The departmental archive performs an important task; documents are stored in it according to the deadline established by law. At any time, employees of the institution can pick up the necessary paper to work with it. Clerks restore order in this structural unit, correctly complete and sort lists and certificates, create the right conditions for institutions to provide informative support. When the time comes, the departmental archive will be transferred to a higher authority. Unnecessary documents will be written off for destruction at the conclusion of the expert commission.
The main government securities storages
One organization is capable of storing only its paper. Within one year, file cases are formed, a large number of different payroll sheets, certificates, despite the computerization of production, paper carriers have not yet been canceled. Departmental archive allows you to clean the territory of accounting, human resources from documentation that is unnecessary at a certain point.
At any time, the employee or regulatory body may need information. Reference data will confirm the seniority, an extract will prove a legal fact to a civil or arbitration court, if a dispute arises between the entities. The employee will have to go to the departmental archive if the papers are not transported to another building by the shelf life. After sorting, when it turns out that the document can still come in handy, they are completed and sent for further safety.
By status, warehouses for important securities are divided:
- all certificates for the types of activities of companies are stored in the ministerial central branch archive;
- the documentation belonging to the central office and its subordinate organizations is trusted with its own repository;
- reporting information of the same type in professional activity, reflecting financial flows and turnover, is sent to the archivist of the combined archive;
- complete documentation for several industries is stored in a joint interdepartmental archive.
Each folder of the clerk reflects the time of its opening and completion of the use of papers. Employees of this department control the workflow. They are in charge of completing the departmental archive of confidential documentation, as well as the state and content of production affairs.
Preparatory stage
For archival storage, the correct preparation of accounts and requirements is necessary - the final stage in the office work of the institution. Specialists have to scrupulously work to create a procedure for completing a departmental archive of confidential documentation.
To go through the processes:
- Assessment of texts by experts on the part of scientific and practical application.
- Folder Designs.
- Descriptions of sources to find out how much they should be stored in a permanent or long-term perspective.
- Room equipment for the good content of certificates;
- Transfer after preparation of documents for storage in the departmental archive.
Under the documentation should be understood as a set of measures that do not contradict the legislative provisions.
Process Features
At the time of classification, securities are collected for transfer from a structural unit to a subordinate organization. To do this, determine the profile of the institution according to standard provisions, or what documents it stores and stores:
- collected on the current paperwork, which ended their use during the period of the enterprise, but they are needed for constant maintenance;
- papers used in the work of employees, the period of stay in the organization is limited to 10 years;
- personnel certificates reflecting personnel data;
- information on the personnel of the former persons acting at the enterprise, organizations after liquidation, which were subordinate to this ministry;
- individual data on figures in various fields - science, art, and their funds, collected during the activities in this company.
Peculiarities of completing the departmental archive allow you to save valuable documents in print media, scientific developments, reference books and standards.
Archive Tasks and Functions
Documentary classification consists of the following actions:
- documentary reception;
- annual expert reviews;
- clearance for further storage.
The main functions of the departmental archive include the preservation of documents, which provide:
- created conditions;
- improvement of the mode in temperature and humidity in the premises;
- carrying out measures for sanitary requirements;
- organization of accounting;
- checking for the availability of documents;
- disinfection of cases;
- restoration;
- preparation for state storage.
The procedure for using the data consists of the procedure for informing management and employees about the contents of the archive, issuing necessary information upon request.
Archivists of the departmental archive carry out the following tasks:
- Assist in nomenclature affairs.
- Participate in expert work.
- Check how correctly executed documents.
- Control actions in subordinate companies.
The concept of “departmental archive” as an integral part of archival funds should not be included in the main system, it is a source for filling a higher state structure.
Division of archives into groups
Storage facilities located on the territory of the state are classified according to criteria, these are archives:
- specific enterprise;
- central city;
- industry;
- united departmental and interdepartmental.
If we consider the federal power departmental archives, examples indicate the following structures:
- TsAMO stores documentation of the Ministry of Defense;
- CA FSB - the Federal Security Service of the country stores secret documents here;
- TsAVV - in this department documents of the Ministry of Internal Affairs are collected.
The archive can be found in the residence of the president or in any subject of the Russian Federation in the form of a registry office.
How to organize the work?
Office work at the enterprise once starts from scratch. If it was not created, it means that it is necessary to restore the stages and carry out organizational work. The novice archivist needs to refer to the standards and methodological reference books, which should become the employee’s handbooks. First of all, you need a separate room, equipped according to regulatory requirements.
Documents are stored in a departmental archive, an organization that is small in volume, takes place in the office of the clerk, in a special cabinet. His employee locks and seals. The specialist conducts an audit on the documentary composition and draws up an organizational action plan, opens accounting books. There is a classification of papers for processing and sorting for destruction by the shelf life of documents in departmental archives.
The archivist sorts documents according to characteristics:
- permanent storage;
- personnel;
- 10 years of maintenance;
- 3 year old papers that require binding in hardcover folders.
To transfer information on paper to a public repository, professional analysis is required.
Legislative regulation
It is easy to list the regulatory documents for the departmental archive, with which the archivist will have to work, there are few of them. In 2004, Federal Law No. 125 on archiving in the Russian Federation was approved. The legal act obliges the heads of production and budgetary organizations to keep records of documentation formed during the activity. For this, unclaimed statements, certificates and payments must be capitalized and transferred to a special unit for their maintenance on time. Centralized storage of securities after the end of their use is created on the basis of normative and methodological reference books:
- GOST R 51141-98 discloses provisions for paperwork and archiving with terms and definitions;
- basic rules for working with state archives and in organizations;
- regulations on state accounting with documents in the archival fund of the Russian Federation.
Reference standards provide information on archiving in a legal format, taking into account the experience of leading archivists. The directories provide data on the use of modern technologies in organizing, further maintaining and storing documents.
initial stage
The sources of acquisition of departmental archives are production departments:
- economic;
- frames;
- bookkeeping;
- production and technical.
The work of the archivist begins with an acquaintance with the adopted position regarding the creation of this unit.
If it is not, you need to develop, taking the following directions:
- key points;
- according to the documentary structure;
- tasks and functions;
- organizational rights and working regimes.
Documentary records are kept according to the principles based on the completeness of information and the reliability of facts.
Graphic form
The archivist independently determines the form of accounting for incoming securities. For this, the head approves the scheme and fixing procedure. Perhaps this will be a kind of drawing, a schedule for conducting inspections by departments, receiving and writing off accumulated, which became unnecessary for the use of extracts, statements. Accounting journals are used only in the service unit, they are not issued to employees. The documentation from the department comes on the basis of acts, which reflects a detailed inventory. The reason for entering the binder archive may be an audit or a documentary check of an employee.
Expert commission
Not always the authority of archival employees is sufficient to destroy papers. A group of professionals is being assembled, they will have to conduct research, study documents for evaluation. Specialists take normative and methodological information from the provisions approved by the country's leading archivists from the state archival services. They conduct an expert analysis of the collected certificates, using features such as historicism, system, integrity. Paper is studied based on the sources of its appearance in order to find out production phenomena and relationships. Consider the texts, relying on the relationship with the rest of the workflow. Expert Tasks:
- identify and select evidence with scientific identification;
- determine the degree of value of the statement;
- transfer to the state structure with a conclusion.
Based on the standards, the terms for the content of securities are determined:
- long-term;
- short-term;
- temporary.
The expert is able to establish the condition of the papers and begin recovering the lost parts as necessary. The specialist will have to raise the base in order to make up for the missing materials from other sources. Such work is carried out by an expert commission appointed and approved by the management of the company. It includes educated specialists who are versed in this field, as well as representatives of the regional archival service. The formed group faces the main task in determining the value of documents submitted for analysis:
- organizational and administrative - decisions, orders, decisions, protocols;
- planned;
- reporting.
The commission is to determine the documentary composition, which should be left in the organizations or transferred for further storage to the main office.
In addition to archival directories, experts use:
- thematic list;
- information from production correspondence;
- extracts on the documentary structure and content.
The first receipt of the statements accompanies the historical characteristics of the founder and the fund. Cases are described in the help desk with the design:
- title page;
- table of contents;
- Foreword
- abbreviations;
- conversion tables;
- ciphers;
- pointers.
The catalog indicates information on documentary content, subject and thematic. Placing documents on numbered racks, shelves and cabinets. The numerical designation is used in Arabic, the signs must be clear. This is required by the order of topography, in which the following is observed:
- schedule of extradition upon request;
- regular checks on accounting, availability and condition;
- providing valuable documentation to create an insurance fund;
- physical and chemical safety.
Under what conditions do they store information on paper?
Storage of documents should be in optimal conditions:
- the premises are repaired;
- fire fighting equipment and alarm systems are installed in the rooms;
- papers are placed on shelves, in safes or boxes.
Papers are stored subject to the following modes:
- temperature and humidity;
- light;
- security;
- sanitary-hygienic.
Each folder is recorded in the accounting documents according to the established model, where they record detailed information, starting from the receipt and ending with the retirement from the archive. At the request of citizens or organizations, the archivist raises the necessary case to provide the applicant with archival:
The information provided is certified by signature and seal, if data are not available, this is also confirmed in writing. Upon request, they maintain a separate accounting journal for completeness of information and improvement of archival activities. What allow:
- accurately organize documentary use;
- to develop a complete system;
- efficient use of documents by groups and categories;
- conduct market research information.
Requests are distributed by topic, socio-legal nature and personal affairs to determine the greatest relevance of the data. On this basis, separate directories are created using the continuity of paperwork and archival services. The proper order allows the use of long-term information in various areas of human activity. It may be necessary to prove the innocence of the charge of economic crime or to confirm involvement in a scientific discovery. All citizens turn to archives; these departments do not know the differences in status.