1. CENTRALIZED & DECENTRALIZED REGISTRY
1.1. CENTRALIZED >The control comes from one location to control the following components: -The records system -The records staff -The allocated space for the registries
1.2. DECENTRALIZED > There are various units or divisions within a deptartment that have their own small registry units.
2. CODING SYSTEMS
2.1. CODING SYSTEMS > File coding systems consist of numbers, letters or combination of numbers and letters used in designing and arranging subject headings for storage and retrieval of files/records. CODES MUST BE PLACED ON : - File cover labels - Storage equipment labels - Records CODING SYSTEM USED WITH SUBJECT FILLING ARE: - Alphabetic - Alphanumeric - Block-numeric - Decimal-numeric - Duplex-numeric
3. SUBJECT CLASSIFICATION
3.1. Is a collection of papers on a specific subject or its specific sub-subjects collated and placed within a single file cover container.
3.2. 2 CATOGERIES 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
3.3. CHARACTERISTICS OF GOOD CLASSIFICATION : - Simple as possible and easy to operate - Permit additions and deletions - Effective - Be installed with a view of economy
3.4. BENEFIT OF GOOD CLASSIFICATION : - An aid to service - An aid to research - An aid to disposal - An aid to economy
4. REGISTRY
4.1. - Unit within an organization - Responsible for managing the record - Functions may keep on changng with the items
4.2. FUNCTION > To have intellectual control over the records. > Dispatching and receiving all letter. > Monitor the movement of the records or file. > Keep track with record life cycle.
5. COMPONENTS OF REGISTRY
5.1. MAIL ROOM (MAIL MANAGEMENT) >The receiving, sorting, opening, routing, controlling, and distribution of the incoming mail
5.1.1. > A space or room in an agency allocated for mail management > Provides a vital service to the department/agency > The flow of mail, documents, files and other paperwork
5.2. FILE ROOM (FILE MANAGEMENT) > Provides a vital service to the deptartment/agency
5.2.1. FUNCTIONS > Filing the records (papers and files) > Issuing the records in the form of files > Controlling the location of the issued files > Operating a “Keep In View” (KIV) system > Finding the records on demand
5.2.2. FILING THE RECORDS > Opening New Files > Rules For New Files > Giving Files Titles > Fillings Process > Closing Process
5.2.3. FILE ROOM ASPECT > Should be kept with a clean, neat and orderly appearance > All flat surfaces should be kept clean and clear of material except while an operation is being performed. > The file cabinets or the modular shelf filing must be maintained with orderliness. Avoid crowded of file cabinet rows, drawers or shelf bays.