![]() The instructions should be short and to the point, addressed, signed and dated.Ĭross‐Referencing and Removing Papers from Files a request for additional papers, a bring‐up date or to point out clarification. The purpose of these sheets is to enable action officers and Records Office staff to bring attention to particular action points arising from correspondence on the right‐hand side of the file, e.g. On the left‐hand side of the opened file is a series of ‘Minutes Sheets’ secured with a treasury tag.Incoming letters, copies of outgoing letters, memoranda, and notes of meetings, statistical data and similar documents are placed on the right‐hand side of the file and secured with a treasury tag. ![]() In this system, papers are divided as follows:‐ The split file system is the standard method of maintaining registered papers on files. If the document has several attachments, these must be given alphabetic suffices, for example: If a document runs to more than one page, the whole document, not the individual pages, is numbered. Number each paper on the file consecutively in the top right hand corner with the number being enclosed in a small circle. The procedures for opening a new file and assigning it a reference number are described in “Creating A New File.ĭocuments and the accompanying enclosures must be placed on files in ‘date of receipt’ order (the most recent on the top). If no directions on filing have been given by senior staff or action officers and if the correspondence does not quote a reference to a file in the Records Office, the officer responsible for filing must read the letter carefully to determine its subject and place it on an existing file, if one already exists, or open a new file if there is no appropriate file.ĭetermining whether an appropriate file already exists requires a careful search of the file index or of the file plan. Mail received in the Records Office after registration or on return from circulation must be placed on files as soon as possible. Documents are secured to the end of the tag which passes through the back cover to the inside of the file. Holes should be punched in the top left‐hand corner of each document to be filed, three centimetres (one inch) down and three centimetres in from the edge. The tag is inserted through the front cover from the inside, passed round the ‘spine’ of the file on the outside and inserted through the back cover. Holes are punched in the top left‐hand corner of the front cover and inside back cover of the file, taking care not to lose information where the hole is punched. There is a recommended method for using treasury tags. The ‘treasury tag’ (plastic not metal) is still the cheapest and easiest method of securing documents within a file. Secure individual documents within a file so that they do not become misplaced or lost. For example, an outward letter dated 29th June, 2000 will be filed before an in coming letter dated 26th June if the outgoing letter, with the later date, is sent out and a copy filed before the incoming letter, with the earlier date, is received. Place papers within a file in the order in which they are received in the Records Office for filing. This is not the same as saying that the individual papers are filed in their date order. Hence, papers should be filed in the same order as the transactions of which they form part. This establishes the context within which decisions and actions were taken, and the sequence of those decisions and actions. Maintaining the order of documents within the file is a vital requirement of filing. the date or year of opening, and closure) The cover should also have a grid (or ladder) for recording the file’s circulation when in use. It should include a space for the file title, file number, index headings or keywords, security marking, reference to previous, subsequent or related files, and file period (i.e. The file cover should be pre‐printed with the name of the agency and division or department if this is appropriate. A method of securing the whole together.įile covers (also known as jackets or folders) are usually made of rigid manila paper or board, cut larger that the dimensions of the documents to be filed, and folded to enclose the documents and minimise damage from handling and use.A cover to protect the contents and act as a title page and a record of the file’s circulation.The registered file should have three components:
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