By:

Prof. Bholanath Dutta, Faculty- Department of MBA

Drastically bring down the time to search for a letter.

Take action on specific letter.

Right place for a letter.

Creating previous reference and future reference.

Tracking the correspondence.

Maintenance of file.

Better presentation.

Easy access to any body.

Limited access for the classified files.

Hand-on information.

Scientific approach.

Better functioning of the office.

These all leads to increased productivity of all individual.

CLASSIFICATION OF FILES:

Classified Files: Top Secret, Secret, Confidential, Restricted.

Unclassified Files: All general files accessible to anyone in the department. 

Classified and Unclassified files are to be kept in different Almirah. For classified files key should be with head of the department but for unclassified files office staff can retain the key. Duplicate key with Principal/Director.

 

MASTER INDEX:

File No along with File Name. One on the cupboard and other one to In-charge. 

TRACKING THE LETTER:

With another index other side of the file with Sl no. date and reference no of the letter. Same serial no should be on the right hand side top of the letter.

RESPONSIBILITY:

It has to be fixed on one person to see all the letters are going to respective files.

Mail-In/Out stamp.

Reference Stamp. 

Mail In / Out register.

Mail In / Out Folder. 

The mail In/Out Path

 

Unclassified file

Classified file

ImportanceHow to create the Number.

 

 

Importance to have standardized procedureThe procedureNote sheet.Inter- departmental notePreparing Minutes of Meeting