The nomenclature is a systematic list of certain names of cases that were instituted in the clerical work of the enterprise, with the obligatory indication of the terms of their preservation. It is drawn up in an approved form.
An adjacent area of work with the compilation of the nomenclature is the archive, which, for the purpose of high-quality staffing with the necessary documents, exercises control and provides the required practical and methodological assistance to the clerical service of the organization in compiling the nomenclature. Responsibility for compiling it lies with the enterprise documentation support service.
The nomenclature of the affairs of the organization is the basis for the preparation of lists of cases of various storage periods, as well as one of the main documents in the paperwork. And the archive is used to record temporarily persisting cases. The nomenclature fixes the systematization of cases used in the formation of the file cabinet scheme for all executable documents.
In clerical work several types of nomenclature are used. This is a typical, individual and exemplary for each specific organization. So, a typical nomenclature establishes the structure of cases that are started in the clerical work of similar organizations. It has the status of a regulatory document.
But the approximate nomenclature is the established composition of cases of an approximate nature, instituted in the clerical work of the enterprises to which it applies, with the obligatory indication of indices. The status of this type of document is advisory.
The combination of typical and sample nomenclatures is individual.
The structure of these documents is represented by the headings of the cases provided for the institution in the clerical work of the enterprise and concretized taking into account the orientation of the organization. And the shelf life of cases, approved by the approximate or standard nomenclature, is transferred to the individual unchanged.
Nomenclature is a document compiled in the approved form on the basis of the relevant nomenclatures of units that are developed in a typical form, agreed with the archivist and signed without fail by the heads of these units. This document is drawn up on the letterhead of the enterprise.
The nomenclature of accounting affairs is precisely that component of the general nomenclature that is subject to approval by the head of the enterprise. The document under consideration is being formed during the last quarter of the current year.
And the nomenclature of affairs agreed with the archivist is subject to clarification at the very end of each year with the obligatory approval of the changes introduced by the head of the enterprise. Its introduction into effect is carried out from the first of January next year.
The nomenclature is subject to preparation on the basis of a study of the content and composition of documents that take place in the enterprise. When compiling it, it is necessary to be guided by the regulation on the enterprise or the charter, the relevant provisions on its structural divisions, the nomenclature of the previous year, the staffing table, standard and departmental documents with the obligatory indication of the periods of their storage.