All documents after their execution must be grouped in the case.The term "business" in accordance with GOST 51141-98 is to be understood a single document or set of documents that relate to a particular direction of the organization and placed in a folder separate cover.For the correct formation, storage and accounting affairs in each organization must annually (taking into account changes in internal and external environment) Nomenclature drawn Affairs, through which ensured a quick search documents.
In forming the affairs of any division should be guided by the requirements of the unified state system of record keeping.The main provisions are set out in GOST 51141-98, the main documents of the Archives Department under the Government of the Russian Federation, guidelines archival bodies, the lists of documentaries.You should always abide by the terms of storage of documents and files.If an organization with a complex structure and many functions in each department and across the organization applies uniform principles of organizing documents, formation and indexing cases.Therefore Nomenclature Affairs department staff, service quality, any other structural unit or the organization should be formed to meet the requirements of regulatory documents.
The first step is to identify the issues and categories of documents that must include Nomenclature Affairs department or organization.We should proceed from the need to cover the entire amount of documentation how to create and received.When the new issues not covered by the nomenclature, it is necessary to make additions.The form of nomenclature of affairs should allow timely update it.Therefore, when indexing Affairs should provide the possibility of new indexes and exclude replace previously assigned indices already formed cases.Rollovers unfinished business transferred to the range next year, retaining the original number.
subject of each case should be clear and fully disclosed the composition of matter and content of the documents that are placed in this folder.In the folder, you must specify the index, and the shelf life of the case.Consolidation of cases is carried out on a nominal basis, for example, orders, protocols, orders and so on.Cases can be configured in detail, for example, correspondence with a certain reporter, correspondence for the supply of raw materials, correspondence with reporters, combined on a territorial basis, and so on.
When grouping documents should pay attention to the terms of their storage.You can not combine into one case documents of temporary and permanent storage or different storage periods.It is not allowed to include in the case drafts, irrelevant documents or copies of options multiplied.In the formation of cases is necessary to check the document for all signatures and proper clearance.
Indexing Affairs and the order of priority should be made in order of importance.The first outlines the most important documents (orders, regulations or other administrative documents).The range of cases should contain codes and headings of affairs, dates and conditions of storage, order evacuation.The range of cases approved by the established order and the organization agreed with the officer of the State Archive of the region.At the end of the year in the nomenclature issued final record indicating the number of cases which were opened during the year in each category.Filing cases of permanent archiving or disposal of cases of temporary storage (at expiration) is carried out in the Instruction on office-work the organization right.
