State archives and archival departments of city councils have the right to inspect the work of record keeping services of enterprises. This process takes place regardless of the form of ownership. The purpose is to control compliance with the legislation on the National Archival Fond and archival institutions.
Read our article to find out how to prepare for scheduled and unscheduled inspections and what clerks and office managers need to know.
BASIC CONCEPTS OF OFFICE WORK
Records management is a set of processes that ensure the documentation of managemen information and the organization of work with official documents.
In conjunction with archival affairs, record keeping is considered to be a single docymentary and information sphere.
The connection of record keeping with the archival case is realized by the fact that the majority
The level of preparation of these documents and the process of organizing work with them in record keeping are of great importance. This affects the quality of documents as sources of archival information, as well as the processes of forming the company’s archival fund.
Documenting management information is the process of creating official documents, the content of which is
- organizational and administrative information,
- primary accounting documentation,
- financial information,
- accounting documentation,
- other types of management information.
This process, in particular, is the creation of texts and the design of relevant types of management documents.
Organization of work with official documents – organization of document circulation, formation of cases, storage of official documents and their use in the company’s current activities.
The organization of work with official documents includes:
– acceptance, processing, registration and review of incoming documents;
– creation, coordination and certification of internal documents;
– control over the execution of internal and internal documents;
– preparation, processing, registration and sending of source documents;
– development of nomenclature and formation of cases;
– preparation of files for archival storage and further use by them.
Responsibility for the organization of record keeping and archival matters in the company
In accordance with the legislation, the responsibility for the organization of record keeping and archival matters is borne by the head of the company.
Clerks of the office are obliged to organize business processes in the company. It should be understood that the quality of the organization and execution of relevant processes depends on the level of training and work experience of these employees. Therefore, the manager needs to maintain the qualifications of specialists and implement changes at the same time that they suggest. An example of this can be the LITIKO case Employees of the implementation of the electronic archive in the bank
In accordance with the legislation, the responsibility for the organization of record keeping and archival matters is borne by the head of the company.
Employees of the implementation of the electronic archive in the bank.
The clerical service may have a specific name, for example:
- office,
- general department,
- accounting department, etc.
In a small company, the functions of such a service can be performed by only one employee, as a rule – a secretary or clerk, or another person who, according to the order of the head of the enterprise, is entrusted with the responsibility for the organization of records.
Heads of structural units are responsible for:
- for the content, quality of preparation and preparation at the appropriate level of documents,
- for the organization of record keeping and storage of documents in structural subdivisions of companies.
Checklist for the organization of office management
- The organization of office management in each structural subdivision of the enterprise is entrusted to a person specially appointed for this person, in the job description, which indicates the relevant duties.
- Each company must have a specific set of official documents, provided by the nomenclature of cases, necessary and sufficient for documenting the activities of this company.
- The created management documents must correspond to the legal status of the company.
- The head of the enterprise or a person authorized by him must specify information about the organization of office management in the charter of the enterprise, the provision on its structural subdivisions, job instructions. Also the right to create, sign, approve, approve documents by other legal acts.
- The company creates archives for storing documents issued in the office. The legislation provides for their creation and use for official, industrial, scientific and other purposes, as well as for the protection of the legal rights and interests of citizens. In small companies, a person responsible for the archive is appointed.
The archive can be an independent structural division of the company or be included in the structure of the record keeping service.
What local regulatory documents must be developed and implemented in the company?
Competent specialists of the company must develop, and the head of the company must approve the following local regulatory documents:
– regulations on the office administration service
– provisions on the expert commission;
– regulations on the archive;
– job instructions for employees who consider clerical and archival service;
– instructions on office management;
– nomenclature of the company’s affairs;
– an album or collection of forms of organizational and administrative documents, which were created based on the results of the company’s activities.
This allows specialists to rationally organize records and archival matters.
Read about how to draw up, certify and implement the specified local regulatory documents in the following publications.
Requirements for the preparation of documents, their signing and storage
Requirements for the organization of work with electronic documents are established Порядком № 1886/5:
- Requirements for the introduction of electronic document management using a qualified electronic signature or printing.
- Requirements for the organization of work with electronic documents in record keeping in companies of all forms of ownership.
- Requirements for preparation of electronic documents for transfer to archival storage.
Of the important state-wide normative documents that establish requirements for the preparation of documents, the National Standard of Ukraine DSTU 4163:2020 “State unified system of documentation” deserves special attention. Unified system of organizational and administrative documentation. Requirements for the preparation of documents” (effective from 01.09.2021).
This standard applies to organizational and administrative documents regardless of the information medium, in particular to:
- organizational (statutes, regulations, job descriptions, staff lists, etc.);
- orders (orders, orders, etc.)
- informational and analytical (acts, certificates, reports, explanatory notes, official letters, etc.)
These are all documents created as a result of the activities of state authorities, local self-government bodies, institutions, enterprises, organizations and activities of other legal entities, regardless of their functional purpose, level and scale, and form of ownership.
DSTU 4163:2020 establishes:
– composition of document details;
– requirements for the content and location of details in documents;
– requirements for forms and document processing;
– requirements for documents that are produced using printing means.
What regulations and regulatory documents should be followed when organizing records and creating an archive?
To date, Ukraine has formed a significant legal, normative and methodical base. Its purpose is the functioning of the document and information sphere at enterprises, institutions and organizations of all forms of ownership (hereinafter – the company).
The leading role in the formation of this record-keeping base is played by the State Archives Service of Ukraine (hereinafter referred to as Ukrderzharkhiv), which, according to the law, is a specially authorized central body of the executive power in the field of record-keeping and archival affairs, and the Ministry of Justice of Ukraine, under which Ukrderzharkhiv is located.
The main legislative act regulating state policy in the field of record keeping and archival affairs. Закон України «Про Національний архівний фонд та архівні установи» від 24.12.1993 № 3814-ХІІ (rada.gov.ua). In accordance with this Law, legal entities and individuals are obliged to ensure the preservation of the National Archive Fund and contribute to its replenishment.
It should also be noted Закон України «Про електронні документи та електронний документообіг» від 22.05.2003 № 851-IV (rada.gov.ua). The law establishes the main organizational and legal tasks of electronic document management and the use of electronic documents. This Law applies to relations used in the process of creating, sending, transmitting, saving, storing, processing, using and destroying electronic documents.
To the mentioned laws, the government of the country issued an order of secondary legal acts, the requirements of which relate to the field of record keeping and archival affairs (in particular, the introduction of electronic document management, acceptance and transfer of electronic documents for archival storage, etc.) and supplement, clarify and detail the provisions of the relevant laws, as well as:
– наказ Міністерства юстиції України «Про затвердження Порядку роботи з електронними документами у діловодстві та їх підготовки до передавання на архівне зберігання» від 11 листопада 2014 р. № 1886/5 (rada.gov.ua) (далі – Порядок № 1886/5);
The LITIKO team of specialists provides advice on office management
We hope that our material will be useful to you in your daily work. And remember that the LITICO team employs specialists who can provide advice on modern methods of organizing records and archival storage of documents.
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