Record Management

Total Hours in Course81

Number of hours for lectures16

Number of hours for seminars and practical classes16

Independent study hours49

Date of course confirmation07.12.2021

Responsible UnitInstitute of Social Sciences and Humanities

Course developer

Sociālo un humanitāro zinātņu institūts

Kitija Kirila

Dr. oec.

Course abstract

Students acquire the necessary knowledge of document management and formatting in accordance with the legal and regulatory acts of the Republic of Latvia. The course develops an understanding of the stages of documentation - from the creation of a document to its transfer to an archive - provides knowledge of the specifics of document management in national and local authorities, and builds practical skills in drafting and formatting documents.
The aim of the study course: to develop knowledge and skills in organizing and implementing document management processes, as well as in preserving documents within an organization, in accordance with the requirements of the relevant legal framework.

Learning outcomes and their assessment

KNOWLEDGE
Demonstrate knowledge and understanding of the substance and basic terminology of document management, the relevant legal framework, and the influence of particulars and official marks on the legal validity of documents. (Individual task, group task, Test 1)
Demonstrate knowledge and understanding of the general technical formatting requirements and appropriate language usage in documents. (Individual task, Test 1)
Demonstrate knowledge and understanding of the system of administrative documents, the groups of documents it comprises, and their production and design requirements. (Individual task, Test 2)
Demonstrate knowledge and understanding of the requirements for drafting an original document and its derivatives. (Individual task)
Demonstrate knowledge and understanding of the requirements and principles for managing electronic documents. (Individual task, group task, Test 3)
Demonstrate knowledge and understanding of document files, their nomenclature, and archiving requirements. (Individual task, group task, Test 1)
SKILLS
Professional skills
Ability to develop appropriate document forms and documents and to ensure their legal validity. (Individual task)
Ability to produce documents in accordance with established procedures and design requirements. (Individual task)
Ability to produce a legally valid derivative of the original document and certify its accuracy in accordance with legislative requirements. (Individual task)
Ability to locate, understand, and practically apply relevant legal provisions in document management. (Individual task, group task, tests)
Soft skills
Ability to responsibly plan and complete the assigned tasks. (Individual task)
Ability to work effectively in a team, delegate responsibilities and coordinate their execution, and assume responsibility for the results of the group’s work. (Group task)
Ability to present the results of the work carried out and justify one’s opinion. (Individual task, group task)
COMPETENCE
Ability to produce documents belonging to the administrative document system, along with their legally valid derivatives, in compliance with the technical formatting and design requirements. (Individual task, tests)

Course Content(Calendar)

Expanded content of the programme (16 hours)
1. Importance and role of documentation and document management. (1 hour)
2. Legal acts governing document management. (1 hour)
3. Document management system. (1 hour)
4. Document. Production and design of documents (1 hour)
5. Legal force of a document. Document details, official marks. (1 hour)
6. Documentation of the management process. (1 hour)
7. Organizational documents. (1 hour)
8. Decisional documents. (1 hour)
9. Factual documents. (1 hour)
10. Correspondence documents. (1 hour)
11. Personnel documents. (1 hour)
12. Record keeping of applications, complaints and proposals. (1 hour)
13. Electronic document. (1 hour)
14. Production and certification of derivatives of original documents. (1 hour)
15. Preservation of documents. (1 hour)
16. Preparation of documents for further storage. (1 hour)

Topics and content of seminars and independent task (16 hours)
1. Independent task. Documents and forms. Drawing up forms. (1 hour)
2. Legal acts governing document management. (1 hour)
3. Influence of document details and official marks on the legal force of a document. (1 hour)
4. Test 1. The substance and basic terms of and the legal framework for document management. The influence of document details and official marks on the legal force of documents. Technical formatting requirements for documents and the language of documents. (1 hour)
5. Organizational documents. (1 hour)
6. Independent task. Decisional documents. (1 hour)
7. Personnel documents. (1 hour)
8. Correspondence documents. (1 hour)
9. Independent task. Development of correspondence documents. (1 hour)
10. Factual documents. (1 hour)
11. Test 2. The system of administrative documents, the groups of documents contained therein and the production and design thereof. (1 hour)
12. Independent task. Original documents and the derivatives. (1 hour)
13. Group task. Development of document circulation schemes (1 hour)
14. Group task. Development of a nomenclature of document files. Archiving (1 hour)
15. Electronic documents. E-signature. E-document circulation (1 hour)
16. Test 3. Electronic documents and signatures. Document management processes in an organization. Document files and the nomenclature thereof. An archive and archiving requirements (1 hour).

Part-time studies and part-time distance learning:
All topics specified for full time studies are accomplished, but the number of contact hours is one half of the number specified in the calendar.

Requirements for awarding credit points

A formal test is awarded if the student has attended lectures, as well as completed and passed individual and group tasks and tests.

Study process in part-time distance learning is organised in accordance with the Order of the Vice-Rector of Studies No. 2.4.-8/54 On distance learning procedures at LBTU. Study courses are scheduled for each semester according to the study plan. The students learn the topics included in the study course independently, using the materials created and placed by the lecturer in the e-studies (Moodle). Feedback on the learning of lecture and seminar topics in distance learning is organised in the form of self-assessment tests, discussion forums and individual tasks, as well as in face-to-face or online consultations, lectures and final examinations according to the timetable.

Description of the organization and tasks of students’ independent work

Individual and group tasks, research assignments or other assignments relevant to the topics covered during classes have been completed and a formal test has been earned.

Criteria for Evaluating Learning Outcomes

Individual tasks are assessed according to the quality requirements for an assignment.
The student can earn a formal test on a test if at least 50% of the questions in the test have been answered correctly.

Compulsory reading

1. Dokumentu izstrādāšanas un noformēšanas kārtība: MK 2018.gada 4.septembra noteikumi Nr. 558. Pieejams: https://likumi.lv/ta/id/301436-dokumentu-izstradasanas-un-noformesanas-kartiba
2. Dokumentu juridiskā spēka likums: Latvijas Republikas likums. Pieejams: http://likumi.lv/doc.php?id=210205
3. Franks P.C. Records and Information Management. Second edition. Chicago: ALA Neal-Schuman, 2018. 424 pp. eBook. Pieejams elektroniski LBTU EBSCOhost datubāzē: https://ej.uz/8152
4. Janitēna Z. Ievads dokumentu pārvaldībā. Rīga: Lietišķās informācijas dienests, 2017. 238 lpp.
5. Kalve I. Elektroniskie dokumenti un informācija lietišķajā pasaulē. 1. daļa. Praktisks ceļvedis elektronisko dokumentu un parakstu pasaulē. Rīga: Biznesa augstskola Turība, 2025. 282 lpp.
6. Kalve I. Elektroniskie dokumenti un informācija lietišķajā pasaulē. 2. daļa, No papīru kaudzēm uz efektīvām DID plūsmām: ieteikumi elektroniskai dokumentu apritei un pārvaldībai. Rīga: Biznesa augstskola Turība, 2025. 240 lpp.

7. Urtāne R. Dokumentu pārvaldības rokasgrāmata: dokumentu paraugi un uzdevumi lietvedības speciālistiem: mācību materiāls vidējās un augstākās izglītības programmām. Jelgava, 2015. 40 lpp.

Periodicals and other sources

1. CILVĒKS. VALSTS. LIKUMS. Portāls par Latviju un mums Latvijā. Palīgs tiesību aktu izpratnei. Pieejams: https://lvportals.lv/
2. Documents in foreign languages. Pieejams: https://www.ur.gov.lv/en/documents-in-foreign-languages/
3. Dokumenti svešvalodā. Pieejams: https://www.ur.gov.lv/lv/dokumenti-svesvaloda/
4. Interinstitutional Style Guide. Pieejams: https://publications.europa.eu/code/en/en-000100.htm

Notes

Restricted elective study course in the ESAF academic bachelor's study program "Sociology of Organizations and Public Administration".
Free-choice course for LBTU basic study programmes.

Atsauksmes