Success in business largely depends on its proper organization. Both managers and ordinary employees should keep records. What are its features, what types are there, and what regulatory documents should be taken into account when organizing document flow?

What is office work

Any organization, regardless of its 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 organizational documents, carried out according to certain rules and requirements. Most often, enterprises allocate special employees engaged only in this area. In small companies, the secretary function can be assigned to almost any employee.

If you understand the essence of terminology (what office work is), the origin of the word will become clear. This is, first of all, the recording of official information on a tangible medium. During this process, a user is created which subsequently 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 official form, being enshrined in regulatory documents at the state level.

Office work and document flow - what is it?

An organization cannot exist independently of legislation. It always has office work and document flow. What is it, what are the features of the transfer of papers, how to draw them up correctly? These issues are resolved by specialists: secretaries, archivists, personnel department workers.

Record keeping involves recording information on a tangible medium, creating a paper or electronic document. On its basis, the organization's document flow 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 where business papers are created regarding employees and management of the organization, document flow is divided into external and internal. The further path of the order, instruction, letter will depend on the source.

The internal document flow of an organization involves the following stages:

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

• Documents are supplied 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 undergo a registration procedure. She confirms that they are under control.
• The next stage is working with the document, familiarizing yourself with or following 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 carried out in several options:

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

Features of judicial records management

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

Secretary functions

Most company employees have a very vague idea of ​​what office work and document flow are. For a secretary, this is a professional activity.

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

• Centralized - all secretaries are in one department and report to the chief clerk or senior secretary.
• Decentralized - secretaries and employees performing their duties are dispersed across departments of the organization and report to different superiors.
• Mixed - most often found in large organizations.

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

Instructions for office work

Regardless of the size and form of ownership, any organization must have a regulatory act regulating the movement of documents. What is it and how to compile it? This issue worries not only secretaries, but also managers.

Instructions for office work are an internal regulatory act of an organization, approved by an order or directive of management, of unlimited validity. It spells out all the stages of passing the document, provides 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 recordkeeping is does not arise. 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 specified in his employment contract, then a decree should be issued to assign these functions. This document should detail additional duties, responsibilities, and compensation.

Features of personnel records management

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

Personnel records management is ensuring the movement of specific documents related to the work activities of the enterprise’s employees. Typically, 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 document flow is usually carried out separately from the general document in compliance with the rules of secrecy and storage features.

Office work optimization

Despite the rapid development of digital technologies, many organizations find it difficult to optimize document flow. They continue to carry out paper correspondence in the old fashioned way and keep regular log books.

This is due to two factors:

• resistance to innovations by enterprise employees;
• lack of finance.

Managers should remember that optimizing document flow with considerable investment gives a noticeable economic effect.

The basics of office work are used when organizing a legal entity of any type. It is a rather labor-intensive process in which absolutely all employees of the management apparatus take part. After all, one department is responsible for filling out and processing documentation, another is responsible for the timely movement of these documents through the authorities, and for third departments this information is a visual guide in routine work.

The basics of office work have a legislative basis, and as such a basis we can single out a unified state system of office work, which clearly reflects the basic rules, recommendations and guidelines. Moreover, the entire path that the document takes from the moment of its creation to its delivery to the archive is controlled. Probably every working person knows such a thing as a state standard of one type or another. These standards are a clear example of the main provisions of the system.

Of course, before creating a unified system, specialists had to carry out painstaking work to study the most important principles of working with papers. For a long time, the basics of office work were studied, divided into the stages of registration, movement through departments, application, and filing in the archive. As a result of processing the information received, it was possible to identify general trends corresponding to the production activities of enterprises of any organizational and legal forms.

The basics of office work are aimed at unifying the system for filling out similar documents in order to ensure comparability of data within one country and even at the international level. In addition, standardization and unification save time for reporting users, as they speed up the process of familiarizing themselves with the document. An example would be a form, that is, a document with pre-printed details on it. They can be developed and used within an individual enterprise, on a national scale, or be international in nature. Moreover, it is worth understanding that the form is not only a convenient working document that facilitates production activities, but also reflects the reputation of the company and the degree of its responsibility. Before submitting it to the mass market, you should carefully check the spelling of each detail and the correctness of the overall design.

The basics of document flow note the need to register every document passing through a particular area during production activities. The specialist’s competence lies in the expedient distribution of all documents, their timely registration, as well as the rational grouping of information according to the developed scheme.

Currently, many seminars are being held that reveal the main techniques and secrets of this activity. The basics of personnel records management are especially popular, since the area of ​​accounting for employees and applicants for positions is characterized by a large volume of documents. In this aspect, specialists carry out large-scale work to predict the number of vacancies for the upcoming one, taking into account the increase in the qualification level of employees, certification events, and other things. In addition, all analytical work related to the personnel of the enterprise is also an element of personnel records management.

Employees of the personnel accounting department must compile annually, supplementing and clarifying existing material. At the same time, it is necessary to ensure that the documents comply with current legal standards. Specialists are required to timely send outdated documentation to the archive, where it will be stored for a specified period, usually at least five years. The most important tasks of this department include the compilation of specialized questionnaires used as well as the preparation of a list of questions to help during the interview.

The success of any enterprise lies in its competent organization. Both management and other employees need to know what office work is. What are its features and what documents are considered important in the activities of the organization?

Concept

What is office work? Any company, no matter what form of ownership it has, operates on the basis of various securities. They are orders, letters, protocols. They are classified as organizational and administrative documents. Office work is the work of creating papers, which is carried out according to generally accepted standards.

Typically, enterprises have special employees working in this area for this purpose. In small organizations, any employee can have secretary duties. If you decipher the essence of the concept (what office work is), then the origin of the term will be clear. This is the preservation of official information on a tangible medium.

In this process, an organizational and administrative document is created, thanks to which further actions are clear. The word “office work” itself arose a long time ago, but only from the middle of the 20th century it became official.

Basics

There are the basics of office work and document management for beginners. Thanks to them, you will be able to learn how to organize a legal entity of all types. This is a complex process in which all management employees participate. In one department they fill out and draw up papers, and in another they monitor their movement.

Now there is a unified state system of office work, which specifies all the norms for conducting this area. It is important to control all the stages through which documents need to go. A state standard is also used, which outlines the rules for conducting such work.

The basics of office work and document management for beginners are needed to unify the filling out of papers. This is required in order to ensure comparability of information in one country and in the international sphere. Thanks to standardization and unification, you will not have to spend a lot of time on reports, since the procedure for getting acquainted with the papers will be simplified. An example is a form with details. They are developed for a single institution, country or for several states. The forms indicate the responsibility of the company. Before mass printing, you need to check the correctness of the data.

Document flow involves the mandatory registration of papers that are needed in production activities. Employee literacy is associated with the correct distribution of documents, their registration and grouping. Various seminars are now being held where they talk about the techniques and secrets of this profession. A popular area is personnel records management, since this area involves working with a lot of documents.

This area requires competent specialists. In addition to basic education, they must regularly improve their skills and undergo certification. Employees also need to work with the analytical sphere. Employees create personal personnel files, supplement and clarify information.

Their important function is to monitor the compliance of papers with legal norms. Specialists must promptly send outdated documents to the archive, where they are stored for the required period, usually at least 5 years. Responsibilities include filling out questionnaires used for employment, preparing questions necessary to organize an interview.

Office work and document flow

At any enterprise you can hear words such as “paperwork” and “document flow”. What it is? This work is performed by secretaries, archivists, and personnel department employees. Record keeping is the recording of information and the production of paper and electronic documents.

Document flow develops on it. This concept refers to the movement of an order, a letter from its creation to execution. Papers may be archived or destroyed. Depending on the place of their creation, document flow can be external and internal. The source determines the path of the order, instruction, letter.

Stages

Conducting office work and document flow is based on its own rules. They must be complied with in order for the company’s activities to be legal. Internal document flow is carried out based on the following stages:

• Execution of the draft document.
• Coordination.
• Signing the project.
• Assigning a date and number.
• Registration and execution.
• Providing information to performers and control.
• Compliance with instructions.
• Registration and storage.
• Destruction or transfer to archive.

The stages of external document flow are almost the same, but slightly different. Papers are transferred to the organization from outside. They are issued by upstream and downstream companies, branches, authorities, courts and citizens. They must be registered, which confirms their control. Then follows familiarization with them and execution. If required, a response is generated. At the end, the paper is sent to the archives or destroyed.

Kinds

There are other types of document flow:

• Ascending - from workers to management.
• Descending - from managers to staff.
• Horizontal - with equal positions.

The movement of papers is recorded in special journals. They can be issued in different forms, but now the most popular is electronic document management.

Judicial proceedings

What is court proceedings? The court case presents a different list of documents and material evidence. Its proper storage and movement ensures that the law enforcement system operates in accordance with the law.

Judicial proceedings, compared to organizational ones, are never voluntary. It is conducted by authorized persons, and their work is monitored. It also has stages, including the destruction of papers.

Secretary job

Many employees are unaware of the basics of office work and document flow. But for a secretary these are professional duties. These workers carry out the main activities of document support for management.

In terms of form and operation, an institution can be:

• Centralized - secretaries are located in one department and report to a senior specialist.
• Decentralized - employees are distributed across company divisions, therefore they report to their superiors.
• Mixed.

The principles of document flow in an institution are determined by the form of the secretariat. These workers are responsible for paperwork.

Instructions

The basics of office management establish that every enterprise must have a regulatory act that regulates the movement of documentation. An office management instruction is an internal regulatory act of an enterprise based on an order from management.

The paper has an indefinite validity. It indicates the origin of the document and provides lists of positions whose signatures are official. The instructions include design samples, forms, forms.

Record keeping

The basics of office work and document flow in an enterprise allow this activity to be carried out correctly. In small firms, this work is usually performed by employees or a manager. If such a responsibility is not considered direct for the employee and is not specified in the employment contract, then an order must be issued to add such functions. The document must describe duties, responsibilities and compensation.

Principles of personnel records management

If the institution has at least one employee, then it is necessary to create employment documents. Personnel records management refers to ensuring the movement of official papers related to the activities of people. Responsibilities are carried out by personnel department employees. They receive, process and store papers.

Their responsibility is to process personal information that is considered sensitive. In personnel document flow, secrecy and compliance with the rules for storing papers are important. The basics of office management allow you to effectively set up the work of the company's people.

Although digital technologies are now actively developing, most organizations practically do not use document flow optimization. This involves the use of paper correspondence and the keeping of regular journals. The reason for this is the reluctance to innovation and lack of money. But management must take into account that optimization with small investments can achieve significant economic benefits.

So now you know the basics of office work. We hope the information presented was useful to you.

1. INTRODUCTION TO CASE PROCESS

1. Document in the management system.

2. Basic concepts of office work and document flow.

3. History of the development of office work in Russia.

1.1. DOCUMENT IN THE MANAGEMENT SYSTEM

The main way of recording and transmitting management and other information in a management system is a document, and the quality of decisions made and, consequently, the overall result of the activities of any institution in the broadest sense of the word largely depends on how effectively the documentation is organized. Correct documentation support for work in an institution is based on the appropriate regulatory and methodological framework - a set of legal documents of an organizational, instructive, and methodological nature. Regulatory and methodological documents on office work in each institution are developed on the basis of relevant legislative and regulatory acts.

IN in accordance with the Federal Law “On Information, Informatization

And Information Protection" dated February 20, 1995 No. 24-FZ (Article 5) documentation (that is, the creation of documents) is a mandatory condition for including information in information resources. It also states that documentation is carried out in the manner established by government bodies responsible for organizing office work, standardizing documents and their arrays. State regulation extends not only to the area of ​​documentation, but also to the organization of work with documents.

State regulation of office work is carried out by the Federal Archival Service of Russia (Rosar-Khiv), which, in accordance with the Regulations on the Archival Fund of the Russian Federation (approved by Decree of the President of the Russian Federation of March 17, 1994 No. 552) and the Regulations on the Federal Archival Service of Russia (approved by a resolution of the Government of the Russian Federation) Federation dated December 28, 1998 No. 1562) provides intersectoral organizational and methodological guidance and control over the organization of documents in the office work of federal government bodies, coordinates the development of the state office system and unified documentation systems.

The Russian Federation Committee for Standardization, Metrology and Certification (Gosstandart of Russia) carries out state management of standardization, including work on the unification and standardization of documents and documentation systems, development, implementation and maintenance of all-Russian classifiers of technical, economic and social information.

The Government of the Russian Federation and federal executive authorities are responsible for organizing documentation support in executive authorities, developing relevant regulatory legal acts.

1.2. BASIC CONCEPTS OF CASE PROCESS AND DOCUMENT FLOW.

Management of any enterprise is an information process in which information is received, processed, a decision is developed, and the decision is communicated to performers whose actions are controlled.

At all stages of the information process, documents are created that record a variety of information.

A document is a set of information located on a tangible medium and having a legal basis.

Superiors

		instructions
	Administration
				management
	protocols,
	conclusions		office work
				Performers
		control	office notes,

reporting

Rice. 1. Enterprise information processes

An integral part of managing any organizational system is office work.

The term “paperwork” appeared in the second half of the 18th century and meant not only a folder with documents, but also the issue itself. Currently, the term means the organization of information support for a case, i.e. records management.

Office work– a field of activity related to the process of creating documents and organizing work with them.

Purpose of office work– information support for the management process

Main tasks of office work:

 creation of documents, i.e. fixing them on any medium;

 transfer of documents for their subsequent execution or decision-making;

 registration of documents to exercise control over their execution;

 systematization and storage of documents, quick search of documents

as needed.

Forms of organization of office work:

Centralized form characterized by the fact that all document processing operations are concentrated (centralized) in a single center for the entire institution - an office, a general department or a secretary. This form is typical for small institutions.

Decentralized form involves the dispersal of office operations between the structural divisions of the institution; Moreover, each of them performs a relatively homogeneous set of office operations. Rarely used.

In a mixed form, operations are performed centrally (reception, registration, control, reproduction of documents) and decentralized (storage of documents, creation of files). Typical for medium and large institutions.

The concept of office work is based on the concept of documentation.

Documentation is a regulated process of recording information on paper or other media that ensures its validity.

Documentation Tools- tools used by humans to create documents. They are divided into:

simple remedies(pens, pencils)

mechanical and electromechanical means (typewriters,

tape recorders, photo, film and video equipment)

automated tools (computer technology).

Documentation presupposes compliance with established recording rules

information specific to each type of document. Compliance with these rules gives legal force to the documents created.

Legal force- a property of an official document imparted to it by current legislation, the competence of the body that issued it and the established procedure for execution.

Details are a mandatory element of document registration (name of the type of document, addressee, date, signature).

Document form– this is a set of details in a document, located in the sequence established by the standard.

Documentation system– a set of documents related by origin, purpose, type, field of activity, and uniform requirements for their execution.

Organization of work with documents involves the organization of the institution's document flow, document storage and their use in the current activities of the institution.

The document flow of an institution is the process of movement of documents in an organization from the moment of their creation or receipt until the completion of their execution and transfer to the archive.

The document is promoted:

1. In space: inside the enterprise and outside it.

2. In time: from the moment the document is created or received until it is sent to the addressee or transferred for storage.

Organization of document flow at the enterprise (see slide)

There are external and internal contours of document flow.

The external contour begins with incoming (external) documents that arrive at the enterprise from the outside. The received documents are registered by secretaries and then sent for execution. The outer loop ends with the registration of outgoing documents.

If the document is created in the organization itself, then inner circuit passage of the document (initiation - execution - approval - approval)

waiting - registration). It is on the internal contour of the document that its versioning often arises (that is, the document exists in different versions). For example, at the approval stage, when comments from different people appear. An important task of office work is tracking, accumulating and managing document versions, as well as monitoring document changes.

1.4. HISTORY OF THE DEVELOPMENT OF OFFICE PROCESS IN RUSSIA

Until the 10th century, mainly legal relations between citizens were documented. Already at this time, there was a culture of drawing up and processing documents, such as travel documents, written wills, etc., and also in a special school they trained scribes, court secretaries, printers (custodians of the seal) for princes and large feudal lords, but there was no unified system of state office work was.

Stage 1. The origin of the office management system (XI – XV centuries).

The period of the Old Russian state is a period of gradual formation of traditions of the office work system, accumulation of experience in documenting, processing and storing documents, ensuring their safety, including protection from unauthorized access and forgery.

Characteristic features of the period:

1. Appeared professional clerks: church psalmists

and clerks (in the 14th century, clerks were all people conducting office work).

2. Original paperwork manuals were compiled - forms, which outlined the stages of document preparation - draft, editorial, white paper.

3. There was a need to maintain the secrecy of important information, as a result various staples (signatures), seals, bridges (signatures on glued together) appeared, that iselements for protecting information from unauthorized access at the stage of storage and use.

The first cases of document falsification date back to this time.

4. A procedure has been developed for canceling the legal force of documents. Mother-

als were removed from a special storage room by a “larnik” (the keeper of a chest with do-

documents) and were destroyed in the presence of witnesses. Particularly important documents were destroyed by a commission chosen by the city council, often publicly, in a solemn atmosphere. Less significant documents were returned to the authors or simply erased from the parchment on which they were written, and the erased sheets were used again.

5. Places were allocated for safe storage of documents and record keeping: guest courtyards and monasteries.

Almost until the end of the 14th century. in Rus' the main material for writing to servants is

lived parchment (specially treated leather), called “charter” in documents, and simply “veal” in common people . The most ancient form of pre-

The document contained a charter - a separate sheet of parchment a little more than 15 cm wide

(3.5 inches). Documents were written in continuous text, without division into words, and only the period at the end of the sentence was used as punctuation marks.

Stage 2. Order paperwork (XV – XVII centuries).

The period of formation and development of state office work is usually called order period, by the name of the first government institutions

- orders. During this period, a system of office work at central and local institutions was gradually created, a cadre of office workers was formed, and stable forms of documents and methods for their preparation were created.

Characteristic features of the period:

1. Office work was carried out in administrative huts, which were also a place for receiving visitors ( presence), and the office, and art-

Khiv. Documents were usually placed on tables, on benches, and especially valuable documents were placed in chests in the same rooms where current work and reception of visitors were carried out. The orders contained inventories of documents in storage,

A in the 17th century ABCs were compiled for document inventories - special indexes for making inquiries about documents.

2. The documents were prepared on paper and had a specific shape - a column(pillar, column), i.e. a scroll of narrow sheets of paper glued together.

The components of the pillar were called “postavs”. The places where the sheets are glued together received the same name. The column was actually not one document, but included the entire set of documents in the case. The text in the columns was written only on one side, the back was used only for putting notes, resolutions, and addresses. Documents were kept rolled up in a scroll or roll; For particularly important documents, special cases were made, but more often they were simply stored in chests or chests. This form of document was inconvenient because it took a lot of time to expand and collapse a column when searching for the necessary information. The gluing itself was not strong enough, which led to deterioration and wear of the document. Along with the columnar form of the document, the notebook form was born and began to be used in orders. A notebook is a sheet of paper folded in half. The notebooks were collected together, bound as needed, and made into books.

3. The document was given legal force by the so-called “attribution” of the thought

official clerk - the signature of the clerk, placed syllable by syllable on the back of the document so that its letters cover both ends of the glued sheets.

(Neither the tsar nor the boyars signed documents, with the exception of treaty documents with foreign states). This method of signing documents ensured the protection of information and made it difficult to falsify.

4. Various types of documents are compiled that record the management activities of government institutions: subordinate from the supreme power

were sent to charters, decrees and sentences, from local institutions replies were sent to orders, the form of written appeal of private individuals to government institutions was petitions.

5. Most of the details have not yet been highlighted from the text,those. appeal, hell

6. Each document was registered:upon receipt, the date was stamped on the document and the clerk made the note “Write out,” which meant “Make inquiries.” In fact, this meant the start of the case.

Stage 3. Collegiate office work (XVIII century).

The main difference between collegiate office work was that its organization was regulated by law. The period of collegiate affairs

production correlates with the reforms of Peter I. It was he who created the Russian bureaucratic system, which determined modern work with documents. Peter I can rightly be called the “father of the Russian bureaucracy.”

Characteristic features of the period:

1. The legislative act “General Regulations” was published, which elaborated in detail the issues of documentation (rules for document registration,

control over their execution, the procedure for their preparation, certification, storage) and

movement of cases (document flow). The regulations even determine how desks should be arranged (they should have drawers with locks), how clerks should sit (two at a time), etc. The working day in the colleges lasted 8 hours. Work was carried out all year round, with the exception of three summer months and holidays. For one day of absence from work, a clerical employee's salary for a month was deducted; for an hour not worked, a week's salary was deducted.

2. The signature of the head and members of the board on the document has been entered.

3. The procedure for using seals has been established.Print application

took place in the presence of two witnesses.

4. Columnar forms of documents have been replaced by notebooks - 4 sheets of paper, folded in half and stitched with thread. Several bound notebooks made up a book.

5. New details have appeared in the documents: registration incoming and outgoing numbers, addressee, signature, date of preparation, type of document, etc.,

changing in modern office work.

6. For many documents, official forms were established and rules were developed for the location of details on a sheet of paper.

7. Various documentation systems began to develop:

financial, in which the terms “debit”, “cre-

dit", "balance"; military - reports, reports, instructions, dispositions;

international contractual - notes, memorandums, dispatches;

judicial - interrogations, oaths, testimony, verdicts;

statistical - per capita censuses, called audits, provincial reports.

Stage 4. Ministerial office work (XIX – early XX centuries).

The current document flow system, called executive office work. In the sphere of management, ministries appeared, and collegiality was replaced by unity of command of ministers.

Characteristic features of the period:

1. Uniform principles of record keeping were established for mini-

Departments of Russia – from the creation of documents to their archival storage. Particular attention was paid to the order of interaction of ministries with other institutions and the emperor, depending on the hierarchy that existed at that time.

2. A multi-stage system of registration and accounting of documents has been introduced.All documents included in the ministry were recorded in a journal. Each department had a similar log book where basic information was recorded.

3. A system of control over the execution of documents emerged. Monthly pro-

An audit of cases in structural divisions was carried out, and records were kept in special statements about the number of executed and unexecuted documents. At the end of the year, a general statement for the ministry was compiled.

4. The forms of documents have changed. Official documents were drawn up on forms with details placed in corners.The details of the form include

dili: name of the institution, names of structural divisions, date and registration number, short title to the text, link to the received document. Since the late 20s of the last century, forms began to be produced by printing.

5. New types of documents appeared: telegrams and telephone messages.

6. Collections of sample documents were published - scribes.

Stage 5. Soviet period of state office work (1917 –

Characteristic features of the period:

1. 1917 – 1920 Reduced level of documentation support for management

leniya (workers, soldiers, and peasants without special education went to work in the newly formed Soviet institutions).

2. 1925-1926 Two large organizations were formed: the Institute of Management Technology (ITU) and the State Bureau of Organizational Construction

(Orgstroy). ITU was engaged in theoretical research in the field of management, and Orgstroi implemented them in practice, promoting the introduction of new office equipment and office equipment. A Standardization Cabinet was created at the ITU, who was involved in the development of all-Union standards for documentation (letters, telegrams, telephone messages, protocols) and office supplies (ink, ribbons for typewriters).

3. In 1932, the ITU was liquidated and centralized methodological improvement of document management issues ceased.From this moment in the history of office work, a long period of “independence” began: each department in my own way regulated work with official documents.

4. In 1963, the “Basic rules for organizing the documentary part of office work and archives of institutions, organizations, and enterprises of the USSR” were approved.

This document still serves as a guide to office management.

5. In 1973, the Unified State Record Management System (USSD) was developed.

Unified State Data Sheet is a scientifically ordered set of rules, regulations and recommendations for organizing and maintaining documentation support for management, starting from the moment the document is created until it is submitted to the archive.

6. In 1970-1980 A block of GOST standards for management documents has emerged.

7. In the 1980s. Unified documentation systems (UDS) have been developed to automate the processing of data contained in document forms.

Development of Soviet office work in 1970-1980. laid the foundation for office work in the Russian Federation. Many normative and methodological documents created during this period are still in force today.

1.4. REGULATORY FRAMEWORK FOR BUSINESS PRODUCTION

Regulatory framework for office work is a set of laws and norms

tive legal acts regulating the technology of creation, processing, storage and use of documents in the process of the organization’s activities.

The regulatory framework for office work includes the following components:

 Legislative and legal acts of the Russian Federation;

 GOST standards;

 Regulations;

 Classifiers;

 State system of documentation support for management.

Legislative and legal acts in the field of information and documentation:

 Laws of the Russian Federation: Civil Code of the Russian Federation, Law of the Russian Federation “On Standardization”, Law of the Russian Federation “On the Archive Fund and Archives”

 Decrees and orders of the President: “On the fundamentals of state policy in the field of informatization”, “On approval of the Regulations on the Archival Fund of the Russian Federation”

 Decrees and orders of the government: “On organizing work on standardization, ensuring uniformity of measurements, certification of products and services”, “On improving information support for the population of the Russian Federation”

 Federal laws of the Russian Federation: “On information, informatization and information protection”, “On participation in international information exchange”, “On the legal protection of programs for electronic computers and databases”

 Legal acts of government and executive authorities of the constituent entities of the Russian Federation regulating office work issues.

State standards (GOSTs) for documentation

The preparation of official documents is strictly regulated by standards.

A standard is a standard type, a sample that an object must satisfy in terms of its characteristics, properties, and qualities.

The Law of the Russian Federation “On Standardization” dated June 10, 1993 defines standardization as the activity of establishing norms, rules and characteristics. The areas of distribution of standards, their content, and scope of their action are determined by state governing bodies.

Name
GOST R 6.30-2003	Unified documentation systems. Unified
	nal system of organizational and administrative documents -
	tions. Documentation requirements.
	Adopted and put into effect by the Resolution of the State Standard of Russia
GOST R 51141-98	Record keeping and archiving. Terms and Definitions
GOST 6.10.1-88	Unified documentation systems (UDS). Basic
	provisions
GOST 6.01.1-87	Unified system of classification and coding of technical
	economic information. Basic provisions
GOST 6.10.5-87	Unified documentation systems (UDS). Requirements
	ideas for building a sample form
GOST 6.10.4-84	Unified documentation systems (UDS). Giving
	legal force of documents on computer media and
	machineogram created by computer tools
	technology. Basic provisions
GOST 6.10.3-83	Unified documentation systems (UDS). Record
	information in a communicative format

The requirements established by the standards are mandatory for all government bodies and business entities. Gosstandart and other government authorities, within their competence, monitor compliance with GOST requirements.

Regulations

1. Intersectoral time standards for work on documentation support for management. Developed by the Central Bureau of Labor Standards (CBNT) of the Ministry of Labor of the Russian Federation in 1995 and recommended for determining the labor intensity of work and the number of workers in government agencies, institutions and public organizations. They contain

 Norms for time spent on documentation support for management (processing, registration, accounting for quantities and monitoring the execution of documents, maintaining card files, etc.)

 Norms for time spent on archive work (cataloging, creating a reference apparatus for archives, etc.)

2. Time standards for work to improve documentation support for management of ministries, departments, enterprises and organizations. Developed at VNIIDAD (All-Russian Research Institute of Documentation and Archiving) in 1992 and contains time standards for drawing up plans and contracts. Using them, you can calculate labor costs, analyze the productivity of workers and calculate their number.

3. Time standards for work on automated archival technology and documentation support for governing bodies. Developed by the Central Bank of Science and Technology of the Ministry of Labor of the Russian Federation in 1993 and intended to determine the time spent on working with management documentation in traditional conditions and in conditions of automation of management processes.

Time standards apply to all types of work with documents and are divided into two blocks:

 Time standards for work on documentation support for management (development of job descriptions, nomenclature of the organization’s affairs, etc.)

 Time standards for work performed in the automation process

advanced archival technology (compiling statistical reports, performing search queries, etc.)

Classifiers

For use in sorting, searching and processing various documents of automated information systems, special codes must be assigned to the document.

Classifier is a document containing a systematic list of object names and their codes.

1. Classifiers of information about management documents: OKUD.

2. Classifiers of information about organizational structures: OKPO.

3. Classifiers of information about the population and personnel: OK of worker professions, employee positions and tariff categories (OKPDTR).

State Documentation Management System (GSDMOU)

MINISTRY OF EDUCATION AND SCIENCE OF THE RF

Moscow State University of Technology and Management

Department economics, business and law

TEST

By discipline : Documentation of management activities

Subject Record keeping is the basis of management technology

Is done by a student 1 course

Arakcheeva Marina Anatolyevna

Faculty: economics and entrepreneurship

Specialist. organisation management

Cipher: 080507

Introduction 3

1. Assessment of the current state of office work 3

2. Factors influencing the organization and technology of office work in institutions at various levels of management 4

3. Organizational, legal, social and psychological aspects of office work 5

4. Documentation support for management. Main tasks and functions of preschool educational institution 11

5. Structure of management documentation services and their functions 13

6. Differences between the concept of “documentation support for management” (DOU) and the concept of “office work” 15

7. Interrelation of preschool educational institutions with automated document processing technology 16

8. Scientific organization of managerial work as a factor in increasing the efficiency of management and office work 18

9. Activities of archival bodies in the regulatory and methodological support of records management services 22

Conclusion 23

References 24

INTRODUCTION

In your work you need to solve a number of problems:

Assess the current state of records management;

Identify factors influencing the organization and technology of office work in institutions at various levels of management;

Describe the organizational, legal, social and psychological aspects of office work;

Give the concept of documentation support for management, identify the main tasks and functions of preschool educational institutions;

Consider the structure of management documentation services and their functions;

Distinguish between the concept of “documentation support for management” (DOU) and the concept of “office work”;

Determine the relationship between preschool educational institutions and automated document processing technology;

Consider the scientific organization of managerial work as a factor in increasing the efficiency of management and office work;

Consider the activities of archival authorities in the normative and methodological support of records management services.

1. Assessment of the current state of office work

The state of office work and the general culture of service for managers and specialists is largely determined by the quality of work of the secretary-assistant, which, in turn, depends on the level of its organization. In practice, the secretary-assistant either conducts completely (or to a significant extent) the clerical work of the management apparatus or a large structural unit as a whole, while performing the functions of the manager’s secretary, or performs only the functions of the manager’s secretary. The first type of secretarial-referent activity predominates. The work of a secretary-assistant is characterized by the breadth and variety of functions and operations performed. Firstly, secretarial work requires the ability to quickly switch from one type of work to another: registering documents, telephone conversations, typing, working with faxes, receiving visitors, etc. Secondly, the assistant secretary communicates with a relatively large circle of people during the working day. Thirdly, the secretary-assistant, in addition to the instructions of the immediate supervisor, due to the nature of his activity, often must carry out instructions from other persons. This situation creates additional difficulties in the work of the secretary-assistant, and therefore his duties and rights must be especially strictly defined and enshrined in the job description.

Information technologies have fundamentally changed modern office work; a new quality and requirement for it have emerged. There are still no national requirements for electronic document management systems used even in government agencies, and there are no standard rules for organizing office work in administrative offices. A striking example is the huge number of terms in the names of documentation management services in government agencies: documentation support department, general department, office, etc. But the state apparatus is a single mechanism for governing the state from the bottom to the top. In addition, there are about 70 manufacturers of office automation software products that play by their own rules. But there is no assessment of the quality of such a product. Therefore, there is a long overdue need to create a national standard for office automation systems, at least for systems used in government agencies.

2. Factors influencing the organization and technology of office work in institutions at various levels of management

Relationships between organizations, institutions, and business document communication at all levels should be carried out according to uniform generally accepted rules. Work with documents in any organization, regardless of its organizational and legal form, should be built on the basis of legislative, regulatory and methodological foundations relating to issues of documentation and work with documents.

Organizing work with documents is a key management task in any institution: from the office of a small enterprise to a federal department or a large corporation.

The activities of any enterprise are regulated by current legislation, orders and instructions from management, the terms of concluded contracts, established rules for conducting certain (for example, trading) operations, etc. All these “regulators” are drawn up in the form of documents - recorded texts of laws, orders, contracts. Based on this, we can say that the entire activity of any enterprise lies in the consistent execution of documents, and the success of their execution determines the well-being of the enterprise.

The success of document execution largely depends on the following.
Firstly , depends on how clearly the information is presented, including its design and placement. For example, if the text of the order is in small print, the points of the order are not separated from each other, and the names of the executors are not separated into a separate group, then some of its positions may simply not be perceived. Therefore, there are a number of standard rules for the preparation, compilation, execution and production of documentation - or, in other words, rules for documentation.

Secondly, it is necessary to ensure timely execution of the document, i.e. such an organization of work must be achieved in which the document would be immediately transferred to the contractor (or from contractor to contractor), and for the contractor himself there would be incentives to execute the document on time. In Russia, for several centuries and to this day, one of such incentives is control of execution. Moreover, control is assigned to an employee who does not directly participate in the execution of the document and, moreover, may have absolutely no understanding of the area of ​​knowledge or production that the execution of the document affects.

3. Organizational, legal, social and psychological aspects of office work

There are three forms of organization of office work: centralized, decentralized and mixed.

With a centralized form of organization of office work, all document processing operations are concentrated (centralized) in a single center for the entire institution - an office, a general department or a secretary. The decentralized form involves the dispersal of office operations between the structural divisions of the institution; Moreover, each of them performs a relatively homogeneous set of office operations. The decentralized form of organization of office work, in which office work operations are carried out in various structural divisions of the institution, should not be confused with the organizational structure of the office work service, which has specialized units: expeditions, machinery bureaus, control groups, etc. In a mixed form, operations are performed centrally (reception, registration, control, reproduction of documents) and decentralized (reference and information services, document storage, file formation).

The form of organization of office work is chosen taking into account the size of the institution, the volume of document flow, and the composition of structural divisions. In small institutions (when documentation is carried out directly in departments), as well as in geographically dispersed ones (located, for example, in different areas of a big city), a centralized form is chosen. Most institutions and organizations use a mixed form of office organization.

The most rational form of organizing individual office processes and operations is centralization, since it allows:

· reduce the cost of office operations;

• improve the organization of work of office staff and, in particular, introduce its standardization;
• ensure specialization and interchangeability of workers;
• use progressive and productive technical means;
• ensure the unity of organizational and methodological leadership.

In modern conditions, it is possible to completely centralize office work services only in relatively small institutions. In large institutions, one should strive for the expedient centralization of individual office work functions, such as receiving and sending documents, registering and monitoring the execution of documents, shorthand and printing of documents, their reproduction, and methodological management of office work.

In small institutions that do not have general departments or office work departments, office work services are carried out by the secretary-assistant of the head.

If an organization or institution has a large volume of documents, then a structural unit responsible for office work is introduced: an office, a general department, an office work department, etc. The activities of this structural unit are reflected in a specially developed regulation.

In order to regulate the office work process, determine methods and methods for creating and processing documents in an organization, office work departments develop instructions for office work, which are established by order of the head of the institution.

Division of functions between office management departments and performers:

The basis for organizing the work of office staff is a deep and clear division of functions between departments and performers. It is reflected in regulatory documents - regulations on clerical departments and job descriptions of their employees.

The regulations on the office management department are developed by the head of the department and approved by the head of the institution. The regulations on the structural unit of a department are developed by the head of this unit together with the head of the department, and approved by the head of the department, the business manager or the head of another unit, which includes the office management department.

The regulations on the department or its structural division include the following sections:

· general provisions;

· main functions and tasks;

· duties, rights and responsibilities of the manager (this point occurs if the job description of the manager is not developed);

· work organization;

· department management.

The regulation must contain clear wording that does not allow for disagreement on the issue of who should do what, who is subordinate to whom, etc. The clauses defining the relationship of the office management department with other divisions must be agreed upon with these divisions.

When developing regulations on the office management department, a standard regulation is used. It is supplemented (if necessary, reduced) and adjusted in accordance with the specific operating conditions of the given management apparatus and its clerical service.

For each employee of the office management department, a job description is developed, which determines the organizational and legal position of the employee in the structural unit and provides conditions for his effective work.

The instructions consist of the following sections:

A common part. The main tasks of the employee are established (for example, the main task of the clerk is to register documents), the procedure for filling the position (i.e. who appoints and dismisses this employee), professional requirements for the employee (level of education, work experience, must know..., must be able to...), the person to whom the employee is directly subordinate, the main documents and materials that the employee must follow in his activities.

Employee functions. The subject matter or area of ​​work assigned to the employee, the list of types of work that make up the performance of the assigned functions are determined (for example, registration of documents may consist of work such as filling out cards, maintaining a file cabinet, issuing certificates by phone, etc.).

Responsibilities of the employee. Responsibilities related to the preparation of documents, receipt, processing and issuance of information are indicated, requiring the mandatory use of certain forms and methods of work (for example, periodic monitoring of the formation of cases in structural divisions, conducting briefings, etc.), requiring compliance with deadlines for the implementation of specific actions , which determine the order of execution of orders, ethical standards that must be observed in the team. Sometimes this section describes elements of the technology of the work being performed.

Employee rights. The rights of the employee to implement the functions assigned to him are determined.

Relationships (connections by position). The divisions and employees from whom the contractor receives and to whom he transmits information, the timing of transmission, who is involved in the execution of certain documents, with whom they are agreed upon, etc. are indicated.

Performance evaluation. Criteria are listed that allow assessing the degree to which an employee fulfills his functions and responsibilities, exercises his rights, etc. The main criteria are the quality of work and timeliness of its completion.

The job description is signed by the head of the records management department and approved by the head or deputy supervising the records management department.

Psychological aspect of office work:

An automated office management system can turn out to be a psychological barrier for the old-school manager of any organization, since it is much easier for them to work directly with people using the usual methods: called “on the carpet”, “gave them a pump”, saw fear in the eyes of a subordinate - you come to the conclusion that You're wasting your seat. In addition, management often discovers that the advantages promised by Western experts have disappeared somewhere. Although the solution to this problem is simple - it was proposed to implement ASD on the desks of all executives and managers, and the customer saved money: he supplied the system only to clerks of structural divisions. As a result, work is done quickly and accurately between departments, and within them everything is the same as before.

Performers often have the feeling that with the introduction of a document management service, another boss has appeared who is constantly standing behind them. Indeed, now, if you wish, you can find out: who is doing what, when and how much.

Legal aspect of office work:

There are regulatory documents that regulate the organization of documentation support for enterprise management:

Constitution of the Russian Federation

Civil Code of the Russian Federation (parts 1 and 2)

Federal Law of August 28, 1995 No. 154-FZ “On the General Principles of Local Self-Government in the Russian Federation”

Federal Constitutional Law of the Russian Federation dated December 25, 2000 No. 2-FKZ “On the State Emblem of the Russian Federation”

Federal Law of January 25, 1995 “On Information, Informatization and Information Protection.” This law regulates the relations arising in the formation and use of information resources based on the creation, collection, processing, accumulation, storage, search, distribution and provision of documented information to the consumer; creation and use of information technologies and means of supporting them; protection of information, rights of subjects participating in information processes and informatization. The law contains definitions relating to information and its documentation. - Federal Law of the Russian Federation of January 10, 2002 “On Electronic Digital Signature”. The purpose of this law is to provide legal conditions for the use of an electronic digital signature in electronic documents, subject to which an electronic digital signature in an electronic document is recognized as equivalent to a handwritten signature in a paper document. This law defines the conditions for using an electronic digital signature and the features of its use.

Federal Law of May 2, 2006 No. 59-FZ “On the procedure for considering appeals from citizens of the Russian Federation”

Decree of the President of the Russian Federation dated May 2, 1996 No. 638 “On the procedure for preparing draft decrees and orders of the President of the Russian Federation, providing for the adoption of resolutions and orders of the Government of the Russian Federation”

- “State system of documentation support for management”, developed by archival services. This document is a set of principles and rules that establish uniform requirements for documenting management activities and organizing work with documents in government bodies. This is one of the fundamental federal regulations, containing a set of requirements and provisions that contribute to the development of unified approaches not only to traditional, but also to automated document management - information management. The State Educational Institution streamlines the organizational structure of documentation support management in organizations by solving the issues of constructing standard preschool education services and organizing the technological process of creating and processing documentation. GSDOU contributes to the resolution of a number of problems of automation, creation and processing of documents and includes regulations and rules of national scale and significance. At the same time, being essentially a state system, the system is also oriented towards application in non-state structures in all its aspects. - “Standard instructions for office work in federal executive authorities”, prepared by the Committee for Archives and approved by the decision of the Government of the Russian Federation of October 31, 2000 No. 1547-r helps to solve technological documentation problems. This standard establishes the composition of the details, the rules for drawing up organizational and administrative documents that record decisions on administrative and organizational issues. The standard instruction, imposing requirements for the unification of documentation elements, greatly facilitates the creation of standard, unified and unified processes for both traditional and automated documentation, storage and transmission of documented information. - GOST R 51141-98 “Office work and archiving. Terms and definitions" (approved by Decree of the State Standard of the Russian Federation dated February 27, 1998 No. 28). This standard is an important stage in updating the normative and methodological base of office work and archiving in accordance with federal legislation and the current level of development of this industry. The terms established by this standard must be used in all types of documentation. The substantive basis of the standard consists of three sections: “General Concepts”, “Office Management” and “Archival Management”. - GOST R 6.30-2003 “Unified Documentation Systems. Unified system of organizational and administrative documentation. Requirements for the preparation of documentation" (approved by Decree of the State Standard of the Russian Federation dated 03.03.2003 No. 65-st.), which was put into effect in all federal government bodies, government bodies of the constituent entities of the Russian Federation (including constituent entities of the Federation that have, along with the Russian language, as the state national language), local government bodies, at enterprises, organizations and their associations, regardless of the organizational and legal form and type of activity. - “List of standard management documents generated in the activities of organizations, indicating storage periods” (approved by the Roarchive on 06.10 .2000) includes documents generated when documenting similar (common to all) management functions performed by institutions, organizations and enterprises, regardless of their functions, level and scale of activity, and forms of ownership. The list serves the purposes of preserving, organizing and replenishing the Archival Fund of the Russian Federation, and is intended to determine the storage periods of documents, select them for permanent storage or destruction. It should also be used in the preparation of case nomenclatures, the formation of cases, the development of document classification schemes, the creation of search systems in office work, and the development of departmental lists.

Basic rules for the work of archives of organizations (approved by the decision of the board of Rosarkhiv dated 02/06/2002)

All-Russian classifier of management documentation OK 011-93 (approved by Decree of the State Standard of the Russian Federation dated December 30, 1993 No. 299)

The daily activities of the preschool educational institution services are regulated by:

· Regulations on the service of preschool educational institutions

· Regulations on structural divisions (if any)

· Instructions for preschool education

· Instructions for organizing work places for service personnel

· Time standards for performing work on preschool educational institutions

· Planning and reporting documents

· Job descriptions of service personnel.

The social aspect of office work can be considered within the framework of the implementation of the Federal Law of May 2, 2006 No. 59-FZ “On the procedure for considering appeals from citizens of the Russian Federation,” which regulates the procedure for citizens’ appeals to state bodies and local governments and the procedure for considering citizens’ appeals by these bodies and officials. Citizen's appeal - a written proposal, statement or complaint sent to a state body, local government body or official, as well as an oral appeal of a citizen to a state body, local government body. A citizen’s written appeal must include his last name, first name and patronymic and the postal address to which the response will be sent within 30 calendar days, the citizen’s personal signature and the date of the appeal. At the same time, it is established that appeals received “via public information systems” are subject to consideration in the manner established by this Law.

4. Documentation support for management.

The main tasks and functions of the preschool educational institution.

Documentation support for management is carried out by a special service, operating as an independent structural unit. This could be: business management, general department, office or secretariat. In small organizations, where the volume of documents processed is small and the creation of such a service is impractical, all work on documentation support for management is performed by the manager’s secretary or an employee specially allocated for this work.

Documentation support for the management activities of an organization is the most important service function of management, the rational organization of which determines the speed and quality of management decision-making and the efficiency of the organization as a whole.
The choice of the organizational form of the preschool educational institution depends on the decision of the management and the preschool educational institution itself. The regulation of the chosen form of working with documents is enshrined in the instructions for office work.
In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the preschool educational institution service are not limited only to organizing the institution’s document flow, recording documents and monitoring their execution. The preschool educational institution service is directly involved in setting tasks in the development of automated information systems for working with documents, in ensuring access to information and information protection, in improving work with documents.

Thus, the preschool educational institution service solves the main set of tasks:
1) ensuring documentation of management activities;
2) organization of work with documents in the institution;

3) improvement of forms and methods of working with documents.
The tasks facing the preschool educational institution service determine its functions.
1. The tasks of ensuring documentation of management activities can be solved by performing the following functions:
- development and design of forms, ensuring their production;
- ensuring the production of documents, copying and replication;
- quality control of preparation and execution of documents, compliance with the established approval procedure and certification of documents.
2. The tasks of organizing work with documents in an institution are solved by performing the following functions:

Establishment of a uniform procedure for the passage of documents (institutional document flow);

Forwarding processing of incoming and outgoing documents;

Registration and accounting of incoming, outgoing and internal documents;

Control over the execution of documents;

Systematization of documents, ensuring their storage and use;

Organization of work with citizens' appeals;

Ensuring information security.

3. The tasks of improving forms and methods of working with documents include performing the following functions:

Development and revision of regulatory, instructional, methodological documents and bringing them to the attention of the organization’s employees;

Methodological guidance and control over compliance with established rules for working with documents in the structural divisions of the organization;

Improving the qualifications of the organization’s employees and consulting them on issues of working with documents;

Streamlining the organization’s documentation, carrying out work to unify documents, developing a Timesheet and Album of document forms used in the organization’s activities;

Development and implementation of new forms and methods of working with documents, improving the organization’s document flow, increasing executive discipline;

Setting tasks for developing and improving automated information systems and databases for working with documents.

5. Structure of management documentation services and their functions.

1. Business management.

2. Office.

3. General department.

4. Secretary.

Case management is created in ministries and departments as a structure in which work with documents is carried out, and as a body for monitoring and coordinating office work in the central office of the industry. Being, in fact, a structural unit of the organization, business management, in turn, is divided into the following standard structural units:

1. The Secretariat is a structural unit created to serve the management of the organization. It includes: reception; secretariat of the head and secretariats of deputy heads; secretariat of the board; protocol bureau.

The functions of the secretariat include: preliminary consideration and preparation for a report to the head of documents received in his name; preparation, at the direction of the project manager, of individual documents and their coordination with the functional structural divisions of the organization; organization and documentation services for meetings held by the manager, documenting the activities of collegial management bodies.

2. The department of rationalization of preschool educational institutions (record work) is a center for improving preschool educational institutions, a methodological center.

Its functions include: development and implementation of measures to improve office management technology; development of normative and methodological support for office work (regulations, instructions, rules, regulations, report cards of unified forms, etc.); development of classification reference books (nomenclature of cases, classifiers, lists of documents with storage periods).

3. Office, which, in turn, is divided into: expedition, correspondence bureau, document accounting and registration bureau, computer center for processing and reproducing document texts.

4. Letters department

5. Central archive

6. Inspection

The office, like other organizational structure of the preschool education service, is created at enterprises, research and development organizations, and higher educational institutions. The structure of the office usually includes the following divisions (divisions, sectors, groups): 1. Expedition is a specialized area that receives and sends documentation and correspondence by mail and courier.
2. Division for accounting and registration of documents, whose tasks include registration of incoming, outgoing and internal documents, monitoring compliance with accepted rules for document execution, creating and maintaining a reference and information array.
3. The control group (bureau, inspection, department) monitors the timing of execution of verbal orders of the manager, analyzes performance discipline, and informs management about the progress of execution of documents and instructions.
4. The group of letters (citizen appeals) is responsible for receiving and taking into account proposals, applications and complaints from citizens. Its functions are as follows:
- preparation of appeals for consideration by management;
- control over the timing of preparation of response documents in the structural divisions of the organization;

Notifying applicants about the results of consideration of their appeals;

Organization of reception of citizens on personal matters by the management of the organization.
5. The document preparation group reprints documents from drafts, reads and edits document texts, and records the work performed.
6. A copying bureau, as a rule, takes place in those organizations whose activities involve the distribution of large quantities of regulatory or administrative documentation. The bureau's tasks are limited to copying documents, replicating document texts, preparing advertising materials, booklets, and brochures.
7. Archives of the organization - receives completed cases and prepared for storage from structural units, provides them with methodological assistance, keeps records and stores documents, monitors compliance with the rules for the formation, storage and use of files in structural units, prepares files for transfer to state storage.
The general department is a service for working with documents in executive authorities and executive structures (mayor's office, prefecture, municipality) of local government.

In general departments, the same areas are usually created that are typical for the office, but units such as the protocol department, letter group, and reception are connected here. The presence of these structures is explained by the specifics of the activity, the nature of management procedures, the procedure for making decisions and the peculiarities of documentation in these institutions.

The protocol group is created as part of institutions that have a permanent collegial body in their structure. Performs the following functions:

Preparation of draft regulatory and administrative documents (editing, execution and release), letters, certificates, their coordination with structural divisions;

Analysis of documents prepared by structural divisions;

Preparation of opinions on documents prepared by structural divisions;

Organizing and conducting meetings of the collegial body, documenting their activities.

The secretary of the institution performs all work with documents in small institutions and organizations that do not have an internal organizational structure.

Thus, the current regulatory and methodological documents regulate the name and approximate structure of the preschool education service of state enterprises, institutions, and organizations. As for non-state structures, the decision on the creation of a service, its name and internal structure is made by the leadership of the organization. In joint ventures, this issue is decided by the board, in joint-stock companies - by the founding conference, in cooperative structures - by the general meeting of members of the cooperative.

6. Differences between the concept of “documentation support for management” (DOU) and the concept of “office work”

The terms “office work” and “documentation support for management” are established by GOST R 51141-98 “Office work and archiving. Terms and definitions" as synonyms that define the branch of activity that provides documentation and organization of work with official documents. But if we look at the history and time of origin of these terms, we can find some differences between them.

So, the term “office work” arose in Russia, according to Russian language dictionaries, in the second half of the 17th century and is derived from the phrases “proceedings of a case,” and “case” at that time meant a judicial or administrative issue resolved by a governing body. That is, at that time, office work was called, first of all, the consideration and resolution of judicial and administrative issues, which were inextricably linked with the preparation of business papers and work with them. Gradually, the definitions of terms underwent changes. Later, the term “case” began to be used in the meaning of “a collection of documents related to any issue,” and “office work” began to be called the entire set of works related to business documentation. Currently, the meanings of both of these terms - “office work” and “business” - are enshrined in GOST R 51141-98.

The term “document support for management” came into use around the mid-1970s, when computer technology began to be introduced into the field of working with documents and new information technologies appeared. The purpose of the new term was to reflect the use of modern technology in the processes of documenting information and working with documents. Despite the fact that a new term was introduced - “documentation support for management”, the old one - “paperwork” - did not cease to be used. Possible reasons why the terms were not replaced:

The new term is less convenient to use, since it consists of a phrase of three words, and its abbreviation (DOU) is not entirely clear and not unique (for example, DOU is a preschool educational institution),

The term “office work” is understandable to everyone and easy to pronounce.

As a result, in accordance with GOST R 51141-98, both terms can currently be used. But the term “documentation support for management” emphasizes the information and technological component in the modern organization of office work and is better used when talking about computer technologies for working with documents. The term “office work” is mainly used to describe the organizational side and traditional methods of working with documents.

7. The relationship between preschool educational institutions and automated document processing technology

Closely related to the problem of an electronic document is the problem of electronic document management and automation of preschool educational institutions. Currently, various companies have developed and implemented a large number of automated document management systems (ADMS), characterized by specific approaches and computer and communication means of implementation. Unfortunately, these developments lack unified terminology. The products of development companies bear such names as: document automation system, computer system for office automation and document flow, office management system, distributed document management system, electronic archive, etc. The diversity in the names of developed and developed systems only indicates that today this area of ​​the information market has not yet taken shape as an independent segment, and in some cases, ASUD products appear as related developments or a by-product when solving other more complex problems. However, the number of ASUDs is growing quite quickly.

The main functional parts (components) of an office automation system in the management of organizations:

Tools and rules for creating documents;

Maintaining their electronic archive;

Support document flow and at the same time be based on software and hardware platforms of the enterprise.

Positive aspects of implementing an automated system in documentation management:

1. A unified, formatted, strictly regulated office management technology is being introduced in all departments and in the organization as a whole.

2. The organization becomes completely manageable. It becomes possible to answer any question about documents and performers, analyze and manage documentation activities.

3. Since a computer network can cover not only the central office of an organization, but also its geographically remote divisions, controllability can extend to the entire geographically distributed structure of the organization.

4. An office automation system, in fact, is a carrier of strictly formalized and strictly documented technological information about the rules and procedures for working with documents. As a result, the organization's dependence on personnel as a physical carrier of technological knowledge and rules for working with documents is reduced.

5. The passage of documents through the organization is accelerated, especially when organizing electronic document management.

6. The labor intensity of office work is reduced. However, it must be borne in mind that the need to enter complete and accurate information about a document, say, during its initial registration, may require additional effort in some workplaces, while the labor intensity of work in other workplaces using this information may be reduced several times.

7. A qualitative gain is achieved by organizing a unified electronic document flow between organizations, since the problems associated with the production and sending of paper documents, and then re-entering the details and texts of received documents, completely disappear.

Due to the insufficient level of government regulation, there are large individual differences in the organization of office work in various institutions, in particular, even when performing technological operations with documents (from registration to printing). As a result, it is necessary to implement expensive individual projects for each organization every time. Even more problems with “custom” systems arise during the operation and development stages of these systems. Interactions between different organizations.

The use of new information technologies in the field of preschool educational institutions makes it possible to treat office work as an effective and flexible tool for implementing various types of innovations in this area.

Automated preschool educational systems allow you to solve the key issue of office work. They allow you to implement any degree of decentralization of office work while simultaneously ensuring centralized accounting and control. To the point that each specialist can independently, within his competence, register documents and send them for further work, while being under the full control of his managers. Thus, the organization can dynamically rebuild its structure without losing control.

The prerequisites are being created for the implementation of more effective management schemes. In traditional practice, documents to organizational units, whether local or remote, are sent from the head of the organization to the head of the unit to specific performers. This allows the manager of each level to effectively control the activities of his employees, however, long and often formal chains sharply reduce the effectiveness of management. A properly constructed AS DOW allows you to send documents directly to the persons who will execute orders, while managers retain full control over both the passage of the order itself and its execution.

There are prerequisites for organizing electronic document management to the extent that the organization itself is ready for. A properly constructed system will work both with data on the passage and execution of documents (regardless of whether they are paper or electronic), and with the electronic documents themselves to which this data relates. The inclusion of electronic documents in the office work cycle allows you to move to a qualitatively new level of working with documents.

The use of office automation tools can provide savings in labor and material costs for working with documents: the effect is due to the unification of the organization’s documentation activities and reducing dependence on the individual technological experience of personnel: reducing time cycles for working with documents and creating a unified document space, and full control over registration and movement of documents and performance discipline.

8. Scientific organization of managerial work as a factor in increasing the efficiency of management and office work

Record keeping is one of the management functions based on scientific organization with the use of modern technology, and we live in an era of scientific progress, where everything is based on the improvement of new technologies, which further help us in our work.

Scientific organization of labor is such an organization of work in which the practical implementation of specific activities is preceded by a thorough scientific analysis of labor processes and the conditions for their implementation, and the practical measures themselves are based on the achievements of modern science and best practice. Thus, the terms “scientific organization of labor” and “labor organization” express the essence of the same phenomenon (process), and the difference between these concepts is determined primarily by the method, the approach to solving the same problems, the state of the system of interaction of workers with each other each other and with the means of production in the process of labor activity. If production is sensitive to everything new that appears in the field of labor organization, and systematically introduces it into its practice, then we have the right to talk about scientific organization of labor (SLO). A scientific approach to the organization of labor makes it possible to best combine equipment and people in the production process, ensure the most efficient use of material and financial resources, reduce labor intensity and increase labor productivity. It is aimed at preserving the health of workers and enriching the content of their work. An important feature of NOT is its focus on solving interrelated groups of problems: “economic (saving resources, improving product quality, increasing production efficiency); “psychophysiological (improving the working environment, harmonizing psychophysiological stress on a person, reducing the severity and neuropsychic tension of work); "social (increasing the variety of work, its content, prestige, ensuring full remuneration). The development of ideas about the tasks of NOT are provisions on its functions, i.e., the specific features of the manifestation of NOT at the enterprise, its impact on various aspects of production. The category "function " provides an opportunity to specify the general tasks of NOT, to highlight within each of them the special directions of influence of NOT on production and its subject - man, to identify fundamental differences between the scientific and “conventional” organization of labor, which often misses important points in the organization of labor activity, which is fraught losses for production..

The last circumstance should be especially emphasized. One can often come across the opinion that the word “scientific” is unnecessary in the concept of “scientific organization of labor.” Some authors even believe that there cannot be a non-scientific organization of labor at all, and therefore the concept of labor organization already presupposes its scientific nature. We cannot agree with such an opinion. The concept of “scientific organization of labor” arose and became established in everyday life as an antithesis, in opposition to everything spontaneous, random, routine in the organization of labor, which is still quite common in production. The word “scientific” gives a qualitative description of the organization of work.

In accordance with paragraph 2 of Article 51 of the Civil Code of the Russian Federation, an organization is considered created from the moment of its state registration. From this very moment, civil rights arise that correspond to the goals of the activities of a given legal entity, and the responsibilities associated with these activities. Organization and registration of labor activity is mandatory for both a legal entity and an individual entrepreneur.

In a modern enterprise with its complex technological processes and a large number of employees, a rational organization of the labor process is necessary. Labor organization at an enterprise is a system of measures aimed at creating the most favorable conditions for the effective use of working time, materials and equipment in the interests of production growth, increasing labor productivity and creating normal, healthy working conditions.

In a functional sense, the organization of labor at an enterprise is the activity of establishing and changing the order of interaction of workers with the means of production and with each other in order to achieve a predetermined goal of work activity.

Basics of labor organization:

1. Division of labor - assigning to each employee and each department their responsibilities, functions, types of work, technological operations.

2. Labor cooperation - establishing a system of production relationships between workers.

3. Rationing - establishing scientifically based standards for labor costs to perform any work.

4. Organization of workplaces - their rational arrangement through equipment and layout.

5. Organization of workplace servicing - labor cooperation between main employees and employees of auxiliary services and departments.

6. Development of rational ways of doing work.

7. Creation of safe and healthy working conditions.

8. Selection, training, retraining and advanced training of personnel.

9. Organization of payment and material incentives for labor.

10. Instilling labor discipline, supporting labor activity and creative initiative.

11. Labor planning and accounting - carried out to establish the necessary total labor costs, number of personnel, and payroll.

Organizational working conditions not only affect productivity, but also the health and performance of the employee.

Organization of personnel labor in enterprises and organizations implies specific forms and methods of connecting people and equipment in the labor process.

Personnel labor management is a whole science that is constantly enriched with new data and monitors the best practices of new organizational solutions.

The rational organization of personnel work is to reduce the time required to complete work, eliminate unnecessary movements of employees, provide good working conditions and reduce stress and fatigue of employees, make the most economical use of space and maximize staff productivity. The working conditions provided for in the employment contract must comply with labor protection requirements. Article 22 of the Labor Code states that organizing labor protection at an enterprise is the responsibility of the employer.

The organization of labor protection at the enterprise is controlled by the bodies of the Federal Labor Inspectorate represented by the State Labor Inspectorate, Gostekhnadzor, Gosenergonadzor, State Sanitary and Epidemiological Supervision and other federal and regional labor authorities.

Important areas of the life of an enterprise are the organization and regulation of labor. Labor standardization refers to the establishment, in particular, of working time standards for performing specific work. Proper organization and standardization of labor increases the interest of workers in increasing labor productivity.

The organization of managerial work has its own specifics. It is often impossible to standardize the work of a manager, because the indicator of his successful work is the financial results of the company. Numerous surveys indicate that the organization of a manager’s work often has serious shortcomings. Many managers lack management culture and complexity in work organization. They are overloaded with current work and do not pay enough attention to future issues. Improper organization of managerial work leads to a decrease in work productivity and delays in service. In order for the organization of managerial work to be effective, managers must draw up a personal work plan, first analyze the state of affairs, think through each type of work, group them depending on the purpose, content, volume and sequence of their implementation, determine the duration, start and end dates of each operation.

The scientific organization of work of a manager is the process of improving the organization of work based on the achievements of science and best practices. If a manager clearly reacts to everything new that appears in the field of labor organization and systematically introduces it into his practice, then we can talk about the scientific organization of labor.

A scientific approach to the organization of labor makes it possible to best combine equipment and people in the production process, ensure the most efficient use of material and financial resources, reduce labor intensity and increase labor productivity. It is aimed at preserving the health of workers and enriching the content of their work.

The organization of control over compliance with labor legislation by employers is entrusted to the Federal Labor Inspectorate. This conclusion can be made based on the provisions of Art. 353 Labor Code of the Russian Federation.

A change in organizational working conditions is the basis for amending an employment contract, and in some cases (if the employee disagrees) for its termination (Part 4 of Article 74 of the Labor Code of the Russian Federation).

9. Activities of archival bodies in the normative and methodological support of records management services

The work of the organization's archive and the forms of its participation in the documentation support of management are regulated by the Basic Rules for the work of departmental archives. Institutions of the state archival service provide ministries and departments with organizational and methodological assistance in implementing state systems of documentation support for management, in organizing a system of documentation support, agreeing on standard and industry-specific normative documents on the system of documentation support, developing methodological documents on certain issues of documentation support for management. Normative and methodological The office work base is a set of laws, regulations and methodological documents regulating the technology of creation, processing, storage and use of documents in the current activities of the institution, as well as the work of the office work service, its structure, functions, staffing, technical support, etc. Regulatory and methodological base of office work includes: legislative acts of the Russian Federation in the field of information and documentation; decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation regulating issues of documentation support at the federal level; legal aspects of federal executive authorities of both industry-wide and departmental nature; legal acts of representative and executive authorities of the constituent entities of the Russian Federation regulating office work issues; legal aspects of a normative and instructive nature, methodological documents on office management of institutions, organizations and enterprises; state standards for documentation; unified documentation systems; all-Russian classifiers of technical, economic and social information; state system of documentation support for management, containing the basic requirements for documents and services of preschool educational institutions; regulatory documents on the organization of current and archival storage of documents. The compilation of the normative and methodological basis for office work is entrusted, after agreement with Rosarkhiv, to the All-Russian Research Institute of Office Work and Archival Affairs (VNIIDAD), in addition, information support for managing this issue is provided by the Department of Document Management and Preschool Educational Institutions of the Historical and Archival Institute of the Russian State University for the Humanities (IAH) Russian State University for the Humanities), thanks to which the “Information and Reference System of the Archive Industry” contains almost all legal acts, regulatory documents and publishes unique methodological recommendations regulating the technology for creating documents and organizing work with them. CONCLUSION

Relationships between organizations, institutions, and business document communication at all levels should be carried out according to uniform generally accepted rules. Work with documents in any organization, regardless of its organizational and legal form, should be built on the basis of legislative, regulatory and methodological foundations relating to issues of documentation and work with documents. Documentation support for management is carried out by a special service, operating as an independent structural unit. The effectiveness of the preschool educational institution service depends on the qualifications of office workers, the level of equipment of the service and working conditions. Depending on membership in a particular group, the preschool educational institution service will have its own special name and have its corresponding purpose. There are distinctions between the term “document management support”, which emphasizes the information and technological component in the modern organization of office work and is better used when talking about computer technologies for working with documents, and the term “office work”, which is mainly used to describe the organizational side and traditional methods of work with documents. Record keeping is one of the management functions based on scientific organization with the use of modern technology, and we live in an era of scientific progress, where everything is based on the improvement of new technologies, which further help us in our work. Institutions of the state archival service provide ministries and departments with organizational and methodological assistance in implementing state systems of documentation support for management, in organizing a system of documentation support for management, agreeing on standard and industry-specific regulatory documents on the system of documentation support for management, and developing methodological documents on certain issues of documentation support for management.

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