paul mundy managing correspondence handling incoming letters
TRANSCRIPT
Paul Mundy www.mamud.com
Registering and archiving letters
Secretary
Archivist
Staff responsible
Boss
1 2
22
34
3
Paul Mundy www.mamud.com
Registering letters
Secretary registers letter immediately it is received in special logbook
Logbook Handwritten hardcopy (or better) Excel
Stamp DATE RECEIVED on letter Write SEQUENCE NO. on letter Make photocopies if necessary Fills in routing slip and staples it to
letter
Paul Mundy www.mamud.com
To register in incoming mail logbookItem Example
Sequence number 2007/0057
Date received 10 Jun 2007
Date sent 8 Jun 2007
From Nespak
Ref no. of sender N07/1234/ab
Subject Request for contract amendment
Attachments -
Paul Mundy www.mamud.com
Routing slip
No. 2007/0057 Date received 10 Jun 2007
Attachments Subject Nespak contract amendment
To
1
Action
2
3
4
Deadline Signature
Date
Paul Mundy www.mamud.com
Distributing incoming correspondence
Secretary
Archivist
Staff responsible
Boss
2
22
Paul Mundy www.mamud.com
Deciding on action
Boss decides on action needed Boss fills in routing slip Boss forwards letter to
Staff member responsible, or Archivist
Paul Mundy www.mamud.com
Routing slip
No. 2007/0057 Date received 10 Jun 2007
Attachments Subject Nespak contract amendment
To
1 Mr Ibrahim
Action
Check justification
2 Ms Fatima Arrange meeting with Nespak 12 Jun if possible
3
4
Deadline
Urgent! 10 Jun
Signature
Date 10 Jun 2007
Paul Mundy www.mamud.com
Performing action
Staff member Performs action Provides feedback to boss Returns letter to archivist
Paul Mundy www.mamud.com
Archiving letters
Archivist Decides on classification Registers letter in catalogue Writes classification on letter
(so you know where it goes) Files letter in correct place If the letter covers two topics so has to be filed in
two places… make a photocopy Catalogue in Excel
Paul Mundy www.mamud.com
Storing letters
Punch holes in letters
Store letters in lever arch files
Put them in order received
Most recent on top
Paul Mundy www.mamud.com
Storing letters
One file per major topic for each year
Example Nespak 2007 Nespak 2008
Label spine so you know what’s in file
Print out registration logbook and put in front of folder
Paul Mundy www.mamud.com
Classifications
As far as possible, make hardcopy and electronic filing systems parallel
Same names and file structures for Windows
subdirectories Outlook folders Hardcopy files
Hardcopies
Windows documents
Outlook emails
Paul Mundy www.mamud.com
Borrowing letters
If you borrow a letter, put it back! Archivist checks letters in and out