Organization of effective workflow at the enterprise is impossible without the formation of appropriate conditions for it. или на бумажных носителях. One of them is the nomenclature of cases in electronic form or on paper carriers. If a specialist whose activities are related to documents, ask: "Name the types of nomenclature of cases" - then he must unmistakably call them. The fact is that such employees are required to know the classification in order to quickly navigate in the array of documentation.
Nomenclature of cases: concept, types, content, meaning
Before describing the order of creation, it is necessary to understand the terminology. представляют собой категории разработанных в установленной форме систематизированных перечней наименований комплексов документов, формируемых на предприятии в процессе его деятельности с указанием периодов хранения. Types of nomenclature of cases are categories of systematized lists of names of sets of documents developed in the established form, formed at the enterprise in the course of its activity with indication of storage periods. They are necessary for prompt search of the necessary acts. The speed of paperwork will depend on the quality of the nomenclature. Lists are used to distribute and group implemented documents into folders, consolidate indexing, establish storage periods. They provide the creation of reference files and act as a source of accounting information. , как типовая, примерная, индивидуальная. In practice, such types of nomenclature of cases are used , as exemplary, exemplary, individual. The enterprise is obliged to independently develop a list taking into account the specifics of its activities.
, нормативными актами определены правила, применяемые при их составлении. Considering the types of nomenclature of cases, their features and purpose , the normative acts define the rules used when drafting them. When forming the lists, you should:
- Observe the unity of approaches to the organization of accounting, description, systematization, search and storage of documentation.
- Use indexing. It provides the introduction of changes, corrections and additions to the relevant sections of the lists.
- Control the stability of the indices.
, указанные выше. Let us briefly consider the purpose and types of nomenclature of cases indicated above. Individual lists are developed for a specific organization. They reflect the documentation used in its daily activities. In one industry, as a rule, enterprises that use the same type of act are involved. номенклатуры дел. Typical and sample nomenclatures of cases are used for their unification and grouping. The latter have a recommendatory character. дел являются обязательными. Typical types of nomenclature of cases are mandatory. They usually establish a single indexation for enterprises throughout the industry (system). Typical and exemplary nomenclatures are compiled by higher-level organizations. They act as the basis for the formation of individual lists for specific enterprises. They, in turn, are subject to agreement with the higher structures. находятся в ведении квалифицированных специалистов. Types of nomenclature of cases and their registration are in the competence of qualified specialists. They are involved in drawing up lists and organizing work with them. Formed nomenclatures should be coordinated with the office and the archive of the enterprise.
An Important Moment
The nomenclature of cases must be present at every enterprise, regardless of the existence of a model or model list. For the organization the development of a composite document is considered optimal. подразделений. It includes all types of nomenclature of divisions. The consolidated list is coordinated with the appropriate archive. After approval by the head, department extracts are sent to the structural units for use in the work.
Specificity of compilation
, но и состав, количество документов, используемых на предприятии. For the employees who develop the lists, it is important to know not only what types of nomenclature there are , but also the composition, the number of documents used in the enterprise. In their activity, specialists use the provisions on organization, current and last year lists of acts, staff schedules, classifiers, inventories, reference cards, etc. The classification scheme of the nomenclature will depend first of all on the structure of the enterprise. Of great importance are the functions that the organization implements. In this connection, both internal divisions and management tasks can serve as classification categories.
Types of documents
The nomenclature of cases must contain all acts reflecting the activities of the enterprise. Documents used by public associations are included in the lists of the organization under which they were established. In the nomenclature there may be incomplete cases that came from a third-party enterprise for the solution, reference cards. The printed editions are not included in the list. They include, in particular, collections of resolutions, newsletters, reference books, abstract journals, brochures, indexes and so on. Alphabets and other supporting materials are not included in the nomenclature, which do not reflect the main directions of the organization's work.
списка разделов и подразделов классификационной схемы. The text of the nomenclature of cases is drawn up in the form of a list of sections and subsections of the classification scheme. In this case, the headings of the document complexes are indicated. The necessary information from the documents is recorded in the form of statements. Subsequently, they are used in the formation of the draft nomenclature. The list can look like a table. For example:
Nomenclature of cases in the correctional school of 8 types
Number of units
Name of section
Definition of wording for headings
It is carried out in accordance with established rules. In particular, they must:
- In a generalized form, clearly reflect the content of the case, the composition of the documents placed in it, the species and functional identity.
- Include the mandatory elements, located in a clear sequence:
- Type or subtype name. This can be correspondence, journal, orders, protocols and so on.
- Name of the organization / structural unit. Here you will find information about the developer / author of the document.
- The name of the enterprise to which the acts to be sent in this case will be addressed or from which it is intended to be received.
- Brief description of documents.
- The name of the territory with which the content of acts is related.
- The period (date) to which the documentation placed in the case belongs. It also provides information on the availability of copies.
Acts on a single issue
When formulating the headings of cases in which such papers are present, if they are not connected by a sequence of execution, the word "documents" is used, and in the end (in parentheses) their main types are indicated. This can be reports, plans, etc. The wording, for example, can be: "Documents on holding seminars on archival business at the enterprise (lists of recommended educational and methodical publications, lists)."
The headings of 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 headline of cases in which there are letters from homogeneous correspondents, their names are not given. Instead, indicate their common species. The wording, for example, can be: "Correspondence with the branches of the organization on the issues of annual reporting and planning." If there are letters from different correspondents in the case, 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 particular correspondent is indicated only when the case contains letters only to him and from him.
Documents related to specific localities
If cases from such acts are formed, the titles of the relevant administrative-territorial units are indicated in the headings. A number of nuances should be taken into account:
- If the content of the set of documents relates to several homogeneous areas, then their specific names are not listed. In this case, their common type name is given. The formulation can be: "Documents on the organization of interaction between the heads of the MoD on combating terrorism."
- If the content refers to one administrative-territorial unit, its name is indicated in the title.
The headings of cases in which the planning / reporting documents are included indicate the period for which they were drawn up. It can be a quarter, a year, half a year. In the headings of cases used for the synthesis of homogeneous documents, the names of the latter are indicated in the plural. For example: "Orders for the promotion of employees of the organization."
In cases where it is assumed that the case will be formed from several parts (for example, with a considerable amount of documentation), the general heading is first formulated, and then (if necessary) the names for its parts. The latter perform a refining function. For example: "Service notes for 2015", "Volume 1. Service notes for the first half of 2015". In the course of formation and registration of document complexes, headings can be specified. At the same time, it is prohibited to include streamlined, non-specific wording in them. 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 opening words.
It can be implemented in two ways:
- In the process of forming the nomenclature of the entire organization, the headings on the cases including organizational and administrative acts end in the beginning of the list. Further, in order of decreasing importance, the names for other categories (contractual, planning and reporting, etc.) are indicated. The consolidation of cases in the structure of sections, as well as the appropriation of the latter titles, is carried out taking into account the species and functional interrelation of the acts within them.
- When forming the consolidated list, the names of the divisions will be the names of the divisions, based on the classification schemes of which it is drawn up. The names are arranged in accordance with the staffing table.
Determining the timing
Preliminary establishment of periods is necessary to ensure the organization of regular monitoring of their compliance, timely correction of storage regimes. For example, the period may change from temporary to permanent if there are grounds for doing so. The establishment of periods is carried out in accordance with the information of the standard (departmental) list of documents that are created during the operation of the enterprise. If there is no such list, an approximate / type nomenclature is used. Determination of the storage periods can also be carried out in agreement with the authorized bodies of the Federal Archive.
It is carried out for the prompt and unmistakable identification of cases, as well as the documents included in them. The index is a symbol, made with the use of Arabic numerals. It can include the department code with the addition of the sequence number of the relevant case (via a hyphen). For example, the accounting department is assigned code 05. The annual report is the document that opens the section. Accordingly, in the case containing this act, as an integral part of the consolidated list, the index 05-01 is assigned.