Practical work No. 10. Registration of the nomenclature of cases

Purpose: to acquire skills and abilities in compiling the nomenclature and forming cases.

Contents of the report: draw up a nomenclature (c4). on a PC and abstract

GENERAL PROVISIONS

The main work that ensures the correct systematization of documents in office work is the compilation of a nomenclature of cases and the formation of cases.

The nomenclature of cases is a systematized list of headings of cases entered in the organization’s office work, indicating the terms of their storage, and drawn up in the prescribed manner. The nomenclature of cases is compiled to ensure the procedure for the formation and accounting of cases in the office work of the organization. It implies the grouping of executed documents into cases, systematization of cases, indexing and storage periods of cases, is the basis for compiling inventories of permanent and temporary (over 10 years) storage and the main accounting document in office work, and in the departmental archive is used to record temporary cases (up to 10 years). years inclusive) storage.

Responsibility for compiling the nomenclature of cases rests with the organization’s records management service.

REQUIREMENTS FOR THE NOMENCLATURE OF CASES

Nomenclatures of cases are specific, typical and exemplary.

A specific nomenclature of cases is a systematized list of specific headings of cases scheduled for institution in the office work of one organization (or its functional unit) in a certain calendar year.

Typical and exemplary nomenclatures of cases are systematized lists of unified headings of cases entered in the office work of a certain category of organizations with the same type of composition of documents formed in the course of their activities.

Typical and exemplary nomenclatures of cases are methodological aids and are used in the preparation of specific nomenclatures of cases.

The headings of cases provided for by them, which are supposed to be opened in the calendar year, are transferred to the nomenclature of the organization’s cases from the typical or exemplary nomenclature. The heading of each case from the typical nomenclature of cases is transferred in full and can only be specified taking into account the specifics of the formation of the organization’s cases.

The terms of storage of cases provided for by the standard and exemplary nomenclature of cases are transferred to a specific nomenclature without change.

When compiling the nomenclature of affairs of the organization, one should be guided by the main provisions of regulatory documents, the charter, the provisions on its functional divisions, staffing, standard and exemplary nomenclatures of cases and standard lists of documents indicating their storage periods.

The nomenclature of cases should provide headings for grouping documents. Headings of cases on issues not completed within one year are transferable and are included in the nomenclature of cases of the organization of the next year with the same index. The heading of the case should clearly and briefly reflect the main content and composition of the case documents, it can be specified in the process of formation and execution of cases. The heading of the case consists of elements arranged in the following sequence:

– name of the type of case;

– name of the organization or functional unit;

– the name of the organization to which the documents of the case were addressed or from which they were received;

– a summary of the documents of the case;

– the name of the locality with which the content of the case documents is related;

– dates (period) to which the documents of the case refer;

– an indication of the presence of copies of the case documents.

The composition of the case header elements is determined by the nature of the case documents. In the headings of cases containing documents on one issue, but not related by the sequence of clerical work, the term “documents” is used as the type of case, and at the end of the heading, in brackets, the main types of documents that should be grouped in the case are indicated.

The term “documents” is also used in the headings of cases containing documents-attachments to any document. In the headings of cases intended to group documents of the same variety, this variety of documents is indicated in the plural.

The name of the organization as the author of the documents is indicated briefly or its general specific name is given.

In the headings of cases containing correspondence with heterogeneous correspondents, the latter are not indicated. If the correspondence is conducted by a specific correspondent, he is indicated in the heading of the case.

The headings of cases containing planning or reporting documentation indicate the period (month, quarter, year) for (for) which plans (reports) are drawn up.

If the case will consist of several volumes or parts, then a general heading of the case is drawn up, and then, if necessary, headings of each volume (part) are compiled to clarify the content of the case.

The nomenclature of the organization’s affairs for the coming calendar year is compiled in the last quarter of the previous year by the service responsible for record keeping in the company, in the prescribed form on the basis of the nomenclature of the affairs of the functional services.

Usually the nomenclature is built according to the structural or structural-functional principle. In unstructured institutions and without a stable structure, it is possible to build a nomenclature of cases according to a functional principle.

An example of a case nomenclature scheme built according to the structural principle :

1. Office.

2. Department of economic forecasting. Production and technology department.

3. Department of safety engineering.

4. Financial department.

5. Accounting.

6. Department of labor and wages.

7. Personnel department.

8. Turning shop.

10. Locksmith shop.

11. Assembly shop.

12. Trade Union Committee.

An example of a case nomenclature scheme built according to the structural-functional principle:

1. Leadership.

2. Planning.

3. Organization of production activities.

4. Accounting.

5. Personnel department.

6. Trade Union Committee.

An example of a case nomenclature scheme built according to the functional principle:

1. Leadership.

2. Planning.

3. Organization of production activities.

4. Financing.

5. Accounting and reporting.

6. Personnel.

The nomenclature of cases is endorsed by the person responsible for organizing documentation support, signed by the Deputy General Director and approved by the head.

The nomenclature of the organization’s affairs at the end of the year is specified, reprinted, approved by the general director and put into effect on January 1 of the next calendar year. An approved copy of the nomenclature of cases is a Document of permanent storage, included in the nomenclature section of the documentation support service.

The nomenclature of cases is compiled on a common form in the form of a table containing the following columns:

Case Index Case title (volumes, parts) Number of cases (volumes, parts) Case retention period Note

In column 1 of the nomenclature of the organization’s cases, the indices of each case included in the nomenclature are put down. The index is built from the digital designation of the functional service and the serial number of the title of the case according to the nomenclature within the functional service or the organization as a whole.

This indexing order is fixed in the instructions for the organization’s office work. Case indexes are indicated by Arabic numerals. Groups of index digits are separated from one another with a dash.

Column 2 of the nomenclature of cases includes the headings of cases (volumes of parts). Case titles within sections are arranged according to the importance of the documents contained in the cases.

At the beginning, there are headings of cases containing organizational and administrative documentation, then – containing planning and reporting documents.

Column 3 of the nomenclature of the affairs of the organization is filled in at the end of the calendar year. Column 4 indicates the storage periods for cases and article numbers with reference to the list of standard documents

Prior to the adoption of the List-2001, business entities were guided by the “List of standard documents generated in the activities of state committees, ministries, departments and other institutions, organizations and enterprises, indicating the periods of storage” (hereinafter – “List-1989?”), Approved by the head of the Main Archive Department at Council of Ministers of the USSR of 15.09.1988.

In column 5, during the entire period of validity of the nomenclature, the secretariat indicates the names of the lists of documents indicating the periods of their storage. When compiling the nomenclature of cases, marks are made on the opening of cases, on passing cases, on the allocation of cases for destruction, on the persons responsible for the formation of cases, on transfer to another company for continuation, etc.

When transferring information to a machine medium, a mark is made in the same column indicating the index of the machine-readable document.

At the end of the calendar year, at the end of the nomenclature of cases, the secretariat draws up a final record on the number of filed cases (volumes and parts) separately for permanent and temporary storage. The information contained in the final record of the nomenclature of cases of the organization is reported to the archive, which is noted in the nomenclature of cases indicating the full name, signature, decoding of the signature of the person responsible for this.

FORMATION OF CASES

The formation of cases is the grouping of executed documents into cases in accordance with the nomenclature of cases. The file must contain documents corresponding in content to the title of the case. Draft and copies of documents (with the exception of draft and copies of secret documents), as well as documents to be returned, are not formed into cases.

When creating cases, the following requirements must be observed:

– documents of permanent and temporary storage are formed into separate cases;

– include in the case only one copy of the document;

– each document placed in the file must be drawn up in accordance with regulatory enactments;

– group documents of one calendar year into cases, with the exception of transfer cases, judicial, personal and arbitration cases;

– the file must contain no more than 250 sheets with a thickness of no more than 4 cm. Annexes to documents, regardless of the date of their approval or compilation, are attached to the documents to which they relate.

The documents in the case should be arranged in the following order: first, the main document and related annexes are placed, and then, in chronological order, there are documents that arise as the issue is resolved.

There is the following rule for grouping documents into cases by type and chronology:

– statutes, annexes, instructions approved by administrative documents are annexes to them and are grouped together with the specified documents;

– orders for core activities are grouped separately from orders for personnel;

– original copies of orders for the main activity are systematized and filed in cases along with applications in the order of their numbers;

– documents for orders for the main activity are grouped and filed separately and kept by the person who prepared their projects;

– orders for personnel are grouped into cases in accordance with the established periods for their storage;

– documents that are the basis for issuing an order on personnel must be filed in the personal files of employees;

– firm-approved plans and reports are grouped separately from their projects;

– planning and reporting documents are stored in the files of the year to which they relate in terms of their content;

– personal accounts of employees of the organization for wages are grouped into separate cases and are located in them in alphabetical order by last name;

– minutes of meetings of representatives of the labor collective of the organization, production meetings of the management, meetings of shareholders are grouped chronologically and in numerical order in one file;

– documents prepared for the meetings are placed after the minutes in the sequence of consideration of issues;

– Correspondence is grouped for the period of the calendar year and systematized in chronological order: the response document is placed behind the request document;

– reviews, memorandums, acts, certificates and other documents reflecting the main content of the organization’s activities are grouped in one case, provided that they relate to one issue.

EXAMINATION OF THE VALUE OF DOCUMENTS

The work on organizing and conducting an examination of the value of documents, their selection and preparation for storage should be carried out by an expert commission of the organization. The Commission should be guided in its work by the Basic Rules for the Operation of Departmental Archives, the List of Standard Documents Formed in the Activities of Institutions, Organizations and Enterprises with an indication of their storage periods and the Regulations on the Expert Commission of the organization.

Examination of the value of documents of permanent and temporary storage periods should be carried out annually. The selection of documents with a permanent storage period is carried out on the basis of the nomenclature of the organization’s files with a mandatory sheet-by-sheet review of all files.

Based on the results of the examination of the value of documents, inventories of cases of permanent and temporary (over 10 years) storage periods and acts on the allocation of cases for destruction are compiled.

Cases intended for destruction may be destroyed only after the inventories of the cases of permanent storage for the corresponding period of time are approved and transferred to the archive.

Cases of permanent and temporary storage periods completed by office work after the end of the calendar year in which they were opened, in order to prepare them for transfer to the departmental archive, are subject to registration and description in accordance with the requirements of regulatory documents and the Basic Rules for the work of departmental archives.

REGISTRATION OF CASES

Registration of cases is carried out by an employee responsible for office work in the company.

Depending on the terms of storage, full or partial registration of cases is carried out. Cases of permanent, temporary periods of storage and personnel are subject to full registration.

Complete filing of cases involves filing or binding the case, numbering the sheets in the case, compiling a certification inscription of the case, compiling an internal inventory of the case documents, if necessary, making the necessary clarifications to the details of the cover of the case.

Cases of a temporary (up to 10 years inclusive) storage period are subject to partial registration: cases can be stored in folders, do not reorganize documents in the case, do not number the sheets of the case, do not draw up certification notes.

To take into account the number of sheets in the case and fix the features of their numbering, a certification inscription of the case is drawn up.

The certification inscription is drawn up in the case on a separate sheet – the witness of the case, in books – on the back of the last blank sheet, in file cabinets on a separate blank sheet of card format. The certification inscription is drawn up in the prescribed form. It is prohibited to issue an attestation on the cover or a blank back page of the last document.

The certification inscription stipulates the following features of the numbering of the documents of the case:

– the presence of letter numbers of sheets and missing numbers;

– numbers of sheets with pasted photographs, documents, newspaper clippings;

– numbers of large-format sheets;

– numbers of envelopes with attachments and the number of sheets enclosed in them.

The certification inscription is signed by its compiler indicating the decoding of the signature, position and date of compilation.

To account for documents of certain categories of cases of permanent and temporary storage periods, the accounting of which is caused by the specifics of the documentation (especially valuable, personal, judicial and investigative cases, orders for the main activities of the organization, cases for copyright certificates), an internal inventory of the case documents is compiled. An internal inventory of the documents of the case must also be compiled in cases of permanent and temporary storage periods, formed according to the type of documents, the headings of which do not disclose the content of the documents.

On the cover of the case of permanent and temporary storage periods and by personnel are indicated: the name of the founding organization; name of company; name of the functional service; case index; case number; case title; annotation to the documents of the case (for cases of permanent storage containing especially valuable documents); date of establishment of the case; the number of sheets in the file; the period of storage of the case; case file cipher.

For all cases of permanent and temporary storage periods completed in the office work of the organization and cases of personnel, which have passed the examination of values, formed and executed in accordance with the requirements of regulatory documents and the Basic Rules for the Operation of Departmental Archives, inventories of cases are compiled.

DESCRIPTION

The inventory of cases is an archival directory, which is a systematic list of case titles and is designed to disclose the composition and content of cases, to consolidate their systematization within the fund and to record cases. At the same time, the inventory of cases is an accounting document and the main type of scientific and reference apparatus for documents that provides an operational search for cases.

Inventories are compiled separately for permanent storage cases, temporary (over 10 years) storage cases, personnel files and other similar cases, for cases consisting only of documents specific to this organization, official and departmental publications.

The descriptive article of the inventory of cases includes: the serial number of the case (volumes, parts); according to the inventory index of the case (volumes, parts); case title (volumes, parts); date of institution of the case (volumes, parts); the number of sheets in the file (volume, parts); case retention period.

The inventory is compiled in three copies, one is transferred to the archive, the second is attached as a basis to the minutes of the meeting.

expert commission of the organization, and the third remains as a control copy in the firm itself.

Files of permanent, temporary periods of storage and personnel are transferred to the departmental archive. Their transfer is made only by descriptions.

The transfer of cases to the departmental archive is carried out according to the schedule drawn up by the archive, agreed with the heads of structural divisions and approved by the head of the organization.

Description of cases of permanent storage

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