What is the nomenclature in office work?

To properly conduct office work, you need to know what the nomenclature is. According to the definition, the nomenclature is a list of the parts, materials, and constructions that were used by the production, compiled according to a certain system. When compiling such a list, each of the mentioned materials is assigned a code of numerals, letters or an alphanumeric combination - nomenclature number.

In the case management, the nomenclature of cases is a list of business papers (or cases), systematized in content, that are drawn up in the course of the work of an organization. The nomenclature determines how long the paper 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 drawing up the nomenclature of cases is to make the work of the administrative apparatus more perfect, productive, to get rid of the bureaucratic jerk. The prompt and qualitative solution of many problems, the activity of the whole 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 were used in any case (drawing up contracts, concluding transactions, completing the criminal case, planning the department's report, etc.), and then out of active use came out, 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's database.
• The content of information on how long the document remains, how long it can be effective. Each case included in the nomenclature has its specified 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. It helps and work with the business.
• 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 during the compilation of the inventory, when an inventory takes place 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 the inventory of cases with a permanent or temporary period of storage and accounting of documents.
• It is used as a sample, a scheme for creating a card index and a reference on the used documents.

Thus, a good knowledge of what a 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 typical nomenclature, it is clear from the title - is the normative documents, they establish the composition of cases used in organizations of the same type.

An exemplary nomenclature is intended to establish the approximate composition of cases that are engendered in the office 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-level organizations for their subordinate organizations.

Individual nomenclature - developed specifically for a particular organization and taking into account the specifics of its activities. Typically or exemplary sample is taken for the sample and necessary changes are made in them.