The systematization of documents is bringing them to a consistent order to ensure quality management within the company. Such a procedure assumes in the future the prompt retrieval and processing of the necessary information in archives, which can be both on paper or on electronic media.
Workflow system
Acts, protocols, important papers and other types of documents are distributed according to a certain system, which means:
- typological division of the nomenclature of affairs;
- identification of systematization methodology;
- decoding of bibliographic description;
- Evaluation of documentation prior to archiving.
If the systematization of the organization’s documents is carried out correctly, the result is a high quality indicator in office work, as well as a saving of enterprise resources and optimization of its personnel.
Logging Methods
The development of modern business projects is impossible without information equipment in the form of workflow and paperwork. There is a need to classify an existing huge amount of data. The new flow of information should not overshadow the existing databases, but harmoniously fit into a working system.
The classification systematization of documents include:
- methods of accumulation and search;
- sorting requests;
- nomenclature;
- access methods;
- indexing;
- delivery options.
The distribution of information occurs:
- Structured (sequential presentation of data in a standard format, information is transferred to a computer in a text editor or on paper).
- In a free manner.
Fields are sections with information in the standard, and records are filled formats. The collected records, placed in such a way that the necessary element was available during a quick search, form a database.
Typical distribution
Archival classification may be:
- subject (distribution is done within the framework of one selected topic);
- nominal (sorting by nominal is suitable for administrative and organizational documentation: orders, protocols, acts, agreements, accounts);
- thematic (selected topics of the same type of documentation packages);
- chronological (cataloging is carried out according to the time the documents were created and the period of their storage);
- author's (sorting by the name of a creative group or author: dissertations, publications, messages, reports).
In order to organize documents, it is recommended that you sort the documentation similar to certain criteria first, after which you can start distributing it according to the items listed above. This approach to the storage and processing of information makes it possible to quickly find access to the necessary data and protects the information from unauthorized leakage.
The purpose of bringing the workflow to ordering is also to track the path of the document from the start date of its definition to production to transfer to the archive or to destruction. Without a properly organized process, the activities of the organization’s employees will be difficult. Such a statement applies to both state and commercial structures, only in this way can documents be kept that have social, political, scientific, historical, economic value for the country.
Nomenclature classification
The distribution of data occurs in this case by kinship and general characteristics. Systematization and storage of documents in the archive are considered a labor-intensive process, which greatly simplifies the work with document management and turns office work into an elementary procedure. The simplest example is grouping by a complex of objects into a “case”.
Information is grouped by signs:
- correspondent (prevails when structuring correspondence with a legal or natural person: regional real estate cadastre or individual entrepreneur);
- expert (the period of archiving documents is taken into account: temporary or long-term);
- question-based (sorting by type: folders or files are distributed by business project);
- geographic (grouping of information documentation of correspondents by region).
Name Formation
The systematization and accounting of documents can occur on several grounds at the same time, but without fail on an expert basis (temporary documents include those whose storage period does not exceed 10 years, and long-term - more than 10 years). An example is the “Package of documents on repair and restoration work of the X organization for 2018.” Here you can highlight the expert, correspondent and copyright features.
The nomenclature of cases is sorted by a systematic list of company documents created according to the intended plan, with a designation of the archiving period. In the process of the enterprise, the main factors in securing order in the systematization of securities are archiving and registration. An equally important element in the nomenclature of affairs is the fixing of indices, which simplifies the search for the necessary information and reduces the time potentially spent on the examination of material values.
Nomenclature of affairs
Under the distribution of "packages", the information in which is identical or has similar characteristics, the card files of officials (regardless of the degree of secrecy) and other registration and reference arrays of the organization’s structures fall. As a result of the systematization of documents in business, the nomenclature groups the papers, carries out their accounting and indexing. The distribution by nomenclature maximally covers the available amount of information, which allows you to comfortably find and process any document when necessary.
The nomenclature is typical, approximate and specific. Each option can be supplemented by documents of their own units. Sample and standard are formed in order to unify databases. Similar cases are sorted by categories of business units. As a result, a single indexation is formed in the form of a normative document of office work. Any nomenclature becomes a normative act only after approval by its manager.
Systematization Recommendations
The development of such systematization documents is carried out by archival departments and special authorized persons. It is recommended that, in terms of expediency, organizations develop their own nomenclatures of cases on the basis of typical or exemplary: headings should be short, addressable and accurate, as well as structurally reflect the type of document (correspondence, order, dossier, report), its executor or correspondent, subject and date of selection.
According to the instructive methodology and the rules for the systematization of documents, it is recommended to start with information of an organizational and administrative nature in order from higher authorities. Then proceed with the placement of organizational papers in the form of charters, regulations and instructions. Next - administrative and organizational affairs of the enterprise itself (orders and orders). At the end, place information with information about the planned reports.
The testing and editing of the archival documentation nomenclature of the enterprise is carried out by an expert commission. Management Documentation Services (DOW) forms a consolidated nomenclature, where the sections give the names of structural units in order of importance, characteristic of them, functional activities.
Digital indices
Systematization of the archive is the formation of cases according to conditional signs. Typical documents are assigned the same digital-type indexes, consisting of a combination of Arabic characters (example: “15-88”, where 15 means the affiliation of a business with a structural unit with a similar number, and 88 means a position in the nomenclature).
The systematization of documents in state archives is as follows:
- Case index.
- The title of the subsection.
- The number of volumes.
- Storage period.
- Additional comments.
In the case when it is not customary at the enterprise to submit the documentation to the archive, its nomenclature is agreed upon with the regional or departmental organization of the expert commission.
When developing the nomenclature, it should be remembered that it is valid from the first of the first month of the next year. During the year, the nomenclature remains unchanged, but can be edited and undergo a new approval once every 5 years.
Regular procedure
Systematization of documents is an integral part of running a successful business. In the process of activity, a lot of accounting, technical and personnel papers accumulate; over time, finding the right document is a problem. Regular systematization will help to avoid confusion, sort by date and type of available information and prevent the loss of important documents. The procedure for distributing data is not as simple as it seems, a painstaking process should occur according to clear procedures and only by qualified personnel.
In a particular case, the classification takes place according to different criteria, and if for one organization a typical option (by storage period, type, directions) is an ideal solution, then for another it may be inconvenient. All sorted documents are filed in a folder on which a mark is left with a name and brief information about its contents.