Unit one: Incoming mail management

This learning guide is developed to provide you the necessary information regarding the following content
coverage and topics:
 Checking and registering incoming mail
 Identifying titles and locations
 DISTRIBUTING urgent and confidential mail
 Sorting and dispatching mail
 Recording and reporting damaged items
This guide will also assist you to attain the learning outcomes stated in the cover page. Specifically, upon
completion of this learning guide, you will be able to:
 check and register incoming mail
 identify titles and locations
 distribute urgent and confidential mail
 sort and dispatch mail
 record and report damaged items

1.1 Checking and registering incoming mail

Introduction
Most of the mail received by a business/organization
on will relate to matters that are currently happening so it is important that the mail is processed promptly and distributed
to the correct people.
Incoming mail should always be processed by following your company’s policies and procedures. Before you process
incoming mail ensure that you are familiar with the procedures that apply in your business/organization.
In order to process and distribute incoming mail appropriately you need to be aware of the following points:
 Receiving mail
 Checking and register incoming mail
 Identifying and distribute urgent and confidential mail
 Sorting and delivering mail to the right person and location
 Record, report and deal with damaged, suspicious or missing item
Receiving mail

Mail can arrive in a variety of ways including:

 Mail delivered by Ethiopian post

 Mail delivered by courier
 Mail that is faxed
 Mail that is sent by email
 Mail that is hand delivered
Some of the mail your firm receives will be delivered in the morning by Ethiopian Post. On occasions documents will be
delivered using an Ethiopian Post special delivery service, such as Registered Post. Registered Post provides an added level
of security through a unique identification number for each item and the need for the recipient to sign for the mail item. Be
aware that some firms have a Post Office box. Post Office boxes are usually situated in a Post Office or in a shop that acts
as an agent for Ethiopian Post. If your firm has a Post Office box then mail, addressed with your firm’s Post Office box
number, will be delivered to the box. You may be required to pick up the mail from the box.

You can look at the Ethiopian Post Internet Site to find out about other delivery services that you may need to be aware of.
1.1.1 Checking incoming mail

As it is very easy to accidentally damage a letter or a document when you are opening an envelope it is best to take your
time and open each envelope with care.

Once you have opened an envelope ensure that you remove all the contents. Often an envelope will include a covering
letter and a number of attachments. You should check that all the attachments indicated in the covering letter have in fact
been included. See the 'Handling specific types of incoming mail' section below to understand what to do if items are
missing.
The followings are things that you should do if items are missing while handling mail:
 Keeping items together

Ensure items that arrive in the same envelope are kept together. You can usually attach items with a paper clip. For
example, a cheque that arrives with a letter must be paper clipped to the letter otherwise someone could receive the letter
and assume that the sender has forgotten to send the cheque.

 Date stamping

After the mail has been opened you should ensure that, where appropriate, each item is date stamped. Date stamping the
incoming mail helps identify when your legal firm received the mail. Original documents such as, birth certificates,
qualifications, contracts and agreements should not be date stamped. If a note of the date is required for original
documents, then a colored sticky note can be date stamped and stuck to the front of the document. For example, if a
contract has been sent to your

business then a colored sticky note with a date stamp would be used. If you are unsure as to whether an item should be date
stamped ask your supervisor. Each organization will have different procedures for date stamping incoming mail.

For example, some organizations expect all incoming mail, other than original documents, to be date stamped on the
reverse top left hand corner. Ensure that you are clear on the date stamping procedure at your workplace.

Checking mail may include:

 Enclosures

 Mail marked confidential, urgent or personal

 Mail sent express post or registered

 Mail that has been damaged

 Mail that looks suspicious

1.1.2 Registering incoming mail
Many businesses require all incoming mail to be entered in a register. Depending on the procedures at your workplace mail
may be registered before it is date stamped. Check the Office Policy and Procedures Manual or ask your supervisor about
the process in place at your workplace.
Mail can be registered either manually, in a mail book or diary, or electronically on a computer, again this will depend on
the process in place at your company. Keeping a register of all mail items received helps ensure that mail can be tracked.
Information in the mail register should include:
  Who sent the correspondence
 The date the correspondence was received
 The addressee or who the correspondence was sent to
 Contents of the correspondence
 Subject of the correspondence
 Date of reply
 Condition of the correspondence (for example, was it damaged or without a return address').
Incoming mail registration form

Date Description Recepiant Attachment Condition Action

12/03/2015 Letter from Federal W/ro Chaltu Tolsa Agreement Good Delivered
TVET
10/03/2015 Letter from customer(ch Ato Kedir Seid Cheque Envlope turn Bank
eque cheque and
enclosed) inure
Report
15/03/2015 HR Magazine W/rt Almaz Abebe None Good Circulate

Table 1.1 Incoming mail registration form1

Once the mail has been registered it should be sorted and distributed to the appropriate personnel. Note that you may be
required to sort the mail before it is registered, again this will depend on the procedures followed by your workplace.
1.3 distributing urgent and confidential mail
1.3.1 Identifying and distributing urgent and confidential mail
As with all other types of mail you should ensure that you follow the procedures in place at your workplace for mail that is
marked 'Urgent'. As a general rule, ensure that urgent mail is delivered to the appropriate person as soon as possible and is
dealt with before other types of mail. Unless you are specifically authorized to do so, never open mail that is marked
'Private and Confidential', 'Personal', 'Confidential' or similar. Your company will probably have a procedure in place for
dealing with this type of mail. Ensure that you are familiar with this procedure.
 Confidential mail ail marked confidential, personal or private should not be opened, unless you are
authorized to open it. If you open this mail by mistake, you should quickly re-seal the envelope with tape
and write on it' Opened by mistake and your initials. It is not possible to do this for faxes and emails. If an
email message is marked confidential and the addressees' name is written in the message subject line, you
can leave it unopened and forward it to the receiver or send a message to let them know the mail has
arrived.
 Urgent mail Some mail is marked urgent. If it is also marked confidential or personal, you should treat it
as confidential first and not open it. You can either deliver urgent mail immediately to the person it is
addressed to or you can make sure it goes to the top of the pile when you are prioritizing mail for that
person. Another form of urgent mail is Express Post. The sender pays extra postage for an item to be
priority processed for prompt delivery, usually the next working day. An organization may have specific
procedure s in place for sorting and distributing urgent mail.
1.3.2 Delivering Urgent and Confidential Mail
Mail should always be forwarded to the recipient within the organizations designated time lines so business is
conducted effectively. Speak to your supervisor if you ever have any problems with the time lines. Sometimes the
problems may be out of your control; for example, if the mail is delivered late. You can distribute mail in various
ways.
For example, you may place mail for people in a separate e folder and deliver it to them in tray. Some organizations
may have an area where employees collect mail and you may be responsible for depositing mail in the correct
pigeonholes.
Large organizations may have mail collection points for each department. Organizations with numerous offices in
various locations may have an internal mail system, with specified collection points and pick-up and drop-off times.
There may be a number of different internal distribution systems operating at the same time.
1.4 Sorting and dispatching mail

Once the incoming mail has been opened, date stamped and registered it needs to be sorted and then distributed to the
appropriate personnel.

1.4.1 Sorting incoming mail

The way in which incoming mail should be sorted will depend on the procedures in place at your workplace. Ensure that
you are aware of the procedures that are in place.

Depending on the size of your company and the processes in place you would normally sort the mail by business section or
by individual. Once the mail has been split in this manner you will be required to sort the mail based on its importance.
Urgent mail is usually at the top of the bundle, followed by mail that has been sent by courier. Below this mail should be
the private and confidential mail and finally any general correspondence.

Note that your company may have specific rules regarding the handling of cheques and invoices. Often this type of mail
will be directed to the accounts department or to a nominated person. Often more than one person needs to be present when
opening mail that contains cash orders or cheques.

Your supervisor will indicate how to process this type of mail. Once the incoming mail has been sorted it needs to be
distributed to the appropriate personnel.

Sorting mail may include:

 Adding a circulation slip
 Separating by order of importance for each individual
 Separating internal (organizational) mail and external mail
 Separating junk mail
 Separating urgent mail to be distributed first
 Sorting by departments
 Sorting by location
 Sorting by seniority of personnel
 Sorting invoices, cheques and accounts
1.4.2 Distributing incoming mail

Each company will have its own set of requirements with regards to the distribution of incoming mail. Often the mail will
need to be distributed by a specific time each morning. If you have been given the responsibility of distributing the mail,
ensure that you are aware of the requirements in place.

In order to efficiently distribute the mail, you will need to identify and understand the structure of your workplace and the
titles and roles that each person has. This is especially important when you receive a mail item that does not specifically
indicate for whom it is intended. When this happens, you will need to work out who the letter is for. This can be done by
asking your supervisor, calling the sender or reading the letter and then directing it to the appropriate person or business
section.

Often a company will have a tree-structure or an employee list that will help you identify each of the individuals and
sections in your company.
1.5 Recording and reporting damaged items
1.5.1 Dealing with damaged, suspicious and missing items correctly
On occasions you will need to deal with mail that has been damaged, mail that appears suspicious and lost mail items.
  Damaged mail
Damaged mail should be sorted, date stamped and registered following the same process used for other incoming mail. The
damage should be recorded in the register.
Once the damaged item has been processed it should be delivered to the person to whom it has been sent with an
explanation regarding the fact that it arrived in a damaged condition. The recipient can then decide what action, if any,
needs to be taken.
 Suspicious mail
Your company will have specific procedures in place for dealing with suspicious mail items. Ensure that you are aware of
the procedures to follow. Do not attempt to open a suspicious item. If you are suspicious about a particular item, then
discuss it with your supervisor immediately. If your supervisor is unavailable, then inform another senior member of staff.
 Missing items
Often an envelope will contain a covering letter and one or more enclosures. The covering letter should indicate what
enclosures, if any are meant to be included. Check that all the enclosures detailed in the covering letter are, in fact,
included.
If an item is missing you should register the letter and any enclosures that have been included and then inform the recipient
of the letter that certain enclosures are missing. The recipient can then decide what action needs to be taken.

Unit Two: - Urgent information management

This unit to provide you the necessary information regarding the following content coverage and topics:
 Evaluating and selecting best delivery options
 Preparing items for urgent delivery
 Collecting relevant and timely information
 Using basic clerical support technology
 Organizational requirements in handling information
This guide will also assist you to attain the learning outcomes stated in the cover page. Specifically, upon completion of this
learning guide, you will be able to:
 evaluate and select best delivery options
 prepare items for urgent delivery
 collect relevant and timely information
 use basic clerical support technology
 apply Organizational requirements in handling information

2.1 Evaluating and selecting best delivery options

If it is part of your role to arrange for the urgent delivery of a particular item or to ensure it is delivered on the same day,
you may need to determine the most appropriate way to do this. As always, consult your organization’s policies and
procedures for guidance and remember if you are still unsure, ask your manager or supervisor.
In evaluating and selecting the best delivery options consider the following:
Cost; for example, a service may guarantee fast delivery but the cost may exceed your budget.
Time constraints; for example, how urgent is the item and would a courier be quicker than hand delivery or Express Post?
Delivery location; for example, Express Post mail is only guaranteed within a capital city so normal mail may still be as
quick.
Nature of contents; for example, you need to check whether the item is bulky, fragile, confidential or a legal document as
these may require different services.
Quantity of delivery items; for example, bulk mail sent through Ethiopian Post may be easier and quicker than delivering
it yourself.
2.1.1 Select the quickest delivery method
There are a number of delivery services that can be used for urgent and same day deliveries as shown below;
 Express Post
Express Post is a service offered by Ethiopia Post that guarantee delivery to capital cities by the next business day.
However, you should be aware that it generally takes two days if the recipient’s address is beyond the metropolitan
area. Prepaid envelopes in a range of sizes are available for flat documents as well as parcels. This service is an
appropriate option for urgent deliveries.
 DX mail
Using the DX Mail service is an efficient way of sending and receiving mail. However, organizations have to be members
of DX Mail and pay an annual membership fee to receive and send mail in this w ay. If your organization is a member, find
out if any of your customers are fellow members because
using this service may be appropriate for sending urgent mail.
 Courier services
Items are usually sent by courier when they are urgent and when other mail services cannot deliver the item within
the necessary time frame. Couriers may also be used when items are fragile or confidential and need to be delivered
to a specific person.
Some courier services include:

 door-to-door service
 guaranteed one-hour service in your area for urgent documents
 same day service
 overnight express
 international service
2.2 Preparing items for urgent delivery
To prepare items for urgent delivery perform the following: -
 Print addresses and names as clearly as possible. Print in capital letters and check that all adder’s details are correct.
 Do not use post-office box numbers. Couriers and transport companies cannot deliver items to post- office boxes, as
there is no-one to sign for the item when it is delivered.
 Make sure all consignment notes, invoices and/or address labels are stuck securely to the document or parcel.
 Make sure the address is the same on the item, the invoice and the consignment note.
2.2.1 Recording the dispatched items

You must register or make a record of every document or parcel sent by a courier or transport company y (similar to
the ordinary outgoing mail). There may be a different mail register for urgent items sent with each separate carrier.

Always ask the appropriate person if you are unsure how to register these it ems. Careful registration allows you to
track the movements of documents and parcels easily and quick ly.

Ethiopia Post’s packaging hints brochure contains helpful information about packaging items to ensure re your
documents and parcels arrive on time and intact.

Occasionally, a document or parcel may go missing. Most carriers have a free tracing service (unless the item was
sent more than six months earlier). You need to contact the service and make a request for an item to be traced.
2.3 Collecting relevant and timely information
Relevant information may include the following:
 computer databases (library catalogue, customer records)
 computer files (letters, memos and other documents)
 correspondence (faxes, memos, letters, email)
 forms (insurance forms, membership forms
 invoices (from suppliers, to debtors)
 minutes of meetings
 personnel records (personal details, salary rates)
 sales records (monthly forecasts, targets achieved

Records management
Records management, also known as the records and information management, is the professional practice of managing
the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. This
includes creation, storing, retrieving and destroying or permanently preserving records.
An organization's records preserve its corporate memory. In determining how long to retain records, their capacity for re-
use is important. Many are simply kept as evidence of a transaction. Others document what happened and why.
Records are visually or mechanically or electronically readable materials regardless of their physical form that are
received or created in connection with the activities of individuals or organizations. Records can be either tangible
objects, such as paper documents like birth certificates, driver's licenses, and physical medical x-rays, or digital
information, such as electronic office documents, data in application databases, web site content, and electronic mail
(email). of business.

Not all documents are records. A record is a document consciously retained as evidence of an action. Records
management systems generally distinguish between records and non-records (convenience copies, rough drafts,
duplicates), which do not need formal management.

Many systems, especially for electronic records, require documents to be formally declared as a record so they can be
managed. Once declared, a record cannot be changed and can only be disposed of within the rules of the system.
Just as the records of the organization come in a variety of formats, the storage of records can vary throughout the
organization. File maintenance may be carried out by the owner, designee, a records repository, or clerk. Records may be
managed in a centralized location, such as a records center or repository, or the control of records may be
decentralized across various departments and locations within the entity. Records may be formally and discretely
identified by coding and housed in folders specifically designed for optimum protection and storage capacity, or they may
be casually identified and filed with no apparent indexing. Organizations that manage records casually find it difficult to
access and retrieve information when needed. The inefficiency of filing maintenance and storage systems can prove to be
costly in terms of wasted space and resources expended searching for records
Data that is (1) accurate and timely, (2) specific and organized for a purpose, (3) presented within a context that gives it
meaning and relevance, and (4) can lead to an increase in understanding and decrease in uncertainty. Information is
valuable because it can affect behavior, a decision, or an outcome. For example, if a manager is told his/her company's
net profit decreased in the past month, he/she may use this information as a reason to cut financial spending for the next
month.
A piece of information is considered valueless if, after receiving it, things remain unchanged. For a technical definition of
information
Collect information in a timely manner and ensure that it is relevant to organizational needs
Computer Databases
A word processor lets you create a document much like the drawing program, except mainly with words. Again, you can
print it out, paste the information into another document or save it.
A spreadsheet allows you to create a template that you can enter numbers in and other results can be computed. You may
occasionally go back and enter new data and new results calculated.
A computer database is, as the name implies, a collection of data stored within a computer. It is like an electronic file
cabinet full of documents. What makes computer databases useful is the ease with which the data can be entered, stored
and manipulated.
Computer Files
A computer file is a resource for storing information, which is available to a computer program and is usually based on
some kind of durable storage.
A file is "durable" in the sense that it remains available for other programs to use after the program that created it has
finished executing. Computer files can be considered as the modern counter part of paper documents which traditionally
are kept in office and library files, and this is the source of the term
Correspondences
Correspondence consists of memos, letters, and electronic mail. In engineering and science, correspondence is an effective
way to make requests, submit changes to a job, and deliver specific information. Unlike telephone conversations,
correspondence presents the audience with a legal contract that is dated and can support a claim in court. This section
presents formats for memos and letters. Because electronic mail usually has a built-in format, no format is assigned here
for it. In addition, this section provides helpful links for job letters and résumés.
2.4 Using basic clerical support/ technology
Technology encompasses a wide range of hardware, software and services that keep companies running and enhance
operations. Technology plays into every aspect of a business, from accounting to customer communications to product
design and development.
2.4.1 Filing Systems
computers and computer applications e.g. databases, spreadsheets, accounting packages, computer aided design (CAD)
and computer aided manufacturing (CAM), multi-media packages, bar-coding products and scanning information directly
to computer database personal schedules e.g. diary or software package Modems, Email, Internet/extranet/intranet
photocopiers for record keeping
In computing, a file system (or file system) is used to control how data is stored and retrieved.
Without a file system, information placed in a storage area would be one large body of data with no way to tell where one
piece of information stops and the next begins. By separating the data into individual pieces, and giving each piece a
name, the information is easily separated and identified.
Taking its name from the way paper-based information systems are named, each group of data is called a "file". The
structure and logic rules used to manage the groups of information and their names are called a "file system".
Business equipment/technology may include:
 Binder  (manual/computerized/electronic)
 answering machine  photocopier
 computer  printer
 fax machine  telephone

2.5 Organizational requirements in handling information

Keeping information secure
Most organizations have at least some files that are not appropriate for general circulation. These may include personnel
files, performance appraisal documents and sensitive material such as the business’s strategic plans. For example, files
containing personal information about employees should not be available to everyone. The only people who need to view
these files are managers, human resources staff and the employee the file is kept for.

All files, confidential or not, are the property of the organization. Employees must be careful not to release information to
the public, competitors or anyone else outside the workplace.

In some organizations, file security is extremely important. These include:

 organizations that keep sensitive information about their customers such as insurance companies, legal firms and
government departments
 organizations developing new products where information revealed to competitors may disadvantage the
organization
 Organizations that do politically sensitive work.
Files that are confidential, or have restricted access, are generally kept separate from the main filing system. Sometimes
they are tagged to indicate their security rating (for example, general, personal, restricted, confidential, secret and top
secret).

Electronic files are more difficult to store separately, especially with a networked computer system, so other measures are
used such as password protection.

Methods used to keep confidential or restricted files secure include:

 keeping hard-copy files locked
  requiring signed authorization from a manager for access to file
 using passwords to access restricted computer files
 storing confidential computer files on a CD or other storage device rather than on the hard drive (the CD can then
be stored in a locked cupboard)
 Using encryption, a method in which the computer file is coded and requires a decoding key to open
and translate the file.
If you require access to confidential or restricted files, you will need help to make sure you completely understand the
policies and procedures for accessing such files
It is particularly important that the movement of these files is accurately recorded to ensure they are not accidentally
released into the wrong hands or lost.

It is equally important to look after the organization’s files while you are using them.
When files are out of the filing system, they should be kept in a safe place and treated with care. Don’t leave documents
lying unprotected on your desk, especially overnight. Place them in a folder, a desk drawer or a file. Be careful not to
damage or remove material from a file.
If something must be removed from a file temporarily (for example, to photocopy it) it should be recorded by using a
marker, such as an out card, and returned to exactly the same place in the file
Organizational requirements in handling information may include:
 dispatching and collecting procedures
 legal and organizational policies, guidelines and requirements
 procedures for deciding which records should be captured and filed
 procedures for updating records
 security procedures

unit three process workplace nformaton

Using necessary technologies equipment
Technology has forever changed the way people conduct business, especially where the flow of information is
concerned. Some examples include: Internet access and web applications that allow companies to capture and share
globally based information quickly and efficiently; wireless technologies that allow executives to increase
communication and efficiency; and computer networking hardware that allows company based information to flow
freely and efficiently
Some of the technology are the following:
Answering machine
Answering machines are useful if the person you want to speak to is unavailable or if you are busy when someone calls
you. An answering service takes messages on behalf of the person you are trying to contact and passes your message on
to them. A message bank is a type of answering machine. Make sure you record times when you have tried to contact
someone and left a message for them. You will need to follow it up if they don’t return your message
Fax machine
A fax machine converts paper-based information into electronic information for transmission. It is useful for
transmitting and receiving information that requires people to check data, read a report or confirm information.
Staff are usually shown how to use the fax
machine during their induction session, as different organizations have different sorts of machines. Asking people
to send information by fax rather than by post can save valuable time.
1.3.1 Collecting and processing information
In a business environment it is usual to have a specific amount of time in which to locate files or records, either
for others in the organization or in order to complete a task yourself. You need to be able to process information
efficiently and effectively; having an understanding of the organization’s policy and procedures, the filing
systems, technology and equipment used, will assist you in meeting these timeframes while maintaining security
and confidentiality procedures.

Organizations usually have some of the following protocols in place for the processing of information:
 Authority - limiting the number of people who have authority to access sensitive, confidential or
personal information.
 Security/access - files are protected with passwords for security and employees are given a level of
security that enables them to access only the information which is relevant to their job.
 Naming standards - both paper and electronic files need to be well organized and labeled correctly and
consistently so they are identifiable and easily accessed by employees.
 Indexing is the process of deciding where the document is to be stored – the indexing unit
may be the keyword, customer number, business name, individual’s surname, geographic
location etc.
 Coding makes it clear where the document is to be stored – either by highlighting the
keyword or the name under which it is to be filed, or writing the file number or a subject or
code on the document.
 Version control - making sure any new or updated information is correctly identified as being the most
recent by making an incremental change to its associated letter or numerical code.
 Tracking processes - most organizations have filing practices in place which allow the movement of
files to be monitored at all times.
This could include:
a. File movement register; a book, binder or electronic file, recording the file name, number, date
borrowed, borrower, and date returned etc. Entering details into the register allows others to know
the whereabouts of the file and saves valuable time in tracking the file.
b. File movement marker; an „out card‟ which is placed in the hard copy filing system where the file
came from, or a note in an electronic system showing the borrower’s details and date borrowed.
c. Barcode borrowing system for files (similar to borrowing a library book) or passing slips‟ (similar
to circulation slips or envelopes) recording the movement of files.
d. Cross referencing – if a file could be located in more than one location it may be necessary
to cross reference, the file. A marker is inserted in the filing system in the alternate location, directing
you to the actual location of the file.
Requests for information should be dealt with in accordance with the instructions received. Circulation of some
materials may involve photocopying, collating (or bringing together) a variety of materials or pages of
information, binding these pages together or inserting into a folder, marking the information as ‘confidential’ or
‘urgent’ and dispatching the information or records (e.g. internal mail, post, email) within a certain timeframe.

3.1.2 Updating, modifying and dispatching information

Businesses rely on having accurate information available. The integrity or accuracy of information in the system
needs to be maintained at all times. Records will need to be:
  Updated e.g. adding a new customer to the database, changing the answering machine message
over a holiday period, altering the prices on a price list.
 Modified e.g. changing a customer’s phone number on the database, using the newsletter
template but changing the contents.
These changes should be done in a timely manner and in accordance with organizational requirements – updating
an address after the monthly statements are sent would be ineffective;
regularly updating the message on the answering machine makes a positive impact on callers.Unit :- Four
Information systems maintenance
4.1 Maintaining information and filing systems
Organizations establish filing systems to accommodate the type of records they need to keep. These
files need to be regularly updated and accurate to maintain the integrity of the files. A business might establish
a centralized filing system (all the records are kept in the one place) or a non- centralized system (departments
within organizations have control of their own records). These files may be paper based (in filing cabinets) or
electronically filed (on computer systems), may be in fixed filing areas (filing cabinets or compacts units) or in
a portable filing system (so they can be moved from one area to another easily).
Inactive or dead files should either be destroyed or relocated to a storage area.
Staff needs to know about the types of technology and equipment used in the organization and how it is used to
organize information. Most organizations will train staff in their own procedures for record keeping, filing
systems and security procedures.
Files, records and information are in daily use throughout the office. New files are being created and old files
removed from both the system and file index, and information is modified and updated within files.
Good filing practices for paper-based files include
 setting a regular time aside for filing
 removing paper clips or pins which might damage files
 mending any damage before filing
 attaching small documents to an A4 sheet before filing
 establishing new files rather than overfilling existing files
 avoiding the use of plastic covers
 returning files to the system as soon as possible
 Paying attention to Occupational Health and Safety issues, e.g. closing filing cabinet drawers
when not in use, using a trolley when heavy or bulky items need to be moved, using a ladder when
retrieving files from a high location, not storing files where they could overbalance or be tripped
over.
It is essential that computer operators understand the electronic file management procedures of the organization,
such as how files are named and how folders (directories) are used.
How workplace information is stored depends on the following:
 The amount of information to be stored - it is easier to store large amounts of information on a computer
database rather than a paper-based storage system. This also enables many people to easily access the
information, particularly if the organization is spread over a number of workplace
 The size of the workplace/organization - relates to both the physical size and the number of employees.
A large workplace area has the potential for an adequate area being available for filing cabinets or compacts units
to store paper-based information, whereas a small workplace area would tend to store more information
electronically or digitally.
If the organization has a large number of employees, the method of storing information would depend on how
many people need access to the information and where these people were located in the workplace.
 How work is conducted - some business organizations are more electronically up-to-date than others
and have embraced the digital age, ensuring that more information would be stored electronically rather
 than paper-based. If more employees operate outside of the office, electronic storage of information and
digital communication would be preferred.
 The amount of storage space available - if storage space is limited, less paper files can be stored.
Inactive or dead files would need to be identified and disposed of in a shorter period of time so storage
space is used most effectively.
 How often records need to be accessed - those records used frequently would need to be easily
accessed, so would tend to be either centrally filed if paper-based if the workplace area is relatively small
or non-centrally to give access to the relevant department; or digitally filed to enable all employees
access whenever necessary.
 Security required - confidential or sensitive paper-based information would need to be filed in a secure
area, either in locked filing cabinets or a locked room that few people can access. Keys for both would
be given only to those who have authority to access the information. Electronic files would require
passwords to restrict access and regular backing- up of the information would be required in case of
power failure or computer viruses.
 Cost of storage equipment - computer equipment is expensive and has to be updated and maintained
regularly whereas filing cabinets last a long time and tend to be a one-off expense.
 Protection from environmental effects - all files must be protected from damage due to fire, flood etc.
 Classification of information
The most common types of classification for records and information are alphabetic, numeric, alpha-numeric,
geographic, subject, keyword and chronological.
Alphabetical
The most commonly used method of filing, the alphabetical system places files in alphabetical order according to
the customer or business name, e.g. the telephone book. There are a number of rules to remember when using the
alphabetic system.
 Disregard „joining‟ words and titles such as “and”, “the”, “&”, “Mr”, “Sir”, “Dr”, “Miss” etc
 Hyphenated or compound names are treated as one word.
E.g. Jones-Smith and van der Lynden are both indexed as one word.
 Initials come before names (in filing „nothing comes before something‟). E.g. B Thompson would be filed
ahead of Brian Thompson.
 Company names are treated in the order they are written, except if they contain a family name. E.g. Both
Grace Bros and Robert E Grace & Sons are filed under „Grace‟, but Robert would be filed under „Robert‟.
 Abbreviations are treated as if the word was written in full. St is
indexed as Saint, Ltd as Limited. This means that St and Saint entries are treated as if spelt the same way,
and inter sorted. Mac and Mc are also inter sorted. E.g. J McDonald would be filed ahead of John
MacDonald
Numerical
Each file or piece of information is filed in number order from lowest to highest and according to:
 the number on the document e.g. Tax Invoice number
 the customer number, account number or membership number
 another numbering system e.g. Dewy decimal system used in libraries
Numerical systems are usually an indirect method of filing and need to be cross-referenced to an alphabetical
index. E.g. an alphabetical list of customer names showing their account number.
Alpha-numeric systems combine both letters and numbers in a file reference number.
Numbers which are part of a business or company name are regarded as though spelled. E.g. 24-7 is indexed
as twenty-four seven. Note: Computer filing systems will usually sort numbers
before letters and would file 24-7 before the „A‟ entries in a database listing.
Filing rules can vary between organizations so staff should always check the procedures and rules at a workplace
Geographical
Information is indexed alphabetically according to geographical location. Australian States and Territories are
indexed first, followed by the city, town or suburb, then other appropriate information, e.g. customer name.
Subject
Records are sorted according to the subject matter and filed alphabetically. This allows information on
the one topic or subject to be easily located
Key word
A particular word is used as the subject classification and specific descriptors are also allocated to further classify
the information. Keyword systems are usually used in large organizations where the keywords are specifically
designated.
Chronological
Filing is used in conjunction with other filing methods and involves sorting records according to their date. In a
client file for example, correspondence would be filed with the most recent on top. Copies of purchase orders
would be filed with the most recently sent order on
Storage of information
Forms of paper based storage

Filing cabinets 3-drawer, 4-drawer, 2-drawer

Flat flat box file, horizontal plan file

Lever arch Binder

Suspension folders hanging files

Shelving lateral cabinets, compacts

Rotary storage Double sided sections of shelving on a rotating base inside a cabinet, to enable
access to both sides of that section of shelving by rotating it 180 degrees.

Forms of electronic storage

Database For example, using Microsoft Access or Works

Computer files For example, using Microsoft Word or Excel files on hard or floppy disk

Email For example Hotmail or Yahoo

New files
Steps in establishing a new file:
  identify the need to create a new file
 assign a file name or number
 prepare a hanging file or folder for paper based files or a sub directory or folder on the
computer for electronic files
 enter the new file in the file register or database
 enter the file into the file index if necessary
 gather items into the filing system in correct order
 store as appropriat
4.2 Removing or relocating Inactive or dead files
Identifying and managing inactive records is an important step in the maintenance of a successful filing system.
Many filing systems break down and fail because drawers are clogged too full of paper to make records they hold
easily accessible. Electronic systems fail when too many versions of a document make it difficult to determine
which one is the final draft.
Active vs. inactive records
Inactive or dead files
It is necessary to identify record and store dead or inactive files in order to make way for new files.
Organizations have procedures for routinely checking for dead or inactive records and transferring them from the
active filing system to secondary storage at regular intervals.
Once records have been identified as no longer active:
 Some will be retained for a specific period of time; e.g. financial records are retained for seven years as a
legal requirement.
 Some records, usually of historic value, will be retained indefinitely as archive files (computer files may
be compressed prior to archiving to minimize space required on hard drive).
 Some dead or inactive files can be immediately destroyed by shredding (if confidential) or recycling.
 The file index will be updated to show current status of records on file, removing dead files from the
index. A records disposal register may also be maintained showing when and which records have been
removed from active storage.
Active records are consulted routinely in the daily performance of work.
Inactive records are rarely used, but must be retained for occasional reference or to meet audit or legal
obligations.
Identifying inactive records: Cut-off
The cut-off signals the point at which a record series becomes inactive. It is used to determine the beginning of the
retention period. The cut-off can refer to a specific event: termination of employment, end of funding period,
termination of contract, accreditation received. More usually, the cut-off is tied to a period of time: end of the
quarter, end of the calendar year, end of the fiscal year.

In determining the appropriate cut-off for a specific record series, a records analyst from Records Management
Services, in consultation with the Records Authority/Coordinator, will consider the following factors:
 the frequency of reference to the files
 the retention of the record series
 the volume of the record series
 the function of the record series (e.g., fiscal, personnel)
 the function of the creating office (e.g., administrative, academi
Removing inactive or dead files may include:
 compressing computer files prior to archiving
 periodically archiving or deleting files
  transferring files at regular intervals or routinely checking for dead or inactive files
 transferring records from the active filing system to secondary storage
Relocation of dead or inactive files may include:
 periodically archiving or deleting files – relocating them to secondary storage elsewhere in the
organization or offsite (secondary storage)
 electronic storage of files (diskette, tape, CD-ROM, Zip files)
 storing information, including printed and photographic materials on microfilm or microfiche
 scanning information and storing electronically Recycling or shredding.
4.3 Establishing and assembling new files
Vital records
Vital records are recorded information, regardless of medium or format that must be protected in case of disaster.
Major considerations in establishing a filing system are the identification and protection of vital records.
Completing the analysis
Once the analysis is complete, a filing system can be developed. A filing system should be developed on paper
before it is physically implemented. Folders should be sorted, on paper, into the appropriate primary
classification. Within each primary classification folders are sorted, on paper, into record series.
There are always some records that don't fit neatly into a record series. In many cases they are really either
"Material That May Be Disposed of without a Specific Retention Period" or unsolicited material. Neither
should be included in the filing system. Materials without a specific retention period can be destroyed or
should be managed separately. Unsolicited material can be destroyed.

In the case of electronic records - word processing or email - the records can be saved to a directory which would
be the electronic equivalent of sorting the files into primary classifications. Within each directory files can be
sorted into folders which would be the same as sorting paper files into record series.
Arrangement
Within each individual record series, files are arranged in an order best suited for rapid retrieval and disposition.
A feature or characteristic of the record series is chosen as the basis for the arrangement.
This feature is most easily identified by determining how various types of records are requested. Features
may include subject, a name associated with the record, a number which identifies the record, a title.
Steps in establishing a new file:
 identify the need to create a new file
 assign a file name or number
 prepare a hanging file or folder for paper based files or a sub directory or folder on the computer for
electronic files
 enter the new file in the file register or database
 enter the file into the file index if necessary
 gather items into the filing system in correct order
 store as appropriate
4.4 Updating reference and index systems
A database index is a data structure that improves the speed of data retrieval operations on a database table at
the cost of additional writes and storage space to maintain the index data structure. Indexes are used to quickly
locate data without having to search every row in a database table every time a database table is accessed. Indexes
can be created using one or more columns of a database table, providing the basis for both rapid random lookups
and efficient access of ordered records.
An index is a copy of select columns of data from a table that can be searched very efficiently that also includes a
low-level disk block address or direct link to the complete row of data it was copied from. Some databases extend
the power of indexing by letting developers create indices on functions or expressions. For example, an index
could be created on upper(last name), which would only store the upper case versions of the last name field in the
index. Another option sometimes supported is the use of partial indices, where index entries are created only for
those records that satisfy some conditional expression.

Assignment for ICT,hrm and accounting first year

Part I Give Short answer.
1 . List the ways that mail can arrive in an organization/business.
2. list types of information recorded in mail registration
3.List the elements be considering when Checking mail
4. Write the records management life cycle?
5. What is business equipment/technology?

Part II. Fill in the blank space

___________used to quickly locate data without having to search every row in a database table every time.
___________are recorded information, regardless of medium or format that must be protected in case of disaster.