Transcript Managing correspondence Handling incoming letters Paul Mundy www.mamud.com

Managing correspondence
Handling incoming letters
Paul Mundy
www.mamud.com
Registering and archiving letters
Staff responsible
1
4
2
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Registering letters
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Secretary registers letter
immediately it is received in
special logbook
Logbook
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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
Paul Mundy
www.mamud.com
To register in incoming mail logbook
Item
Example
Sequence number
2007/0057
Date received
10 Jun 2007
Date sent
From
Ref no. of sender
Subject
Attachments
8 Jun 2007
Nespak
N07/1234/ab
Request for contract amendment
-
Paul Mundy
www.mamud.com
Example of Excel document logbook
Paul Mundy
www.mamud.com
Routing slip
No. 2007/0057
Date received 10 Jun 2007
Attachments
Subject
Nespak contract amendment
Action
To
1
2
3
4
Deadline
Paul Mundy
www.mamud.com
Signature
Date
Distributing incoming correspondence
Staff responsible
2
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Deciding on action
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Boss decides on action needed
Boss fills in routing slip
Boss forwards letter to
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Staff member responsible, or
Archivist
Paul Mundy
www.mamud.com
Routing slip
No. 2007/0057
Date received 10 Jun 2007
Attachments
Subject
Nespak contract amendment
Action
Check justification
Arrange meeting with Nespak 12
Jun if possible
To
1 Mr Ibrahim
2 Ms Fatima
3
4
Deadline
Paul MundyUrgent! 10 Jun
www.mamud.com
Signature
Date 10 Jun 2007
Deciding on action
Staff responsible
2
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Performing action
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Staff member
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Performs action
Provides feedback to boss
Returns letter to archivist
Paul Mundy
www.mamud.com
Performing action
Staff responsible
4
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Archiving letters
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Archivist
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Decides on classification
Registers letter in catalogue
Writes classification on letter
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(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
Paul Mundy
www.mamud.com
Archiving letters
Staff responsible
4
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Correspondence archive catalogue
Paul Mundy
www.mamud.com
Storing letters
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Punch holes in letters
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Store letters in lever
arch files
Put them in order
received
Most recent on top
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Paul Mundy
www.mamud.com
Storing letters
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One file per major topic
for each year
Example
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Nespak 2007
Nespak 2008
Label spine so you know
what’s in file
Print out registration
logbook and put in front
of folder
Paul Mundy
www.mamud.com
Classifications
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As far as possible,
make hardcopy and
electronic filing
systems parallel
Same names and Outlook emails
file structures for
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Windows
subdirectories
Outlook folders
Hardcopy files
Paul Mundy
www.mamud.com
Windows
documents
Hardcopies
Borrowing letters
Staff responsible
Secretary
Boss
Archivist
Paul Mundy
www.mamud.com
Borrowing letters
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If you borrow a letter, put it back!
Archivist checks letters in and out
Paul Mundy
www.mamud.com
Letters that come via email
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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
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Forward emails to boss
Print out only important letters
Paul Mundy
www.mamud.com