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Correspondence Management Register (Excel XLS)
Excel (XLS)
BENEFITS OF DOCUMENT
- Correspondence Management Register helps in retrieval faster and avoid confusion on latest or old.
- Correspondence Management Register is used as reporting tool to close all actions on open points by stack holders.
- Loss of Document, Proper Storage for Correspondences, Accountability of Responses will be controlled by Correspondences Register.
DESCRIPTION
Correspondence Management Register (CMR) is the most important for every organization for tracking,monitoring, controlling,distributing and history of all references of incoming and outgoing correspondences like E-mail,Letter,Fax,Video Conferencing,Minutes of Meeting,Circular,Memo requires to be action for information,follow up or action with proper reply to the correspondences and closing it wit previous reference within the timeframe
Corrrespondence Management Register ease all activities of administration without loss of any correspondences,avoid confusion on latest or old ,maintain total track with reference number and date,manitaning closing of correspondences mitigating risk of any legal or financial issues at the later stage.
Correspondence Managment Register will be used as a repoting tool for the concerned managment to response in timely maner (7days,14days or 21days) as per the contract and correspondence reports can be sent on weekly bassis to the stack holders for CLOSING the response within time frame to avoif any lega, administration or financial imact for the transaction of business.
Every correspondence is acknowledge first and logged it in Corrrespondence Management Register with below parameter:
Incoming Correspondence :
Department Name :
Correspondence Type (,Fax,Video Conference,Minites of Meeting,Memo,Circular)
Incoming Correspondence Reference Number :
Incoming Correspondence Date (Date on Correspondence) :
Sender Organization Name :
Acknowledgement Date :
Subject /Description of Subject
Correspondence Letter Reference Number :
Correspondence Letter Reference Date :
Project File Volume (1,2,3,4)
Response Required (Yes/No)
Storage Location ( Rake Number /Shelf Number)
Remarks : ( Deleted/Hold/Open/Close)
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Outgoing Correspondence :
Department Name :
Outgoing Correspondence Reference Number :
Outgoing Correspondence Date (Date on Correspondence) :
Sender Organization Name :
Acknowledgement Date :
Subject /Description of Subject
Correspondence Letter Reference Number :
Correspondence Letter Reference Date :
Optional Parameters:
Project File Volume (1,2,3,4)
Response Required (Yes/No)
Storage Location ( Rake Number /Shelf Number)
The Correspondence Management Register also includes a comprehensive dashboard for quick access to key metrics and performance indicators. Users can easily filter and sort correspondence entries by various parameters, enhancing efficiency and accuracy in tracking.
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Source: Best Practices in Document Management, Records Management Excel: Correspondence Management Register Excel (XLS) Spreadsheet, Prakash Patel (DMS Trainer & Consultant)
