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.