2 management - School of International Business and ...

Wolfgang Cronenbroeck
– Enter the date
– Create a list of outgoing correspondence
– Ensure timely filing
Incoming correspondence should be treated in the following way:
– Number the correspondence
– Check the incoming date
– Confirm receipt by signing with initials
– Note the distribution
– Create a list of incoming correspondence
– Ensure timely filing
3.2.3 DOCUMENT DISTRIBUTION AND ACCESS RIGHTS
Distribution
A distribution list is established of all the people who are to receive incoming and/or outgoing
documents as copies for acknowledgment or processing.
Members of this distribution list are, as a rule, project members or members of a decision-making
committee, or a set number of people depending upon the type of document. The distribution list
is established by the project manager.
Confidentiality rules and access rights
Contents-related confidentiality agreements must be filed for confidential data and documents to
be processed and stored. These are binding for all project members and apply to data as well as
paper documents.
In addition, the project manager must develop a rights design, whereby access rights (read, write,
erase) are regulated for the various project participants.
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