To properly maintain files, you must know what the nomenclature.By definition, nomenclature called compiled by a certain system of transfer of the list of parts, materials and designs that have been used production.In drawing up such a list, each said material is assigned to the conditional code of numbers, letters or alphanumeric combinations - stock number.
nomenclature of affairs in paperwork - a systematic list of the content of official papers (or cases) that are made during the operation of any organization.Nomenclature is determined, how long should the paper be stored, and in what order to take shape.For example, in mid-level schools (gymnasium) school magazines are kept by the director of studies for another 5 years after the release of the students.
main functions
main objective when compiling the range of cases - to do the work of the administrative apparatus more perfect, productive, get rid of the bureaucratic toffees.Operative and qualitative solution of many problems, the activities throughout the organization are often depending on the order in which documents are kept, how easily they can find the on-demand, how well they are classified and systematized.Correct classification not only expeditiously work with documents and facilitates the work of archives and records.
Consider the example of what the nomenclature of cases, and in what direction it is most effective.
- organizing documents - when the documents have been used in any case (drafting of contracts, transactions, completion of the criminal case, the planned report card, etc.), and then went out of active use, according to the nomenclature, they are stored in organizationsin a certain order.This applies to both paper and electronic, are stored in the computer database.
- Content of data about what terms the document is saved, how long it can be ratified.In each case included in the range, has its own specified time to save documents contained in it.The more valuable and important documents, the longer it will persist.That is, when working with documents in their assessment takes place immediately - a sort of examination of values.It helps with the business itself.
- Securing indexing Affairs.The range of business is often used in the process of registration documents and the index of the nomenclature of the case becomes an integral part of the registration number of the document.It can be observed in the preparation of the inventory, when at work or to the institution comes inventory.
- Acts as a reference in the study of the organizational structure of the institution, etc.
- The paperwork is considered the basis for the inventory status of permanent or temporary period of storage and accounting documents.
- used as a sample schema to create a card-index and information on the used documents.
Thus, a good knowledge of what is the range and skills in working with it are necessary in any organization or institution in the enterprise.The range should cover all activities of the institution documentary.
Nomenclature classification
We nomenclature has its own standards and requirements in the design, they can not be broken.They are stated in special manuals and instructions for record keeping.
accepted to allocate three types of business nomenclature:
- types;
- exemplary;
- individually designed for a specific organization.
What is the range of types, it is clear from the name - is normative documents, they established the composition of cases used in the organizations of the same type.
Estimated range is designed to determine the approximate composition of cases that get turned in record-keeping organization, where the range is distributed.These samples are not regulatory office, and recommendations.A distinctive feature - the documents of this type are specified index.
Typical and exemplary clerical nomenclature developed by the parent for its subordinate organizations.
Individual range - designed specifically for a particular organization, and taking into account the specifics of its activities.For a typical sample is usually taken or about them and make the necessary changes.
