Practices of organizing office work and document flow at a modern enterprise. What is office work? Record keeping and document flow Basics of office work and document flow
Competent organization of workflow, ensuring the prompt transfer of documents along the shortest path with minimal time, allowing you to control the passage of any document and its execution on time;
- automated system registration and accounting of all incoming, outgoing and internal documentation;
- archiving of documents, which allows to systematize them according to formal features and form them into cases;
- creation of a nomenclature of cases - a system of codes according to the lists of case titles, which facilitates their systematization and determines the storage periods for archives established by legislative or industry regulations.
If all these functions of working with document management are implemented at the enterprise, we can say that the office workflow system is debugged and works as required.
Organizational and legal aspects
Any document containing the details of the enterprise is considered business paper and, therefore, legal consequences, i.e. this document can already be presented in court when resolving conflicts and contradictions that have arisen. Therefore, record keeping should be carried out on the basis of regulatory documents - specially developed instructions, verified by the legal service and approved by the head of the enterprise. This is not only a manual, but also a binding document, so all interested parties should be familiar with it against signature.Forms of documents, in accordance with which the enterprise operates, must be standardized. The composition of the details that must be indicated on the forms is determined in accordance with GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Documentation requirements. The same standard also establishes requirements for the design of business and administrative documentation.
Each organization creates documents that reflect various aspects of its activities: management (planning, regulation, control, etc.), providing the necessary resources (human, financial, raw materials, materials, equipment, etc.), main, or production, activities (trade , transport services, insurance, banking services, etc.). Each organization carries out information exchange with other organizations, receiving various documents (business letters, contracts, protocols, acts, etc.). In order for the activities of the organization to be effective, and work with documents ordered and organized, a system of office work is created in the organization.
Let's define terms
Under the office work system, we mean a set of organizational, informational, technical, technological measures that provide documentation of the organization's activities (creation of documents), receipt or sending of documents, their processing, storage and use.
Office work is a complex system, therefore, for effective organization of work, it is not enough to arrange documents into folders and store them in cabinets or on tables. Documents need to be systematized, registered, controlled for their execution, determined the terms of their storage, formed into files, archived or destroyed after they have lost their value and the period of their storage established by regulatory enactments has expired. And all this must be done guided by certain principles, according to certain rules, so that at any time you can find the necessary document and that this document can be used as a legal basis for making management decisions, as evidence in court or for another purpose.
According to the definition fixed in clause 2.1 of GOST R 51141-98 “Office work and archiving. Terms and definitions”, office work (documentary support of management) is a branch of activity that provides documentation and organization of work with official documents. An almost similar definition is enshrined in GOST R ISO 15489-1-2007 “System of standards for information, librarianship and publishing. Document management. General requirements ”: records management is a set of systematic and effective actions to create, use, store and destroy documents in organizations in order to prove business (management) operations” (clause 3.20).
Documenting the activities of the organization (creating documents) is an activity that almost all employees of the organization are involved in to one degree or another. Organization of work with documents (processing of documents, their storage, use) - these are the types of activities that are performed by a specialized division of the organization or, if the organization is small, by an employee (document specialist, clerk) who acts as an organizer of work with documents or document manager.
note
In our opinion, it is possible to say that an organization has a workflow system if:
● Document management functions (creation, processing, storage and use of documents) are distributed among employees of the organization and responsibility for their non-compliance is determined;
● organized document flow, ie. the movement of documents from the moment they are created or received by the organization until the completion of execution, sending the document and / or transfer to the file for storage;
● a system for registration (accounting) of documents (incoming, internal, outgoing) has been established and a search for documents is provided;
● Executed documents are stored in cases in accordance with the nomenclature of cases.
Organization of office work
If we talk about the organization of office work as a sequence of actions that must be performed in the organization, then the first step is the creation of a separate unit (let's call it the office work department) or, with a small amount of workflow, the appointment of an employee whose duties will include organizing work with documents . In a small organization, this may be the secretary of the head, who, in addition to the functions of information, documentation, and organizational and technical services for the head, is entrusted with the functions of organizing work with documents.
The creation of a specialized office work unit - the office work department - is accompanied by a number of sequential actions.
■ Step 1: development and approval of the regulation on the departmentoffice work and job descriptions department workers.The regulation on the office work department determines the status of this unit (its legal status), tasks, functions, rights, responsibilities, as well as the nature of relationships with other units. Job descriptions establish the distribution of the entire volume of work performed by the unit between employees, taking into account their qualifications, technology for performing office work and their volume.
■ Step 2: Appointment of employees responsible for record keeping in the structural divisions of the organization. A prerequisite for successful work with documents is the appointment of employees whose duties include record keeping in structural divisions. Not every structural subdivision organizations can claim to have an employee who will only deal with record keeping (secretary or clerk). If the size of the unit is small, the volume of documents is also small, the office work of the structural unit can be entrusted to one of the employees of the unit, as a rule, occupying the most junior position of a specialist, who will perform office work duties along with the duties of his position. The appointment of employees responsible for record keeping in structural divisions is carried out by order of the head of the organization.
■ Step 3: development and approval of instructions for documentary support (clerical work) of the organization (hereinafter referred to as the Instruction on the DOW). Instructions for preschool education is the main normative document, regulating the procedure and technology for working with documents from the moment they are created or received by the organization and until they are sent to correspondents or transferred to storage. The Instructions for the DOW should define the processes and procedures for processing documents at all stages of their life cycle. The instruction is a regulatory document of the organization, approved by the head of the organization and is mandatory for all employees.
At present, the only methodological document that determines the procedure for developing the Instructions for the DOW is the Guidelines for the development of instructions for office work in federal bodies executive power (approved by the order of the Federal Archive of December 23, 2009 No. 76). The guidelines are intended for federal executive authorities, however, this document can be used by other authorities, state and non-state organizations, but with appropriate adjustments.
Despite the presence methodological recommendations, the developer of the instruction needs to do a lot of preliminary work to select a specific configuration of the office workflow system that reflects the peculiarities of working with documents in this particular organization.
The development of the Instructions for the DOW is the task of the records management department (the employee responsible for working with documents). The purpose of developing the Instructions for the DOW is to establish the technology for working with documents in the organization. The content of the manual can be presented in the form of the following main sections:
● Rules for documenting the management activities of the organization(compilation and execution of the main sets of management documents, including requirements for forms, composition of details and their execution);
● Rules for organizing the organization's workflow(movement of documents in the process of their creation and execution, receipt and sending of documents, including registration of documents, control over the execution of documents, reference work on documents);
● Document storage organization rules(systematization of executed documents in accordance with the nomenclature of cases, formation of cases, storage of cases, transfer of documents for archival storage, destruction of documents with expired storage periods).
When developing the Instructions for the DOW, it is necessary to be based on the provisions of legislative and other regulatory legal acts governing documentary support and archiving, on the provisions of the organization's constituent documents, in particular the charter or regulation (it is in these documents that the competence of the management is determined, the right of the head to issue certain documents is fixed) , identify and analyze a set of regulatory legal acts, administrative documents on various issues of management activities and the organization of work with documents (for example, an order of an organization on the distribution of responsibilities between management or on delegation of the right to sign, an order on the procedure for accounting, storage and destruction of forms, seals and stamps of the organization, etc.). The identification of this set of documents is necessary not only to analyze those norms and rules in working with documents that are already established in the organization, but also so that after the approval of the instruction (and some of the provisions from these documents may be included in the Instruction on the DOW) it can be issued an order to recognize some of these documents as invalid.
■ Step 4: development of a nomenclature of cases, which serves as the basis for systematizing documents into cases, forming cases and conducting information and retrieval work on documents. The nomenclature of cases is a systematized list of the headings of cases formed in the organization, indicating the terms of their storage. The nomenclature of cases is necessary for the qualitative formation of the documentary fund of the organization. The documentary fund of the organization consists of documents formed in its activities, both created in the organization and received from other organizations. The nomenclature of cases allows you to form documents into cases in such a way that in the future you can effectively search for documents if there is a need to use them. In addition, the nomenclature of cases performs another important function - it sets the terms for storing documents.
In the development of the nomenclature of cases, in addition to the office work department, all structural divisions of the organization take part. More precisely, first, the structural divisions of the organization develop the nomenclatures of the affairs of the divisions, then the records management department forms the so-called consolidated nomenclature of cases, i.e. nomenclature of affairs of the organization. It is better to put the nomenclature of cases into effect from January 1 of the current year, since office work in organizations is carried out by year.
The nomenclature of cases is the basis for the systematization of documents and the organization of their subsequent storage before being transferred to the archive of the organization or destroyed after the expiration of the established storage periods.
note
The instruction on the preschool educational institution and the nomenclature of the affairs of the organization is the set of regulatory documents that is necessary for the organization of office work. These documents should be in any organization, regardless of the nature and content of its activities.
Our advice. Since the development of Instructions for DOW is enough difficult task, and the first time it may not turn out to be a satisfactory version of the Instruction from all points of view, it can be recommended to first develop and approve a temporary Instruction for the preschool educational institution. Working with the temporary Instruction will allow you to check its provisions, identify weaknesses, and after appropriate revision, the Instruction on the DOW can already be approved as permanent.
V.F. Yankova,
cand. ist. Sciences, Associate Professor
Each organization creates documents that reflect various aspects of its activities: management (planning, regulation, control, etc.), providing the necessary resources (human, financial, raw materials, materials, equipment, etc.), main, or production, activities (trade , transport services, insurance, banking services, etc.). Each organization carries out information exchange with other organizations, receiving various documents (business letters, contracts, protocols, acts, etc.). In order for the activities of the organization to be effective, and work with documents ordered and organized, a system of office work is created in the organization.
Let's define terms
Under the office work system, we mean a set of organizational, informational, technical, technological measures that provide documentation of the organization's activities (creation of documents), receipt or sending of documents, their processing, storage and use.
Office work is a complex system, therefore, for effective organization of work, it is not enough to arrange documents into folders and store them in cabinets or on tables. Documents need to be systematized, registered, controlled for their execution, determined the terms of their storage, formed into files, archived or destroyed after they have lost their value and the period of their storage established by regulatory enactments has expired. And all this must be done guided by certain principles, according to certain rules, so that at any time you can find the necessary document and that this document can be used as a legal basis for making management decisions, as evidence in court or for another purpose.
According to the definition fixed in clause 2.1 of GOST R 51141-98 “Office work and archiving. Terms and definitions”, office work (documentary support of management) is a branch of activity that provides documentation and organization of work with official documents. An almost similar definition is enshrined in GOST R ISO 15489-1-2007 “System of standards for information, librarianship and publishing. Document management. General requirements ”: records management is a set of systematic and effective actions to create, use, store and destroy documents in organizations in order to prove business (management) operations” (clause 3.20).
Documenting the activities of the organization (creating documents) is an activity that almost all employees of the organization are involved in to one degree or another. Organization of work with documents (processing of documents, their storage, use) - these are the types of activities that are performed by a specialized division of the organization or, if the organization is small, by an employee (document specialist, clerk) who acts as an organizer of work with documents or document manager.
noteIn our opinion, it is possible to say that an organization has a workflow system if:
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Organization of office work
If we talk about the organization of office work as a sequence of actions that must be performed in the organization, then the first step is the creation of a separate unit (let's call it the office work department) or, with a small amount of workflow, the appointment of an employee whose duties will include organizing work with documents . In a small organization, this may be the secretary of the head, who, in addition to the functions of information, documentation, and organizational and technical services for the head, is entrusted with the functions of organizing work with documents.
The creation of a specialized office work unit - the office work department - is accompanied by a number of sequential actions.
Step 1: development and approval of the regulation on the department of office work and job descriptions for the employees of the department.
The regulation on the office management department determines the status of this unit (its legal status), tasks, functions, rights, responsibilities, as well as the nature of relationships with other units.
Job descriptions establish the distribution of the entire volume of work performed by the unit between employees, taking into account their qualifications, technology for performing office work and their volume.
Step 2: appointment of employees responsible for record keeping in the structural divisions of the organization.
A prerequisite for successful work with documents is the appointment of employees whose duties include record keeping in structural divisions.
Not every structural unit of an organization can claim to have an employee who will only deal with record keeping (secretary or clerk). If the size of the unit is small, the volume of documents is also small, the office work of the structural unit can be entrusted to one of the employees of the unit, as a rule, occupying the most junior position of a specialist, who will perform office work duties along with the duties of his position. The appointment of employees responsible for record keeping in structural divisions is carried out by order of the head of the organization.
Step 3: development and approval of instructions for documentary support (clerical work) of the organization (hereinafter - Instructions for DOW).
The DOW instruction is the main regulatory document that regulates the procedure and technology for working with documents from the moment they are created or received by the organization and until they are sent to correspondents or transferred to storage. The Instructions for the DOW should define the processes and procedures for processing documents at all stages of their life cycle. The instruction is a regulatory document of the organization, approved by the head of the organization and is mandatory for all employees.
At present, the only methodological document that determines the procedure for developing the Instructions for the preschool educational institution is the Guidelines for the development of instructions for office work in federal executive bodies (approved by order of the Federal Archive of December 23, 2009 No. 76). The guidelines are intended for federal executive authorities, however, this document can be used by other authorities, state and non-state organizations, but with appropriate adjustments.
Despite the existence of Methodological Recommendations, the developer of the instruction needs to do a lot of preliminary work to select a specific configuration of the office workflow system that reflects the peculiarities of working with documents in this particular organization.
The development of the Instructions for the DOW is the task of the records management department (the employee responsible for working with documents). The purpose of developing the Instructions for the DOW is to establish the technology for working with documents in the organization.
- Rules for documenting the management activities of the organization(compilation and execution of the main sets of management documents, including requirements for forms, composition of details and their execution);
- Rules for organizing the organization's workflow(movement of documents in the process of their creation and execution, receipt and sending of documents, including registration of documents, control over the execution of documents, reference work on documents);
- Rules for organizing the storage of documents(systematization of executed documents in accordance with the nomenclature of cases, formation of cases, storage of cases, transfer of documents for archival storage, destruction of documents with expired storage periods).
When developing the Instructions for the DOW, it is necessary to be based on the provisions of legislative and other regulatory legal acts governing documentary support and archiving, on the provisions of the organization's constituent documents, in particular the charter or regulation (it is in these documents that the competence of the management is determined, the right of the head to issue certain documents is fixed) , identify and analyze a set of regulatory legal acts, administrative documents on various issues of management activities and the organization of work with documents (for example, an order of an organization on the distribution of responsibilities between management or on delegation of the right to sign, an order on the procedure for accounting, storage and destruction of forms, seals and stamps of the organization, etc.). The identification of this set of documents is necessary not only to analyze those norms and rules in working with documents that are already established in the organization, but also so that after the approval of the instruction (and some of the provisions from these documents may be included in the Instruction on the DOW) it can be issued an order to recognize some of these documents as invalid.
Step 4: development of a nomenclature of cases, which serves as the basis for systematizing documents into cases, forming cases and conducting information retrieval work on documents.
The nomenclature of cases is a systematized list of the headings of cases formed in the organization, indicating the terms of their storage. The nomenclature of cases is necessary for the qualitative formation of the documentary fund of the organization. The documentary fund of the organization consists of documents formed in its activities, both created in the organization and received from other organizations. The nomenclature of cases allows you to form documents into cases in such a way that in the future you can effectively search for documents if there is a need to use them. In addition, the nomenclature of cases performs another essential function- Establishes retention periods.
In the development of the nomenclature of cases, in addition to the office work department, all structural divisions of the organization take part. More precisely, first, the structural divisions of the organization develop the nomenclatures of the affairs of the divisions, then the records management department forms the so-called consolidated nomenclature of cases, i.e. nomenclature of affairs of the organization. It is better to put the nomenclature of cases into effect from January 1 of the current year, since office work in organizations is carried out by year.
The nomenclature of cases is the basis for the systematization of documents and the organization of their subsequent storage before being transferred to the archive of the organization or destroyed after the expiration of the established storage periods.
Since the development of the Instruction for the DOW is a rather difficult task, and the first time it may not turn out to be a satisfactory version of the Instruction from all points of view, it can be recommended to first develop and approve the temporary Instruction for the DOW. Working with the temporary Instruction will allow you to check its provisions, identify weaknesses, and after appropriate revision, the Instruction on the DOW can already be approved as permanent.
Before starting 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.
The term originally appeared in oral speech(presumably in the 17th century) and meant the process of solving (producing) a case: “to produce a case” - to resolve an issue. 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 into management computer systems and their organizational, program and information support 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 documentation processes: “ State system documentary support of management” and “Standard 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 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.
AT federal law“On Information, Informatization and Information Protection” the following definition of the concept of “document” is fixed:
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?
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, 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 or individuals, drawn up and certified in the prescribed manner. Among them, a special category is service (management) documents that are determined 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.
Archive is an organization or its structural subdivision that receives and stores documents for the purpose of using retrospective information. A departmental archive is responsible for storing documents in a large organization, and the archive of a small and medium-sized business organization is maintained by a secretary or office.
To systematize the documents placed in the archive, such a unit of their storage as a file is formed. A business- a document or set of documents related to one issue or area of activity and placed in a separate cover. Documents are formed into cases, according to the nomenclature of cases, a systematized list of the names of cases registered in the organization, indicating the periods of their storage.
When preparing documents for archival storage, two clerical operations are performed: the formation of a case and its execution. Formation of cases- assignment of documents to a specific case and their systematization. Registration of the case, determined by the established rules, preparation for the storage of documents.
Office work and document flow
The terms "office work", "document flow", "electronic archive", "business procedures", etc. are often used as synonyms to promote certain solutions and technologies.
As a result, there was a significant difference in the opinions of software manufacturers and users on all, even the simplest, issues.
To begin with, let's briefly dwell on the concepts, terms and place of office work in ensuring management. Russian enterprises small and medium business. Let us make a reservation right away that these definitions are components of such a science as document management.
Management Documentation (DOW) covers the issues of documentation, organization of work with documents in the process of managing and systematizing their archival storage. Documentation is the creation of documents, i.e. their compilation, execution, approval and production.
office work- a set of measures to ensure the DOW of an enterprise or organization. It is sometimes said that DOW is the main function of office work (organization of work with documents - ensuring the movement, search, storage and use of documents, systematization of archival storage of documents, determination of the rules for storing information created in the organization, its search and use to support managerial decision-making and business procedures ).
business procedure- the sequence of certain operations (works, tasks, procedures) performed by employees of organizations to solve any problem or goal within the framework of the activities of an enterprise or organization.
Document flow- the movement of documents within the framework of the DOW. Documents that are being worked with in the organization (both created in it and received from other sources) are included in its Workflow. Workflow is the movement of documents from the moment they are created or received until the completion of execution or sending. When analyzing the organization's workflow, various quantitative and qualitative assessments are used. One of the main indicators is the volume of workflow - the number of documents received by the organization and developed by it for a certain period.
A document that has passed the document flow stage enters the last phase of its life cycle - archival storage.
Thus, today the basic principles of working with documents are normatively fixed. The formation of technologies for working with documents in specific organizations is influenced by many factors, such as the direction of activity, organizational structure, territorial location, volume of workflow, etc. Systems for working with documents in different organizations can vary greatly, but by analyzing their diversity, some typical technologies for working with documents can be distinguished.