Education and Lectures in Document Management
It is often the case that employees of organizations, institutions, didn’t have touch points with the basics of office and archive business. Therefore, the business obligations and activities they carry out won’t be in accordance with the rules and the Law.
Every legal entity, institution and association, organization, state authority and local government unit produces a huge amount of documents during its existence. Contracts, invoices, decisions, orders, records, declarations, solutions, proceedings and other notes and documents are documentation that must be marked and kept in a tidy state, until the point it is destroyed or archived.
Destroying or archiving documentation, as the last stage in the “life” of each document, is a painstaking job for anyone who has not managed their documentation adequately since its inception.
That is why the lectures are dedicated to inform business entities about the obligations imposed on them by the regulations regarding the management of documentation and services provided by specialized companies in the field of arranging, recording, extracting, destroying and archiving documentation.
By organizing lectures, we point out to employees the importance of rules, basic records, procedures, marking, chronology and consistency in dealing with documentation. We are making training on how to apply those rules in the conduct of daily business activities.
Lectures include the education of groups of 5-10 people, for 3 working days, 4-6 hours each.
The lectures are delivered by an expert team of Inception led by archival advisors (the highest rank in archivist).
Consulting services involve hiring Inception experts for a specific activity. Consulting services may include insight into the situation and proposal of measures for abolishing or introducing some of the basic records, consulting for drafting normative acts, consulting services for recording the flow of documents or certain subcategories of documents, reviewing the movement of a particular document through the business process with creating a flowchart of the recorded state and consulting services to advance a specific business process.
Situational Analysis in Document Management
In our work so far, we have noticed that it is a practice in many organizations, which have existed for many years, to introduce parts of office and archival procedures. The issues are never fully understood, but activities and procedures are partially implemented.
By making a situational analysis, the complete, previously organized, normative, basic records, archival material and registry material are considered.
The analysis also contains suggestions for introducing measures to better implement the procedures and activities of the complete office and archive business.
Legal act about office and archival operations
Office and archival operations include: receiving, reviewing, recording and scheduling acts / cases into work, administrative and technical processing of cases, post office separation, development of cases and acts, classification and archiving, placement, preservation and maintenance, records in the archive book, selection and the extraction of worthless registration material as well as the delivering of an archival material to responsible archive.
Article 38 of the Law on Cultural Property prescribes an obligation for all authorities, institutions, organizations, as well as all other legal entities, to adopt, with the consent of a responsible archive, a general act relating to the method of recording, keeping and archiving the documentation that arises in their work. Legal act on office and archival operations is the basis for the functioning and flow of documents.
The office business has the task of ensuring the proper movement and recording of acts and other written compositions and files from the moment they are received until the completion of proceedings with them.
Preparation of a new proposal for additional or amendment of the existing Rule book on office and archival operations will be realized on the basis of a thoroughly recorded status of office and archival business in your company, taking into account the specifics of the business and the requirements / needs for different basic and other records for seduction of acts / cases and proposal use of the same.
An integral part of the Legal act on office and archival operations is also the List of categories of registry material with retention periods.
List of categories of registry material with retention periods
The list of categories of registry material with retention periods is a general act containing a list of all categories of registry material created during the operation of the registry, as well as their retention periods. On the basis of the list, the selection of archival material (ie categories with a permanent storage period) and the extraction of worthless registry material (category with operational deadlines) are made.
The obligation to establish a List of categories of registry material with retention periods is provided for by the Law on Cultural Property (Official Gazette of the RS No. 71/94), Article 38, item 2, which states that all authorities, enterprises and other organizations which work is creating archival material and registry material, or keep it, shall be obliged to establish Lists of such material with retention periods.
We have noticed an erroneous practice in some legal entities in the process of adopting their List of categories of registry material to rewrite the "foreign norm" without taking care of their own internal organization and core activity. Inaccurately conceptualized List of categories is a major problem in the extraction of worthless registry material, when the categories are not precisely defined, the registry is unable to accurately form a list of worthless material that has expired and is proposed for elimination.
Addition to the Category List may be when analyzing all documentation in the archival list and in accordance with the Archives Book.
By hiring Inception experts, we create the ideal List of categories of registry material with retention periods.
Manually arranging of documentation
Manually arranging of documentation is the first step in standardizing and modernizing the documentation business.
OBLIGATIONS OF LEGAL ENTITIES IN MANAGING THE DOCUMENTATION
According to the Law on Cultural Property, legal entities are required to:
- mark and date the registry material and keep a basic record of it;
- keep the registry material in a tidy and secure condition;
- classify and archive registry material;
- select archival material and extract worthless registry material within one year from the expiration of the prescribed retention period;
- determine the manner of recording the registry material, its storage, classification and archiving, unless otherwise provided by law for individual authorities and organizations;
- establish lists of categories of registry material with retention periods;
- determine the method of protection and use of data and documents generated in the process of automatic data processing.
Inception offers a service or expert help with manually arranging documentation, which includes activities:
- reviewing archival material and registry material to determine the integrity of the fund, as well as adopting plans and methods of arranging;
- arranging chronologically and by creators;
- recording, preserving and / or classifying the archiving of registry material in compliance with the general and special regulations of the obligation to keep documentary material;
- formation of the Archive Book;
- numeration of archival material and registry material, similar to the Archives Book;
- the removal of unnecessary registry material that has expired the legal need for safekeeping.
Exclusion means the separation of registry material that has expired (statutory registry material) from documentation that is permanently stored (archival material) or that has not yet expired (documentation that cannot yet be destroyed). The elimination of registry material establishes up-to-date documentation handling. The selection of archival material and the extraction of worthless registry material is done by using the List of categories of registry material with retention periods. However, only the archived records can be separated from the worthless registry material from the ordered and completed documentation. A separate commission is set up in the entity to extract archival material and extract worthless registry material. The Commission shall list the worthless registry material in accordance with the established list with storage periods and propose it for removal.
A list of worthless registry material is submitted to the competent archives with a request that the material will be reviewed and approved for excretion. Only on the basis of written consent and the decision of the competent archive, the worthless registry material is destroyed or put into processing as secondary raw material - old paper.
An expert team of archival workers is in charge of arranging the documentation.
The process of manually arranging the documentation is carried out to the level of the archive unit (registry, bundle, folder, file, box…). Arranging involves verifying the internal contents of the archive unit.
Development of specific software solutions
The Inception team implements services for the development of specific software solutions. Solutions relate to the automation of business processes. Detailed analysis of business processes, taking into account all their specific requests,team will develop, test and implement software solutions fully adjusted to the customers' business. Solutions are being developed in the latest software tools. Particular attention is paid to integrating with other existing solutions and migrating existing data to a single database. You can read more about our products through the Products option on the main menu.