Presentation on theme: "Managing Current Records - Registry"— Presentation transcript:
1 Managing Current Records - Registry The activities mail management and file management are carried out in the registry of an agency.REGISTRYA registry is a unit within organization. Basically, it responsible for managing the records of that particular organization. Registry ensures that there is a good flow of recorded information in the organization.
2 Function of RegistryTo house the entire series of records in a particulardepartment and to have intellectual control over theserecordsOfficially dispatching and receiving all lettersMonitors the movement of records or filesEnsures that the action to be taken on a file is brought tothe attention of the staff concerned.
3 Function of RegistryKeep track of all the three (3) phases of records life cycle.Physically segregate the files according to the 3 phases ofrecords life cycle.Prepare an updated list of files to be destroyed.
4 Centralized RegistryMeans the control comes from one location. E.g Main registry.It control the following component:The records systemThe records staffThe allocated space for the registriesThe records equipment and supplies.
5 Advantages There is intellectual control over the records Uniform policy directionCentralized mail operationsCentralized messenger servicesUniform classification schemeUniform procedural practicesUniform file descriptionsUniform file operationsUniform scheduling and disposal standards andpractices.
6 Advantages Records creation is accordance with a file design – ensure no duplication records.Standard procedures on records management will be inplace.Records manager -easier to justify staff in training.Manpower and equipment savings.Confidentiality of information is more easily safeguardedInformation hogging will be difficult.
7 DECENTRALIZED REGISTRY Various units / divisions have their own small registry units.All the registries will have their own records systems, records staff, allocated space for the registries and records equipment and supplies.The classification scheme, use, care, custody and final disposition varies in practice.
8 AdvantagesEasy access to informationFaster retrievalSpeedier decision makingSavings in labor and equipment
10 MAIL ROOM MANAGEMENT Objective To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.Mail managementReceive, sort, open, route, control & distribute of incomingmail.Collect, sort, & distribute of paperworkCollect, prepare, sort, control & dispatch of outgoing mail.
11 MAIL ROOMA space/room in an agency allocated for mail management. It provides a vital to department/agency. The flow of mail, documents, files and etc in 3 channels:From outside of office within the department/agencyFrom office to office within the building /area being servicedFrom offices within the department /agency to outside individuals/organizations.
12 OPERATING THE MAIL ROOM PLANNINGConduct survey to determine volume of mailwhere and when mail must deliveredHow much time allocated for complete pick up anddeliveryWorkflow patternPlan proper main processing routine for efficientflow of mail through the unit.
13 ORGANIZINGAllocation of duties and responsibilitiesSystematic use of resources (staff, time, budget)COORDINATINGCoordinate activities of more than one registry withthe mail room services and operationsBUDGETINGBudget forecast (postage, replacement needs etc)
14 MAIL OPERATIONSIs series of tasks performed by mailroom personnel in moving an agency’s written communications.The components of mail operation are:Sort incoming mailsSegregate and deliver direct delivery mailDeliver material to registryprocess incoming mailProcess incoming valuable in mailsPrepare and dispatch outgoing mail
15 DELIVERY OPERATIONSort incoming materialsMaintain efficiency check system on sorted material tominimize improper deliveryMaintain route delivery schedules to and from officesObtain signatures for registered items
16 DOCUMENT PROCESSING IN THE MAIL ROOM Types of documentCorrespondence received (inward correspondence)Correspondence dispatched (outward correspondence)METHODS OF RECEIVING/DISPATCHINGPostal servicesGovernment’s internal mail systemPrivate courier servicesBy handEtc (Fax, telegram, )
17 DOCUMENT PROCESSING IN THE MAIL ROOM Department will have to handle internally generated documents and circulated material such as:-ReportsDirectivesFormsMemorandaCommittee minutesDrafts
18 Correspondence operations Receiving & opening of inward correspondenceSorting correspondence that requires special handlingRegistering inward correspondenceAssociating inward correspondence with the relevant fileCirculating the correspondence for information / replyPreparing the replyDispatching outward correspondenceFiling inward (original) & outward (copy) correspondence & other associated documents.
19 RECEIPT OF INWARD CORRESPONDENCE Open/receipt – by designated officerstamping with the date receiptAssign serial number 102/2007)Identify security and other confidential correspondenceAttaching other closures to the covering correspondence
20 REGISTER OF INWARD CORRESPONDENCE Serial numberDate of the correspondenceDate of receiptName/agency of the senderSubject of correspondenceNumber/nature of any enclosures
21 REGISTER OF INWARD CORRESPONDENCE Serial No.Date of correspondenceDate receiptName/Agency senderReference quoteSubjectNo. of enclosureSecurity classification01/200828/12/072/1/08Syarikat Percetakan PowerSPP: 2/3/1Quotations02Green02/200802/1/20084/1/08Syarikat Percetakan IndahSPI: 2/3/105
22 RegisterDocument, usually a volume, in which regular entry of data is made.In-registerDocument registration involve the entry into an inward correspondence registry.
23 RECEIPT FOR INWARD CORRESPONDENCE Opening or receipt by a designated officer in the presence of another officerStamping with the date of receiptAssigning a serial number in running sequence for the month (102/2/2003) or (2468/2003) as appropriateIdentifying & appropriately managing security classified & other confidential correspondenceAttaching other enclosures to the covering correspondence
24 RECEIPT FOR OUTWARD CORRESPONDENCE The registry staff should register details of outward correspondence, including:Date of correspondenceDate of dispatchAny security classificationName & institution of the addressMain file referenceReferences of other filesSubject of correspondenceNumber & nature of any enclosures
25 CIRCULATION OF CORRECPONDENCE New correspondence placed directly on the appropriate fileCirculation may be ‘top down’ correspondence is sent to designated senior officer/Director to decide what action should be taken. While, junior officer take action and draft any reply for approval and signatureBottom up- correspondence sent directly to the appropriate officer who minutes proposal and drafts any reply. Get approval from the senior level and acts on receipt of approval.
26 PREPARING OF OUTWARD CORRESPPONDENCE ApprovalDraft of outward correspondenceSent for typing (with instruction)Checked and signedSent to registry
27 REGISTER OF OUTWARD CORRESPONDENCE Date of the correspondenceDate of dispatchSecurity classificationName / agency of the addresseeMain file referencesReference of other files on which copies have been placedSubject of the correspondenceNumber and nature of the closures