1. Managing Current Records - Registry
The activities mail management and file management are carried out in the registry of an agency.
REGISTRY
A registry is a unit within organization. Basically, it responsible for managing the records of that particular organization. Registry ensures that there is a good flow of recorded information in the organization.

2. Function of Registry
To house the entire series of records in a particular
department and to have intellectual control over these
records
Officially dispatching and receiving all letters
Monitors the movement of records or files
Ensures that the action to be taken on a file is brought to
the attention of the staff concerned.

3. Function of Registry
Keep track of all the three (3) phases of records life cycle.
Physically segregate the files according to the 3 phases of
records life cycle.
Prepare an updated list of files to be destroyed.

4. Centralized Registry
Means the control comes from one location. E.g Main registry.
It control the following component:
The records system
The records staff
The allocated space for the registries
The records equipment and supplies.

5. Advantages There is intellectual control over the records
Uniform policy direction
Centralized mail operations
Centralized messenger services
Uniform classification scheme
Uniform procedural practices
Uniform file descriptions
Uniform file operations
Uniform scheduling and disposal standards and
practices.

6. Advantages Records creation is accordance with a file design – ensure
no duplication records.
Standard procedures on records management will be in
place.
Records manager -easier to justify staff in training.
Manpower and equipment savings.
Confidentiality of information is more easily safeguarded
Information hogging will be difficult.

7. DECENTRALIZED REGISTRY
Various units / divisions have their own small registry units.
All the registries will have their own records systems, records staff, allocated space for the registries and records equipment and supplies.
The classification scheme, use, care, custody and final disposition varies in practice.

8. Advantages
Easy access to information
Faster retrieval
Speedier decision making
Savings in labor and equipment

9. COMPONENT OF REGISTRY

10. MAIL ROOM MANAGEMENT Objective
To provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost.
Mail management
Receive, sort, open, route, control & distribute of incoming
mail.
Collect, sort, & distribute of paperwork
Collect, prepare, sort, control & dispatch of outgoing mail.

11. MAIL ROOM
A space/room in an agency allocated for mail management. It provides a vital to department/agency. The flow of mail, documents, files and etc in 3 channels:
From outside of office within the department/agency
From office to office within the building /area being serviced
From offices within the department /agency to outside individuals/organizations.

12. OPERATING THE MAIL ROOM
PLANNING
Conduct survey to determine volume of mail
where and when mail must delivered
How much time allocated for complete pick up and
delivery
Workflow pattern
Plan proper main processing routine for efficient
flow of mail through the unit.

13. ORGANIZING
Allocation of duties and responsibilities
Systematic use of resources (staff, time, budget)
COORDINATING
Coordinate activities of more than one registry with
the mail room services and operations
BUDGETING
Budget forecast (postage, replacement needs etc)

14. MAIL OPERATIONS
Is series of tasks performed by mailroom personnel in moving an agency’s written communications.
The components of mail operation are:
Sort incoming mails
Segregate and deliver direct delivery mail
Deliver material to registry
process incoming mail
Process incoming valuable in mails
Prepare and dispatch outgoing mail

15. DELIVERY OPERATION
Sort incoming materials
Maintain efficiency check system on sorted material to
minimize improper delivery
Maintain route delivery schedules to and from offices
Obtain signatures for registered items

16. DOCUMENT PROCESSING IN THE MAIL ROOM
Types of document
Correspondence received (inward correspondence)
Correspondence dispatched (outward correspondence)
METHODS OF RECEIVING/DISPATCHING
Postal services
Government’s internal mail system
Private courier services
By hand
Etc (Fax, telegram, )

17. DOCUMENT PROCESSING IN THE MAIL ROOM
Department will have to handle internally generated documents and circulated material such as:-
Reports
Directives
Forms
Memoranda
Committee minutes
Drafts

18. Correspondence operations
Receiving & opening of inward correspondence
Sorting correspondence that requires special handling
Registering inward correspondence
Associating inward correspondence with the relevant file
Circulating the correspondence for information / reply
Preparing the reply
Dispatching outward correspondence
Filing inward (original) & outward (copy) correspondence & other associated documents.

19. RECEIPT OF INWARD CORRESPONDENCE
Open/receipt – by designated officer
stamping with the date receipt
Assign serial number 102/2007)
Identify security and other confidential correspondence
Attaching other closures to the covering correspondence

20. REGISTER OF INWARD CORRESPONDENCE
Serial number
Date of the correspondence
Date of receipt
Name/agency of the sender
Subject of correspondence
Number/nature of any enclosures

21. REGISTER OF INWARD CORRESPONDENCE
Serial No.
Date of correspondence
Date receipt
Name/Agency sender
Reference quote
Subject
No. of enclosure
Security classification
01/2008
28/12/07
2/1/08
Syarikat Percetakan Power
SPP: 2/3/1
Quotations 02
Green
02/2008
02/1/2008
4/1/08
Syarikat Percetakan Indah
SPI: 2/3/1 05

22. Register
Document, usually a volume, in which regular entry of data is made.
In-register
Document registration involve the entry into an inward correspondence registry.

23. RECEIPT FOR INWARD CORRESPONDENCE
Opening or receipt by a designated officer in the presence of another officer
Stamping with the date of receipt
Assigning a serial number in running sequence for the month (102/2/2003) or (2468/2003) as appropriate
Identifying & appropriately managing security classified & other confidential correspondence
Attaching other enclosures to the covering correspondence

24. RECEIPT FOR OUTWARD CORRESPONDENCE
The registry staff should register details of outward correspondence, including:
Date of correspondence
Date of dispatch
Any security classification
Name & institution of the address
Main file reference
References of other files
Subject of correspondence
Number & nature of any enclosures

25. CIRCULATION OF CORRECPONDENCE
New correspondence placed directly on the appropriate file
Circulation may be ‘top down’ correspondence is sent to designated senior officer/Director to decide what action should be taken. While, junior officer take action and draft any reply for approval and signature
Bottom up- correspondence sent directly to the appropriate officer who minutes proposal and drafts any reply. Get approval from the senior level and acts on receipt of approval.

26. PREPARING OF OUTWARD CORRESPPONDENCE
Approval
Draft of outward correspondence
Sent for typing (with instruction)
Checked and signed
Sent to registry

27. REGISTER OF OUTWARD CORRESPONDENCE
Date of the correspondence
Date of dispatch
Security classification
Name / agency of the addressee
Main file references
Reference of other files on which copies have been placed
Subject of the correspondence
Number and nature of the closures