Basic Registry Management and Protection of official/classified Document

BASIC REGISTRY MANAGEMENT AND PROTECTION OF OFFICIAL/CLASSIFIED DOCUMENT

INTRODUCTION

Effective information management has over the years posed a great challenge to organizations and institutions (both private public). Practitioners and experts have been struggling to profound effective ideas and processes that will be the best in information protection, preservation, retrieval and re – use. Document tracking is a problem because in the maze of mass documents and data, facilities appear inadequate and human errors abound thereby creating opportunities for fraudulent individuals to perpetrate crimes. What it means is that institutions require constant updating and improvement in their methods of information management.

2. WHAT IS A REGISTRY?

Put simply, it means a place where official records are kept. There are many types of registries ---- Court registry, marriage registry, institution registry etc.

In all these, the basic function is document or records preservation. The whole idea is to effectively manage and protect documents for easy retrieval, safe keeping and tracking. Usually it is large organizations that keep and maintain registries because of large volumes of information.

3. OFFICIAL INFORMATION

Two broad categorizations of information exist ---- official and private. Private information relates to information for personal interest or activities of individuals, not of organizations. Eg: an appointment with a friend, to meet for personal discussion or comfort etc.

Official information means that which relates to an organization or for an organization – to the extent that proper management of such can lead to the success of the organization while a mismanagement of such official document or information can damage the interest of the organization or institution.

Official information can include:

• Registration documents: --- Memorandum and Articles of Association, certificate of incorporation forms C02, C07, share Allotment, etc.

• Staff personal Records: ------ Employment deployment, Promotion, Resignation, Retirements, re-deployment, Queries.

Students Records, stage II results, Final NCE results etc.

• Revenue Matters: ------ Tax, Payroll documents, Management Accounts, contract agreements, etc.

Note that official information can become private information. eg a letter of appointment. For the individual, this record will serve as a guide to the number of years served, years to go etc. The Registry is therefore a physical place, where various records, mails documents, parcels or