Dokumentus reiškiantys žodžiai administracinėje kalboje

RASUOLĖ VLADARSKIENĖ Lietuvių kalbos institutas KEY WORDS: document, type of document, administrative language, meaning of the word. The international word document, derived from the Latin language [lot. documentum — instructional example; testimony, proof] has become firmly established in Lithuanian (TŽZ 2013). It is the most common international word in Lithuanian language (found 1872 times in 654 samples in the examined texts) (Grumadienė, Žilinskienė 1998 XXXIV, 76). This word is particularly relevant for the administrative language. Its use itself does not pose major problems, but it is necessary to start from it in order to clarify the system of types of documents and the words with which words denoting documents can form compounds. The aim of the article is to discuss the concept of the word document and possible classifications of the object represented by this word, to determine the formation and origin of words naming documents and to clarify cases causing difficulties in use. 1. WORD DOCUMENT MEANS TŽŽ 2013 specifies two meanings of the word document: 1. a letter by which something is notified or confirmed; 2 a material object (paper, drawing, photograph, film tape) in which some knowledge is recorded. In the English language, these terms are also used in similar ways. There are three main types of documents: 1. a document of business to confirm a fact or a right to something: Monetary documents DŽ. Supporting document No. 2. written proof of something, act, writing, work, etc., having historical significance: Each word of language, being a creature of the generations of people who lived, is for us a document of history. All the old do kumenty will be read by S.Dauk. 3. ID card, passport: Show your documents p. 1. business letter: Bank, accounting, legal, technical ~s. Asmeninis, tarnybinis d. Oficialieji ~ai. Confirmed, forged, fictitious d. Explanatory d. 2. material source of knowledge: Istorijos ~ai. Written, graphic, machine d. ~s announcement. A set of ~s. BZ also gives the same two meanings of this word, only they are slightly more precisely described, and definitions such as TŽZ 2013: RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 1. the letter by which something is notified or confirmed: Documents of the Institution. Sign the documents. Show (personal) documents. The document is reviewed by a working group. Documents are archỹvą. Dokumetas pri imtas absoliučià balsų daũguma. 2. materialus objektas (popierius, piešinys, nuotrauka, kino juosta, laikmena ir kt.), kuriame užfiksuotos kokios nors žinios: prepared and submitted to Įstaiga Istorijos dokumentai. Publication of documents [collections]. KancKP 2007 defines a document as a document in the broadest sense of the word, in which someone’s activities or facts are recorded and confirmed. It is also recalled that documents may not only be written documents, but also information stored in other forms. As can be seen from the definitions given in the dictionaries, there are two clearly distinct meanings of the material object designated by this word, the first of which is related to a certain regulation, since the document is described as a letter or business letter, which is understood as a text having legal significance, usually prepared 1 according to certain requirements, since the letter also has the meaning of “legal or otherwise written document” DZ. The other meaning of the word document (material source of knowledge) is much broader, but it is not so important for the administrative language, although there are also cases of use of this meaning. It is important to find out what shades of meaning this word acquires, used as a term. LRTB found 12 instances of recording of the uniform term document in various sources (Encyclopedic Military Dictionary, Explanatory Dictionary of Telecommunication Terms, Encyclopedia of Computer Science Dictionary; A five-language explanatory glossary of metrology terms; ISO 5127:2008 Information and documentation. The LRTB clearly distinguishes the two meanings already discussed: in a broader description of a document, the following characteristics are mentioned: a material object in which data is recorded, as well as any form of storage of information or a certain amount of information; another meaning is more specific – information is more specific, it is information recorded in the activity of the institution; an official letter acknowledging certain facts, data on the activity, its results, etc. ; a document produced or obtained and supervised by an institution, organisation or person in the performance of its legal or operational obligations; information recorded in the course of the activities of a legal or natural person in any manner, form or medium. This is where the legal aspects of drafting a document come into play. It is clear from the discussed definitions that in administrative language a document is used in the meaning of “written confirmation of the activities of a natural or legal person, prepared or obtained by an authority or person authorized to do so”. In the following, the article will consider only documents understood in this sense. 1 By the way, in the colloquial language, the meaning of an official document has the word paper, whose primary meaning is the material on which it is written (DŽ), and in the LKŽ the paper 3 meaning is specified as “an official written document”. RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 2. GALIMOS DOKUMENTŲ RŪŠIŲ KLASIFIKACIJOS A document is a word with a fairly broad meaning. The object designated by this word is divided into many types according to various criteria. For example, the Register of Legislative Acts (hereinafter – TAR) (https://www.e-tar.lt/portal/index.html) provides the possibility to choose from 217 types of documents, some of which are polywords, single-word titles of documents are 118. It is true that some names are quite general (general document, information, etc.), the short names indicate subtypes of one type of document, for example, there are seven subtypes of conclusions (anti-corruption evaluation conclusion, commission conclusion, committee conclusion, criminogenic conclusion, main committee conclusion, legal department conclusion, coordination conclusions). Some of them can be considered documents only in the second meaning given in the Lithuanian language dictionaries, e.g.: dissertation, interview, monograph, pro memoria, article, television news. Of course, in the type of document section of the Register of Legislative Acts, an effort has been made to list as many types of documents as possible that may have to be included in this register, but certainly not all of them 2 would be considered as legislative acts. Therefore, in order to use a word as a legal document, this list can only be relied on in part, since a significant number of the words included in it may only have the second meaning of the document in dictionaries, "a tangible object in which some knowledge is recorded". In the rules for the preparation of documents, documents are divided into legislative acts (decisions, decisions, orders, decrees and provisions approved by them, rules, programmes, other documents i) and documents prepared by the institution, which are further divided into documents sent by the institution (letters, certificates, etc.) and internal documents of the institution (acts, minutes, etc.). There are also individual documents written by ordinary citizens when they need to handle government affairs (applications, CVs, etc.). The courts have a specific structure of documents, which include various responses (response to an 3 appeal/separate complaint; response to a claim); refusals (withdrawal of a complaint); claims (action for divorce, action for contestation of paternity (maternity), action in public procurement proceedings); declarations (declaration of withdrawal of a complaint/request; declaration of disqualification; declaration of death; declaration of conclusion of a contract; declaration of a decision in absentia); notifications (notification of consent to refer a dispute or part thereof to judicial mediation, notification of disagreement to be appointed as a court mediator); requests 2 For some types of documents, the TAR has not yet been submitted. 3 Examples of titles of documents are provided from the electronic services portal of Lithuanian courts (https://e.teismas.lt/lt/public/home). For the assessment of the correctness of competing designs of document titles, see. Vladarskienė R. Prepositional construction in administrative Lithuanian language, Bendra kalba 87 http://www.bendrinekalba.lt/Straipsniai/87/Vladarskiene_BK_87_Straipsnis.pdf. RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 (application for divorce, application for discontinuation of proceedings, application for reopening of proceedings, application for access to the electronic file, application for interim measures, application for suspension of proceedings); a counterclaim; objections (objection to a creditor’s application for an injunction); complaints (individual complaint, appeal complaint, complaint against the action of the bailiff); consents (consent to withdraw a claim, consent to be appointed as a court mediator). A separate area is the documents of the European Union institutions, published in the database of European Union legislation and other public documents “EUR-Lex” (http://eur-lex.europa.eu/en/index.htm). It contains different types of legislation in different languages. Treaties – the primary law of the European Union (the Treaty of Lisbon, the Treaty establishing the European Community, the Treaty on European Union, the Treaty on the Functioning of the European Union, the Treaty of Accession and other treaties and protocols); international agreements with third countries or international organisations and agreements and conventions between Member States; secondary legislation: normative acts adopted by the European institutions in application of the Treaties (regulations, directives, decisions, resolutions, opinions, recommendations, declarations, guidelines, internal rules of procedure of the institutions, internal agreements); preparatory acts: legislative proposals, opinions, initiatives, Council positions, resolutions, communications, Green Papers, White Papers, reports, recommendations; case-law – decisions issued by judicial authorities (judgments, orders, opinions of Advocates-General); Parliamentary questions: written questions, oral questions, questions during Question Time. As can be seen, the types of documents specific to individual regulatory fields may differ and are divided into groups according to a specific logic (according to the nature of the preparation of documents or the author, according to the size of the regulatory field, according to its importance in the hierarchy of documents, etc.). Some types of documents have a tradition of more than one decade of preparation and are marked with common words in common language, but there are also cases when a specific area requires only its typical type of document, for example, a counterclaim document may be submitted to the courts (this word is not in the DZ, nor in the KancKP, nor in the LRTB), but it is a legal term to be used, which denotes a claim filed by the 4 defendant against the original plaintiff in compliance with certain conditions. 4 For more details see. VLKK Consulting Bank (www.vlkk.lt). RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 Therefore, new types of documents emerge as a result of the development of regulatory procedures of one kind or another. Therefore, there is no definitive nomenclature of documents, as well as a common classification. 3. CONSTITUTION AND ORIGIN OF DOCUMENT WORDS In order to find out which words are used to name documents, the origin and formation of single-word names of KancKP 2007 and TAR document types were investigated. KancKP found 72 single-word terms designating documents, of which 43 were derived from verbs: 28 derived from the suffix -imas (-imas), e.g.: aprašymas, atsiliepimas, atsišaukimas, įgaliojimas, įsakymas, įstatymas, kreipimasis, kvietimas, leidimas, liudijimas, nurodymas, nutarimas, paaiškinimas, pareiškimas, pasiūlymas, pavedimas, pažymėjimas, pranešimas, prašymas, siuntimas, sprendimas, sutikimas, tei kimas, užsakymas, and 15 nouns made from verbs in other ways (derived from other suffixes, e.g.: taisyklės, atmintinė, raštas, skundas; derived from the endings: ataskaita, aprašymas, įstatymai, nuostatai, paraiška, pažymėjimas, sąskaita, potvarkis); 3 enriched words circular, letter, journal; as well as 26 international words, e.g.: aktas, anketė, biuletenis, charakteristika, dekretas, diplomas, instrukcija, kvitas, metrikai, rekomendacija, pasas, pretenzija, programa, protokolas, reglamentas, sertifikatas, statutas, standartas. The TAR found more single-word names of document types, a large part of them coincided with the words provided by KancKP, some are different. 60 derivatives of verbs from 118 words: 32 derivatives of the suffix -imas (-ymas), e.g.: rectification, recall, clarification, change, inquiry, clarification, urging, announcement; 28 nouns made by other forms (derived from other suffixes, derived from endings), e.g.: apžvalga, išvada, išrašas, padėka, nuorodos, tvarka, įsakymas, pataisymas, sąlygos); 5 enriched words, e.g. rounded s, postcard, agenda, map; 48 international words, e.g.: directive, interpellation, code, comment, communication, concept, constitution, convention, correspondence, memorandum, note, pact, position, project, protest, register, resolution, transcript, strategy, tariff. The table shows a comparison of the formation and origin of the words denoting documents in the examined sources. RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 TABLE. The origin and origin of the words indicating documents KancKP TAR Vnt. Proc. Pnt. Proc. Vedic Compound words 3 4,2 5 4,2 International words 26 36,6 48 40,7 Other 0 0 5 4,2 Derivati28 38,9 32 27,1 Other forms of verbs 15 20,8 28 23,8 European Union documents are named similarly as documents prepared in Lithuania, most of them are the same: derivatives of verbs, e.g.: report, order, proposal, report, decision, agreement, treaty, rules (but there are much fewer) or international words, e.g.: declaration, directive, regulation, resolution, recommendation. A closer look at the words used to name different types of documents shows that more than half of the document ves of suffix -im (-im) Total 72 100 118 100 type names are nouns made from verbs, especially frequently derived from the suffix -imas (-ymas). This is the usual development of the meanings of words, first the regulated action is called by a noun, and when the action is repetitive, begins to be associated with various procedures, is formalized in writing and that written form becomes standard, then the same word as the action is also named as its result – a certain document. In administrative Lithuanian, it is customary that a noun made from a verb denoting a voluntary act may acquire the meaning of the name of the document by which that voluntary act is formalized. This specification of the action name in acquiring the meaning of the document name corresponds to the tendencies of the development of the meanings of words in Lithuanian language, because, according to Saulius Ambrazo (1993: 20), due to a certain contradiction between the meaning of the active attribute characteristic of the verb and the noun morphological form and syntactic function, action names tend to acquire more specific, more defined meanings. There are several cases where the same word indicates both the name of the act and the document, as presented in KancKP 2007, e.g.: Įgaliojimas – may mean the name of the act or the power of attorney; ‘transfer’ means the name of the operation and the document certifying the transfer; decision – in addition to the title of the action, also means a certain order – a document of the collective body. These may mean some sort of warning action or some kind of disciplinary punishment. Although the meaning of the document is not indicated here, in actual use this word clearly has already acquired this meaning, e.g. : veiksmažodinių daiktavardžių antra konkreti reikšmė pateisinama semantikos pokyčių polinkiais. Toks daiktavardis gali turėti ir daugiau reikšmių, pvz., KancKP nurodoma, kad įspėjimas gali RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 If the manager commits a minor infringement in the performance of his functions, the supervisory and control officer shall give him a written warning indicating the minor infringement committed and the method of its correction TAR, 2015-11-04, No. 17524; P a k e i č i u Warning form FR1093, approved by Order No. VA-71 of 26 May 2011 of the Chief of the State Tax Inspectorate to the Ministry of Finance of the Republic of Lithuania “On the approval of forms for notification and warning”, and its new version TAR, 2015-08-17, No. 12346; The beneficiary does not provide the documents specified in the support agreement / application / payment request, from the letters, inquiries, referrals or warnings received by the Agency or other information related to the project administration TAR, 2015-08-13, No. 12268. Less frequent cases, when the derivatives of other kinds of verbs, in addition to the main meaning, acquire the meaning of the document, some cases are similar to the derivatives of the suffix -imas (-ymas), – there is a clear connection with the base verb, which denotes the action related to the content of the document, e.g.: aprašymas aprašoma, apžvalga apžvelgiama; the report settles, the mark is noted, the complaint is appealed; agreed in the contract. Other cases, where the semantic relationship between the vedic and the base verb is less clear or more difficult to understand, are less typical, e.g., statutes, rules. There are some cases where the verb noun denoting a document is difficult to associate with the verb on which the content of the document depends, e.g. conclusion, opinion, or the noun denoting a document is not a derivative of the verb at all, e.g. guidelines, letter. The meaning of such nouns is related to the arrangement of certain things, usually in written form, and therefore, under certain conditions, they can acquire the meaning of a document, when it becomes clear from the context that certain actions are performed in the document, e.g. : 20. The expert opinion shall be drawn up in the following order: 20.1. The expert opinion shall be written on a Customs laboratory form and signed by the expert(s) who carried out the examination. 20.2. The expert report shall be submitted to the Director of the Customs Laboratory (Deputy Director) for approval. <...> 20.3. The signature of the specialist shall be sealed by the Customs laboratory. <...> 21.The expert's conclusions and attachments shall be written in one copy of the original, which shall be given to the client, and a copy shall be left in the Customs laboratory. TAR, 2015-09-01, No. 201513325. Another characteristic feature of the words naming documents – many documents are called tarptautiniais žodžiais, jų reikšmės aprašytos ir lietuvių kalbos, ir tarptautinių žodžių žodynuose. RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 Therefore, when it is necessary to name a document in Lithuanian, a noun is usually made from a verb, or a word is borrowed from another language. 4. PROBLEM CASES Why is it important to distinguish whether a word means a document? Firstly, because it is accompanied by the appropriate words describing the actions that can be carried out with documents, since documents can be drawn up, adopted, amended, supplemented, approved, only they can become valid or expire, e.g. : The procurement documents, according to the data contained in the purchase application-assignment completed by the Purchase Initiator, are prepared by the Commission or the Purchase Organizer TAR, 2015-08-26, No. 201513003; Government of the Republic of Lithuania n u t a r i a: / To approve the rules for the preparation and implementation of land consolidation projects TAR, 2015-09-02, No. 2015-13378; Guidelines for the submission of projects financed by the Culture Support Fund TAR, 2015-09-08, No. 2015-13596; The Minister of National Defence and the Minister of Health Protection shall adopt the implementing acts of this Act by 31 December 2015 TAR, 2015-04-30, No. 2015-06587; To approve in principle the draft law supplementing Article 121 of the Act on Genetically Modified Organisms of the Republic of Lithuania TAR, 2015-08-26, No. 2015-13007; To declare invalid the decision of the Lithuanian Radio and Television Commission of 28 January 2004 TAR, 2015-10-20, No. 201515764; Ministerial orders shall be published and come into force in accordance with the procedure established by the legal acts of the Republic of Lithuania TAR, 2015-04-28, No. 2015-06443. Another important aspect, when the abstracts of verbs acquire the meaning of a specific document, is the distinction between material and abstract objects. As we have already explained, a document means a material thing and the word that denotes it may have certain grammatical characteristics typical of words denoting only material things, for example, it will be replaced by numbers, the syllable of its placeholder will be quite understandable, because in 5 the document it is possible to both indicate and write, etc. As already mentioned, the meaning of the word document can be perceived very broadly, so the question arises whether any noun can become the name of the document. Sometimes in the documents it is necessary to regulate various conditions of operation, specify certain 6 criteria, 7 5 The plural of abstract nouns should not be used KP G 20; pronoun KP S1 93–98, 115, 120–121. 6 Conditions mean either the requirements of the agreement or the circumstances under which something happens in KancKP. 7 Criterion – the basis for evaluating the decision, measure DG. RASUOLĖ VLADARSKIENĖ. Dokumentus reiškiantys žodžiai administracinėje kalboje BENDRINĖ KALBA 88 (2015) www.bendrinekalba.lt ISSSN 2351-7204 keliamus reikalavimus 8 , nustatyti įkainius 9 , dydžius 10 , normas 11 ir pan., o šie žodžiai pradedami used as the names of types of documents, although they denote abstract things, certain aspects of regulation, but not a specific text. Two cases should be distinguished here: 1) when the above-mentioned matters are confirmed directly in legislative texts (decree, resolution), e.g. : Order “On the establishment of criteria for the allocation of yellow buses for 2015” <...> / N u s t a t a u the following criteria for the allocation of yellow buses for 2015 <...> TAR, 2015-0506, No. 2015-06814; <...> municipal council n u s p r e n d ž i a: / 1. To approve the rates of services provided by UAB Skuodo vandenys: / 1.1. One-hour fee for swimming pool use: / 1.1.1. for children and schoolchildren, upon presentation of a student’s certificate – 2 EUR; / 1.1.2. for adults – 3 EUR TAR, 2015-04-02, No. 4928; 2) where the above-mentioned matters are regulated in a separate document approved by that legislation, e.g. : T v i r t i n u is added: <…> Conditions of the contract for the provision of administrative electronic services of the Service TAR, 2015-12-31, No. 21217; T v i r t i n u At comparison of the sizes of the state enterprise Registrų centras for the search of an enforcement case alone and the extended search of one enforcement case in the Bailiffs Information System (appendix) TAR, 2015-08-26, No. 2015-13001; I approve the Requirements for remote gaming devices (appendix) TAR, 2015-11-18, No. 18289. Indeed, it is possible to adopt or establish rules, conditions, criteria and certain quantities when they relate to regulated activities (1). However, the words in question cannot denote a document, so it is not suitable to name it (2), that in these cases we are talking about documents, clearly shows the capital letter of the first word of the title, for example: <...> t v i r t i n u Teritorijų planavimo normos (appendix) TAR, 2014-01-08, Nr. 91. It is even clearer that the words in question are given the meaning of a document when they form combinations with words describing the handling of the text, cf. To supplement the rates for paid services of <…> pedagogical psychological service approved by the <…> district municipality council’s decision No. <…> of 25 September 2014 “On the approval of rates for paid services of <…> pedagogical psychological service” in line 19 TAR, 2015-04-03, No. 5128; <…> council n u s p r e n d ž i a: / 1. Change the criteria for the purchase of school meal services, approved by the decision of the <...> district municipal council of 31 May 2007 No. T-129 “On the approval of the criteria for the purchase of school meal services”: / 1.1. replace 3.2 and read as follows: <...> TAR, 2015-10-23, No. 16714. 8 Requirements can mean a mandatory order and its rules KancKP. 9 Rate – fixed price, value DZ. 10 Dydis – didumas (aukštumas, platumas ir kt.) DŽ. 11 1. a recognized mandatory rule, provisions: Law n. Language n. Behavior n. 2. quantity, size: Work n. Irrigation n.