1. Paul Mundy www.mamud.com Filing documents So you can find them again

2. Paul Mundy www.mamud.com Topics to cover Archiving documents  Hardcopies  Softcopies Archiving correspondence  Hardcopies  Softcopies Computer file management and security

3. Paul Mundy www.mamud.com Archiving hardcopies What to archive?  Documents  Reports  Monitoring data  Etc.

4. Paul Mundy www.mamud.com Registering and archiving documents Secretary Archivist Staff responsible Boss 12 2 2 3 4 3

5. Paul Mundy www.mamud.com Registering documents Secretary registers document immediately it is received Secretary registers in special logbook for incoming documents Logbook  Handwritten hardcopy  (or better) Excel Make photocopies

6. Paul Mundy www.mamud.com To register in document logbook ItemExample Sequence number2007/0001 Date received28 May 2007 Ref. no. of cover letter 07/0015 OrganizationNespak TitleMonitoring report Jan-Mar 2007 No. of paper copies4 No. of softcopies4 (CD-ROM)

7. Paul Mundy www.mamud.com Example of Excel document logbook

8. Paul Mundy www.mamud.com Routing slip No. 2007/0001Date received 28 May 2007 AttachmentsSubject Nespak monitoring report To 1 Action 2 3 4 DeadlineSignature Date

9. Paul Mundy www.mamud.com Distributing documents Secretary Archivist Staff responsible Boss 2 2 2

10. Paul Mundy www.mamud.com Deciding on action Boss decides on action needed Boss fills in routing slip Boss forwards document to  Staff member responsible, or  Archivist

11. Paul Mundy www.mamud.com Routing slip No. 2007/0001Date received 28 May 2007 AttachmentsSubject Nespak monitoring report To 1 Mr Ahmad Action Check budget figures 2 Mr KamalDiscuss timing with me 3 Ms FatimaFile 4 Deadline Urgent! 3 June Signature Date 28 May 2007

12. Paul Mundy www.mamud.com Deciding on action Secretary Archivist Staff responsible Boss 2 3 3

13. Paul Mundy www.mamud.com Performing action Staff member  Performs action  Provides feedback to boss  Returns document to archivist

14. Paul Mundy www.mamud.com Performing action Secretary Archivist Staff responsible Boss 2 3 4

15. Paul Mundy www.mamud.com Archiving documents Archivist  Decides on classification  Registers document in catalogue  Writes number on document (so you know where it goes)  Files document in correct place Catalogue in Excel

16. Paul Mundy www.mamud.com Archiving documents Secretary Archivist Staff responsible Boss 2 4 3

17. Paul Mundy www.mamud.com Document archive catalogue Insert Excel spreadsheet here

18. Paul Mundy www.mamud.com Box files for document storage Store documents in boxes Boxes numbered and labelled

19. Paul Mundy www.mamud.com Document classification 1Internal PIU 2World Bank 3Steering committees CLO/PIUs 4Project management and implementation 5Progress reports and monitoring 6Training 7Component 1 8Component 2 9Component 3 10Component 4 11Component 5 12General & misc Journals & magazines Books

20. Paul Mundy www.mamud.com Document classification 1Internal PIU Invoices Staff inputs CVs … 2World Bank Project Assessment Document and Aides Memoires Requests for Proposals and Consultancy Terms of Reference Contracts and addenda with consultants World Bank mission reports

21. Paul Mundy www.mamud.com Document classification 7Component 1: Upper Watershed, Forestry and Rangeland Management Inception report Annual work plans Progress reports Mission reports Technical reports Data collections and maps Completed works (manuals, master plans…) Training – Human resource development

22. Paul Mundy www.mamud.com Borrowing documents Secretary Archivist Staff responsible Boss

23. Paul Mundy www.mamud.com Borrowing documents If you borrow a document, put it back! Archivist checks documents in and out