Nomenclature of cases. The order of formation

All documents after their execution must be grouped in business. The term "business" in accordance with GOST 51141-98 should be understood as one document or a set of documents that relate to a specific area of activity of the organization and are placed in a folder under a separate cover. For the proper formation, storage and accounting of cases in each organization, the Nomenclature of cases must be compiled annually (taking into account changes in the external and internal environment), thanks to which a quick search of documents is ensured.

When formulating the affairs of any unit, one should be guided by the requirements of a single state system of record keeping. The main provisions are set forth in GOST 51141-98, documents of the main archival department under the government of the Russian Federation, methodical instructions of archival bodies, lists of documentary materials. It is necessary to observe the terms of storage of documents and cases. If an organization with a complex structure and multiple functions, then in each division and throughout the organization apply a unified principles for the systematization of documents, the formation and indexing of cases. Therefore, the nomenclature of the affairs of the personnel department, quality service, any other structural subdivision or the organization itself should be formed taking into account the requirements of normative documents.

At the first stage, it is necessary to determine the range of issues and categories of documents that should include the Nomenclature of the affairs of the unit or organization. Here we must proceed from the need to cover the entire volume of documentation, both created and received. When there are new questions in the work that are not provided by the Nomenclature, additions must be made to it. The form of the nomenclature of cases should allow it to be updated in a timely manner. Therefore, when indexing cases, it should be possible to create new indexes and exclude the replacement of previously assigned indexes of already formed cases. The pending unfinished business is transferred to the nomenclature of the next year with the retention of the original number.

The title of each case should be clear and fully revealing the composition of the case and the contents of the documents that are placed in this folder. On the folder you need to specify the index and the period of storage of the case. The consolidation of cases is carried out on a nominal basis, for example, Orders, Minutes, Orders and so on. Cases can be formed in a substantive way, for example, correspondence with a certain correspondent, correspondence on the supply of raw materials, correspondence with correspondents united on a territorial basis, and so on.

When grouping documents, you should pay attention to the timing of their storage. Documents of temporary and permanent storage or with different shelf life can not be combined into one file. Drafts, irrelevant documents or copies of copies may not be included in the case. When forming cases, it is necessary to check the presence of all signatures in the document, as well as the correctness of its execution.

The indexing of cases and the order of their order should be made in terms of importance. The most important documents are indicated first (orders, orders or other administrative documents). The nomenclature of cases should contain indices and headings of cases, the terms and conditions for their storage, the order of evacuation. The nomenclature of cases is approved in the order established in the organization and is coordinated with the official of the State Archive of the region. At the end of the year, the final record is issued in the Nomenclature indicating the number of cases that were opened in the reporting year for each category. Delivery of permanent storage to the archive or disposal of temporary storage cases (after the expiry of the term) shall be carried out in accordance with the procedure established by the Office of Accounts of this organization.