Nomenclature is the basis of office work in the enterprise

The nomenclature is a systematized list of certain names of cases that were entered into the business of the enterprise, with an obligatory indication of the periods of their preservation. It is issued in an approved form.

The adjacent site of work with the composition of the nomenclature is the archive, which, in order to qualitatively complete the necessary documents, exercises control and provides the required practical and methodical assistance to the office work of the organization when drafting the nomenclature. Responsibility for compiling it is the documentation service of the enterprise.

The nomenclature of the organization's affairs is the basis for drawing up inventories of cases of different shelf life, as well as one of the main documents in the office work. And the archive is used for accounting of temporarily stored cases. Nomenclature consolidates the systematization of cases, used in the formation of the card index scheme for all executable documents.

In the proceedings, several types of nomenclature are used. This is typical, individual and exemplary for each particular organization. Thus, the standard nomenclature establishes the structure of cases that are initiated in the work of similar organizations. It has the status of a normative document.

But an exemplary nomenclature is an established set of cases of an exemplary nature, which are established in the business of enterprises subject to its operation, with indispensable indices. The status of this type of document is recommendatory.

The totality of typical and exemplary nomenclatures is individual.

The structure of these documents is presented by the headings of cases envisaged for establishment in the office work of the enterprise and specified in the light of the organization's orientation. And the period of storage of cases, approved by an exemplary or standard nomenclature, is transferred to the individual in an unchanged form.

The nomenclature is a document compiled according to the approved form on the basis of the corresponding nomenclatures of divisions, which are developed in a typical form, coordinated with the archivist and signed without fail by the heads of these divisions. This document is issued on the letterhead of the company.

The nomenclature of affairs of accounts department is that making part of the general nomenclature that is subject to approval by the head of the enterprise. The document in question is being formed during the last quarter of this year.

And the nomenclature of cases coordinated with the archivist is subject to specification at the very end of each year with the mandatory approval of the changes introduced by the head of the enterprise. It is put into effect from the first of January of the following year.

The nomenclature is to be compiled on the basis of studying the content and composition of the documents that take place in the activities of the enterprise. When drafting it is necessary to be guided by the statute of 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 mandatory indication of the terms of their storage.