FOUNDATION OF RECORDS

MANAGEMENT
(IMD 123)

CHAPTER 4
REGISTRY

RESOURCE PERSON:
SUHAILA BINTI OSMAN
FPM UiTMCJ
 LEARNING OUTCOME

• At the end of the course, students should be able to:

 Understand registry, types of registry, category of registry and registry functions.
 Determine the security in registry and records room.
 Understand the human resources description in registry.
 REQUIREMENTS FOR REGISTRY
AND REGISTRY BUILDINGS

OBJECTIVE:
• To know and understand the requirements of the registry and record room
requirements.
• To recommend to the Head of Public Office to have Registry Room and Record
Room standard.
 REGISTRY

• Storage space for the maintenance and storage of active public office records.
• All information, correspondence, documents and official government records
are received, registered, filed and stored.
• The registry room is also known as the Registry Unit, Mail & File Registration Unit or
Mail Unit.
 RECORDS ROOM

• Room dedicated to storing and maintaining partial, inactive and terminated records.
• The room is equipped with the proper equipment and equipment to ensure the
records are kept safe and secure.
 FUNCTIONS OF REGISTRY
• To house the entire series of records in a particular department and to have
intellectual control over these records.
• Officially dispatching and receiving all letters.
• Monitors the movement of records or files.
• Ensures that the action to be taken on a file is brought to the attention of the
staff concerned.
• Keep track of all the three (3) concept of records life cycle.
• Physically segregate the files according to the 3 phases of records life cycle.
• Prepare an updated list of files to be destroyed.
• To ensure files and other forms of records are safely kept, to be easily retrieve.
 TYPES OF REGISTRY

REGISTRY
CENTRALIZED
REGISTRY
DECENTRALIZED
REGISTRY
PARTIALLY
CENTRALIZED

Figure 1: Types of Registry

Source: Arkib Negara Malaysia, 2016.
 CATEGORY OF REGISTRY AND
RECORD ROOM
CENTRALIZED

REGISTRY ROOM RECORD ROOM

• Manage active records and control file • Operated by a section such as the
classification systems as well as use, Management Services Division/
maintain, store and delete records in one Administrative Section/ Public Records
location. Management Section.
• Management is based on storage
systems, staff, space, equipment and
equipment.
 CATEGORY OF REGISTRY AND
RECORD ROOM
DECENTRALIZED

REGISTRY ROOM RECORD ROOM

• Available in some locations such as • There are several Record Room locations
sections / sections / units without physical in sections / sections / units.
control from one source. • Storage systems, staff, equipment and
equipment function separately in sections
/ sections / units and may not be uniform.
 CATEGORY OF REGISTRY AND
RECORD ROOM
PARTIALLY CENTRALIZED

REGISTRY ROOM RECORD ROOM

• The combination of centralized and non- • A combination of both central and non-
centralized registries. central Record Rooms.
• Examples: • Examples:
 Centralized to correspondence, General  Centralized to maintained General
Affairs file management and staged file Affairs records.
management.  Are not centralized to Functional
 Are not centralized to Functional Management records managed,
Managing records managed, maintained maintained and maintained by their
and maintained by their respective respective sections/ sections/ units.
sections / sections / units
 REGISTRY ROOM REQUIREMENTS

1) Location
2) Area and space
3) Building materials and structures
4) Equipment and equipment
5) Temperature and humidity control
6) Light
7) Security of Registry Room and Record Room
8) Fire prevention
9) Prevention from pest agents
10) Handling and record keeping
 1. LOCATION
REGISTRY ROOM RECORD ROOM
• Should be located at the Management • Nearby to the Management Services/
Services Division / Administrative Section at Administration section to facilitate the
least level 1 and above (not ground floor / transfer of active, inactive and terminated
basement). partial records.
• Should be avoid from the causes of disasters • If the Record Room is outside the public
such as water leaks, fires and so on. office the following must be considered: -
• Access to the Registry Room should be  built high and safe from flash floods/
easy/ close and controlled. seasonally.
 far or away from disaster sources such as fire
water leaks.
 high quality building materials, capable of
bearing record loads and fireproof.
• Access: Regulated and enclosed area.
 2. AREA AND SPACE

REGISTRY ROOM RECORD ROOM

• Open/ staged counters to receive • storage space:

correspondence and documents.
• Storage space:
 active open records
 active open records
• Have two (2) workplaces namely mail
management workstation and active file
management workstation.
• Office equipment space.
• Workstation staff
 semi-active, inactive and terminated open
records.
 semi-active, inactive and terminated
records.
• have work space for disposal activities
(processing receipts, requests and records
disposal).
• office equipment space such as machine
machines.
• staff workstations (if record room size is large
and records are registered using the
system).
 2. AREA AND SPACE

REGISTRY ROOM CALCULATION

For 1 Square Meter Site Area
(Calculation Based On Mobile Storage Rack
107cm Long X 84 Cm Wide X 483 Cm High).

100cm / 4 Cm (Active File Thickness)

= 25 Files

For 6 Level Shelves

= 25 Files X 6 Level The size of 1.07 meters x 0.84 meters
is based on the size of the ready
= 150 Files mode mobile storage rack

For A Site Area Of 1 Square Meter

= 150 Front Panel Files + 150 Back Panel Files
= 300 Files Per Square Meter. Figure 2: Registry Room Calculation
Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
REGISTRY ROOM

Figure 3: Registry Room

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
REGISTRY ROOM

Figure 4: Registry Room

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
REGISTRY ROOM- STORAGE FOR SERVICING BOOK

Figure 5: Registry Room

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE

Figure 6: Record Room Calculation

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
RECORD ROOM CALCULATION
For 1 square meter site area
(Calculation based on Mobile storage rack)
107cm long x 84 cm wide x 483 cm high

100cm / 4 cm (active file thickness)

= 25 files

For 6 storey shelves

= 25 files x 6 storey
= 150 files

For a site area of 1 square meter

= 150 front panel files + 150 back panel files Figure 7: Record Room Calculation
= 300 files per square meter Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
RECORD ROOM

Figure 8: Record Room

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
RECORD ROOM

Figure 9: Record Room

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
FLOOR PLAN REGISTRY ROOM (MANUALLY RECORD MANAGEMENT)

Figure 10: Floor Plan

Source: Arkib Negara Malaysia, 2016.
 2. AREA AND SPACE
FLOOR PLAN REGISTRY ROOM (ELECTRONIC RECORD MANAGEMENT)

Figure 11: Floor Plan

Source: Arkib Negara Malaysia, 2016.
 3. BUILDING MATERIALS AND
STRUCTURES

• Building materials for the Registry Room and Record Room must be of good quality.
 non-flammable
 water-resistant
 Floor strength
 must be capable of carrying loads of up to 1,500 kg per square meter.
 4. REGISTRY EQUIPMENT

• The shelves and cabinets used shall conform to the type and size of the records and
the width of the Registry Room and the Record Room.
• Finished rack and ceiling spacing at minimum 45 cm (18 inches).
• The minimum distance to the bottom of the shelf with the floor is 15 cm (6 inches).
Shelves should not be attached to walls.
• A proper tools affect the working environment in a registry.
• A record manager must keep abreast of new registry systems and new equipment
items which is currently used.
 4. EQUIPMENT

LIST OF REGISTRY EQUIPMENT AND SUPPLIES

•ICT equipment and hardware
•Communication equipment
•Equipment, Hardware and equipment:
i. Shelves and cabinets
ii. File equipment and facilities
iii. Air and room temperature control
iv. Books, cards and register forms
v. Fire detection and prevention tool
vi. Machine tool
vii. Systems Application
viii. Signage
 4. REGISTRY EQUIPMENT

LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY
1. ICT Equipment and Hardware

Scanner machine
1.1 (depending on the number of scanned letters and scanner 3
capabilities)

1.2 Computer 5

1.3 Laptop / Notebook 1

1.4 Printer 2

2. Communication Tools
2.1 Telephone 4

2.2 Fax 1
 4. REGISTRY EQUIPMENT

LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

3. Equipment and Hardware in the Registry

3.1 Shelves and Cabinets

3.1.1 Pigeonhole (locked) / Locked Cabinet 2

Mobile Shelves
3.1.2 • Open file’s Room Based on needs
• Classified file’s Room
3.1.3 Static Shelves Based on needs

3.1.4 Plan Filing Cabinet Based on needs

3.1.5 Cabinets (locked) Based on needs

3.1.6 Four (4) drawer / cabinet with three (3) stainless steel bar Based on needs
 4. REGISTRY EQUIPMENT
LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

3.1.7 Pocket file 20 units per bay / level / row

3.2 File Equipment and Facilities

3.2.1 File box

3.2.2 Stool 2
1 small size
3.2.3 Trolley &
1 large size

3.2.4 Transit desk 2

3.3 Air and Room Temperature Controls

3.3.1 Air conditioner Centered

 4. REGISTRY EQUIPMENT
LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES
NO FORMAT QUANTITY

3.3.2 Dehumidifier 1

3.3.3 Thermo hygrograph 1

3.4 Books, Cards and Register Forms

Based on agency / purchase requirements

3.4.1 Mailing Register List (Am 10-Pin.3 / 80)
for one year

The official secret mails registry book on the schedule and Based on agency / purchase requirements
3.4.2
associated with it (General Register Book 492) for one year

The official secret mails registry book off the schedule and Based on agency / purchase requirements
3.4.3
associated with it (General Register Book 492 A) for one year
List of official secret documents off the schedule of the
Based on agency / purchase requirements
3.4.4 Official Secrets Act 1972 and related to them which has
for one year
been classified (Am 492 B)
 4. REGISTRY EQUIPMENT

LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

Based on agency / purchase

3.4.5 Master List
requirements for one year

Based on agency / purchase

3.4.6 Handwriting booklet (Am 109-Pin.3 / 82)
requirements for one year
Based on agency / purchase
3.4.7 Receipt slip (Eq. 67-Pin.3 / 87)
requirements for one year
Based on agency / purchase
3.4.8 Card / book / file receipt form
requirements for one year
Based on agency / purchase
3.4.9 White file cover (Am 435 Pin 1/80)
requirements for one year
Green file cover (Am 436) Based on agency / purchase
3.4.10
requirements for one year
 4. REGISTRY EQUIPMENT

LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

Based on agency / purchase requirements for

3.4.11 Pink file cover, red cross front and back (Am 437)
one year

Based on agency / purchase requirements for

3.4.12 Yellow file cover, red cross front and back (Am 438)
one year
Based on agency / purchase requirements for
3.4.13 Minutes (Kertas Am 6)
one year
Based on agency / purchase requirements for
3.4.14 Small cover (Am 435A-Pin.1 / 82)
one year

3.5 Fire Detection and Prevention Tool

3.5.1 Fire extinguisher 3

3.5.2 Smoke / heat detector

 4. REGISTRY EQUIPMENT

LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY
3.5.3 Water sprinkler / powder / gas sprayer 2

3.5.4 Alarm

3.5.5 Fire-resistant door

3.6 Machine Tool

3.6.1 Shredder machine 1

3.6.2 Frame machine 1

3.6.3 Printing machine 1

3.7 Systems Application

3.7.1 Mail / file registration system

3.7.2 Bar code system

 4. REGISTRY EQUIPMENT
LIST OF REGISTRY ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

3.8 Act / Instructions / Guidelines / Manuals / SOPs

Act / Policy / Circular / Circular Letter / Record Management Guide
3.8.1
- Reference from National Archives

3.8.2 Act / Circular / Circular Letter / Guidelines of Classified Records

3.8.3 Records Management Guidelines issued internally by the agency

3.9 Signage

3.9.1 No smoking 1

3.9.2 No entry 1

3.9.3 No foods and drinks 1

3.9.4 Name tags of the officer in charge Based on needs

3.9.5 Signboard 2
 4. EQUIPMENT

LIST OF RECORD ROOM EQUIPMENT AND SUPPLIES

•ICT equipment and hardware
•Communication equipment
•Equipment, Hardware and equipment:
i. Shelves and cabinets
ii. File equipment and facilities
iii. Air and room temperature control
iv. Books, cards and register forms
v. Fire detection and prevention tool
vi. Machine tool
vii. Systems Application
viii. Signage
 4. REGISTRY EQUIPMENT

LIST OF RECORD ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

1. ICT Equipment and Hardware

1.1 Computer 2

1.2 Printer

2. Communication Tools

2.1 Telephone 1

3. Equipment and Hardware in the Registry

3.1 Shelves and Cabinets

 4. REGISTRY EQUIPMENT

LIST OF RECORD ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

3.1.1 Mobile Shelves / Static Shelves Based on needs

3.1.2 Cabinets (locked) Based on needs

3.2 File Equipment and Facilities

3.2.1 File box

3.2.2 Stool 2

1 small size
3.2.3 Trolley &
1 large size
3.2.4 Desk 2

3.3 Air and Room Temperature Controls

 4. REGISTRY EQUIPMENT
LIST OF RECORD ROOM EQUIPMENT AND SUPPLIES
NO FORMAT QUANTITY

3.3.1 Air conditioner Centered

3.3.2 Dehumidifier 1

3.3.3 Thermo hygrograph 1

3.4 Books, Cards and Register Forms

3.4.1 Book list of closed file lists 1

3.4.2 Book list of files that have been discarded 1

3.5 Fire Detection and Prevention Tool

3.5.1 Fire extinguisher Based on needs

3.5.2 Smoke / heat detector Based on needs

3.5.3 Water sprinkler / powder / gas sprayer Based on needs

Based on needs
3.5.4 Alarm
 4. REGISTRY EQUIPMENT
LIST OF RECORD ROOM EQUIPMENT AND SUPPLIES

NO FORMAT QUANTITY

3.5.5 Fire-resistant door Based on needs

3.6 Machine Tool

3.6.1 Shredder machine 1

3.7 Systems Application

3.7.1 File management system Based on needs

3.7.2 Bar code system / RFID Based on needs

3.8 Signage
3.8.1 No smoking 1

3.8.2 No entry 1

3.8.3 No foods and drinks 1

3.8.4 Name tags of the officer in charge Based on needs

 5. TEMPERATURE CONTROL AND
RELATIVE HUMIDITY

• Relative humidity in the Registry Room and Record Room should always be
controlled for record keeping as it will affect the life of the record.
 5. TEMPERATURE CONTROL AND
RELATIVE HUMIDITY
NO FORMAT RELATIVE HUMIDITY (RH)

1. Paper 20°C +/- 2°C

i. File
ii. Card
iii. Borders
iv. Computerized and paper-based printing
50% RH +/- 5%
2. Paper
i. Map
ii. Plan
iii. Chart

3. Photography Media <18°C +/-2°C

• Black and white 35% RH
i. Movie
ii. Sheets film
iii. X-rays
iv. Microforms
v. Glass plate photos
 5. TEMPERATURE CONTROL AND
RELATIVE HUMIDITY
NO FORMAT RELATIVE HUMIDITY (RH)
4. Photography Media <5°C
• Colors 35% Relative Humidity (RH) +/- 5
i. Movie
ii. Sheets film
5. Magnetic Media 18°C +/- 2°C
i. Tape and computer discs 35% RH +/- 5%
ii. Video tape
iii. Audio tape
iv. Optical disc
6. Optical Media 15-16°C
i. Compact disc and mini disc 35% RH +/- 5%
ii. Laser disc
7. Others 20°C +/2°C
i. Gramophone 50% RH +/- 5%
ii. Model
iii. Objects
iv. Mixed media items
 5. TEMPERATURE CONTROL AND
RELATIVE HUMIDITY
HUMIDITY CONTROL EQUIPMENT

Figure 12: Record Room

Source: Arkib Negara Malaysia, 2016.
 6. LIGHT

• There are two (2) sources of light namely sunlight and light.
• The lamps should have a light filter to prevent ultra violet rays.
• Registry rooms and record rooms with windows / glass walls should be fitted
with thick and dark curtains (tinted).
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
 The authoritative documents on security in the Government of Malaysia is secured
under the Official Secret Act 1972 (Act 88). It is also known as OSA, is a statue in
Malaysia prohibiting the dissemination of information as a official secret.
 Official secret are defines as “any document specified in the schedule and any
information and material relating thereto and includes any other official document,
information, and material as may be classified as Top Secret, Secret, Confidential, or
Restricted as the case may be, by a Minister or Chief Minister of a State or such a
public officer appointed under Section 2B.
 This department have to provide an adequate physical security protective devices
and installations.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
INFORMATION SECURITY

• Information is one of the most important assets in an organization. There for, the aims
of Information Security and Records Management are to ensure the availability,
integrity and confidentiality of information.

CONFIDENTIALITY Protecting information from unauthorized access

and disclosure.

Safeguarding the authenticity, accuracy and

INTERGRITY completeness of information and processing
methods.

AVAILABILITY Ensuring that information and associated services

are available to authorised users when required.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
IMPLEMENTING INFORMATION SECURITY

1. Accessibility of records
i. The breadth of information accessibility can be restricted.
ii. The depth of information accessibility can be restricted.
iii. The actions of information accessibility can be restricted.

2. Storage of records
i. Sensitive paper-based records should be lock away when it is not use in desks,
filing cabinets or cupboards. Keys should be kept in a safe place.
ii. Organisation should have a clear desk policy.
iii. Electronic records need to use unique access code and password protected
while portable storage devices should be encrypted and aware that the
confidentiality cannot be assured for any information sent via e-mail.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
3. Tracking records
i. Only users with appropriate permissions are performing information tasks.
ii. All movements of records are traceable.

4. Classification of information
i. Department that received or produce security classified papers, the registry
should be organized in such away that classified documents are kept and
serviced securely.
ii. Use the colour file covers to indicate the security level of classification.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM

IMPLEMENTING INFORMATION SECURITY THROUGH FILE COVERS

TERHAD

TERHAD

OPEN (TERBUKA) LIMITED (TERHAD) CONFIDENTIAL (SULIT) SECRET (RAHSIA) TOP SECRET (RAHSIA BESAR)

Figure 13: Colour of file covers that indicate level of security

Source: Arkib Negara Malaysia, 2016.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
5. Destruction of records
i. Setting up a retention policy immediately when the system are introduced.
ii. Retained records as long as it is required and destroyed when no longer needed.
iii. Securely disposed of papers and electronic records.
iv. For electronic records, deleted information can often be reconstructed, erased and
reformatting. Destruction should be carried out with the collaboration with IT
support team.
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
i. Appoint responsible personnel
ii. Make registry and record rooms as restricted areas
iii. In/ out rules and use of rooms
iv. Provide security signs
v. Non-smoking areas
vi. Non-eating/ drinking areas
vii. Rules and guidelines of record handling
viii. Control of use/ reference of records list and volume of records
ix. Record location plan displayed for easy access and monitoring security control
x. Closed circuit television (CCTV)
xi. Patrolling
xii. Physical security-barred windows
xiii. Alarm systems
xiv. Special security cabinets and shelves
xv. Special locks
xvi. Posting guards to supplement the automatic devices. Figure 14: Registry Security Equipment
Source: www.google.com
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM
FIRE PREVENTION

Equipped with:
i. Heat detectors
ii. Smoke detectors
iii. Fire detectors
iv. Fire extinguishers
v. Fire alarm bells
vi. Start ducts
vii. Automatic sprayers
viii. Fire resistance doors

Figure 15: Registry fire prevention equipment

Source: www.google.com
 7. SECURITY OF REGISTRY ROOM
AND RECORD ROOM

PRECAUTIONARY MEASURES AGAINST DISASTER

 Precautionary measures against disaster:

- Fire alarm
- Sprinkler system
- Flood warning system
- Tsunami detector
 8. PREVENTION FROM PEST
AGENTS

• Safe from pests:

i. Regular checks should always be made
ii. Licensed pest-control services should be periodic
iii. Ingestion of materials

Figure 16: Ingestion of materials

Source: Arkib Negara Malaysia, 2016.
 9. HANDLING AND RECORD
KEEPING

i. Records should be keep and handled carefully and so as not to break,

damaged, lost, torn and disappear.
ii. Records care and handling guides are provided.
iii. Registry Room and Record Room should be kept clean and avoid dirty.
 9. HANDLING AND RECORD
KEEPING
FILE ROOM THAT ARE NOT WELL MAINTAINED

Figure 17: File room condition

Source: Arkib Negara Malaysia, 2016.
 HUMAN RESOURCES
• The position is based on the results of the meeting of the Organizational Development Working
Committee (jKKPO), jOn No. 9 of 2012 - the model of the Management section.
• The Records Management Section should be headed by a cadre of Archives for Ministry and
Department levels seeking the services of Archives.
• The establishment of the Office of the Registrar of Cadres shall be a trade off with any existing
office. If the department does not have an Archive Officer cadre, the Collaboration Officer
should lead the section at least N27 / M41 / N41.
• The ideal Records Management job placement must have:
i. one (1) Assistant Administrative Officer
ii. one (1) Senior Administrative Assistant,
iii. two (2) Administrative Assistants
iv. three (3) Office Assistant / File Finder.
- Staff at the Records & Archives Unit and the Registry / Registration Unit are using
existing positions
 HUMAN RESOURCES

Figure 19: Record Management Section Model

source: Arkib Negara Malaysia, 2016.
 HUMAN RESOURCES

POSITIONS IN REGISTRY

Record
Manager

Assistant Record
Manager

File Room
Supervisor

Senior File
Clerk

Mail Recording
File Clerk
Clerk
 HUMAN RESOURCES
ROLES OF RECORDS MANAGER

1. Manage the records management system for the organization.

2. Review, develop and improve records management practices, policies, and procedure.
3. Coordinate and manage information responses.
4. Provide advice on records management systems and the record-keeping requirements of
other business systems.
5. Manage system administration, process re-design and training for computerized records
management systems.
6. Protect the classified files and papers.
7. Ensures the personnel who require and have access to classified matter are security cleared
to the appropriate level.
8. Informing the records personnel of the need for the security, their responsibility for the
overall security of the registry.
9. Delegate the responsibility to the senior supervisors on the matter of physical security of
records.
 HUMAN RESOURCES

ROLES OF ASSISTANT RECORDS MANAGER

1. Support the administration of the team’s internal communications.

2. Develop and revise forms, procedures, and systems to accommodate changes
related to processing data, maintenance and storage of records.
3. Receive, review, prepare, process, maintain, retrieve and distribute information in
accordance with established policies and procedures.
4. Process transfers of records to the archives.
5. Organise training events.
6. Generate, compile and analyse data reports.
7. Respond to staff enquiries.
 HUMAN RESOURCES
ROLES OF FILE ROOM SUPERVISOR
1. Direct, assign & coordinate the work according to the work schedules.
2. Provide training.
3. Conducts checks or review & evaluate performance for accuracy, completeness and
compliance with operating instructions.
4. Direct the checking of file containers and contact officers to locate mislaid material.
5. Direct the disposition of non-current files to release spaces, keep active and dormant
storage a cost at minimum.
6. Maintain a non-current file transfer procedure to the records center or archives.
7. Answer more difficult inquiries and conduct research in files for requested information.
8. Maintain the physical appearance of the file room and security standards of the
department in its operation.
 HUMAN RESOURCES
ROLES OF SENIOR FILE CLERK

1. Perform filing duties.

2. Train new employees in filing operations.
3. Inspect files for verification of completed action, chronological sequence and for
need to create new files volumes or renew file covers.
4. Conduct the physical transfer of closed files and closed volumes of files to an
intermediate departmental records room or RC or archive.
5. Maintain a follow up check system for outstanding files.
6. Answer inquiries and conduct tracing activities for temporarily missing files that are
not available through routine search procedures.
7. Maintain the physical appearance of the file room.
 HUMAN RESOURCES

ROLES OF FILE CLERK

1. Pre sort files & loose papers.

2. Put away files and loose papers to the file container.
3. Insert loose papers and temporary dockets into main files
4. Attach new records to file for transmission to action offices.
5. Perform charge-out operations for files & KIV files
6. Perform follow up checking operations for any outstanding files.
7. Maintain the physical aspects of file cabinet drawers or shelf bays.
 HUMAN RESOURCES

ROLES OF MAIL RECORDING CLERK

1. Enter prescribed details of new records directed to the mail recording station by the
classifier.
2. Complete the charge-out entries on the file cover containing mail for documentation.
3. Check out inquiries and references to previously received new records.
4. Create temporary dockets for new documents or correspondence as required.
5. Create temporary dockets on request.
6. Maintain a charge-out system for temporary dockets as required.
 FINANCIAL

i. Provides sufficient financial resources for providing the Registry Room and the
Record Room.
ii. These financial provisions include the purchase of equipment needed for the
Registry Room and Record Room .
 SUMMARY
Chapter 4 has introduced the registry which covered the following terms:
• Requirements for registry and registry buildings
• Registry
• Records room
• Functions of registry
• Types of registry
• Category of registry and record room
• Registry room requirement
• Human Resources
• Financial