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Managing correspondence

Managing correspondence. Handling incoming letters. Boss. Secretary. Staff responsible. Archivist. Registering and archiving letters. 2. 3. 4. 1. 2. 3. 2. Registering letters. Secretary registers letter immediately it is received in special logbook Logbook Handwritten hardcopy

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Managing correspondence

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  1. Managing correspondence Handling incoming letters

  2. Boss Secretary Staff responsible Archivist Registering and archiving letters 2 3 4 1 2 3 2

  3. 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. To register in incoming mail logbook

  5. Example of Excel document logbook

  6. Routing slip

  7. Boss Secretary Staff responsible Archivist Distributing incoming correspondence 2 2 2

  8. Deciding on action • Boss decides on action needed • Boss fills in routing slip • Boss forwards letter to • Staff member responsible, or • Archivist

  9. Routing slip

  10. Boss Secretary Staff responsible Archivist Deciding on action 3 2 3

  11. Performing action • Staff member • Performs action • Provides feedback to boss • Returns letter to archivist

  12. Boss Secretary Staff responsible Archivist Performing action 2 3 4

  13. 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. Boss Secretary Staff responsible Archivist Archiving letters 4 3 2

  15. Correspondence archive catalogue

  16. Storing letters • Punch holes in letters • Store letters in lever arch files • Put them in order received • Most recent on top

  17. 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. Windows documents Outlook emails Hardcopies Classifications • As far as possible, make hardcopy and electronic filing systems parallel • Same names and file structures for • Windows subdirectories • Outlook folders • Hardcopy files

  19. Boss Secretary Staff responsible Archivist Borrowing letters

  20. Borrowing letters • If you borrow a letter, put it back! • Archivist checks letters in and out

  21. 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

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