UNIVERSITY OF CAPE

COAST,UCC

NAME:
INDEX: IE/ICT/WES/21/
COURSE: ICT AND MANAGEMENT
ASSIGNMENT: OFFICE MANAGEMENT

Below are the three measures that can be put in place to control movement of
records in Mr.Eshun CO.LTD;

i. The use of Absent Cards or Out-Guide

Absent cards usually make use of the charge-out method known as out-
guides .It is also known as the absent wallet. An absent card shows the
title or number of the filed borrowed, the names/signature of the borrower
and the date the file was taken and the date it will be returned. The card is
inserted in the cabinet in place of the file that has been removed. It
remained in the cabinet until the file is returned and the entries on the
card are cancelled. It is used to mark a place where a file has been
removed. Example: The Human Resource Management, they keep
records of all personnel in the organization, personal files of each and
every person. They have office files which consist of file that is entitled
recruitment, file entitled promotion, file entitled salary enhancement.
They are kept on a shelf in a record room. When an internal audit from
Mr. Eshun’s co.ltd may take a file from a different office to work on it
and he refuses to return or Incase the file gets missing, they will be able
to trace using the absence card or absent wallet were the file has gone.

ii. File Transit sheet

The file transit sheet show the location, at all times, of all the files opened by
the Records office. File movement must be recorded promptly to enable the
Records Office to provide an efficient and reliable file retrieval service. The
following must be included;
1. Security grading (if relevant)
2. File reference number
3. File title
4. Indexing headings (taken from the file index)
5. Any previous or subsequent file numbers
6. The file location (to whom sent and on what date)
Each file in Mr. Eshun’s office should have its own sheet. The sheets must
be arranged in series and files number order. They may be kept in a docket
book or ring binder. All file movements must be recorded on sheets. If a new
part of an existing file is opened, this too must be fully recorded in a new file
transit sheet, as well as in the file diary and file index, in exactly the same
way as for a new file. The previous files number will be written on the old
sheet in the box headed “subsequent File Number.” When a file is closed this
must be indicated on the transit sheet. When the file is destroyed or
transferred to the records center this must also be noted on the sheet, and the
sheet should then be transferred to a separate transit book, or a tagged files,
containing sheets for closed files should be arranged alphanumerically. In
due course, when this book of files is full, the sheets are removed, tied up
and transferred to the Records Center. The sheets are kept permanently as
they provide record of the disposition of files. Example: When the finance
department in Mr. Eshun's goes to the human resource department to get the
personal record of personnel to be able to pay them based on their
qualification, the finance department has to fill the file transit sheet which
contains the file location and any previous or subsequent file number ,so
that incase the file is not returned ,they will be able to trace from the last
destination.

iii. Using Carrier Folders

A carrier folder is commonly used when the materials are withdrawn
from files. It has the words ‘RETURN TO FILES’ printed on it and is
designed to remind the borrower to return records to the files. The
requested material is removed from the regular folder and sent to the
borrower in the carrier folder. An out guide or card is placed in the
regular folder containing the charge information. The regular folder
remains in the file to hold any material placed in the file before the carrier
folder is returned. Example is when an officer of Mr Eshun’s company
goes for a file from the carrier holder which has a a tag on it ”RETURN
TO FILES” will keep reminding the officer to return the file after use.