Management of documentary materials is a very important task. For a successful and effective business with documentary materials, knowledge of the employees, who take care of the documents, their consideration of legal foundations, proper record keeping and, of course, proper and correct storing of document materials is important.
The study within the framework of the thesis was performed at the elementary school of Ivan Cankar in Vrhnika. The purpose of the thesis is to analyze the deficiencies in the archive room, present them to the organization and to propose possible solutions. Elimination of deficiencies in the archive room will enable safer and longer lasting keeping of the archive materials and quicker finding of the desired document. The goal was to examine the process of protecting and storing the documents and to propose possible solutions to improve the protection and storage of the documents.
The method of a case study was used in the elementary school. The results show insufficient technical equipment, spreading of the materials on shelves, depositing the materials on the floor where they do not belong, too high temperature, and inappropriate lighting of the room. To achieve the objective of the proper storage of the materials and appropriate technical equipment there needs to be some constant education of the employees, consideration of the legal foundations, ensuring devices for fire detection, burglary and water leakages, ensuring thermometer and hygrometer, continuous monitoring and recording of temperature and humidity, and the provision of the adequate lighting of the room.
Organizations need to bear in mind that the archive is not only a room which the materials are deposited in. It is the room that contains all the relevant information and data from the beginning of the establishment to the current operations. It is important that documentary materials are kept properly, and their safety has to be ensured.
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