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Lesson 7 - Receiving Documents - Registering them.
When any issues with the documents themselves and the transmittal that accompanied them have been resolved, they can be registered.
When registering new documents in any system, either computer or paper based, document controllers generally try to record as much information about them as practicable. There are a few things which are fairly critical:
It is common practice to use abbreviations when recording document titles, such as 'GRND' for 'ground' and 'SECT' for 'section. Unfortunately, it is also possible to end up with three different abbreviations for the same term. This results in difficulty when looking for information later.
It is therefore important to try an adopt as consistent approach to abbreviations as possible.
Assuming that documents have been collated in a sensible manner, the document controller can then simply work through them recording each one as they go. A good practice is to use a rubber stamp to mark them as received after each one is entered into a register. If this is done, and the document controller is interrupted the process can be returned to without duplication or omission. Where documents have been stamped already, some document controller discretely initial the documents to indicate they have been registered.
Only once all the documents have been registered can they be issued, even lent, to anyone else.
Many document originators request that the receipt of documents is confirmed. This is normally done in one of two ways:
The correct time to acknowledge receipt is after the documents have all been registered.
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