paul mundy filing documents so you can find them again

Paul Mundy www.mamud.com

Filing documents

So you can find them again


Topics to cover

Archiving documents Hardcopies Softcopies

Archiving correspondence Hardcopies Softcopies

Computer file management and security


Archiving hardcopies

What to archive? Documents Reports Monitoring data Etc.


Registering and archiving documents

Secretary

Archivist

Staff responsible

Boss

1 2

22

34

3


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


To register in document logbook

Item Example

Sequence number 2007/0001

Date received 28 May 2007

Ref. no. of cover letter

07/0015

Organization Nespak

Title Monitoring report Jan-Mar 2007

No. of paper copies 4

No. of softcopies 4 (CD-ROM)


Example of Excel document logbook


Routing slip

No. 2007/0001 Date received 28 May 2007

Attachments Subject Nespak monitoring report

To

1

Action

2

3

4

Deadline Signature

Date


Distributing documents

Secretary

Archivist

Staff responsible

Boss

2

22


Deciding on action

Boss decides on action needed Boss fills in routing slip Boss forwards document to

Staff member responsible, or Archivist


Routing slip

No. 2007/0001 Date received 28 May 2007

Attachments Subject Nespak monitoring report

To

1 Mr Ahmad

Action

Check budget figures

2 Mr Kamal Discuss timing with me

3 Ms Fatima File

4

Deadline

Urgent! 3 June

Signature

Date 28 May 2007


Deciding on action

Secretary

Archivist

Staff responsible

Boss

23

3


Performing action

Staff member Performs action Provides feedback to boss Returns document to archivist


Performing action

Secretary

Archivist

Staff responsible

Boss2

34


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


Archiving documents

Secretary

Archivist

Staff responsible

Boss2

43


Document archive catalogue

Insert Excel spreadsheet here


Box files for document storage Store documents

in boxes Boxes numbered

and labelled


Document classification

1 Internal PIU 2 World Bank 3 Steering

committees CLO/PIUs 4 Project

management and implementation

5 Progress reports and monitoring

6 Training

7 Component 1 8 Component 2 9 Component 3 10 Component 4 11 Component 5 12 General & misc Journals & magazines Books


Document classification1 Internal PIU

Invoices

Staff inputs

CVs

…

2 World Bank

Project Assessment Document and Aides Memoires

Requests for Proposals and Consultancy Terms of Reference

Contracts and addenda with consultants

World Bank mission reports


Document classification

7 Component 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


Borrowing documents

Secretary

Archivist

Staff responsible

Boss


Borrowing documents

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

paul mundy filing documents so you can find them again

Documents

paul mundy

archivist slide

excel slide

security slide

labelled slide

deadlinesignature date

action boss

document classification