The rules of archival clerical work contain key requirements for working with papers and materials that are not involved in the current activities of the company. They are formulated in accordance with the existing regulatory framework governing the scope of processing, synthesis and storage of information. The key concepts used in the framework of the activity are established by GOST for archival clerical work. When compiling them, modern advances in the use of technical means and advanced information technologies were taken into account. Let us further consider the basics of archival records management.
Distribution area
Guidelines for archival clerical work apply to government agencies. They are also required for commercial enterprises engaged in certain types of work. In particular, the requirements apply in terms of ensuring the description, recording, preservation and use of documentation from the Archival Fund of the Russian Federation classified as state property.
Divisions of enterprises working with film, phono, video, photo materials, cartographic, scientific, technical, telemetric information are guided by the established provisions regarding planning and reporting.
The obligation and the right to create archives in organizations for the temporary storage of documents of the AF of the Russian Federation is provided for by the Fundamentals of industry legislation (from 1993), the Regulations (from 1994 and 1998). The regulatory framework is also formed by legal acts of regional importance. The considered rules do not apply to documents whose work is regulated by Federal Law No. 5485-1 and Presidential Decree No. 1203 of November 30, 1995.
Picking
It represents a systematic replenishment of the documentary base of enterprise units. Picking includes the definition of:
- Sources.
- The composition of the materials to be received.
As part of this activity, direct transfer of documents to the archive is also carried out. The sources are:
- Divisions of the enterprise.
- Physical person.
- Subordinate structures.
Material Composition
The instruction on archival clerical work establishes that the acquisition is carried out by temporary (more than 10 years) and permanent storage. Information on personnel is also summarized. Cases whose shelf life is less than 10 years, as a rule, are not transferred to the archive. They are contained in the relevant departments of the enterprise. At the end of the storage period, such cases are subject to destruction. Information of an individual nature is transmitted at the request of the owner. Subsequently, they are sent to the state archive for permanent maintenance. The materials of the predecessor enterprises and liquidated subordinate structures are also subject to transfer.
Archival record keeping and nomenclature
Authorized employees working with the company's information materials compile a systematic list of cases. It is called nomenclature. When it is formed, the storage periods of the materials are indicated. The instruction on archival paperwork instructs the authorized unit to monitor and assist the collateral service in compiling the nomenclature. A systematic list acts as a basis for the formation of inventories of information materials of permanent and temporary (up to 10 years) storage. Nomenclature is also the main accounting document. It is used to register cases of temporary storage, including for a period of less than 10 years. The systematization scheme established by the nomenclature can be applied when developing a file cabinet for executed acts.
Classification
Archiving records management is carried out according to three types of nomenclatures:
- Typical.
- Approximate.
- Individual (for a specific company).
The first determines the composition of materials formed in institutions of the same type. A typical nomenclature is considered a regulatory document. An approximate systematization determines the approximate composition of information materials for enterprises to which it applies, with an indication of the indices. She has a recommendatory nature. These types of systematization are used in the formation of an individual nomenclature and are transferred to it without changes.
Features of preparation
Documents on archival clerical work of the enterprise are systematized in the established form in accordance with the nomenclatures of structural divisions. The latter must be agreed and signed by the leaders.
The nomenclature of the company is drawn up on a common form. She is endorsed by the head of the archive or the responsible person, signed by the head of the support service or an employee authorized by him. The nomenclature must be approved by an expert commission, and then approved by the director of the company. After carrying out these procedures, the heads of structural divisions of the enterprise are provided with extracts from the relevant sections.
The nomenclature for the coming year is formed during the last quarter of the current period. Coordination is carried out at least 1 time in 5 years. When changing the structure and functions of the enterprise, a new nomenclature is formed.
Procedure
The formation refers to the grouping of completed acts in accordance with the nomenclature. Archival records management of the organization includes the systematization of information materials in accordance with the name of the folders. Grouping of doublet and draft copies is not allowed. The exception is especially valuable media. It is forbidden to place paper to be returned in folders.
Archiving clerical work is carried out with centralized work with materials by the information support service, and with decentralized work both by structural divisions and the department indicated above. Grouping is carried out under the direct supervision of those responsible for the safety of storage media. If necessary, employees of the state archive may be involved.
Key requirements
Archival paperwork is carried out in accordance with the requirements of normative acts. When creating folders with information media , the following requirements must be observed:
- Materials for temporary and permanent storage are grouped separately.
- The folder includes one copy of each paper.
- The folder should contain materials for one calendar year. There are, however, exceptions to this requirement. These include:
- personal files that are formed throughout the entire period of work of the corresponding employee;
- materials of elected structures and permanent commissions attached to them, deputy groups, systematized during the period of their convocation;
- papers of educational institutions, drawn up and grouped during the school year;
- theatrical materials characterizing activities for the season;
- medical history and so on.
The folder should be no more than 250 pages with a thickness of not more than 4 cm.
Grouping of administrative acts
Archival paperwork involves the systematization of different types of information media. These include, among other things, administrative acts. They are grouped according to type and chronology with applications:
- The provisions, charters, approved by administrative acts, act as appendices to them. They are grouped together. If the provisions, instructions, charters were approved as independent acts, they are systematized into separate cases.
- Orders of higher structures and decisions on their implementation are grouped according to the directions of the enterprise.
- Orders relating to personnel are systematized according to the shelf life. With a large amount of information materials, it is advisable to group acts relating to different aspects of the company’s work separately.
- Orders for a key area of activity are systematized separately from acts on personnel. For example, an order for archival clerical work is included in one folder, and by appointment of the head of the responsible unit, in another.
- Approved limits, reports, estimates, title lists, plans, etc. grouped separately from projects on them.
- The arrangement of documents in personal files is carried out in the order they are received.
- Personal accounts of employees on a salary are systematized in separate folders. They are arranged in alphabetical order.
- Complaints, suggestions, statements of citizens regarding the activities of the enterprise, documentation on their consideration and implementation are grouped separately from appeals of individuals on personal issues.
- The systematization of correspondence is usually carried out over a calendar period in chronological order. In this case, the answers are placed after the questions. In the case of the resumption of correspondence on a separate topic that began in the previous year, documents are included in the folder of the current period. In this case, the index of the case of last year is indicated.
Registration of information carriers accepted for storage
Archival paperwork provides a number of requirements for structural units working with paper acts. The media design can be partial or complete. It depends on the shelf life. Full execution is carried out in relation to temporary documents (more than 10 years), permanent content, as well as acts on personnel. It implies:
- Binding / binder folders.
- Numbering sheets.
- Drawing up a witness page.
- Formation of an internal inventory if necessary.
- Making clarifications in the details of the title page. They may relate to the name of the company, the registration number of the folder, extreme dates and so on.
Temporary storage materials, including those with a period of less than 10 years, are partially executed. So, it is allowed not to systematize the papers in the folder, not to number the sheets, not to compose certification labels.
Nuances
Archival paperwork is a type of activity in which specialists ensure not only the safety of information media, but also the ability to work with them when such a need arises. For this, the acts that make up the folders are filed for four punctures in a cardboard cover. They are also allowed to be bound, taking into account the possibility of reading texts, resolutions, dates, visas in all papers.
In preparation for grouping, all metal fasteners are removed. Materials intended for permanent storage and consisting of especially valuable or non-formatted acts are contained in closed folders with three valves with ties or in special boxes.
If there are unclaimed personal documents in the case (work books, certificates, military ID cards, etc.), they are enclosed in a separate envelope and filed with the rest of the materials. At the end of the folders there should be a blank witness sheet. At the beginning of the folder, a blank for the internal inventory is filed. To ensure the safety and order of papers, each sheet is numbered in Arabic numerals. This rule does not apply to the witness page and form for the inventory. The number is put with a simple pencil in the upper right corner.
Witness sheet
It is compiled in accordance with the established procedure. It is indicated in words and numbers:
- Number of sheets with numbering.
- The number of pages of the internal inventory.
The certification sheet also specifies the specifics of the numbering. In particular, the presence of lettering indices, missing codes, page numbers with pasted photo materials, large-format pages, etc., is determined. In addition, the presence of printing brochures in the folder is indicated on the sheet if they were not marked in the main numbering. The certification sheet is endorsed by the originator. Subsequent changes in the state and composition of the folder should be noted in it with reference to the relevant acts. It is not allowed to take out the witness sheet on the cover page of the folder or the net page turnover of the last document in it.
Internal inventory
It is formed for storage and accounting of information materials of temporary (more than 10 years) and permanent content. An internal inventory is also compiled for cases created on varieties of documents in the headings of which their contents are not disclosed. The form should contain data on the serial numbers of acts in the folder, indexes, headings, dates and page numbers.
The final record is attached to the internal inventory. It indicates in numbers and words the number of documents included in it, as well as the number of sheets forming it. The internal inventory is endorsed by the compiler. If the folder is bound or hemmed without a letterhead, then the compiled sheet is glued to the inside of the front cover.
Changes in the composition of materials in the folder should be reflected in the "Notes" field. In particular, this refers to the seizure, replacement of papers with copies, the inclusion of additional documents in a folder. At the same time, links to the relevant acts are affixed. If necessary, a new generalized entry can be formed to the sheet of the internal inventory, as well as the certification label of the folder.