Chancery instructions of the Catholic University of Lublin, and the instructions of Maria Curie-Skłodowska University and the University of Silesia in Katowice. Comparison of chancery norms

Tomasz Nowicki

Abstract

Modern chancery of case records is run using the chancery system based on registering particular cases. This system is built on three important chancery-archive norms, which include chancery instructions, a uniform list of records (which is often the annex to chancery instructions) and archival instructions. Without these regulations the smooth functioning of a modern chancery and an institutional archive (records repository) is almost impossible. Chancery instructions are the ones which play an important role, as their primary function is to establish the rules and procedures for performing chancery tasks in the institution and to standardize the handling of documentation produced by the institution. The proper design of this normative undoubtedly improves the functioning of institutions, optimizes document management processes, contributes to rationalization and improvement of documents flow within the organization, and streamlines and accelerates the process of performing things. This norm is also needed in higher education, especially at universities. Chancery of the university (understood as a whole organizational unit performing formal and substantive chancery tasks), due to extensive structure of such an institution, is heavily fragmented. It is a legal requirement to have properly constructed chancery instructions (but also other norms) in the case of state universities. In the case of the Catholic University of Lublin John Paul II there is no legal coercion, but certainly the advantages of using these norms were the basis for its introduction by the Rector of the Catholic University 21 December 2001. The article presents the comparison of the introduced chancery instructions  with similar norms in two Polish universities, namely Maria Curie-Skłodowska University, and the University of Silesia. The most important finding of this comparison is recognition of the necessity of issuing new chancery regulations at the Catholic University of Lublin.