Divine Word College of Legazpi

SCHOOL OF BUSINESS, MANAGEMENT AND ACCOUNTANCY

Legazpi City

FHOM 03
Office Procedures and Administration

Lesson 4 – Managing Electronic Records and Mail

At the end of this lesson, the student is expected to:

1. Explain the concept of record management;

2. Understand the procedures for managing electronic records;
3. Explain ways of preparing outgoing mail effectively; and
4. Explain the ways to handle incoming mail effectively.

Electronic Records Management

Electronic records management is the efficient management of records stored on
computerized systems. The key to electronic records management is to be able to
support such documents through their entire life cycle.
The extensive use of automation to conduct government or private business has
resulted in the proliferation of electronic state records. Electronic records create many
new concerns regarding the management of such records.
Records in electronic format are hardware and software dependent. These records can
only be read and understood if the storage medium can be read by existing equipment
and if the programs used to create the digitized data are still available.
With the move to personal computers and web applications, the risk of data loss
increases and the likelihood of regular migration decreases. Desktop users are less
likely to be aware of necessary documentation procedures to ensure data can be read
in the future.
Currently, most electronic information systems used to create, receive, and store these
records do not provide full records management functionality. Agencies need to adopt
electronic information systems that provide proper controls over the creation or
acquisition of records, maintenance of records in context with the function or activity
performed, and disposition according to approved retention schedules in order to
manage their records in electronic form. Only systems possessing these characteristics
can be defined as “Electronic Recordkeeping Systems.”
Definitions
The basic understanding of records management practices and some familiarity with
technology. Following are some definitions:
Content. Basic data or information carried in a record; substance of the record that
captures sufficient information to provide evidence of a business transaction.
Context. Documents the relationship of the information to the business and technical
environment in which it arises; can include origin, date, and time.
Electronic Content/Document Management System. An electronic system in which
records are collected, organized, and categorized to facilitate their preservation,
retrieval, use, and disposition. Electronic document management systems are
distinguished from information systems by links to activities they document and their
ability to preserve and provide access to the content, structure, and context of the
records.
Electronic Documents. A subset of electronic records. They are collections of data
that may be produced in the following ways:
Electronic Information System. A system that contains and provides access to
computerized records and other information.
Electronic Records. Records that are in machine-readable form. Electronic records
may be any combination of text, data, graphics, images, video or audio information that
is created, maintained, modified or transmitted in digital form by a computer or related
system.
Long term. A period of time greater than ten years.
Metadata. The description of data and its underlying applications and programs. Data
must be captured along with electronic records to enable them to be understood and
verified, as well as support their management and use. Includes data dictionary, logical
and physical models, diagrams and other systems and software details. What is an
example of metadata?
Some examples of basic metadata are author, date created, date modified, and file size.
Metadata is also used for unstructured data such as images, video, web pages,
spreadsheets, etc. Web pages often include metadata in the form of meta tags.
Migration. The transfer of electronic information so that it remains compatible with
current technology storage and retrieval methodologies. Data migration is the process of
transferring data from one storage system or computing environment to another. There
are many reasons your enterprise might need to undertake a data migration project. For
example, you might be replacing servers or storage devices or consolidating or
decommissioning data centers.
Non-record Material. Includes library and museum material made or acquired and
preserved solely for reference or exhibition purposes, extra copies of documents
preserved only for the convenience of reference, and stocks of publications and of
processed documents.
Official Record. A record that was made or received pursuant to law or in connection
with the transaction of official business. Any papers, books, photographs, magnetic
tapes, machine-readable materials, microfilm, or other materials which document official
actions, decisions, policies or procedures.
Record. The complete set of documentation, regardless of media or format, which
serves to document the organization, functions, policies, decisions, procedures,
operations, or other activities of the agency.
Record Series. A group of logically related records with the same retention and
disposition value. An electronic record series may support one or more operations
within an organization.
Structure. The physical and logical attributes of records. Physical attributes include the
font, font size, margins, line spacing, headings, and labels. Logical attribute is the order
of the information.
Nearly all business records created today are electronic, and are increasing in
number at breathtaking rates, yet most organizations do not have the policies and
technologies in place to effectively organize, search, protect, preserve, and produce
these records. There is a rapidly increasing volume of information which exists in digital
form. Considerable opportunities are offered by digital technology to provide rapid and
efficient access to information, but there is a very real threat that the digital materials will
be created in such a way that not even their short-term viability can be assured, much
less the prospect that future generations will also have access to them.
Practical experience in this area is still emerging. Much of the dialog on and
research in digital preservation has focused, properly, on the difficult technical problems
involved in packaging and otherwise managing digital material in ways that it can
survive the passage of time and changing computational environments. But, as the
digital world has increasingly come to realize over the years, technical solutions are only
one aspect of the whole solution. Addressing the many issues surrounding digital
preservation is of particular concern as we consider the needs of records management.
Procedures for managing electronic records
Electronic record- is defined as electronic information in any form created or received
and maintained by an organization or person in the transaction of University business or
the conduct of affairs and kept as evidence of such activity.

A. Ensures that only authorized personnel have access to electronic records.

B. Provides for backup and recovery of records to protect against information loss
or corruption.
 C. Ensures that appropriate agency personnel are trained to safeguard sensitive or
classified electronic records.

D. Minimizes the risk of unauthorized alteration or erasure of electronic records.

E. Electronic records should be retained or disposed of in accordance with

authorized and approved records retention schedules

F. Provides protection for electronic records that are restricted from disclosure.

G. Work processes and associated business procedures and tools should support
the creation and management of electronic records
Preparing outgoing mail effectively
1. Collecting of Letters: Letters prepared in various departments should be sent to the
dispatch section as quickly as possible. In many business houses, different
departmental letters should be typed, duly signed by the executive along with the
addressed envelopes to the mailing department. The letters should be put in a tray
labelled “Outgoing Mail”.
2. Sorting Out the Letters: After the mail reaches the mailing room, they are sorted as to
whether intended for internal or local delivery or to be sent to outside firms and
individuals. At this stage, sorting is also necessary because sometimes there may be
letter from different departments, addressed to the same firm or to the same individual.
All such letters can be sent under one cover.
3. Recording in the Outward Mail Register: After sorting, the letters are entered in the
mail register or peon book. The letters sent through post office alone are entered in the
“Outgoing Mail Register”. Letters to be sent through the office peon or messenger are
recorded in the peon book. This register also serves as a record of postage expenses.
Each letter is given a serial number as per the dispatch book or peon book. The same
serial number is also recorded on the register.
 4. Folding and Inserting: After recording, the letters are folded and inserted into
envelopes. Generally the addresses are typed on the envelope in the department itself
and the envelopes are sent along with the letter.The despatching clerk before inserting
the letter into the cover should verify – (i) whether the address given on the letter agrees
with the address typed on the envelope, and (ii)  the number of enclosures are in
agreement with the number specified in the letter. Envelopes can be addressed by
machine where communications are regularly sent to the same addressee. For ensuring
quick and prompt delivery, complete address along with pin code should be specified.
5. Sealing: The envelopes can be sealed with paste or gum. The envelopes and inland
letters should be folded carefully and sealed with gum. When window envelopes are
used, it should be checked whether the address is fully visible through the window.
6. Stamping: After sealing, the letter should be adequately stamped. The mailing clerk
should have a thorough knowledge of the postage rates so that no more or less stamps
can be affixed. If more stamps are affixed than needed, it will be a mere waste of
money. On the other hand, if the value of the stamp is less than the actual rate, the
recipient has to pay a fine, which will damage the reputation of the firm. For this
purpose, the latest copy of Post and Telegraph Tariff Guides can be kept in the mailing
department for reference. Franking machines are also used now-a- days.
7. Posting or Delivering the Mail: Posting the mail is the last step in the process of
handling the outgoing mails. Office messengers can send letters to local addresses.
Registered letters, V.P.P. should be sent to the post office. In cases where “Certificate
of Posting” is required, they should be sent to the post office along with the list of letters
with the required stamp affixed on the list. This list may be pasted in the outgoing mail
registers. Likewise, acknowledgements or receipts issued by the Post Office should also
be pasted in the register.
Methods for sending outgoing mail
1. Placing it in a Mail Collection Box
In some countries, there are mailboxes availabe in most cities and suburbs. Open the
box near the top, place your letter in the slot, and close it. A postal worker will collect
your letter at the time shown on the box and start the sorting-and-delivery process.
2. Place the letter in your own mailbox. 
If you have a mailbox on or near your home, you can place your letter there. Alert your
mail carrier of its presence by moving the red flag out of the mailbox. This is usually
done by rotating the flag up or by pulling the flag out. The mail carrier knows that if the
flag is visible, then there is a letter that needs attention.
3. Take the letter to any post office. 
If you need to buy postage, you can leave your letter with a postal clerk, and they will
mail it for you. Even if you don't need to buy postage, you can still take your letter to the
post office to be mailed.
Ways to handle incoming mail effectively
1. Receiving and Opening the Mail
Mail may be received in any of the following ways:
(a) Mail delivered by the postman directly from the post office at regular intervals of
time;
(b) Mail directly collected by the office from the post office once or twice a day in a Post
Bag or loose when a Post Box is maintained in the post office;
(c) Mail received through messengers under the ‘peon book’ system,
(d) Mail received through ‘courier’ system.
2. Scrutiny of Contents
The contents of the envelopes have to be scrutinized or verified for the following
purposes:
(a) To find out to which department the letter shall be sent;
(b) To verify whether the enclosures as mentioned in a letter really exist or correspond
to the description.
3. Date-Stamping
On every article of mail received a rubber stamp is fixed which contains the following:
(a) A serial number for the item received,
(b) The date of receipt,
(c) The time of receipt,
(d) The initial of the post opener.
4. Recording
In some offices a register called Inwards Mail Register or Letters Received Book is
maintained where the particulars of all the articles received through mail are recorded.
This has great value as a source of evidence whenever any doubt or dispute arises in
respect of some incoming article.
It is a time-consuming and expensive affair and so some offices do not entertain this.
Alternatively, a Mail Room List system may be followed. A list is prepared for all the
letters and other articles sent to a particular department in a day and the list is signed by
the department-in-charge concerned. Such lists are prepared after sorting the mail.
5. Sorting
After date-stamping and recording, the mail has to be sorted out for sending them to
respective departments or individuals. For the purpose of sorting trays or baskets meant
for different departments are laid on the table. In case the number of departments is big,
a pigeon-hole (a box containing partitioned apartments like a pigeonhole) is used.
This is useful when for a large number of individual sorting is to be done. Sorting has to
be done very carefully so that there is no wrong placement and the enclosures are not
missed. Sometimes it is difficult to ascertain to which department a letter should go. The
supervisor of the section will take the decision or it may be sent to the secretary or office
manager.
6. Distributing
The next step or operation is distributing the mail to respective departments or
individuals. The office peons or bearers will do this job. The mail will be handed over
against initialing by the receiving officer or clerk on the Register. A Mail Room List may
be prepared at this stage. Messages received over Telephone have to be distributed
which may not require sorting.
7. Keeping the Track.
Actually the procedure of handling of inwards mail will be complete when necessary
action on the respective piece of mail received has been taken. A letter has to be
replied or acknowledged. An order has to be acknowledged and executed or refused.
If the matter has no importance then the article is directly filed or even put into the waste
paper basket or destroyed. After action has been taken every piece of inward written
communication has to be sent for filing.
An office must have a definite routine for the handling of inwards mail and the
supervisor of the receiving section shall be responsible for carrying out the routine. If
any piece of inwards mail remains unattended or is lost or is misled, a serious action
has to be taken against the person in default.
Using printers and copiers in processing documents and records
We are moving into the modern age but certain realities still remain constant. One of
those realities is that businesses do still rely on printers and copiers. As a result there
are many options available such as new, used, or refurbished printers and copiers to
suit your budget.
Most businesses use printers and copiers for a number of reasons which include
keeping track of important documentation such as invoices. Although many of them
have an online invoicing system they still require a paper trail for the accountants.
Usually accountants will keep a file with all the invoices for a particular financial year.
Allocating printed invoices in a file is the ideal way to keep track of important financial
records on an annual basis. 
While on the point of invoicing, a customer may require a copy of the invoice for
their own financial records, so the business would require a copier for this purpose.
Keeping accounting records is a very important reason why most companies require the
use of printers and copiers.
Training and development is another reason why printers and copiers are
necessary. In medium to large companies, training and development of employees is an
integral part of the growth of the business. Training manuals that are developed by
Human Resources need to be printed for each employee, and once training is
completed a record of the training completed is kept in their development file.
Throughout the year, various assessment and performance records are printed and
added to the development file. These documents need to be readily available when it is
performance appraisal time.
Keeping track of orders is essential in any business. It is a general requirement
that an order is placed in writing. In this day and age, an order sent via email is
acceptable. The sales person receiving the email order will then print the order so that it
can be passed through the departments as part of the order processing system. With
the original printed order readily available for each staff member it is easier for them to
get the order processed correctly. This minimizes errors when processing the orders.
 Printers and copiers are still quite popular in businesses whether they are large
or small enterprises. Keeping a paper trail is still preferred by many people within an
organization. It is then up to the relevant department to decide whether they require a
new, used or refurbished printer and copier.
https://www.ndit.nd.gov/standards/electronic-records-management-guidelines