Paul Mundy Filing documents So you can find them again

Paul Mundy Topics to cover Archiving documents  Hardcopies  Softcopies Archiving correspondence  Hardcopies  Softcopies Computer file management and security

Paul Mundy Archiving hardcopies What to archive?  Documents  Reports  Monitoring data  Etc.

Paul Mundy Registering and archiving documents Secretary Archivist Staff responsible Boss

Paul Mundy 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

Paul Mundy To register in document logbook ItemExample Sequence number2007/0001 Date received28 May 2007 Ref. no. of cover letter 07/0015 OrganizationNespak TitleMonitoring report Jan-Mar 2007 No. of paper copies4 No. of softcopies4 (CD-ROM)

Paul Mundy Example of Excel document logbook

Paul Mundy Routing slip No. 2007/0001Date received 28 May 2007 AttachmentsSubject Nespak monitoring report To 1 Action DeadlineSignature Date

Paul Mundy Distributing documents Secretary Archivist Staff responsible Boss 2 2 2

Paul Mundy Deciding on action Boss decides on action needed Boss fills in routing slip Boss forwards document to  Staff member responsible, or  Archivist

Paul Mundy Routing slip No. 2007/0001Date received 28 May 2007 AttachmentsSubject Nespak monitoring report To 1 Mr Ahmad Action Check budget figures 2 Mr KamalDiscuss timing with me 3 Ms FatimaFile 4 Deadline Urgent! 3 June Signature Date 28 May 2007

Paul Mundy Deciding on action Secretary Archivist Staff responsible Boss 2 3 3

Paul Mundy Performing action Staff member  Performs action  Provides feedback to boss  Returns document to archivist

Paul Mundy Performing action Secretary Archivist Staff responsible Boss 2 3 4

Paul Mundy 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

Paul Mundy Archiving documents Secretary Archivist Staff responsible Boss 2 4 3

Paul Mundy Document archive catalogue Insert Excel spreadsheet here

Paul Mundy Box files for document storage Store documents in boxes Boxes numbered and labelled

Paul Mundy Document classification 1Internal PIU 2World Bank 3Steering committees CLO/PIUs 4Project management and implementation 5Progress reports and monitoring 6Training 7Component 1 8Component 2 9Component 3 10Component 4 11Component 5 12General & misc Journals & magazines Books

Paul Mundy Document classification 1Internal PIU Invoices Staff inputs CVs … 2World Bank Project Assessment Document and Aides Memoires Requests for Proposals and Consultancy Terms of Reference Contracts and addenda with consultants World Bank mission reports

Paul Mundy Document classification 7Component 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

Paul Mundy Borrowing documents Secretary Archivist Staff responsible Boss

Paul Mundy Borrowing documents If you borrow a document, put it back! Archivist checks documents in and out