1.1. Sorting, handling and storage procedures for records
1.3. Document handling protocols for each of the following.
1.2. Rules of the filing system
1.4. Incoming correspondence
1.5. Outgoing correspondence
1.6. Financial correspondence
1.7. Legal documents
1.8. Confidential records
1.9. Obsolete documents for archiving
1.1. Sorting, handling and storage procedures for records:
- Records should be sorted and organized according to a specific filing system.
- Each record should be carefully handled to avoid damage or loss.
- Records should be stored in a secure and accessible location.
- Regular monitoring and maintenance should be conducted to ensure the integrity and accuracy of the records.
1.2. Rules of the filing system:
- Clearly define categories and sub-categories for different types of records.
- Use a consistent naming convention for file names and labels.
- Ensure that files are properly indexed and labeled for easy retrieval.
- Regularly update and maintain the filing system to accommodate new records and remove outdated ones.
1.3. Document handling protocols for each of the following:
- Establish protocols for handling sensitive or confidential documents, such as obtaining proper authorization and using secure storage.
- Determine appropriate protocols for handling different types of documents, such as legal, financial, or medical records.
- Train employees on the proper procedures for handling and distributing documents.
1.4. Incoming correspondence:
- Designate a central location or department to receive, sort, and distribute incoming correspondence.
- Implement a system for tracking and logging all incoming correspondence.
- Establish guidelines for prioritizing and responding to incoming correspondence in a timely manner.
1.5. Outgoing correspondence:
- Develop a standardized format or template for outgoing correspondence.
- Establish procedures for approving and reviewing outgoing correspondence before it is sent.
- Implement a system for tracking and documenting all outgoing correspondence.
1.6. Financial correspondence:
- Implement protocols for handling financial documents, such as invoices, receipts, and financial statements.
- Establish procedures for securely storing and accessing financial correspondence.
- Ensure that financial correspondence is properly recorded and filed for auditing and regulatory purposes.
1.7. Legal documents:
- Establish protocols for handling and storing legal documents, such as contracts, agreements, and court filings.
- Designate specific individuals or departments responsible for maintaining legal documents.
- Implement procedures for properly indexing and labeling legal documents for easy retrieval.
1.8. Confidential records:
- Develop strict protocols for handling and storing confidential records, such as personal information, medical records, or trade secrets.
- Ensure that access to confidential records is limited to authorized personnel.
- Implement security measures, such as encryption or password protection, to safeguard confidential records.
1.9. Obsolete documents for archiving:
- Establish criteria for determining which documents are considered obsolete and need to be archived.
- Develop procedures for transferring obsolete documents to a designated archival storage area.
- Implement protocols for indexing and organizing archived documents for future retrieval if needed.