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Chapter 3: Management Current Records - Coggle Diagram
Chapter 3: Management Current Records
Registry
a unit within an organization
Functions of Registry
officially dispatching and receiving all letters
ensures the action to be taken on a file
monitors the movement of records/file
Centralized VS. Decentralized Registry
Centralized Registry
control comes from of one location
The advantages of a centralized registry
ensure that records will not be duplicated
standard procedures on record management will be in place
intellectual control over the records created
Decentralized Registry
various units or divisions within a department that have their own small registry unit
The advantages of a decentralized registry
faster retrieval and speedier decision making
savings in labor and expensive equipment
easy access to information
Component of a Registry
MAIL ROOM
Mail Management
Operations the mail room
Organizing
Coordinating
Budgeting
Planning
Mail operations
Basic considerations for layout of mail room
Delivery Operation
Space and layout
Document Processing In The Mail Room
Internally Generated Document
Forms
Memoranda
Directives
Committee Minutes
Reports
Drafts
Types of Document Processing In The Mail Room
Correspondence received - inward correspondence
Registration of inward correspondence
Circulation of correspondence
Receipt of inward correspondence
top-down
bottom-up
Correspondence dispatched - outward correspondence
Preparing outward correspondence
Register of outward correspondence
SUBJECT CLASSIFICATION OPERATIONS
Subject Files
Administrative Files
Operational Files
Benefits of a Good Subject File Classification
An aid to research
An aid to documentation
An aid to service
An aid to preservation
An aid to disposal
An aid to economy
An aid to personnel
Coding Systems
Alphabetic
Alphanumeric
Block-numeric
Decimal-numeric
Duplex-numeric
FILE ROOM
Minutes Sheet
date on a particular letter enclosed in file
date that a particular work
letters that are internally generated
used to transmit comments
Filling The Record-Loose Papers/Document
Opening New Files
relevant document need to be filed
an existing subject subdivides into new discrete sub
new subject arises
new subject need new files
Files can be subdivided into the followings:
Parts of files
Sub files
Continuation files
What is not to be filed?
internal correspondence
ephemera
any forms of rough drafts
copies of correspondence
Closing Files
What is to be filed?
internal minutes relating to the correspondence
copy of outward correspondence
inward correspondence in all forms
File Format
File use and maintenance
File disposition
File creation
File operating pointers
The functions of the file room
issuing the records
controlling the location of the issued files
filing the records
operating a KIV system