Below is a brief description of how the legislature’s intentions with regard to public documents and their registration are fulfilled.
Why do we keep records?
Insight
The register records who initiated the case, what the case concerns and usually who has the documents for the case. That way documents can be produced quickly if someone asks to see them. This could be an employee, someone from another authority, the person to whom the case relates, the general public or representatives of the media.
Order
The purpose of record-keeping is to keep the department's/office's documents in good order.
Keep the case documents together from start to finish
All documents in a case are connected to some extent. In some cases it may only be a form containing a request and a decision. In other cases, it is an investigation that begins with a directive, undergoes internal consultation and ends with a decision. The individual form has a number. All documents in the larger case have the same reference number, although it contains several documents.
Archiving
The decimal notation used on the documents specifies how they will be archived.
What do we record?
We log postal mail and emails that are public documents (documents received, distributed or prepared) and which cannot be organised otherwise. Examples of these include letters. Examples of documents that can be organised otherwise include forms.
You can read about public documents on the page entitled Public access and confidentiality.
How do we keep records?
By checking what postal mail or emails concern and classifying them using decimal notation according to their content.