Office and archive work
The very term "office work" comes from the Latin word "office" (lattice, partition, fence), which means a partition room or office room in which people (clerks) perform basic tasks as ancillary. Office work is an auxiliary activity that consists of works and tasks performed in the offices of state bodies, enterprises and other institutions, legal entities that contribute to the performance of the basic activity (basic work) due to which these bodies and institutions exist. But, although the office work is an auxiliary activity, without it the performance of the basic activity of any body and institution cannot be imagined. In a narrower sense of the word, the office work covers the matters related to the receipt, review, distribution and delivery of the acts (cases) in the processing (work), then sending the resolved acts, archiving and keeping the acts, ie the cases. In order to perform tasks efficiently, office workers must adhere to the following principles:
- Principle of uniqueness, office work to be performed in a unique way;
- Principle of accuracy, office work must be performed on the basis of accurate facts and circumstances, established in an accurate and reliable manner;
- Principle of expediency, office work to be performed successfully and on time;
- Principle of uniformity, office work to be performed in a simpler and uniform manner;
- Principle of transparency, the office work to be performed in a certain order, which will ensure that all cases are performed on time (on time) and in a quality manner;
- Principle of simplicity and economy, things in the organization or institution to be done in a simple way, by spending less money, mental and physical energy and time.
For easier understanding of the process of office and archival work, it is necessary to explain the following basic definitions:
- An act is any written text that initiates, supplements, changes, terminates or ends an official action;
- An attachment is a written or otherwise recorded composition (document, chart, table, drawing, audiovisual, computerized material, etc.) or a physical object that is attached to the act for the purpose of supplementing, explaining or proving the content of the act;
- A subject is a set of acts and annexes that are kept under the same basic number and that refer to the same issue or task, and represent a single whole;
- A file is a set of several cases that refer to the same matter and to a legal or natural person;
- Documentary material is all original and reproduced (written, drawn, printed, photographed, phonographed, computer registered, legible, typewritten or otherwise recorded) material and books, files, and other records of that material, created in the work of state bodies , enterprises, courts, local self-government units and other legal entities.
- Archive material is selected, original and reproduced (written, drawn, printed, photographed, phonographed, computer-recorded, legible, machine-type or otherwise recorded) documentary material of lasting value relevant to the state, science, culture and other needs, which occurred in the work of the holder;
- A folder is a set of several items or files that after the completed procedure, are stored arranged in the same covers:
- An archive box is a standardized means of storing and protecting archival material;
- Registry is a working unit within the state bodies, enterprises and other legal entities in which office work is performed: receiving, opening, reviewing, scheduling and filing of acts, submission of acts at work, administrative-technical processing, sending of acts, divorce and handing over the completed acts from the registry office to the archive;
- The archive is an integral part of the library where the completed acts and objects are kept, ie the archive material until it is handed over to the Archive, and the documentary material next to it is destroyed.
: Tariff for the amount of fees for providing services to workers working on office and archival work with holders (2015)