Managing correspondence

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Managing correspondence

• Handling incoming letters

2
Registering and archiving letters
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3
4
1
2
3
2
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Registering letters

• Secretary registers letter immediately it is
  received in special logbook
• Logbook
• Handwritten hardcopy
• (or better) Excel
• Stamp DATE RECEIVED on letter
• Write SEQUENCE NO. on letter
• Make photocopies if necessary
• Fills in routing slip and staples it to letter

4
To register in incoming mail logbook
Item Example
Sequence number 2007/0057
Date received 10 Jun 2007
Date sent 8 Jun 2007
From Nespak
Ref no. of sender N07/1234/ab
Subject Request for contract amendment
Attachments -
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Example of Excel document logbook
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Routing slip
No. 2007/0057 Date received 10 Jun 2007
Attachments Subject Nespak contract amendment
To 1 Action
2
3
4
Deadline Signature
Deadline Date
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Distributing incoming correspondence
2
2
2
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Deciding on action

• Boss decides on action needed
• Boss fills in routing slip
• Boss forwards letter to
• Staff member responsible, or
• Archivist

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Routing slip
No. 2007/0057 Date received 10 Jun 2007
Attachments Subject Nespak contract amendment
To 1 Mr Ibrahim Action Check justification
2 Ms Fatima Arrange meeting with Nespak 12 Jun if possible
3
4
Deadline Urgent! 10 Jun Signature
Deadline Urgent! 10 Jun Date 10 Jun 2007
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Deciding on action
3
2
3
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Performing action

• Staff member
• Performs action
• Provides feedback to boss
• Returns letter to archivist

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Performing action
2
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4
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Archiving letters

• Archivist
• Decides on classification
• Registers letter in catalogue
• Writes classification on letter
• (so you know where it goes)
• Files letter in correct place
• If the letter covers two topics so has to be
  filed in two places make a photocopy
• Catalogue in Excel

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Archiving letters
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3
2
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Correspondence archive catalogue
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Storing letters

• Punch holes in letters
• Store letters in lever arch files
• Put them in order received
• Most recent on top

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Storing letters

• One file per major topic for each year
• Example
• Nespak 2007
• Nespak 2008
• Label spine so you know whats in file
• Print out registration logbook and put in front
  of folder

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Classifications

• As far as possible, make hardcopy and electronic
  filing systems parallel
• Same names and file structures for
• Windows subdirectories
• Outlook folders
• Hardcopy files

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Borrowing letters
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Borrowing letters

• If you borrow a letter, put it back!
• Archivist checks letters in and out

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Letters that come via email

• If the letter is an attachment to an email, print
  it out and treat it as a paper letter
• Safer to print out all electronic correspondence
• But
• If the boss is good at computers
• Forward emails to boss
• Print out only important letters