ARHIVSKI VJESNIK 41. (ZAGREB, 1998.)

Strana - 76

S. Nikolovska, B. Asprovska, S. Dragićević, 0. Hiev, The integrated information system of the Archives of Macedonia, Arh. vjesn., god. 41 (1998), str. 67-86 Decisions on working with holders - For every employee in the Sector for inspection supervision and protection of archive material at the holder's site, two decisions are prepared: 1. Decision on appointing a holder, and 2. Decision on annual visits to the holders. Based upon these decisions, the employee attains an absolute access to the holders who are allocated to him with the decision (No. 1). Submitted by-laws from holders - For every holder, normative by-laws of the holder and submitted decisions on the establishing of committees at the holder are entered, forming an integral part of the holder's file. Visits - The visits are divided into 3 categories: regular, control and advisory. Regardless of the category of the visit, the responsible officer makes a protocol about the visit in all cases. After entering the notification for the visit to the specific holder, the responsible officer prepares a protocol from the visit with the determined situation and the deadlines that were given. These inspections enable a monitoring of the given deadlines for correction of the determined defects. Destruction - By entering received requests for destruction of documentary materials with expired storage deadlines from the specific holder, the responsible officer has an overview of all received requests for approval for the destruction of documentary material, and after the documentary material is reviewed, an approval is prepared for its destruction. The reviews make it possible to prepare a summary of destroyed documentary material per holder for every year. Furthermore, the review of the specific holder provides data about how much and when worthless documentary material was destroyed, according to the issued approvals. Plans for archival marks and lists - The received plans and lists are entered automatically for each holder in the general part. Changes and supplements to the plans and lists (especially in the separate part) are entered depending upon the organization. By issuing an approval for their implementation, reviews can be made of received plans and lists for the specific year, and a review of received plans and lists for a specific holder. Descriptions and inventories of archive materials - The descriptions and inventories of archive materials for every holder must be entered by the direct operators. This facilitates to a large extent the admittance of archive materials and comparison of descriptions and inventories per specific holder, year and admitted archive materials. The reviews make it possible to get insight into the received inventories for every year, while the review per holder enables insight into all received inventories. Admittance of archive materials to the Archives - Committee admittance of archive materials from a specific holder, after the final protocol is made, means automatic transfer of all entered data into a specific fond at the repository or its documentation as a new fond. Thus, this system is connected to the DEPO subsystem. 76