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Most of the forms handled by logistics personnel have or should have specific codes (references) that allow them to be connected and subsequently tracked. Typically, a form includes its " own " reference for easy identification, as well as one or more references to link it to the other documents. The forms Forms are filed according to their references. Therefore, and the proper use of references has a direct impact on the archive. When someone (internal or external) needs information about the history of our operations, the correct use references (encoding) facilitate access.

These codes might include information about the country, the office and the department requesting the purchase plus a running number. An example might look like:


HTML
<center> <table width="700" style="border:#ffffff thick solid; text-align:center">
<tr>
<td bgcolor="#e0e0e0" width="200"><center><font size="5">
Unique Number
</td>
<td bgcolor="#e0e0e0" width="200"><center><font size="5">
Document Type
</td>
<td bgcolor="#e0e0e0" width="300"><center><font size="5">
Country 
</td><td bgcolor="#e0e0e0" width="300"><center><font size="5">
Sub-office
</td>
<td bgcolor="#e0e0e0" width="300"><center><font size="5">
Department
</td>
</tr>
<tr>
<td bgcolor="#f1f1f1"><center><font size="10">
1234
</td>
<td bgcolor="#f1f1f1"><center><font size="10">
PR
</td>
<td bgcolor="#f1f1f1"><center><font size="10">
IT
</td>
<td bgcolor="#f1f1f1"><center><font size="10">
RM
</td>
<td bgcolor="#f1f1f1"><center><font size="10">
LOG
</td>
</tr>
</table> </center>


Labelling

An emergency response produces a quite important number of documents and each procurement documentation can occupy a large volume, which can make it difficult to find a specific document when it is needed. Hence the importance of labelling each folder and/or box in the most harmonised way possible, thinking of those who will come after the initial response phase. The common archiving approach allows documents to be tracked more easily, while also allowing sensitive files to be identified faster in an emergency.

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