Common Filing System of MaMoni Habiganj and Sylhet area PPT for newly recruited staff for Habiganj, dated: 28 th  April 20...
MaMoni filing/archiving structure/tree <ul><li>The Common filing system of MaMoni project is proposed for practicing at al...
Who are to create a new file <ul><li>District / Upazilla managers (DC, UC) will create files when they start any event.  <...
Coding System  <ul><li>Area code :  </li></ul><ul><ul><ul><li>Dhaka = D, Sylhet = S, Habiganj = H </li></ul></ul></ul><ul>...
Types of the documents   <ul><li>1. Reference book </li></ul><ul><li>2. Training manual  </li></ul><ul><li>3. Information ...
Types of the documents <ul><li>9. Office management and administrative :  </li></ul><ul><ul><li>Staff information  </li></...
Labeling  Signature  Completion date  Name of the event  Type of document Component code Upazilla code Area code File label
Archiving and effectiveness  <ul><li>After completion of the event the manager will handover the file to documentation foc...
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C:\Fakepath\Common Filing System Of Ma Moni

  1. 1. Common Filing System of MaMoni Habiganj and Sylhet area PPT for newly recruited staff for Habiganj, dated: 28 th April 2010
  2. 2. MaMoni filing/archiving structure/tree <ul><li>The Common filing system of MaMoni project is proposed for practicing at all level considering the project components and events. </li></ul><ul><li>Files should be updated fortnightly. So that the tracking system will be working effectively. Such as an example: </li></ul><ul><ul><ul><ul><li>Last update: April 16, 2010 </li></ul></ul></ul></ul><ul><ul><ul><ul><li>Next update: April 29, 2010 </li></ul></ul></ul></ul><ul><li>The documentation focal person will ensure archiving system at the MaMoni project office. The MaMoni SC team will assist the documentation focal person at Upazilla and district offices and they will enhance monitoring and evaluation of the system is working properly. </li></ul>
  3. 3. Who are to create a new file <ul><li>District / Upazilla managers (DC, UC) will create files when they start any event. </li></ul><ul><li>They will create, track and finally hand over the file to the documentation focal person for archiving for maintaining and preservation accordingly. </li></ul>
  4. 4. Coding System <ul><li>Area code : </li></ul><ul><ul><ul><li>Dhaka = D, Sylhet = S, Habiganj = H </li></ul></ul></ul><ul><li>Upazilla Code: </li></ul><ul><ul><ul><li>Companiganj = S1, Jaintapur =S2, Gowingaht = S3 </li></ul></ul></ul><ul><ul><ul><li>Balaganj = S4, Golapganj = S5, Biswanath = S6, Fenchuganj = S7. </li></ul></ul></ul><ul><ul><ul><li>Nabiganj = H1, Ajmiriganj = H2, Baniachang = H3, Chunarughat = H4 </li></ul></ul></ul><ul><ul><ul><li>Habiganj Sadar = H5, Bahubal = H6, Madhabpur = H7, Lakhai = H8 </li></ul></ul></ul><ul><li>Component code : </li></ul><ul><ul><ul><li>MNH=A, FP=B, CM=C, Misoprostol=D, M&E=E </li></ul></ul></ul><ul><li>Archiving code will be set by documentation focal person following components & types of documents </li></ul>
  5. 5. Types of the documents <ul><li>1. Reference book </li></ul><ul><li>2. Training manual </li></ul><ul><li>3. Information collection format/ guideline </li></ul><ul><li>4. Reporting: </li></ul><ul><ul><li>Report guideline </li></ul></ul><ul><ul><li>Monthly report </li></ul></ul><ul><ul><li>Quarterly </li></ul></ul><ul><ul><li>Semi-annual, </li></ul></ul><ul><ul><li>Annual </li></ul></ul><ul><li>5. Capacity building: </li></ul><ul><ul><li>Training </li></ul></ul><ul><ul><li>Orientation </li></ul></ul><ul><li>6. Meeting minute: </li></ul><ul><ul><li>Monthly coordination meeting </li></ul></ul><ul><ul><li>PNGO coordination meeting </li></ul></ul><ul><ul><li>SMT meeting </li></ul></ul><ul><ul><li>Meeting with GoB/NGO counterpart & report/regulation </li></ul></ul><ul><li>7. Advocacy activities: </li></ul><ul><ul><li>Day observation </li></ul></ul><ul><ul><li>Rally </li></ul></ul><ul><ul><li>Participation in jointly event </li></ul></ul><ul><li>8. BCC materials </li></ul>
  6. 6. Types of the documents <ul><li>9. Office management and administrative : </li></ul><ul><ul><li>Staff information </li></ul></ul><ul><ul><li>Communication and officials letter </li></ul></ul><ul><ul><ul><li>Incoming </li></ul></ul></ul><ul><ul><ul><li>Out going </li></ul></ul></ul><ul><ul><li>Circulation (office order) </li></ul></ul><ul><ul><li>Master mailing list </li></ul></ul><ul><li>10. Profile /social resources </li></ul><ul><ul><ul><li>Working area profile </li></ul></ul></ul><ul><ul><ul><li>Gob staff information </li></ul></ul></ul><ul><li>11. Documentation </li></ul><ul><ul><li>Maps </li></ul></ul><ul><ul><li>Logos </li></ul></ul><ul><ul><li>Project dissemination materials </li></ul></ul><ul><ul><ul><li>Project updates </li></ul></ul></ul><ul><ul><ul><li>Project brief </li></ul></ul></ul><ul><ul><li>Visitors to the project </li></ul></ul><ul><ul><li>Case studies </li></ul></ul><ul><ul><li>Picture/photo with detail caption </li></ul></ul><ul><li>12. Other special event : ---------? </li></ul>
  7. 7. Labeling Signature Completion date Name of the event Type of document Component code Upazilla code Area code File label
  8. 8. Archiving and effectiveness <ul><li>After completion of the event the manager will handover the file to documentation focal person / M&E officer. </li></ul><ul><li>The documentation focal person will ensure archiving system at the MaMoni project office. </li></ul><ul><li>The MaMoni SC team will assist the documentation focal person at Upazilla and district offices </li></ul><ul><li>They will enhance monitoring and evaluation of the system is working properly. </li></ul>

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