- Page 1: MANAGING PUBLIC SECTOR RECORDS Orga
- Page 5 and 6: MPSR Project Personnel Project Dire
- Page 7 and 8: Donors The International Records Ma
- Page 9 and 10: CONTENTS Introduction 1 Lesson 1: T
- Page 11 and 12: ORGANISING AND CONTROLLING CURRENT
- Page 13 and 14: Outcomes When you have completed th
- Page 15 and 16: ADDITIONAL RESOURCES This module as
- Page 17 and 18: THE CONCEPTS OF RECORDS ORGANISING
- Page 19 and 20: Records help to preserve a nation
- Page 21 and 22: linking it to the activity or trans
- Page 23 and 24: and must be preserved. Only by know
- Page 25 and 26: ORGANISING AND CONTROLLING CURRENT
- Page 27 and 28: Semi-current records: Records requi
- Page 29 and 30: The Concept of Record Keeping The t
- Page 31 and 32: • Governments need well-managed r
- Page 33 and 34: SUMMARY Lesson 1 has introduced the
- Page 35 and 36: 18. What are the records management
- Page 37 and 38: particular procedure but this was n
- Page 39 and 40: the record, the context in which it
- Page 41 and 42: Activity 6 What mechanisms are used
- Page 43 and 44: Business Systems Analysis Business
- Page 45 and 46: eplaced by file-based systems becau
- Page 47 and 48: Activity 9 Are records in your orga
- Page 49 and 50: Keyword lists control vocabulary an
- Page 51 and 52: ensure that, for example, a particu
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Some electronic information, for ex
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STUDY QUESTIONS 1. What is metadata
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ACTIVITIES: COMMENTS Activities 6-1
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NEEDS ANALYSIS Records are not crea
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of the module will examine those ar
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Activity 15 Where is your records m
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Staffing The quality of any records
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maintenance of standards, manuals a
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SUMMARY Lesson 3 has examined the p
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ACTIVITIES: COMMENTS Activities 13-
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coding scheme and retention and dis
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It may be advisable to abandon the
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equired at each of those points to
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Introducing a New or Improved Syste
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• stimulate interest in and raise
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The team will also analyse the inte
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As a general rule, it is preferable
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Clearing a backlog can greatly impr
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IDENTIFYING CONTROL POINTS To be ef
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• file plans to record the existe
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STUDY QUESTIONS 1. Describe three s
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ACTIVITIES: COMMENTS Activity 19 Th
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not always be clear when a policy i
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Small Organisation Large Organisati
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held in an arrangement that reflect
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• A file classification system sh
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Suitable for: single-series records
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On the other hand, a well-designed
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Administration M (Series) Product
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Suitable for: large, more complex s
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classification systems based on wel
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Alphabetical Systems Alphabetical c
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Like classification schemes, coding
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Alphabetical coding systems based o
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Training Awards for Ministry of Hea
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DOCUMENTING FILING SYSTEMS Whatever
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For administrative files, which may
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ARRANGING COMPUTER FILES In compute
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STUDY QUESTIONS 1. Explain the purp
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ACTIVITIES: COMMENTS Activities 25-
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The covers of paper files, also kno
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FILING PAPERS Papers should be file
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Documents that should be filed incl
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Each file should have a title that
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deals continues to generate papers.
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e the subjects of several files. Fi
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It may also be possible to adapt an
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AGRICULTURE Livestock (narrower ter
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1. Government of [name of Governmen
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ESTABLISHING CONTROL OVER NEW FILES
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The file diary enables the records
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SUMMARY Lesson 6 has been concerned
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21. Why should the closure of a fil
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TYPES OF DOCUMENTS Remember the def
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RECEIPT OF INWARD CORRESPONDENCE Al
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(1) Serial Number (2) Date of Lette
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Sheet No __________ (1) Serial Numb
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correspondence relates. He or she t
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there is a clear distinction betwee
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SENIOR OFFICERS’ CORRESPONDENCE S
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STUDY QUESTIONS 1. Name at least fi
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MAINTAINING AND USING FILES ORGANIS
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Vertical filing, usually in four-dr
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NUMBER OFFICE OF THE HEAD OF THE CI
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A records office should know the lo
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File Request Form (Please complete
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The person completing the form shou
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Date ________________ File Ref Numb
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A variety of copying processes are
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The decision to convert records in
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SUMMARY Lesson 8 has examined issue
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ACTIVITIES: COMMENTS Activities 40-
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Activity 44 Based on the work you h
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Priority 4: Determine the Points of
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professionals, to enable them to us
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ADDITIONAL RESOURCES There are many
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Winterman, Vivienne. ‘Records Man
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STUDY QUESTIONS • In your own wor