NSSCO Office Practice (6157) key terms

A system where all records for an organisation are kept in one central place under the control of a records clerk, rather than being scattered among individual departments or desks.

A system where each department or section keeps and controls its own records close to where they are used, giving faster local access but less overall consistency and control.

The method chosen for arranging records in a system, such as alphabetical, numerical, chronological, geographical or by subject, so that any file can be found quickly and consistently.

Placing a note or duplicate card in a second location so that a record can be traced when a user might reasonably search under a different name, subject or number.

A separate guide, card or register listing names or subjects in order with a reference to where each file is stored, used to locate records quickly in numerical or subject systems.

A written plan stating how long each category of record must be kept, who authorises disposal, and the method of destruction, so that legal and operational needs are met without keeping papers unnecessarily.

A temporary file or folder holding papers that must be returned to the main file at a later date, reminding the office worker to take a required action on that day.

A dated reminder arrangement, often 12 monthly folders with day divisions, into which papers are placed so that they reappear on the date when action is due.

A book or spreadsheet in which incoming letters and parcels are recorded on arrival, showing date received, sender, subject and the person or section to whom the item was passed.

A record of all items dispatched by an organisation, noting date, addressee, method of posting and postage cost, providing proof of sending and helping to control postal expenditure.

The routine followed when dealing with incoming post: sort, check the address, slit envelopes, remove contents, date-stamp, attach enclosures, record in the register and route to the correct officer.

Money sent by a customer to settle an account, usually by cheque, postal order or electronic transfer, which the office must record and pass promptly to the accounts section.

A machine that prints postage directly onto envelopes or labels and records the total spent, replacing adhesive stamps and allowing postage to be bought in bulk at a discount.

A postal service giving proof that an item was posted and a signature on delivery, used for important documents whose safe arrival must be verifiable.

A private firm that collects and delivers documents or parcels door to door, usually faster and with tracking, but more expensive than ordinary postal services.

A short internal message sent between staff within the same organisation, usually with a heading showing sender, recipient, date and subject, and no formal salutation or complimentary close.

A letter written to someone outside the organisation, following a set layout with sender's address, date, inside address, salutation, body, complimentary close and signature.

One identical letter sent to many recipients, often to announce a change, advertise a product or invite attendance, sometimes personalised with names and addresses inserted by mail merge.

A line at the end of a letter, often abbreviated 'Enc.' followed by a description, showing that other documents are being sent with it and helping the recipient check the contents.

A word-processing feature that combines one standard letter with a list of names and addresses to produce many personalised copies without retyping the main text each time.

Reproducing documents by a machine that scans an original and prints copies onto plain paper, used for routine duplication of correspondence, forms and reports.

An older reprographic device that forces ink through a cut stencil to produce many copies of a typed document, cheaper than photocopying for long runs but requiring master preparation.

The formal written announcement sent to all entitled members giving the date, time, place and business of a meeting, and required by the rules of the organisation within a stated period.

The ordered list of items to be discussed at a meeting, circulated in advance with the notice so that members can prepare and the chair can keep discussion to time.

The official written record of what was discussed and decided at a meeting, showing attendance, apologies, resolutions and action points, and normally confirmed at the following meeting.

The minimum number of members who must be present before a meeting can validly transact business, as laid down in the organisation's constitution or standing orders.

A detailed travel plan listing dates, times, flights, accommodation, appointments and contact details, prepared for a traveller and copied to the office so that he or she can be reached.

An internal form requesting authority and funds for a journey, stating destination, purpose, dates and estimated cost, which must be approved before tickets or accommodation are booked.

A small form completed for each minor payment made from the office cash float, supported by a receipt and signed by the person receiving the money and by an authorising officer.

A method of controlling petty cash in which a fixed float is held and periodically restored to that amount by a reimbursement equal to the vouchers spent, making theft easier to detect.

The study of fitting the workplace and equipment to the worker, covering chair height, desk layout, screen position and lighting to reduce strain and improve efficiency.

A desk arrangement centred on a computer screen and keyboard, with the screen at eye level, the keyboard at elbow height and adequate lighting to prevent eye and muscle strain.

Pain or damage to muscles, tendons and nerves caused by repeated movements such as continuous keyboarding or mouse use, prevented by correct posture, breaks and adjustable equipment.

The system that labels extinguishers for the type of fire they fight, such as water for wood and paper, foam for flammable liquids, and carbon dioxide for electrical equipment.

The planned routine for leaving a building safely in an emergency, including alarm signals, escape routes, assembly points, roll calls and the duties of fire wardens.

A practice evacuation carried out at intervals so that staff know the alarm, the routes and the assembly point, and so that weaknesses in the emergency plan can be corrected.

Papers and electronic media containing private or sensitive information that must be shredded, burned or securely collected rather than placed in ordinary bins.

The duty of office staff not to reveal information learned through their work to unauthorised people, covering personal data, salaries, contracts and customers' affairs.

Measures that limit entry to premises, rooms or computer systems to authorised people, using keys, identity cards, passwords, visitors' badges or biometric devices.

A register kept at reception in which every visitor records name, organisation, time in, time out and the person visited, providing a record for security and fire evacuation.