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Filing documents

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. Boss.

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Filing documents

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  1. Filing documents So you can find them again

  2. Topics to cover • Archiving documents • Hardcopies • Softcopies • Archiving correspondence • Hardcopies • Softcopies • Computer file management and security

  3. Archiving hardcopies • What to archive? • Documents • Reports • Monitoring data • Etc.

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

  5. 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

  6. To register in document logbook

  7. Example of Excel document logbook

  8. Routing slip

  9. Boss Secretary Staff responsible Archivist Distributing documents 2 2 2

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

  11. Routing slip

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

  13. Performing action • Staff member • Performs action • Provides feedback to boss • Returns document to archivist

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

  15. 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

  16. Boss Secretary Staff responsible Archivist Archiving documents 4 3 2

  17. Document archive catalogue • Insert Excel spreadsheet here

  18. Box files for document storage • Store documents in boxes • Boxes numbered and labelled

  19. 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

  20. Document classification

  21. Document classification

  22. Boss Secretary Staff responsible Archivist Borrowing documents

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

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