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Jai
Jagannath,
Certificate Management. ( Composed by Siba Ram Baral )
Career certificates and documents are precious and serves as the
gate way ticket to all our career endeavors. This are the
acknowledgement receipts of all our labor and struggle that we have
done from the very beginning of our childhood till date. These piece
of papers holds importance of a promissory note and assurance of our
level of education, learnings and training history. Statistics says
that an average student of descent educational career, done with
masters with an appreciable career use to have around 40 to 45
pieces of marks cards and certificates. If we count all our offer
letters, appointment letters, appraisal letters, hike letters,
appreciation letters and even experience certificates and relieving
letters then per company these only counts to be 20 in piece. Just
imagine the amount of documents that we accumulate as mile stones of
our career.
A certificate can go spoiled or lost if not handled carefully or
even kept some where and ignored for days. At last these are mere
piece of papers only. So here comes a resolution on this.
"Certificate Management" tells us how ideally do we handle our
certificates and how prepared are we for situations where in a
certificate is lost or spoiled.
Risks to certificates :
Certificates are usually kept in suitcases or cupboards where they
are prone to natural hazards like moisture, chemical reaction of
print ink with air and even animal hazards like insects, cockroaches
and rats. Have you ever wondered some times certificates look blur
after a prolong period of time. Letters look pale, diminished and
logos and images look dull. It's a common observation. Some times
even certificates go fungi with moisture, with foam kind of layer on
top, some times it becomes brittle and can dust off, goes tore or
tampered during transportation or circulations. Even loosing a piece
of certificate with disposable paper wastes and news papers is also
not so uncommon. If kids around then they find crazy to tamper and
rough use the certificates. So how safe are our tickets of future.
Ways to preserve certificates :
1. All career certificates must be laminated, kept in polythene A4
size envelopes with front side facing up and then to be tied in a
box type folder.
2. Carry along only the latest education certificates in Original
while moving from places to places and all previous ones must be
kept at permanent address residence.
3. Three sets of Xerox should be made for each career certificates
and must be attested and kept at three locations.
4. All certificates can be scanned and made CD out of the image
files with proper nomenclature and hierarchical arrangement.
5. Import certificate's scanned image files can be kept in personal
files over internet ( Like in Yahoo briefcase or gmail folders )
6. All certificates bears an unique number which is different from
the roll number or registration number. These numbers should be
noted down, kept in a note pad file and the note pad file can be
forwarded to all personal Ids as attachments of mails.
7. We must ensure that we know all the points of contacts to act
immediately in case of loss of certificates. Contacts of Registrars
of Universities, Marks card sections of boards and even examination
sections of colleges where in we have studied.
8. Certificate image CDs should be duplicated with 2 to 3 copies and
kept at 3 different locations.
9. Professional Certificates can be kept in separate folders and as
sets so that in case of a switch of a job, these can be retrieved
instantly.
10. Copies of Xeroxes of professional certificates can be kept at
locations of easy traceability.
11. In case of misplacing or loss of professional certificates we
should be able to inform the respective companies and get duplicate
copies of the certificates on demand.
So how safe are your certificates now. Once if we read this complete
mail in front of our certificates they will get a ray of hope at
least, they will feel consolidated and this will blow life in them.
Regards
Nilachakra
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