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What is an archival nomenclature?

The archival nomenclature is an essential document for managing archives in companies and public institutions, classifying documents and setting their retention periods. An archival nomenclature is created based on the company’s organizational structure, for each existing department.

The preparation of the archival nomenclature thus aids in the legal and efficient organization, retention, and disposal of documents within the archive. The obligation for all public institutions and private companies to create an archival nomenclature is regulated by the Archives Law No. 16/1996, under the chapter "Obligations of Archive Creators and Holders," Article 8.

Archives nomenclature | ArchivIT

Why is it important to have an archival nomenclature?

  • The nomenclature helps companies and institutions comply with legal regulations on document archiving, avoiding penalties from the National Archives, which, according to Article 37 of Law No. 16/1996, can range from 1,000 to 25,000 lei.
     

  • This tool facilitates efficient archive organization. Clearly specifying document retention periods allows for the timely and legal removal of documents from the archive once their retention period has expired.
     

  • A well-implemented archival nomenclature project reduces archive management and storage costs by eliminating documents with expired retention periods on time.
     

  • The nomenclature also supports the management of documents containing personal data by ensuring the timely removal of data no longer necessary and for which there is no consent to retain. Moreover, avoiding the unnecessary retention of documents containing personal or sensitive data can prevent legal risks or potential security issues.

The steps in creating an Archival Nomenclature

  1. The organizational structure of the company is evaluated to establish the succession of the creating departments and to set up an archival nomenclature structure that complies with legal requirements.
     

  2. The types of documents created by the departments are identified and grouped according to their importance, based on discussions with their representatives to avoid omitting any category. These discussions are essential for understanding the specifics of the company and for comprehending the practical value of various types of documents.
     

  3. The retention period for each type of document is defined in accordance with the current legislation applicable to the company's field of activity and the practical value of the documents in its operational flow.
     

  4. The Archival Nomenclature is approved by the company's management based on the approval minutes of the nomenclature project prepared by the organization's selection committee.
     

  5. The nomenclature is endorsed by the National Archives following the submission of documentation to the County Service where the company's headquarters are registered.
     

  6. The nomenclature is integrated into the organizational flow through the implementation of clear procedures and is periodically reviewed, if necessary.

The benefits of creating the nomenclature with the help of an archival specialist.

  • You save time – Creating a nomenclature involves knowledge of specific archival aspects. This is why the advantages of collaborating with archivists from Archivit, who are familiar with legislation and technical requirements, are essential, reducing the time needed to develop the nomenclature. For example, when establishing the retention periods for documents, a series of regulations outlined in the Civil Code, the Penal Code, the Administrative Litigation Law, and Law No. 82/1991 on Accounting, along with subsequent amendments, must be considered. The level of training of Archivit specialists and their experience accumulated over the years speeds up the process of developing and approving the archival nomenclature.
     

  • You save money – By timely disposing of documents with expired retention periods, the costs of managing and storing the archive decrease.
     

  • You quickly find documents – Consider how important it is to access documents promptly in the case of audits or inspections from authorities, or during a financial statement, reorganization, etc.
     

  • You eliminate legal risks that may arise from the unjustified retention of personal and sensitive data.

Who needs an Archival Nomenclature?

  • Public institutions (such as municipalities, county councils, ministries, courts, judges, pension funds, social assistance departments, libraries, museums, trade unions, school inspectorates, and various state associations and organizations) are required to create and implement an Archival Nomenclature from the perspective of identifying and preserving documents that are part of the National Archival Fund in optimal conditions. Until these documents are handed over to the National Archives, they must be preserved and prepared according to legal requirements to ensure their longevity for future research by new generations.
     

  • The utility of a nomenclature is also essential for companies in various industries, such as financial (banks, insurance companies, accounting and audit firms, investment funds, etc.), legal (law firms, notary offices, judicial executors, etc.), medical (clinics, hospitals, pharmacies, private laboratories), educational (kindergartens, schools, high schools and private universities, private research institutes, etc.), and human resources. Of course, this list is not exhaustive.
     

  • Even smaller companies can benefit from more efficient document archiving and compliance with archival legislation and personal data protection laws. This includes individual practices in various professions, translation offices, etc.

Model of Archival Nomenclature

The Archival Nomenclature includes all categories of documents created by a public or private company—from legal and financial documents to operational documents, correspondence, technical or medical documents.
 

The retention periods included in an Archival Nomenclature are determined based on the specific legislation applicable to the company's field of activity, as well as accounting legislation and the practical value of the document within the organization. For example, the retention periods for accounting documents differ from those for human resources documents, notarial documents, etc.
 

Below you will find a generic model of an Archival Nomenclature.

Archivist nomenclature model

Updating and Revising the Archival Nomenclature

It is very important to periodically update the archival nomenclature in accordance with legislative or operational changes and any significant shifts in the company’s workflow. This ensures that there are no documents left out of the nomenclature that cannot be assigned a specific classification and retention period, or, conversely, that documents no longer created after a certain period are not still being recorded. For example, in the case of invoices generated electronically to be uploaded to SPV (Virtual Private Space), the storage format will change from physical to electronic—a note that must also be reflected in the nomenclature. The handling of electronic documents will be the same as for physical documents, necessitating their classification within the nomenclature as well.
 

Archivit provides archival nomenclature review and update services to ensure the company’s continuous compliance with both legislative and internal changes.

How can Archivit help you?

  • Specialized consultancy for preparing the archival nomenclature.
     

  • Preparation of the nomenclature for clients who store their archives with Archivit.
     

  • Comprehensive archive management services, from developing the nomenclature to organizing selection and destruction of archives, following confirmation from the National Archives.

Frequently Asked Questions (FAQ) about the Archival Nomenclature

  • How long do I need to keep a financial document?

Retention periods for financial documents vary by type: 50 years (payrolls), 10 years (invoices), 5 years (receipts), and 2 years (cash register rolls). Documents created from 2023 onwards are kept for 5 years, calculated from July 1 of the year following the end of the financial year in which they were issued.
 

  • Who is responsible for creating the Archival Nomenclature in a company?

The secretary of the selection committee initiates and organizes the creation of the Archival Nomenclature.
 

  • Can I use a generic nomenclature?

No, the Archival Nomenclature must be created by each document creator specifically for their own documents.
 

  • When should I update my nomenclature?

The Archival Nomenclature is not updated annually but only when changes occur in the document creator’s structure. If new departments are established, the nomenclature is updated with their names and any newly created files. If departments expand their activities by creating new types of documents not originally listed, the Archival Nomenclature is supplemented with these new document types.
 

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