Key Benefits:
Bs. As. 2/2/66
VISTO the need to establish a uniform criterion for the classification and registration of documents entering the different units of the State and, maintain a single number, granted by the Share of Origin, and
CONSIDERING:
Article 29 of Act No. 16.662 empowers the executive branch to take measures to rationalize a permanent and systematic nature, in centralized agencies and State enterprises;
That such measures should aim to improve administrative efficiency by reducing costs and simplifying services, in relation to the need and usefulness of such services;
The dictation of sufficiently comprehensive rules is essential, enabling them to meet the needs of each agency;
Therefore,
The President of the Argentine Nation,
Decrete:
Article 1 - The attached "Regulation for Tables of Entry, Departures and Archives", which is an integral part of this decree, whose compulsory and effective compliance in the jurisdiction of the Ministries, Civil State Secretariats, decentralized agencies and State enterprises.
Art. 2nd . The rules referred to in paragraph III, item 9, shall apply from the sixty (60) days of the date of publication of the present decree.
Article 3. The services of check-in, check-out and archive tables shall, within sixty (60) days, communicate, through the respective Organization and Methods Service, to the National Budget Office of the Ministry of State of Finance, to have complied with the provisions of the Regulations approved.
Article 4. Default of Annex III to Decree No. 15,650/54
Art. 5o This decree will be endorsed by the Minister Secretary in the Department of Economics and signed by the Secretary of State of Finance.
Art. 6°... Contact, post, give to the National Directorate of the Official Register and archvese. ILLIA . Juan C. Pugliese . Carlos A. García Tudero.
PROCEDURE FOR MESAS OF AGAINST, LIFE AND ARCHIVO
I designations and functions
1. In the Ministries, Civil State Secretariats, Decentralized Entities and State Enterprises, there will be a Bureau of Entry, Departures and Archives, in accordance with the organic-exercise agreement that assigns to it the structure approved by the Executive Branch, which in the course of this Regulation will be called the Bureau of Entry.
2. They will be functions of the Check-in Table Service:
2.1. Receiving, opening, sorting, registering, enforcing, filing, starting the process and distributing submissions or correspondence addressed to the agency.
2.3. Draw the units responsible for their classification, distribution or storage, books, brochures and other printed materials.
2.5. Address the classification and distribution of files and other documents for other agencies of the Public Service; as well as those for the issuance of correspondence, commissioned, etc.
2.7. Intervene in the process related to the breakdown and aggregation of proceedings, views and notifications, where available, and in the preparation of orders, notes and communications that originate as a result.
2.9. File with or without a word and terminate the files and other documents, where appropriate authority, monitor the order and security of the archive and destroy, in accordance with the existing rules or to which they are issued, the documents that have been lost and that are not valid.
2.11. Provide information related to the fate of files in the file database enabled for this purpose.
2.13. Ensure compliance with tax, sealing, tariffs, etc. provisions where such a function is expressly entrusted to the respective Service.
2.15. To monitor compliance with the provisions of the present Regulations, returning the documentation that does not conform to it, making known to whom the transgressions or errors are acquired, so that they are corrected without delay.
2.17. Develop biannually, for the agency ' s superior authority, reports, partial or total, concerning the files in process.
II - Reception of Documentation
3. The Check-in Table Service will verify whether the receipt of the file is appropriate, according to the turn. You will also review the foliage to determine if your number is correlative.
In the event that the reception does not correspond, whatever the reasons, it must be returned to the place of origin, in accordance with paragraph 2.15 above.
4. The Service concerned shall accept the submission of writings, provided that they meet at least the following formalities:
4.1. That the matter corresponds to the jurisdiction of the receiving agency.
4.3. That the present is clearly identified.
5. When a presentation does not keep style, it will abstain from registering and if it is rejected for any reasonable reason, it will be returned to the person concerned, giving him to know the circumstances of such a proceeding, explaining in a verbal or written manner, as appropriate, the terms in which petitions, complaints, etc. should be addressed to the national authorities.
6. The receipt cards for the interested parties shall be delivered personally to the presenters, against the respective writing as the sole record; with it they may request reports on the status of the records, in the Ticket Bureau Services in which they are processed.
Provining the writings of other distributions will be given the record that is treated, when requested.
When the performance is initiated by correspondence receipt the card will be forwarded to the interested party via the same channel.
III. Classifications
7. The documents that enter the Entrance Table Service shall be classified as: "Expedient", "Internal Procedures" and "Impresses".
7.1. Records: This denomination shall be assigned to the writings which require a resolution.
7.3. Internal Procedures: This reference will be for those brief internal and routine matters, whose registration is indispensable, prohibiting the use of folder or cover; for these cases the multiple classification registration system will be used.
7.5. Prints: It includes all bibliographic material and, in addition, information on statistical data through forms, resulting in classification, distribution or storage units.
8. It shall register, as a "Secret", "Confidential" or "Reservation" the documentation that has been considered as such, in accordance with the legal provisions, or as determined by the competent authority.
Such actions shall be formed and recorded with the personal intervention of the head of the respective Service or its legal replacement. The processing of these documents shall be done with the security required by the assigned nature.
9. The number with which a file is initiated will be preserved through successive proceedings, regardless of the agencies involved in its proceedings.
No other number or identification system other than the one assigned by the initiating agency of the file is prohibited from registering in the file.
10. The files will be reconciled in bodies that do not exceed two hundred (200) foxes, except in cases where such a limit compels to divide writings or documents that constitute a single text.
The documents that form them shall be reconciled by order of date, being understood for this purpose that is considered as the date given by the Bureau of Tickets when the receipt of the writing occurs.
IV.
11. All actions must be folied to ink, by correlative order, using foliador seal, which will be stamped at the upper right angle of the foil. The unit that transmits a performance shall be obliged to perform this operation, which shall be controlled by the receiving unit.
11.1. All copies of reports, provisions, resolutions, decrees, etc., which are added to a file shall bear the same folio number as the original, without prejudice to the numbering of foils corresponding to it in the correlative order.
11.3. For no reason can the foliatura of the proceedings be altered, which will be retained until the completion of the process and period of archive. Foliation errors should be saved in the fox mistakenly numbered.
11.5. Any foil that is incorporated shall be written only once the number of internal file or procedure, which shall be transcribed at the upper right angle.
V. Aggregation and breakdown
12. It is stated that the term "Add" and its derivatives indicate that one file is incorporated into another to form part of it, losing its own individuality while such a situation persists.
The terms of "Acumular without Adding", "Add by Cuerda Floja" or "Por Cuerda Separada", by "Agregar sin Acumular" are replaced.
13. The files and other documents of one or more foils that are added to another will retain their original foliation, but they will be considered as a single foil for the purpose of integrating the main file. In this case, the order provided by the aggregation should mention the number of sheets that integrate the aggregate file; it is recorded in both bodies and in the corresponding part of the main folder.
If other documents are subsequently added, they will be numbered in the form indicated in paragraph II, from the number corresponding to the last aggregated sheet.
14. When the files are accompanied by backgrounds that cannot be incorporated by their volume, so many packages will be made as many as necessary, to which they will be given a clarification that says: "Annex No...to file No..." and on the folder of the file will be written "With ...Annexos".
15. Preferably the task of "aggregation" will be carried out by the Check-in Table Service; if arranged by internal units, they will give notice of it, in the day, to the Service mentioned, for its relevant registration.
All folder or cover of a file added to a principal must be kept in the body of the proceedings.
16. When the breakdown is of a file, the order will also mention the number of foxes of it.
Any file sheet or document of any kind added to it may only be broken down after the written order of the competent authority, in which case the decree ordering the breakdown should clearly indicate the number of leaves to be withdrawn and the reason for doing so.
17. If the broken sheet or broken sheets are considered to be important for the subsequent processing of the file, they will be left authenticated; otherwise, a form will be used to replace the disaggregated documentation and will contain the numbering of the sheet where the order that ordered the breakdown is found, the mention of the contents of the breakdown and other data necessary for its individualization.
18. Disaggregations of files and internal procedures shall observe the procedure set out in paragraph 15.
19. When internal files and procedures are instituted with broken sheets, they will be preceded by a record issued by the Bureau of Entry, with the mention of the proceedings from which they proceed, of the amount of foils with which the new one begins and the reasons for doing so.
20. When a writing of any kind is received, which refers to a file being processed in internal units, it must register as "Corresponde" of the same and without a folder or order will be forwarded to add to its background.
If the file referred to in the writing had come out of the body, the internal unit that had the last intervention in the main file, which will indicate the procedure to be followed, will be turned to the internal unit.
VI. Transmission and Elements Control
21. The Check-in Table Service, once the check-in is registered and the files are rotated, will keep up-to-date the movement of the same in the check-outs, on the basis of communications, referrals, etc., that the different units will have to make them known in the day.
22. In order to avoid unnecessary twists, the internal units, when they receive files in which they do not have to intervene, will send them directly to the unit that competes, giving account of this to the Check-in Bureau, for registration of their new destination.
23. For its unfolding, the Ticket Table Services will use the following elements:
23.1. Folder or cover.
23.3. Numerical sheet.
23.5. Alphabetical chart.
23.7. Card for the interested.
23.9. Roundtable of the file.
24. Without prejudice to the above-mentioned elements, others may be used in accordance with the study that is carried out, in accordance with the existing rules and procedures on forms.
VII . Reports, Views and Notifications
25. Reports on the status of matters in progress should be limited to the indication of the unit where they were settled.
In no case shall any written order of competent authority be given knowledge or news of the content of the proceedings.
26. Only interested parties or their agents and/or legal representatives may be taken into consideration, upon verification of their representation and registration of their powers, where appropriate. If the hearings were arranged on an ex officio basis, they will be carried out by the providing unit. In the case of hearings requested by the parties concerned, the competent authority, in granting it, shall indicate the limitation of the case, as well as the unit responsible for its implementation.
27. The notifications may be:
27.1. Personals, in which case the persons concerned, their agents and/or legal representatives shall take the written notice of the resolution or resolutive order, in the record that motivates it, leaving the sufficient records of the fact.
27.3. By letter certified with notice of return and other means, forwarding to the data subject a copy of the resolution or resolute order by informing the same one given by notified.
28. The requirements for the application of reports, data supplies, etc. will be implemented directly by the providing internal unit, or, if available, by the Input Table Service.
29. Where urgent reasons require it, the comfort necessary to answer writings, to take notes, etc., shall be provided to those interested who come in the light of the provisions of this chapter.
VIII - General Provisions
30. The agencies will be able to adapt this Regulation by providing prior intervention to the Organization and Jurisdictional Methods Service, who will have to inform the General Directorate of Organization and Methods of the National Budget Office of the National Budget Office of the appropriateness, for the purpose of its possible application in other agencies.
31. The chiefs of the Bureau of Entry, Departures and Archives shall be directly responsible for the implementation of the provisions contained in these Regulations and for the appropriate rules and procedures.
