In order to properly conduct office work,you need to know what a nomenclature is. According to the definition, a nomenclature is a list of a list of those parts, materials, and structures that were used in production called up according to a certain system. When such a list is compiled, each mentioned material is assigned a conditional code of numbers, letters, or an alphanumeric combination — the item number.
In record keeping, the nomenclature of cases issystematized by content a list of business papers (or cases) that are drawn up in the process of work of any organization. The nomenclature determines how long the papers should be kept and in what order they should be processed. For example, in secondary schools (gymnasiums), school journals are kept by the head teacher for another 5 years after graduation.
Main functions
The main task in the preparation of the nomenclature of cases -to make the work of the administrative apparatus more perfect, productive, to get rid of the bureaucratic toffee. Operational and quality solutions to many problems, the activities of the entire organization often depend on the order in which the documents are contained, how easily they can be found on demand, how well they are classified and systematized. Proper classification allows not only to work quickly with documents, but also facilitates work with archives and in archives.
Let us look at examples of what the nomenclature of cases is, and in which areas it is most effective.
- Document systematization - when documents wereused in any case (drawing up contracts, concluding transactions, completing a criminal case, planning report of a department, etc.), and then came out of active use, according to the nomenclature, they are stored in organizations in a certain order. This applies to both paper documents and electronic documents stored in a computer database.
- Contents of information on what time framethe document is saved for how long it can be valid. Each case included in the nomenclature has its specified deadlines for the preservation of documents included in it. The more valuable and important the document, the longer it will be saved. That is, when working with documents in a matter, their assessment immediately takes place - a kind of value examination. It helps to work with the case itself.
- Fastening indexing cases.The nomenclature of the case is often used in the process of registration of documents, and the nomenclature index of the case becomes an integral part of the registration number of the document. This can be observed in the compilation of inventory, when an inventory is taken at work or in an institution.
- Performs the role of reference in the study of the organizational structure of the institution, etc.
- In records management it is considered to be the basis for the inventory of cases with a permanent or temporary period of storage and accounting of documents.
- It is used as a sample, a scheme for creating a card file and a reference for the documents used.
So, good knowledge of whatNomenclature and skills in working with it are necessary in any organization or institution, in an enterprise. The nomenclature should apply to all documentary activities of the institution.
Nomenclature classification
The nomenclature has its own standards and requirements in the design, they can not be violated. They are set out in special manuals and instructions for office work.
It is customary to distinguish three types of business nomenclature:
- typical;
- approximate;
- individual, developed for a particular organization.
What is a typical nomenclature, it is clear from the name - these are regulatory documents, they establish the list of cases used in organizations of the same type.
Примерная номенклатура предназначена для establish the approximate composition of cases that are got in the office of the organization where this nomenclature is distributed. Such samples of office work are not normative, but recommendatory in nature. Distinctive feature - indices are indicated in documents of this type.
Model and exemplary records management nomenclature are developed by the organizations superior to their subordinate organizations.
Individual nomenclature - developedspecifically for a particular organization and taking into account the specifics of its activities. The sample is usually taken as a model or approximate and the necessary changes are made to them.
