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General principles of office work. Theoretical foundations of office work and work with office equipment

Introduction

The quality and efficiency of the enterprise is largely determined by the introduction of modern things, such as office equipment, which significantly simplifies and accelerates the work of the enterprise personnel.

The activity of any organization is accompanied by the creation of documents. Execution of documents in accordance with the current rules protects the interests of the organization, increases the efficiency of managerial work. The correct organization of work with documents presupposes, first of all, their division into groups according to purpose and principles of preparation and execution. Today, in the conditions of an annual multiple increase in information flows, it is almost impossible to imagine a clear interaction of commercial firms, banking structures, state enterprises and organizations without modern means of telecommunications and communications.

Any document at the end of related management or other actions for a certain time is stored in the organization. The use of information technologies in management that have high flexibility, mobility and the ability to adapt to different conditions work is a prerequisite for improving the efficiency of managerial work. The efficiency of office work, as an integral part of management activities, also increases significantly with the transition to computer processing of business documents.

The relevance of the topic of this work is due to the fact that the rules for organizing office work and working with office equipment at an enterprise are already something not just new, but necessary, it is already difficult to imagine any enterprise without computers, printers, faxes and other technical equipment, thanks to which the activities of the enterprise are carried out.

The purpose of this work is to study the rules for organizing office work and work with office equipment, the basics of office work and identify recommendations for improving work at this enterprise.

1. Determine theoretical basis office work and work with office equipment;

2. Consider the values of office management on the example of the enterprise "ORANGE TOUR" LLC;

This work consists of an introduction, three chapters, a conclusion, a bibliography, annexes.

Theoretical foundations of office work and work with office equipment

The concept and essence of office work

The term "office work" characterizes the totality of work on documenting the management activities of institutions and the organization of documents in them. The concept of "document" is defined as information recorded in any way on any material, published or received by any individual or legal entity, in any organization for use in its activities. Thus, the concepts of "management", "information", "office work", "document" are organically interconnected.

It is no coincidence that authors studying the evolution of management thought begin their account of the Sumerian writing on clay tablets dating from the third millennium BC. These first documents contain information about commercial transactions and the laws of Sumer, proving the existence of office work and management practices in the ancient world.

Solving document management problems in modern period passed in developed countries two main stages. The first stage 1970-1980 At this time, most authors believed that "paper management" was unnecessary and outdated. However, the second stage of office work showed that the "paper" flow is increasing, and it is concluded that the existence of traditional office work and processing of documents on a computer will be very long.

In conditions of rapid progress, market relations and a competitive economy, the timely and correct solution of strategic and tactical tasks determines the viability of a company or organization.

Documented information forms the basis of management, its effectiveness is largely based on the production and consumption of information. V modern society information has become a full-fledged resource of production, an important element of the social and political life of society. The quality of information determines the quality of management. In modern conditions, in order to increase the efficiency of management, it is necessary to pay sufficient attention to improving the work with documents, since any management decision is always based on information, on an official document.

The organization of work with documents affects the quality of the work of the management apparatus, the organization and culture of work of management workers. The success of management activities as a whole depends on how professionally the documentation is maintained. Business information is presented in the form of various kinds of documents. Research shows that 75% of an organization's employees' time is spent on training, maintaining, filling in, copying and transferring them. According to ISO (International Standards Organization), document management is becoming one of the main factors in the competitiveness of any enterprise. It means a special organization of work with documents and data, coordination of the processes of creation, change of distribution. Correctly organized case management reduces the time required for searching, increases the accuracy and timeliness of information, and eliminates its redundancy.

During market relations, great importance is attached to the mechanization and automation of office-work processes, which increase the productivity of workers employed in management.

The rationalization of documentation support for management in enterprises of any form of ownership must be given great attention, because shortcomings in the organization of this work lead to serious difficulties in the work of the manager and the enterprise as a whole. Due to a more perfect system of management documentation, a faster movement and execution of official documents, their preservation, use and correct selection for state storage are achieved.

The work of any administrative apparatus, like any work in general today, rests on the foundations of the scientific organization of labor. Any process of organizing work should be methodically decomposed into its component parts, down to the simplest operations. A complete chain of scientific and organizational work is built from well-thought-out, correctly organized operations.

The principle of information and documentation services is reduced to a set of the same operations. Only in some organizations they are performed manually, in others - with the help of mechanization, in others - these processes are fully automated. But all these stages of the clerical cycle of work with documents are similar. Therefore, a competent managerial staff member must be able not only to correctly draw up and execute the documents themselves, but also to know what types of work are performed with these documents.

Unfortunately, many heads of enterprises, employees responsible for the documentation support of management, are not familiar with the basics of modern office work, and even more so with the intricacies of documentation.

At the same time, the correct compilation and execution of documents in accordance with the new standards is the most important duty of employees of office services. Information is recorded in documents that give it an organizational form and move it in time and space. Documents and documentary information form the basis of management decisions and are their material embodiment, provide legal force. Work with documents should have such a well-established order that workers are not distracted from the main production goals of the enterprise.

Special office work is regulated by laws, the implementation of which is associated with the implementation of the main function of an institution or organization (law enforcement, law enforcement, supervisory, monitoring, etc.). The creation and systematization of documents in the case is carried out according to special rules, and the establishment of cases is not directly related to administrative office work.

The value of the rational organization of documentation support is that it allows you to increase the efficiency of the management process. At the same time, the existing rules for working with management documents, control over their movement and storage, information work with them and other components of office work create optimal conditions for improving management activities.

Elements of office work

Documentation of management activities covers all processes related to recording (fixation) on different media and registration according to established rules of information necessary for the implementation of management actions. Documentation is carried out in natural language (handwritten, typewritten documents), as well as in artificial languages using new media (punched cards, punched tape, magnetic tapes, discs, etc.).

The uniformity of the rules for documenting management actions at all levels of management is ensured by the use of the State System for Documentation Management (GSDOU) and unified documentation systems (SDS).

Document flow is the movement of documents in an organization from the moment they were created or received until the completion of execution or sending.

Organization of document flow is the movement of documents in an institution. The organization of document flow provides for the rational movement of documents, including both operations with documents and all their movements in the management apparatus, i.e. their execution, certification, registration and dispatch.

Document circulation is an important link in office work, as it determines not only the instructions for the movement of documents, but also the speed of this movement.

Document flow as a technical process is divided into several parts - flows that provide direct and feedback in management. A document flow (document information flow) is understood as the established or organizational movement of data in a certain direction within the information system, provided that this data has a common source and a common receiver.

Document flows are distinguished in direction and in relation to the management object.

In the direction, there are horizontal flows connecting organizations of the same level, and vertical (ascending and descending), connecting organizations of different levels.

Uplinks are input documents received by a parent organization from subordinate organizations.

Downstreams are documents sent by higher authorities and management to subordinate organizations.

In relation to the management object, the incoming, outgoing and internal document flows are distinguished.

Principles of record keeping

To assimilate knowledge of the business of production, it is necessary to clarify its principles. The importance of principles in the organization of office work is that they determine the initial rules and general principles. The basic principles should include:

The principle of unification

The principle of unification is bringing an object to a single form, system. The unification process is expressed in the creation of the most general universal model, which is applied to a number of objects by some common features. On the basis of unification in modern office work, for example, the initial rules for the execution of documentary operations are being developed. These rules are general for line ministries and are specified in their regulatory and methodological acts.

The principle of standardization

The principle of standardization is the establishment and application of a standard as a standard (sample), which is taken as a starting point for comparing other similar objects with it. A standard, as a regulatory and methodological document, is a set of norms, rules, requirements for the object of standardization, approved by the competent authority. Standardization is the highest degree of unification expressed in a binding legal form.

The principle of consistency

The principle of consistency of normative and methodological regulation of office work is the basis for establishing uniform requirements for the organization of office work.

Centralization principle

The principle of centralization of bodies and methodological support of office work reflects the importance of the corresponding functions in the system of authorities and management. The central body of control over the provision of office work in Russian Federation is Gosstandart, and methodological control is Rosarchiv.

Decentralization principle

The principle of decentralization of office work is manifested in the fact that each ministry, department, institution, enterprise independently sets the tasks of preschool educational institutions in their structural divisions based on departmental tasks. This principle is enshrined in the standard Office Work Instruction.

Signs of document systematization

Author's

Expert (shelf life)

To quickly find required document among many others, they need to be systematized according to some other criteria, in addition to belonging to the document flow. The simplest way to systematize documents is to group them into cases; documents with several common features are combined within a case.

For the systematization of documents on cases, in practice, as a rule, several signs are used and the chronological sign and the expert sign are always indicated on the cover of the case. The signs of grouping of documents are reflected in the heading of each case. For example: the case "Orders of the head of the Department of Internal Affairs for 2004." contains nominal, author's and chronological attributes, each of which must indicate the storage period - an expert attribute.

Headings of cases in office work are established by a special document - nomenclature of cases, which must be checked annually by the ATS expert commission. The nomenclature is approved by the head of the police department at least once every five years.

Nomenclature of cases - it is a systematized list of the names of cases brought up in the organization, indicating the terms of their storage, drawn up in the prescribed manner.

The theory and practice of clerical work and archiving have highlighted the signs of grouping documents into files. These features include: nominal, subject-question, author's, correspondent, geographical, chronological, expert.

Nominal feature

The nominal feature assumes the grouping of documents of the same name - orders, protocols, acts, etc.

Subject-question sign

A subject-question mark is the unification of documents on one issue (subject) into one case, for example: documents on construction, documents on official training, and so on.

Correspondent sign

Correspondent characteristic is pronounced when correspondence with a certain correspondent is formed; for example, correspondence with a supplier.

Geographic feature

Geographic indication indicates the commonality of documents corresponding to one administrative-territorial division; for example, correspondence with regional offices.

Chronological sign

Chronological feature unites documents of one time period. For example, work plans for the 1st half of the year.

Expert sign

The expert sign indicates the total storage period of documents in one

business. For example, 3 years of storage.

Document flow

Document flow- a complex process characterized by various parameters associated with the documentation processes and with all the activities of the organization. The organization of document flow includes all operations for the receipt, transfer, preparation, execution, certification and sending of documents.

The main characteristics of the workflow are the route of movement, from the creation of a draft (or from receipt) to filing in the case, and the time spent on the passage of documents. The main rule for organizing document flow is the prompt passage of a document along the shortest and most direct route with the least amount of time. When organizing the movement of documents, the following rules must be met:

· Maximum reduction of instances of passing documents;

· Exclusion or maximum limitation of return movements of documents;

· Maximum uniformity in the order of passage and processing of the main categories of documents.

Document flow as technological process is divided into several parts - streams that provide direct and feedback control. In relation to the control apparatus, the incoming, outgoing and internal document flows are distinguished.

Incoming document flow

The incoming document flow consists of documents from higher organizations (authorities and central offices, etc.) These documents include directives, regulatory and methodological acts, decrees, orders, instructions, decisions, orders, recommendations, citizens' appeals.

Outbound document flow

The outbound document flow consists of documents created in this organization and sent outside of it. Outbound documents are created in response to written or oral requests received.

Internal document flow

The internal document flow consists of documents created and used in the management apparatus itself, which do not go beyond its limits. The internal flow provides the solution of management problems within the same organization. Such documents include regulations, job descriptions, protocols, planning and reporting documents, rules, staffing tables, etc.

The flow of documents in the organization

Sema of passing the incoming documentation

All incoming (incoming) documents to the organization, regardless of the method of receipt (mail, telegraph fax, etc.) are transferred to a specific official.

When a document is received by mail, before the envelope is opened, the correct delivery, the integrity of the envelope, as well as documents and attachments are checked. If the envelope contains an official document, then the addressee, after reading it, returns it to the office for registration. In some cases, the envelope itself is returned (envelopes with citizens' complaints are always saved).

Before registering a document, you must first consider it

The main goal is to identify the department or official who needs to send the document for consideration. It is also necessary to take into account the importance of the content, the complexity and novelty of the questions posed, the type of document.

Based on the assessment of the document and in accordance with the functions of the structural divisions, the distribution of incoming documents is made.

On all registered documents in the lower right corner of the first page, a registration stamp is affixed:

Organization name Vkh. No. ___________________ From ______________________

Stamping, date, registered number (in order of numbers starting from the calendar year) is made on the day of receipt of the document. Not all documents are subject to registration. It is necessary to register documents coming from higher authorities, public organizations, important letters from other organizations, citizens' appeals, etc.

Registration types:

Magazine;

Card;

Computer.

Registration cards for incoming documents.

The sections of the card are filled in:

Incoming number and registration date;

From whom the document was received;

Date of the received document and outgoing number;

After the first stage of registration, the documents are submitted for consideration to the head of the organization or heads of structural divisions.

The number of copies of the registration card is determined by the number of cards: control, reference, on questions, geography, etc.

The manager must review the documents on the day they are received. According to the resolution, the document is transferred to the contractor. From the moment it is received by the contractor until the completion of the work, the document is in the working folder. The document and all materials related to it are sent to the case when the work on them is fully completed.

Outbound documentation flow diagram.

Registration of documents

Delivery of date, index (number) on the document

Documents sent (outgoing) by an organization go through several stages:

Drawing up a draft document;

Its manufacture;

Coordination;

Sighting;

Signing;

Registration;

Sending.

At the beginning, a handwritten version of the project is drawn up, and then a printed version. The prepared draft document is submitted to the head for signature. Before submitting for signature, the contractor checks the correctness of the content, preparation and execution of the document, the availability of visas and offers, as well as the materials on the basis of which he was prepared.

After the head has signed the document sent by the organization, the date of departure and the registration number are put on the first sheet of the document, which is drawn up on the form.

The first copy of the document is sent to the addressee, the second - with the approval visas remains in the organization's business.

A registration card is entered on the projected document, which includes such elements as:

Serial registration number and date;

Number of sheets and copies;

To whom the document is sent;

Receipt of receipt or register number;

Who signed the document;

Incoming number and date of the executive document;

Case number containing a copy of the sent document and the original of the initiative document;

The mark of receipt of the answer, date.

Card registration makes it possible to arrange cards according to various criteria: chronological, author's, object, etc. By copying cards, you can keep filing cabinets, like in a library, according to various criteria. The search is more efficient than with the journal form. Disadvantage - the loss of cards is possible.

Registration card of the document to be sent

Journal registration is the most reliable and is recommended with increased requirements for ensuring the safety of documents (in secret office work). Disadvantage - slow search

Outgoing documents registration log.

Computer registration is the most convenient and prompt form of registration. Disadvantage - the loss of information is possible due to technical reasons. To do this, spend backup registration files.

Scheme of work with internal documents

The passage of internal documents at the stages of their preparation and execution is organized in accordance with the general procedure for handling outgoing documents, and at the stage of execution of incoming documents. Internal documents are registered after their consideration (signing) by the management.

After agreement with the relevant structural divisions and the legal service, drafts of regulatory documents are signed by the head of the organization and registered with the office or another structural division, copies of the documents are certified or the original is sent to a duplicating service for reproduction. Certified copies of documents are sent to the structural divisions of the organization, and, if necessary, outside of it.

Memorandums, certificates, minutes, reports and other similar internal documents are considered by the official to whom they were sent and transferred to structural divisions or placed in the corresponding file.

The order of passage, registration, accounting of internal documents is determined by the Instruction on the organization's office work.

Citizens' appeals and complaints

1. Citizens of Russia have the right to send personal and collective appeals to state bodies and officials.

Officials, within the limits of their competence, are obliged to:

Consider appeals;

To make decisions;

Take the necessary actions;

Give a reasoned answer within the prescribed period.

The heads of organizations are personally responsible for the work on the consideration of citizens' appeals.

2. Appeals are of three types:

statement;

sentence.

3. Appeals can be:

individual (submitted by one person);

collective (filed on behalf of two or more persons).

A complaint

Complaint - a document that indicates requests of a personal or public nature, aimed at the implementation of the rights and interests of citizens provided by law.

Statement

The application may contain information about shortcomings in the activities of state bodies, enterprises, public organizations.

Sentence

- a document that indicates the need to improve the work of government agencies, enterprises, public organizations and recommends ways and means of solving the tasks.

4. Applications are resolved:

those that do not require special study and additional checks - within 15 days;

requiring special study and additional checks - within 1 month.

If, in order to resolve an application or complaint, it is necessary to conduct a special check, request additional materials or take other measures, the resolution period can be exceptionally extended by the management of the organization, but for no more than one month, with a message to the applicant about this.

Office work on citizens' appeals in state organizations should be carried out separately from the processing of other types of documents.

All requests are registered on the day they are received in the registration forms:

Registration logs;

Card indexes.

Journal of registration of citizens' appeals

To put on circulation:

dates of admission;

incoming number;

A stamp with a registration number is placed in the middle of the bottom margin of the first page of the appeal.

When you receive a request again:

the next serial number is assigned:

the number of the first call is indicated;

the mark "Repeated" is put

Citizens' applications are considered permitted:

if the questions raised in them are considered;

the necessary measures have been taken on them;

given answers corresponding current legislation and other regulations.

The information carrier is a document.

Document - information recorded on a material carrier with details that allow it to be identified.

The completeness of information is expressed in its volume, which should be sufficient for management and reflect all aspects of the issue.

The document is closely related to all forms of management activities, is a means of implementing the functions assigned to the management apparatus. He acts as the main instrument of business relationships. Thus, the document is one of the means to strengthen the rule of law and control.

The process of creating and formalizing a document can be carried out by both individuals and legal entities, who will act as the author of the document. In this regard, it is customary to distinguish between a document of personal origin and an official document.

The document must be: meaningful and concise, understandable, correctly formatted. Any document consists of a number of elements (date, text, signature), which are called details. Each type of document (order, decree, order ...) has a certain set of details.

In addition to the general requirements for the text of official documents, it is necessary to take into account that each type of document has its own peculiarities in the preparation and design, its own scheme for constructing the text.

Documents that record decisions on administrative and organizational issues, as well as issues of management, interaction, support and regulation of the activities of authorities, organizations and officials are called organizational and administrative documents.

Organizational and administrative documents are divided into three main groups of documents:

organizational (charters, regulations, rules, instructions,);

administrative (orders, orders, decisions);

information and reference (acts, certificates, reports and service notes, minutes).

Organizational documents

Contract

Organizational documents(sometimes they are called organizational and legal documents) are necessary in order to create an organization, establish its structure, determine the staffing and composition of employees by position, determine the functions of structural divisions, advisory collegial bodies, establish a work schedule, organize labor and allocate responsibilities between employees, determine the procedure for reorganization and liquidation of the organization.

Organizational and legal documents contain provisions based on the norms of administrative law and are binding. These documents are the legal basis for the organization's activities.

Organizational and legal documents must go through the approval procedure by an authorized body - a higher organization, the head of this organization, a collegial body or the head of a structural unit - depending on the type and type of document. Organizational documents can be approved directly by the head, by an administrative document of the head (by order or order) or by a collegial body.

The provisions

Regulations are normative acts that have a free codification nature and determine the order of formation, competence, organization of work.

The most common type of provision is a document intended for legal regulation of the activities of an organization or structural unit. The regulation on the organization determines its status, the procedure for its creation, place in the management system, competence, responsibilities, the procedure for reorganization and liquidation. The regulation takes effect from the moment of its approval.

The charter

Charter - a set of rules governing the activities of organizations, institutions, societies, their relationship with other organizations and citizens, rights and obligations in different areas government controlled.

The charter is a legal act that determines the procedure for the formation, the competence of the organization, its functions, tasks, and the procedure for work. This is the main organizational document in the activities of an institution, organization

Basic functions and principles of office work

The main functions of office work: (from Latin function - "execution, implementation")

Ø providing - providing the enterprise process with documented information of extremely important quantity and content;

Ø transformative - transformation of undocumented information into documented (in the form of paper or electronic documents);

Ø accounting - it is expressed in the formation of a system of accounting for documents and the assignment of accounting signs to them, allowing them to further identify documents in the process of systematization, storage and movement;

Ø processing - is expressed in the orderly handling of documents and the implementation of actions for this purpose on their systematization, storage and movement;

Ø control - expressed in "tracking" the state of office work in the process of functioning with the aim of continuous improvement.

Principles(from lat. - "beginning") - the fundamental principles, on the basis of which the main directions of activity are developed, the optimal means and methods of solving office work problems in each of the directions are determined:

· efficiency - the functioning of office work should contribute to the efficiency of the enterprise as a whole;

· reliability - guaranteed satisfaction of the needs of the enterprise in documented information;

· timeliness - the required documented information should be at the disposal of the enterprise by a certain date (in a specific period of time);

· complexity - coordinated and purposeful satisfaction of the needs of the enterprise in various types of documented information, primarily management information;

· orderliness - documented information moves (between the enterprise and its partners, as well as within it) in accordance with the functional purpose and "throughput" capabilities of the information exchange channels provided for by the enterprise document flow scheme;

· flexibility - the ability of the subsystem to provide documented information for self-development based on the conditions of functioning.

Employees of the management sphere spend on average 60% of their working time on working with documents. Volume technical work with documents is often so large that it interferes with the productive, main activity of the enterprise. For this reason, the rational organization of office work is perceived as one of the most important tasks to ensure effective management.

The organization of office work depends on:

Ø management efficiency;

Ø profitability;

Ø efficiency;

Ø work culture of employees

The development of new information technologies in management, new office programs is carried out on the basis of traditional office work rules (registration of documents, approval, control of their execution, execution, archival storage, etc.)

Organization and management of office work require professional knowledge and skills. You can become a professional in the office work only after mastering the rules and techniques in working with official documents.

Record keeping is carried out special units(office services), and in small organizations and firms - secretaries-assistants.

Let's repeat that office work consists of two inextricably linked components:

Ø documentation;

Ø organization of work with documents.

Documenting– recording information on various media according to established rules ... A lot of space is given to the rules of documentation. Particular attention is paid to the design of details, requirements for forms.

Requirements for the text, peculiarities of the language and style of service documents, the order of their editing are highlighted in a separate chapter. Each type of document (order, protocol, letter, act, etc.) has its own characteristics.

Office workers should be familiar with the technology of working with documents. Effective organization of work with documents provides optimal conditions for all types of work with documents from the moment of their creation or receipt to destruction or transfer to archival storage.

Organization of work with documents includes the organization of document flow͵ storage and use of documents in the current activities of the institution. It should be emphasized that the organization of work with documents is sometimes called technology for working with documents . It includes:

Document flow,

Registration of documents,

Control over the timing of execution,

Nomenclature of cases,

Organization of the current storage of documents,

Value expertise,

Registration of cases,

· Preparation and transfer of cases to the archive of the organization.

The main functions and principles of office work - concept and types. Classification and features of the category "Basic functions and principles of office work" 2017, 2018.

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Introduction

1. The concept of a document. Types of documents

1.1 Organizational documents

1.2 Administrative documents

1.3 Reference documents

1.4 Personnel documents

2. Classification of documents

2.1 Concept of document classification

2.2 Classification by information component of the document

2.3 Classification by the material component of the document

2.4 Classification of documents according to the circumstances of their functioning in the external environment

Conclusion

Bibliography

Introduction

Management activity is inherent in all institutions, organizations and enterprises. It covers organizational issues, planning, financing, sectoral production work, control, selection and placement of personnel, etc. In the process of management, a huge amount of information is collected, processed and transmitted. The effectiveness of management depends on the volume, efficiency and reliability of information, the overwhelming majority of which is recorded in documents.

Legislative and regulatory acts provide for a number of situations in which documenting information is mandatory. Documents are material carriers of fixed information.

Dozens of different types of documents are created depending on the specific management situation. The type of the document should be distinguished from its variety. The document view combines a number of varieties. So, for example, a protocol is a type of document.

Its varieties: minutes of the meeting, minutes of the meeting, minutes of interrogation, minutes of disagreements, etc. Or: act - type of document, its varieties - act of acceptance and transfer of cases, act of inventory, act of shortage, etc.

Management activity is recorded mainly by organizational and administrative documents (ORD). In the composition of the ORD, three groups are distinguished:

Organizational,

Discreet,

Reference documents.

Organizational ones include charters, regulations, instructions, rules, staffing tables. For administrative - decrees, decisions, orders, instructions, orders. The group of reference and information documents includes letters, telegrams, telephone messages, reports and explanatory notes, contracts, acts, certificates, conclusions, reviews, etc. The ORD also includes personnel documentation, or personnel documentation. These are statements, certificates, characteristics, personal cards, various registration forms.

Thus, each management function is reflected in certain documents that serve as a method and means of implementing management decisions.

The purpose of this work is to systematize, accumulate and consolidate knowledge about the types of documents used in management activities, their development and classification.

To achieve the goal, it is necessary to solve the following tasks:

Classification of documents.

1. The concept of a document. Types of documents

Management activities are reflected in the documents with the help of which various functions are carried out: material and technical support, pricing, organizational and administrative, etc.

A document is a business paper confirming any fact or right to something; it is what officially proves the identity of the bearer; it is written evidence of something.

Scientifically, a document is a way to secure different ways on a special material of information about facts, events, phenomena of objective reality and mental activity of a person.

The word "document" came to the Russian language during the time of Peter I and originally had the meaning of a written certificate. Then the terms "business paper", "official document", "act" appear and the importance of the document in management is emphasized. Highlighted "accounting documents", "historical documents".

The term "document" is used in all spheres of public activity. Almost every branch of knowledge gives its own interpretation of this term. Unfortunately, to date, there is no unity in the understanding of the concept of "document" among specialists in the field of records management, library science, computer science and other spheres, despite the existence of a number of legislative and official definitions. Lately there has been a transfer semantic load in the definition of a "document" from the material component to the information

1.1 Organizational documents

The activities of institutions are recorded in documents different kind... According to the current legislation, the legislative and executive authorities of the Russian Federation issue such documents as decisions, decrees, orders, resolutions, orders, instructions, instructions.

Organizations, institutions, private enterprises create statutes, regulations, instructions, etc.

Charter - a set of rules governing the activities of organizations, institutions, societies of citizens, their relationship with each other, rights and obligations in the field of state or economic activity.

Charters are complex documents whose structure and content are determined by the developers themselves.

General charters are approved by the highest state authorities. The charters of public enterprises and institutions are approved by higher authorities (ministries, departments).

The charters of municipal enterprises are approved by district or city administrations.

The charter of private enterprises is approved by the owners, administration teams in regional, regional, city or district administrations.

Job description - an organizational and administrative document of a long or permanent validity (before the introduction of a new one), which defines the scientific, technical, technological, financial and other aspects of the organization, its divisions and officials.

Job descriptions are developed by heads of structural divisions, HR departments or HR specialists. The text is coordinated with lawyers, the department of labor and wages. The job descriptions are approved by the heads of the organization or by means of an administrative act.

Changes to the job description are made by the head of the organization by his order or by means of an administrative act.

The text of the instruction has the character of instructions. Clear wording with command words is recommended: “must”, “has the right”, “allowed”, “prohibited”, etc. the text is presented from a third person or in an impersonal form.

The date of entry into force of the instruction is the date of its approval (unless another date is indicated in the text). The instruction is drawn up on an A4 form. The job description can serve as the basis for drawing up an employment agreement (contract) and be used in resolving labor conflicts and disputes.

Regulation - a legal act that defines the procedure for the formation, tasks, duties, rights, responsibility and organization of the work of the enterprise as a whole and its structural divisions.

Provisions are:

Individual - about departments, workshops, management units included in the scheme organizational structure enterprise management;

Typical - about the shops of the main production, structural divisions.

The regulations are developed at the direction of the heads of the enterprise and the initiative of the heads of structural divisions.

The draft regulations are submitted for approval to the head of the enterprise.

The regulation on the organization is approved with the help of the administrative document of the parent organization.

The date of the provision is the date of approval of the document, unless another date is indicated in the text.

The regulation is a complex document. Its structure and content is usually determined by the development institution.

They draw up the staffing table on the company's letterhead, indicating a list of positions, information on the number of staff members, official salaries, allowances and monthly wages.

The staffing table is signed by the deputy head of the enterprise, it is coordinated with the chief accountant, and approved by the head of the enterprise.

The heading of statements indicates the total number of staff of the enterprise and the monthly payroll.

Changes to the staffing table are made by order of the head of the enterprise.

The structure and staffing are maintained in accordance with the Charter of the enterprise. All structural divisions, positions and the number of staff units for each position are indicated.

The document is drawn up on the company's letterhead. It is signed by the deputy head of the enterprise. Agree it with the chief accountant. Approved by the director of the enterprise.

All changes are made by order of the director.

1.2 Administrative documents

Administrative documents play a very important role in the management of institutions, enterprises, organizations.

The publication of administrative documents is mandatory: on organizational issues, planning, production, construction, material and technical supply and sales, finance and credit, labor and wages.

In all cases where the mandatory publication of a document is not established by the current regulations, the choice of a written or oral form of management actions lies with the management body (official).

Administrative documents are of an administrative nature. They are directed to subordinate or subordinate organizations; groups or individuals.

Administrative documents include: decrees, instructions, orders, decisions, orders.

Scheme for the preparation of administrative documents:

Comprehensive study of the issue, preparation of a draft document;

Coordination of the text, its signing (order, instruction, order);

Discussion and adoption of the document at a meeting of the collegial body (resolution, decision).

The draft administrative documents can be prepared by structural divisions or individual specialists, as well as by a working group.

Order (on the main activity) - a legal act issued by a decree of the head of the enterprise, acting on the basis of one-man management, to resolve the main and operational tasks of the enterprise.

The order is the main administrative document.

Orders formalize: the procedure for the operation of the enterprise, the decision of instructions for the organization of work, organizational measures, togas of work, the results of audits, etc.

Orders are issued only when necessary. Changes, additions, cancellation of orders are made only on the basis of new orders.

The text of the order consists of ascertaining and administrative parts.

The date of the order is the date of its signing, the beginning of its action. The order is signed by the head of the organization, in his absence - by the deputy. If the official, whose signature is prepared in the draft order, is absent, the order is reprinted.

The preparation of the order, as a rule, is entrusted to a structural unit, a group of persons, an individual official.

Changes and additions to the order after signing are not allowed without the permission of the signatory.

Make out the approval by the approval stamp. The approval stamp includes the following elements: the word AGREED, job title, signature, signature transcript (initials, surname), date.

You can make copies of orders and extracts from them according to the mailing list. Additional copies can be removed with the permission of the supervisor.

The originals of the orders are kept in the office and are not issued for use.

Orders are drawn up on general or special forms, where the name of the document is printed in a typographic way - ORDER.

Signed orders are transferred to the office (general department or secretary) for registration.

Extract from the order - a copy of a part of the document. An extract is the part of the text that is needed for work. The ascertaining part in the extract is recorded in full (if there is one).

An order is a legal act of management of a state body, it is binding on citizens and organizations to which it is addressed. This form of management is used by enterprises, organizations, ministries, government, administrations of cities, districts, etc.

Direction - an administrative document of an organizational and methodological nature, issued by government bodies; ministries, departments; organizations on issues related to the process of executing orders, instructions and other documents (when making business trips, imposing penalties, etc.).

A resolution is a document that is issued by the highest bodies of state power - committees and commissions formed under the government.

Distinguish between decisions of an organizational nature and addressed for execution to other bodies. The first ones make it possible to solve organizational issues of the activities of commissions, committees (issues related to the creation of a body, the distribution of responsibilities among members, approval of the plan).

The latter are intended for execution by enterprises, institutions, officials.

The decrees reveal economic, political and organizational issues. Often, with the help of resolutions, different regulatory documents are approved.

The decision is an administrative document of the collegial governing body. Published by ministries, departmental, scientific councils.

Decisions are issued by organizations (under collegial management and under one-man management), state bodies and public organizations.

The text of the decision consists of a statement and an administrative part.

The decision is signed by the chairman and secretary of the collegial body. However, they have no right to change the content of the text.

1.3 Reference documents

Most of the documents created by institutions are informational and reference. These documents contain information about the actual state of affairs, which serves as the basis for making decisions and issuing administrative documents.

Reference documents include: certificates, reports and explanatory notes, acts, letters, telegrams, etc. They are auxiliary in relation to organizational and administrative documentation and are not binding. The information contained in them can prompt action, but can only be taken into account.

The act is a reference and information document.

It is drawn up by a group of persons to confirm the established facts or events (acts of inventories, acceptance and transfer material values, cases, destruction of documents, acts of accidents, etc.).

Such acts are temporary or permanent commissions, authorized by persons or one official, indicating the documents confirming their powers.

Some acts are subject to approval (of a control and audit nature, containing recommendations and proposals).

The act is approved by an administrative document or by the head, on whose instructions the document was drawn up or the content of the act belongs to the competence of which.

The act may have a stamp of approval.

The text of the act consists of an introductory and a statement.

The act is signed by all persons who took part in its preparation (positions are not indicated).

The acts of audits and surveys are introduced to all persons whose activities they concern. At the same time, an approving mark is put down (Acquainted with the act: signature, date).

If there are comments, the act is endorsed with a note: "Comments are attached."

Acts are drawn up on a common form. Internal acts may not be drawn up on a letterhead.

The requisites are separated from each other by 1, 5-3 intervals.

Minutes - a document fixing the course of discussion of issues and decision-making at meetings, meetings, conferences, and other forms of work of collegial bodies.

The protocol text consists of two parts: introductory and main.

The protocol is signed by the chairman and the secretary. The secretary edits the text, introduces each speaker to the recording of his speech and receives the speaker's signature, according to the recording of his speech. The minutes of the meetings, for which the presidium is elected, are signed by the chairman and members of the presidium.

The date of the minutes is the date of the meeting. If the meeting lasts several days, then indicate the date of the beginning and, through a dash, the end of the meeting.

Protocol number - a serial number that is affixed during the calendar year.

Memorandum is an informational and reference document. It may contain a statement of any question or fact, the conclusions and proposals of the author, is addressed to the head of his organization or to a higher authority.

Depending on the content and purpose, the memoranda are divided into informational and reporting.

Depending on the addressee, memoranda are internal (acting within the organization) and external (sent to higher or other organizations).

The date of its signing is considered the date of the document.

A memo can be drawn up both at the initiative of the author and at the direction of the management. The purpose of a proactive memo is to induce a manager to make a decision. Informational progress reports should be provided to management on a continuous basis.

The text of the memo is divided into two parts. The first is a statement of the facts that caused it to be drawn up, the second is the conclusions, opinions of the compiler - an organization or an official.

Explanatory note - a document explaining the content of certain provisions of the main document (plan, program, report, etc.), or explaining the reasons for violation of labor discipline, failure to fulfill any order.

Service note is a form of internal correspondence. It is sent from structural divisions or from officials to any addressee within the organization, except for direct managers.

Letter is a generalized name for documents of different content sent by mail. It serves as a means of communication between institutions, individuals, allows you to report various information, notify about events.

The letter is used when it is impossible to resolve the issue by other means (personal conversation, telephone conversation).

There are many types of letters: letters containing a request, offer, claim, request, requiring a response. There are letters that contain a notification, information, refusal, reminder and do not require an answer.

Help - a document confirming any facts or events.

There are two types of inquiries:

1. References describing and confirming facts or events in the production activities of the organization.

2. Certificates confirming legal facts: confirmation of the place of work, study, position held, place of residence, etc. they are issued at the request of an interested person or institution. This is the most numerous and daily compiled group of references. As a rule, when drawing up such certificates, unified stencil forms of the A5 format are used.

The report is of great importance for meetings, meetings, meetings.

To write a good report, you need to determine: the purpose of the document, the rules of execution.

The report can serve two purposes:

1. Information

2. Information and persuasion.

Report writing is a skill that requires practical skill and critical analysis of the draft report.

Telegram - a document separated from others by the method of transmission (by telegraph). The speed of transmission is sometimes necessary if another, slower method will slow down the execution.

A telephonogram is a generalized name for documents of different content, highlighted by the method of text transmission - by phone. Recorded by the recipient. Convenient for the transmission of urgent orders, notifications and information. However, this kind of document can only exist within a telephone connection.

1.4 Personnel documents

A special group of documents in office work is made up of documents on personnel, reflecting the legal, labor and service activities of employees of institutions and organizations.

Personnel documents are created as a result of labor relations arising between institutions and employees. Such documents include: orders for personnel, statements, work books, personal cards, etc.

Mandatory maintenance of personnel records at enterprises is provided for by the Labor Code, Instruction for maintaining work books, etc.

The order on personnel records information about the personnel:

Recruitment;

Moving around at work;

Dismissal from work;

Determination of official salaries;

Holidays;

Business trips;

Last name changes;

Incentives;

Penalties, etc.

Orders for personnel are the basis for making appropriate entries in other documents (work books, personal cards, financial documents).

Application - a document addressed to an organization or an official with a request for employment, dismissal, transfer, leave.

An employee writes a statement, as a rule, by hand, in any form or on a stencil form developed at the given enterprise.

Application for a job.

It must be written on A4 paper, since this is the generally accepted format for personal file documents. The application for employment is placed in the employee's personal file.

Application for transfer to another position.

This kind of application has the following features. In the addressee, the employee indicates the current position, and in the text - the reasons for the transfer.

Applications for study leave, maternity leave, caring for a family member, etc.

Labor contract (agreement) - an agreement between a worker and an enterprise (institution, organization), according to which the worker undertakes to perform work in a certain specialty, obeying the labor schedule, and the enterprise (institution, organization) undertakes to pay wages and provide working conditions, by agreement of the parties and provided by law.

Distinguish between basic and additional conditions of an employment contract (contract).

Contracts are concluded:

For an indefinite period, i.e. for permanent work;

For a certain period, no more than five years;

For the duration of a certain job.

The work book is the main document confirming the work experience of the employee. Work books for employees are kept at the enterprise, regardless of the form of ownership.

The law prohibits having multiple work books.

Labor books are kept only at the place of main work.

Having lost a work book or insert, you must notify the administration at the place of work.

The organization maintains documentation on the accounting of forms and completed work books

There is an income and expense book for accounting forms and work books and inserts to them.

The cashier can keep the income and expense book in the accounting department of the enterprise.

These books must be numbered, laced and sealed with the director's signature and seal.

A resume is a document containing biographical information that a person provides upon employment.

Personal sheet on personnel records (questionnaire) - a list of questions about the biographical data of the employee, education, labor activity, marital status, etc.

The personal sheet must be checked by the employee responsible for the documentation of personnel activities.

The questionnaire is a similar form of the "Personal sheet for personnel records" and contains the same columns.

Personal card (form T-2) is the main accounting document. It has a standard interdepartmental form approved by the statistics authorities.

2. Classification of documents

2.1 Concept of document classification

The concept of "classification" is used most often both in the meaning of the process and in the meaning of the result, i.e. is understood as a grouping and as the resulting scheme. To distinguish between the classification process and its result, it is proposed to use two terms:

· Classification of documents - the process of ordering or distribution of documents into classes in order to reflect the relationship between them and drawing up a classification scheme;

· Classification (Latin classik - category, group) of documents is a system of their subordination, used as a means of establishing links between classes of documents, as well as for orientation in their diversity. The structure of the classification is usually presented in the form of a table or diagram.

Classification is one of the methods of cognition. Without it, it is impossible to study the variety of existing types of documents, to systematize them, to establish the differences between the types of documents distinguished according to various characteristics. The complex classification reflects the patterns of development of documents, reveals the connections between them, helps to navigate in any of their set, serves as the basis for their ordering in document systems. It is important for the theory of records management and practical document and communication activities.

For the classification of documents, it is especially important to keep in mind at least the following provisions:

· The attribute by which the division is carried out is called the basis of division, and the concepts formed in this process are called division members;

· One and the same division must be carried out on the same basis (non-intersection requirement);

· The sum of all members of the division must be equal to the total volume of the concept to be divided, i.e. division must be exhaustive; neither insufficiency nor redundancy of division is acceptable (requirements of proportionality);

· Members of division should be mutually exclusive of each other (requirements of mutual exclusion);

· The division members must be closest to the divisible concept, it is not allowed to jump from the next subclass in the row to the distant one above or below (the requirement of continuity).

To classify documents means to carry out a multistage, hierarchical and dichotomous division of them into genera, types, subspecies, varieties. A genus (class) is a set (set) of documents that have a certain common feature that distinguishes this set from other objects. As a classification division, you can take various characteristics, depending on the purpose of the classification. The class is always based on the most important feature of the document that meets the purpose of the classification. A class that includes others will be a kind in relation to them, and the classes included in it, in relation to it, will be species. The same class can be genus in relation to the lower class and species in relation to the upper one. Thus, the class "cine-photo-phono-documents" is a kind in relation to the class "documents" and a genus in relation to the class "cine-photo documents", "photo-documents" and "phono-documents". Genus (class) is the first level of division, which is revealed with the help of specific divisions of the document.

View is the second level of division. In this case, the generic concept "document" is divided into specific concepts, i.e. on types of documents. Each link of the species classification can be called a type of document according to one or another characteristic (by the nature of symbolic means, intended for human perception, method of documentation, material medium, etc.).

The third level of division is a subspecies. It is followed by a variety, etc., until the final place of a particular document (individual) in this classification is determined.

Hierarchy is the arrangement of documents in order from highest to lowest. Accordingly, the hierarchical arrangement of documents is as follows: document publication non-periodical publication book.

Dichotomy - the sequential division of documents of the same class into two opposite types, subspecies, varieties, etc. For example: published and unpublished document, recurring and non-recurring document, etc.

2.2 Classification by information component of the document

The main signs classification on the informational component of the document - the content of the document; the degree of generalization of information; the type of characters used to record information; intended for human perception of information; a channel for perceiving characters used to record content; the extent to which information is disseminated; method of recording information, etc.

a) Classification of documents by content. Classifications based on the attribute of the content (meaning) of the document are called semantic. They are divided into types and subspecies in accordance with the sign of the content of the document by branches of knowledge, topics, subjects, problems. Classification of documents by content is carried out in practice using rubricators, classifiers, classification tables, etc. The topic, subject, as well as the main semantic aspects can be described using lexical units (keywords, descriptors), which can also serve as a basis for building a classification of documents.

Semantic classifications of documents are of great practical importance in the subdivisions of the document and communication sphere and therefore are the most developed. These include five variants of the Library and Bibliographic Classification (LBC), the Universal Decimal Classification (UDC), the Dewey Decimal Classification, the Unified Classification of Literature for Book Publishing and others. There are substantial classifications for certain types of documents: for example, the classifier of state standards, the International Classification of Inventions. The organization of most information retrieval systems and document arrays is based on these classifications.

b) Classification of documents according to the level of generalization of information. According to the level of generalization of information, documents are divided into primary and secondary.

c) Classification of documents by the nature of symbolic means of fixing information. A distinctive feature of the document is that the information contained in it is transmitted by means of certain signs. In classifications that take into account the peculiarities of symbolic means of fixing, transmitting and perceiving information by a person, text and non-text documents are distinguished.

In a text document, the symbol is the alphabet (letters) of a natural language. Text documents are often referred to as verbal or verbal. A verbal document, as a rule, exists in writing - words (speech) are fixed on a material medium with conventional letters. Thanks to the verbal method of coding information, the most accurate transfer of meaning is provided. The concept of "text document" can be applied not only to written, but also to phono documents containing speech, in other words, to all text documents.

One of the main types of a text document, in which information is embodied in any way of writing, is a written document - this is most often a literary document, the content of which is expressed verbally in a written form. A non-text document is drawn up in the form of a record with the help of musical notation, cartographic and other non-speech signs. These include: iconic, ideographic, sounding and matrix documents. They are often called non-verbal (non-verbal).

An iconic document is one in which a sign is similar to a reflected object (drawing, photograph, film, etc.). A variation of this class of documents is an iconic document, in which the image is transmitted by a system of pictorial means of painting, graphics, photography.

An ideographic document is one in which a symbol is used as a sign that does not reflect real objects or phenomena (map, notes, drawing). This class of documents includes cartographic and musical documents: cartographic contains images of special objects - the surface of the Earth or other celestial bodies - made in a special sign system; and a musical document is a recording of a piece of music with graphic (descriptive) signs, which represent a special system - musical notation.

A sounding document captures and transmits information with sounds. This is the so-called phonodocument (gramophone record, magnetic recording).

The matrix document is executed by means of the "matrix language", i.e. consists of code cells-matrices, with the help of which information is encoded in a form that can be "read" by a machine (punched cards, magnetic and optical disks). Sound and matrix documents belong to the class of technically coded, containing a recording that can be reproduced only with the help of technical means, including sound reproducing, projection equipment or a computer.

A complex document combines two or more significant means of fixing information (a magazine with a musical attachment in the form of a gramophone record; a set of transparencies with text; a book with an electronic musical keyboard, etc.).

G ) Classification of documents according to the dimensionality of recording information. Measurement of information recording the place occupied by the document (its material basis) in space is determined. On this basis, one-, two- and three-dimensional (volumetric) documents are distinguished. In a one-dimensional environment, information is recorded in Morse code (binary code) "in a line" or in a linear sequence.

e) Classification of documents according to their intended purpose for the perception of information . Information recorded in a document using certain symbolic means can be perceived by a person both directly and indirectly. According to the subject of perception of semantic content, all documents are divided into human-readable - they can be "read" directly by a person, without special technical means - and machine-readable, intended for automatic reproduction of information in a document using a tape recorder, TV, printer, display, etc. etc. Recording of machine-readable documents is carried out by changing the structure of the carrier.

By their appearance, a person cannot say anything about the nature of the entry in such documents, because it was made in some technical way.

f) Classification of documents according to the channel of information perception . The information contained in the document can be perceived with the help of various senses (sight, hearing, touch). According to the channel of perception of signs used to record content, visual, tactile, auditory and audiovisual documents are distinguished.

g) Classification of documents according to their prevalence distinguishes published, unpublished and unpublished documents.

i) Classification of documents according to the method of documentation . According to the method of documenting (or fixing information on a carrier), handwritten, printed, mechanical, magnetic, photographic, optical, laser and electronic documents are distinguished.

2.3 Classification by the material component of the document

The second attributive component of the document is its material (substantial) form, the material basis of the information carrier, the features of which make up the second group of relatively independent grounds for dividing documents into types and subspecies according to the material of the information carrier, according to the material structure, etc.

a) Classification of documents according to the material of the information carrier distinguishes classes of documents on an artificial and natural material basis. The main types of modern documents on an artificial medium are paper and polymer (polymer-film and polymer-plate) documents.

b) Classification by material structure or form of information carrier . Each document has a certain external form of its material carrier. It is by the form (construction) of the document that at the ordinary level, a book is distinguished from a newspaper, a gramophone record from a floppy disk, bearing in mind that the document is made in the form of a book, disk, magnetic tape, etc.

According to the material structure of the information carrier, they are distinguished: sheet, code, card, tape, claim, combined document.

2.4 Classification of documents according to the circumstances of their functioning in the external environment

A common feature of the classification, which is not related to either the content or the form of the document, is the feature of dividing the set of documents according to the circumstances of their functioning in the external environment, i.e. in time and space. This includes: the regularity of publication, the place and time of the appearance of the document in the external environment, and others.

a) Classification of documents according to the frequency of publication distinguishes periodic and non-periodic documents. Periodic documents are documents that are issued at regular intervals in numbered or dated, uniformly issued issues (newspaper, magazine, serial and continuing publication). Non-periodic documents - documents that are published once and do not have a continuation (books, cards, posters, punched tapes, optical disks, floppy disks, gramophone records, etc.). In addition, according to the regularity of publication, they distinguish between a yearbook, a quarterly, a monthly, a weekly, a diary, etc.

b) Classification of documents by the time of their appearance in the external environment. By the time the document appears in the external environment, the original, original, copy, duplicate are distinguished.

c) The classification of documents by place of origin distinguishes between a local document (within one region, city, one or more districts, enterprise, institution, economy or educational institution); regional document - issued and distributed within one or several constituent entities of the Federation; national or national (nationwide) and foreign or foreign (published or printed abroad).

Zconcluding

One of the central issues in organizing information and documentation services for the activities of any institution, company, enterprise is the creation of a DOE service (management documentation support). Today, no one needs to prove the value of information in the field of management, and every manager understands that he can make a decision on any issue only if he has the appropriate information on the issue. The faster he receives information, and the more complete it is, the more chances he has to develop best solution in the shortest possible time and get ahead of their competitors.

The information carrier is a document on various bases.

The growth in the volume of information and, accordingly, documents required the introduction of technology for the timely processing of documents, and with the advent of computers - and the information itself.

In the last quarter of the twentieth century, a huge increase in the amount of information and the introduction of computer technology began to impose increased requirements on the organization of information and documentation services. Accordingly, the requirements for the services involved in information and documentation support began to change. Abroad, they are increasingly getting the name - the service of management of information and documentation resources.

As you know, in any organization, certain work is carried out on state or public administration. Any governing body needs an information system to perform its functions. Of course, there is also undocumented - "direct" management, but since the overwhelming majority of managerial work needs to record its actions, it is necessary efficient system documentation support of management.

The composition of practically applied rules for documenting, forms of documents, technologies for processing and storing documents directly depends on the functions of the organization.

This can explain the fact that the problems of document management are in constant development and have not yet received sufficient scientific and methodological study. Indeed, among other things, the real systems of documentary management in organizations depend on the status, scope of work, the scope of rights and powers and the personality of its leader and the entire management system as a whole. For example, accounting duties in small firms are most often assigned to the office management, and in large firms they are an independent functional area, but in both cases the same operations should be documented in the same way, in the same indicators and forms of documents.

The services of preschool educational institutions differ significantly in quantity and quality in various organizations, but at the same time the following tendency can be noted - the larger the company, the more the types of activities associated with the organization of information relationships and documentation support of the management apparatus are separated into independent services. The problem of the development of types of documents in management activities seems to be one of the most important today. The aim of the work was the systematization, accumulation and consolidation of knowledge about the types of documents used in management activities, their development.

To achieve the goal, the following tasks were solved:

Analysis of the types of documents used in management activities;

Document Development Research;

Classification of documents.

Bibliography

text document office work props

1. The team "Office work and document management at the enterprise №1 2010" Publisher: LLC "Business-Arsenal", January 2010, 97 p.

2. Zakharkina O.I., Gusyatnikova D.E., Shitova M.A. “HR department of the enterprise. Office work, document flow and regulatory framework "/ Ed. Omega-L, 2009 260 p.

3. Rogozhin M.Yu. "Documents of the personnel service of the enterprise" / Ed. GROSS MEDIA, ROSBUKH, 2008, 281 p.

5. Romanina L.A. "Documentation support" 3rd ed., 2005, 224 p.

Posted on Allbest.ru

Nomenclature of cases

This is a document listing all the "cases" in the organization. In this case, a "case" means a collection of business papers of the same type or direction.

Nomenclature is a system that allows you to analyze the documentary activities of an enterprise. To compile it, you need to determine a list of all available varieties of documents. Then combine them in directions. Each type is assigned a number - a code, it can consist of several numbers or letters, for example, a number, year or even a month of publication, if the volume of documents is significant.

For example: 01 / BU / 2017, where 01 is the number in order, BU is the accounting department, 2017 is the year. The storage period and the place in the archive when the case will be handed over there are also indicated. The nomenclature can be approved for a certain period - for a year, 3 years or 5 years, if no changes are foreseen. Before approval, the content of the nomenclature should be checked by the heads of departments in terms of their work.

An nomenclature is drawn up for the purpose of convenient archiving of papers, as well as for bringing cases into the system. It helps to outline the basics of office work concisely, reflects the main types of business papers, taking into account the characteristics of the enterprise. Usually it is compiled in the form of a table - the name of the case, code (number), place in the archive, storage period. It is better to group cases by types, departments of their publication.

Types of documents in the organization

The number of cases and types of documents is directly related to the specifics of the company's activities. Often the workflow is divided into blocks, which are carried out by specialists in the areas of work. But there is a list that is typical for any company, be it commercial or state-owned:

Inbox - incoming to the organization from the outside - everything that came by mail, with couriers, personally delivered by representatives of other organizations.

Outgoing - sent from the organization - everything addressed to other legal entities, as well as to individuals (replies, letters, decisions).

Internal - not outside the organization, regulating the work of the enterprise (orders, orders, regulations, regulations, etc.).

As a rule, a separate registration journal is kept for each type, in which the number in order, date, name, where the document came from or where it was sent, and the name of the person in charge are recorded.

If the journal registers documents handed out to employees, a signature field is left in receipt. Also, a note can be made in the journal, in which case, according to the nomenclature, a copy was filed for storage.

The organization can also keep logs of internal business trips, accounting for the delivery of keys, the time of arrival at workplace and even phone calls. Sometimes the number of registration books leads to the establishment of a log book. It all depends on the need and the existing practice at the enterprise.

The magazines need to be numbered, stitched and sealed, this is done to exclude the possibility of replacing the sheet.

Record keeping - the basics of office work and workflow. The number of journals and cases depends on the needs of the company and the desire to record all the papers.

Regulation on document flow

After the development of the nomenclature of cases and the list of necessary journals, it is reasonable to draw up a Regulation on the organization's workflow. This is a regulation that explains the rules for compiling, transferring, archiving all available papers. It describes the procedure for each stream of documentation and sets a timeline for transferring it from one department to another.

Sample Statement

The regulation will help to avoid confusion, shifting of responsibility and loss of important business papers. For each stream, a route is prescribed - for example: publication, approval, registration, sending to the addressee, filing in the archive.

Seals and stamps

Often newcomers, and not only them, cannot figure out in which cases an organization's seal is needed, and in which not. The answer is very simple: outgoing forms are certified by a seal, because the presence of a seal certifies the origin of the letter. Internal papers do not require printing as they are the signature of the manual is sufficient in this case.

Incoming documents after their registration are transferred to the manager for making a decision and appointing a person responsible for execution or response. They also do not need a seal. Seal and stamp should not be confused. Stamps can be very different, from "Incoming No. ..." to "Copy is correct", and they have no legal force. It is just an auxiliary tool for the secretary's work.