1. REGISTRY
1.1. Introduction
1.1.1. Unit within an organization which responsible for managing the record of the particular organization.
1.2. Function of registry
1.2.1. To house the entire series of records kept in a particular department and to have intellectual control over the record.
1.2.2. Dispatching and receiving all letters, registers all letters received from internal and external. Date of receipt and the name of the sender is entered into a register.
1.2.3. Monitor the movement of records or file.
1.2.4. To ensure the action to be taken on a file is brought to the attention of the staff concerned.
1.2.5. A registry keep track with record life cycle: Physically isolate the file according to the record life cycle and prepare an updated list of files to be destroyed.
2. CENTRALIZE
2.1. Introduction
2.1.1. Control comes from one location. To control the records system, the records staff, the allocated space for the registries and the records equipment and supplies.
2.2. Advantages
2.2.1. There is intellectual control over the records created because of uniform policy direction, centralized mail operations, centralized messenger services, uniform classification scheme, uniform procedural practices, uniform file operations, uniform scheduling and disposal standards and practice.
2.2.2. Continue -Control over records creation with a file design (no duplication) -Standard procedures on record might will be in place -Keeping of records can evolve into a specialized activity. It is easier to justify staff training for those in charge of a central registry -Saving in terms of manpower and equipment
2.2.3. Confidentially of information more secured.
2.2.4. Information hogging will be difficult.
3. DECENTRALIZED
3.1. Introduction
3.1.1. Various units or divisions within a department that have their own small registry units.
3.1.2. Various registries have their own records systems, records staff, allocated space for the registries, records equipment and supplies.
3.1.3. The classification scheme, use, care, custody, and final disposition varies in practice.
3.2. Advantages
3.2.1. Easy access
3.2.2. Faster retrieval and speedier decision making.
3.2.3. Saving in cost labor and expensive equipment.
4. COMPONENT OF REGISTRY
4.1. FiILE ROOM
4.1.1. File room operations
4.1.1.1. Function
4.1.1.1.1. -Filing the records -Verifying the records to be filed and maintaining an accuracy control -Issuing the records in the form of files -Controlling the location of the issued files -Operating a “Keep In View” (KIV) system -Maintaining the record physically -Finding records on demand
4.1.1.2. File room aspect
4.1.1.2.1. -Should be clean, neat and orderly appearance -All flat surfaces should 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. -Charge out and other control guides must be properly maintained
4.1.1.3. FIle format
4.1.1.3.1. A file is a folder that keeps enclosure together in some order or another. Papers are normally held together by a treasury tag. The physical paper file has 3 components: -A cover to protect the contents and to act as a title page -The contents - Security tag The file format must reflect the importance of 3 stages of record management which is file creation, file use and maintenance and file disposition.
4.1.1.4. Filing the records
4.1.1.4.1. Records to be fill
4.1.1.4.2. Records not to be filled
4.1.1.5. Opening new files
4.1.1.5.1. Should be open when
4.1.1.5.2. Rules for new files
4.1.1.6. Files can be subdivided into:
4.1.1.6.1. 1) Parts of files 2) Subfiles 3) Continuation files
4.1.1.7. Giving files tittle
4.1.1.7.1. 1) File title should be clear and precise. 2) The files titles consist of a number of terms 3) The terms used are known as keyword
4.1.1.8. Filing process
4.1.1.8.1. Sorted by file number into 2 group
4.1.1.8.2. Paper be clean, pre drilled and in classification order
4.1.1.9. Closing files
4.1.1.9.1. Files should not become thick or be kept in use for too long because: 1) Will be difficult to handle 2) Their contents can be at risk of damage 3) Liable to contain papers no longer required
4.1.1.10. File Operating Pointers
4.1.1.10.1. 1) Do each day’s filing of the files and papers 2) Check the filed record against the contents of the files, and file number to prevent misfiling 3) Adhere to a strict chronological sequence do not staple together and file together incoming and outgoing correspondence 4) Do not separate attachments from their covers letter/documents file all this together under the date of the covering papers 5) Do each day’s KIV’s on the day prior to the due date 6) Do not overload the file cover 7) Create new volumes for files immediately as required 8)The first step in training a new employee to be teach to sort document and correspondence 9) Never allow an untrained file clerk to insert into the files unless supervised closely during the training period
4.1.1.11. File containers
4.1.1.11.1. 1) Don't allow too much space for expansion in cabinets or shelves 2) Don't allow cabinet or shelves become overcrowded 3) Provide sufficient file guides 4) Label the file cabinets and drawers, file shelves and bays 5) Keep the transfer of dormant files up to date 6) Maintain a follow up of outstanding charged out files
4.2. MAIL ROOM
4.2.1. Introduction
4.2.1.1. Receiving, sorting, opening, routing, controlling, and distribution of the incoming mail
4.2.1.1.1. The collecting, sorting and distributing of paperwork coming from within the building or area serviced by the mailroom
4.2.2. Objective
4.2.2.1. To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.
4.2.3. Mail room
4.2.3.1. Space or room in an agency allocated for mail management that provides a vital service to agency
4.2.3.1.1. Space and layout
4.2.4. Operating the mail room
4.2.4.1. Planning
4.2.4.1.1. Organizing
4.2.5. Document Processing in the Mail Room
4.2.5.1. 1) Correspondence received ( inward correspondence) 2) Correspondence dispatched ( outward correspondence)
4.2.5.1.1. Receipt of Inward Correspondence
4.2.5.1.2. Preparing Outward Correspondence
4.2.6. Subject Classification
4.2.6.1. introduction
4.2.6.1.1. Is a collection of papers on a specific subject. Classification records is the act of determining the subject , its will identify group, codify or standardized the files/records into fields and groups
4.2.6.2. Subject Classification Systems
4.2.6.2.1. 1) Administrative files or records of an internal housekeeping 2) Operational files or records created by a department or agency in carrying out its main functional role
4.2.6.3. Characteristic of good classification systems:
4.2.6.3.1. Simple and easy to operate
4.2.6.4. Benefit of A Good Subject File Classification
4.2.6.4.1. An aid to service An aid to research An aid to documentation An aid to preservation An aid to disposal An aid to economy An aid to personnel
4.2.6.5. Types of Subject Classification Systems
4.2.6.5.1. Alphabetical systems Function and activity systems Administration structure systems
4.2.6.6. Coding systems
4.2.6.6.1. Alphabetic
4.2.6.6.2. Alphanumeric
4.2.6.6.3. Block-Numeric
4.2.6.6.4. Decimal-Numeric
4.2.6.6.5. Duplex-Numeric