Creation of an expert commission of the organization

The creation of an expert commission of the organization is documented by issuing an order for the main activity. The order indicates the reason for the creation of the commission, the organization of its work, composition, chairman, secretary. (Appendix No. 4)

The order has the following form:

¾ the name of the organization – the author;

¾ type of document (order);

¾ place of publication;

¾ date;

¾ registration index;

¾ title to the text;

¾ text;

¾ signature.

The expert commission is created from among the most qualified employees with extensive experience, who know the industry well, as well as the head of the office, the head of the departmental archive and the head of the accounting department. in small institutions. In firms, the expert commission includes a secretary and an accountant. Usually the expert commission consists of an odd number of members: three to five people.

The chairman of the expert commission is one of the leading employees of the organization in charge of office work and archives, that is, one of the deputy heads. The secretary, as a rule, is an employee of the clerical service or archive.

Decisions of the expert commission are taken collectively by a majority of votes at meetings that are held in accordance with the approved work plan of the EC.

Meetings of the expert commission are held as necessary (but at least twice a year) and are documented in minutes. (Appendix No. 5)

The protocol form includes :

1. name of the institution – author;

2. indication of the type of document (protocol);

3. date of the meeting;

4. number of the meeting;

5. place of the meeting;

6. title;

7. text;

8. signatures.

The composition of the CEC necessarily includes a representative of the state archive (archival authority) in charge of this organization.

Inventory of the affairs of the structural unit – an accounting document that includes information about the cases formed in the unit and subject to transfer to archival storage.

The list of cases of the structural unit includes the following elements of the case description:

¾ serial number of the case (volumes, parts);

¾ case index (volumes, parts);

¾ the title of the case (volumes, parts), fully corresponding to the title on the cover of the case;

¾ dates of the case (volumes, parts);

¾ case retention period.

At the end of the inventory, a final entry is made, which indicates (in numbers and in words) the number of cases, the first and last numbers of cases according to the inventory, and also the features of the numbering of cases in the inventory are recorded: the presence of lettered and missing numbers. (Appendix No. 6)

The inventory of the affairs of the structural unit is signed by the compiler, then it is agreed with the head of the preschool educational institution and approved by the head of the structural unit. If there is an EC in the subdivision, the inventory must be coordinated with it.


Thus, as a result of the activities of organizations, enterprises and institutions, documents are created that have various scientific and practical significance. A significant part of the documents contains information of a one-time nature. Once this information is used for operational purposes, such documents lose their value. Their further storage is not advisable. Other documents retain their value for a number of years. But there are documents containing valuable information for scientific and practical purposes. Such documents must be kept permanently.

Therefore, a clear system for determining the value of information is needed and, on this basis, making decisions on setting the terms of its storage. After that, the information can be destroyed or determined for temporary (up to 10 years) or permanent (over 10 years) storage, depending on the need for its practical use. Actually, this is the task of examining the value of documents.

Examination of the value of documents plays an important role for the activities of any organization. Since it studies the composition and content of the organization’s documents based on the criteria for the value of documents in order to determine the timing of their storage and selection of documents for their further storage.

Work on the preparation of documents for subsequent storage and use, the selection of documents for permanent storage is the final stage of the office work process and includes: examination of the scientific and practical value of documents, registration of cases, inventories of cases, ensuring the safety of documents, transfer of cases to departmental archives.

Examination of the value of documents is the tool that determines both the term and the means of storing documents. If documents need to be stored for a long time, then they use means for long-term storage of documents, and for a short period, it is advisable to use means of operational storage of documents.

In this course work, the topic “Examination of the value of documents” is disclosed. All the tasks set were fulfilled: the criteria and principles of examination, the system of expert bodies, the procedure for conducting and formalizing the examination of the value of documents were considered.

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