All incoming, outgoing and internal documentation of the organization to ensure the safety, accounting and facilitating the search for documents should be grouped into cases in accordance with nomenclature of cases. Responsibility for nomenclature development affairs in institutions with a large volume of document circulation is assigned to the office, in organizations with a small document circulation - to the secretary.
Varieties of the nomenclature of cases
Case nomenclature there are three types:
-
exemplary and
nomenclature of cases of a particular organization (individual nomenclature of cases).
Type nomenclature of cases establishes the composition of cases initiated in the office work of the same type of organizations, and is a regulatory document. Approximate nomenclature of cases establishes an approximate composition of cases initiated in the office work of organizations to which it applies, indicating their indices, and is advisory in nature, for example: “An approximate nomenclature of cases of higher educational institutions”.
Nomenclature of affairs of the organization divided by:
summary nomenclature of cases and
nomenclature of affairs of the structural unit.
differs from the consolidated nomenclature of the affairs of the organization only in design, the procedure for compiling these nomenclatures is the same.
Requirements for the design of the nomenclature of the affairs of the organization
Order design, harmonization and approval of the nomenclature of cases, as well as the principles for the formation of headings of cases are presented in the "Basic rules for the work of archives of organizations" (M., Rosarkhiv, VNIIDAD, 2003). The case nomenclature form has unified form and must be observed in any organization, regardless of departmental affiliation and form of ownership.
The nomenclature of cases is drawn up on the general letterhead of the organization. The type of document - NOMENCLATURE OF CASES - is written in capital (capital) letters. File nomenclature date- the date of its signing, but it cannot be later than January 1 of the year to which it applies. Index (№) nomenclature of cases is her registration number. Place of compilation - the location of the organization (Moscow, Orel, etc.). The heading to the text (for ______ year) indicates the year to which this case nomenclature(Now the enterprises are compiling nomenclature of cases for the next year, 2008).
Sample design of the consolidated nomenclature of the affairs of the organization presented in Example 1, and nomenclature of cases of the structural unit- in Example 2.
As we see nomenclature of affairs of the organization:
endorsed by the head of the archive (the person responsible for the archive),
signed by the head of the DOW service of the organization (the person responsible for office work in the organization, if the organization is small),
must be approved by the head of the organization,
if the organization is a source of acquisition of the state or municipal archive, then its nomenclature of cases is coordinated with the expert review commission (EPC) of this archival institution and with the central expert or expert commission of the organization (if any). If the organization is not a source of acquisition of the state or municipal archive, then it does not need to coordinate its nomenclature with the EPC of these institutions.
Nomenclature of cases of the structural unit is part of the consolidated nomenclature of cases, therefore it is not approved by the head of the organization. Nomenclature of cases of the structural unit endorsed by the head of the archive of the organization (the person responsible for the archive), agreed with the expert commission of the structural unit (if any), signed by the head of the structural unit.
If there is no structural division in the organization and all documentation is generated by the secretary, then such case nomenclature must be signed by the compiler and approved by the head of the organization.
Approved nomenclature of cases is in effect within 5 years and is subject to redrawing and re-approval in case of changes in the structure or functions of the institution. If such changes have not occurred, then at the end of each year it is reprinted, updated and automatically put into effect from January 1 of the next year.
By general practice basis for determining case nomenclature structures is the structure (staffing) of the organization. Sections, subsections and other divisions of the nomenclature of cases are the names of departments (for example: office, accounting, personnel department, etc.).
Nomenclature text The case is compiled in tabular form and consists of two parts:
main body and
The set of columns of the table, reflecting information about one case, is nomenclature article. Articles of the nomenclature of cases make up five columns (see Examples 1 and 2). In the first column of the table, the index of the case is affixed; the title of the case is written in the second column; the third column is filled in at the end calendar year when the number of volumes or parts of each case becomes known; the fifth column is filled in on the basis of the "List of standard management documents generated in the activities of organizations, indicating the periods of storage" (M., Rosarkhiv, 2002); in the column "Notes" marks are made on the transfer of cases to the archive, on the destruction of cases with expired storage, on passing cases, on persons responsible for the formation of cases, etc.
Names of the columns of the table of the main part of the nomenclature of cases presented in the Model Instructions for Office Work in the Federal Bodies executive power(M., 2006), differ from the names of the column of the table, presented in the Basic rules for the work of the archives of organizations (M., Rosarkhiv, VNIIDAD, 2003). Pay attention to the names of the third column of these two tables. As you can see, these discrepancies are editorial rather than semantic. But the organization is obliged to comply with the prescribed form of the nomenclature of cases. So which one to choose? In this situation, we can recommend that the federal executive authorities use the name of the third column prescribed to them by their standard instruction, and for other organizations - to use the name of this column, which appears in another regulatory document - in the Basic Rules for the Operation of Archives of Organizations.
Document Fragment
Document Fragment
Filling in the columns of the article of the nomenclature of cases
Section name
Case nomenclature can be built with:
structural,
industrial and
functional diagrams.
AT nomenclature of cases built according to the block diagram, the names of sections and subsections, as a rule, correspond to the approved structure of the organization, i.e. indexes of structural subdivisions will coincide with sections (subsections) of the nomenclature of cases. If there is no structural division in the organization, then the nomenclature of cases is built according to the production-industry or functional scheme. It contains the names of sections (subsections) nomenclature of cases will coincide with the conventions of managerial functions.
The index of a structural unit may consist of several digits separated by a "/" if one structural unit includes several other structural units. For example, 02 is the index of the Human Resources Department, the structure of which includes two departments: the personnel department and the labor department, and wages, then the indexes of these departments will be 02/1 and 02/2, respectively. Similarly, indexation of managerial functions or production and industry activities can be carried out.
Column 1. Case index
Indexes are assigned to cases in order of occurrence headings in the nomenclature.
Case index includes symbol section / subsection (index of the structural unit or management function) and the serial number of the case itself. For example, 03-01 may mean that 03 is the financial department, 01 is the serial number of the case in the nomenclature of this structural unit for this year.
AT nomenclature of cases it is recommended to keep the same indexes for similar cases of different structural divisions (lines of activity). If you succeed in following this rule, it will turn out, for example, that the orders of the director for administrative and economic issues of activity in different divisions will follow similar indices: 02-04, 03-04, 04-04, etc.
If during the year new documented areas of work appear in the organization, then they are additionally included in the nomenclature. For this purpose, reserve indexes of cases should be provided in each section.
Column 2. Heading of the case
Each case must be assigned a title.
Case titles are located in nomenclature in a certain sequence. It is recommended to put the heading of the case with the nomenclature itself first, which ensures the speed of finding it. Then come the headings of the cases, which include documents from higher authorities. Further - case titles of organizational documentation. After them - case titles administrative documentation . Next group - headings of cases of planning documentation(first annual, then quarterly and monthly plans). Then - correspondence (first with higher authorities, then with third-party and subordinate institutions). At the end, the names of reference files and registration journals are placed, and their numbers according to the nomenclature are applied to the filing boxes and journals themselves.
When compiling case titles use the signs of the documents placed in the case.
Nominal sign- an indication in the title of the name of the type of documents placed in this case, for example, “Orders for personnel», « Reporting and office notes for the main activity.
Subject-question mark- an indication on which issue (the content of the text) the documents placed in this case were created, for example, “Correspondence with subordinate organizations on financial matters».
Correspondent sign- an indication in the heading of cases by correspondence of the correspondent, for example, “Correspondence with Moscow banks on loan issues.
Chronological sign- an indication (for transitional cases) for which period of time the documents are grouped, for example, the Annual Report of JSC Korsak for 2007 . ».
Geographic feature- used to indicate a group of authors or correspondents united by location, for example, “Correspondence with plant directors Moscow region on the main issues of activity.
header should be formulated very briefly, but so that it contains mention as many features as possible for example, "Correspondence with directors of schools in the Moscow region on the distribution of young professionals." In this heading, subject-question, geographical and correspondent signs were used.
In some headlines it is necessary to indicate the type of business being opened (case, correspondence).
The term "case" is used when establishing personal and judicial cases or when combining various documents, interconnected by the sequence of resolving one issue, for example, “The case of conferring the academic title of associate professor. Ryabov Alexey Fedorovich.
The term "correspondence" used when grouping documents that are correspondence of two or more organizations, for example, “Correspondence with federal agencies on the distribution of young professionals.
AT case titles, containing documents on one issue, but not related by the sequence of office work, as the type of case, the term "documents" and at the end of the heading, in parentheses, the main types of documents that should be in the file are indicated, for example, “Documents on the holding of conferences (plans, lists, reports)”. The term "documents" is also used in the headings of cases containing documents - annexes to any document: "Documents to the minutes of the meetings of the Board of Directors".
It is not allowed to use title case incorrect formulations (“different materials”, “general correspondence”, etc.), as well as introductory words and complex syntactic turns.
If the file contains copies, then you should make a note about this, for example, “Orders for the main activity. Copies". Reference to the authenticity of the documents stored in the file is not made. Indeed, otherwise the word "original" would have to be included in the overwhelming number of headings of cases.
Some case titles with minor changes can be taken from the existing Lists of documents with retention periods. This, firstly, will give you ready-made correct headings, and secondly, it will make it easier to find an article and shelf life cases on this list.
When compiling the headings of cases, it is necessary to take into account that documents are arranged in a certain sequence within the cases. Use the following principles of their systematization:
question-logical (letter-request, letter-answer, etc.);
chronological (documents are arranged according to the chronology of events);
alphabetical (for example, proposals, statements or complaints of citizens are arranged alphabetically by the names of the applicants);
numbering (in order registration numbers documents).
At systematization of each group of documents use their principle:
administrative documents grouped into cases by type and chronology with related applications;
the protocols are arranged in the case in direct chronological order and by numbers. Documents for the meetings are grouped in a separate file, as well as annexes to the minutes, if they contain more than 25 pages;
personnel orders grouped separately from orders for core business. When forming orders for personnel, it is necessary to form separately orders on various issues in accordance with the storage periods. As a minimum, you need to separate the hiring, transfer and dismissal orders, placing them in one file with a retention period of 75 years, and the rest in another file with a retention period of 5 years. It may be more convenient for a personnel officer to form orders for each issue in a separate case, it all depends on the volume of such documents;
plans, reports, estimates are grouped separately from the drafts of these documents;
proposals, statements, letters and complaints of citizens are formed into separate cases, and separately - on issues of improving the work of the institution and separately - on personal issues;
all documents that have arisen in the course of resolving issues are placed in the correspondence files. You can not separately start a case for requests and responses. Correspondence on one issue is formed together and systematized according to a question-logical basis: first, a request, then documents created in the course of resolving issues, then answers. Within the case, the documents are arranged chronologically;
personal accounts and other similar documents are grouped into separate files within a year and are arranged in them alphabetically;
the documents on innovations and patents must be filed in a separate case.
Column 3. Number of storage units / files (volumes, parts)
The case is the main accounting unit used in office work. At the end of the year, it is necessary to enter the number of formed cases (or other storage units) in column No. 3 of the nomenclature of cases. One case can contain no more than 250 sheets, which corresponds to a thickness of 3-4 cm. With a large amount of documents related to one case, it is divided into independent cases (volumes). The entry is put down as follows: 1 or 1, 2 (if the case consists of several volumes).
Column 4. The period of storage of the case and the numbers of articles on the list
This column is one of the most important, since on the basis of these data, documents will be selected for subsequent storage and destruction in the future.
Documents in accordance with their historical, economic, cultural and other value are the following shelf life:
temporary storage (up to 10 years inclusive);
long-term storage period (over 10 years);
permanent storage period.
Document retention periods on non-traditional media correspond to the storage periods of similar types of documents on traditional media.
The fourth column of the nomenclature of cases contains information about the periods of storage of documents and is filled out on the basis of the Lists of documents with periods of storage. Currently, to determine the shelf life of documents, they use:
"List of standard management documents generated in the activities of organizations with an indication of the periods of storage";
"List of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage" (M., 2007);
"List of standard management documents generated in the activities of state committees, ministries, departments and other institutions, organizations, enterprises, indicating the periods of storage" (M., 1989) - for the selection of documents formed in the 80s - the first half of the 90s .;
"The list of documents to be accepted into the state archives of the USSR" (M., 1973);
there are also departmental and standard lists for determining the terms of storage of documents.
For determining document retention periods necessary:
find an article in the List, which indicates the period of storage of the case provided for in your nomenclature;
transfer the found storage period to the fourth column of the nomenclature of cases;
put down in the fourth column the number of the article according to which the term was determined.
You can see an example of filling in the fourth column of the nomenclature of cases in Examples 1 and 2.
Document retention periods, data in the "List of standard management documents generated in the activities of organizations with an indication of the retention periods", apply to all organizations, regardless of whether their documents are deposited in state, municipal archives or not.
But for organizations that are not sources of acquisition of state and municipal archives, this List provides concessions. From paragraphs 2.4 and 2.4.2 of the Guidelines for its use, it follows that:
Time limits should apply to all organizations.
BUT permanent term storage should be used only by sources of acquisition of state and municipal archives (this applies to those state, municipal organizations whose documents are sent to them for storage in in due course, as well as those non-governmental organizations with which the archives have concluded relevant agreements (contracts)).
Organizations that are not sources of acquisition of state, municipal archives store documents of a permanent storage period as follows. State and municipal organizations- 10 years. Non-governmental organizations- at least 10 years, further storage period is determined by the organization in accordance with current legislation and/or the need practical use documents.
However, this pleasant indulgence has its limits. There are documents of a permanent retention period that must be stored permanently in any organization. Articles of the List, which indicate such "eternal" documents, are presented in paragraph 2.4.2 of the Guidelines for the application of the List: this is Art. 5a, b, e, g, 6a, 10a, 13a, 14, 15, 16, 19, 21, 22, 24, 25, 26, 27, 28, 29, 30, 35a, 36, 37, 38, 47, 48, 49, 50, 57, 69, 72a, 74a, 84, 85, 99a, 104a, 108, 114a, 135a, 136, 166, 181, 187, 193a, 198a, 199a, 208, 218, 222a, 236, 253, 275, 311, 319, 320, 322a, 337a, 349, 350a, b, c, 409, 422, 424, 427, 428, 429, 489, 509.
The list operates not only with specific periods of storage of documents (1 year, 5 years, 75 years, etc.) or the wording “permanently”, but also with the concepts of “until needed”, as well as the “EPK” mark.
The mark "until needed" in the List means that the documentation is of practical importance. The period of its storage is determined by the organization itself, but cannot be less than 1 year.
The “EPK” mark placed in the List for specific types of documents means that some of these documents may be of scientific and historical significance and, in the prescribed manner, must be transferred to state, municipal archives or stored in an organization. The removal of the “EPK” mark on the storage periods is allowed only if the types of documents and their storage periods are specified.
Reduction by the organization of the periods of storage prescribed by the List is prohibited, but their increase is considered possible.
Column 5. Notes
AT column « Notes» put marks during the entire period of validity of the nomenclature:
about unset reserve numbers (if any),
on the allocation of files for destruction (after the expiration of the storage period),
on the transfer of cases to another organization for continuation, and others.
So, if in the course of the company's activities there are cases, the formation of which is extended for the next year, then in the column " Note” write “transitional”. When forming cases for the next year, this case goes to nomenclature of cases under the same serial number.
If there is in the List, according to which the storage period of the case was determined, in column « Notes”, comments (for example, “they are not transferred to state and municipal storage” or “subject to the completion of the audit, (audit)”, “after replacing with new ones”, etc.), these comments are transferred to column No. 5 of the nomenclature of the organization’s files without changes.
Final entry to the nomenclature of cases
At the end of the business year, at the end of the nomenclature of cases, the summary record on the number of filed cases (storage units) separately for permanent and temporary storage. The information contained in item summary record affairs of the organization, without fail are reported to the archival institution (if the documents are handed over to the departmental or state archive) or to the organization's own archive (if the documents are not handed over for state or departmental storage). The fact that the information was transferred to the archive is marked in the nomenclature of cases indicating the position and signature of the archive employee.
Final Record is drawn up both for the nomenclature of the affairs of the organization, and for the nomenclature of the affairs of the structural unit (the form is the same). An example of its design is given in Example 3.
1 Basic principles of construction nomenclature of cases European Commission ( executive body European Union with an apparatus numbering more than 15 thousand employees) are described in the article by N.A. Khramtsovskaya on page 26 of magazine No. 8` 2007
2 If the organization is a source of acquisition of the state or municipal archive, then next to the visa for the approval of the nomenclature of cases with its own archive (present in Example 1), a stamp of approval with the expert review commission (EPC) of the state or municipal archival institution should be added.
3 Analysis of a wider range normative documents and the circumstances that an organization needs to determine the specific periods for storing its documents are described in detail in the article by O.G. Podolina "How to determine the shelf life of a document?" on page 49 of magazine No. 10` 2007
5 If the final entry is made in nomenclature of cases department, then its name should appear in the title, for example, "Final record on the categories and number of cases opened in 2008 in the office."
December and January for employees responsible for the archival storage of documents of the organization are especially months active work with the nomenclature. The nomenclature is a large-scale document that requires special attention. When working with her, many questions arise. In the article, we will describe the procedure for the organization's nomenclature of affairs - from drafting to approval for the next year.
WHAT IS THE NOMENCLATURE OF CASES AND WHAT IS IT FOR?
The nomenclature of cases is a systematized list of documents generated in the activities of the organization, indicating the terms of their storage, and after the expiration of the calendar year - indicating their number. The nomenclature of cases is binding document for federal executive authorities and public institutions. As for commercial organizations, it must be developed only by organizations - sources of acquisition of state (municipal) archives. For others, the nomenclature is theoretically optional.
However, in practice, any organization sooner or later comes to the need to create it: when you need to get rid of the documents accumulated over the years of work, set the terms for their storage (otherwise, how to understand what can be destroyed and what not?). And the list of cases and documents of the organization indicating the periods of storage - this is the nomenclature of cases. All this applies, of course, to those organizations that are growing and developing, rather than treading water for years in one place, waiting for fines from inspection bodies.
When working on the nomenclature of cases, one should be guided by two documents (the first is normative in nature, the second is advisory):
Rules for the organization of storage, acquisition, accounting and use of documents Archival fund Russian Federation and other archival documents in the bodies state power, organs local government and organizations (approved by order of the Ministry of Culture of Russia dated March 31, 2015 No. 526, hereinafter referred to as Rules 2015);
Basic rules for the work of archives of organizations (approved by the decision of the Collegium of the Federal Archives of February 6, 2002, hereinafter referred to as the Basic Rules).
HOW TO WORK WITH THE NOMENCLATURE OF CASES
The 2015 Rules divide all organizations into two categories: those that are sources of acquisition of state (municipal) archives, and those that are not. The requirements for the nomenclature of cases of the former, as you might guess, are stricter (Table 1).
1 Clause 4.18 of the 2015 Rules.
The form of the nomenclature of cases is given in Appendix No. 25 to the 2015 Rules. It is the same for all organizations (Table 2).
We will present the algorithm for working with the nomenclature of cases step by step in a flowchart and consider in detail each of the stages:
COLLECTING INFORMATION ABOUT CASES AND DOCUMENTS
When the nomenclature of cases is compiled for the first time, which is called "from scratch", this is most often done by the secretary or the records management department. Despite the fact that, according to the Rules of 2015 and on the recommendation of the Basic Rules, structural divisions of the organization are required to do this, it is the secretary who most often receives such an assignment. Perhaps this is understandable from the point of view of the distribution of responsibilities in the team (albeit incorrectly), but without the help of colleagues, the secretary will still not be able to cope. One way or another, they will have to participate. At this stage, the task of the compiler of the nomenclature of cases is to collect information about the cases and documents that are formed in the activities of each structural unit.
The easiest way to do this is by sending it to departments questionnaires s. The minimum information that the compiler needs is the following:
Case titles;
Type of media for each case (paper or electronic);
Terms of storage of cases (if the department knows which document they are established by).
It is obvious that the secretary or clerk is not
may have this information in in full. This is especially true for storage periods, which may be contained in highly specialized regulatory documents.
The questionnaire may also have an extended form. So, it does not hurt to find out if there are scanned copies of documents and how often employees refer to their originals. This is necessary in order to know how long the document will be in the department after completion in office work. Some cases may be deposited immediately after closing, but there are others that have been in demand for many years.
Let us give as an example a fragment of the extended form of the questionnaire (Example 1).
2 A list of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage (approved by order of the Ministry of Culture of Russia dated 08.25.2010 No. 558; as amended on 02.16.2016; hereinafter - the List).
WE ASSIGN AN INDEX TO SUBDIVISIONS
The case index usually consists of two parts, the first of which is the index of the nomenclature subdivision, the second is the serial number of the case within the nomenclature section. For example, 03-15 , where 03 is the subdivision index, and 15 - case number (see Examples 2-5).
If indexing was done before:
You need to decide whether to continue using this system or cancel it and install new indexes. It depends on which departments use them and how up-to-date these indexes are.
A reasonable compromise would be to update the indexing system, while retaining the numbers assigned to the subdivisions using the indexes.
If the previous indexing system is quite relevant, then there is no point in changing it. In this case, the nomenclature of cases is created on its basis.
If so far the organization has managed without indexes structural divisions, then the divisions will receive numbers in general order at the next stage of work with the nomenclature of cases.
WE SYSTEMATIZE SECTIONS OF THE NOMENCLATURE AND HEADINGS OF CASES
As we said in the definition, the nomenclature of cases is systematized organization's to-do list. This means that the names of departments and related cases must be arranged in a certain sequence.
The subdivisions are lined up in the order determined by the staffing structure of the organization, or in accordance with the previously approved system of indexing structural subdivisions. One section of the nomenclature of cases corresponds to one unit (Table 3).
When compiling indexes for structural divisions, it is not necessary to use hyphens. If necessary, they may contain a slash and/or letters. There are two main principles: the first is the desire for simplicity (no need to “wind up” three-story designations if this can be avoided), the second is uniqueness (the index of each unit must exist in the singular).
The cases within each section are arranged in the order recommended by the Basic Rules.
WE ESTABLISH THE TERMS OF STORAGE OF CASES
■ according to standard listings. The main documents that establish the terms of storage of cases are standard lists. The list of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the storage periods, is “number one” among them.
For manufacturing enterprises, design, construction, as well as all other organizations conducting scientific and technical activities, there is a List of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage (approved by order of the Ministry of Culture of Russia dated July 31, 2007 No. 1182; in edition of 28.04.2011).
Both lists have a convenient, thoughtful structure.
■ According to departmental lists. In addition to standard lists, there are departmental lists in Russia, that is, those related to a particular department. This is for example:
The list of documents generated in the course of the activities of the Federal Archival Agency and its subordinate organizations, indicating the periods of storage (approved by order of the Federal Archives of January 30, 2013 No. 12);
The list of documents generated in the activities of the Federal tax service, her territorial bodies and subordinate organizations, indicating the periods of storage (approved by order of the Federal Tax Service of Russia dated February 15, 2012 No. ММВ-7-10/ [email protected]; in red. from 17.06.2015).
List of documents generated in the activity Federal Service execution of sentences, bodies, institutions and enterprises of the penitentiary system, indicating the periods of storage (approved by order of the Federal Penitentiary Service of Russia dated July 21, 2014 No. 373), etc.
Organizations operating in the designated industry use "their" list without fail. Everyone else can use departmental lists for reference purposes.
■ According to industry regulations. Finally, the terms for storing documents (usually highly specialized ones) can be contained in industry-specific regulatory legal acts: laws, rules, instructions.
So, for example, the Federal Law of March 13, 2006 No. 38-FZ “On Advertising” (as amended on March 8, 2015, as amended on July 3, 2016) contains a special article, which is called “Storage Periods of Advertising Materials” (Art. 2). And in the departments involved in the energy supply of enterprises, they respect the Intersectoral rules for labor protection (safety rules) during the operation of electrical installations (approved by the Decree of the Ministry of Labor of Russia dated 05.01. ), which also indicate the retention periods for a number of documents.
It is obvious that the secretary or clerk is absolutely not obliged to know about the existence of these documents. That is why it is so important when compiling the nomenclature of cases to interact with colleagues from all structural divisions of your organization.
■ According to EC protocols. If the document storage period could not be found, or the head of one of the departments expressed a desire to increase the storage period of the case relative to that stated in the list, the period is set by the expert commission of the organization (Example 2). If there is no commission - by order of the general director. In column 4 of the nomenclature of cases, instead of an article on the list, in this case, the data of the minutes of the EC meeting or order will be indicated.
Reduce the shelf life stated in the lists or normative act x is not allowed. If two regulations establish different term storage for the same document, the choice is better made in favor of a longer period.
By the end of this stage, the compiler receives a completed nomenclature of cases form.
WE AGREE ON THE DRAFT NOMENCLATURE OF CASES
The draft nomenclature of cases is agreed upon at a meeting of the internal expert commission organizations. The agreement is recorded in the protocol, and the registration data of this protocol are entered into the corresponding item of the nomenclature:
In addition to the approval by the internal expert commission, the form of the nomenclature of cases also provides for the execution of the approval by the expert review commission (EPC) of the archival institution. This is relevant only for organizations that are sources of acquisition of state (municipal) archives. Everyone else can remove this attribute from their nomenclature of cases.
If there is no expert commission in the organization, the coordination is carried out in the manner common to all local regulations. To the nomenclature of cases, a standard approval sheet is drawn up on paper or in the EDMS.
WE APPROVE THE NOMENCLATURE OF CASES
The nomenclature of cases is approved by the first person of the organization - CEO. He fills in the stamp of approval on the first sheet of the document on all copies of the nomenclature submitted to him for approval.
WE TRANSFER THE NOMENCLATURE OF CASES TO STRUCTURAL UNITS
Despite the fact that, according to the rules of archiving, the consolidated nomenclature is compiled on the basis of the nomenclatures of the cases of structural divisions, in practice, most often everything happens the other way around: the records management department compiles a consolidated nomenclature, after which it distributes the sections related to them among the departments. Be that as it may, each division should have its nomenclature of cases (see Example 3). It is signed by the head of the department.
At the end of each section, you need to leave a few lines in order to enter cases that will be opened during the year, if necessary. Usually three to five lines are enough. At the end of the summary nomenclature of cases, it is recommended to leave a whole page blank: suddenly a new division appears in the organization in a year.
WE REFINE THE NOMENCLATURE OF CASES AND APPROVE IT FOR THE NEXT YEAR
The nomenclature of cases is valid for one year. Using the same one for many years is a big mistake. Even if the structure of the organization's affairs has not changed during this time (which is very unlikely), it is not possible to take into account cases opened within one year with this approach.
Therefore, in the last months of the year, usually in November-December, the nomenclature of cases is reviewed, amendments and changes are made to it, after which it again goes through the approval process and is approved by the CEO for the next year.
Clarification of the nomenclature of cases implies:
Removing cases from it that will not be conducted next year;
Entering cases opened during the year;
Clarification of subdivision indexes, if changes were made organizational structure enterprises.
A source of information about all new and closed cases are structural units. The compiler of the nomenclature must approach the head or the employee responsible for office work in each of the departments, literally with a pencil in hand, and look at the list of cases with him. Of course, colleagues themselves during the year must make appropriate marks in their nomenclature, but in practice such awareness is rare.
■ Delete closed cases. Removal of closed cases from the nomenclature means that these cases will no longer be in her project for the next year. In no case should they be deleted from the nomenclature of cases for the current year.
■ We add new cases to the nomenclature. If during the year new cases were opened in the unit, then they are entered by hand in all copies of the nomenclature of cases in the lines specially left for this. For these cases, a retention period is immediately assigned (see Example 4).
■We track the indexation of cases in the nomenclature. When drafting the nomenclature for the next year, each case is entered into “its own” section already in the order that was established for the arrangement of case headings within the section. Of course, at the same time, one should strive to maintain the maximum indices of other cases.
If, due to newly established cases, you have to change the indices of other cases, you should remember the so-called rolling cases. These are cases that were not completed in office work in the past year and will move into the new one. The best example is court cases, which can be carried over for several years. Indices of transitional affairs should be sought to be preserved in the first place.
For example, if the case "Orders for the main activities" (not moving) in 2016 had an index 01-08 , and in 2017, due to the emergence of new cases, it will change to 01-10 , it's not scary at all. But if the case “Instruction on office work” (transferable) with an index 01-06 will get the index 01-08 , then this will have to be noted in the “Note” column of the new nomenclature, and in fact.
■ We refine the indexes when changing the structure of the organization. The compiler of the nomenclature will have the most trouble if changes have been made to the organizational structure of the organization during the year. This means that the structure of the nomenclature of cases for the next year will also change: the new unit will take its place in it according to the logic of the organizational structure of the organization. Because of this, all the following indexes of departments and the cases included in them will change.
As we said above, the finished draft nomenclature of cases for the next year is going through a standard procedure for approval and approval. Thus, on the first day of the new working year, the organization will already work according to the new nomenclature and at the same time begin the process of closing the "old" one.
CLOSING THE NOMENCLATURE OF CASES
At the end of each calendar year, in January, the nomenclature of cases for the past year is closed. Closing involves:
Filling in column 3 "Number of cases";
Counting the number of cases for each category;
Compiling a final note.
Column 3 "Number of cases" is filled in by hand in all copies of the nomenclature of cases (Example 5). This indicates the actual number of storage units of each case filed over the past year. The storage unit is, as a rule, one volume of the case, and one volume contains no more than 250 sheets. The source of this information is again the structural divisions, each in its own section. Now we have to calculate the number of cases separately permanent storage, cases of temporary storage (up to 10 years and over 10 years).
3 Federal Law No. 43-FZ dated March 2, 2016 “On Amendments to the Federal Law “On archiving In Russian federation"".
In addition, to compile the final record, it is necessary to highlight the so-called rolling cases.
Organizations that are sources of acquisition of state (municipal) archives transfer information from the final record to the archival institution to which they are subordinate. This is noted at the end of the final entry. Other organizations can remove these unnecessary lines from their final record (Example 6).
MINISTRY OF CULTURE OF THE RUSSIAN FEDERATION
ORDER
Document as amended by:
by order of the Ministry of Culture of Russia dated February 16, 2016 No. 403
(Official Internet portal legal information www.pravo.gov.ru, March 17, 2016, No. 0001201603170030).
1.2. The list includes standard managerial archival documents (hereinafter referred to as documents) formed in the course of the activities of state bodies, local governments and organizations (hereinafter referred to as organizations) in the implementation of the same type (common to all or most) management functions, regardless of the form of ownership, with indication of retention periods.
1.3. The list consists of 12 sections:
Section 1 includes documents reflecting the administrative, organizational functions of management, control functions, as well as legal support management, organization of documentation support for management and storage of documents by organizations;
Sections 2-4 include documents that sequentially disclose planning, pricing, financing, lending, accounting and reporting;
Section 5 contains documents on the organization and implementation of economic, scientific, technical, cultural and other relations of organizations;
Section 6 includes documents on information service activities of organizations;
Section 7 includes documents on the organization of labor, labor rationing, tariffication, remuneration, labor protection;
Section 8 contains documents on work with personnel: admission, transfer, dismissal of employees, advanced training, certification, and awards;
Section 9 contains documents on the logistics of activities and the organization of storage of property and material values;
Section 10 includes documents on the administrative and economic services of organizations: compliance with the Internal Regulations, operation of office buildings, transport services, internal communications, ensuring the security of organizations;
Section 11 contains documents reflecting social and domestic issues, including social insurance, housing and domestic issues, leisure activities;
Section 12 contains documents reflecting the organization of the activities of primary trade unions and other public organizations(associations).
1.4. The list has 4 columns.
Column No. 1 of the List contains the numbers of articles. Articles in the List are assigned a single continuous numbering.
Column No. 2 of the List shows the types of documents. The list does not contain specific names of documents in the articles, but gives a generalized name for each type of document. When combining in one article different types of documents on one issue that have the same shelf life, the term "documents" is used, and the names of the main types of documents included in the article are disclosed in brackets.
Column No. 3 of the List indicates the terms for storing documents on paper and electronic media, the calculation of which is made from January 1 of the year following the year when they were completed by their office work.
Column No. 4 of the List contains notes commenting on and clarifying the terms for storing documents.
1.5. For the convenience of using the List, an index has been compiled to it, in which the types of documents and issues of their content are listed in alphabetical order with links to the numbers of the corresponding articles of the List.
II. A list of standard managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage
Typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the periods of storage (hereinafter referred to as the List) were prepared in accordance with Federal Law of October 22, 2004 N 125-FZ "On archival business in of the Russian Federation" (Sobraniye zakonodatelstva Rossiyskoy Federatsii, 2004, No. 43, Art. 4169; 2006, No. 50, Art. 5280; 2008, No. 20, Art. 2253), subject to the provisions of other federal laws and other regulatory legal acts of the Russian Federation regulating the composition and shelf life certain types documents.
1.2. The list includes standard managerial archival documents (hereinafter - documents) formed in the course of activities of state bodies, local governments and organizations (hereinafter - organizations) in the implementation of the same type (common to all or most) management functions, regardless of the form of ownership, with indication of retention periods.
1.3. The list consists of 12 sections:
- section 1 includes documents reflecting the administrative, organizational functions of management, control functions, as well as legal support for management, organization of documentary support for management and storage of documents by organizations;
- sections 2-4 include documents that sequentially disclose planning, pricing, financing, lending, accounting and reporting;
- section 5 contains documents on the organization and implementation of economic, scientific, technical, cultural and other relations of organizations;
- Section 6 includes documents on information services for the activities of organizations;
- section 7 includes documents on the organization of labor, labor rationing, tariffication, remuneration, labor protection;
- section 8 contains documents on work with personnel: admission, transfer, dismissal of employees, advanced training, certification, and awards;
- section 9 contains documents on the logistics of activities and organization of storage of property and material assets;
- section 10 includes documents on the administrative and economic services of organizations: compliance with internal regulations, operation of office buildings, transport services, internal communications, ensuring the security of organizations;
- section 11 contains documents reflecting social and domestic issues, including social insurance, housing and domestic issues, leisure activities;
- section 12 contains documents reflecting the organization of activities of primary trade union and other public organizations (associations).
1.4. The list has 4 columns.
Column N 1 of the List contains the numbers of articles. Articles in the List are assigned a single continuous numbering.
Column N 2 of the List shows the types of documents. The list does not contain specific names of documents in the articles, but gives a generalized name for each type of document. When combining in one article different types of documents on one issue that have the same shelf life, the term "documents" is used, and the names of the main types of documents included in the article are disclosed in brackets.
Column N 3 of the List indicates the terms of storage of documents on paper and electronic media, the calculation of which is made from January 1 of the year following the year of the end of their office work.
Column No. 4 of the List contains notes commenting on and clarifying the terms for storing documents.
1.5. For the convenience of using the List, an index has been compiled to it, in which the types of documents and issues of their content are listed in alphabetical order with links to the numbers of the corresponding articles of the List.
Federal Law No. 125-FZ of October 22, 2004 "On Archives in the Russian Federation", organizations are required to ensure the safety of archival documents, including documents on personnel, within the periods of their storage established federal laws, other regulatory legal acts Russian Federation, as well as the lists of documents provided for by Part 3 of Article 6 and Parts 1 and 1.1 of Article 23 of this Federal Law.
These lists of documents include:
1) lists of standard archival documents indicating the periods of their storage and instructions for the use of these lists, approved by the authorized federal body executive branch in the field of archives and office work (currently - Rosarkhiv, formerly - the Ministry of Culture of Russia):
- A list of typical managerial archival documents generated in the course of the activities of state bodies, local governments and organizations, indicating the terms of their storage, approved. Order of the Ministry of Culture of Russia dated August 25, 2010 N 558;
- A list of typical archival documents generated in the scientific, technical and production activities of organizations, indicating the periods of storage, approved. Order of the Ministry of Culture of Russia dated July 31, 2007 N 1182.
In addition, the List of standard documents, approved The Main Archive of the USSR dated 15.08.1988;
2) approved by federal government bodies, other government bodies Russian Federation, lists of documents generated in the course of their activities, as well as in the course of activities of organizations subordinate to them, indicating the periods of their storage. These lists of documents are approved in agreement with the Federal Archives;
3) a list of documents generated in the course of activities credit institutions, indicating the terms of their storage and instructions for its use, approved by the authorized federal executive body in the field of archiving and record keeping together with the Bank of Russia.
For joint-stock companies the terms of storage of their documents are determined by the Regulations on the procedure and terms of storage of documents of joint-stock companies, approved. Decree of the Federal Commission for Securities of Russia dated 16.07.2003 N 03-33/ps.
AT background information the terms of storage of the most common documents of organizations, established by the List of typical managerial archival documents, approved. Order of the Ministry of Culture of Russia dated August 25, 2010 N 558, as well as the storage periods for documents that are not included in the above lists and established by federal laws and other regulatory legal acts of the Russian Federation.