ARHIVSKI VJESNIK 41. (ZAGREB, 1998.)

Strana - 78

S. Nikolovska, B. Asprovska, S. Dragićević, O. Iliev, The integrated information system of the Archives of Macedonia, Arh. vjesn., god. 41 (1998), str. 67-86 tion is prepared of the archive books, a summary inventory, i.e. technical processing of microfilmed materials. Within the framework of the fond, numbers are generated for the archive books and boxes. Thereby a short description is prepared of the contents of the fond and of the creator of the fond. Fond processing - For processing the fond/collection, the decision also specifies the information means which needs to be prepared: an analytic inventory or e regest. The serial number of the archive unit from the archive box is generated automatically. Compilation and processing reports - The application is intended for the heads of the Compilation and Processing Sector, for facilitating the monitoring of decisions for compiling, respectively processing, of the fond, of the deadlines for completing work based on the norms and standards for working with a fond, and the direct performing of the appointed tasks. Receipts - In compliance with present practice, two types of receipts are defined: for taking over and returning archive materials. After receiving the decision, the officer fills in a receipt for taking over archive materials, with an inventory of work operations, quantity and border years. The receipt is transferred to the manager for confirmation, and after this to the repository for execution. Worthless documentary materials - The selected documentary material is inventoried and destruction is suggested. Upon the proposal from the committee for issuing approvals for destruction, the data is transferred to the repository to be taken over and destroyed. Protocol on admitting a compiled/processed fond - After the planned work on the material is finished, it is admitted to the repository by a committee. As part of this application there is a men with an inventory (with signatures) of damaged archive materials which are proposed for treatment. When the fond is admitted to the repository, the archive officer loses all his privileges, and all entered data are taken over automatically. After the fond is admitted to the repository, the officer can no longer make any corrections to the entered data until the moment a new decision is made for higher stages of work or for supplementing with newly arrived materials. Fond and inter-fond searches in archive materials - Within the application a set of key words (sentences) is defined, with logical AND and OR search functions. The possibility exists to search per specific fond and within the framework of the complete database. 78