| 1. |
It happens increasingly that officials open temporary files themselves. Such files have not been registered on the Online File Tracking System (FTS) of the Western Cape Education Department and no bar code stickers are affixed to the files. Therefore, no proper record of the relevant files exist. |
| 2. |
This conduct is in conflict with the provisions of the National Archives and Record Service of South Africa Act, 1996 (Act 43/1996), since it is a requirement that all correspondence be filed in accordance with an approved filing system in the relevant official files. Furthermore, it is a requirement that all official files must be opened, be registered on the FTS and be supplied with a bar code by registration personnel.
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| 3. |
In order to ensure that the above-mentioned requirements are complied with, Head Office officials are requested to make sure that all temporary files are opened by registration personnel so that the files can be recorded in the register for opened files and be issued with a bar code. It is also essential that registration personnel destroy the temporary files as soon as the original files have been located and the correspondence has been transferred to the original file. |
| 4. |
Temporary files which do not comply with archive requirements and which are without bar codes, will not be regarded as official files and must not be accepted by supervisors. |
| 5. |
Any inquiries regarding the content of this minute may be referred to:
Ms M Fick (021) 467 2758
Ms F Manie (021) 467 2756
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| 6. |
Please bring the content of this minute to the attention of all concerned. |
SIGNED: WL CARELSE
HEAD: EDUCATION
DATE: 2005:09:29
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