7.1. Reference apparatus system

Scientific reference apparatus (RSA) is a structured set of elements of document descriptions (secondary documentary information) presented in various types of archival reference books, databases designed to search for documents and documentary information.

The Scientific Reference Apparatus System (SNSA) for documents of an organization's archive is a complex of interrelated and complementary archival directories, databases on the composition and content of documents created on a single scientific and methodological basis for searching documents and documentary information for effective use.

The composition of the SNSA archives of the organization is determined by the type of archive, the composition and content of the documents stored in it, the nature and objectives of the search and the intensity of the use of documents.

The elements of the SNSA of the organization's archive are inventories, catalogs, databases that act as these directories, as well as indexes, document reviews, historical references to the organization's archival funds.

Archival directories of the organization are divided into types according to their intended purpose: inventory, catalog, index, review.

Archival directories and databases on the composition and content of documents of the organization can be intra-fund and inter-fund.

7.1.6. The SNSA system implements the continuity of the accounting and reference apparatus created in the office work and archives of organizations, its combination with the SNSA of state archives.

The continuity of the SNSA archives of organizations is based on the unity of the requirements and principles of its construction. This continuity presupposes the obligatory compilation in office work and in the archives of organizations of inventories of cases, documents, catalogs, databases with the necessary reference apparatus for them.

7.1.7. When creating and developing the SNSA, a differentiated approach is used, which consists in choosing the appropriate composition of archival directories and databases, the description methodology, the composition and content of the reference apparatus for directories, and in establishing the necessary order of work.

Documents of funds of organizations with multilateral, cross-industry information and funds of personal origin with especially valuable and unique documents subject to priority description; descriptions should be indexed various kinds; individual characteristics are compiled at the fund level. Reviews, indexes to cases and documents are created for the most informative funds.

For funds of organizations containing information on one industry or one area of ​​activity, and funds of personal origin, which include special valuable documents, inventories can be provided with only one index; at the level of the fund, both individual and group characteristics can be compiled.

7.1.10. To the documents of the funds of organizations containing information on one topic or having the character of an addition to the above funds, indexes are not compiled.

7.2. Descriptions of cases, documents

7.2.1. Inventory of cases, documents - an archival directory designed to disclose the composition and content of storage units, accounting units, fix their systematization within the fund and their accounting.

The inventory consists of descriptive entries, a final entry (see clause 3.7.4), a certification sheet (Appendix 9) and a reference apparatus for the inventory. The object of description in the inventory is a storage unit, an accounting unit.

The descriptive article of the inventory includes: the serial number of the storage unit, accounting unit; record keeping index or old inventory number; the title of the storage unit, accounting units, the last dates of documents, the number of sheets in the storage unit; language, indication of authenticity, copies, method of reproduction, degree of preservation of documents, external features. Descriptive article, can be supplemented with an annotation separate documents(groups of documents) storage units, accounting units.

The reference apparatus of the inventory includes: title page; content (table of contents), preface; list of abbreviations; translation tables, ciphers (in case of processing the inventory); pointers.

On the title page of the inventory are placed: the full name of the archive of the organization, the name of the fund, the fund number, the inventory number, the name of the inventory. the latest dates of the documents included in the inventory.

The preface can be compiled as a general one for all stock inventories; as well as a separate description. The general preface to the inventories of the fund is placed in the first inventory.

The preface, which is common to all inventories of the fund, sets out: the history of the founder, the history of the fund; annotation of the composition and content of the documents of the fund (in this case, the most typical groups of storage units are distinguished by their types and varieties, by content); the composition of the reference apparatus to the descriptions.

When compiling separate prefaces to each inventory of the fund, all general data on the history of the institution-founder and the history of the fund are placed in the preface to the first inventory.

7.2.4. Indexes (both general and special) can be compiled for the inventory. The reference data of the index to the inventory are given to the serial numbers of storage units, accounting units (see clause 6.2).

7.3. Catalogs and departmental file cabinets

7.3.1. The catalog is an inter-fund archival reference book, in which information about the content of archive documents is grouped by subjects (topics, industries) located in accordance with the document information classification scheme adopted for this catalog.

The collection of various directories makes up the archive directory system.

7.3.2. The totality of work on the preparation, creation and maintenance of catalogs is called document cataloging.

Cataloging in archives can be done as independent view work (thematic development) and in the process of other types of work related to the description and identification of documents (passing cataloging).

When cataloging, a differentiated approach is used, which consists in: determining the order in which archival funds and their structural parts are selected; selection of cases and documents and information from them; application of appropriate techniques for describing documentary information.

Cataloging includes the following types of work: drawing up a classification scheme, identifying and selecting documents, describing on catalog cards, organizing them, maintaining catalogs.

The choice of classification scheme is determined by the composition of archive documents and the tasks of their use.

Document information classification scheme - a written or graphic document containing a list of classification divisions of the catalog, arranged in a certain sequence, and intended for distributing information from documents into these divisions.

7.3.5. Depending on the construction scheme, catalogs are divided into systematic, thematic, subject and their varieties (nominal, geographical, object).

In the archive of the organization, as a rule, systematic and nominal catalogs are compiled.

7.3.6. Documentary information in the systematic catalog is classified according to the branches of knowledge and practice of the organization and is arranged in a logical sequence.

In the nominal catalog, documentary information is classified alphabetically by the names of the persons mentioned in the documents or who are their authors. Further systematization is carried out in chronological or logical sequence.

The funds and documents selected for cataloging are described on catalog cards.

The object of description in the catalog can be a document (a group of documents, part of a document), a storage unit (a unit of accounting), an inventory, a set, a fund (a group of funds), containing information on a specific topic (issue).

7.3.9. The composition of the descriptive article of the catalog includes: the name of the archive, index, heading, subheading, date of the event, place of the event, content, fund number, fund name, inventory, case, sheets numbers, document language, reproduction method, for the card catalog - also the surname of the compiler and the date of the descriptive article.

To link between sections of the catalog or sections of the catalog with other archival directories, a system of references is used.

7.3.10. Maintaining a catalog is a set of works that ensure its functioning, which includes: scientific and methodological support of the work; card indexing; their systematization by indexes and headings; drawing up a reference apparatus to the catalog; catalog improvement.

Scientific and methodological support includes the development teaching aids on cataloging individual collections (or a group of them), working schemes for classifying catalogs, their clarification and addition.

Indexing is the selection or compilation of an index according to a classification scheme and its assignment to the corresponding catalog card information. In the nominal directory, the cards are not indexed, but arranged alphabetically.

Catalog improvements include improvements to the classification scheme; verification of the content and design of the catalog; verification of descriptions (editing, combining descriptions with homogeneous information on one fund or inventory, clarifying their systematization).

One of the sources of replenishment of the catalog system can be thematic and subject-thematic file cabinets, file cabinets for personnel on documents of the most informative and frequently used funds.

In the archive of the organization, as a rule, varieties are created subject file cabinets(nominal, geographical) or chronological card indexes, card indexes on the history of the organization.

A nominal card file (card file by personnel) is created to search for information about seniority, salary and other social data legal nature. The cards contain the last name, first name, patronymic of the employee, links to the numbers of the fund, inventory, cases, sheets with information about him. Cards are systematized in alphabetical order of surnames, and within surnames - in alphabetical order of names and patronymics.

In a geographical card index, information is systematized alphabetically by geographical objects. The classification can also be based on administrative-territorial division. Further systematization is carried out in chronological order.

A card file on the history of the organization is created, as a rule, in an archive that has several sources of acquisition. It contains information about the creation, transformation, liquidation of organizations that transfer documents to this archive, with links to administrative documents, which are the basis for their creation, transformation, liquidation.

The chronological card index includes cards containing information about the dates of events, facts or dates of documents, arranged in chronological order.

In archives that store a significant number of funds, a file of names of funds is compiled. For each name (rename) of the fund, a card is drawn up indicating its number and deadlines. The cards are arranged in alphabetical order of types of organizations.

Several file cabinets of the same type can be combined into a catalog.

Self-existing file cabinets are linked to the catalog system by referrals.

7.4. Pointers

7.4.1. Index - an archival reference book, which is an alphabetical, systematic or compiled on some other basis list of names (names) of objects mentioned in archival documents, indicating their search data.

Indexes in the archive of an organization can be inter-fund, intra-fund, in form - electronic, sheet or card, in the structure of headings - deaf (subject concepts and their search data) and annotated (subject concepts are accompanied by explanations), in grouping concepts within indexes - alphabetical, systematic , chronological.

Indexes can be compiled to the headings of storage units (without viewing them) or to documents (with viewing of storage units).

The main types of indexes are: subject (its varieties are thematic, nominal, geographical), chronological. According to the grouping of concepts within the index, alphabetical, systematic and chronological indexes are distinguished.

7.4.2. Indexes to documents can be drawn up for documents of one inventory, several inventories of the fund, the whole fund, several funds.

7.4.3. A descriptive entry of any kind of index consists of a subject concept (heading) and search data. Depending on the purpose of the index, the heading can be: simple (does not have subheadings); complex (has a subheading or definition of a concept).

Index search data for storage units of one inventory includes serial numbers of storage units; search data of the index to the storage units of several funds of one archive, these data are supplemented by the numbers of inventories, funds.

The subject index includes concepts that represent historical facts and phenomena. Headings and subheadings are given in the nominative case.

The subject index includes concepts arranged in alphabetical order.

The general subject index includes heterogeneous concepts and, according to the structure of headings, can only be deaf.

A special subject index includes homogeneous concepts (types of documents, names of authors, names of institutions, their structural parts, names of industries, etc.) and can be deaf or annotated.

The name index is built alphabetically and includes surnames, first names, patronymics (variances, pseudonyms, nicknames, nicknames), biographical information.

The geographical index includes the names of states, administrative-territorial units, seas, rivers and other geographical concepts.

Generalizing concepts or administrative-territorial names are entered in the index without explanation.

The chronological index consists of headings that include dates of historical events, phenomena and facts, or dates of documents arranged in chronological order.

The index uses a system of general (“see”) and private (“see also”) references, with the help of which a connection is established between identical concepts.

7.4.8. Indexes to archival directories can be of the same types and have the same structure, but in the search data links are given to pages or sections (for directories) of the directory.

7.5. Reviews

7.5.1. A review is an archival reference book that includes systematized information about the composition and content of individual sets of documents.

The review types in the organization's archive are the fund review and thematic review.

The object of description for a stock overview is a document (a group of documents, a part of a document), a storage unit, an accounting unit of one stock. The object of description for a thematic review of archive documents is a document (a group of documents, part of a document), a storage unit, an accounting unit of one fund (part of a fund, a group of funds) of an archive on a specific topic.

The fund overview includes systematized information about the composition and content of the documents of one fund.

A thematic review includes systematized information about the composition and content of a part of the documents of one or a group of archive funds on a specific topic.

When compiling reviews, a differentiated approach is used, which consists in choosing a fund and / or topic, the principle of grouping information in the main part of the review, using different methods for presenting information about documents (individual or group annotations), different methods for describing certain types of documents, identifying the appropriate composition and degree the completeness of the reference apparatus for the review.

The overview consists of a set of annotations for individual groups of storage units, accounting units, documents and reference apparatus.

The annotation sets out the content of a group of storage units, accounting units, documents, indicates the main types of documents, their authors, chronological framework, authenticity, search data. In the fund overview, the search data consists of inventory numbers, storage units, accounting units, sheets of the storage unit; in the inter-fund thematic review, the search data is supplemented by fund numbers. The reference apparatus of the review includes the title page, table of contents (table of contents), preface, list of abbreviations, and indexes. A thematic review should be accompanied by a list of funds, information about which is contained in the review, and a bibliography on the topic.

The preface to the review contains information on the history of the founder and the history of the fund, the structure of the review, and the composition of the reference apparatus.

7.5.6. Structural, sectoral (functional), subject-thematic, geographical, chronological and other features can be used as the basis for constructing a review.

For an overview of the fund of personal origin, a systematization scheme for the documents of the fund is used.

7.6. History reference

7.6.1. In the archive of the organization, a historical reference is compiled for the archival fund - a document containing information on the history of the fund creator and the archival fund, brief description the composition and content of its documents and the system of the scientific reference apparatus of the archive.

The historical reference consists of sections: the history of the founder, the history of the fund, the characteristics of the documents of the fund.

7.6.2. The first section - the history of the founder - includes a description of the historical conditions for the emergence of the organization, the name of the predecessor organization, in the chronological sequence of all reorganizations, including the following information:

• dates of creation, transformation and liquidation of the organization with reference to legislative acts or administrative documents; name of the successor organization;
• tasks and functions of the organization and their changes;
• the scale of the organization's activities, the composition of the system of subordinate organizations;
• the place of organization in the system of the state apparatus, economic, socio-political, cultural and other life;
• changes in the name and subordination of the organization;
• organization structure and its changes.

For the united archival fund, a general history of fund creators can be compiled.

In relation to an archival collection, information on the history of its creation, information about the compiler, as well as the location of the collection before entering the archive (if it was not created in the archive) are indicated.

7.6.3. The second section - the history of the fund - includes the following information:

• the date of the first receipt of the documents of the fund in the archive, their volume and deadlines;
• changes in the composition and volume of the fund and their reasons (examination of value, losses, undocumented periods);
• degree of safety of documents;
• features of the formation, description and systematization of documents, information about the presence of documents that go beyond the chronological boundaries of the fund;
• information on the availability of documents of the fund creator (including personnel) that are part of other funds or archives, and the places of their storage;
• information about the availability of documents of other organizations or persons (stock inclusions);
• the composition of the scientific reference apparatus to the fund.

7.6.4. The section on the history of the fund also contains such elements of description as annotation, bibliography, information on the conditions of access to the use of documents.

The annotation includes a brief generalized description of the composition of documents by the structure of the fund and by types of documents, the content of documents on topics, issues reflecting the activities of the fund creator, indicating the chronology of topics and designating their geographical (administrative-territorial) boundaries.

The third section includes a generalized description of the fund in terms of the composition and content of documents in general and individual groups of documents; information about the availability of documents that go beyond the chronological framework of the fund, about the scientific reference apparatus for the fund, about the types of information carriers.

The second and third sections of the historical information of the archival collection are built by analogy with the corresponding sections of the historical information of the organization's archival fund.

The certificate is signed by the executor and the head of the archive (the person responsible for the archive).

The historical reference is printed in four copies: three copies are transferred to the state archive during the first transfer of the fund's documents; one is kept in the fund file in the archive of the organization.

7.6.8. The historical information is supplemented when the fund is replenished or in case of reorganization, changes in the structure and functions of the organization. A historical reference (part of it) is submitted to the state archive along with each completed inventory.

7.7. Automated scientific reference apparatus of the archive

Automated scientific reference apparatus of the archive is a complex of electronic directories (database of document descriptions) designed for efficient search of archival documents and information.

An automated NSA can be based on an information retrieval system created in the current office work of an organization, and, above all, on such elements of it as electronic reference files, nomenclature of cases, classifiers (correspondents, structural divisions, names of types of documents, etc.).

The main fields of the electronic registration and control card (RCC) are: author (correspondent), name of the type of document, date, document index, title ( summary), resolution, due date, execution mark, archival code.

The search for information about a document can be carried out both by one field of the RKK, and by a combination of fields.

7.7.3. The RKK field "case number by nomenclature" is a linking search attribute when moving from searching for information at the document level to searching at the case level.

If there is an electronic nomenclature of cases in an automated mode, documents are written off to the case and documents are extracted from the case.

If the user searches for information on the nomenclature of cases, and he needs to go to specific document, lists of documents included in cases can be automatically created.

The main search details of the nomenclature of cases are: case index, case title (volumes, parts), number of cases (volumes, parts), storage period and article on the list.

7.7.4. On the basis of the electronic nomenclature of cases, the formation of case inventories is carried out in an automated mode. At the same time, the "filter" for selecting information is the terms of storage of documents (permanent, temporary (over 10 years) storage, by personnel).

The electronic inventory contains the details of the description of information at the case level. Mandatory details of the description are: the serial number of the record (case number), case index, case title, indication of authenticity (copy number), deadlines of documents, number of sheets in the case, annotation of documents.

The set of electronic inventories provides information about the fund as a whole.

7.7.5. Electronic RKK are the basis for creating an automated catalog.

If in the traditional NSA the types and varieties of catalogs (systematic, thematic, nominal, on the history of institutions, etc.) are interconnected by a system of references, then in an automated mode one electronic catalog is formed containing a description at the document or case level.

The catalog is supplied with keywords reflecting the topic, geographical name, personalities, etc. The classification scheme provided in the catalog allows you to assign a document to one or more headings. Searching for information according to the classification scheme allows you to use the electronic catalog as a systematic one, the catalog by geographical names - as a geographical one, etc.

In the absence of an automated document registration system in the organization, a database of descriptions is created at the document level! (Digital catalogue).

The main details of descriptions in the electronic catalog are: index, heading, subheading, date of event, place of event, content, fund name, fund number, inventory number, case number, sheet number. Details: fund name, fund number, inventory number, case number , sheet number contain accounting characteristics and can be transformed from an accounting automated system.

7.7.6. The automated scientific reference apparatus provides, in comparison with the traditional NSA, broader opportunities for the operational and multifaceted search of archival documents. The functions of the NSA are performed using information search procedures, presentation of search results for screen viewing or in the form of files and printouts, and the formation of reference texts.

Keywords that characterize the object of description are entered into the system during the description process or after its completion. Keywords give the user the ability to quickly search for information at the level of the fund, inventory, file, document.

Searching for information in full-text databases that include full texts of materials (archive documents, journal articles, books, legislative acts) involves the user, first of all, referring to the abstract (introduction) and headings of sections of the document with the transition, if necessary, to the corresponding text. If necessary, the user is provided with a prompt opportunity to obtain a copy of the full text of the document.

The search for information on full-text documents can be carried out by descriptors that are selected from printed versions of the thesaurus, or by classification indices, as well as by natural language words from the text of the document.

7.7.7. Documents to be transferred for permanent storage are transferred to the state archive along with an automated NSA.

The presence of mandatory details in the structure of the databases of the automated NSA and the provision of information on these details in electronic format ensures the compatibility of the database of the archive of the organization and the automated NSA of the state or municipal archive.

Retrospective documentary information contained in the funds of the State Treasury Institution of the Rostov Region "State Archive of the Rostov Region" GKU RO "GARO" 1 (hereinafter - the state archive) can be effectively used for political, economic and socio-cultural purposes only with the help of a specially created system of scientific and help desk (NSA). The NSA system of the state archive is a complex of interrelated accounting documents, archival directories, information documents created to ensure the safety and search of archival documents and documentary information.

The composition of the NSA system of the state archive is determined by the composition and content of the documents stored in it, the nature and tasks of the search, the intensity of the use of documentary information. The NSA system contains information at the levels: fund - case - document.

All archival reference books and information documents are divided into inter-archival, inter-fund and intra-fund (intra-species).

The review of the scientific and reference apparatus for the documents of the state archive of the Rostov region was compiled in order to increase the efficiency in the information work of the archive, expand the possibilities for organizing initiative information, ensure the completeness of the use of the NSA system as a whole and the use of each directory and white paper by appointment.

The review gives a description of the elements of the NSA system that perform an information retrieval function: archival reference books and information documents; their purpose, composition, structure, sources of replenishment are disclosed, the connection with other reference books is shown, the procedure for using reference books is outlined.

The review is accompanied by a List of archival directories and information documents indicating their location. As preparation and creation takes place, one copy of the new handbooks is handed over to permanent storage and use in work in the SIF GARO, information documents (articles, lectures, reports, references, information) - to the archive fund. Information about them is entered in the relevant sections of the working copies of the List (reading room, information department).

If the information document does not indicate the name of the region, it should be understood that Rostov region is meant. The name of other regions (Krasnodar, Stavropol, North Caucasus Territories, etc. must be indicated).

In information documents, 2 dates are indicated: the 1st indicates the date of the event or a chronological period, the 2nd - the date the information document was compiled.

The review of the NSA is intended for employees of archival institutions and users of the reading room.

ARCHIVE DIRECTORIES

Archival directories provide a search for documents stored in the archive and inform about their composition and content for the purpose of comprehensive use. Inter-fund and intra-fund archival directories are created in the state archive.

1. INTERFUND HANDBOOKS

1.1. Guide "The State Archive of the Rostov Region" (Rostizdat, 1961), contains information about the complex of funds stored in the state archive of the Rostov region and its branches in the cities. Novocherkassk, Taganrog and Shakhty 2 as of the year of publication of each of the reference books.

The guide consists of three sections: funds of the pre-revolutionary period, funds of the period of the counter-revolution on the Don, funds of the Soviet period.

Information about the activities of the predecessors of the fund-creators of the Soviet period can in some cases be found in the funds of the pre-Soviet period.

The guide is built according to the production-industry principle. Within industry groups, funds are grouped according to the similarity of institutions, organizations and enterprises, on the basis of departmental subordination, and according to the scale of activity of the fund creator. The characteristics of funds of personal origin are highlighted in an independent section.

The main part of the guide contains characteristics of the funds whose documents can be widely used for political, economic and socio-cultural purposes. Funds that are insignificant in volume or have a reference value are included in the list of funds that are not included in the main part of the guide, which is given in the appendix to the guide. The principle of arrangement of funds in the list is the same as in the main part of the guide. The appendix to the guidebook also contains information on the composition of the SIF funds, information on changes in the administrative-territorial division of the region from the 18th century to 1960. and a map of changes in administrative boundaries on the territory of the Lower Don and the North Caucasus.

The guide is also provided with an index of names mentioned in the descriptions of the funds.

The construction of the main part of the guide gives a clear idea of ​​the composition of the funds of the State Archives and its branches as a whole, reflects the relationship of fund creators. The construction scheme of the guide is an additional source of information about the documents of funds, helps to understand the place of each organization in the system of the state apparatus.

The characteristics of the funds, given in the guide, consist of the name of the fund, reference data about it (number, number of cases, deadlines), a brief historical note about the founder, annotations of the documents of the fund. If the name of the fund creator has changed, then the name of the fund in the guidebook is given according to the last name of the fund creator (within the period for which the documents are kept). All previous renamings are given in the historical reference. The name of the fund consists of the full and in parentheses the officially accepted abbreviated name of the fund creator, its subordination, the last dates of existence within the chronological framework of the documents indicated by the reference data. The absence of documents for certain periods is reflected in the reference data (1937-1939, 1943-1956). If a significant part of the fund is documents on personnel, a special reservation is made when indicating the volume of the fund. For example, 3152 files (including 1445 personal files). In funds of personal origin, there are documents that were formed before the birth of the founder and deposited after his death (documents about him, about anniversaries, about the opening of the monument to the founder).

The letter "P" is added to the numbers of the funds of the Soviet period.

The funds kept in the Taganrog branch are marked with one asterisk (x), in the Shakhtinsk branch - with two (xx), in the Novocherkassk branch - with three (xxx).

Reference data about the fund are necessary for persons using the guide: fund number - when requesting the NSA to the fund and fund documents; the volume of the fund reflects the degree of its safety; the extreme dates show the chronological period covered by the documents of the fund. Comparison of the last dates of the documents with the last dates of the existence of the founder, given in the historical information, also makes it possible to judge the degree of preservation of the fund, the presence in the fund of documents of the predecessor of the founder.

Two supplements to the Guide, published in 1971 and 1975. as Brief reference books on funds (1.2. and 1.3.), contain generalized information about the funds accepted for storage after the publication of the guide, and about additional income from the funds included in the guide. Brief reference books include prefaces containing group characteristics of funds, information about the composition of photographic documents and a scientific reference library.

The structure of the directories is similar to the structure of the section of funds of the Soviet period of the guidebook. The characteristics of the funds include the full and abbreviated name of the organization - the fund creator, its subordination, fund number, volume, deadlines for documents and deadlines for the activities of the fund creator, if the dates do not match.

The guide and supplements to it are replicated, available in the Reference and Information Fund (CIF) of the state archive and in the reading room.

An electronic version of the guide is currently being prepared, taking into account fund receipts for the last period.

1.4. Index of archive funds is also an inter-fund guide. The main purpose of the index of archive collections is to provide a quick and efficient search for the required collections. In conditions when the demand for retrospective information stored in the archive is constantly growing, the Guide and Brief Guides to the Funds do not satisfy all search requirements. The index of the archive funds promptly reflects all changes in the composition and volume of the funds. This is its advantage over published reference books.

The fund index provides information retrieval at the fund level.

The scheme for constructing an index is similar to that of a guidebook. The index includes all funds of the state archive. The card gives the name of the fund, the renaming of the founder and its subordination, the deadlines for existence, the volume of the fund, the deadlines for documents, the fund number. Cards with information about retired funds are allocated in an independent section, their location is indicated.

The card index of the archive funds is maintained in the state archive in 3 copies. and is stored: in the reading room, in the information department and in the department for ensuring the preservation and state registration of documents.

2. SYSTEM OF CATALOGS.

The catalog system of the state archive is a collection of catalogs of different purposes and structure, mutually related and complementary, and therefore allows for a multifaceted search for documentary information.

The catalog system of the state archive includes:

2.1 catalogs for documents on paper basis:

2.1.1 systematic:

2.1.1.1 pre-Soviet period

2.1.1.2 Soviet period

2.1.1.3 pre-Soviet period in the history of state institutions

2.2.1.4 named directory

2.2 catalogs for photographic documents:

2.2.1 Systematic Soviet period

2.2.2 subject-thematic Soviet period

2.2.3 thematic pre-Soviet period

2.2.4. named directory.

Necessary condition effective work catalog systems is to establish links between them - the organization of the interaction of elements of the system, which is carried out, as a rule, with the help of reference cards and various pointers. All catalogs included in the system are primarily associated with the systematic catalog.

2.1.1.1.Systematic catalog for paper-based documents (pre-Soviet period) is created on the basis of the Scheme for a unified classification of documentary information in the systematic catalogs of state archives Russian Federation(XVIII - early XX centuries). M., 1978, 1983, (EKDI).

2.1.1.2. Systematic catalog for documents on paper basis (Soviet period) created since 1964. Initially, it was created on the basis of the Scheme for a Unified Classification of Documentary Materials of the State Archival Fund of the USSR (Soviet period). M., 1962, with subsequent changes and additions to it. Since 1980 was transferred to the Unified Classification of Document Information Scheme (ECDI) in the systematic catalogs of the state archives of the USSR (Soviet period). M., 1978 SEK serves not only as a guide in the systematization of cards in the catalog, but also simultaneously performs the functions of a scientific reference apparatus, facilitates the use of the catalog, orients in the presence of documents of a certain content, and contributes to their faster finding.

The systematic catalog contains information at different levels of generalization about the entire documentary complex of the archive (including at the level of a reference card to other catalogs and directories of the NSA archive system). Due to such a complex nature of the content and the logical structure of the construction, the systematic catalog is able to provide information on the whole in the branches of knowledge and the activities of society, to reproduce the links between events and phenomena recorded in the documents. All this determines its central position in the archive catalog system.

The catalog contains complete information on all funds of categories 1 and 2; by funds of the 3rd category of organs state power, institutions and organizations of agriculture, public education and other industries.

The catalog also contains information from the printed sources of the SIF GARO (newspapers, magazines, collections, legislative acts). A significant number of such cards are available in sections B - "State structure" and I2 - "Trade unions". Cards containing information on the history of the Don, identified from the documents of the central state archives (TsGA Moscow and TsGANKh), are concentrated in a separate box, systematized in accordance with the SEC.

The catalog consists of 5 departments, each of which is divided into sub-departments and sections (mainly by industry). Sections are arranged in a logical sequence and have their own internal division: subsections, topics, subtopics, questions. In the catalog, at a certain level of classification, a formal sign of systematization of cards is used: chronological, alphabetical or geographical (the last of which is chronological). To consolidate the structure and a number of specific concepts, an alphanumeric system of indices is used.

In order to facilitate the use of the catalog, departments, subdivisions and subsequent divisions are separated from each other by separator cards. For each division, a card is used - a separator of a certain color, size and shape. The separators indicate the index and the name of the corresponding division (departments, subdivisions, sections). On the separators for cards, the content of the concepts of which was not reflected in the SEC, only the name of the topic and question is indicated (without an index).

Each box of the catalog contains the first and last indexes and names of the divisions included in it.

The relationship between the divisions of the catalog is carried out by a system of references.

The separators below the main index and its name indicate the reference index, which also contains information on this issue. A reference card is placed behind the separator, the content of which indicates the question or question and search data, indicating the index where such information can be located.

The degree of completeness of inclusion in the catalog of information can be determined by the book and record card of the state archive funds that have passed cataloging. According to the card index, systematized in the order of fund numbers, the very fact of the thematic development of the fund is determined (on the card are given: number, name, deadlines of the fund documents; serial number and registration page according to the ledger). According to the book of accounting for funds that have passed cataloging, the following is established: the number of cases subjected to cataloging, the development methodology (single, document-by-document), the number of cards compiled, the degree of completion of the work (cards are poured into the catalog or not). The certificate of cataloging the fund is placed in the file of the fund.

The catalog contains more than 300 thousand thematic cards. The source of replenishment of the catalog are cards compiled in the course of targeted thematic development, scientific and technical processing of funds, thematic identification, and other types of work with documents.

2.1.2 Catalog on the history of state institutions is created mainly on the basis of cards selected from the systematic catalog in the course of its improvement. It also includes information on the history of institutions whose documents are stored in the state archive. Information is taken from the sheets of funds. The catalog reflects information about the creation, liquidation, reorganization, renaming of institutions, organizations and enterprises, changes in the structure and subordination.

The catalog scheme is based on EKDI.

2.1.3 B nominal directory includes cards with information about the life and work of revolutionaries, prominent scientists, writers, composers and many other prominent figures in the pre-revolutionary and Soviet periods.

The sources of its replenishment are cards drawn up at the request of institutions and as a result of thematic identification. It is also replenished by duplicating thematic cards of the systematic catalog (Soviet period). It was built alphabetically.

Information on the history of institutions is also concentrated in historical references prepared by the archive at the request of institutions. The names of institutions are included in the List of archival directories and information documents. References are stored in the GARO fund (R-137. Op. 1,5,7).

2.2 Catalogs for photographic documents:

2.2.1 Systematic of the Soviet period - built according to EKDI, subject-thematic of the Soviet period - on a geographical basis, inside - on institutions,

2.2.2 thematic Soviet period- by topics

2.2.3 subject-thematic of the Soviet period– by topic, 2.2.4.. nominal- created by duplicating thematic cards of the systematic catalog, built according to the alphabetical principle.

A feature of catalogs for photographic documents is the form of a thematic card - a view card, which is a control print from a photographic document. On the reverse side, a description of the photo document is given, in the form of a brief annotation about the events, objects, persons depicted on the photo document, the date and place of the event, the author of the shooting.

3. INTRA-FUND (INTRA-TYPE) DIRECTORIES

3.1 Index of inventories and documents of funds. An important milestone information retrieval in archives is the search for the required inventory. Indexes of inventories are compiled for funds that have many inventories with a fuzzy systematization of cases. For example, the documents of the fund of the Azovo-Chernomorsky regional land administration in the amount of about 14 thousand files were taken into account according to 10 inventories. The inventories are compiled according to the sectoral principle without taking into account the belonging of documents to a structural unit, with a violation of chronology, which complicates the search for documents. In order to improve efficiency, a consolidated index of the fund's inventories has been compiled. The index is built according to the chronological and structural principle. The annual sections of the index contain the names of the structural subdivisions of the land administration, arranged in alphabetical order. Similar indexes have been compiled for other collections recorded from 10 or more inventories.

The index of inventories of the fund gives links only to the inventory (inventory section) or to the inventory and file. However, in the case when the case number is indicated, the use of the index does not exempt from referring to a specific inventory, but only concretizes the search, allowing you to outline the headings of the cases of interest for viewing.

With the help of an index to the inventories, the search for the necessary information is accelerated, there is no need to issue and view all the inventories of the fund.

Indexes to documents significantly complement inventories and catalogs, revealing the content of documents in a different aspect. They are created during the thematic development of multi-informative, widely used funds. For example, to the documents of the fund of the North Caucasian Regional Economic Council (1920-1929), the inventories of which are built in chronology, and the headings of the files do not fully disclose the content, a subject-thematic intra-fund index was compiled, referring to the files and sheets. Inter-fund indexes are created for documents of one sectoral group of funds. With their help, a search is carried out on a topic reflected in a set of industry documents. So, when executing requests on the history of collective farms and state farms, the index of organizations, institutions and enterprises of the agricultural system of the Don and the North Caucasus for 1920-1937, compiled according to the documents of 12 funds, can be used. The index contains all the basic information on the history and activities of the institutions of the system. The search data includes numbers of funds, inventories and files. Similar inter-fund indexes have been compiled for the documents of the groups of health and public education funds.

3.2 CASE DESCRIPTIONS

The inventory of cases is the main intra-fund archival reference book. It contains information and provides information retrieval at the case level.

Inventory of cases - a systematic list of headings of cases that reveal the composition and content of the fund.

All documents stored in the archive are described (more than 4200 inventories for documents of 2730 funds). The number of inventories in each fund is from 1 to 40. The quality of the inventories is also different.

The state archive is carrying out systematic work on the processing and improvement of inventories. In order to correctly determine the order of work and the methodology for disclosing the content, all funds, depending on their information value and usage are divided into three categories. At present, the state archives for all funds of categories 1 and 2 have inventories that meet all modern requirements, are equipped with the necessary scientific and reference apparatus (prefaces, indexes, translation tables, tables of contents, etc.). However, there are still quite a few funds of the 3rd category that have handwritten, on shabby paper, inventories with a large number of notes on retired cases. The archive is systematically improving the inventories of this numerous group of funds.

The revision of inventories is carried out in those cases when it is necessary to clarify the funding of documents, to separate documents by personnel into an independent inventory, when there are many “deaf” headings in the inventory that do not reveal the content of the documents, there are additional inventories.

In the process of processing the inventories, all cases are completely reviewed, the thematic development of the fund is carried out, new headings are compiled, the systematization is specified, the cases are recoded, a translation table of case codes is compiled, which is placed at the end of the new inventory. With the help of a conversion table, if necessary, without spending a lot of time, you can transfer the old cipher of a previously used case to a new one. Most often, this has to be done when using thematic cards of the catalog, compiled before the revision of the inventories and with old ciphers. The need to translate the cipher is established by comparing the date of compilation of the thematic card or the use of the document with the date of processing the inventory.

In the process of improving the inventories, the headings are refined and edited, the missing elements of the SSA are compiled (forewords, subject-thematic, geographical and other indexes, tables of contents), which significantly increases the information content of the inventories. The choice of the index type is determined by the nature and activities of the fund creator, the composition and content of documents, and the principles of systematization of cases.

All funds undergoing processing and improvement are simultaneously subject to thematic development, which means that the search for information on the activities of the fund creator should also be carried out through catalogs. The fact of the thematic development of the fund is reflected in the 2nd part of the preface to the inventory.

From microphotocopies of documents on the history of the Don, found in central state archives, collections (KMF) were created, which were taken into account according to special inventories.

Intraspecific archival reference book for photographic documents are inventories of photographic documents and accounting books for inventories. The inventory reveals the content of the document, indicates the date and place of the event, where and when the document came from, the author of the survey. The content of the positives included in the photo albums is revealed with the help of internal descriptions. Photographic documents have been received by the state archive according to inventories since the beginning of the 80s after the publication of the Basic Rules for the Work of State Archives with Film and Photo Documents.

4. INFORMATION DOCUMENTS

An integral part of the NSA system are information documents: reviews (thematic and stock), indexes, lists, references, lists, reports, lectures, articles written using archive documents, historical references, collections of documents, etc. Information documents, like reference books, divided into inter-fund and intra-fund.

4.1. REVIEWS

Reviews are reference books on the composition and content of individual complexes of archival documents interconnected by the unity of content or fund affiliation, depending on the purpose of disclosing the composition and content of documents on one specific topic, regardless of whether the materials of one or several funds contain information reflecting this topic. For example, the review " Agriculture Don in the 19th century. compiled according to the documents of more than 30 funds; review "On the history of pre-revolutionary Taganrog" - according to the documents of 8 funds.

The state archive contains more than 60 thematic and stock reviews of documents from the Soviet and pre-Soviet periods. The authors of the reviews are researchers from the State Archives and branches, scientists from universities and students of the Faculty of History of the University. The characteristics of the documents in the reviews are accompanied by links with accurate search data, which makes it possible to find the described documents without resorting to other types of NSA (inventories).

The main part of the reviews is in the GARO fund (R-137), some stock reviews are included in the files of the funds. 14 reviews were published in two issues of the collection "Archives for Social Sciences", in five issues of the historical and genealogical almanac "Donskoy Archive". Some of the reviews were published in periodicals: Historical archive (AN USSR), Zh. "Don", in local lore notes, etc.

The reviews are intended for wide use by historians, local historians, propagandists, students of historical departments of universities, and researchers from archival institutions.

4.2. LIST OF DOCUMENTS

Thematic lists of documents are compiled both at the request of institutions and at the initiative of the archive. The lists are compiled according to the documents of one or several funds. In the lists compiled for the documents of one or more collections, the titles of the documents are arranged regardless of their fund affiliation: by chronology, by question-subject or nominal features, by the significance of documents, etc.

4.3. HISTORICAL INFORMATION

Historical references are information on the history locality, organizations or events, which include dates of formation and dates of liquidation in the case of a certificate on the history of the organization, dates of events that occurred, information about development and activities, participation in well-known events. Historical references are compiled on the basis of archival documents, to which references are made in the text of the reference, references are compiled both at the request of organizations and citizens, and at the initiative of the state archive.

4.4. REFERENCES, ARTICLES, LISTS, LECTURES, COMMUNICATIONS

5. COLLECTIONS OF DOCUMENTS AND OTHER PRINTED PUBLICATIONS

6. REFERENCE AND INFORMATION FUND (CIF) GARO

CIF GARO stores and issues to users in the reading room:

• collected works of V.I. Lenin, K. Marx, F. Engels, selected works of leaders of the CPSU; transcripts of congresses and conferences of the CPSU, congresses of the CPSU and Soviets, etc.;
• complete collection of laws Russian Empire;
• collection of laws, decrees, resolutions and orders of the government of the USSR, RSFSR; Vedomosti of the Supreme Soviet of the USSR, RSFSR; publications on the history of Russia and the Soviet state;
• scientific and historical periodicals;
• encyclopedic dictionaries;
• reference books on the administrative-territorial division of the USSR, the RSFSR, the South-East of Russia, the North Caucasian and Azov-Black Sea Territories, the Rostov Region;
• guidebooks and reference books on the funds of the central state archives of the USSR, union and autonomous republics, state archives, territories and regions;

Since 2004, the GARO branch in the city of Shakhty has been transformed into the Center for the Storage of Archival Documents in the city of Shakhty as a legal entity.

Table of contents

Introduction………………………………………………………… ……………….4
Chapter 1 Scientific reference apparatus system…………………………………6
1.1 The system of scientific and reference apparatus for archival documents………………………………………………………………………….7
Chapter 2 Scientific reference apparatus for archive documents………………...12
2.1 Scientific and reference apparatus for review…………………………….………….…...... ................... ........... ................fourteen
2.2 Development of the scientific reference apparatus system………………………... 14
Conclusion…………………………………………………… …………….…..16
Bibliography…………………………………………………… ………17

Introduction
All documents stored in the archive (including non-core and not included in the inventory) are subject to accounting.
The purpose of creating my term paper is a description of the system of scientific reference apparatus, its development.

Based on the goal, the following tasks were set:

Consider the scientific reference apparatus

study its development.

Documentation is required for:
1. ensuring the safety and monitoring of their presence;
2. creation of systems for the operational search for documents, including the use of personal computers;
3.Most efficient use of documents.
If there is one repository in the archive of the organization, centralized accounting of documents should be carried out. If there are two or more repositories - for each repository.
Accounting for documents in the archives of organizations is based on a well-established and proven system, on the principles of centralization and continuity. This means that in office work in the archives of organizations, and then in state archives, uniform forms of accounting units (case) and uniform forms of accounting (inventory, etc.)
In the archive of the organization, records are kept in accordance with the “Rules for the work of departmental archives”, M., 1986. First of all, funds (fund) and storage units (cases) are taken into account. Accounting documents of the archive are stored in a specially allocated room (or directly in the repository) in a safe or a metal cabinet.
"Basic rules" provides for a group of accounting documents. Main accounting documents required for the archive of the organization:
1. accounting book for the receipt and disposal of documents;
2. list of funds;
3. sheets of funds;
4. descriptions of cases.
The main types of scientific reference apparatus (NSA) to the documents of the archive of the organization are reference books on the composition and content of documents.
Reference books on the composition and content of the organization's archive documents include:
1. inventory of cases;
2. nomenclature of cases;
3. file cabinets;
4. historical information.
The scientific reference apparatus is interconnected with the accounting documents of the archive and is also designed for faster search and efficient use of documents. Case inventories are the main group of directories on which the development of the rest is based (except for registration and control files compiled at the stage of office work).
All types of scientific reference apparatus are interconnected by the search data of documents. These data are fixed by descriptions of cases. These include numbers of the fund, inventory, case, sheets of the case.

Chapter 1
The scientific reference apparatus system is a complex of interrelated and complementary accounting documents, archival directories, mechanized and automated information retrieval systems, information documents created on a single methodological and scientific and methodological basis to ensure the safety and effective search of archival documents and documentary information within the archival fund, archive, for the purpose of comprehensive use.

The NSA system, based on the principles of historicism, comprehensiveness and complexity, should be built taking into account a systematic approach, and a holistic, complexly organized object, including the necessary subsystems for accounting and describing documents on a single regulatory and methodological basis.
The system of the scientific reference apparatus can be divided according to the functions it performs:
1) reference books on accounting documents;
2) reference books on the content of documents.

In each of these groups, the main directories are allocated, which are mandatory for each archive and auxiliary ones, created as needed. The main reference books on accounting include the book of receipts, the list of funds, sheets of funds, inventories, registers of inventories, the auxiliary ones are the personal account of the archive, cards and books of accounting for the movement of funds, etc.

The main content guides include inventories, guides and catalogs, while auxiliary ones include reviews, indexes, and thematic lists.

Thus, in the NSA system, each directory has its own purpose, specificity, complements other directories and is a necessary part of the SNSA. However, it should be noted that the entire SNSA complex is not always mandatory for each archive. The number and composition of directories is different. It is important that the archive has such a set of information systems that would allow rationally performing all types of work with documents.
1.1 The system of scientific and reference apparatus for archival documents
The system of scientific reference apparatus for archival documents of the archive is a complex of interrelated and complementary archival reference books on the composition and content of archival documents created on a single methodological basis for searching archival documents and archival information for effective use.
The system of the scientific reference apparatus of the archive includes:
1. An archival inventory is an archival directory that contains a systematic list of cases of the archival fund, collection. The archival inventory is designed to account for storage units and disclose their content.
The inventory is the main, basic archival reference book; researchers first turn to them when they come to the archive.
The archival inventory serves as the basis for creating the rest of the archive directories - indexes, catalogs, reviews, guides. In this regard, when creating an inventory, the determining factor is its qualitative compilation.
In the course of the work of the institution, various documentation is formed, for each of its types separate inventories are compiled:

Cases of a permanent storage period;
Cases of temporary storage
Affairs on personnel;
Cases consisting of documents specific only to a particular organization (investigative, court cases, scientific reports on topics, etc.).

Composition of the archival inventory:

descriptive articles (include serial number of the case, clerical index, title of the case, deadlines of documents, number of sheets in the case);
final record (accounting element, which indicates the number of cases in storage, does not always coincide with the number of cases included in the inventory);
witness sheet (accounting element for accounting for the number of sheets in the inventory);
reference apparatus for the description.

Reference apparatus for the inventory includes:

title page;
content (table of contents);
foreword;
list of abbreviated words;
conversion table (in case of processing);
pointers.

The reference apparatus for the archival inventory performs the function of the first acquaintance with documents (title page, table of contents), helps to find the necessary information (indexes), clarifies the semantic content of the inventory (list of abbreviations) and search data (translation tables of ciphers).
Inventories of cases are compiled strictly according to established forms. All the details of the archival inventory are located in the places determined for them.
The value of the inventory is determined by the fact that the inventory, being an accounting document and a guide to content, carries a large information load.
The effectiveness of the search for archival documentary information depends on the quality of the preparation of the inventory.

2. Catalogs. They are:
- systematic . It is not necessary to refer to it if it is necessary to find out in which branches of knowledge there are books in the library; it is necessary to select literature on a specific topic, issue, subject; you need to establish the author and the exact title of the book, if its contents are known.
The name of the catalog indicates that the cards with the description of printed works are grouped according to a certain system, in accordance with the content of individual branches of knowledge. Books by different authors on the same topic are thus collected together.
The sequence of location of the main sections of the catalog and subsections within each section is recorded in a special document - the classification scheme. Over the centuries of existence of libraries, many different versions of classification schemes have been created. The most progressive of them have always relied on the classification of sciences, which sought to establish the correct connections and interactions between different sciences.
- teaching aids.
3. Card file - a directory that contains information about the content of documents on cards. Cards are placed in file cabinets depending on the needs of the organization for information. As the practice of the archives of organizations shows, the most used is information on the content of organizational and administrative documents (orders on core activities, protocols, contracts, agreements, letters, etc.).
She happens:
- nominal;
- nominal fighters-miners;
- to provide citizens with housing;
- metric books.
4. Guide - an archival guide containing brief information about the documents of one or more archives. The types of the guide are: guide to archives, guide to the funds of the archive (s), short guide to the funds of the archive, thematic guide to the funds of the archive.
Guide to archives - a type of guide to the funds of archives, containing a systematic list of archives with a description of the documents stored in them. It may include information about all archival institutions, museums, libraries and other archives that permanently store documents of the RF AF, individual subjects of the Russian Federation or its regions. The object of description in the guide to archives is the archive or any of the above repositories of documents of the RF AF.
The characteristic of the archive in the guide to archives consists of: the name of the archive (full or abbreviated), the address of the archive (full address data), the number of paper-based funds, the volume of paper-based funds, the last dates of paper-based documents, historical information, annotations. It may contain a list of published reference books. If there are film and photo documents and scientific and technical documentation (NTD) in the archive, their volume and deadlines are indicated

5. Index - an archival directory, which is an alphabetical, systematic or compiled on some other basis list of names (names) of objects mentioned in archival documents, indicating their search data.
Indexes in the archive of an organization can be inter-fund, intra-fund, in form - electronic, sheet or card, in the structure of headings - deaf (subject concepts and their search data) and annotated (subject concepts are accompanied by explanations), in grouping concepts within indexes - alphabetical, systematic , chronological.
Indexes can be compiled to the headings of storage units (without viewing them) or to documents (with viewing of storage units).
The main types of indexes are: subject (its varieties - thematic, nominal, geographical), chronological. According to the grouping of concepts within the index, alphabetical, systematic and chronological indexes are distinguished.

6. Review of documents - an archival directory, which includes systematized information about the composition and content of individual sets of documents.
The review types in the organization's archive are the fund review and thematic review.
The object of description for a stock overview is a document (a group of documents, a part of a document), a storage unit, an accounting unit of one stock. The object of description for a thematic review of archive documents is a document (a group of documents, part of a document), a storage unit, an accounting unit of one fund (part of a fund, a group of funds) of an archive on a specific topic. When compiling reviews, a differentiated approach is used, which consists in choosing a fund and / or topic, the principle of grouping information in the main part of the review, using different methods for presenting information about documents (individual or group annotations), different methods for describing certain types of documents, identifying the appropriate composition and degree the completeness of the reference apparatus to the review

7. Lists are archival directories that are created based on the description of archival documents, i.e. based on the creation of secondary information about the composition, content and search data of documents and funds through analytical and synthetic processing of primary documentary information. "Lists of questions" are in the form of handwritten, later - typewritten bound books, compiled in the office work of organizations and institutions and handed over to the archive along with cases and inventories. On the covers there are ciphers - numbers of funds, inventories, cases, the content of which they disclose. "List of questions" reveal the content of cases with "deaf" headings, increase the information content of inventories
Currently, work is underway with the Archival Fund software package (Delo level) and with the databases created in the archive: Scientific Reference Library, Periodicals, Index of Funds, Reference and Information Fund. Thematic databases on archive documents have not been created.

Chapter 2 Scientific and reference apparatus for archive documents

A card index is a reference book that contains information about the content of documents on cards. Cards are placed in file cabinets depending on the needs of the organization for information. As the practice of the archives of organizations shows, the most used is information on the content of organizational and administrative documents (orders on core activities, protocols, contracts, agreements, letters, etc.).
Depending on the tasks of using documents, subject and subject-thematic file cabinets can be created.
In the subject card index, cards are grouped alphabetically by concepts (for example, for orders - alphabetically by the names of areas of activity: corporatization, production, marketing, labor protection; for letters - alphabetically by the names of correspondent organizations, etc.)
It is advisable to create file cabinets for personnel to search for information about seniority, wages and other data of a socio-legal nature.
The cards must contain the surname, name, patronymic of the employee of the organization and search data (number of the fund, inventory, case and sheets) of documents that contain information about him. Cards are systematized by surnames in alphabetical order within the same surnames in alphabetical order of names and patronymics.
When creating and using automated systems for searching documents and files in the archives of organizations, the traditional rules for registering and recording documents and files, both at the stage of office work and in the archive, should be used in the development of computer programs.
Such continuity will facilitate the transition of work in archiving to a new technical level.
Historical information occupies a special place among archival reference books. The certificate is drawn up at the first receipt of the documents of the fund in the archive of the organization. Subsequently, after 5-7 years, it is advisable to draw up an addition to the historical background.
The historical information is compiled and signed by the head of the archive. In organizations with a small volume of cases generated per year, a historical note can be replaced by a preface to an inventory of permanent storage cases.
The historical background consists of three sections:
1. history of the founder;
2. history of the fund;
3. characteristics of the fund's documents.
The first section - the history of the founder, (in chronological order) contains the following information:
1. dates, numbers and headings of administrative documents on the creation, transformation and liquidation of the organization;
2. deadlines for the activities of the organization;
3. changes in the name and activities of the organization;
4. tasks and functions of the organization and their changes;
5. the scale of the organization's activities and its place in the system of the state apparatus, industry;
6. the structure of the organization and its changes (with dates).
The second section, the history of the fund, contains the following information:
1. The number of cases in the fund and the deadlines for the cases of the fund;
2. the composition of the documents of the fund and the deadlines for each group;
3. time of receipt of the fund in the archive of the organization;
4. the degree of safety of documents;
5. changes in the composition and scope of the fund's documents;
6. an indication (if the organization transfers documents for state storage) of the date and place of transfer of cases for state storage (name of the state archive; fund number assigned by the state archive, reference to the act of acceptance and transfer of cases, its date and number).
The third section - characteristics of the documents of the fund, contains a listing of the types of scientific and reference apparatus for the fund.
In the third section, a description of the documents of the fund, they list:
1. main types of documents;
2. indicate the features of documentation in this organization;
3. give general information about the use of documents (the main content and number of certificates of a social and legal nature, the selection and issuance of documents to structural divisions, etc.
The certificate is printed on the general letterhead of the organization in 4 copies (3 copies are intended for the state archive and are transferred along with the inventories when receiving and transferring cases.
2.1 Scientific reference apparatus for review
Consider the second part of the document reviews - the reference apparatus.
On the title page of the review of the archival fund, after the name of the archive, the type of reference book is indicated - the review of the fund, the fund number, the last dates of the documents, the year of publication or the year the review was compiled.
On the title page of the thematic review, after indicating the type of reference book, the title of the review topic, the latest dates of documents on the topic, and the year of publication of the review follow.
The preface to the review of the archival fund is compiled by analogy with the inventory.
In the preface to the thematic review, the historical part characterizes the topic, substantiates its relevance, and the history of the fund creator is given only from the point of view of this topic.
The characteristic of the main groups of the fund-maker shows the relationship in the content of the documents and, thus, the significance and place of the corresponding categories of materials in the development of the topic. If the thematic review is compiled for one fund, then the historical part is prepared according to the model of the preface to the review of the fund.

Development of the scientific reference apparatus system

In connection with democratic changes in society, the growing interest in the historical past of the country, the restoration of lost traditions, the subject of using archival documents in the reading rooms of archives has changed. A significant place began to be occupied by studies on the history of mass repressions of the 1920-50s, the activities of administrative and law enforcement agencies, the history of religious denominations in the Russian Empire and the USSR, the persecution of the church in the Soviet period, the history of science, education, culture and art. To a greater extent than in previous years, there was an interest in the history of their small homeland. In connection with the process of urban planning and the restoration of the architectural appearance of cities, documents on the history of planning and development of settlements, on historical and architectural monuments, church and monastery buildings are in demand.

Most of the archives of the federal and regional levels(72%). Improvement and revision of inventories is carried out mainly on the funds of state authorities and administration, local self-government, party bodies at all levels, individual ministries and departments, sectoral governments, as well as on sets of documents transferred to open storage, which generally corresponds to the actual tasks of use. In total, over the years, about 27 thousand inventories have been improved by 6 million items. ridge
The development and improvement of the scientific reference apparatus are closely related to the active use information technologies. Their use allows improving the state of the scientific reference apparatus, making it flexible, accurate and convenient to use. In the automation of the scientific reference apparatus, an increasingly important role is played by the established system of automated centralized state accounting of archival documents, which contains descriptions at the fund level and makes it possible to generate the texts of the guide to the funds almost automatically. In recent years, the representation of NSA on the Internet has been gaining more and more development..

Conclusion

State accounting of documents of the RF AF consists in determining their number in accounting units and reflecting this number, composition and condition in accounting documents. All documents stored in the archive are subject to accounting. Document accounting provides organizational orderliness, identification and the possibility of targeted search for documents, control over their presence and condition.
Accounting for documents since 1992 has been regulated by relevant regulatory and organizational and administrative documents. These are, first of all, the Regulations on the Department of Preservation, State Accounting and the Scientific Reference Apparatus of Documents.
Accounting for archival documents contributes to their safety, helps to control the availability of documents and ensure their search. Accounting for documents stored in departmental archives allows state archives to carry out systematic acquisition in accordance with their profile and is the basis for planning the work of the state archive.
The archive's scientific and reference apparatus was based on case inventories and catalogues, card indexes of documentary materials, historical references, stock reviews, and thematic reviews.
The main efforts of the sector of the scientific and reference apparatus are directed to the improvement of inventories: the creation of prefaces to inventories of funds, title pages, tables of contents, indexes.
The scientific reference apparatus is interconnected with the accounting documents of the archive and is also designed for faster search and efficient use of documents.
The development and improvement of the scientific reference apparatus are closely related to the active use of information technology. Their use allows improving the state of the scientific reference apparatus, making it flexible, accurate and convenient to use.
The system of the scientific reference apparatus, based on the principles of historicism, comprehensiveness and complexity, should be built taking into account the systematic approach, and a holistic, complexly organized object, including the necessary subsystems for accounting and describing documents on a single regulatory and methodological support.

Bibliography
etc.................

The problem of classifying archival documentary information is a core problem modern organization archival information space. Therefore, work is currently underway to create an industry classifier of archival documentary information.

Work on the creation of a scientific reference apparatus for archival documents is a type of scientific work aimed at providing organizations and individuals with the necessary documentary information. Document information is information, various data contained in a document.

In practice information work archival documents, which are the primary sources of information about the objects of objective reality and human mental activity, are called carriers of primary documentary information.

Various messages about documents, consisting of descriptions, special ciphers and codes, are called information about information, or secondary document information.

Archival directories containing secondary documentary information, and the documents themselves, carrying primary documentary information, together constitute an archival information environment.

All archival directories describing documentary information are divided into mandatory and optional.

Mandatory directories exist in all state archives. These include archival inventories and archival catalogues, document reviews and other archival reference books.

Additional directories are created taking into account the specifics of the documents of the archive, and are also formed historically (received card indexes received for permanent storage, card indexes and lists of documents identified for publication). Additional directories include indexes, reviews, thematic lists, annotated catalogs.

Principles of constructing the NSA system. The main principles of constructing the NSA system are:

• 1) the relationship and complementarity of information from various directories that describe primary retrospective documentary information at different levels;
• 2) uniqueness and non-duplication of information of various types of directories;
• 3) succession of NSA departmental, state and municipal archives.

Two trifling principles must be observed in order to make the search more efficient and avoid the archivist's labor costs for duplicating information.

If the description and cataloging of the fund are carried out in accordance with the principle of interrelation and complementarity of information, the researcher, having familiarized himself with the inventory of the fund and having written out from it the numbers of storage units on the topic of interest to him, then turns to the corresponding section of the catalog for a more in-depth search. In the catalog, he finds not only the names of storage units, but also the titles of documents and more detailed information, indicating the sheets of the storage unit on which this information can be found.

The third principle is very important for the organization of search work. It means that uniform requirements and uniform methods are applied to the creation of all types of directories in departmental, state and municipal archives. So, inventories of cases are compiled even in the office work of institutions under the control of a departmental archive. Summary inventories (annual sections) of inventories of cases of permanent storage of a departmental archive must be approved by the EPC of the state archive and stored in the state archive as control copies until the files are transferred to permanent storage. The same control should be exercised over the composition of departmental file cabinets and other directories. All elements of the description, all auxiliary elements of the reference apparatus for the inventory must be in strict accordance with the basic rules for the work of departmental and state archives.

The structure of the NSA system. The NSA system of the structural subdivision at the vertical and horizontal levels. The horizontal level of the system is based on the functional difference of directories. By function, reference books of the NSA system are divided into:

• 1. to accounting guides;
• 2. guides for disclosing the content of documents (information retrieval systems).

The vertical level of the system is based on the hierarchy of reference classes to the following sets of archival documents:

• 1. RF AF as a whole;
• 2. networks of archives;
• 3. archive;
• 4. fund;
• 5. case or separate document.

In accordance with this division, the most common reference books and reference complexes for archival documents can be named.

The Central Stock Catalog of the Federal Archive and the NTI automated system developed earlier on its basis.

2. A group of archives of a particular region:

stock catalog of a constituent entity of the Russian Federation or a municipality.

guidebook or quick reference;

income book;

list of funds;

sheets of funds;

directories;

thematic reviews;

pointers;

archive passport;

fund sheet;

fund overview;

directories;

pointers;

5. Separate case or separate document:

thematic guides;

directories;

pointers;

stock and index reviews;

internal description of the case;

annotation;

confirmation inscription.

In practical work, all directories, as a result of their classification by document levels, were named:

inter-archive (at the level of the RF AF and its part); intra-archival and inter-fund (at the level of funds or their parts);

intra-fund (at the level of the fund or its part).

A detailed list of the reference apparatus of each federal archive of Russia for the specified groups (intraarchival, interfund, intrafund directories) is given in the reference book "The Federal Archives of Russia and their scientific reference apparatus", published in 1994.

Prospects for the development of SNSA. Development of prospects for further optimal development of the NSA system, based on the solution of the following main problems.

• 1. Optimization of the NSA AF RF system as a whole as a subsystem of the national system of scientific and technical information (NTI).
• 2. Optimization of individual subsystems and elements of the NSA AF RF system at various levels of document organization: archive - fund - file - document - these are the levels of "entry" into the NSA system; and optimization of the NSA system of each archive.
• 3. Comprehensive provision of the continuity of the NSA of state archives and archives of institutions.
• 4. Further improvement of the methodology for creating certain types of directories, taking into account their interaction and complementarity in the NSA archive system.

The NSA system should be built on the basis of the unity of accounting methods and description of documents on a single regulatory and methodological basis, which determines the following requirements for them:

• 1) satisfy all the needs of society for retrospective information as requests arise and are received in the archive;
• 3) be universal, i.e. cover the entire set of documents of the RF AF (text, KFFD, technical, etc.), regardless of the method of securing information;
• 4) have a unified methodology for compiling all types and types of reference books;
• 5) differ in interconnection, complementarity of directories;
• 6) develop taking into account further prospects for the application of the latest achievements of science and technology, i.e. automated input and information retrieval.

Based on these requirements, the basis of the NSA system should be "double unity": the unity of the organization of documents, which is achieved by the unity of the scientific and methodological foundations of the classification of documents ( one system NSA fixes the organization of documents and their accounting by storage units, fund, fund complex, archive);

The unity of the description of documents, which is achieved by the unity of the methodology for compiling the directory.

Currently, the creation and improvement of the NSA in each archive is differentiated. This means that archivists have different approaches to the creation and improvement of directories of funds of various informativeness.

Archival funds are divided into 3 categories depending on information content. The category of archival fund is understood as a different degree of informativeness of the materials of this fund. Thus, complex, high-quality types of archival reference books are created for significant, multi-aspect in content and large funds, which investigators often turn to, which are distinguished by deep and detailed information about the content of the document. Such directories are created by a category I fund.

A more simplified NSA is created for funds of II and III categories.

Course work

The concept and structure of the scientific reference apparatus for documents of the archival fund of the Russian Federation

Introduction

This research work is devoted to the study of the scientific reference apparatus in modern state archives.

The relevance of this work lies in the importance of the scientific reference apparatus for archival institutions and the correctness of its compilation, because without reference and search tools (ATS), the archive, from an ordered repository of documentary information, will turn into an "information dump", in which it will be almost impossible to find the necessary data .

The object of the study is archiving

Subject of research - scientific reference apparatus

The purpose of this work: to study the system of scientific reference apparatus for documents Archival Fund Russian Federation

To achieve this goal, it is necessary to solve the following tasks:

.Define the concept of "scientific reference apparatus"

.To study the principles of building a scientific reference apparatus

.To study the structure of the scientific reference apparatus

.To analyze the scientific reference apparatus in the archives that store documents of the Archival Fund of the Russian Federation

1. Scientific reference apparatus: concept, principles of construction, structure

1.1 The concept and principles of building a scientific reference apparatus

System of reference and search tools (system of scientific reference apparatus) to archive documentsis a set of interrelated and complementary archival reference books on the composition and content of archival documents created on a single methodological basis for searching archival documents and archival information for the purpose of effective use

Archival directories are traditional, i.e. on the paper media, and automated, i.e. implemented with the help of computers. The main purpose of archival directories is the prompt search for the necessary documentary information.

Creation of a scientific reference apparatus for archival documents - activities to provide documentary information to citizens, legal entities and other consumers of information.

When working with information, it is necessary to distinguish between primary sources and secondary documentary information.

Primary documentary information - archival documents containing information about objective phenomena and human mental activity.

Secondary documentary information is "information about information", that is, information containing descriptive information about the primary source.

Archival directories and primary documentary information, that is, documents, in total constitute the archival information environment.

Archival directories are divided into mandatory and optional. Mandatory archival directories are available in every state and municipal archive. These include case histories, catalogs and guides. Additional archives are created as needed, which is determined by the specifics of a particular archival institution, or are formed historically. These include document overviews, indexes, subject lists and databases.

The system of the scientific reference apparatus of each federal archive was presented in detail in the publication "The Federal Archives of Russia and their scientific reference apparatus". The uniqueness of this reference book lies in the fact that for the first time in the history of domestic archiving, data on the main elements of the reference apparatus of each federal archive are brought together.

.2 Principles of building a system of scientific reference apparatus

The basic principles of building a system of scientific reference apparatus:

.Interrelation and complementarity of archival directories describing primary documentary information

.Avoiding duplication of information in various archival directories

.Continuity of the system of scientific reference apparatus (RSA) of organizations with the SSA of archival institutions

The continuity of the scientific reference apparatus of organizations and archival institutions is achieved by the unity of the requirements and principles of construction. This condition presupposes the obligatory compilation in the office work of organizations of inventories of cases and a scientific reference apparatus for them. Forms of inventories approved by the expert and verification commission of archival institutions are stored in the archive as control copies until the documents are transferred by the organization for permanent storage. After the receipt of documents for permanent storage, the inventories become part of the scientific and reference apparatus of the archive.

Various means of the scientific and reference apparatus of the archive of the organization are accepted into the archive as independent units, or are integrated into the corresponding sections of the catalogs.

Compliance with the first two principles is necessary for the efficiency of search and reduction of labor costs of archivists for duplication of information.

If the principle of interconnection and complementarity is observed when creating descriptions of documents and their catalogs, then the researcher, having familiarized himself with the inventory of cases and writing out the necessary numbers of storage units from it, can refer to the corresponding sections of the catalog for a more detailed search. In the catalog, the researcher will be able to find the names of storage units, case titles, and more detailed information.

The third principle is no less important for the organization of the search. It means that when creating all types of archival directories in organizations, state and municipal archives, uniform requirements and uniform methods will be presented. So, the correctness of registration of inventories of cases in the organization is controlled by the archive of the organization. Summary inventories (annual sections) of inventories of documents of cases of permanent storage are coordinated and approved by state and municipal archives. It is also important to exercise control over other means of the scientific reference apparatus. Each archival directory of the organization must be compiled in accordance with the rules of work of state, municipal archives and archives of organizations.

2 The structure of the scientific reference apparatus

2.1 Case summaries

Description of cases, documents- an archival directory designed to disclose the composition and content of storage units / accounting units, fixing from intra-stock systematization and accounting; consists of descriptive articles of storage units / accounting units, a final record, a certification sheet and a reference apparatus for the inventory

The description performs three main functions:

· Informational (discloses the composition and content of documents)

· Accounting (registers documents)

· Classification (classifies documents)

The information function is implemented as follows: when compiling an inventory of cases and entering document titles into it, which provide information about the type and content of the document. A properly executed inventory of cases allows you to obtain information about the composition of the documents of the fund.

The accounting function is implemented when numbering documents and specifying the number of documents in the inventory. This ensures the safety of documents, allows you to track changes in the volume of the fund and facilitates the prompt search for the desired document.

The classification function consists in the most rational arrangement of affairs within the fund. Under the classification in this case refers to the grouping of documents in accordance with the structure of the fund creator or the main issues of its activities.

There are three types of inventories: an internal inventory, an inventory of a structural unit (delivery), a summary inventory of the fund's affairs.

The internal inventory is designed to record cases of permanent and temporary (over 10 years) storage, the accounting of which is caused by the specifics of this documentation (especially valuable, personal, judicial, investigative files, etc.), as well as for cases consisting of such types of documents, whose headings do not contain information about their content.

Inventories of structural divisions (delivery) and summary inventories are compiled according to the same methodology. They are compiled to describe the following types of cases:

· temporary storage (for example, 5 years and more, 10 years and more, more than 10 years (at the discretion of the organization);

· by personnel.

Consider the methodology for compiling an inventory of permanent storage cases.

The inventory consists of two parts: the inventory itself and the reference apparatus for it. The inventory, as a rule, is compiled in the organization. But in case of unsatisfactory quality of the inventory, it is re-compiled in the archival institution where it was transferred.

Drawing up an inventory includes the following types of work:

· description of cases;

· organization of documents and files within the archival fund (development of a classification scheme for the fund's files and classification of the fund's files);

· drawing up the actual inventory of documents;

· compilation of reference apparatus and registration of the inventory.

· The inventory of cases consists of descriptive data about each storage unit, which is a combination of the following elements:

· serial number;

· record keeping index

· the title of the case and, in some cases, the annotation of the document;

· deadlines for the documents in the case;

· the number of sheets in the file;

· notes.

Each element of the descriptive article corresponds to a column in the inventory sheet:

Column 1 - "Order number" - performs an accounting function, fixes the sequence of storage units in the inventory sheet. The number of the last storage unit indicates the number of cases in the inventory. The change in the number of cases should be reflected at the end of the inventory (in the "Final Record").

Column 2 - "Document number" - this is the number of the document assigned to it in the fund-creating organization when the document was still valid. Can be used as additional search information.

Column 3 - “Case Title” reflects the information function of the inventory, revealing the composition and content of the documents of each case.

In this column, the use of arbitrary abbreviations is not allowed, only those accepted and enshrined in the relevant documents. At the first mention of an organization, enterprise, institution, government agency and so on, the heading is written in full, and abbreviated in brackets. When mentioned further, the heading is abbreviated. For example: JSC "Russian railways"(OJSC "Russian Railways")".

Column 4 - "Deadline dates" - the dates of the beginning and end of the case. The month is usually written in words. The date is in the format day, month, year.

Column 5 - "Number of sheets" - the volume of the storage unit.

At the end of the inventory, a final entry is made, which indicates the following information: the number of storage units, the numbers of the first and last storage unit, the available numbering, letter numbers, retired storage units and the reasons for their disposal are specified.

A confirmation letter is attached to the end of the case. It indicates the number of bound and numbered sheets in the inventory, letter numbers, as well as information about missing numbers and features physical condition description sheets.

Methodology for compiling a reference apparatus for the inventory

After compiling the inventory itself, a reference apparatus is compiled for it, which performs two functions: accelerating the search for the inventory and providing additional information about the fund.

The composition of the reference apparatus for the inventory includes:

· title page;

Title page - contains the full name of the state archive, the full name of the fund with a list of all its renames (in brackets), if any, the fund number, inventory number and inventory name are also indicated.

For example: see Appendix 2.

The preface includes the history of the fund-forming organization, the history of the fund, an annotation of the composition and content of the documents in the inventory and the composition of the reference apparatus for the inventory.

List of abbreviations - alphabetically sorted in the inventory, abbreviated words and abbreviations with the full name of the words. Abbreviations are used in the text to save space for frequently occurring words.

Generally accepted abbreviations that do not require special explanations (i.e., etc., etc., etc.), denoting the name of measures of mass, time, space, related to numbers or any names and not causing double interpretation (kg, min ., cm, m), as well as abbreviations of words included in colloquial and written speech, like such as trade union committee, are not included in the list of abbreviations. If, when compiling the inventory, abbreviations such as “r. - was born", "mind. - died", "p. - protocol", "m. - materials ”and the like, then it is necessary to recompile the inventory, and not include these words in the list of abbreviations.

The index to the inventory contains a list of concepts found in the inventory and the necessary explanations for them. Indexes can be nominal, subject, geographical and so on. Also, the index can be a separate additional reference and search tool.

For example, consider one of the inventories of the cases of the Russian State Historical Archive.

F. 13 Op. 3. 1798-1811, 53 items Logs of incoming and outgoing papers. Fund 13: Department of the Minister of Commerce (see Appendix 3)

This inventory begins with a title page and a translation table. The following is a list of cases, including serial number, record number, case title, deadlines, number of sheets and note. The certification inscription (certifier sheet) is drawn up on a separate witness sheet and filed at the end of the inventory.

This inventory was compiled correctly, however, since 1984, the year of its compilation, the form of the certification sheet has changed (given in Appendix 9 of the Basic Rules for the Operation of Archives of Organizations approved by the decision of the Collegium of the Federal Archives of February 06, 2002).

2.2 Directory system in the archive

The storage system of archival documents at the fund level is fixed by an inventory, but this is not enough to search for documentary information. Often, search queries are formed according to such criteria as an object, question, topic, or some kind of event. To satisfy search queries of this type, archival catalogs are compiled in which information is grouped by subject (topics, industries). This tool of the scientific reference apparatus of the archive allows researchers to carry out a multifaceted search for documentary information.

Archive directory- archival directory, in which information about archival documents is located in accordance with the selected classification scheme

Cit. According to E.M. Drilling: “The system of catalogs in domestic archives began to take shape in the early 60s. 20th century Over the past period, state archives have accumulated considerable experience in creating and maintaining various types of catalogs. However, the "mass" cataloging, carried out in the 70-80s. 20th century in domestic archives led to the fact that in the traditional form the catalogs contained millions of cards, but the efficiency of their use was low. This is due to a number of factors: firstly, the traditional form of searching information in the catalog; secondly, their “non-public” nature, i.e. only archive staff served the researchers' requests. All this led to the 90s. 20th century to the suspension of the cataloging of documentary information.

In contrast to the catalog catalogue:

)It covers most of the archive funds, since the structure of the catalog does not depend on the structure of storing documents in the archive, and reflects the classification of documents according to various criteria, while the inventory is compiled for documents of one archival fund or part of it;

)Provides more detailed information than the inventory, as it may include an excerpt from the document, and contain information from more than one case.

)It does not perform an accounting function and does not count the number of cases, its main function is to provide information retrieval.

)If each inventory is built on the basis of its own systematization scheme for the materials of this fund, then the catalog cards of all archive funds are ordered in accordance with a single scheme, the basics of which are common to all archives.

In the archives of organizations, instead of catalogs, file cabinets are used.

In office work, it is important to be able to quickly find one or another documentary information. For this purpose, registration and registration file cabinets of documents, file cabinets of letters and statements of citizens, etc. are maintained. It must be remembered that these file cabinets are not only of momentary importance: in the future, along with documents, they will have to go to the archive of the organization.

the process of preparing, compiling and maintaining archival catalogs is called the cataloging of archival documents:

Cataloging of archival documents- the process of preparing, compiling and maintaining archival catalogs

Cataloging includes the following types of work:

· defining the type of directory;

· development of a classification scheme for documentary information in the catalog;

· identification and selection of documentary information for cataloging;

· description of documentary information on catalog cards;

· indexing index cards;

· organizing cards and maintaining a catalog

Specifying the type of directory. The type of catalog depends on the content of the documents and the presence of other catalogs in the archive.

When determining the composition of the catalogs of a particular state or municipal archive, the following are taken into account: the rank and profile of the archive; structure, composition and content of archive funds; the degree of development of funds; the intensity and objectives of the use of documents; availability and quality level of other types of archival directories; material and technical capabilities of the archive.

By structure, directories are divided into logical and alphabetical.

The logical structure involves the method of deduction, that is, the search for information from the general to the particular.

The catalogs of the logical structure are divided into systematic, thematic and their varieties (the catalog on the history of institutions and the catalog on the history of administrative-territorial division) and chronological, and the catalogs of the alphabetic structure are divided into subject and their varieties, nominal and geographical.

Systematic catalogs are widely used in state and municipal archives.

The structure of archive catalogs is presented in Appendix 4.

Development of a classification scheme for documentary information in directories. Cit. according to E.M. Burova "Archivalistics: Theory and Methods": "Scientific development of the problem of classification of archival documentary information, which is closely related to the development general theory classification, refers to the beginning of the 19th century, at the time of the folding of the subject area of ​​archiving, the system of archives, the allocation of archives to an independent area government controlled when classification schemes began to be developed in areas related to archival science - document science and source science.

As a result of theoretical studies, the main types of classification of documentary information reflected in reference and information tools were identified: structural, subject-thematic, typological, which are based on structural element(structure), subject (theme) or characteristic (inherent this object or parts thereof) is a typical feature. The first two types of classification determine the specifics of NSA archives, both traditional and automated.

Theoretical achievements of domestic archival science in the field of classification in the 70-80s. were implemented in the development of the Schemes for the Unified Classification of Document Information (SEC) in 1978, 1983, as well as the Rubricators and Thesauri of the ASNTI according to the documents of the GAF of the USSR, later - the Unified Classifier of Document Information of the Archival Fund of the Russian Federation (ECDI) in 2007.

When developing the ECDI AF RF, the systemic changes that have occurred in almost all spheres of life in the Russian Federation were taken into account: a new political and state structure, changing forms of ownership and much more, which is reflected in the documents, information about which should be included in the catalogs. It is important to note that the ECDI AF RF at a new methodological level develops the approaches to cataloging laid down in the SEC (M., 1978; M., 1983)"

Description of document information on catalog cards - creation of an archival card containing secondary information about the document.

catalog card- a card included in the card catalog and containing information corresponding to the tasks and topics of the archive catalog

The catalog card has an established form and includes the following elements:

· classification (index, heading, subheading, date and place of the event);

· informational (document content);

· search engines (name of the archive, name of the fund, N of the fund, N of the inventory, N of the file, sheets);

· external (document language and reproduction method);

· control (position and signature of the compiler, date of drawing up the card).

Indexing secondary document information is of particular importance when creating a catalog card.

Indexing- selection and / or compilation of an index (indexes) based on a system of indexes and its / their affixing on documents, files, index cards

Index - symbol(letter, number) or a combination of such characters used in the ILP, AIPS, and in traditional IPS assigned to the corresponding classification divisions of the document classification scheme (documentary information) and affixed to catalog cards (classification index)

In general, the index is symbol in the classification system.

Systematization of cards and maintenance of the catalog. Indexed cards must be systematized before being introduced into the catalog. Indexes are systematized in the order of digits.

For example: see Appendix 5.

Cards with the same indexes are systematized according to the headings and subheadings indicated on the cards. The location of the cards themselves already at the level of subheadings is made according to a logical principle - from the highest to the lowest, from the general to the particular.

According to the prevailing domestic theory and methodology of archiving practice, archival catalogs are traditionally classified as mandatory for archiving. (Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal, archives, museums and libraries, organizations Russian Academy Sciences (hereinafter - the Rules of 2007) (p. 95).)

Until now, this paper has considered only the traditional means of the scientific reference apparatus. Scientific and technological progress, the development of IT have affected archiving, in particular, the scientific reference apparatus. Reference and search tools in the archives are gradually beginning to be duplicated in in electronic format. This allows you to quickly and, importantly, remotely, find the necessary archival documents.

Let's try to find using this system. archival funds about, for example, engineering design bureaus. Having entered the necessary query on the main page in the search bar, click on the "search" button. The search results page displays information about the funds found and the belonging of each fund to a particular archive. The process of working with this system is shown in Appendix 7. Having opened the first search result in the list, we obtain the following data: fund number, fund name, deadlines, annotation and historical background (Appendix 8)

On the this moment The system proves to be effective, it is constantly completed and improved.

In this work, we will also consider electronic system catalogs in the Russian State Historical Archive. Its peculiarity lies in the division of the catalog into nominal, geographic and subject.

In the nominal catalog (Appendix 9), information is classified by the names of the persons who are the authors of the documents. The peculiarity of the electronic nominal catalog in the Russian State Historical Archive is that the document referred to by the index does not contain biographical materials, and the person who served as the basis for the search is only mentioned in the text of the document.

In the geographic catalog, information is classified alphabetically by geographical and topographic objects (Appendix 10).

In the subject catalog information is classified according to the topic of the document, according to its title (Appendix 11).

Launched in test mode, the electronic catalog of the Russian State Historical Archive seems to be a convenient search tool. However, you need to understand that this catalog provides information only about 2.5% archival materials stored in the RGIA. The presented system is the first steps towards the creation of a full-fledged electronic catalog.

2.3 Guides

Guidebooks are mandatory archival reference books

Guide to the (Archival) Collections of the Archive- an archival directory containing in a systematic manner the characteristics or brief information on archival funds and intended to familiarize with its composition and content

Guide- a printed publication, the purpose of which is to give users an idea of ​​the composition of the funds of a particular archive.

Types of guides:

· stock guide;

· a brief guide to the funds of the archive (archives);

· thematic guide to the funds of the archive (archives).

Guides are also subdivided into archival (intraarchival) and interarchival.

stock guide- a printed publication containing brief information about the archive funds in a systematic manner and serves to familiarize oneself with the contents of the archive.

Brief guide to archive holdings- a guide containing a list of archive funds. In turn, brief reference books on archives are divided into annotated and non-annotated. The annotated ones contain information about the funds in a systematic manner, indicating all the renaming of the founders, it is also provided short information about the content of the documents. Unannotated short guides to the archive collections contain only a list of collections and background information by them.

Thematic guide to the archive collections- a guide that contains information about the funds corresponding to a specific topic.

All of the above types of guides can be created both for a single archive and for a group of archives.

The guidebook consists of the actual guidebook and reference apparatus to it.

The guide itself or, as it is also called, the characteristics of the funds contains the following mandatory information: the name of the fund, reference data about it, the history of the fund-creating organization (for a fund of personal origin - basic biographical information about the person), information about the composition and content of the documents of the fund. It may also contain a bibliographic list of the fund.

The name of the foundation is an obligatory element of the guide, which can provide information about:

· belonging of the fund to a certain historical era;

· the name of the founder and his place in the system of public authorities, organizations, etc.;

· scale of activities of the fund-maker;

· its whereabouts.

Reference data about the fund is the number of the fund.

Historical reference gives an idea of ​​the activities of the fund creator, his place in the system of state authorities, organizations, enterprises, etc., the period and scale of his activities.

Historical information for funds of personal origin contains biographical data about the founder: his last name, first name, patronymic, period of life, place of birth, death, personal life, activities, etc.

Annotation of the composition and content of documents - a brief description of the composition and content of documents.

The scientific and reference apparatus for the guide includes the following elements: title page, content (table of contents), preface, list of abbreviations, appendices, indexes.

The title page is part of the design of the guide (do not forget that we are talking about the printed edition) and gives information about the name of the archive, its jurisdiction and place in the system of archival authorities of the Russian Federation. It also indicates information about the place and time of publication.

The preface provides Short story archive, to the documents of which a guidebook has been compiled.

The list of abbreviations, appendices and indexes carry the same functions as in the inventory of cases. The methodology for compiling them is similar to the methodology for compiling these elements for the scientific reference apparatus of the inventory.

The appendices may include data on liquidated, transferred to other archives and joint funds, as well as on the composition of the scientific reference apparatus of the archive.

With the development of information technology, the inextricable link between the archival guide and the printed publication is beginning to fade. There are archival guides in electronic form. For example, on the website of the Russian State Archive of Literature and Art (RGALI) there is an electronic guide to collections, available at the following link: #"justify"> 2.4 Additional reference and search tools

Additional directories of the ATP system can be created in the archive - reviews, indexes, thematic card indexes and thematic lists of documents and cases, annotated registers of inventories.

Document Reviews

As a type of archival reference book, a review belongs to the group of additional reference and search tools of the archive, but, like a guidebook, it is intended for publication in order to inform users about the composition and content of the documents of the fund or different funds, but on one topic:

Overview of archival documents- type of archival directory, including systematized information about the composition and content of individual complexes of archival documents, supplemented in necessary cases source analysis of these documents

The expediency of compiling reviews is determined by the relevance and significance of the problem to which it is devoted, the degree of its study, as well as the novelty of the documents included in the review.

Compilation and publication (replication) of reviews is recommended in the following cases: when the volume of the fund is large and it contains many cases of the same type in content, or, conversely, many cases with complex, multi-subject content, for example: protocols, correspondence on several unrelated questions among themselves. In this situation, it is advisable to issue reviews of archival funds, where the content of multi-subject cases can be logically divided and classified into homogeneous groups. Reviews can also be made on documents entered into inventories without a strict system or logical connection, or when documents are scattered across different inventories. The noted shortcomings are easier to eliminate by compiling reviews, rather than rewriting inventories.

The experience of preparing reviews shows that they can be published both in the form of independent publications and as separate articles in periodicals and ongoing publications, which is relevant for preparing reviews of archival documents in organizations.

For example, in the Russian State Military Historical Archive (RGVIA), reviews of documents are divided into stock and thematic:

Reviews of documents thematic:

· on the history of the socio-political movement;

· in history foreign countries and cities of Russia;

· on the history of architecture and urban planning;

· on the development of aviation;

· about Russia's cultural and economic ties with other countries;

· about the development of Russian military-theoretical thought;

· about the life and work of prominent people of Russia;

· about mineral deposits, etc.

Reviews of stock documents:

· Military Field Office of H.I.V. (F. 26);

· Ivangorod fortress (F. 13133);

· Secret letter of the Military Collegium (F. 20);

· Cabinet of the Minister of War (F. 366);

· Office of the Military Commissar of the Provisional Government at Headquarters (F. 2015);

· Voronov P.N., lieutenant general, military historian, editor of the journal "Russian Antiquity", (F. 252), etc.

Pointers

Indexes can be independent archival directories in the archive or an element of the reference apparatus of other archival directories:

Index (archived)- archival directory containing a systematic list of names of objects or objects, which contain information in archival documents, indicating their search data

The methodology for compiling the index as an element of the reference apparatus was considered using the example of an inventory of documents and cases.

Pointers are most often included in guidebooks. However, with the development of information technology, indexes are becoming a popular search tool on the websites of Russian archives.

For example, on the site rusarchives.ru there is an index of founders in the archives of Russia (Appendix 12)

When you click on the link to the desired fund creator, you go to the search result window, which provides information about the fund creator, its reference data, section and directory, which contains information about the desired fund creator (Appendix 13)

Thus, in this case, the archival index is inextricably linked with the archival directory (guidebook).

As an additional archival reference book, thematic lists of documents and cases can be compiled:

Thematic list of documents- a type of archive information document containing a list of titles of cases or documents on a specific topic, indicating their dates and search data

Lists of documents are compiled on the most relevant, popular, and little-studied topics to inform a wide range of researchers, document publishers, archivists, journalists and other specialists.

With the development of information technology, thematic lists often take on an electronic form and are posted on the websites of the respective archives. For example, the thematic lists of the Russian State Historical Archive (RGAI) (Appendix 14)

Bases data

Along with the list of documents, state, municipal and departmental archives are actively developing databases and posting them on their official websites, which makes it possible to quickly and multifacetedly search and present documentary information in remote access mode.

As part of this work, the databases hosted on the websites of the state archives of the Russian Federation were repeatedly considered in the form of archival catalogs, indexes and thematic lists. However, databases can be distinguished as separate view a reference and search tool that allows you to carry out a multi-aspect search in archival funds.

A striking example of a database and a search system for it is the service hosted on the official website of the Russian State Archive of Literature and Art (RGALI).

Conclusion

The scientific reference apparatus for the documents of the Archival Fund of the Russian Federation has great importance for a wide range of consumers of documentary information. Within this research work we looked at how the scientific reference apparatus of archives is created and functions.

The purpose of the course work, namely the study of the system of scientific reference apparatus to the documents of the Archival Fund of the Russian Federation, has been achieved.

In the process of achieving the goal, we solved the following tasks:

We defined the concept of "scientific reference apparatus", which is given in the Rules for organizing the storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences (- M., 2007 ).

We studied the principles of building a scientific reference apparatus and their influence on the structure and functioning of archival reference books.

We studied all the mandatory and additional reference and search tools, as well as the methodology for their compilation.

We analyzed the scientific reference apparatus in the archives that store documents of the Archival Fund of the Russian Federation. Solving this problem, we took the path of studying the electronic scientific reference apparatus posted on the websites of state archives, as well as on the website of the Federal Archival Agency.

In the archival institutions of Russia, the scientific reference apparatus is mostly presented in the traditional form. That is, in order to obtain documentary information, it is necessary to come to the archive, and already with the help of reference and search tools presented on paper, find the necessary information.

The archival industry in Russia is currently following the path of informatization, translation, duplication of documentary information on traditional media into electronic form, whether it is digitization of film and photo documents, or scanning paper documents. However, the current level of informatization of archival institutions leaves much to be desired. This problem is solved at the highest state level. In 2011, by the Decree of the Government of the Russian Federation of April 15, 2014 No. 313, Government program Russian Federation "Information Society (2011-2020)", one of the goals of which is the transition to paperless storage of documents. However, for the complete conversion of archival documents and archival directories into electronic form, it is necessary to allocate the necessary resources, including equipment that becomes obsolete very quickly in modern conditions, and also to solve the problem of storing archival documents in electronic form, but this is a separate topic for research.

Sources and literature

reference search archive directory

1.Federal Law "On archiving In Russian federation". Federal Law No. 125 of October 22, 2004

2.Rules for the organization of storage, acquisition, accounting and use of documents of the Archival Fund of the Russian Federation and other archival documents in state and municipal archives, museums and libraries, organizations of the Russian Academy of Sciences (- M., 2007).

.GOST R 51141-98 “Office work and archiving. Terms and Definitions".

4.Basic rules for the work of archives of organizations. M.: VNIIDAD, 2002

.Compilation of archival descriptions: Guidelines. - M., 2003.

.Unified classifier of documentary information of the Archival Fund of the Russian Federation. - M., 2007.

.Archiving: textbook / E.V. Alekseeva, L.P. Afanasiev, E.M. drilling; ed. V.P. Kozlov. - M. 2007.