On April 16, 2024, the Belarusian Scientific Research Institute of Document Management and Archiving and the Belarusian Chamber of Notaries held a training seminar on the topic: «Main changes in the organization and management of office work in the light of the new edition of the Instructions for office work in government bodies and other organizations»
The seminar continued a series of training events organized by BelNIIDAD as part of the implementation of instructions from the Minister of Justice of the Republic of Belarus S.N. Khomenko and the Director of the Department for Archives and Records Management of the Ministry of Justice of the Republic of Belarus O.L. Voinov, aimed at improving the requirements for documentation and organization of work with documents, clarification of the norms of the new edition of the Instructions for office work in government bodies and other organizations.
Employees of the central office of the Belarusian Notary Chamber, territorial notary chambers and notarial archives, more than 40 people in total, took part in the seminar as listeners. The speakers from BelNIIDAD were the director of the Institute of Candidate of Historical Sciences, Associate Professor A.E. Rybakov, the head of the document management department E.V. Shumskaya, the leading researcher of the document management department of Candidate of Historical Sciences E.P. Dernovich.
The seminar addressed four main thematic blocks of issues.
Within the framework of the topic «Scope of application of the Office Management Instructions. Organizational and legal support for office work», the issues of the composition of documents covered by the Instructions for office work, the procedure for conducting office work in structural units with the rights of a legal entity, separate structural units, the development of instructions for office work of organizations, standard and exemplary instructions for office work were considered.
When considering the topic «Changes in documenting management activities. Organization of document flow», special attention was paid to the types and procedure for the adoption (issue) of administrative documents in government bodies, government and non-government organizations, the procedure for registering details of documents, including those sent by e-mail and through information systems of departmental (corporate) document flow and SMDO, the procedure registration of incoming, outgoing and internal documents, the composition of mandatory and additional details reflected in registration and control forms, deadlines for registration, consideration and execution of documents.
Within the framework of the topic «Nomenclature of the organization’s affairs and the procedure for its compilation. The importance of the nomenclature of files in the formation of an organization’s archive», the types of nomenclatures of files, changes in the form of the nomenclature of files of the organization and the procedure for filling it out, the methodology for determining the storage periods of documents, the procedure for destroying documents with expired storage periods and its documentation were analyzed.
When analyzing the issues in the thematic block «Features of working with documents in electronic form,» the emphasis was placed on updated requirements for file formats in which the creation and storage of documents in electronic form, including electronic documents, the possibilities of using document templates in electronic form, conditions , in which it is allowed to store documents in electronic form without paper counterparts.
The seminar participants highly appreciated the level of the event, emphasizing the importance and relevance of the issues discussed at the seminar, and expressed gratitude to the lecturers and organizers.
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| 1. During the seminar |
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| 2. Seminar participants |
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| 3. E.P. Dernovich speaks to the audience |
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| 4. A.E. Rybakov speaks to the audience |
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| 5. Seminar participants |