CHAPTER 5: DOCUMENT HANDLING
создатель nurul syamimi
1. is sent, often in daily or twice-daily batches
2. The number of copies required
3. Registration of Inward Correspondence
3.1. the serial number assigned to the correspondence
3.2. the date of the correspondence
3.3. the date of receipt
3.4. any security classification
3.5. the name and institution/organization of sender
3.6. any reference quoted by the sender
3.7. the subject of the correspondence
3.8. the number and nature of any enclosures
4. Circulation of Correspondence
4.1. Top-down system
4.1.1. designed senior officer in the division or branch responsible
4.1.2. function to which the subject of the correspondence relates
4.2. Bottom-up system
4.2.1. The correspondence is sent directly to the appropriate directly officer
4.2.2. minutes his/her proposals and drafts any reply
4.2.3. submits these for approval at the appropriate senior level
4.2.4. acts on receipt of that approval
5. Preparing Outward Correspondence and Other Internally Generated Documents
5.1. The name of the intended signatory
5.2. The organisation's and addressee's file references
5.3. Any security or privacy markings
5.4. The name and address of the intended recipient
5.5. Information provided to the keyboard operator should include
6. Document is a unit of recorded information
6.1. mail, in paper form, received or despatched
6.1.1. - through the post - through the organization's internal mail system - through private courier services - by hand
6.2. other forms of communication
6.2.1. - telegram and telexes - fax - electronic mail - networked electronic information
6.3. internally generated and circulated material
6.3.1. - reports - circulars and directives - forms - committee minutes and papers