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

2. Paul Mundy www.mamud.com Registering and archiving letters Secretary Archivist Staff responsible Boss 12 2 2 3 4 3

3. Paul Mundy www.mamud.com 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. Paul Mundy www.mamud.com To register in incoming mail logbook ItemExample Sequence number2007/0057 Date received10 Jun 2007 Date sent8 Jun 2007 FromNespak Ref no. of senderN07/1234/ab SubjectRequest for contract amendment Attachments-

5. Paul Mundy www.mamud.com Example of Excel document logbook

6. Paul Mundy www.mamud.com Routing slip No. 2007/0057Date received 10 Jun 2007 AttachmentsSubject Nespak contract amendment To 1 Action 2 3 4 DeadlineSignature Date

7. Paul Mundy www.mamud.com Distributing incoming correspondence Secretary Archivist Staff responsible Boss 2 2 2

8. Paul Mundy www.mamud.com Deciding on action Boss decides on action needed Boss fills in routing slip Boss forwards letter to  Staff member responsible, or  Archivist

9. Paul Mundy www.mamud.com Routing slip No. 2007/0057Date received 10 Jun 2007 AttachmentsSubject Nespak contract amendment To 1 Mr Ibrahim Action Check justification 2 Ms FatimaArrange meeting with Nespak 12 Jun if possible 3 4 Deadline Urgent! 10 Jun Signature Date 10 Jun 2007

10. Paul Mundy www.mamud.com Deciding on action Secretary Archivist Staff responsible Boss 2 3 3

11. Paul Mundy www.mamud.com Performing action Staff member  Performs action  Provides feedback to boss  Returns letter to archivist

12. Paul Mundy www.mamud.com Performing action Secretary Archivist Staff responsible Boss 2 3 4

13. Paul Mundy www.mamud.com 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

14. Paul Mundy www.mamud.com Archiving letters Secretary Archivist Staff responsible Boss 2 4 3

15. Paul Mundy www.mamud.com Correspondence archive catalogue

16. Paul Mundy www.mamud.com Storing letters Punch holes in letters Store letters in lever arch files Put them in order received Most recent on top

17. Paul Mundy www.mamud.com Storing letters One file per major topic for each year Example  Nespak 2007  Nespak 2008 Label spine so you know what’s in file Print out registration logbook and put in front of folder

18. Paul Mundy www.mamud.com Classifications As far as possible, make hardcopy and electronic filing systems parallel Same names and file structures for  Windows subdirectories  Outlook folders  Hardcopy files Hardcopies Windows documents Outlook emails

19. Paul Mundy www.mamud.com Borrowing letters Secretary Archivist Staff responsible Boss

20. Paul Mundy www.mamud.com Borrowing letters If you borrow a letter, put it back! Archivist checks letters in and out

21. Paul Mundy www.mamud.com 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