Paul Mundy Managing correspondence Handling incoming letters

Paul Mundy Registering and archiving letters Secretary Archivist Staff responsible Boss

Paul Mundy Registering letters Secretary registers letter immediately it is received in special logbook Logbook  Handwritten hardcopy  (or better) Excel Stamp DATE RECEIVED on letter Write SEQUENCE NO. on letter Make photocopies if necessary Fills in routing slip and staples it to letter

Paul Mundy To register in incoming mail logbook ItemExample Sequence number2007/0057 Date received10 Jun 2007 Date sent8 Jun 2007 FromNespak Ref no. of senderN07/1234/ab SubjectRequest for contract amendment Attachments-

Paul Mundy Example of Excel document logbook

Paul Mundy Routing slip No. 2007/0057Date received 10 Jun 2007 AttachmentsSubject Nespak contract amendment To 1 Action DeadlineSignature Date

Paul Mundy Distributing incoming correspondence Secretary Archivist Staff responsible Boss 2 2 2

Paul Mundy Deciding on action Boss decides on action needed Boss fills in routing slip Boss forwards letter to  Staff member responsible, or  Archivist

Paul Mundy Routing slip No. 2007/0057Date received 10 Jun 2007 AttachmentsSubject Nespak contract amendment To 1 Mr Ibrahim Action Check justification 2 Ms FatimaArrange meeting with Nespak 12 Jun if possible 3 4 Deadline Urgent! 10 Jun Signature Date 10 Jun 2007

Paul Mundy Deciding on action Secretary Archivist Staff responsible Boss 2 3 3

Paul Mundy Performing action Staff member  Performs action  Provides feedback to boss  Returns letter to archivist

Paul Mundy Performing action Secretary Archivist Staff responsible Boss 2 3 4

Paul Mundy Archiving letters Archivist  Decides on classification  Registers letter in catalogue  Writes classification on letter (so you know where it goes)  Files letter in correct place  If the letter covers two topics so has to be filed in two places… make a photocopy Catalogue in Excel

Paul Mundy Archiving letters Secretary Archivist Staff responsible Boss 2 4 3

Paul Mundy Correspondence archive catalogue

Paul Mundy Storing letters Punch holes in letters Store letters in lever arch files Put them in order received Most recent on top

Paul Mundy Storing letters One file per major topic for each year Example  Nespak 2007  Nespak 2008 Label spine so you know what’s in file Print out registration logbook and put in front of folder

Paul Mundy Classifications As far as possible, make hardcopy and electronic filing systems parallel Same names and file structures for  Windows subdirectories  Outlook folders  Hardcopy files Hardcopies Windows documents Outlook s

Paul Mundy Borrowing letters Secretary Archivist Staff responsible Boss

Paul Mundy Borrowing letters If you borrow a letter, put it back! Archivist checks letters in and out

Paul Mundy Letters that come via If the letter is an attachment to an , print it out and treat it as a paper letter Safer to print out all electronic correspondence But… If the boss is good at computers  Forward s to boss  Print out only important letters