Sample Mind Map

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Function& Activities in registry record

Responsibilities of Registry Staff towards Users

To take every opportunity to learn the particular needs and requirements of their organisation and its action officers.

To show the maximum possible courtesy and cooperation

To provide a service to the action officers who have to use the records

Responsibilities of Registry Users

keep files free of ephemeral material such as duplicates, drafts and such like;

use the „bring-up‟ (B.U) system when action on a file has to be temporarily suspended;

deal with files promptly and return them to the registry when they are no longer required

The Registry and the Life of Records

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.

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.

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.

e Records Centre provides a storage and retrieval service for semi-current 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.

REGISTRY FUNCTIONS

Record and arrange timely despatch of internally created correspondence

Receive, record & distribute incoming and internally created mail

Review and dispose of all inactive files

Build up and control registered files

Location of files and information retrieval

Provide storage, repository and reference services

Benefits from Good Registry

Continuity

Ensures preservation of important records

Enhanced image

Good decision making

Efficiency

Consistency

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.