What is the nomenclature in office work?
To properly conduct office work,It is necessary to know what a nomenclature is. According to the definition, the nomenclature refers to a list of the parts, materials, and structures that were used by the production, compiled according to a certain system. When compiling such a list, each of these materials is assigned a code of numerals, letters or an alphanumeric combination - nomenclature number.
In the case management, the nomenclature of cases isa systematized list of business papers (or cases) that are drawn up in the course of the work of an organization. The nomenclature determines how long the securities should be kept, and in what order to register. 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 drafting the nomenclature of cases -make the work of the managerial apparatus more perfect, productive, get rid of bureaucratic jamming. The quick and qualitative solution of many problems, the activity of the entire organization often depends on the order in which the documents are stored, how easily they can be found on demand, how competently they are classified and systematized. Correct classification allows not only to work quickly with documents, but also facilitates work with archives and archives.
Let's look at examples of what a nomenclature of cases is, and in what areas it is most effective.
- Systematization of documents - when the documents wereused in any case (drawing up contracts, concluding transactions, completing the criminal case, planning department's report, etc.), and then out of active use they left, according to the nomenclature, they are stored in organizations in a certain order. This applies to both paper documents and electronic documents stored in the computer database.
- The content of information on how longthe document is retained for how long it can be effective. Each case included in the nomenclature has its own terms for preserving the documents included in it. The more valuable and important the document, the longer it will last. Ie, when working with documents in the case, they immediately evaluate them - a kind of value examination. This helps and work with the case itself.
- Securing the indexing of cases. The nomenclature of the case is often used in the process of registering documents, and the nomenclatural index of the case becomes an integral part of the document's registration number. This can be observed in the inventory when there is an inventory at the factory or in the institution.
- Performs the role of reference when studying the organizational structure of the institution, etc.
- In the office work is considered the basis for an inventory of cases with a permanent or temporary period of storage and accounting documents.
- Used as a sample, a scheme for creating a file cabinet and a reference to the documents used.
Thus, a good knowledge of what isthe nomenclature and skills in working with it are necessary in any organization or institution, in the enterprise. The nomenclature should cover the entire documentary activity of the institution.
Nomenclature classification
The nomenclature has its own standards and requirements for design, they can not be violated. They are set out in special methodologies and instructions on record keeping.
It is customary to distinguish three types of business nomenclature:
- typical;
- approximate;
- Individual, developed for a specific organization.
What is a nomenclature is typical, it is clear from the title - these are normative documents, they establish the composition of cases used in organizations of one type.
The approximate nomenclature is intended forestablishing an approximate composition of cases that are initiated in the organization of the organization, where this nomenclature is distributed. Such samples of records management are not normative, but recommendatory. A distinctive feature is that in documents of this type indices are indicated.
Typical and exemplary clerical nomenclatures are developed by higher organizations for their subordinate organizations.
Individual nomenclature - developedfor a specific organization and taking into account the specificity of its activities. Typically or exemplary is used for the sample and necessary changes are made in them.
