What is office work? Managing business and paperwork. Organization of work with documents

Success in business largely depends on its proper organization. Both managers and ordinary workers should be paperwork. What are its features, what types are there, and what regulatory documents should be taken into account when organizing workflow?

What is office work

Any organization, regardless of the form of ownership and characteristics, creates a variety of papers in the course of its activities. These can be orders, letters, and protocols. All of them relate to organizational and administrative documentation.

Office work is the activity of creating documents of an organization, performed according to certain rules and requirements. Most often, enterprises allocate special employees employed only in this area. In small firms, the function of a secretary can be assigned to almost any employee.

If you understand the essence of terminology (what is office work), then the origin of the word will become clear. This is, first of all, fixation on a material carrier of official information. During this process, it is created which later initiates certain actions.

The term "office work" itself appeared quite a long time ago, but only in the middle of the last century it took shape officially, being enshrined in regulatory documents at the state level.

Office work and document management - what is it?

The organization cannot exist independently of the law. There is always office work and document flow in it. What is it, what are the features of the transition of papers, how to draw them up correctly? These issues are solved by specialists: secretaries, archivists, employees of the personnel department.

Office work involves fixing information on a material carrier, creating a paper or electronic act. On its basis, the document flow of the organization is built - the movement of an order or letter, starting from its creation and ending with execution and sending to the archive or destruction.

Depending on the place of creation of business papers in relation to employees and management of the organization, the document flow is divided into external and internal. The further path of the order, order, letter will depend on the source.

The internal document flow of the organization involves the following steps:

The stages of external workflow are generally similar, but there are some differences:

Documents come to the enterprise from outside. These can be papers of higher and lower organizations, branches, regulations from official authorities, court orders, letters from citizens.
All business papers received by the organization must go through the registration procedure. She confirms that they are under control.
The next step is working with the document, familiarization or execution of the instructions.
If necessary, an official response is issued.
The last stage is registration for long-term or archival storage, and possible destruction.

In addition, in relation to the management of the organization, the following types of document flow are distinguished:

All stages of document movement are necessarily recorded in special journals. They can be conducted in several ways:

movement of documents;
document cards;
electronic document management is most common in the vast majority of organizations.

Features of judicial office work

Many are wondering what it is and how it differs from the general. A court case is a slightly different package of documents and material evidence. Its proper storage and movement ensures the transparency of the work of the law enforcement system. Court proceedings, unlike organizational ones, cannot be voluntary. It is conducted by authorized persons and strictly controlled. For him, all stages are normatively and strictly defined, up to destruction.

Functions of the secretary

Most employees of the enterprise have a very vague idea of what office work and document management are. For a secretary, this is a professional activity.

The secretariat of the enterprise performs the main function according to the form and characteristics of the work, the organization of the clerical service of the enterprise is divided into the following types:

Centralized - all secretaries are in the same department and report to the chief clerk or senior secretary.
Decentralized - secretaries and employees who perform their duties are dispersed across departments of the organization and report to different bosses.
Mixed - most common in large organizations.

Features of the document flow at the enterprise will directly depend on what form of secretariat is adopted.

Office work instructions

Regardless of the size and form of ownership, any organization must have a regulation governing the movement of documents. What is it and how to make it? This question worries not only secretaries, but also managers.

An office work instruction is an internal regulatory act of an organization, approved by an order or order of management, of unlimited duration. It spells out all the stages of passing the document, gives lists of positions whose signatures can certify the authenticity of official papers, provides design samples, forms and forms.

Record keeping

In small organizations with a low level of document flow (less than 200 per year), the question of what record keeping is is not raised. Everything is decided by the employees themselves or even the manager.

If the duties of record keeping are not direct for the employee and are not spelled out in his employment contract, then a decree should be issued on the assignment of these functions. This document should detail additional duties, responsibilities and compensation.

Features of personnel office work

If at least one employee works in the organization, then labor documents will be created. The question of what is personnel office work is especially relevant for enterprises with a small number of employees.

Personnel records management is the provision of the movement of specific documents related to the labor activity of employees of the enterprise. Usually these duties are performed by employees of a special unit - the personnel department. Their functions include receiving, processing and storing personnel documentation. Including the processing of personal data that is confidential.

Personnel workflow is usually kept separately from the general one in compliance with the rules of secrecy and storage features.

Office workflow optimization

Despite the rapid development of digital technologies, many organizations find it difficult to optimize document flow. They continue to conduct paper correspondence in the old fashioned way and keep ordinary registration journals.

This is due to two factors:

resistance to innovations of employees of the enterprise;
lack of finance.

Managers should remember that the optimization of workflow with considerable investment gives a noticeable economic effect.

An enterprise is a complex mechanism that requires control over each of its sectors. Record keeping is an important part of managing an organization. Without this procedure, confusion and chaos will arise at the enterprise, it will be impossible to find the necessary documents, provide them to the regulatory authorities, and store them correctly.

For proper record keeping, it is necessary to familiarize yourself with the basics of this process. These basics will allow you to delve into, systematize the data. What do you need to know a beginner who is just starting to office work? Often these duties are delegated to the secretary even without special education. It is believed that it is not difficult to master these skills, but in fact this area has many nuances, aspects that are important not to miss.

The basics of organizing office work begin with the concept of the nomenclature of cases. This is a list of all the documents that the company has. A complex system with many branches - this is how this concept can be characterized. Each direction is assigned its own code to make it easier to find the right document.

The nomenclature allows you to archive the material, create a single system. To make it easier to process the information, a table is created in which the document codes, place in the archive, storage period are entered.

Experienced secretaries recommend grouping documents according to their types. There are many types of documents. The list depends on the specifics of production, the functions of the enterprise, the focus of work. But there are universal documents that can be found in both state and private enterprises.

These include:

incoming - such materials that enter the organization from outside;
outgoing - sent on behalf of the enterprise to other persons (including letters, replies, etc.);
internal - documents that regulate the internal work of the enterprise (regulations, orders, orders, etc.).

Each variety is conducted by the secretary separately. To do this, an individual journal is started, in which everything related to a particular document is recorded.

If, for example, the material was issued to one of the employees, then the log must necessarily indicate who it is, the signature of the responsible person and a copy of this document.

Office work is not only the accounting of familiar documents. Also, a log is kept of handing over keys, taking calls, coming to work and other important documents that can make the “life” of the enterprise better and more productive.

The next important point in the basics of workflow is the preparation of a Regulation on workflow for a particular organization. This main document is developed jointly with the director of the enterprise and reflects all the nuances of doing business.

What should be displayed in the Regulation:

rules for compiling documentation;
its procedure for transfer and disposal;
archiving procedure, etc.

This will allow you to put things in order and prevent you from losing important materials, help you quickly find what you need and track any “movements” of the document.

It is important for a specialist - a clerk to figure out in which cases a stamp or seal is placed on a document. Everything is simple here - the seal is affixed on outgoing forms, and internal documents are certified by the signature of the head. Incoming materials, after consideration by the head, are also certified with a seal.

The stamp is an auxiliary tool that helps the secretary to grade information, but it has no legal force.

Rules for the organization of office work

So that order reigns at the enterprise and work processes are not hampered by paperwork, you should master the rules for organizing office work. They will help you decide how to properly keep records of incoming and outgoing documentation, supplier and customer cards, call logs and other important documentation.

The following main theses can be distinguished:

It is preferable to introduce a computer organization of office work. This means that a special program can be used that organizes the information itself, assigns codes and archives the data. But at the same time, paper media should not be thrown away either.
It is also better to fill out documents on a computer. No matter how beautiful the handwriting of the one who fills them out, the typeface will create a neat impression.
Staff should be taught to be responsible and respectful of documents.
You need to send important letters only with a “live” seal, and not a copy.
E-mail, although a quick way to send documents, is not always effective. This is because often at first the secretary looks through the information and decides what exactly to print and convey to the head. Because of this, some of the data simply does not reach the addressee.
Business emails should always be answered. The answer to an urgent letter must be written within a day, the rest - within a week. This is an important rule of business ethics, the implementation of which will characterize the enterprise from the best side.

This is only a basic list of the basic rules for organizing office work. Each enterprise can develop its own individual rules, referring to the specifics of production, the number of staff, etc.

Rules of office work and document flow in the organization

Office work is closely related to the concept of "document flow". The latter is the movement of documents in the enterprise from the moment they are created or received until they are sent to others, filed in an archive or disposed of.

The direction in this area is determined by the rules of office work and document flow in the organization:

Documents can be drawn up on a special form, a simple sheet of A4 paper, in electronic form.
All details must be indicated, stamps affixed, and there was also the signature of the head.
When creating an electronic document, it is important to fill it out according to an existing template.
A nomenclature of cases must be created. Without it, it will be impossible to quickly track the desired document.
Documents must be transferred to the archive. Important ones are stored for more than 10 years, less important - up to 10 years.
Cases can be issued against the signature of employees for a certain period, after its expiration, the documents must be returned to the secretary again. This movement must be displayed in a special journal.
In rare cases, the original document may be removed from the file. But then a copy must be attached.

Basic requirements for the organization of office work

In addition to the rules, there are also basic requirements for the organization of office work.

They are in the following main aspects:

records of incoming, outgoing and internal documentation should be kept;
for the operational organization, computer technologies, postal communications and other technical capabilities should be used that will allow faster delivery of information to the addressee;
each document must undergo primary processing, registration, preliminary review, approval by the head, then transfer to the performers and filing to the case;
registration must take place on time (on the day of receipt, the deadline is the next day);
a nomenclature of cases must be created;
ideal option - duplication of the document in electronic form. Electronic document management will greatly simplify the registration, processing, transfer and archiving of information.

As with other areas of the "life activity" of the enterprise, office work must be taken seriously, cards and magazines must be filled out in a timely manner, and documents must be carefully and carefully treated.

Storage of documents in the office work of the organization

Storage of documents in the office work of the organization is an important and necessary stage. Without it, it will be impossible to quickly find the desired document or it may not be found at all. This is the penultimate step before the disposal of documentation. Information can be stored in the archive for decades, so it should be properly formatted.

First, information needs to be systematized and cases formed. After that, a nomenclature of cases is created, which includes all the documentation that exists in the enterprise. It is stored in the Office of Records Management. Usually, the secretary or other person who is entrusted with the duties of a clerk is responsible for its formation and preservation.

Finished cases are transferred to the archive. But first they make inventories of cases in order to grade them according to the shelf life.

When the storage period for a particular document expires, it is disposed of. This is also not so easy to do. First, an Act of Withdrawal is drawn up, it must be signed by the head, so as not to suddenly dispose of an important document for him.

Exemplary Instructions for office work in the organization

Each organization must develop and approve an individual Instruction on office work in the organization. Items in it may vary depending on the direction of the enterprise. But you can give an approximate typical Instruction, which can become a template for developing your own version.

You should start with a “header”, in which you should indicate the date, document number and data of the person who approved the Instruction. Then there are the General Provisions.

1. General Provisions

1.1 A standard instruction is created to ensure the workflow at the enterprise, increase efficiency and normalize production, financial and other processes.

1.2 The document applies to the organization of all types of documents, on whatever medium they are presented.

1.3 The purpose of the management of the enterprise is to improve the organization of office work through the introduction of hardware and software equipment.

2. Requirements for the organization of document circulation and office work

2.1 Creating a nomenclature of cases and assigning a unique number to each case.

2.2 Consideration, analysis of each document, systematization of information.

2.3 Mandatory response to business letters within the framework of business ethics.

2.4 Timely registration of cases, their transfer to the archive and disposal over time.

3. Features of registration of some types of documentation

3.1 Orders and orders convey decisions of a regulatory nature and are endorsed by the head of the enterprise or heads of departments.

3.2 Documentation is printed on a special form and must have a title, date of signing, number.

3.3 The regulation includes a set of rules that must be followed for the operation of the enterprise

3.4 The protocol consists of notes that were made during the meeting, meeting

3.5 Official letters must be systematized and entered in a special Journal.

4. Acceptance and processing of documentation

4.1 All documents that are created or received by the enterprise undergo primary processing, primary consideration, registration, are submitted for consideration to the management, and then to the performers.

4.2 If the document is not addressed specifically to the management, but came in the name of the enterprise, then it is first considered by the secretary, and only then it passes to the director for consideration.

4.3 If the document is received on electronic media, then it must be accompanied by a cover letter with the text written in the document.

5. Organization of file storage

5.1 From the moment of creation or transfer of the file to the enterprise and until its submission to the archive, it is stored in the records management department.

5.2 The head of the enterprise and heads of departments are responsible for the safety of information.

5.3 Issuance of cases is carried out only against receipt for a specified period.

5.4 After the expiration of the storage period, the files are transferred to the archive.

You can supplement the Instruction with templates for document forms.

Organization of non-secret office work

Most often they are faced with the organization of non-secret office work. This responsibility falls either on the secretary or on the head of the clerical department.

Due to the fact that the materials are not classified, the organization of such a process is very similar to the standard one.

The algorithm of actions will be as follows:

obtaining or developing a document;
its processing and review by management;
transfer to performers;
storage of the document and its transfer to the archive.

Access of persons who can borrow documentation for a while is not limited.

Organization of secret office work

It is more difficult to organize secret office work. At the same time, the information is partially or completely closed from outsiders, therefore it is necessary to immediately clearly distinguish who can get acquainted with the documents.

You also need to pay attention to such nuances:

a commission should be created to oversee the process;
all the points of the correct organization of simple documentation should be present in this case, but more advanced;
special control during data transmission (via postal service, Internet, telephone, etc.);
a special room with safes and fireproof cabinets should be prepared for storing such information;
issuance of documentation is carried out in a room with a special window for issuance or a barrier that will delimit the space;
entrance doors must have working locks and be well locked;
in the room itself there should be all the means to evacuate documents if necessary;
there must be a second set of keys to the premises where secret information is planned to be stored;
the security system will help to avoid the theft of important materials.

Rules for the organization of office work in federal bodies

The rules for organizing office work in federal bodies are based on laws, decrees and orders of the Government of the Russian Federation. Therefore, they are clearly specified and displayed in the standard Instructions for office work.

These rules are very similar to other similar rules for organizing workflow in an enterprise.

But there are a few specific nuances that you need to pay attention to:

Document flow is impossible without the interaction of the federal body, management bodies and the administration of the enterprise.
Documents must be signed by the head of the federal body or his deputy.
Coordination is an obligatory stage of document management organization.
Documents must be registered on the day of receipt or on the day of signing.
Special search engines are being created to search for the desired document.
If you need to change the deadlines for the execution of the document, then you can write an order addressed to the head of the federal body.
After the execution of the document, it is removed from control. This can also be done before its execution, but only after the permission of the federal authority.
The nomenclature of cases of a federal body consists of the nomenclature of cases of a subdivision and the consolidated nomenclature.
The formation of cases is decentralized in each individual unit.

In all other respects, the principles of document management are very similar.

Organization of office work on the appeal of citizens

Citizens often turn to state authorities for help. Such appeals also need to be systematized and the organization of office work in this area should be established.

Citizens are more likely to apply in writing.

Then the procedure will be like this:

receiving a written request;
its consideration;
organization of personal reception of citizens;
monitoring compliance with obligations to citizens.

A written appeal must be registered within 3 days. The date and registration number are put on the document.

The organization is better to conduct with the help of cards, and using computer technology.

If the appeal contains questions that are not within the competence of the executive authority, then within a week you need to redirect it to its destination.

The written response must be signed by the executive authority.

There are such reasons why you can not give an answer to a citizen:

if obscene language was used in the appeal;
no feedback from the sender;
the text is illegible;
the explanation contains classified information.

Cases are formed on the basis of such letters.

Organization of modern office work, new in office work

The organization of modern office work does not stand still. Continuous development in this area is the key to the "healthy" functioning of the enterprise. The emergence of new forms, forms, documentation, new rules for registration, transfer and storage makes the responsible person constantly improve, learn new things.

What's new in office work over the past year? The main innovation is that from July 1, 2018, a new standard for the execution of organizational and administrative documents is introduced. In particular, it touched on the important topic of using fonts in documentation. So earlier it was possible to use only Times New Roman, Arial, Verdana or Calibri. The new standard allows any free fonts. Their size: 12, 13, 14.

If you need to fill the table, you should use smaller fonts.

Also, new details appeared in the new document:

name of the structural unit;
the author of the document is indicated;
access restriction mark (if applicable);
electronic signature.

There are a number of new forms and software designed to help the secretary do his job.

Organization and management of office work at the enterprise is a top priority. Such systematization, processing and storage of data takes a lot of effort and money. But modern technologies greatly simplify the work of specialists. Now, with one click, you can find out about the status of the document, its storage location and the terms of its use in the documentation cycle.

The duty to keep records is usually assigned to the secretary. This position does not require special education, and often applicants with minimal work experience are accepted for it. But document management is a responsible and important matter, the successful operation of the enterprise largely depends on its accuracy and correctness.

Business can be:

general - relating to the main activities of the company,
personnel - for documentation on personnel, maintained by the personnel department,
secret - found in some state structures and has standards of conduct,
electronic - when part of the information is transmitted in digital format.

It is not difficult to master the basics of office work on your own. It is better to start with the most important and fundamental document - the nomenclature of cases.

Case nomenclature

This is a document with a list of all the "cases" in the organization. Under the "case" in this case means a set of business papers of the same type or direction.

The 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 types 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, the number, year or even month of publication, if the volume of documents is significant.

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

A nomenclature is compiled for the purpose of convenient archiving of papers, as well as for bringing cases into a system. It helps to briefly outline the basics of office work, 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. Cases are best grouped by type, department 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 conducted by specialists in areas of work. But there is a list that is typical for any company, be it commercial or state:

Incoming - coming into 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 individuals (answers, letters, decisions).

Internal - do not go beyond 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 serial number, 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 the 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 may also keep logs of internal business trips, accounting for the delivery of keys, the time of arrival at the workplace, and even phone calls. Sometimes the number of registration books leads to the establishment of a register of journals. It all depends on the need and prevailing practice at the enterprise.

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

Accounting is the basis of office work and document flow. The number of journals and cases depends on the needs of the company and the desire to record all available papers.

Regulation on document flow

After developing the nomenclature of cases and the list of required 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 flow of documentation and establishes the timing of its transfer from one department to another.

Sample Regulation

The provision will help to avoid confusion, shifting 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, beginners, and not only them, cannot figure out in which cases the organization's seal is needed, and in which it is not. The answer is very simple: outgoing forms are certified with a seal, because. the presence of a seal certifies the origin of the letter. The inner papers do not require a seal, as the signature of the management in this case is sufficient.

Incoming documents after their registration are transferred to the head for decision-making and appointment of a person responsible for execution or response. They also do not require printing. Do not confuse seal and stamp. Stamps can be very different, from "Incoming number ..." to "Copy is correct", and they have no legal force. This is just an auxiliary tool for the work of a secretary.

INTRODUCTION

In the modern world, we are surrounded by a lot of information. In this endless stream, it became difficult to figure out what is true and what is false. And all over the world they are trying to streamline it.

It is most important to have a clear understanding of official documents. After all, it is thanks to them that we can interact with each other without creating disagreements. The main document that determines the procedure and rules for the exchange of information is the Constitution of the Russian Federation.

Each activity must be regulated. Each organization has its own set of documents, but in order to ensure free interaction with the state structure and other enterprises, they must be universally recognized. For this, unified norms, standards and rules of registration are being created, fixed at the level of the state system.

The speed of obtaining the information necessary for making a decision depends on the clear and correct processing of the document. Late processing of documents, especially financial ones, can lead to negative economic consequences.

With the rapid growth of information volumes, organizations need to develop a rational organization of workflow.

The purpose of the course work is to develop the main management documents of a motor transport organization.

THEORETICAL FOUNDATIONS OF DOCUMENT MANAGEMENT AND OFFICE MANAGEMENT OF THE ORGANIZATION

Office work is a full cycle of processing and movement of documents from the moment they are created (or received) to the completion of execution and sending. Documents fix industrial relations both within the enterprise and with other organizations, and often serve as written evidence in the event of property, labor and other disputes.

Paperwork is a branch of activity that ensures the creation of official documents and the organization of work with them. In the Russian Federation, this activity is regulated by GOST R 51141-98 “Office work and archiving. Terms and Definitions"

Document management is an important link in the organization of office work in an organization, since it determines not only the instances of the movement of documents, but also the speed of the movement of documents. In office work, document management is considered as information support for the activities of the management apparatus, its documentation, storage and use of previously created documents.

Document circulation - the activity of organizing the movement of documents in the enterprise from the moment they are created or received until the completion of execution: sending from the organization and (or) sending to the archive.

The main rules for organizing workflow are:

prompt passage of the document, with the least amount of time;

the maximum reduction in the instances of the passage of the document (each movement of the document must be justified, it is necessary to exclude or limit the return movement of documents);

the procedure for passing and the process of processing the main types of documents should be uniform.

Compliance with these rules allows you to implement the basic organizational principle of the office work service - the possibility of centralized execution of homogeneous technological operations. The basis of the structure of any workflow is a document. All documents (traditional on paper and on magnetic media) in the complex must be coordinated by observing the rules for the specifics of presenting information on each of the media.

The procedure for passing documents and the organization of all operations when working with them should be regulated by the instruction on office work in the organization (institution) and the sheet of unified forms of documents. Separate the centralized workflow and workflow at the level of the structural unit. The centralized document flow includes all documentation subject to centralized registration. Documents that are taken into account only in structural divisions constitute the document flow at the level of the structural division. As a rule, the centralized workflow is represented by organizational and administrative documentation. In large organizations, there is a separate structural unit, whose tasks include ensuring a centralized workflow. The structural unit can be called differently: case management, office, general department, etc. In organizations where the volume of centralized workflow is not so large that an independent unit is involved in it, the functions of maintaining it can be assigned to the secretary of the head of the organization.

There are three main types of documents that make up the centralized workflow:

incoming - official documents received by the institution. The majority of incoming documents should generate corresponding outgoing documents, in a timely manner. The deadlines may be established by regulations prescribing a particular response time to the corresponding incoming document, or may be indicated directly in the incoming document;

outgoing - official documents sent from the institution. Most outgoing documents are the organization's response to incoming documents. Some of the outgoing documents are prepared on the basis of the internal documents of the organization. A small number of outgoing documents may require the receipt of incoming documents (for example, requests to other organizations);

internal - official documents created in the organization and not going beyond it. These documents are used to organize the work of an institution (organization), as they provide a targeted solution to management problems within one organization. Internal documents include organizational and legal, organizational and administrative documents. Independent groups of internal document management draw up protocols and acts, planning and reporting documents, documents on accounting for material and monetary resources, equipment, internal official correspondence (reports, explanatory notes), personnel, etc. Not all internal documents go through the office, but only the correspondence of the largest structural divisions of the organization (especially if they are geographically separated) and orders of the head of the organization. Internal documents that generate outgoing documents also pass through the office.

Documents received by the organization go through:

primary processing;

preliminary review;

registration - a record of credentials about a document in the prescribed form, fixing the fact of its creation, sending or receiving. Following the definition, registration of a document is the assignment of an index to it and putting it on the document, followed by recording data about the document in the registration log or registration card. The purpose of registration is to ensure accounting, control and search of documents;

review by management;

transfer for execution.

The Management Documentation Support Service (DOE) should accept for processing only correctly executed documents that have legal force and are sent in a complete set (if there are attachments). Otherwise, the submitted documents are returned to the author with an appropriate cover letter, which indicates the reasons for the return.

Basic requirements for paperwork:

The text of the document carries the main semantic content of the document - a managerial action, a decision, a commercial transaction, etc.

Texts of documents in accordance with GOST R6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for paperwork” are written only in Russian when sending them:

to federal government bodies, government bodies of the constituent entities of the Russian Federation;

to enterprises, organizations and their associations that are not under the jurisdiction of this constituent entity of the Russian Federation or located on the territory of other constituent entities of the Russian Federation.

Documents sent to foreign partners can be drawn up in the language of the country in which the correspondent is located, or in English.

Administrative documents:

In the administrative documents of the organization, issued by the principles of unity of command (order, instruction, order), the form of presentation of the text is used in the first person singular (I ORDER, I OFFER, I OBLIGATE, I CONSIDER IT NECESSARY).

The first part of the administrative document may indicate the basis or reason for the preparation of the document. The second part contains the leader's decision. If the content of the document does not need explanation, then its text contains only the administrative part. The text of orders in such cases begins with the word I ORDER.

The administrative part can be divided into paragraphs if the execution of the order involves several performers and the performance of actions of various nature. The actions of one character or performer are listed in one paragraph. Items that include managerial actions that are managerial in nature begin with an indefinite form of a verb.

Organizational documents:

Charter - a set of rules governing the activities of organizations, their relationship with other organizations and citizens, rights and obligations in the field of state or economic activity. The charter is a complex document, the structure and content of which are determined by the developers themselves.

The regulation is a legal act that establishes the basic rules for the organizational activities of state enterprises and institutions, as well as their structural divisions. Regulations are drawn up mainly when creating new enterprises or institutions. These documents can be both typical and individual. Individual provisions for individual institutions, organizations, enterprises are compiled on the basis of typical ones. Typical provisions, as a rule, are approved by the highest authorities. Individual - managers of enterprises, organizations, institutions.

A job description is a document that regulates the production powers and duties of an employee. Job descriptions are developed by the head of the department for his immediate subordinates. Job descriptions for positions directly subordinate to him are approved by the head of the organization. For other positions, the instructions are approved by the respective deputies for the function. The first copy of the job description for each employee is stored in the personnel department, the second - with the head of the unit, the third - with the employee.

Staffing - a document that fixes the official and numerical composition of the enterprise, indicating the payroll. Contains a list of structural units, positions, information on the number of staff units, official salaries, allowances and monthly payroll. The monthly payroll fund is the total funds that are provided for by the staffing table for payment to employees. The staffing table is drawn up on a unified form No. T-3, approved by a resolution of the State Committee of the Russian Federation on Statistics dated 04/06/2001 No. 26. The staff list is endorsed by the chief accountant, lawyer, signed by the head of the personnel department or deputy head, approved by the head of the organization, whose signature is certified by a seal.

Information and reference documents:

Minutes - a document containing a record of the discussion of issues and decision-making at meetings, sessions, meetings, conferences, business meetings. The protocol reflects the activities of joint decision-making by a collegial body or a group of employees. There are two types of protocols: full and short. The full protocol contains a record of all speeches at the meeting, a short one - only the names of those who spoke and a brief note about the topic of the speech. The decision on what form of minutes to keep at the meeting is made by the head of the collegial body or the head of the organization.

Memorandum - a document addressed to the head of a given or higher institution and informing him about the current situation, the phenomenon or fact that took place, about the work performed, containing the conclusions and suggestions of the compiler. The memorandum can be external and internal. An external memorandum is submitted to the head of a higher organization, an internal one - to the head of a unit or organization. Internal memorandums are created at the initiative of the employee or on the instructions of his immediate supervisor and are aimed at improving the efficiency of the organization. Therefore, the text of the memorandum is clearly divided into two parts: the first is stating (descriptive), which sets out the facts that have taken place or describes the situation, and the second, which sets out proposals, requests. External memorandums are drawn up on the general letterhead of the organization, internal - on a standard sheet of paper.

Explanatory note - a document explaining the content of certain provisions of the main document (plan, report, project, etc.) or explaining the reasons for an event, fact, act. Explanatory notes on the content can be divided into two groups. The first includes documents that most often accompany the main document (plan, report) and explain the content of certain provisions of the main document. They are issued on the general letterhead of the institution. The second group consists of explanatory notes about any incidents, situations, actions and behavior of individual employees. The text of such notes should be convincing, contain irrefutable evidence.

Official letters - a generalized name for a large group of management documents of various contents, which serve as a means of communication with institutions, organizations and individuals, reporting something, notification of something. Service letters are used to solve numerous operational issues that arise in management activities, hence the variety of types of letters: requests, notifications, invitations, claims, changes, clarifications, guarantees, assignments, messages, clarifications, reminders, confirmations, recommendations, suggestions, comments, requests , requirements, etc.

An act is a document drawn up by several persons and confirming facts, events, actions. Acts are drawn up collectively (at least two drafters). Often, acts are drawn up by specially created commissions, the composition of which is approved by the administrative document of the head of the organization. Acts can also be drawn up by permanent commissions on a regular basis. The main thing in drawing up an act is to establish the actual state of affairs and correctly reflect them in the act. The act is drawn up on the basis of draft records that are maintained during the work of the commission or a group of persons and contain factual data, quantitative indicators and other information. After a thorough study of the issue, they begin to draw up an act.

References - documents containing textual and (or) tabular information on a specific issue, on the state of affairs, characteristic indicators, description and confirmation of certain facts and events. Certificates are usually divided into two groups - with information about facts and events of an official nature and issued to interested citizens and institutions, certifying a legal fact. References reflecting the main (production) activities of the organization can be external and internal. External certificates are compiled for submission to another, as a rule, higher organization, internal certificates are compiled for submission to the management of the organization or for consideration by a collegial body. External certificates are issued on the general letterhead of the organization, internal certificates - on a standard sheet of paper with all the necessary details.

Personnel documents:

An employment contract is an agreement between an employer and an employee, according to which the employer undertakes to provide the employee with work according to the stipulated labor function, to ensure working conditions provided for by labor legislation and other regulatory legal acts containing labor law norms, a collective agreement, agreements, local regulations and by this agreement, pay the employee wages in a timely manner and in full, and the employee undertakes to personally perform the labor function determined by this agreement, to comply with the internal labor regulations applicable to this employer.

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

The application for employment is drawn up in any form, written by hand.

A characteristic is an official document issued by the administration of an institution, organization, enterprise to its employee in a number of situations. The description contains a review of the official and social activities of the employee, an assessment of his business and moral qualities. In the text of the characteristic, logically interconnected components can be distinguished. The first is personal data following the title of the document, which indicates the name, patronymic and surname, position, academic degree and title (if any), year of birth, education of the employee. The second part of the text of the characteristic is data on labor activity (information about the specialty, duration of work at a given enterprise or organization, promotion, level of professional skill, etc.). The third part is the characteristic itself, i.e. assessment of the moral, psychological and business qualities of an employee: his attitude to work, professional development, behavior in everyday life.

The fourth, final, part contains a conclusion, which indicates the purpose of the characteristic. The text of the characteristic is stated from the third person.

In parallel with the term "clerical work" in recent decades, the term document management support (DOE) has been used. Its appearance is associated with the introduction of computer systems into management and their organizational, software and information support in order to approximate the terminology used in computer programs and literature. Currently, the terms "clerical work" and "documentary management" are synonymous and are used to refer to the same activity.

Documentation is the process of creating and formatting a document. The state standard defines documentation as "recording information on various media according to established rules." The study of the development of methods of documenting and information carriers is engaged in a scientific discipline - document science.

The organization of work with documents is the provision of the movement of documents in the control apparatus, their use for reference purposes and storage. The term is defined by the state standard as "organization of document circulation, storage and use of documents in the current activities of the institution."

The Federal Law "On Information, Informatization and Information Protection" provides the following definition of the concept of "document":

A document is information recorded on a material carrier with details that allow it to be identified. The same definition is given in the state standard for terms and definitions "Office work and archiving". For a more complete description of the concept of "document", the concept of "props" should also be disclosed. Each document consists of a number of its constituent elements, which are called details (name, author, addressee, text, date, signature, etc.).

Different documents consist of a different set of details. The number of details is determined by the purposes of creating the document, its purpose, the requirements for the content and form of this document. For many documents, the number of details is strictly limited. For a number of documents, the number and composition of details are established by legislative and regulatory acts. But in any case, as follows from the definition, the information recorded on a material carrier must be formalized by putting down the necessary details. Only then does it become a document.

In document management, a document is considered as the result of fixing (displaying) facts, events, phenomena of objective reality and human mental activity in any convenient way on special material.

Documents, fixing the information, thereby ensure its preservation and accumulation, the possibility of transfer to another person, multiple use, re- and repeated return to it in time. They affect various areas of human activity and are divided into textual and graphic, traditional (handwritten, typewritten) and machine-based, scientific, technical, personal and official, etc.

Official documents are documents created by legal entities or individuals, executed and certified in the prescribed manner. Among them, a special category is office (management) documents, which are defined by the state standard as official documents used in the current activities of the organization.

As information carriers, documents act as an indispensable element of the internal organization of any institution, enterprise, any company, ensuring the interaction of their structural parts and individual employees. They are the basis for making management decisions, serve as evidence of their implementation and a source for generalizations and analysis, as well as material for reference and search work. In management activities, the document acts both as an object of labor and as a result of labor.

For management activities, the legal force of documents is extremely important, as it means that documents can serve as a true proof of the information contained in them. The legal force of an official document implies its obligatory nature for those to whom it is addressed, or for the circle of participants in managerial actions (government bodies, their structural divisions, public organizations, officials and citizens) who are guided by the document and base their activities on it or abstain from it. .

The legal force of a document is a property of an official document, communicated to it by the current legislation by the competence of the body that issued it and the established procedure for registration. From this definition it follows that the governing body or officials issuing the document are required to:

comply with the current legislation in its preparation;

publish documents only within its competence;

comply with the national rules for the preparation and execution of documents in force at a certain time.

The most legally significant details include: the name of the organization, the date and registration number of the document, signature, seal, stamps of approval and approval.

In management practice, it is customary to distinguish documents according to the degree of their authenticity into draft, white, originals, copies.

A draft document, handwritten, typewritten or printed from a computer, reflects the work of the author on its content. It can only contain text and is not legally binding.

A white document is a handwritten or typewritten document, the text of which is rewritten from a draft document or written without blots and corrections.

A document that contains information confirming its authenticity (about the author, time and place of creation) is considered authentic. The original of an official document is the first (or single) copy of a document that has legal force.

A copy of a document is a document that fully reproduces the information of a genuine document and all of its external features or part of them. A copy of the document can be facsimile or free. A facsimile copy fully reproduces the content of the document and all its external features (the details contained in the original, including the signature and seal) or part of them, especially their location. A free copy contains all the details of the document, but does not necessarily repeat its form.

The documentation system is a set of documents interconnected according to the signs of origin, purpose, type, scope of activity, uniform requirements for their design.

In addition to the functional documentation systems common to all institutions and enterprises, there are also industry-specific systems that are used in documenting the relevant types of activities and reflect their specifics. These are, for example, documentation systems for health care, education (general and special), notarial, judicial, etc. Organizational and administrative documentation is closely related to both sectoral and functional systems. On the one hand, it represents the legal basis for other systems, and on the other hand, it reflects the issues of management, control, planning, accounting, reporting, etc.

The main direction of improvement of documentation is unification and standardization.

Standardization is the process of establishing and applying standards, which are understood as "a sample, standard, model, taken as a starting point for comparing other similar objects with them." The standard as a normative and technical document establishes a set of norms, rules, requirements for the object of standardization and is approved by the competent authority. In Russia, standardization activities are coordinated by state standardization bodies.

Standardization is a complex process. It includes such elements as typing, unification, aggregation. A typical text is a sample text, on the basis of which texts of similar content are subsequently created.

Unification is understood as "bringing something to a single system, form, uniformity." According to the official definition, unification is the choice of the optimal number of varieties of products, processes and services, the values of their parameters and sizes. Based on this, it follows that, firstly, in the process of unification, a rational reduction of the elements of the initial set of objects (for example, forms or types of documents, their indicators and details) should be carried out. And secondly, unification necessarily leads to the establishment of optimal (for some fairly long time) uniformity in any field of activity, including documentation. Management documents used in a variety of areas and management bodies should be drawn up in a uniform way. This allows you to include documents in a single system of office work for the country, contributes to their prompt processing and execution, reduces the time spent on working with documents not only for office personnel, but also for all employees of the administrative apparatus - from managers to ordinary employees. Thus, unification allows you to streamline the formation of documents and thereby reduce the volume of workflow.

Unified Documentation System (UDS) - a documentation system created according to uniform rules and requirements, containing information necessary for management in a particular area of activity.

The direct developers of specific forms of documents and documentation systems are ministries (departments) that coordinate a particular branch of activity. They also approve unified forms of documents. Thus, the Ministry of Finance is responsible for accounting documents, the Ministry of Health of the Russian Federation - for medical documents, the State Committee of the Russian Federation on Statistics - for the forms of primary accounting and statistical documentation, the Federal Archives of the Russian Federation - for the system of organizational and administrative documentation.

National unified forms of documents are developed taking into account the possibility of their computer processing. They are mandatory for use in all institutions, organizations and enterprises, regardless of their subordination and form of ownership.

Also, to streamline and simplify the work with documents, electronic office systems are being introduced. The office system is a software environment focused on the joint, coordinated use of electronic methods of processing, storing and transmitting information. Electronic document management reduces information flows to an optimal minimum, provides simplification and reduction in the cost of collecting, processing and transmitting information using the latest technologies for automating these processes.

Determining retention periods. The terms of storage of cases are set to ensure the safety of valuable documents. Shelf life is an important basis for grouping documents into files, since documents with a permanent storage period, storage periods of up to 10 years and more than 10 years cannot be placed in one file.

The storage periods are established according to the lists of documents indicating the periods of their storage or by expert opinion by the leading specialists of the organization.

The terms of storage of documents - permanent or temporary (one, three, five, ten, 15 years, etc.) - are set depending on the significance of the documents. If the file contains temporary storage documents of different value and, therefore, with different storage periods, the storage period for the entire file is set for the most valuable documentation, i.e. more. For example, if a file contains documents with a retention period of one year, three years, and five years, the entire file is kept for five years.

The storage period is calculated from January 1 of the year following the year of the end of the case. For example, the storage period: of a case completed by office work in 1998 is calculated from January 1, 1999.

All cases of permanent, temporary (over 10 years) storage and personnel are transferred to the archive of the organization. The transfer of cases is carried out only according to the inventories and in accordance with the schedule drawn up by the head of the archive, agreed with the heads of structural divisions and approved by the head of the organization. Together with the cases, the registration and control files of the office management service of the institution are transferred to the archive. The title of each card index must be included in the inventory.

Cases of temporary (up to 10 years) storage in the archive of the organization, as a rule, are not transferred.

Starting to study the course, first of all, you should familiarize yourself with the main professional terms and definitions that are constantly encountered in working with documents.

Office work is a branch of activity that provides documentation and organization of work with official documents.

Initially, the term appeared in oral speech (presumably in the 17th century) and meant the process of solving (producing) a case: “to produce a case” - to solve a problem. In the course of the decision, it became necessary to consolidate the result, for example, an agreement reached. For this, documents were created from ancient times, since the spoken word is short-lived, can be forgotten, distorted during transmission, or not so understood. Already in the XVI century. the word is used a business as a collection of documents related to any case, issue. For the first time in this concept, the word "case" was recorded in documents in 1584.

Modern office work includes:

Ensuring timely and correct creation of documents (documentation);

Organization of work with documents (receipt, transfer, processing, accounting, registration, control, storage, systematization, preparation of documents for archiving, destruction).

In parallel with the term "office work" in recent decades, the term management documentation(DOE). Its appearance is associated with the introduction of computer systems into management and their organizational, software and information support in order to approximate the terminology used in computer programs and literature. Currently, the terms "clerical work" and "documentary management" are synonymous and are used to refer to the same activity. Both terms can be found, for example, in the titles of documents regulating the organization of documentary processes: "State system of documentary support for management" and "Typical instructions for office work in the ministries and departments of the Russian Federation."

Documentation is the process of creating and processing a document. The state standard defines documentation as "recording information on various media according to established rules."

The need to record information appeared among people in ancient times. “Documents” of various eras, created on clay tablets, birch bark, stone steles, etc., have survived to our time. The methods of applying information were also different: drawing, graphics, writing. Currently, in management practice, they mainly use documents created by any method of writing - handwritten, typewritten, typographic, computer, as well as using graphics, drawing, photography, sound and video recording and on special material (paper, film and film, magnetic tape, disk, etc.). The scientific discipline - documentation management.

Organization of work with documents - this is the provision of the movement of documents in the control apparatus, their use for reference purposes and storage. The term is defined by the state standard as "organization of document circulation, storage and use of documents in the current activities of the institution."

Document management the standard calls the movement of documents in an organization from the moment they are created or received until completionexecution or dispatch. The technology of working with documents includes:

Reception and primary processing of documents;

Their preliminary consideration and distribution;

Registration of documents;

Document execution control;

Information and reference work;

Execution of documents;

their dispatch;

Systematization (formation of cases) and current storage of documents.

Let's explore some of these concepts. So, registration means recording credentials about a document in the prescribed form, fixing the fact of its creation, sending or receiving, control over the execution of documents - a set of actions that ensure their timely execution, formation of a case - grouping executed documents into a case in accordance with the nomenclature of cases (a systematized list of names of cases initiated in the organization, indicating the terms of their storage, drawn up in the prescribed manner) and systematization of documents within the case.

Any management decision is always based on information on the issue under consideration or the managed object. Information is identical to the concepts: "data", "information", "indicators". The following term is legally fixed:

"Information - information about persons, objects, facts, events, phenomena and processes, regardless of the form of their presentation."

In each area of human activity, information has its own specifics and therefore it is accordingly subdivided into medical, scientific, technical, technological, etc. management information that is used for the purpose of managing any object or structures. A number of requirements are imposed on management information: completeness, efficiency, reliability, accuracy, targeting, accessibility for human perception.

Documents are used in various fields of activity, branches of knowledge, spheres of life and are the object of study of many scientific disciplines. Therefore, the content of the concept of "document" is ambiguous and depends on the industry and for what purposes it is used. So, for lawyers, a document is primarily a way of proving or testifying to something, for a historian it is a historical source, a cybernetics-documentary is a carrier of information, and management experts consider it a means of fixing and transmitting management decisions.

The Federal Law "On Information, Informatization and Information Protection" provides the following definition of the concept of "document":

Document - this is information recorded on a material carrier with details that allow its identification. The same definition is given in the state standard for terms and definitions "Office work and archiving". For a more complete description of the concept of "document", the concept of "props" should also be disclosed.

Each document consists of a number of its constituent elements, which are called details (name, author, addressee, text, date, signature, etc.). GOST fixes the following definition:

Document props - obligatory design elementofficial document?

Documents, having fixed (displayed) information, thereby ensure its preservation and accumulation, the possibility of transferring it to another person, multiple use, repeated and repeated return to it in time. They affect various areas of human activity and are divided into textual and graphic, traditional (handwritten, typewritten) and machine-based, scientific, technical, personal and official, etc.

Official documents - this is documents created by legal entities or individuals, executed and certified in the prescribed manner. Among them, a special category is service (management) documents that are defined by the state standard as official documents used in the current activities of the organization.