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CHAPTER 3 : MANAGING CURRENT RECORD - Coggle Diagram
CHAPTER 3 : MANAGING CURRENT RECORD
:card_file_box:
Current Record
Include the mail management and file management
Carried out in the registry of an agency
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Registry
Unit within an organization
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Functions of Registry
:paperclip: Monitor the flow of documents or files
:paperclip: Dispatching and receiving all letters
:paperclip: To ensure the action to be taken on a file
:paperclip: Keeps all the record in a particular department
:paperclip: Keep track with record life cycle
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Mail Room
(Mail Management)
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Mail Management
Incoming Mail
Within the building or area services
Outgoing Mail
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Objectives
To provide quick service
Accurate mail delivery throughout the agency at a low cost
:mailbox:
Mail Room
A space in an agency allocated for mail management
Provides the agency with a vital service
3 channels must be maintained:
(from outside to office within agency)
(from office to office within the building)
(from office within the agency to outside individuals or organizations)
:mailbox:
Space and Layout
for storage and movement of mail
for the servicing and maintenance of facilities
for flow of incoming mail
:mailbox:
Basic Consideration for Layout
Reduction in the distances
The use of all space as effectively
Adequate security
:mailbox:
Operating The Mail Room
Planning
Organizing
Coordinating
Budgeting
:mailbox:
2 Types of Documents Processing
Correspondence received
Correspondence dispatched
:mailbox:
Incoming / Outgoing Correspondence
Portal service
Government's internal mail system
Private courier service
By hand
:mailbox:
Other forms of communications
Telegram and telex
E-mail and internet
Facsimile transmission (fax)
:file_cabinet:
Centralized Registry VS Decentralized Registry
:one:
Centralized Registry
The command is given from a single location
:file_folder:
Control the following components
The record system
The record staff
The allocated space for the registries
The records equipment and supplies
:file_folder:
Advantages
Control over recordings in intellectual level
Control over record creation
Standard procedures on record management
:two:
Decentralized Registry
Various units or divisions within department
:open_file_folder:
Various registries will have their own
record systems, record staff, etc
:open_file_folder:
Advantages
Information available
Faster information retrieval and decision making
Labor and expensive equipment can be saved.
:linked_paperclips:
Components of Registry
:one:
Mail Room
(Mail Management)
:two:
File Room
(File Management)
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Receipt of Inward Correspondence
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Procedures
Opening or receipt by a designated officer
Stamping with the date of receipt
Assigning a sequential serial number
Identifying, managing and classifying security and confidential correspondence
Attaching other enclosures to the covering correspondence
:ballot_box_with_ballot:
Registration of Inward Correspondence
A document, usually a volume
In-registers
The form of ledgers, either bound or in loose-leaf format
:ballot_box_with_ballot:
Circulation of Correspondence
Place directly on the appropriate file
top-down or bottom-up
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Preparing Outward Correspondence
:outbox_tray:
Information provided
Recepient's name & address
Any security & private marking
Agency's and addressee's file references
Signatory name
Number of the copies required
:ballot_box_with_ballot:
Register of Outward Correspondence
Date of respondence
Date of dispatch
Any security classification
Name and institution or agency of the addressee
The main file references
Reference
Subject, if required
Number & nature of any enclosures
:globe_with_meridians:
Subject Classification Systems
:rolled_up_newspaper:
2 Categories of subject files
1) Administrative Files
2) Operational Files
:rolled_up_newspaper:
Characteristic of good classification systems
Simple
Permit addition & deletions
Logically arranged by group of related subject
Effective
Be installed with a view of economy
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Benefits
Aids to service, research, documentation, preservation, disposal, economy, personnel
:rolled_up_newspaper:
3 Main Systems
Alphabatical system
Function and activity system
Administration structure system
:keyboard:
Coding Systems
Alphabetic, Alphanumeric, Block-numeric, Decimal-numeric, Duplex-numeric
:old_key:
Alphabetic
Arranged in straight alphabetic order by subjects.
(ACC - Accounting)
:old_key:
Alphanumeric
Combination or letters and numbers
*HR Human Resources
HR-01 Recruitment*
:old_key:
Block-numeric
Block primary numbers that are allocated for each group of major function
ADMINISTRATING 100-199
:old_key:
Decimal-numeric
Consist of the number of the first subdivision followed by a decimal
*301 ANNUAL ALLOCATION
301.1 MANAGEMENT ALLOCATION*
:old_key:
Duplex-Numeric
Combination of numbers and hyphens
*2 PUBLIC RELATION DEPARTMENT
2-1 ADVERTISING*
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File Room
File Management
:newspaper:
Functions
Filing records
Verify the records to be filed
Maintaining an accuracy control
:check:
Record to be filed
Inward correspondence
Internal minutes
Copies of outward
Financial, Legal
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Aspects
Be kept with clean and orderly appearance
All flat surfaces
Avoid crowded
:newspaper:
3 Stages of Record Management
File creation
File use and maintenance
File disposition
:newspaper:
Closing files
Formally documented
A size of 1 inch
Word 'CLOSED' should be written or stamped diagonally
:green_cross:
Records not to be filed
Forms of rough draft
Copies correspondence
Internal documents
:newspaper:
Giving Files Title
Be clear
Consist of a number of terms
'Keyword'
:newspaper:
Parts of files
A file has been subdivided chronologically
:newspaper:
Sub files
A separate file dealing
:newspaper:
Continuation files
Old file has reached its cut-off date
:newspaper:
Rules of new File
Relate to a single subject
Title that describes its content
Documented
Classified and coded
Recorded in files control tools
:newspaper:
File operating pointers
Do each day's filing
Check the filed record
Do each day's KIV
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File containers
Provide sufficient file guides
Keep the transfer of dormant files up to date
Maintain a follow up