ADRIA INTERCULTURAL ASSOCIATION
8960 Lenti Harangláb út 36., Hungary
Document Management Regulations
Valid until: revoke
Date: Hollókő, 18 December 2021, updated on 16.10.2024.
Enacted on behalf of the NGO: drs. Éva Lilla Kronauer, chairwoman
(authorized to sign)
Purpose of the Policy
The purpose of issuing the Records Management Regulations is to: ADRIA Intercultural Association (hereinafter referred to as ‘the Association’) to develop a practical system for the management of the documents created and received, thus serving the efficient and fast solution of the tasks of the Association and the efficient control of the circulation of documents.
Applicable law
- CLV of 2009 on the protection of classified information. Act (hereinafter: Mavtv.)
·In accordance with the Point b) of Section 14 of Act CXII of 2011 on informational self-determination and the freedom of information
·1995 LXVI. Act on Public Documents, Public Archives and the Protection of Private Archives (hereinafter the Archives Act)
·Act C of 2000 on Accounting
·CXLIII of 2015 on public procurement. law
Taking into account the provisions of the Archives Act, the Association The General Meeting defined the record-keeping procedure as follows:
- General
1. Irat
In connection with the operation of the Association, the material of the applications, the office correspondence, the minutes of the meetings, the paper copy of the electronic correspondence, the invoice payable by bank transfer, as well as the annual register and index shall be treated as documents. It does not need to be registered – but it must be registered and managed in the manner specified in a separate law or regulation- accounting and financial documents (except for bills payable by bank transfer) and not to register or otherwise record bulletins, dailies, magazines, books, advertising and propaganda publications.
2. Classified data
The data content and text of the consignments received by the Association with the mark “Top Secret” or “Secret” can be found in the Mavtv. shall be handled and recorded in accordance with
3. Shipment
It is received by delivery and post, or by the Association documents sent by the Commission and material not to be treated as a document shall be treated as a consignment
4. Registration number
The Association shall provide the documents received by delivery and post, as well as the documents, decisions, minutes and tender materials sent by the Association with a unique registration number in the following form: YYYY / NNNN / X, where Y = year, N = continuous numbering starting with 0001 , X = other document belonging to the already existing basic dossier, starting with "A" for the unaccented and one-character alphabetical order appropriately. The Association does not register electronic correspondence, but saves and preserves electronic mail accounts in accordance with the archiving regulations.
5. File linking
A document (prescription) already received from the same organization or person on the same topic is earlier In addition to the registration number in the order of arrival, the prescribed registration number / X (see point 4) shall also be entered as a reference and a reference to the place of filing.
FILE MANAGEMENT
1. Records management
The regular and complete file management of the documents of the Association is the person appointed and authorized to do so falls within its remit.
2. Receipt of documents
The documents received by delivery must be taken over by the person appointed and authorized to do so, a member of the organization; this applies to outgoing mail , other items for registration and forwarding by post or delivery, a received with certification to receive documents, a arrived in error to forward the consignment to the consignee or sender without delay, as well as to perform the task of the administrator of the received letters (e-mails).
3. Filing and Registry
A register of the files, opened annually and closed at the end of the year, shall be kept, indicating on the cover page the name of the Association and the registration year, as well as the opening and closing registration number. The file shall be kept item by item and the date of receipt or dispatch, the registration number, the name of the sending organization or person, the subject of the file, the deadline to be fulfilled in the case of futures, the name of the administrator and the archival item number shall be indicated. Unregistered incoming shipments must be forwarded to interested parties with an indication of the date. The register is prepared in electronic form, of which a printed copy is filed at the end of each year.
4. Safeguarding
The documents of the current year are collected by the person appointed and entrusted for this task, and a member of the organization ensures and ensures safe storage.
Archival files may be issued only with an acknowledgment of receipt, subject to a time limit for return. No. 5 Annex Based on.
The Replacement Sheet shall be made in duplicate. No. 1 copy will be replaced by a borrowed document. copy shall belong to the recipient of the borrowed document, on which, upon receipt, the person entrusted with the archiving tasks shall certify the fact of the return with a date and signature.
The replacement form shall bear a serial number starting with 1 per year and shall be filed separately in a file each year.
5. Service of documents
The transfer of a registered, filed document usually occurs on the occasion of an organizational or personal change, which must be recorded in the No. 4 Annex Based on
An archival list shall be kept of items that cannot be scrapped and have expired according to the archival plan. The subject of the file, the registration number and the year of preservation with the archival item number shall be indicated in the archival list by year.
The minutes shall indicate the receiving and transferring organization, the date of the transfer, the transferred documents separately by grade, the subject matter of the files, the registration number, the quantity (number of storage boxes), the number of files and indexes belonging to the documents.
6. Disposal
After the expiration of the retention periods specified in the archival plan, except for the non-disposable documents, a report shall be drawn up on the disposal and destruction. The scrapping report shall be drawn up in accordance with the substantive requirements of the transfer report No. 3 Annex Based on
- Filing Scheme
The plan of the archives shall be prepared by the Association of the types of records of the Association, specifying the period of preservation of the records. The retention period on the records must be indicated at the time of filing with the item number of the archival plan. The archival plan of the Association is No. 1 Annex included.
- RECORD MANAGEMENT TASKS
1. Administration
The Association The following activities are included in the scope of records management:
(a) the receipt of items delivered and received by post;
(b) ensuring the separate handling of classified documents;
(c) forwarding of erroneous consignments;
d) filing of files (application, letter, e-mail, etc.), marking with the registration number, registration in the register (index);
e) archival management and preservation of files;
f) record keeping and processing of document transfers;
(g) implementation of scrapping.
2. Supervision
The supervision of the implementation of the document management tasks (filing, preservation, transfer, disposal) specified in accordance with these regulations shall be supervised by the person appointed and entrusted by the Association for this task. supplies.
3. Disposal, destruction
A non-governmental organization is not an organization performing a public task, therefore a separate scrapping regulatory environment is not defined by law.
However, data protection (information security) requirements must be taken into account by everyone. If a file that contains personal data becomes known during improper destruction, the responsibility lies with the originator of the record, unless he can prove that he transferred the right to handle and keep the record to another body or person before the data incident occurred. (Eg record of delivery of documents to a destruction company, etc.)
In the archives of the non-governmental organization, at the end of the retention period specified in the archival plan, the records shall be disposed of in accordance with a regular procedure, with the simultaneous notification of the competent public archives.
Disposal should be carried out every 5 years for smaller bodies.
Disposal of the record must be carried out in accordance with the archival plan in force at the time the record was created (subject to the relevant legislation).
Disposal of records may be carried out on the basis of a proposal from a disqualification committee of at least 3 members appointed by the head of the non-governmental organization responsible for records management.
The scrapping report signed by the members of the scrapping committee and imprinted with the stamp of the non-governmental organization shall be prepared in 2 copies, which shall be forwarded to the Nógrád County Archives of the competent Hungarian National Archives for approval.
The annex to the scrapping protocol is a list of records at the item level listing the item number, subject and year of the scrapped documents.
The archives authorize the destruction of the documents, after the necessary verification, with a clause written on the returned copy of the scrapping report. From the records designated for disposal, the archives may retain records or certain archival items for archival transfer or sampling purposes.
The fact and date of the disposal shall be entered in the appropriate boxes in both the archival and filing records.
The head of the non-governmental organization shall ensure the destruction of the document, taking into account the data protection and security regulations. Discarded records shall be destroyed by crushing or other methods depending on the material of the record in such a way that their contents cannot be subsequently identified or recovered.
In the case of disposal of documents stored on an electronic medium and electronic documents, the procedure is the same as described above.
In the case of electronic document management, the metadata of the records in the database is deleted without physical deletion, with an indication of the deletion. After disposal, the electronic documents must be destroyed and deleted from the data file in such a way that they cannot be recovered.
Electronic documents stored on electronic media shall be scrapped and destroyed by physical erasure in accordance with the general rules. The associated metadata (registration data) shall be stored as "discarded".
If the dissolving non-governmental organization had a separate register, the final transfer shall be entered in the register, the register shall be closed and the records of the transferred pending cases shall be entered in the register of the receiving organizational unit, indicating the previous registration number and register identifier.
In the event of the dissolution of a non-governmental organization, the 2011 CLXXV. law regulations apply.
4. Archiving
The documents to be handed over to the archives shall be handed over together with the administrative aids, in an uninfected state, in acid-free boxes at the transferor’s expense, accompanied by a handover protocol and a list of items according to the attached storage unit (box, volume, etc.). A separate piece-level list of seized files must be kept. The list of transfers and the list of seized files shall also be transmitted electronically in a format agreed with the archives.
Electronic records, in a specified format, shall be submitted to the archives together with electronic aids for the archival management of records (readability, retrieval, archival disposal, archival processing, issue of copies, etc.).
Retained documents still required from an administrative point of view shall be handled separately in the archives. A list shall be kept of the documents retained, a copy of which shall be sent to the archives.
A record must be kept of the handover itself, to which the handover list will be annexed. This report shall record the fact of service. The archives are only responsible for the records received at the level at which they were received.
The archives may refuse to take over if the further preservation of the documents cannot be ensured due to their physical condition (wet, moldy, fungus-infected).
5. Transfer of responsibilities
In the case of provisions related to the transfer of responsibilities, the actors of the records management process (non-governmental organization manager, administrator, records manager) shall be accounted for item by item on the basis of the records in case of termination, reorganization and personal change. A handover report must be prepared on the result of the settlement a Annex 4 Based on.
These regulations are published by the Association…. year, ……. unanimously.
FINAL PROVISION
These regulations come into force érvényes .. and are valid until revoked, the provisions of which must be observed by the members of the Association.
SAMPLE FILE
Annex 1. | Filing Scheme |
Annex 2 | FORM OF REGISTRATION STAMP |
Annex 3 | PROTOCOL FOR THE DISPOSAL OF DOCUMENTS |
Annex 4 | Delivery-acceptance protocol |
Annex 5 | REPLACEMENT SHEET |
Annex 1.
Filing Scheme
Archival item number | Name of the subject | Storage period |
ADMINISTRATIVE MATTERS | ||
1. | Founding documents (court papers, bank papers, NAV, CSO) | It cannot be discarded |
2. | Association regulations | It cannot be discarded |
3. | NAV, CSO investigation cases | It cannot be discarded |
4. | Professional plans | 15 yrs |
5. | Internal control matters | 10 years |
6. | Law enforcement matters | It cannot be discarded |
7. | Postal and telecommunications matters | 10 years |
8. | Procurement of stamps, use cases | It cannot be discarded |
9. | Registry, index | It cannot be discarded |
10. | Minutes of handing over and scrapping | It cannot be discarded |
APPLICATIONS | ||
11. | Application materials | It cannot be discarded |
12. | Financial clearance of tenders | It cannot be discarded |
events | ||
13. | Course matters | 10 years |
14. | Study trip matters | 10 years |
15. | Conference arrangements | 10 years |
PRESS AND ADVERTISING AFFAIRS | ||
16. | Advertising affairs | 5 years |
17. | Print media | 10 years |
18. | Publishing matters | 15 yrs |
19. | Record audio | It cannot be discarded |
20. | Photo, film, TV broadcast | It cannot be discarded |
FINANCES | ||
21. | Account management financial institution, signature notification | It cannot be discarded |
22. | Other bank account, signature notification | It cannot be discarded |
23. | bank statements. | 10 years |
24. | Checkout receipts, reports | 10 years |
25. | Transfer powers | 10 years |
26. | Annual budget of a non – governmental organization | 10 years |
27. | Investment, procurement matters | 10 years |
28. | Representation matters | 5 years |
ACCOUNTING MATTERS | ||
29. | Account Order | 20 years |
30. | Invoice Documents | 20 years |
31. | – trial balances | 20 years |
32. | Accounting balance sheet, income statement, (public report) | It cannot be discarded |
33. | Inventories | 15 yrs |
34. | Statistical data services | 15 yrs |
35. | Tax returns | 20 years |
LABOR AFFAIRS | ||
36. | Appointments and assignments involving duties | It cannot be discarded |
37. | Other personal matters | 10 years |
Other business | ||
38. | Inbox, emails | 20 years |
39. | Outgoing mail, e-mails | 20 years |
40. | Other 1-39. matters not falling under item | 5 years |
Dated ……………………… (place) , …… year, …… ..month,… .day
……………………………..
President of the Association
Annex 2
ORGANIZATION REGISTRATION STAMP
COINTAINS
Association: …………………………………………. | File number: Year |
Date: President: …… ..year …… month… day ………………………… (name) | |
Deadline: Number of attachments: Archival item number: ……………….. ……………………. …………………… |
Dated …………… (place) , ……. year, ……. month, …… day
………………………….
President of the Association
Annex 3
ADRIA INTERCULTURAL ASSOCIATION
Registration number: ………… .. (letter / registration number / year)
PROTOCOL FOR THE DISPOSAL OF DOCUMENTS
Made of ……………………………………………………………………… ..
(date, name of organization and name of premises)
Members of the Scrapping Committee:
Name, position
Name, position
Name, position
The scrapping was checked by: …………………………. (name, position)
Date of commencement of work: …………… .. (date, hour)
Date of completion of work:. (date, hour)
Legislation on which it is based:
1995 LXVI. Act on Public Documents, Public Archives and the Protection of Private Archives
Documents subject to scrapping:.
(name of the organizational unit, separately according to the year of the file, in ascending order of archival item number / registration number)
Original size: ………………… .. (number of documents to be discarded per sheet)
Number of discarded documents:. (kg / batch)
The members of the Scrapping Committee recommend the scrapping of the documents listed in the item-level list of records on page …… .. (from page to page).
In the course of our work, we acted in accordance with the relevant legislation.
Records designated for disposal will be destroyed after archival approval.
Dated as above.
………………………. | ………………………. | ………………………. |
(name, chairman of the scrapping committee) | (name, member of the scrapping committee) | (name, member of the scrapping committee) |
Date:
Association stamp
,
ADRIA INTERCULTURAL ASSOCIATION
Registration number: ………… .. (letter / registration number / year)
PROTECTION RECEIPT PROTOCOL
IN THE EVENT OF A PERSONAL CHANGE
Made of ………………………………………………………………………………… ..
(date, name of organization and name of premises)
Transmitter: ……………………………………………
(name of the person in charge of record keeping)
Head of Handover név. (Name) and ………………. (Position)
Received by:
(name of the person in charge of record keeping)
Head of Handover név. (Name) and ………………. (Position)
Documents subject to acceptance: …………………………………………………
(itemized file separately for each year, indicating the registration number and object, and the archival item number)
Reasons for handover: ………………………………………………………………… ..
(eg personal change, etc.) )
Dated as above.
…………………………………. ………………………………
name and signature of the transferee
company stamp
Appendix: ………… sheet REGISTRY
Made in 3 copies
1 e.g. Recipient
1 e.g. transferor
1 e.g. Archives
The appendix to the handover-acceptance record is made at the handover unit level: it can be item-level, warehouse-level, and piece-level. An important consideration in determining the transfer level is that the responsibilities of the transferor and transferee extend to the level of the transfer units.
E.g. In the case of archival handover, the handover takes place in storage units: box, volume, knot, etc .; the transfer takes place from the temporary archive to the central archive at item level; in the case of the transfer of an office of clerks, the transfer is required at the piece level.
Appendix 5.
ADRIA INTERCULTURAL ASSOCIATION
Serial number: …… (starting with 1) / ……. (Year number)
REPLACEMENT SHEET (Patrol)
HIGHLIGHTED DOCUMENT
archival location (archive name, shelf serial number, box / knot, etc.)… …………………………
registration number (lot number, other identifier / year) …………………………………………………
subject / name ………………………………… ……………………………. ……………………….
highlighting time (year, month, day) ……………………………………………………………………
purpose of highlighting (insight, lending, administration, attachment, copying) ………………
the registration number of the file on which the highlighting is based ……………………………………………
name of the person requesting highlighting ……………………………………………
name and signature of the person making the highlighting …………………………………
rental period (year, month, day)) ……………………………………………
time of return (year, month, day).
name and signature of the person making the return ……………………………………………
Made in 2 copies,
- s. copy will be replaced by a borrowed document
- s. copies will be handed over to the lessor