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CHAPTER 3: MANAGING CURRENT RECORD - Coggle Diagram
CHAPTER 3:
MANAGING CURRENT RECORD
INTRODUCTION
Current record mgt include the mail and the file mgt.
the activities of mail mgt & file mgt are carried out in the registry of an agency
3.1 REGISTRY
Unit within an organization.
Basically, a registry ensures that there is a good flow of recorded info in organization
Its exact function may keep on changing with the times.
To ensure the action to be taken on a file is brought to the attention of the staff concerned.
3.1.1 FUNCTIONS OF REGISTRY
To house the entire series of record kept in a particular dept, and to have intellectual control over the record.
Dispatching and receiving all letters. It registers all letters received from eternal and external. Incoming letters are stamped "received" on particular date. Date of receipt and the name of the sender is entered into a register.
3.1.2 CENTRALIZED VS DECENTRALIZED REGISTRY
CENTRALIZED
The control come from one location to control the following component:
The records system
The records staff
The records equipment and supplies.
THE ADVANTAGE OF CENTRALIZED REGISTRY
Control over records creation with a file design (no duplication)
standard procedures on record mgt. 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.
DECENTRALIZED REGISTRY
There are various units or divisions within a dept. (normally a large dept.) that have their own small registry units.
Various registries 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.
RECEIPT OF INWARD CORRESPONDENCE
Procedures processing inward correspondence:
Opening or receipt by a designated officer
Stamping with the date of receipt
ADVANTAGES OF DECENTRALIZED REGISTRY
Easy access to info.
Faster retrieval & speedier decision making
Saving in cost labor and expensive equipment.
3.2 COMPONENT OF REGISTRY
Registry:
Mail room (Mail management)
File room (File management)
3.2.1 MAIL MANAGEMENT
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 (sent out) of outgoing mail.
MAIL MANAGEMENT OBJECTIVE
To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost
MAIL ROOM
A space or room in an agency allocated for mail mgt.
provides a vital service to the dept./agency
the flow of mail, documents, files and other paperwork in 3 channels must be maintained:
from the outside to office within the dept./agency
from office to office within the building or area being serviced
from office within the dept. or agency to outside individuals or organizations.
SPACE AND LAYOUT
Refers to the physical arrangement of all mail rooms and their facilities of furniture and equipment
Space required for storage and movement of mail within the mail room
space for the servicing and maintenance of the facilities .
BASIC CONSIDERATIONS FOR LAYOUT OF MAIL ROOM
Reduction in the distances required for the movement of mail and the motion of personnel processing it
the rate at which work flows through the unit
convenience for servicing and maintenance
Adequate security.
OPERATING THE MAIL ROOM
Planning
Organizing
Coordinating
Budgeting
DOCUMENT PROCESSING IN THE MAIL ROOM
Types of Document
Correspondence received (inward correspondence)
correspondence dispatched (outward correspondence)
These will include:
Mail that may be received or dispatched
Through the postal service
through private courier service
by hand
Other forms of communication, such as:
Telegrams and telex
Facsimile transmission (fax)
E-mail and internet
Dept. will have ti handle internally generated and circulated material, such as:
Reports
Directives
Forms
Memoranda & other internal minutes
committee minutes and papers
Correspondence, usually in sequential (chronological) order:
receiving & opening of inward correspondence
Sorting correspondence that requires special handling
Preparing the reply
Dispatching outward correspondence
RECIEPT OF INWARD CORRESPONDENCE
Procedures processing inward correspondence:
Opening or receipt by designated officer
stamping with the date of receipt
Attaching other enclosures to the covering correspondence
REGISTRATION OF INWARD CORESSPONDENCE
A register - is a document, usually a volume, in which regular entry of data is made
Such the register take the form of ledgers, either bound or in loose-leaf format.
CIRCULATION OF CORRESPONDENCE
New correspondence should be place directly on the appropriate file
Circulation may be done 'top-down' or 'bottom-up'
PREPARING OUTWARD CORRESPONDENCE
Gain approval at appropriate level, draft of outward correspondence
Computer operator or typist should use agency letterhead paper for the top copy of outward correspondence and should follow standard rules of style, layout and dating
A record of every internally generated documents should be sent for filing
SUBJECT CLASSIFICATION SYSTEMS
Two categories of subject files:
Administrative files/records of an internal housekeeping
Operational files/records created by a department or agency in carrying out its main functional role.
Characteristic of good classification systems:
Simple as possible and easy to operate
Permit additions by groups of related subject
effective
be installed with a view of economy
BENEFIT OF A GOOD SUBJECT FILE CLASSIFICATION
An aid to service
An aid to research
An aid to documentation
An aid to preservation
An aid to disposal
CODING SYSTEMS
File coding systems consist of numbers, letter or combination of numbers and letter used in designing and arranging subject heading for storage and retrieval of files/records.
coding systems must be placed on:
file cover labels
storage equipment labels
records
3.2.2 FILE MANAGEMENT
File room operations
the function of the file room are:
Filling the records (paper and files)
verifying the records to be find and maintaining and accuracy control
Issuing the records in the form of files
controlling the location of the issued files
THE FILE ROOM ASPECT
Should be kept with a clean, neat and orderly appearance
All flat surface should be kept clean and of material except while an operation is being performed.
The file cabinet or the modular shelf filling must be maintained with orderliness
FILING THE RECORDS
Records to be filed
Inward correspondence in all its forms
Internal minutes relating to the correspondence
copies of outward correspondence
FILE OPERATING POINTERS
File operations
Do each day's filling of the files and papers.
Do each day's KIV'S on the day prior to the due date
Do not overload the file cover
FILE CONTAINERS
Do not allow to much space for expansion in cabinets or shelves
Do not allow cabinet or shelves to become overcrowded
provides sufficient file guides
Label each row of cabinets and shelving
keep the transfer of dormant files up-to-date
CLOSING FILES
File should not be allowed to become thick or be kept in use for too long because:
They are difficult to handle
Their contents can be at risk of damage
the word 'Closed' should be written or stamped diagonally in bold letters across the front cover.
OPENING NEW FILE
A new file should be open when:
A new subject arises within the administrative process
Relevant documents need to be filled
An existing subject subdivides into new discrete subject
New subject need new files or subfile
RULES FOR NEW LIFE
Each file relate to a single subject or transaction
Each file should be documented
Each file should be classified and coded within the registry's classification scheme
Each file location must be recorded in the files control tools or documentation.