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OBM247 CHAPTER 3: MANAGEMENT OF RECORD, MAIL ROOM, ADVANTAGES, ADVANTAGES,…
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MAIL ROOM
FILE ROOM
File room aspect-Should be kept with a clean, neat and orderly appearance
File format- Folder that keeps enclosure together in some order or another. Papers are normally held together by a treasury tag
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Rules for new file: -Relate to a single subject or transaction -Should be documented -Recorded in the files control tools or documentation
Files can subvided :
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Cont. File Room
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Filing Process
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- Classification order and prevailer it
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- Received paper for filing
- Number the paper to guarantee maintenance
- List detail of paper in blue and red on the minute sheet
Giving Files Title
File title should be clear and precise providing adequate details about the file’s actual and likely contents.
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Coding System
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Coding system used with subject filing are:
-Alphabetic
-Alphanumeric
-Block-numeric
-Decimal-numeric
-Duplex-numeric
File coding 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.
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Mail Management: The collecting, sorting and
distributing of paperwork coming from within the building or area serviced by the mailroom
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Operating the Mail Room:
Planning- Conduct survey to determine volume of mail
Organizing- Allocating of duties and responsibilities
Coordinating-Coordinate activities of more than one registry with the mail room services and operations
Budgeting-Budget forecast
Document Processing in the Mail Room:
Correspondence received (inward)-telegram and telex Correspondence dispatched (outward)-by hand
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Preparing outward correspondence: Gain approval at appropriate level, draft of outward correspondence
Characteristic of good classification systems:
-Simple as possible and easy to operate
-Permit additions and deletions
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