pledoarie pentru dosarul de caz

In Romania, in linii generale, suntem invatati sa pune hartile ,,pe probleme” si astfel sa constiuitm dosarul.  Problema este ca in foarte multe cazuri exista o alternativa mai buna, chiar daca, aparent, ceva mai scumpa din punct de vedere al rechizitelor: dosarele de caz.

Un dosar de caz, dupa definitia care apare si in Moreq2, este un ,,dosar care se referă la una sau mai multe operațiuni desfăşurate total sau parțial de o manieră structurată sau parțial structurată, ca rezultat al unui proces sau a unei activități concrete.” Complet neinteligibil, nu-i asa?😀

Un caz tipic este cel al dosarelor personale. Categoria/clasa este ‘dosare personale’. La nivel de persoana, este dosarul particularizat prin numele individului.  Acestea este un dosar de caz. Toate dosarele de caz de un anumit tip au un set de informatii continute care sunt similare (adica,  sunt acelasi date cerute, individualizate insa pentru fiecare individ).  O alta caracteristica este ca procesele care genereaza dosarele de caz sunt repetitive si similare ca activitati.  Alte caracterstici (tot dupa Moreq2):

  • sunt numeroase
  • sunt structurate sau în parte structurate
  • sunt folosite sau administrate în cadrul unor procese cunoscute şi pre-determinate
  • trebuie să fie păstrate pentru anumite perioade de timp, ca rezultat al legislației sau reglementărilor
  • pot fi deschise şi închise de practicieni, utilizatori finali sau sisteme de procesare a datelor fără a fi nevoie de aprobarea conducerii

Ce cazuri ar fi in care folsoim dosare pe probleme si cred eu ca ar trebui sa favorizam dosare de caz? De pilda, atunci cand obtinem carnetul auto. Sau autorizatiile de constructie: este absurd sa le clasam (cum fac unii) intr-un dosar. Autorizatiile trateaza obiective diferite ca valoare. Daca sunt toate legate la un loc, nu vei putea face selectionarea; daca sunt separate, pe obiective, se va putea retine o parte dintre  acestea, cu obiective relevante, peste o anumita valoare etc. Daca revii cu  modifiare peste un an, se va putea conexa exact la dosarul initial, nu la alt dosar din anul inregistrarii actului, avand astfel toata documentatia centralizata.

Un alt caz, in Arhivele Nationale, este cel al cererilor. Puse toate intr-un dosar, vor fi tratate ca o agregare unifiorma, Ceea ce nu sunt. O cerere pentru salarizare nu se compara cu una pentru istoric de imobil. Daca ar fi separate, in camasi distincte, ele ar putea si conexa mai bine actele ulterioare, si ar putea fi si selectionate mai usor.

Sunt convins ca sunt o serie intreaga de situatii in care dosarele pe subiect ar trebui de fapt sa fie inlocuite cu dosare de caz. Si sunt la fel de convins ca o adminsitrare mai eficienta a actelor ar cere folosirea acestora din urma, pentru simplificarea regasirii si pastrarii doar a actelor relevante.

3 thoughts on “pledoarie pentru dosarul de caz

  1. Bogdan>> Complet neinteligibil, nu-i asa?

    IMHO the authors of the MoReq2 were mostly thinking about the documenting of the workflow-driven processing of service requests (like calling a plumber or requiring technical support for the software problem) – and not of the traditional recordkeeping objects like personal files or criminal investigation files. This MoReq2 “case file” definition aligns perfectly with Customer Relationship Management (CRM) systems’ language.

    Below is the alternative “case file” definition which IMHO better reflects records management perspective:

    Case file. A file that contains records and/or documents that relate to a specific, usually time-limited entity, action or event, such as person, place, project, or organisation.


    Note: Case files are sometimes referred to as project files or dossiers.

    Note: For example, a personnel file is a case file – all of the information in it deals with one individual while he/she is employed. Other examples of case files include criminal investigations; patient records; contract, project or transaction files; surveys and studies. Each case file within a case file series contains the same or very similar types of records and/or documents.

    Note: Case files are time-limited. This means that an event or action has to take place before the case file is opened or closed. For example, a project file will not be created until a project is being planned. Project files close because the project ends.

    Note: Core characteristics of a case file are:
    • Aggregation of different kinds of individual records and/or documents.
    • Disposition of any one record/document during active use in accordance with business rules.
    • A case file at its point of final aggregation will usually be managed as a single record but may – by business policies or procedures – have different dispositions for each record or volume within the case file.

    Note: Sub-files are often used within case files to segregate and group interviews, media coverage, laboratory requests and reports, evidence documentation, photographs, video and sound recordings, and other records.

    • Well, you are perfectly right. And more, thank for the definitions, are more illustrative.🙂
      Anyway, you got the idea. My point was initially to trigger a reaction here for classifying records not only, or not mainly, on subject file, and to encourage the idea of separate case files.
      About having different R & D S for the records inside the file- is it really feasible? Because in the huge amount of documentation created, I truly believe that file level itself raise problems, and class/series level should be a more efficient approach – for the paper environment I mean. For ER, obviously, nor argue…

      Will you come to Bruxelles in February?

  2. I agree that business needs more and more often require new approaches (outside of our traditional recordkeeping practice), – including case file management.

    Bogdan>> Will you come to Bruxelles in February?

    Unfortunately, no. I’d like to come, but my employer doesn’t support my participation.

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