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MANAGING CURRENT RECORD - Coggle Diagram

- - - - The records system
      - The records staff
      - The allocated space for the registries
      - The records equipment & supplies
    - - There is intellectual control over the records created because of uniform policy direction, centralized mail operations, centralized messenger services, uniform classification scheme, uniform procedural practices, uniform file operations, uniform scheduling & disposal standards & practice
      - Control over records creation with a file design (no duplication)
      - Standard procedures on record management will be in place
      - Keeping of records can evolve into a specialized activity. It is easier to justify staff training for those in charge of a central registry
      - Saving in terms of manpower and equipment
  - - - Physically segregate the file according to the record life cycle
      - Prepare an updated list of files to be destroyed
  - - - Easy access to information
      - Faster retrieval & speedier decision making
      - Saving in cost labor & expensive equipment
  - - - Correspondence received (inward)
        
        A register - is a document, usually a volume, in which regular entry of data is made
        
        In-registers - Traditional systems of document registration involve the entry into an inward correspondence registry
      - Correspondence dispatched (outward)
        
        The registry staff should register details of outward correspondence other internally generated documents
      - Subject Classification
        
        Subject File Classification - Is a collection of papers on a specific subject or its specific sub-subjects collated & placed within a single file cover container
        
        Benefit of a good Subject File Classification - an aid to service, research, documentation, preservation, disposal, economy, personnel
        
        Subject Classification Systems -
        
        Administrative files/records of an internal housekeeping
        
        Operational files/records created by a department or agency in carrying out its main functional role
        
        Types of Subject Classification Systems -
        
        Alphabetical Systems
        
        Function & Activity Systems
        
        Administration Structure Systems
        
        Coding Systems - File coding systems consist of numbers, letters or combination of numbers & letters used in designing & arranging subject headings for storage & retrieval of files/records
        
        Codes placed on - Files cover labels, Storage equipment labels, Records
        
        Used with subject filing are : Alphabetic, Alphanumeric, Block-numeric, Decimal-numeric, Duplex-numeric
  - - - Filing the records (paper&files)
      - Verifying the records to be filed & maintaining an accuracy control
      - Issuing the records in the form of files
      - Controlling the location of the issued files
      - Finding the records on demand
      - Maintaining the record physically
    - - Should be kept with a clean, neat & orderly appearance
      - All flat surfaces should be kept clean & 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 of file cabinet rows, drawers or shelf bays
    - - A file is a folder that keeps enclosure together in some order or another. Papers are normally held together by a treasury tag
    - - Records to be filed - Inward correspondence in all its forms, Internal minutes relating to the correspondence, Copies of outward correspondence
      - Records not to be filed - Any forms of rough draft, Copies of correspondence & internal document, Ephemera (supplier's catalogue, press cutting)
      - Opening New Files - A new file should be open when
        
        A new subject arises within the administrative process
        
        Relevant documents need to be filed
        
        New subject needs new files or subfile
      - 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 & uniquely
        
        Each file should be classified & coded within the registry's classification scheme
        
        Files can be subdivided into :
        
        Parts of files : A part is onne 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 & precise providing adequate details about the file's actual & likely contents
        
        The files titles consist of a number of terms to describe the specific subjects of the file in its functional context
        
        The terms used are known as keyword
      - 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 & in classification oder
        
        Filed the paper in chronological order
        
        Numbered the paper to guarantee maintenance
        
        List the detail of paper in blue & red on the minute sheet
      - Closing Files - Files should not be allowed to become thick or be kept in use for too long, The closure of files should be formally documented to ensure no additional info is added or changes made
        
        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 word "CLOSED" should be written or stamped diagonally in bold letters across the front cover
    - - File Operations
        
        Do each day's filling of the files & papers
        
        Check the filed record against the contents of the files & file number to prevent misfilling
        
        Do not separate attachments from their covers letters/documents-file all this together under the date of the covering papers
        
        Do not overload the file cover
    - - 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 & drawers & the file shelves & bays
      - Label each row of cabinets & drawers, & the file shelves & bays