Records Management and Registry

1 Records Management and Registry Policy Page 1 Table of Contents 1. Introduction ..3 2. Purpose and Objectives of the policy ..3 3. 4. Roles and 5. Storage 6. Registry Procedure regarding the handling of Receipt, Sorting and Opening of Receipt of mailbag ..5 Sorting of Procedure for dealing with Faxes ..7 Dispatching of post ..7 Official post ..7 Incoming Private Post ..8 Receipt and handling of remittance/transferable items ..8 Filing of 7. Management of Records ..10 Collection of Records within Molemole Local Municipality ..10 Movement of files from Registry to other offices within the Molemole Local Municipality ..10 Preparation and opening of file Closure and termination of files.

2 11 Closure at 3cm thickness ..11 Filing of closed volume and terminated Records ..11 Page 2 Storage of essential registers and Records control schedules ..12 8. Maintenance of the file 9. Maintenance of the Records control 10. Protection of Records ..13 Fire prevention measures and protection from roof 11. Disposal of 12. Training of Records 13. Reporting on mail 14. Policy Evaluation and Review ..14 Page 3 1. Introduction Registry office is responsible for controlling all channels of communication which also enables an organization to perform its functions properly. The Registry office keeps all the Records developed and/or received by the Municipality. The Registry policy serve as a guiding tool to all officials entrusted with the responsibility of creating correspondences within the institution.

3 The manual is used to outline the correct procedure regarding treatment of incoming and outgoing correspondence. Like other resources of people, machinery and equipment, Molemole Municipality places a high regard for its information resource. This policy is an affirmation that the municipality is committed to managing its information resources in a way that that will enhance its strategic value. 2. Purpose and Objectives of the policy To ensure all correspondence received by the municipality is safeguarded and processed according to the National Archives and Records Service of South Africa Act. 1996. To ensure a consistent and uniform procedure is followed when filing, delivering and archiving correspondence To keep control of correspondence s movement within municipal departments To ensure that correspondence addressed to the municipality is timeously delivered to relevant addressees.

4 To ensure confidentiality of all incoming mail and ensure that all items reach the intended recipients in the same quantity To promote a sound Records Management practice and eliminate unnecessary duplication of Records . To ensure a proper control, monitoring and storage of municipal Records so as to reduce vulnerability to litigations and financial loss. 3. Legislative Provisions The following legislative frameworks will form the basis for application of this Policy: a. Constitution of the Republic of South Africa, Act 108 of 1996 b. Promotion of Access to Information Act 2 of 2000 c. Municipal Systems Act, 32 of 2000 d. Municipal Structures Act, 117 of 1998 e. National archives and Records service of South Africa act Act no. 43 of 1996 Page 4 4. Scope This policy shall impact upon Molemole Municipality s work practices for all those who: Create Records including electronic Records Have access to Municipal Records Have any other responsibilities for Records like storage, maintenance and disposal of correspondence 5.

5 Roles and Responsibilities The Department of Corporate Services, through the Senior Administration Officer, shall be the implementing authority of this policy, and shall facilitate its annual revision. The Messenger will collect and deliver the mailbag on a daily basis. The Registry Clerk responsible for sorting, opening and delivering mail to respective departments. He/she is also responsible for assigning file numbers to correspondence for ease of filing. He/she must also make sure that all faxes received are captured in the computer program designed specifically for that. He/she must then submit a daily register of all incoming mail to Head of Administration. The Archive Clerk is responsible for filing, closing, disposing and archiving files according the The Admin Officer will open the mailbag in the presence of two designated officials.

6 He/she will always keep the mailbag keys. IT Officer Responsible for the day to day maintenance of electronic systems that stores Records . He/she will work with the Registry office to ensure that public Records are properly managed, protected and appropriately preserved for as long as they are required for business, legal and long-term preservation purposes. He/she will also ensure that electronic systems remains accessible by migrating them to new hardware and software platforms when there is a danger of technology and format obsolescence. The Head of Administration must keep the duplicate keys of the mailbag 6. Storage Areas All correspondence, both paper-based and electronic must be housed in the central Registry or a properly designated office. Only duly authorized personnel are allowed in the Registry office.

7 Page 5 7. Registry procedure Procedure regarding the handling of mailbag The mailbag is collected in the morning at 09h00 by a Messenger from the Post office. Post is sorted and appropriately dispatched, while outgoing post is sealed and stamped. The mailbag is returned to the post office at 15h00 with the outgoing post. The mailbag should remain in the post office until the following morning. The key for the mailbag is stored safely in the office of Admin Officer while the duplicate key is kept by the Head of Administration. Receipt, Sorting and Opening of post Receipt of mailbag a. When mailbag is collected from post office it has to be carried in a sealed bag. Thus mailbags are always sealed by the post office prior to their delivery. b.

8 When the mailbag is received in Registry , it must be opened and emptied by the Admin Officer in the presence of the Registry Officer and Archive Clerk c. Both of these officials must receive written instructions from the Head of Administration or an appropriately delegated official entitling them to receive and open post, and note details of all remittances or negotiables in the remittance register, received by post, fax or otherwise. These written instructions should be filed on the personal files of the relevant official(s). d. In cases where one or both of the officials mentioned in (c) are not present or for any reason cannot open the post, permission for this task must be delegated in writing by the office head to other officials. e. Under no circumstances may only one person open post.

9 Messengers are not permitted to help with the opening of post. f. Incoming post is opened once a day at 09h30. All officials post and letters received before the post is being opened must be kept safely by the Admin Officer in her/his office. g. However post which is marked URGENT, AS WELL AS TELEGRAMS, TELEX MESSAGES OR EXPRESS should be attended to immediately on receipt. Page 6 Sorting of post a. If an official envelope is marked for the attention of a particular person, it is opened by the Registry personnel and dealt with in the usual manner. This means the letter cannot be treated as a private mail. b. Secret and confidential envelopes are delivered unopened to the Head of Administration. After these items have been handed over to the above mentioned official, Registry accepts no further responsibility for them.

10 Procedure for opening post a. Envelopes containing tenders should be given to officials dealing with Tenders. b. Envelopes of unclaimed/ undeliverable letters are attached to the letter to be returned to the post office c. Post is opened by at least two Registry officials from 9h30 to 10h30. Post is opened only on the specified times and should be moved as quickly as possible to the relevant officials. d. Envelopes are slit open on the two sides to ensure that all the contents have been removed and once emptied the envelopes are immediately disposed of in the wasted bin. Treatment of attachments and annexure e. After the letters have been removed from the envelopes, they must be opened immediately and read to ensure that any annexures and monies referred to have actually been enclosed.