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CHAPTER 3: MANAGING CURRENT RECORD, -To house the entire series of records…
CHAPTER 3: MANAGING CURRENT RECORD
REGISTRY
-Unit within an organization.
-Ensures that there is a good flow of recorded into in organization.
-Its exact function may keep on changing with the times.
Functions of Registry
Components of Registry
MAIL ROOM
-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.
OBJECTIVE: To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.
-A space or room is an agency allocated for mail management.
-Provides a vital service to the department/ agency.
-The flow of mail, documents, files and other paperwork in 3 channels must be maintained:
-from the outside to offices within the department/ agency.
-from office to office within the building or area being serviced.
-from office within the department/ agency to outside individuals or organizations.
Document Processing in the Mail Room:
-Correspondence received (inward correspondence)
-Correspondence dispatched (outward correspondence)
FILE ROOM
The function of the file room are:
-Filling the records (paper and files)
-Verifying the records to be filed
-Issuing the records in the form files
-Controlling the location of the issued files
-Operating a "Keep In View" system
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File Format
File: A folder that keeps enclosure together in some order or another. Paper held together by a treasury tag.
The physical paper file has 3 components:
1.A cover protect the contents and tittle page.
The contents
3.Some method of securing the contents together (security tag)
Filling The Records
-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 to be filled:
Records not to be filled:
-Any forms of rough draft
-Copies of correspondence and internal documents
-Ephemera
Closing Files:
-Files should not be allowed to become thick or be kept in use for too long
Opening New Files
Should be open when:
-A new subject arises within the administrative process
-Relevant documents need to be filed
-An existing subject subdivides into new discrete subject
-New subject needs new files or subfile
CENTRALIZED
The control comes from one location (main registry) 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 registry
-There is intellectual control over the records created
-Control over records creation with a file design
-Standard procedures on record management will be in place
-Keeping of records can evolve into a specialized activity. (easy to justify staff training)
-Saving in terms of manpower and equipment
-Confidentially of information is more easily safeguarded
DECENTRALIZED
There are various units or divisions within a department that have their own small registry units.
Will have their own records systems, records staff, allocated space for the registries & records equipment & supplies.
The classification scheme, use, care, custody and final disposition varies in practice.
The advantages of Decentralized Registry
-Easy access to information
-Faster retrieval& speedier decision making
-Saving in cost labor and expensive equipment
SUBJECT CLASSIFICATION
-Is a collection of papers on a specific subject
-It is the act of determining the subject/s under which the records are to be
-It will identify the group, codify or standardized the files/ record into fields, group, types, categories, locations, organization or things
Subject Classification Systems:
-Administrative files
-Operational files
Records created by a department or agency in carrying out its main functional role
Records for an internal housekeeping
Types of Subject Classification Systems:
1.Alphabetical systems
2.Function and activity systems
3.Administration structure systems
Characteristic of Good Classification Systems:
-Simple as possible and easy to operate
-Permit additions and deletions
-Logically arranged by groups of related subject
-Effective
-Be installed with a view of economy
INWARD CORRESPONDENCE
OUTWARD CORRESPONDENCE
-Staff should register details of outward correspondence other internally generated document
-To house the entire series of records kept in a particular department.
-Dispatching and receiving all letters.
-Monitor the movement of records or file.
-A registry keep track with record life cycle.
-Have intellectual control over the record.
-To ensure the action to be taken on a file is brought to the attention of the staff concerned.
Procedures:
-Opening or receipt by a designated officer
-Stamping with the date of receipt
-Assigning a serial number
-identifying and appropriately managing security classified
-Attaching other enclosures