Registry Records Service is comprised
of three functional or process-based work teams.
Customer Service Team
The customer Service counter is open from 9: 00 a.m. to 4:00 p.m.,
but staff are available to respond to
rush requests from 8:30 a.m. to 4:30 p.m. The Customer Service team
is responsible for: -
- Responding with a customer-friendly attitude to all requests
for files/documents/information, whether made in person, over
the phone or in writing
- Assisting customers with reference queries and conducting research
into files in order to provide requested information.
- Retrieving, sorting and routing requested files/documents to
customers
- Maintaining an accurate record of and tracking file loans on
the GENCAT system
- Maintaining a ‘bring-up’ system
Classification Team
The Classification team is responsible for:
- Referring all incoming mail received from the Mail Desk for
action as necessary
- Classifying all incoming documents according to the established
classification scheme
- Preparing and maintaining accurate file lists and indices using
the GENCAT system
- Distributing file lists and reports to customers and maintaining
distribution lists
- Reviewing and implementing, as appropriate, requests for the
creation of new files and amendments to the file scheme
File Maintenance Team
The File Maintenance team is responsible for:
- Sorting and filing documents and sorting and refiling returned
files
- Creating new files and parts within the existing filing scheme
and updating the GENCAT system
- Preparing standard and customized reports
- Reviewing, boxing and listing files scheduled for transfer
to the Records Centre
- Assisting in the development and implementation of Records
Retention and Disposition Authorities
- Preparing and/or updating descriptions of files and file series
and entering these on the GENCAT system
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