Function& Activities in registry record
what is REGISTRY ?
The registry is the nerve centre of any Ministry/Department. No Ministry/Department can function effectively unless the registry is functioning efficiently.
Benefits from Good Registry
Consistency
Efficiency
Good decision making
Enhanced image
Ensures preservation of important records
Continuity
REGISTRY
FUNCTIONS
Provide storage,
repository and
reference services
Location of
files and
information
retrieval
Build up and
control
registered
files
Review and
dispose of all
inactive files
Receive, record &
distribute incoming and
internally created mail
Record and arrange
timely despatch of
internally created
correspondence
The Registry and the Life of Records
Registries are concerned with all files –Active Files, Semi-Current Files as well as
Closed Files. It is important, however, that registries know how and when to shift files on
to the Records Centre.
e Records Centre provides a storage and retrieval service for semi-current records.
By making regular use of the Records Centre, registry staff will be able to provide users
of records with access to semi-current records that are no longer kept in the registry.
Use of the Centre will also achieve improvements in working conditions, as they will
keep the records registry clear of files not needed for current work.
Semi-current records are records that are no longer needed for day-to-day use but must
be kept because they may need to be referred to occasionally or because they have a
continuing administrative, legal and financial value.
Responsibilities of Registry Users
deal with files promptly and return them to the registry when they are no
longer required
use the „bring-up‟ (B.U) system when action on a file has to be temporarily
suspended;
keep files free of ephemeral material such as duplicates, drafts and such
like;
Responsibilities of Registry Staff towards Users
To provide a service to the action officers who have to use the records
To show the maximum possible courtesy and cooperation
To take every opportunity to learn the particular needs and requirements of their
organisation and its action officers.