Post on 24-Dec-2015
Paul Mundy www.mamud.com
Topics to cover
Archiving documents Hardcopies Softcopies
Archiving correspondence Hardcopies Softcopies
Computer file management and security
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Archiving hardcopies
What to archive? Documents Reports Monitoring data Etc.
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Registering and archiving documents
Secretary
Archivist
Staff responsible
Boss
1 2
22
34
3
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Registering documents
Secretary registers document immediately it is received
Secretary registers in special logbook for incoming documents
Logbook Handwritten hardcopy (or better) Excel
Make photocopies
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To register in document logbook
Item Example
Sequence number 2007/0001
Date received 28 May 2007
Ref. no. of cover letter
07/0015
Organization Nespak
Title Monitoring report Jan-Mar 2007
No. of paper copies 4
No. of softcopies 4 (CD-ROM)
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Routing slip
No. 2007/0001 Date received 28 May 2007
Attachments Subject Nespak monitoring report
To
1
Action
2
3
4
Deadline Signature
Date
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Deciding on action
Boss decides on action needed Boss fills in routing slip Boss forwards document to
Staff member responsible, or Archivist
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Routing slip
No. 2007/0001 Date received 28 May 2007
Attachments Subject Nespak monitoring report
To
1 Mr Ahmad
Action
Check budget figures
2 Mr Kamal Discuss timing with me
3 Ms Fatima File
4
Deadline
Urgent! 3 June
Signature
Date 28 May 2007
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Performing action
Staff member Performs action Provides feedback to boss Returns document to archivist
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Archiving documents
Archivist Decides on classification Registers document in catalogue Writes number on document
(so you know where it goes) Files document in correct place
Catalogue in Excel
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Box files for document storage Store documents
in boxes Boxes numbered
and labelled
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Document classification
1 Internal PIU 2 World Bank 3 Steering
committees CLO/PIUs 4 Project
management and implementation
5 Progress reports and monitoring
6 Training
7 Component 1 8 Component 2 9 Component 3 10 Component 4 11 Component 5 12 General & misc Journals & magazines Books
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Document classification1 Internal PIU
Invoices
Staff inputs
CVs
…
2 World Bank
Project Assessment Document and Aides Memoires
Requests for Proposals and Consultancy Terms of Reference
Contracts and addenda with consultants
World Bank mission reports
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Document classification
7 Component 1: Upper Watershed, Forestry and Rangeland Management
Inception report
Annual work plans
Progress reports
Mission reports
Technical reports
Data collections and maps
Completed works (manuals, master plans…)
Training – Human resource development