OBM247 CHAPTER 3

Easy access to information

Faster retrieval and speedier decision-making.

Saving in labor costs and expensive equipment.

Confidentiality of information is more easily safeguard.

the records system.

the records staff.

the allocated time for employees.

the records equipment and supplies.

Planning, organizing, coordinating and budgeting

Planning, coordinating, organizing and budgeting.

Planning, inspecting, organizing and coordinating.

Planning, organizing, inspecting and coordinating.

control records creation from duplication.

ensure information hogging will be de

provide rapid handling and accurate delivery of mail throughout the agency at minimal cost

create standard procedure on record management

internally generated documents.

outward correspondence.

inward correspondence.

government's internal mail system.

Storing entire series of records kept in a particular department.

Dispatching and receiving all letters.

Reducing the distance required for the movement of mails.

Monitoring the movement of records or files.

Budgeting

Planning

Leading

Coordinating

Registry.

Archive.

File room.

Space and layout.

opening or receipt by a designated officer in the presence of another officer.

filing inward and outward correspondence and other associated documents.

associating inward correspondence with the relevant file.

preparing the reply.

file room.

mail room.

in-registers.

registry.

alphabetic

accession log

alphanumeric

block-numeric

alphabetical systems.

coding systems.

function and activity systems.

administration structure systems.

Administrative files and operational files

Function files and simple files

Treasury files and activity files.

General files and specific files.

Subject classification

Cross reference

Index

Alphabetic

hard cover.

treasury tag.

contents.

file.

10 inches.

100 inches.

1 inch.

100 pages

Any forms of rough drafts that do not differ in content from the final versions.

Copies of correspondence and internal documents.

Copies of outward correspondence.

Ephemera.

Each file must related to a single subject or transaction

Each file should have a title that describes its content precisely, concisely and uniquely.

Each file location must be recorded in a requisition sheet.

Each file should be classified and coded within registry's classification scheme.

Easy access to information

Faster retrieval and speedier decision-making.

Saving in labor costs and expensive equipment.

Confidentiality of information is more easily safeguard.