OBM247 CHAPTER 3

OBM247 CHAPTER 3

MANAGING CURRENT RECORDS

Registry

A registry is a unit within an organization responsible for managing the records ensures a good flow of record information activity in the organization

Function of Registry

House of entire series of record kept in a particular department which have professional to control over the record.

Officially disseminate and receiving all letters either from internal as well external.

Monitor the movement of records or files and ensure that all file movement is properly recorded.

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Function of Registry

 Registry ensures an action to be taken on a file is brought to the attention of the staff concerned.

Keeps track of all three phases of the record life cycle which able to carry out the following activities: 

i. Updated list of files to be destroyed.

ii. Physically separate files according to the values of records

Registry can be either centralized or decentralized.

Centralized vs. Decentralized Registry

Centralized Registry

means the control comes from one location to control record system, record staff, record equipment and supplies which allocate space for the registry.

· the records staff

· the allocated space for the registries

· the records equipment and supplies

Centralized vs. Decentralized Registry

Decentralized registry

These are various units or divisions within a department (normally a large department) that have their own small registry units.

This means that the various registries will have their own records systems, records staff, allocated space for the registries and records equipment and supplies.

Advantages of centralized registry

i. Uniform policy directions over the records creation

ii. Record will not be duplicated

iii. Standard procedures of records can be applied

iv. Less manpower required

v. Clearly understood responsibility of records management

vi. Confidential records can be kept safely

Advantages of decentralized registry

i. Easy access of information

ii. Faster retrieval an information and helping in decision making

iii. Less expensive equipment required

Components of a Registry

i. Mail management

ii. File Management

Mail management

Mail management means receives, sorting, routing, controlling and distributing of incoming mail or outgoing mail. 

Mail room is an example of mail management.

4 elements in operating the mail room

Planning

· Conduct survey to determine volume of mail.

· Where and when mail must be delivered.

· How much time allotted for complete pick up and delivery.

· Work flow pattern.

· Plan proper mail processing routine for efficient flow of mail.

Organizing

· Allocation of duties and responsibilities.

· Systematic use of resources (staff, time and budget).

4 elements in operating the mail room

Coordinating

Coordinate activities of more than one registry with the mail room services and operations.

Budgeting

Budget forecast (postage, replacement needs, procurement of equipment).

Mail management objective

To provide rapid handling and accurate delivery of mail through out the agency at a minimum cost

Mail Room

A mail room is a space or room in an agency allocated for mail management.

The mail room provides a vital service to the department/agency.

Mail Room

The flow of mail, documents, files and other paperwork in 3 channels must be maintained :

i. from outside of offices within the department/agency.

ii. form office to office within the building or area being serviced.

iii. from offices within the department or agency to outside individuals or organizations.

Mail Operations

· Sorting incoming mails

· Segregate and deliver direct delivery mail

· Processing incoming registered mail

· Prepare and dispatch outgoing

· ordinary

· registered

· others (special)

Delivery Operations

Sort incoming and internal material to distribution boxes

Maintain efficiency check system on sorted material to minimize improper delivery

Maintain route delivery schedule to and from registry items between delivery trip-assist in other areas as required

Document Processing In The Mail Room

Correspondence received

(inward correspondence)

Correspondence dispatched

(outward correspondence)

Document Processing In The Mail Room

Mail that may be received or dispatched:

· through the postal service

· through the government’s internal mail system

· through private courier service by hand

Document Processing In The Mail Room

Correspondence should be subjected to the following operations, usually in sequential order:

i. receiving and opening of inward correspondence.

ii. sorting correspondence that requires special handling

iii. registering inward correspondence.

iv. associating inward correspondence with the relevant file

Document Processing In The Mail Room

v. circulating the correspondence for information or reply.

vi. preparing the reply.

vii. dispatching outward correspondence.

viii. filing inward (original) and outward (copy) correspondence and other associated documents.

Internally generated documents

· reports

· directives

· forms

· memoranda

· committee minutes

· drafts

Circulation Of Correspondence

Top-down

Correspondence is send to a senior officer or director of the agencies whom decide what action to be taken.

Bottom-up

The correspondence is send directly to the action officer for approval.

Receipt Of Inward Correspondence

1. Opening or receipt by a designated officer in the presence of another officer.

2. Stamping with the date of receipt.

3. Assigning a serial number in a running sequence for the month (102/2/2000) or (2468/2000) as appropriate.

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Receipt Of Inward Correspondence

4. Identifying and appropriately managing security classified and other confidential correspondence.

5. Attaching other enclosures to the covering correspondence.

A register & In-registers

A register 

a document, usually a volume, in which regular entry of data is  made.

In-registers 

traditional systems of document registration involve the entry into inward correspondence registry, also called an in-register

Initial information is entered by hand into the register

1. The serial number assigned to the correspondence.

2. The date of the correspondence.

3. The date of receipt.

4. Security classification.

5. The name and agency of the sender.

6. Reference quoted by the sender.

7. The subject of the correspondence.

8. The number and nature of any enclosures.

Register Of Outward Correspondence

1. The date of the correspondence.

2. The date of dispatch.

3. Any security classification.

4. The name and institution or agency of the addressee.

5. The main file reference.

6. References of other files on which copies have been placed.

7. The subject of the correspondence, if required.

8. The number and nature of any enclosures. 

FILE MANAGEMENT

A file is a folder that keeps enclosure together in some order or another.

Papers are normally held together by a treasury tag. 

FILE MANAGEMENT

The physical paper file has 3 components:

A cover to protect the contents and to act as a title page.

The contents (inward correspondence, internally generated document and copies of outward correspondence)

Some method of securing the contents together (treasury tag). 

FILE MANAGEMENT

The file format must reflect the importance of the 3 stages of records management :

1. File creation

2. File use and maintenance

3. File disposition

Minutes Sheet

The minute sheet may also provide information on the person to whom a particular file has been redirected. 

The minute sheet is important from various points of view.

Filing The Records

Documents that should be filed include :

• inward correspondence in all its forms.

• internal minutes relating to the correspondence.

• copies of outward correspondence.

• internally generated administrative, financial, legal and operational documents or loose papers.

What Is Not To Be Filed?

Any forms of rough drafts that do not differ in content from the final versions that are to be filed.

Copies of correspondence and internal documents.

Ephemera, such as suppliers’ catalogs, press cutting, invitations to social events circulated for information only.

Opening New Files

A new file should be opened when

a new subject arises within the administrative process.

relevant documents need to be filed.

an existing subject subdivides into new discrete subjects.

new subject needs new files or sub-file.

Subdivision of files

Parts of files

Sub-files

Continuation files

Subdivision of files

Parts Of Files

A part is one of a number of physical units into which a file has been subdivided chronologically as it has increased in size.

Sub-file

A sub-file is a separate file dealing with a discrete aspect of the subject of a more general file.

Continuation File

A continuation file is a new file opened when the old file on the subject has reached its cut-off date within the file cycle.

Closing Files

Files 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.

• Liable/values to contain papers no longer required for the daily conduct of business.

END OF CHAPTER 3

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