Professional paper
From the Creation of Records to the Transfer of Archival Material in Slovenian Public Administration
Vladimir Žumer
; Archives of the Republic of Slovenia
Abstract
The paper deals with records management procedures conducted within public administration bodies (state administration bodies and local community bodies). It focuses on numerous regulations which prescribe records management procedures: the creation of records, electronic record-keeping or electronic filing, classification of documents
by subject on the basis of classification systems, maintenance and archiving of recoreds, defining of time limits for documentary material retention, the selection and transfer of archival material to competent public archival institutions. The paper also considers the issue of electronic commerce and electronic archiving within public administration pursuant to the Electronic Commerce Act and other
regulations.
In the past ten years Slovenian regulations have aimed at prescribing
all forms of activitiy carried out by administration bodies as creators
of material and the archival service in such a manner for the procedures to become uniform and interconnected within the entire process ranging from the creation of records to ali subsequent stages. The procedures were finaily regulated by the Archives and Archival Institutuions Act of 1997. by the new Regulations on the Management of Documentary Material by Public Administrative Bodies passed at the end of 2001 and by the Instructions on the Implementation of the Regulation which were enacted at the beginning of 2002. The Regulation and Instructions are basically harmonised with provisions contained in the Electronic Commerce and Electronic Signature Act, which had entered into force in Slovenia by mid-2002. and provided a legal framework for public administration to enter the “electronic era”.
The Office for the Organisation and Development of Administration
and the State Archival Service have obviously made joint efforts in
recent years to improve the entire process of records management, especially in the area of staff education and training relating to recoreds management. A common aim of public administration and the archives is defined in the Regulation: “Any form of activity carried out by any public administration body in the course of performing its administrative duties shall be kept in the form of an adequate written record in order to ensure the evidence of such activity, correctness, timeliness, quality, the evidential value of the facts and the preservation of recoreds as part of cultural heritage. ”
Keywords
record-keeping; public administration; electronic commerce; electronic recoreds; archive material
Hrčak ID:
197699
URI
Publication date:
8.11.2002.
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