Arhivski vjesnik, Vol. 46 No. 1, 2003.
Conference paper
Project of the City Institute for Automated Data Processing: reception and processing of records. Disposal of records in the registry
Radmila Dujmović
Krunoslava Čuljat
Abstract
The project is developed for users who keep their records (by legal obligation or by choice) according to the Records Management Ordinance (Narodne novine/Official Gazette of the Republic of Croatia nos 38/87, 42/88), same as to the Regulation on Unique Classification Codes and Number Codes of Records Creators and Receivers (Narodne novine/Official Gazette of the Republic of Croatia nos 49/87, 38/88). Due to the fact that jobs of records reception and records processing are consisted of routine and always the same operations, repeated all the time, and followed by use of the same registration means, they are appropriate for complete automatization. The project of records management supports activities of chancellery and registry. Connecting records disposal, implemented in registry, with existing records management application, whole procedure becomes much simpler. Workers in the chancellery enter data on specific items into data bases, according to the expactations of the Records Management Ordinance. Existing data are being extended by specific data helpful for registry workers to implement records disposal. A dossier is accompanied by orientational retention period, and each file by specific retention period expressed by years of retention or by particular date. Records planned to be disposed are followed by syntetical and analitical disposition lists. According to the analitical list it is possible to implement records disposal with precision at a file level, including all documents inside the file, and not, as up to now, at a class level. Insight into the file gives an information on its disposition status: it confirms if the file is archived, showing its retention period, or it shows that the file is disposed, indicating a date of its destruction. The application of the project in the City of Zagreb administrative units, same as in part of the Zagreb county administrative units, and in the financial and customs administrative units of the whole country, created precious arranged data holding, submissible to any automated processing system, depending on available technology. Creation of records exchange electronic system, legalization of electronic documents and complete applicability of digital signature are the basic preconditions for the achievement of electronic governement. Electronic government will once make clients possible to submit their applications in digital form, getting answers in the same way, too. That is a direction in which the project will be developed in the future.
Keywords
City Institute for Automated Data Processing; document flow; e-governement; records disposal; records management; informatization; records tracking
Hrčak ID:
7372
URI
Publication date:
26.3.2004.
Visits: 2.993 *