RP1205 - Unit 1

A directive is a form of downward communication.

To determine basic copy requirements, a copying activity profile should be developed. This profile would include:

Directives can include

To evaluate the correspondence management program, several methods are used:

The correspondence manual is a tool used to disseminate information to the employees.

Temporary directives are effective for a short period of time and are assigned a time of effectiveness.

Written correspondence must be developed in such a way that anyone who reads it does not have to make assumptions.

This allows all directives relating to one subject be filed together.

There is little relationship between the creation of quality correspondence and the ability 2properly store and retrieve

Correspondence origination costs are easy to determine because records of time spent in creation are normally kept.

Copy control devices are attached to copy machines which limit access to authorized users

A decentralized facility is usually controlled by entering a code.

A centralized copy facility is one in which all copying is produced in one place.

Internally, standardized formats should be used to ensure all directives have the same basic information headings

The quality of correspondence can be improved by providing specific guidelines for effective correspondence writing.

A copy is a duplicate record of an original.

By improving the quality and productivity of correspondence, costs will increase.

Long-term directives are those that remain effective until they are either cancelled or revised by the originating unit.

Costs directly related to the writing and research time required to compose correspondence in draft form.

Copyright is defined as the sole right to produce or reproduce a work or any substantial part of a work in any form.

Who is responsible for the actual writing of the directive?

When correspondence is written clearly and concisely, indexing of the correspondence is made easier.

Distribution lists are usually developed to determine who should receive the manual and any updates needed.

If a copier is not working properly, a notification should be left on the copier.

A directive is instruction from management regarding the policy or procedure of an organization.

Checklists are useful for determining the strengths and weaknesses of the program.

Copyright applies to all literary, musical, dramatic, and artistic work and to recordings of any kind.

These copiers are usually floor models that are centrally located and perform more functions than basic copiers.

Costs involved in preparing the document. This includes materials, administrative support, equipment, and supplies.

Typically, the goals of a correspondence management program are: