LOGBOOK or RECORD BOOK SYSTEM is a very important tool to document transactions related to the transfer of written communication from one office to another office or even among the branches and sections within the office. It is very significant to trace the cause or causes of delay of a certain written communication and to locate a missing communication.
As shown is the present LOGBOOK SYSTEM that is being widely used by different offices and organization. But for me, the information being asked or required in the current LOGBOOK SYSTEM are lacking.
This is my own LOGBOOK SYSTEM. There are 3 basic information that I added to have a comprehensive, reliable and effective LOGBOOK SYSTEM.
First, the DAY should be added to have a quick reference whether the written communication is received on Monday, Tuesday or Friday. This is especially useful as reference when an investigation is needed to be conducted. You can save time since you do not need to look for a calendar if that certain date is several years ago.
The second is the TIME COLUMN, it is very important to note what specific time (HOUR AND MINUTES) to easily analyze the cause of delay or when the written communication is lost or misplaced.
The third ADDITION is the specific instruction to put BOTH the name and signature. It should not be printed NAME only or SIGNATURE only, it should be BOTH. Putting both the name and signature is a reliable reference to easily pinpoint the responsible individual who receives the communication. If signature is the only information provided, it is very difficult to identify that certain especially for large organization. On the other hand, if only the printed name is written in the logbook that person can easily deny especially if the communication is delayed or lost.
No comments:
Post a Comment