Types of nomenclature of cases, their features and purpose

The organization of effective document management at the enterprise is impossible without the formation of appropriate conditions for it. One of them is the nomenclature of cases in electronic form or on paper. If a specialist whose activities are related to documents, ask: "What are the types of nomenclature of cases", then he must accurately name them. The fact is that such workers are required to know the classification in order to quickly navigate the array of documentation.

Nomenclature of affairs: concept, types, content, meaning

Before describing the order of creation, you should understand the terminology. Types of nomenclature of cases are categories of systematized lists of names of sets of documents developed in the established form that are formed at the enterprise in the course of its activities with an indication of the storage periods. They are necessary for the prompt search for the necessary acts. The speed of work with papers will depend on the quality of the item. Lists are used to distribute and group implemented acts into folders, consolidate indexing, and establish retention periods. They provide the creation of reference card files and act as a source of accounting information. In practice, such types of nomenclature of cases as standard, approximate, individual are used. The company is obliged to independently develop a list taking into account the specifics of its activities.

Requirements

Considering the types of nomenclature of cases, their features and purpose , regulations define the rules applicable in their preparation. When forming the lists should:

1. Observe the unity of approaches to the organization of accounting, description, systematization, search and storage of documentation.
2. Use indexing. It provides changes, corrections and additions to the relevant sections of the lists.
3. Monitor index stability.
   

general characteristics

Let us briefly consider the purpose and types of nomenclature of cases mentioned above. Individual listings are developed for a specific organization. They reflect the documentation used in its daily activities. As a rule, enterprises using the same type of acts are involved in one industry. For their unification and grouping, typical and approximate nomenclatures of cases are used. The latter have a recommendatory nature. Typical types of nomenclature of cases are mandatory. They usually establish a single indexation for enterprises throughout the industry (system). Typical and sample nomenclatures are compiled by parent organizations. They act as the basis for the formation of individual lists for specific enterprises. They, in turn, are subject to coordination with higher structures. The types of nomenclature of cases and their execution are managed by qualified specialists. They are involved in compiling lists and organizing work with them. The formed nomenclatures should be agreed with the office and archive of the enterprise.

Important point

The nomenclature of cases should be present at each enterprise, regardless of the existence of a standard or sample list. For the organization, the development of a consolidated document is considered optimal. It includes all types of nomenclature of business units. The consolidated list is agreed with the relevant archive. After its approval by the head, structural extracts are given extracts of sections for use in the work.

Specificity of compilation

For employees who develop lists, it is important to know not only what types of nomenclature of cases exist , but also the composition, number of documents used in the enterprise. In their work, specialists use the organization’s regulations, current and last year lists of acts, staffing tables, classifiers, inventories, reference files, etc. The classification scheme of the nomenclature will depend primarily on the structure of the enterprise. Equally important are the functions that the organization implements. In this regard, both internal divisions and management tasks can act as classification categories.

Document types

The nomenclature of cases should contain all acts reflecting the activities of the enterprise. Documents used by public associations are included in the lists of the organization at which they were created. The nomenclature may also include incomplete cases that came from a third-party enterprise for solution, reference files. Not included in the list of print media. These include, in particular, collections of decrees, newsletters, reference books, abstract journals, brochures, indexes, and so on. They do not include alphabets and other supporting materials in the nomenclatures that do not reflect the main directions of the organization's work.

General order

The text of the nomenclature of affairs is made out in the form of a list of sections and subsections of the classification scheme. At the same time, headers of document complexes are indicated. The necessary information from the documents is recorded in the form of extracts. Subsequently, they are used in the formation of the nomenclature project. The list may look like a table. For instance:

Nomenclature of affairs in a correctional school of 8 types

Defining heading language

It is carried out in accordance with established rules. In particular, they must:

1. In a generalized form, clearly reflect the content of the case, the composition of the documents placed in it, species and functional affiliation.
2. Include the required elements in a clear sequence:

• The name of the type or subtype. This may be correspondence, a magazine, orders, protocols, and so on.
• Name of organization / structural unit. Information about the developer / author of the document is indicated here.
• The name of the enterprise to which the acts placed in this case will be addressed or from which it is supposed to receive.
• A brief description of the documents.
• The name of the territory with which the content of the acts is associated.
• The period (date) to which the documentation placed in the case relates. It also provides information on the availability of copies.
  

Acts on one issue

When formulating the headings of cases in which such papers are present, if they are not connected by the sequence of execution, the word “documents” is used, and at the end (in brackets) their main types are indicated. It can be reports, plans, etc. The wording, for example, can be this: "Documents on holding seminars on archiving in the enterprise (lists of recommended educational publications, lists)."

Correspondence

The headings of the cases in which it is contained include the corresponding term. After the word "correspondence" indicate on what issue and with whom it was conducted. In the heading of cases in which letters of homogeneous correspondents are present, their names are not given. Instead indicate their general species affiliation. The wording, for example, may be: "Correspondence with the organization’s branches on annual reporting and planning." If the case contains letters from heterogeneous correspondents, they are also not listed. In this case, only the subject of communication should be indicated. For example: "Correspondence on issues related to the adaptation of personnel." The name of a specific correspondent is indicated only when the case contains letters only to him and from him.

Locally specific documents

If cases are formed from such acts, then the headings indicate the names of the respective administrative-territorial units. In this case, a number of nuances should be taken into account:

1. If the content of a set of documents concerns several homogeneous areas, their specific names are not listed. In this case, their common type name is given. The wording may be this: "Documents on the organization of interaction of the heads of the Defense Ministry in the fight against terrorism."
2. If the content refers to one administrative-territorial unit, its name shall be indicated in the heading.

Additionally

The headings of the cases, which will include planning / reporting documents, indicate data on the period for which they were drawn up. It can be a quarter, a year, a half year. In the headings of cases used to summarize homogeneous documents, the name of the latter is indicated in the plural. For example: "Orders for rewarding employees of the organization."

Volume Creation

In cases where it is assumed that the case will be formed of several parts (for example, with a significant amount of documentation), the general heading is formulated first, and then (if necessary) the name for its parts. The latter perform a clarifying function. For example: "Memos for 2015", "Volume 1. Memos for the first half of 2015." In the course of formation and execution of complexes of documents, headers can be specified. At the same time, the inclusion of streamlined, non-specific formulations is prohibited. In particular, the use of such words as “miscellaneous”, “general correspondence” and so on is not allowed. It is recommended to avoid the use of complex turns and introductory words.

Streamlining

It can be carried out in two ways:

1. In the process of forming the nomenclature of the entire organization, the headings for cases involving organizational and administrative acts are put at the top of the list. Further, in order of decreasing importance, indicate the names for other categories (contractual, planning and reporting, etc.). The unification of cases in the structure of sections, as well as the assignment by the latter of the names is carried out taking into account the species and functional relationship of acts within them.
2. When forming a consolidated list, the names of the sections will directly be the names of the units, on the basis of the classification schemes of which it is compiled. The names are arranged in accordance with the staffing table.

Timing

The preliminary establishment of periods is necessary to ensure the organization of regular monitoring of their compliance, timely adjustment of storage conditions. For example, the period may change from temporary to permanent, if there are reasons for this. The establishment of periods is carried out in accordance with the information of the standard (departmental) list of documents that are created in the process of the enterprise. If such a list is not available, approximate / typical nomenclature is used. Determination of storage periods can also be carried out in agreement with the authorized bodies of the Federal Archive.

Assigning Indexes

It is carried out for the prompt and error-free identification of cases, as well as the documents included in them. The index is a symbol made using Arabic numerals. It may include the unit code with the addition of the serial number of the relevant case (through a hyphen). For example, the accounting department is assigned code 05. The annual report acts as the document opening the section. Accordingly, the case containing this act, as part of the consolidated list, is assigned the index 05-01.