Unit 7: Registering and Tracking Correspondence and 				Other Items
7.01	Overview						[pp

7.02	Background						[pp03

7.03	Roles and Responsibilities					[pp4

7.04	Item Registration Process				[pp   ]
	Assign an Item Registration Prefix		
	Outgoing Unicef Correspondence	
	Incoming Unicef Correspondence	

7.05	Remember	

7.06	Progress Check						[pp

7.07	Summary							[pp

Overview of Unit 7

Registering and Tracking Correspondence and Other Items
This unit explains the process for registering and tracking correspondence and other items. This includes an explanation of:
•	the unique prefix used to identify items registered by a work unit.
•	the use of a subject code as well as a chronological reference code
•	how to log incoming and outgoing correspondence
•	filing correspondence in both subject and/or chronological date files. 

7.02				Background
All important UNICEF outgoing and incoming correspondence and written documents must be registered in a log.
At least one copy of all registered items needs to be easily accessible to the work unit maintaining the log as well as to all others requiring this information for their work. The actual coding system may vary, from office to office.
Registering documents makes it easy to store and locate incoming and outgoing correspondence, documentation, and information stored on paper and other media (tape, diskette, microfiche, email, etc.).
The classification process is fairly easy to understand, but takes some time to get set up. You will now learn how to register important UNICEF office records,  including:
•	UNICEF documents and records
•	incoming documents and records
•	incoming and outgoing correspondence
The procedures for registering items are described below.

7.03				Roles and Responsibilities
All supervisory staff members are responsible for ensuring that records they issue, receive, or collect, are properly registered.  In addition, supervisory staff are responsible for ensuring that their support staff understand and use the systems properly.
The administrative, operations or designated officer, in cooperation with unit heads, should begin a process of deciding all the records which must be registered by a work unit.
7.04				Item Registration Process
The process for registering items involves several tasks. Each task has several key steps.
All items must be registered in order to be retrieved whan needed.
Assign An Item Registration Prefix
Any document that may be used more than once must be registered with a prefix. The prefix code has  three very important elements: 
•	the UNICEF Organizational Code - CF
•	the office city name abberviation.
•	the abbreviation for the registering work unit.
	
UNICEF Org. Code - CF / office city name abbreviation / work unit
The coding system in the example below is recommended for offices.
Example A shows a prefix system by office  and record item. You will note that at the end of the year, there is a correspondence number. It’s very important to give each piece of correspondence or other items a sequential number.

EXAMPLE A - BY OFFICE / RECORD  Item
This is one of the more common item registration systems.
Start with the Organization Code -- CF for UNICEF. Put the office name abbreviation External Relations (ER). Finally add the year code, followed by a sequential item number -- in this case 222.
UNICEF /   City   /   Work unit / (Year)  - Sequential Number 
CF / RURA/ ER / 1991 - 0222

Outgoing UNICEF Correspondence
If you have any questions contact the Records and Archivement Management Officer, NYH for guidance.
Important UNICEF correspondence must be logged, classified and filed, with a duplicate copy placed in a chronological date file. The codes should include a chronological (chron) file code and, if possible, a subject code.

IMPORTANT: Work units with a great volume of correspondence [more than 1000 items per year] may wish to keep separate logs and chronological date files for  incoming and outgoing correspondence. It is acceptable to maintain one log and file of both incoming and outgoing correspondence.

If a separate file is used, then an additional field would need to be included in the registration number to distinguish between incoming and outgoing items.

Chronological (“Chron”) Files
Chron files should be kept in every field office in addition to subject files. Often a chron file will be kept by a division, section or unit. 
Copies of every important outgoing piece of correspondence (letters, memos, notes, drafts, etc.) sent by a staff member should be kept in at least one subject file and in the appropriate chron file. This allows materials pertaining to the same subject matter to be stored together and allows valuable back-up should you need to find a record later.

Chron files are normally stored in a binder. The earliest record sits at the bottom. Newer records are stored at the top.
It is the responsibility of the writer of correspondence to secure the next available sequential chron file number from the person maintaining the chron file.

EXAMPLE: Chron codes consist of the following record fields:
CF / OFFICE LOCATION / SECTION/UNIT / YEAR / SEQUENTIAL NUMBER
CF / JKT / PR3 / 1999 - 0028

Subject Code on Correspondence
Adding a local file subject code to folders and correspondence helps in filing the document. This is optional. If there is more than one subject code, a designation for Cross Reference may also be applied. This is helpful in locating items in related folders.
	LOCAL FILE SUBJ:	PR-000
	C/R:	PR-200

Incoming Unicef Correspondence
Incoming UNICEF correspondence must be logged, classified and filed, with a copy placed in a subject file. The codes should include a chron file code and, if possible, a local file subject code.
INCOMING - CHRON LOG
Your chron log (chronological listing of incoming materials) should record the following information:
•	IRL - (INCOMING REGISTRY LOG) -- A sequential number used to register incoming correspondence.  The number is assigned by the work/unit.
•	DATE - The incoming arrival date.
•	ACTION BY - Who needs to act on the materials.
•	DATE ACTION COMPLETED - Note when action is completed and/or confirming correspondence dispatched or received.
•	LOCAL FILE SUBJECT CODE -- The file where this correspondence should be filed.
•	SENDER REF -- The code already assigned to this correspondence by the sender. For example: let’s say the Jakarta office assigned this outgoing code -- JKT/PR3 1999-132.
Stamp All Incoming Correspondence
You may wish to purchase an inked stamper that has the following fields represented. Stamp each incoming correspondence and fill in the required information.
IRL 		___________________________________________
DATE 		____________________________________________
ACTION BY 		________________________________________
DATE ACTION COMPLETED 	____________________________
SUBJECT CODE 	________________________________________
SENDERS REF 	____________________________________________

Progress Check

1.	Who in the office is responsible for ensuring that a registration and coding system is developed for correspondence at the field office?

2.	Answer the following True (“T”) or False (“F”):

         	Incoming correspondence also needs to be coded with a subject code.
         	Document codes must include the initials of the staff member who is coding the document.  
         	A chronological file code should be marked on all important outgoing UNICEF correspondence.

Answers

1.Who in the office is responsible for ensuring that a classification and coding system is developed for the field office?

The Administrative, Operations or designated officer in a field office.

2.	Answer the following True (“T”) or False (“F”):

    T   	If possible, incoming correspondence should also be coded with a subject code.
    F    	Document codes must include the UNICEF organization code, the office name abbreviation, year abd registration number.
    T 	A chronological file code should be marked on all important outgoing UNICEF correspondence.

Summary
You now have an overview of the UNICEF policy for registering items and coding correspondence.

+Remember
All correspondence must be registered and filed in appropriate chron and subject files.

	You have now completed Unit 7. If you are taking this programme with a trainer, wait for instructions from your trainer before proceeding. If you are taking this programme by yourself, continue to Unit 8 now.