Nomenclature of affairs of the organization: samples of filling. How to make a nomenclature of affairs of the organization?

2024 Author: Howard Calhoun | [email protected]. Last modified: 2023-12-17 10:16

Each organization in the process of work is faced with a large document flow. Contracts, statutory, accounting, internal documents… Some of them must be kept at the enterprise for the entire period of its existence, but most of the certificates can be destroyed upon expiration of their validity. In order to be able to quickly understand the collected documents, a nomenclature of the organization's affairs is compiled. Samples of this document and the algorithm for its construction will be discussed below.

Purpose

Hundreds of documents are created in every organization. Every day they accumulate, workers gradually replace each other. At some point, it becomes difficult to detect an order from two years ago. To avoid such situations, a nomenclature of cases is created.

Definition

A case is a document relating to oneissue, area of activity. The nomenclature of cases is a list that contains a list of cases opened with an indication of the periods of their storage. With its help, you can properly organize the workflow. The nomenclature of cases of a commercial organization, a sample of which will be discussed below, is compiled for the following purpose:

• systematizing the grouping of documents, which ensures their prompt search and safety;
• assigning a registration number according to the classification of cases;
• drawing up an inventory of documents for permanent, long-term and personal storage (including acts of destruction).

The nomenclature of cases is used when selecting documents for archiving and destruction. This multifunctional reference is needed by every organization to streamline office work. In this case, the form of ownership of the organization does not matter. If a sample nomenclature of cases of a medical organization can be found in regulations and resolutions, then the analytics of the opened cases of a private organization will have to be compiled independently.

Required or forced?

The compilation of this list is provided for by the “Rules for the work of archives”. It is mandatory for organizations that create an archive as a separate service. This list, in addition to state and municipal institutions, also includes some commercial structures, such as notary offices.

Every other institution needs to create a nomenclature of cases in order to systematize the work with documents, since enterprises of all formsproperty are obliged to ensure the safety of archival references. This is provided for by Federal Law No. 125. The detailed to-do list should be started or updated in the fourth quarter of the calendar year.

Structure

The nomenclature of cases should contain all filed cases, except for printed publications: statements of employees, certificates from work, magazines, accounting books, all documentation of structural divisions, correspondence of structural divisions, etc. Documentation of limited access must contain the heading “Force . The directory should contain the files of temporary commissions, divisions. But, for example, a trade union is an independent organization. Its employees are independently engaged in the formation of the directory. The archive must also contain the titles of pending cases of liquidated enterprises, the legal successor of which is an existing organization.

You can see a sample of filling in the nomenclature of the organization's affairs below.

Today, many enterprises maintain documentation in electronic form. Some reports are not even printed on paper form. At the end of each section, list what records are kept electronically, indicate the number of files, and any necessary search keywords. Some institutions create a separate electronic nomenclature of cases for a commercial organization. The sample and the algorithm for filling it out must fully comply with accepted standards.

Where to start?

Responsibility for compiling the directory in large institutions lies with the documentation service(secretariat, office), and in small ones - the secretary, another appointed person. In commercial organizations, this function is performed by the personnel department, in which most of the documents are created. Since information must come from all structural units, it is more expedient to start with the development of an order on the nomenclature of cases in the organization. A sample of such an order is presented to your attention below.

ABC LLC

20.11.2017 Moscow

For the purpose of systematization, storage and accounting of documentation

ORDER:

• Approve and put into circulation the nomenclature of the Company's files from 2018-01-01.
• Heads of structural divisions to ensure the formation of cases in the approved form.
• Send the secretary to the structural units of the extract from the reference book for work.

CEO Ivanov N. A.

For institutions in some areas of activity, samples of the nomenclature of the affairs of organizations have already been developed by the ministry. This nuance should be clarified before the formation of the directory. Model nomenclatures should be filled in in strict accordance with the given model nomenclature of the organization's affairs. Other institutions can use these guides to compile an individual document.

Supporting documentation

When developing a directory form, commercial organizations should focus on:

• "Rules of Archives" (decision of the Federal Archives dated 06.02.02);
• Section 5 of Decree No. 477 dated 2009-15-06 "On Approval of the Rules of Office Work".
• Instructions for office work.
• List of archival documents.

You should also study the staffing table, the charter, local acts, regulations on divisions, rules, standards, instructions, inventories of cases. They contain links to relevant documents. First, samples of the nomenclature of the organization's affairs by divisions are compiled, in order to then form a general directory. Sometimes a functional rather than a structural principle is applied. That is, the distribution is carried out not by departments, but by functions.

How to create a sample nomenclature of affairs of an organization?

The form of directories is specified in Appendix No. 8 to the "Rules for the work of archives". Reference books are compiled on the letterhead of the organization. The main part of the report is presented in the form of a table and consists of 5 columns:

• case index;
• title (volumes, parts);
• number (volumes, parts);
• shelf life, article number on the list;
• note.

Index

Index is a digital designation of a structural unit within an enterprise. For example: 04-06, where 04 is the serial number of the personnel department, 06 is the serial number of the case. The index can consist of three pairs of numbers, for example: 04-03-08, where 04 is the code of the financial and economic department, 03 is the designation of the accounting department, 08 is the case number. The index can be numeric, alphabetic or mixed.

Headlines

Headings are distributed according to the importance of documents. First, the organizationaladministrative documentation (starting with higher units and moving on to structural units). Then the rules and regulations developed by the organization itself are listed. Further, plans and reports (annual, quarterly, monthly) are taken into account. Draft administrative documents are placed after the main documents. Cases of the same type (for example, personal cards of employees) are filled out in alphabetical order.

The heading should summarize the content of the document. The use of general wording such as "miscellaneous", "correspondence", "incoming / outgoing documents" is not allowed. The case header contains the following elements:

• name of the document or type of case being filed if the document is part of a large volume;
• document author (name of organization or department);
• addressee (from whom documents are received or to whom documents will be sent);
• summary/essence (for example, "Questions of certification");
• name of territory;
• date/period;
• mark if the file contains copies of other documents, not their originals.

The volume of each case should not exceed 250 sheets. If it is assumed that the case will be voluminous, then it is divided into parts and volumes. The third column at the end of the calendar year indicates the number of cases actually opened.

The fourth column indicates the terms of storage of documents, according to the Rules. They must be observed by both government and commercial organizations. If the document is not in the Rules, then its termstorage should be determined based on the List. The countdown of the storage period begins on January 1 of the next year after its establishment. If the certificate was issued in 2016, then the countdown should start from 2017-01-01.

Updating list

Annually, when files are transferred to the archive, a detailed list is submitted. Here is what the updated sample nomenclature of cases for a branch of security organizations looks like:

During the year, all documents are grouped according to the approved form. If you need to add a previously unused report, a new header is generated. And the process is repeated according to the algorithm described above.