All documents after their execution should be grouped into files. The term “case” in accordance with GOST 51141-98 should be understood as one document or a set of documents that relate to a specific direction of the organization and are placed in a folder under a separate cover. For the proper formation, storage and recording of cases in each organization, an annual nomenclature of cases should be compiled annually (taking into account changes in the external and internal environment), due to which a quick search of documents is provided.
In the formation of the affairs of any unit should be guided by the requirements of a unified state system of paperwork. The main provisions are set out in GOST 51141-98, documents of the main archival administration under the government of the Russian Federation, guidelines for archival authorities, lists of documentary materials. It is imperative to observe the storage periods for documents and files. If an organization with a complex structure and many functions, then in each unit and throughout the organization apply the same principles for the systematization of documents, the formation and indexing of cases. Therefore, the nomenclature of the affairs of the personnel department, quality service, any other structural unit or the organization itself should be formed taking into account the requirements of regulatory documents.
At the first stage, it is necessary to determine the range of issues and categories of documents that should include the nomenclature of affairs of a unit or organization. Here we should proceed from the need to cover the entire volume of documentation, both created and received. When new issues appear in the work that are not provided for by the Nomenclature, additions should be made to it. The form of the nomenclature of affairs should allow timely updating of it. Therefore, when indexing cases, it should be possible to introduce new indices and exclude the change of previously assigned indexes of already formed cases. Transferring unfinished business is transferred to the nomenclature of the next year with the original number being retained.
The title of each case should be clear and fully disclosing the composition of the case and the content of the documents that are placed in this folder. On the folder you must specify the index and storage period of the case. Joining cases is carried out on a nominal basis, for example, Orders, Protocols, Orders and so on. Cases can be formed objectively, for example, correspondence with a specific correspondent, correspondence on the supply of raw materials, correspondence with correspondents united on a territorial basis and so on.
When grouping documents, you should pay attention to the periods of their storage. Documents of temporary and permanent storage or with different storage periods cannot be combined in one thing. It is not allowed to include drafts, irrelevant documents or duplicate copies in the case. When forming cases, it is necessary to check the availability of all signatures in the document, as well as the correctness of its execution.
Indexing of cases and the order of their priority should be done according to the degree of importance. The most important documents (orders, orders or other administrative documents) are indicated first. The nomenclature of cases should contain indexes and headings of cases, terms and conditions of their storage, order of evacuation. The nomenclature of cases is approved in accordance with the procedure established by the organization and agreed with the official of the State Archive of the region. At the end of the year, the Nomenclature draws up a final record indicating the number of cases that were opened in the reporting year for each category. The transfer of permanent storage files to the archive or the disposal of temporary storage files (upon expiration) is carried out in the manner prescribed by the Instruction for the management of this organization.