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Administering Organization Administering Organization Filing Centres Filing Centres (Registries) (Registries)

Presented By:

Solomon Kaminda, MSc IT (Bristol – UK), BSc IS (Records Management)

Senior Consultant- Kenvision Techniks Ltd

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Introduction Introduction • A registry is an information system established to

care for, organize and quickly provides a good service by:• Promptly processing the days mail• Quickly retrieving requested files• Always knowing where its files are• Politely responding to all registry users• Always striving to do more for users

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Introduction Introduction It is the heartbeat or nerve centre of the organization

as it controls the incoming and outgoing mailTo provide a good service registry staff must be:◦Alert ◦ Interested◦ Efficient and especially ◦ Prompt◦ Polite ◦ Positive

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Forms of registry systemsForms of registry systems1. Centralized System• Organizations can either have centralized or

decentralized registry systems. • A combination of the two systems is also

found in large organizations. • Centralized registry system is whereby all

records of a given organization are received, processed, distributed and stored at a single point.

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Advantages of centralized registryAdvantages of centralized registryi. Requires less storage space for the organization as

a wholeii. Requires fewer staff to operateiii. Promotes uniformity in filing procedureiv. Provides effective supervision of recordsv. Develops specialization in staff in registry

operations vi. Reference of related records of different

department is convenient

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Disadvantages of centralized Disadvantages of centralized registryregistryi. Can be a security risk to an organization a single

calamity can destroy its records at an instance.ii. Not suitable when records are required urgently

through a telephone or files may not be immediately accessible when required especially in large organizations.

iii. Too many records may lead to problems of maintenance and organization. Location of the registry could be distant some departments.

iv. Unsuitable for storing confidential recordsv. Registry staff may possess little departmental

knowledge hence may not satisfy each departmental filing requirement.

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Decentralized registry systemDecentralized registry system• A decentralized registry system is whereby

records of an organization are received, processed, distributed and stored (maintained) by the various departments. • Each department or a group of related

departments manage their records.• A central coordinating unit must be put in place

for purposes of establishing control of the incoming records and distributing them to the relevant departments.

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Advantages of decentralized Advantages of decentralized registryregistryi. Speedier access for the user – files are kept in their

department

ii. Complex material is more manageable (department are

free to use the filing arrangement) best suitable to their

needs.

iii. Volume of records to manage is low

iv. Fewer units will access each station

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Disadvantages of Decentralized Disadvantages of Decentralized RegistryRegistry

• Not economical in use of space, equipment and personnel• Becomes difficult to develop specialized

personnel• Duplication of files is possible.• Wastage of time moving from one departmental

registry to another for reference purposes.

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Types of registries within theseTypes of registries within thesesystemssystems•Personnel•Secret•General •Accounts•Technical, etc.

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Personnel RegistryPersonnel Registry

• This is a registry that stores and controls

personnel files.

• The information contained in these files is

confidential in nature on individuals working in

that institution.

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Accounts RegistryAccounts Registry•A lot of records are generated particularly

records of accounting nature in all organizations. • In order to ease accounting services and

for quick action the organization may decide to set up an accounts registry.•Records kept and used will be accounts

records such as ledgers, payrolls, payment vouchers, bank statements among others.

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Secret RegistrySecret Registry• This is a registry maintained for the purposes of

keeping classified records that are of confidential nature. • Access is normally restricted as much as the

confidentiality can permit.

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General RegistryGeneral Registry• This registry is maintained for general records.Examples of General records:

1.2.3.4.5.

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Functions of A RegistryFunctions of A Registry• Receiving and registering all incoming mail.• Dispatching and registering outgoing mail.• Controlling file movement i.e knows the

whereabout of all files all the time.• Classifies and files records appropriately.• Weeding ephemeral records.• Preservation of valuable records.

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Functions of A RegistryFunctions of A Registrya) Preparation of records retention schedulesb) Provide adequate security to recordsc) Gives advisory services on issues pertaining

records keepingd) Supply and maintenance of records storage

equipmente) Storage of organizations records

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Registry responsibilities & Registry responsibilities & activities activities

• In order to operate successfully, the registry should ensure that incoming and outgoing correspondence receives attention without delay. The registry staff must ensure that:i. All official correspondence is assigned to an appropriate

fileii. That files are distributed to the appropriate action

officers without delayiii. That required information is produced on an appropriate

file as and when required.iv. That all files in use are recorded

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Registry responsibilities & Registry responsibilities & activities activities • They involve ensuring that:

i. All files not in current use are stored and maintained

in such a manner as to ensure their legibility and

preservation.

ii. Internal and external messengerial service is available

timeously

iii. Any unnecessary record is periodically disposed of in

accordance with prescribed procedures.

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Requirements in setting up a registry• Adequate staff: - in terms of quantity and quality• Space:– adequate for current and future

accumulations• Location:– central for convenience of all users

- secure• Equipment: – suitable for form of records

- durable - compact• Funds• Records • Total commitment from top management

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Features of An Ideal RegistryFeatures of An Ideal Registrya) Qualified and adequate staff b) Good filing systemc) No useless records retainedd) Have a records retention disposition schedulee) Good locationf) Adequate spaceg) Appropriate storage equipmenth) Updated retrieval and control tools

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Indicators of poor registryIndicators of poor registrymanagement management

The most obvious and visible indication of a degenerate and inefficient registry are:i. Heaping of files and documents on top of tables,

cabinets on the floor and even on the corridors. ii. Deployment in the registry of stall of low ability and

academic achievement:iii. Loss and misplacement of files which necessitates

wastage of staff time and efforts in unproductive searches for files and documents.

iv. Un-procedural and uncontrolled opening of files by the registry staff and action officers leading to proliferation and duplication of files.

v. High incidence of temporary files opened due to inability to locate the main files.

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Indicators of poor registryIndicators of poor registrymanagement management

i. Poor tracking system of files as a result of the failure to record outgoing and incoming files.

ii. Decayed, obsolete and rarely revised file classification schemes characterized by dilapidation and existence of files on obsolete functions and activities

iii. Existence of parallel ‘private’ registries maintained by action officers as a result of loss of confidence in the efficiency of the registry.

iv. Unwillingness of action officers to return files they frequently use to the registry for fear that the files may not be easily located when they need.

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Indicators of poor registryIndicators of poor registrymanagement management

i. Poorly titled filesii. Slowness in the provision of information and files by the

registry iii. Misfiling of lettersiv. Absence of security of files and documents, which leads

to their loss and leakage of information.v. Ephemeral records mixed with important recordsvi. Huge bulky files, which are not closed when they

mature for closing and vii. Lack of schedule of duties for registry personnel leading

to conflict, confusion and negligence in the performance of duties.

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Records PersonnelRecords Personnel

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Records PersonnelRecords Personnel

• The registry should not be the dumping ground for officers who have fallen out with the administration or those waiting to exit. • Inefficient staff will keep records inefficiently. • The attitude of management in many organizations is

indifferent towards records keeping. As a result of this, the least experienced and least trained personnel find themselves assigned to do records work.

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Records PersonnelRecords Personnel• Records officers, assigned to do records work

should be:i. trained in records work, ii. trained in records management and interested in

working with records iii. have legible handwriting and iv. better than average memory and clerical skills. v. accurate, fast, alert and neat in their work habits. vi. polite and prompt.

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Records PersonnelRecords Personnel

• The responsibility and authority of records

should be in the hands of designated officer

known as

• Records Manager/Records and Information systems,

Analyst, Records

• Management Director etc. This is a senior level

position.

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Duties of Records ManagersDuties of Records Managersi. Plans, develops and administers records management

policies.ii. Regular Records Surveysiii. Recommends organizations, filing systems and

proceduresiv. Recommends storage equipment v. Participates in training of personnel vi. Evaluates staff reports vii. Review the need for new filing equipment viii. Identify vital recordsix. Determine administrative retention periods of records.

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Registry SupervisorRegistry SupervisorThe Registry Supervisor

is directly responsible to the senior administration officer.

spends time in the daily supervision of the registry.

ensures there is adequate protection and preservation of records.

ensures that records are accessible only to authorized users.

ensures that worthless records are disposed of in accordance with the specified procedures.

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Registry ClerkRegistry ClerkReceives, files the mail, looks after the custody of

registry files, other records and items such as bulky reports, gazettes, stationery bring-up, diary etc.

Sorts, indexes, files and retrieves all type of records. The clerks main responsibility though is to ensure

proper record keeping and prompt retrieval of information, classifies materials and records.

Transfers records and disposes records in accordance to retention schedule and under supervision.

Avails any file, record or information for which she/he is responsible, immediately it is required.

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How does a registry clerk How does a registry clerk achieveachievehis/her aimhis/her aim• The clerk needs to:

i. Learn everything he/she can about his particular filing and record system

ii. Take pride in providing fast and effective service. iii. Develop methods to deal with every aspect of his/her

work iv. Be a skilled supervisorv. Be a well thought out filling system that is so

arranged as to make the understanding of it as easy as possible.

vi. Be a Senior staff who understands Registry aims and who will co-operate to help Registry Staff attain them.

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Internal messengerial serviceInternal messengerial service

• Internal messengerial service is the direct responsibility of the Registry. • Messengers are responsible for collection, sorting and

distributing of all internal correspondence, files, publications etc.• Where a department or ministry has more than one

messenger, it is advisable that they should be allocated duties to avoid backlogs. • In some departments messengers are assigned to sections.• Messengerial schedules should be allocated by the

Registry Supervisor.• Internal messengerial services ensures that all mail, files

and other documents awaiting distribution have been sorted in time.

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Internal messegerial serviceInternal messegerial service• Emphasis should be on the following: • Ensure that all files that are due for re-submitting on

that day (B.U’s) are ready for delivery in the first run.• Sort mail for pigeon holes or to be personally

distributed to individual offices.• Deliver to “IN” trays of A.O’s and collect from “OUT”

trays.• Return to registry on completion of rounds and re-sort

collected material.• Place all files in the Clerk’s tray for marking before

sending to the next requesting officer.

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External messegerial serviceExternal messegerial service

Collection of mail

• Messengers should collect postal mail at predetermined

intervals, at the time set by the registry in accordance

with post office sorting hours.

• In most cases, mail is collected at the post office at

stipulated times.

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Registry and Action Officers Registry and Action Officers cooperationcooperation

• This cooperation is imperative. For the registry to

perform at its best, the full cooperation of AO’s is

necessary.

• All file users must understand that they play a key

role in determining the standard of service they

will receive from the registry.

• Hence all must cooperate in observing basic

registry procedures.

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Registry and action officers Registry and action officers cooperationcooperation• The registry staff on the other hand must also be

fully aware of the practice, which they must follow in order to gain the confidence and cooperation of action officers. • The AO’s should have confidence in their

Registry staff. • The Registry Clerk should ensure that their

methods eliminate mistakes.

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Performance improvement Performance improvement

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Performance improvement Performance improvement • Action Officers must act on files assigned to

them within a period of two days.• In circumstances where an officer is unable to

take action within the stipulated period, the files should be returned to the registry with a Bring Up date for resubmission.• Registry supervisors must prepare and submit

monthly returns to the HODs on the following:• Total number of mail received• Number of files acted upon by Action Officers• Number of files with cases not acted upon during the

month• Mail pending filing in the registry.

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PerformancePerformance improvementimprovement Such returns enable the Accounting

Officers/HOD monitor and evaluate the performance of action officers and registry personnel.

HOD to support and enhance the role of the registries as the “nerve centre” of organizations through holding regular/monthly meetings and making frequent visits to registries to assess the working environment, working tools, staff performance.

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THE ENDTHE END

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