Course code VadZ1019

Credit points 2

Record Management

Total Hours in Course80

Number of hours for lectures16

Number of hours for seminars and practical classes16

Independent study hours48

Date of course confirmation07.12.2021

Responsible UnitInstitute of Social Sciences and Humanities

Course developer

author Sociālo un humanitāro zinātņu institūts

Kitija Kirila

Dr. oec.

Course abstract

Students acquire the necessary knowledge of management and formatting of documents in accordance with the legal and regulatory acts of the Republic of Latvia. The course builds up an understanding of the stages of documentation from the creation of a document to its transfer to an archive, knowledge of the specifics of management of documents at national and local authorities as well as practical skills in drawing up and formatting documents.
The aim of the study course: to build up knowledge of and skills in the organisation and implementation of document management processes and the preservation of documents in an organisation in accordance with the requirements of the relevant legal framework.

Learning outcomes and their assessment

KNOWLEDGE
Demonstrate the knowledge and understanding of the substance and basic terms of and the legal framework for document management, the influence of particulars and official marks on the legal force of documents. (Independent task, group task, Test 1)
Demonstrate the knowledge and understanding of general technical formatting requirements for documents and language usage in documents. (Independent task, Test 1)
Demonstrate the knowledge and understanding of the system of administrative documents, the groups of documents contained therein and their production and design requirements. (Independent task, Test 2)
Demonstrate the knowledge and understanding of requirements for drawing up an original document and its derivatives. (Independent task)
Demonstrate the knowledge and understanding of the requirements for and principles of managing electronic documents. (Independent task, group task, Test 3)
Demonstrate the knowledge and understanding of document files and the nomenclature thereof and archiving requirements. (Independent task, group task, Test 1)
SKILLS
Professional skills
Ability to develop appropriate document forms and documents, giving them legal force. (Independent task)
Ability to produce documents in accordance with the procedures and requirements for document design. (Independent task)
Ability to produce a derivative of the document original with legal force and certify its accuracy in accordance with the requirements of the legislation. (Independent task)
Ability to find, understand and practically apply relevant legal provisions to document management. (Independent task, group task, tests)
Soft skills
Ability to responsibly plan the completion of the assignments given. (Independent task)
Ability to work effectively in a team, delegate responsibilities and coordinate the performance thereof, as well as assume responsibility for the results of the group's work. (Group task)
Ability to present the results of the work carried out and argue the opinion. (Independent task, group task)
COMPETENCE
Ability to produce documents belonging to the group of documents included in the administrative document system, their derivatives with legal force in compliance with technical formatting and design requirements for documents. (Independent 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).

Requirements for awarding credit points

The student can earn a pass mark (taking a formal test with a mark) if lectures have been attended as well as independent task and group task have been performed.

Description of the organization and tasks of students’ independent work

The independent task and group task assigned, research assignments or other assignments given have been performed in alignment with the topics covered in classes and a mark has been earned.

Criteria for Evaluating Learning Outcomes

The netting rating shall consist of:
• Independent task “Documents and forms. Drawing up forms.” (10%)
• Independent task “Order documents”. (10%)
• Independent task “Drawing up correspondence documents”. (15%)
• Independent task “Original documents and the derivatives”. (5%)
• Test 1 “Substance and basic terms of and the legal framework for document management. The influence of particulars and official marks on the legal force of documents. Technical formatting requirements for documents and the language of documents.” (20%)
• Test 2 “The system of administrative documents, the groups of documents contained therein and the production and design thereof.” (20%)
• Test 3 “Electronic documents and signatures. Document management processes in the organization. The nomenclature of document files. An archive and archiving requirements.” (20%)

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. Janitēna Z. Ievads dokumentu pārvaldībā. Rīga: Lietišķās informācijas dienests, 2017. 238 lpp.
4. Kalve I. Dokumentu pārvaldība no A līdz Z. Rīga: BA "Turība", 2013. 316 lpp.
5. Urtāne R. Lietvedības darba organizēšana. Rīga: LAC, 2009. 268 lpp.
6. Wiggins B. Effective Document and Data Management: Unlocking Corporate Content. 3rd ed. Farnham, Surrey: Routledge, 2012. 246 pp. eBook. Pieejams elektroniski LLU EBSCOhost datubāzē: https://ej.uz/3562

Further reading

1. Arhīvu likums: Latvijas Republikas likums. Pieejams: https://likumi.lv/ta/id/205971-arhivu-likums
2. Dokumentu izstrādāšanas un noformēšanas vadlīnijas. Pieejams: https://www.tm.gov.lv/lv/media/7605/download
3. Elektronisko dokumentu likums: Latvijas Republikas likums. Pieejams: https://likumi.lv/ta/id/68521-elektronisko-dokumentu-likums
4. Yeo G. Records, Information and Data: Exploring the Role of Record Keeping in an Information Culture. London: Facet Publishing, 2018. 208 pp. eBook. Pieejams elektroniski LLU EBSCOhost datubāzē: https://ej.uz/u358
5. Korčagins E. Darba attiecības no A līdz Z: darba attiecību dokumentu paraugi, darba aizsardzības dokumentu paraugi, jurista skaidrojumi par darba tiesībām. Rīga: Tehnoinform Latvia Info Tilts, 2018. 262 lpp.
6. Sieben A. E-Government: Perspectives, Challenges and Opportunities. New York: Nova, 2020. 168 pp. eBook. Pieejams elektroniski LLU EBSCOhost datubāzē: https://ej.uz/qd5v
7. Urtāne R. Dokumentu pārvaldības rokasgrāmata: dokumentu paraugi un uzdevumi lietvedības speciālistiem: mācību materiāls vidējās un augstākās izglītības programmām. Jelgava, 2015. 40 lpp.
8. Važa S. Dokumentu pārvaldība (lietvedība): uzdevumi un dokumentu paraugi/ Mācību līdzeklis. Rīga: Rīgas Tirdzniecības tehnikums, 2011. 64 lpp. Pieejams: http://www.rtpv.edu.lv/spaw/uploads/files/Dokumentu_parvaldiba.pdf
9. Zemgale A. Komersanta arhīva pārvaldība. Rīga: Info Tilts, 2014. - 198 lpp.

Periodicals and other sources

1. Documents in foreign languages. Pieejams: https://www.ur.gov.lv/en/documents-in-foreign-languages/
2. Dokumenti svešvalodā. Pieejams: https://www.ur.gov.lv/lv/dokumenti-svesvaloda/
3. Interinstitutional Style Guide. Pieejams: https://publications.europa.eu/code/en/en-000100.htm

Notes

Elective study course in the ESAF academic bachelor study programme “Sociology of Organizations and Public Administration”.
Elective study course in the LLU undergraduate study programmes.