cycle.
-Prepare an updated list of files to destroyed
Centralized Registry
The control comes from one location to control the following components
:
+The records system
+The records staff
+The allocated space for the registries
+The records equipment and supplies
The advantages of centralized
There is intellectual control over the records created because of uniform policy direction, centralized mail operations, centralized messenger services, uniform classification scheme, uniform file operations, uniform scheduling and disposal standards and practice
Control over records creation with a file design
Standard procedures on record management will be in place
-Saving in terms of manpower and equipment
Keeping of records can evolve into a specialized activity.
Decentralized Registry
There are various units or divisions within a dept. that have their own small registry units.
Various registries will have their own records systems, records staff, allocated space for the registries and records equipment and supplies.
The classification scheme, use, care, custody and final disposition varies in practice.
The advantages of Decentralized Registry
Easy access to info.
Faster retrieval & speedier decision making
Saving in cost labor and expensive equipment
Component of Registry
Mail Management
The receiving, sorting, opening, routing, controlling and distribution of the incoming mail.
The collecting, sorting and distributing of paperwork coming from within the building or area serviced by the mailroom
The collecting, preparing, sorting controlling and dispatching of outgoing mail
Mail Management Objective
To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.
Mail Room
A space or room in a agency allocated for mail management.
Provides a vital service to the agency.
The flow of mail, document, files and other paperwork in 3 channels must be maintained:
+from the outside to offices within the dept./agency
+from office to office within the building or area being serviced
+from office within the dept./agency to outside individuals or organizations
Space and Layout
Refers to the physical arrangement of all mail rooms and their facilities of furniture and equipment.
Basic consideration for layout of mail rooms:
Reduction in the distance required for the movement of mail and the motion of personal processing it.
The rate at which work flows through the unit
The use of all space as effectively as possible in both horizontal vertical directions
Adequate security
Operating The Mail Room
Planning
Conduct survey to determine volume of mail.
Organizing
Allocating of duties and responsibilities
Coordinating
Coordinating activities of more than one registry with the mail room services and operations
Budgeting
Budget forecast (postage, replacement need procurement of equipment)
Document Processing in the Mail Room
Types of Document
Correspondence received (inward correspondence)
Correspondence dispatched (outward correspondence)
Mail that may be received or dispatched
through the postal service
through the government’s internal mail system
through private courier service
by hand
Form of Communication
Telegrams and telex
Facsimile transmission (fax)
Email and internet
Department will have to have handle internally generated and circulated material, such as
Reposts
Directives
forms
Memoranda and other internal minutes
Committee minutes and papers
Correspondence, usually in sequential (chronological) order:
Receiving and opening of inward correspondence
Sorting correspondence that requires special handling
Registering inward correspondence
Associating the correspondence for information or reply
Preparing the reply
Dispatching outward correspondence
Filling inward (original) and outward (copy) correspondence
Registration of Inward Correspondence
A register – is a document, usually a volume, in which regular entry of data made
In-registers- traditional systems of document registration involve the entry into an inward correspondence registry
such as the register take the form of ledgers, either bound or in loose-leaf format
Initial information entered by hand into register:
The serial number of correspondence
Date of the correspondence
The date of receipt
Security classification
Name and agency of the sender
Reference quoted by the sender
Subject of the correspondence
Number and nature of any enclosures
Coding Systems
File coding systems consist of numbers, letters or combination and arranging subject headings for storage and retrieval of files/ records
Alphabetic
An alphabetic subject file system is arranged in straight alphabetic order by subject
Alphanumeric
A n alphanumeric coding systems consist of combination of letters and numbers
Block-Numeric
A block numeric coding systems consist of blocks of primary numbers that are allocated for each group of major function carried out by the organization.
Decimal-Numeric
The decimal-numeric coding system consist of the number of the first subdivision followed by one or more digits.
Duplex-Numeric
Usually is a combination of number and hyphens. Letter may use also.
Circulation of Correspondence
New correspondence should be place directly on the appropriate file
Circulation may be done ‘top-down’ or `bottom-up’
Preparing Outward Correspondence
Gain approval at appropriate level, draft of outward correspondence.
Computer operator or typist should use agency letterhead paper for the top copy of outward correspondence and should follow standard rules of style, layout and dating.
Have checked and sign, sent to registry together with inward correspondence, internal minutes draft and relevant files.
A record copy of every internally generated documents should be sent for filing
- Standing instruction:
Text sent for typing should be clearly written
Information provided should include, name and address of the intended recipient and any security or private making (e.g. Confidential)
The agency’s and addressee’s file references
The name of the intended signatory
The number of copies required
Register of Outward Correspondence
The registry staff should register details of outward correspondence other internally generated document.
The info recorded about the outward correspondent will include:
Date of correspondence
Date of dispatch
Any security classification
Name and institution or agency of the addressee
The main file reference
Reference of the other files on which copies have been placed
Subject of the correspondence, if required
Number and nature any enclosures
Subject File Classification
Is a collection of papers on a specific subject or its specific sub-subjects collated and placed within a single file cover container.
Classification records is the act of determining the subject under which the records are to be named, numbered, cross reference and filed.
Subject classification will identify group, codify or standardized the files/records into fields, group, types, categories, location, org. or things.
Subject Classification Systems
Two categories of subject files:
Administrative files/records of an internal housekeeping
Operational files/records in carrying out its main functional role
Characteristic of good classification systems:
Simple as possible and easy to operate
permit additions and deletions
Logically arranged by group of related subject
Effective
Be installed with a view of economy
Types of Subject Classification
There are three main systems used:
Alphabetical systems
Function and activity systems
Administration structure systems
File Management
File Room
Functions of the file room are
:
Filing the records (paper and files)
Verifying the records to be filed and maintaining an accuracy control
Issuing the records in the form of files
Controlling the location of the issued files
Operating a “Keep in View” KIV system
Maintaining the record physically
Finding the records on demand
The File Room Aspect
Should be kept with a clean, near and orderly appearance
All flat surfaces should be kept clean and clear of material except while an operation is being performed
The file cabinets or the modular shelf filing must be maintained with orderliness. Avoid crowded.
Charge-out and other control guides must be properly maintained
File Format
A file is a folder that keeps enclosure together in some order or another. Paper are normally held together by treasury tag.
The physical paper file has 3 components:
+A cover to protect the contents and to act as a title page.
+
The contents
+
Some method of securing the contents together.
+
The fie format must reflect the importance of 3 stage of record management:
_File creation
_File use and maintenance
_File disposition
Filing the Record
Records to be filed
Inward correspondence in all its forms
Internal minutes relating to the correspondence
Copies of outward correspondence
Internally generated administrative, financial, legal and operational documents or loose papers
Records not to be filed
Any forms of rough draft
-Copies of correspondence and internal documents
Ephemera, such as supplier’s catalogue. Press cutting, invitations to social events circulated for information only
Open New File
A new file should be open when:
A new subject arises within the administrative process.
Relevant document need to be filed
An existing subject subdivides into new discrete subject
New subject needs new files or subfiles
Rules for new file
Each file must relate to a single subject or transaction
Each file should have a title that describes its content precisely, concisely and uniquely
Each file should be classified and coded within the registry’s classification scheme
Each file should be documented
Each file location must be recorded in the files control tools or documentation
File can be subdivided into:
Parts of files
A part is one of a number of physical units into which a file has been subdivided chronologically as it has increased in size
Subfiles
A separate file dealing with a discrete aspect of the subject of a more general file
Continuation files
A new file opened when the old file on the subject has reached its cut- off date within the file cycle.
Giving Files Title
File title should be clear and precise providing adequate details about the file’s actual and likely contents
The files titles consist of a number of terms to describe the specific subjects of the file in its functional contest.
The terms used are known as key word
Closing Files
Files should not be allowed to become thick or be kept in use for too long because:
They are difficult to handle
Their contents can be at risk of damage
Liable to contain papers no longer required for the daily conduct of business
The words ‘CLOSED” should be written or stamped diagonally in bold letters across the front cover
Filing Process
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 and in classification order
Filed the paper in chronological order
Numbered the paper to guarantee maintenance
List the detail of paper in blue and red on the minute sheet
File Operations
Do each day’s filing of the files and papers
Check the filed record against the contents of the files
-Do not overload the file cover
Create new volumes for files immediately as required
The first step in training a new employee to be teach to sort document and correspondence
File Containers
Do not allow too much space for expansion in cabinets or shelves
Do not allow cabinet or shelves to become overcrowded
Provide sufficient file guides
Label the file cabinets and drawers
Label each row of cabinets and drawers
FILING ROOM
MAIL ROOM
MAIL ROOM