General requirements for the systematization of documents and the formation of cases
Improvement of the work of the administrative apparatus, efficiency and quality of resolution of the issues contained in the documents depend to a large extent on the organization of document snoring, i.e. from the methods of their classification. A scientifically substantiated classification of documents is of great importance not only for operational work in organizations, but also for the subsequent storage and use of documents in departmental and state archives.
A single approach to document classification in an organization provides an nomenclature of cases, which:
- is a systematized list of headings of cases initiated in the organization's business, with the indication of the terms of their storage, drawn up in accordance with the established procedure;
- is a classification reference book, compulsory for compilation in all state organizations, and must contain a complete list of cases initiated by all structural divisions;
- fixes the classification (grouping) of executed documents into cases, systematization and indexing of cases, terms of storage of cases;
- serves as the main accounting document in the office work, in the departmental archive it is used as an accounting document for cases of temporary (up to 10 years inclusive) snoring, and also as a basis for drawing up inventories of cases of permanent and temporary storage (over 10 years)
- is necessary for the organization of the information retrieval system, i.e. the classification basis of the nomenclature is at the same time the basis for the construction of various files, directories and indexes.
Three forams of the nomenclature of cases are drawn up and used: Typical, approximate and nomenclature of affairs of the organization (specific, individual ).
Typical and exemplary nomenclatures of cases are developed by the documentation services of organizations that have a subordinate network. They can specify typical and departmental lists of documents with the indication of the terms of their storage. This makes it possible to achieve unity in the classification of documents of homogeneous organizations within the industry, i.e. organizations with the same type of activity and composition of documentation.
These nomenclatures of cases are of great importance for optimization and reduction of the composition of documents included in the US Archive Fund. For example, when one receives documents from higher and subordinate organizations in one state archive, duplication can be revealed already when drawing up their nomenclatures of cases. In this case, in an exemplary (or standard) nomenclature, a note is made, from which particular organization will this category of documents be deposited.
It is especially advisable to compile model (typical) nomenclatures of cases for groups of co-sponsored organizations, of which one is a solid organization, and the other is selective admission of documents into the state part of the US Archive Fund. For example, a similar range of nomenclatures can be drawn up for regional and district (municipal) organizations: schools, financial bodies, statistical bodies, etc.
Typical nomenclatures of cases establish a unified composition of cases initiated in the work of a certain category of organizations, a single indexation of these cases in the industry. A typical nomenclature of cases is a normative document, mandatory for application in those organizations for which it was developed.
Approximate nomenclature of cases can be compiled both within a particular industry and within the administrative-territorial unit for state and commercial organizations, industrial enterprises, educational institutions, science - research and design institutes, publishing houses, creative unions, public organizations, agricultural cooperatives and associations, etc. (hereinafter - organizations). Such nomenclatures, unlike the standard ones, are of a recommendatory nature and establish the recommended composition and indexation of the cases that are initiated in the business of the organizations to which they are distributed.
Approximate and typical nomenclature of cases in the order of providing methodological assistance can be developed by organizations by the Federal Archival Agency on a contractual basis.
Typical and sample nomenclature of cases should be agreed with the central expert commission of a particular organization, reviewed and agreed upon in expert-verifying commission of the relevant archival body and approved by the head of the organization, -territorial government.
Federal and republican organizations can approve sample nomenclatures of cases for all categories of organizations of their system, regional accordingly - for organizations of the regional level and below. With the stability of functions, the processing and re-confirmation of exemplary (typical) nomenclatures of cases are conducted, as a rule, once in 10 years.
Regardless of the availability of a typical or exemplary nomenclature of cases, each organization must compose its own nomenclature. Responsibility for the development of the nomenclature of the organization's affairs is borne by its Dow service; The archive provides methodological and practical assistance and controls the proper manning of cases with documents. The nomenclature of cases is developed for all structural divisions of the organization. To develop a nomenclature of cases usually attract leading experts.
One of the first stages of drawing up a nomenclature of cases is the study of organization documents.
The nomenclature of cases includes all documents compiled in this organization and received from other organizations. At the same time, the regulations (charter) of the organization and its structural subdivisions, planning and reporting documents, job descriptions of employees, various classifiers of documents used in the work, a typical departmental list of documents with the indication of the terms of storage of the nomenclature of cases for past years, inventory for permanent and long-term storage , documents that characterize the main activities of the organization, as well as documents of public organizations (trade union, voluntary associations, etc.).
In addition, the nomenclature includes cases of temporarily acting bodies, the documents of which serve as the legal basis for confirming the powers of the organization or the termination of its activities.
Included in the nomenclature and unfinished business records, which came from other organizations for their continuation. In the nomenclature, all reference files and journals to documents must be taken into account.
In the course of the organization's work, during the year, new documented areas and, consequently, new cases may appear, which are also included in the nomenclature of cases.
Documents with the stamp, reference files, logs of documents and publications with the stamp For official use (DSP) are subject to mandatory inclusion in the nomenclature of the affairs of the organization or on them an independent nomenclature of cases is drawn up.
The nomenclature of cases does not include various printed publications coming into the organization. They are accounted for and stored in reference and information funds, scientific and technical libraries or other units of the organization.
The nomenclature of the organization's affairs for the next business year is compiled in the III-IV quarters of this year.
Projects of the nomenclature of cases drawn up in structural units are vetted by their leaders. If there are expert commissions in the organization in the structural units, they agree on the nomenclatures of their structural divisions.
The nomenclature of the organization's affairs is coordinated by expert (central expert) commissions of the organization and sent by the head of the DOW service to the agreement with the expert-verifying commission of the relevant archival body. Only after agreeing with the expert-verifying commission, the nomenclature of the organization's affairs is approved by its head (deputy head of the organization supervising the DOW issues).
The approved nomenclature of the organization's affairs is put into effect from the beginning of the next business year and is valid for five years. It is subject to an unplanned re-arrangement and re-confirmation only in cases of a fundamental change in the functions and structure of the organization (or its structural subdivision).
In the absence of such changes, the nomenclature of cases at the end of each year is clarified, if necessary, adjusted and automatically put into effect. In the event that organizations have a seasonal nature of activities (expeditions, theaters, educational institutions, etc.), the office year in which it starts and ends according to the seasonality of activity, the nomenclature of cases for the following year is drawn up at the end of the previous season.
Adjustment of the nomenclature of cases is recommended as follows: at the end of this year, the heads of the Dow and departmental archive, together with the responsible for office work in structural divisions, analyze the sections of the nomenclature of the current year's affairs, determine the correctness of the wording of the headings of cases, reflection in the nomenclature of the entire set of documents. In the process of discussion and analysis of the nomenclature of cases, it is determined that it needs to be adjusted.
The nomenclature of the organization's affairs is printed in the required number of copies. It must be taken into account that the first instance is placed in the file, second is used in the DOS as a worker, third is used as an accounting document in the departmental archive, fourth remains after agreement in the relevant archival institution, < strong> fifth can be transferred in the form of statements to work in the relevant structural units of the organization.
All copies except the first one may not be printed on paper in agreement with the appropriate archival service authorities.
An approved copy of the nomenclature of the organization's affairs is a document of permanent storage and is included in the section of the DUU nomenclature in the form of an independent case, as well as all control and reference files.
The procedure for drawing up and approving nomenclatures of organizations that do not transfer documents for storage to state archives is different from the one described above. For them, the approval of the expert-verifying commission of the archival body is replaced by an agreement with the central expert commission or an expert commission of a higher-level organization.
Sections of the nomenclature of the organization's affairs are basically the names of its structural divisions located in accordance with the approved structure of the organization. At the same time, as the first section in the nomenclature of cases, the DOW service should be indicated, since it is there that the organizational and administrative documentation characterizing the activity of the organization as a whole is collected.
The sequence of the location of the sections in the nomenclature must coincide with the sequence fixed in the normative documents (approved structure, structure and staffing), for example: the documentation service department, the planning department, the production and technical department, the safety department, the accounting department, the personnel department and etc. If an organization has a classifier for structural subdivisions, it is used as a classification scheme for the nomenclature of cases, i.e. serves as its sections. When specifying the title of a section, its index is also mandatory, for example: the office - 01, the training department - 02, etc.
In column 1 of the nomenclature, the indexes of cases are indicated. The index of a particular case consists of the index of the structural unit and the ordinal number of the case within this structural unit. For example: 01-1, 01-2 .., 01-12 .., 02-1, 02-2 .., 02-35, etc.
The classification scheme of ministries, departments, other organizations with complex structure usually consists of sections and subsections corresponding to specific departments and departments. In this case, the nomenclature of the affairs of the structural subdivision (management of the ministry, departments, etc.) is drawn up on a common form, the work-year is indicated as the title.
The name of the section of the nomenclature is given by the names of structural subdivisions (divisions) of a specific management and its index. The index in this case will consist of a management index, an index of the department within the control and the serial number of the case.
For example, case management has index 01, its structural units will have indexes: office - 01.1, department of government correspondence - 01.2, complaints office - 01.3, etc. Indices of cases within departments - 01.1-1, 01.2-1, 01.2-2, etc.
In column 2 of the nomenclature, headings of cases are indicated. The following sequence of case names can be used in the section:
- organizational and administrative documentation;
- planning documentation;
- Reporting documentation;
- documentation related to the implementation of the main business issues;
- the documentation related to the inspections (revisions) of the main activity;
- documentation related to accounting and reference work with documents.
Within each selected set of documents, the names of cases are recommended to be systematized according to the levels: documentation of higher organizations, documentation of the foundation organization.
So, for example, first in the nomenclature, the cases will be indicated, in which the administrative documents of the higher bodies are grouped, and then the cases with the administrative documents of their management, collegial body, etc. It is advisable to use a unified sequence of headings of cases in different sections of the nomenclature of one organization.
Box 3 of the nomenclature is filled at the end of the year. Each case should not exceed 250 sheets, therefore, with a large amount of documents pertaining to one case, the formation of volumes and parts is allowed.
In column 4 of the nomenclature, the deadlines for keeping cases in accordance with certain lists are displayed.
Box 5 of the nomenclature of cases Note is filled during the term of the nomenclature by the Dow service. In it, there are notes on the institution of affairs, on the cases that are being transferred, on the staff responsible for documentation and the formation of cases in structural divisions, on transferring cases to another organization, on the location of the original, on transferring cases to the departmental archive, etc. Using this column improves the quality and efficiency of the nomenclature of cases.
When preparing a consolidated nomenclature of cases, the organization's general form or title page is used.
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