1. COMPONENT OF REGISTRY
1.1. MAIL ROOM(MAIL MANAGEMENT)
1.1.1. The receiving,sorting,opening,routing, controlling and distribution on incoming mail
1.1.2. Mail management objectives
1.1.2.1. To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost
1.1.3. A mail room is a space in agency allocated for mail management
1.1.4. The mail room provides a vital service to the department. The flow of mail,documents, files and other paperwork in 3 channels must be maintained:
1.1.4.1. from outside of offices within the department
1.1.4.2. from office to office within the building or area being serviced
1.1.4.3. from offices within the department or agency to outside individuals or organizations.
1.1.5. Space and layout
1.1.5.1. Refers to the physical arrangement of all mail rooms and their facilities of furniture and equipment.
1.1.5.1.1. Space required for storage and movement of mail within the mail room.
1.1.5.1.2. Flow of incoming mail must be arranged
1.1.6. Basic considerations for layout of mail room
1.1.6.1. The rate at which work flows through the unit
1.1.6.2. Adequate security
1.1.6.3. The use of all space as effectively as possible in both horizontal and vertical directions.
1.1.7. Operating The Mail Room
1.1.7.1. Planning
1.1.7.1.1. Conduct survey to determine volume of mail
1.1.7.1.2. Where and when mail must be delivered
1.1.7.1.3. How much time allotted for complete pick up and delivery
1.1.7.1.4. Work flow pattern
1.1.7.1.5. Plan proper mail processing routine for efficient flow of mail through the unit
1.1.7.2. Organizing
1.1.7.2.1. Allocation of duties and responsibilities
1.1.7.2.2. Systematic use of resources such as staff, time and budget
1.1.7.3. Coordinating
1.1.7.3.1. Coordinate activities of more than one registry with the mail room services and operations
1.1.7.4. Budgeting
1.1.7.4.1. Budget forecast such as postage, replacement needs, the mail room services and operations.
1.2. FILE ROOM (FILE MANAGEMENT)
2. MAIL OPERATIONS
2.1. The components
2.1.1. deliver material to registry
2.1.2. process in incoming valuables in mails
3. DELIVERY OPERATIONS
3.1. sort incoming mails
3.2. maintain efficiency check system on sorted material to minimize improper delivery
4. INTRODUCTION
4.1. The active records management includes the mail and file management
5. REGISTRY
5.1. A unit within an organization
5.2. Responsible for managing the records of that particular organization
5.3. Function
5.3.1. Expected to house the entire series of records kept in a particular department
5.3.2. To have intellectual control over these
5.4. Centralized
5.4.1. The control comes from one location
5.4.2. Following components
5.4.2.1. the records system
5.4.2.2. the records staff
5.4.2.3. the allocated space for the registries
5.4.3. The advantages
5.4.3.1. Standard procedures on record management will be in place
5.5. Decentralized
5.5.1. Various units within a department(normally a large department)
5.5.2. The advantages
5.5.2.1. Easy access to information
5.5.2.2. Faster retrieval and speedier decision making
6. TYPES OF DOCUMENT
6.1. CORRESPONDENCE RECEIVED
6.2. CORRESPONDENCE DISPATCHED
6.3. Mail be received or dispatched
6.3.1. through the postal service
6.3.2. through the government's internal mail system
6.3.3. by hand