IMPROVEMENT OF DOCUMENTATION FOR HR MANAGEMENT

Zinakova O.S.

federal state budgetary educational institution higher vocational education"Oryol State Institute of Arts and Culture"

ogiik. infokaf@ rambler.ru

Documentation support as one of the components of management functions is present in all enterprise management systems, including the personnel management system. DOW is a branch of activity that provides documentation and organization of work with official documents. The main goal of improving the DOE is to establish uniform principles for working with documents at all levels of management, organize the enterprise's workflow, reduce the number and improve the quality of documents, create conditions for the effective use of progressive technical means and technologies for collecting, processing, moving, analyzing information, improving the work of the control apparatus.

Personnel management, due to its specificity, due, in particular, to the involvement of a significant number of participants in the management process, a certain sequence of preparation, adoption and implementation of management decisions, and finally, careful regulation of the type of activity in question, needs both documentation and appropriate document management. Documentation support for personnel management includes a full cycle - the creation (documentation), processing and movement of documents in the organization from the moment they are created by personnel officers or received until completion of execution or transfer to other departments. Each division of the personnel management service develops, draws up and executes documentation in accordance with its functional purpose, the procedure for working with which is determined by internal regulations, rules and instructions.

The composition of the properties of the system of documentation support for personnel management includes:

1) the presence of a significant number of constituent elements that are interconnected by information channels for data transmission;

2) the presence of one common goal of management for the entire system and private goals for the system at any level, which are subordinate to the common goal;

3) division of a system of any level into separate elements, the goals and objectives of which are subordinate to the goals and objectives of the management system of a given level.

The Russian television and radio broadcasting network of the city of Bryansk is guided by the Constitution in its activities Russian Federation, federal laws and other regulatory legal acts of the Russian Federation, resolutions, orders of the Government of the Russian Federation, the President of the Russian Federation, ministries and departments, the Civil, Labor and Pension Codes of the Russian Federation, orders of the Directorate of the enterprise, rules, instructions and regulations developed at the enterprise.

Preschool educational institutions for personnel in the Russian television and radio broadcasting network of Bryansk are carried out by the personnel service. Personnel management in unitary enterprise The Russian television and radio broadcasting network involves the organization of recruitment, selection, reception of personnel, its business appraisal, career guidance and adaptation, training, management of his business career and service and professional promotion, motivation and organization of work, conflict and stress management, ensuring the social development of the organization, releasing personnel, etc. This should also include issues of interaction between the head of the organization and employment services, management personnel safety. According to labor law regulation labor relations in the Russian television and radio broadcasting network is carried out through the conclusion, amendment and addition by the employee and the employer of collective agreements, agreements and labor contracts. The main guiding documents in the field of personnel management at the enterprise Russian Television and Radio Broadcasting Network are:

Decree of the Ministry of Labor of the Russian Federation of March 14, 1997 N 12 "On the certification of workplaces for working conditions";

Order of the Ministry of Health and Social Development of the Russian Federation of August 31, 2007 N 569 “On Approval of the Procedure for Certification of Workplaces for Working Conditions”;

Commentary on the order of the Ministry of Health and Social Development of Russia dated August 31, 2007 N 569 "On approval of the Procedure for attestation of workplaces for working conditions";

The enterprise has available regulatory and legal documents that regulate the documentary support of management at the enterprise.

During the analysis of the organization of the preschool educational institution, it was revealed that for the preparation of documents in the Russian television and radio broadcasting network they use the outdated instruction " Typical instruction for paperwork in the ministries and departments of the Russian Federation: registered by the Ministry of Justice of Russia dated August 05, 1993 No. 321. Checking the correctness of paperwork for 2013 showed that 25 documents were drawn up in violation of the provisions of GOSDOU, GOST R. 6. 30-2003. explanatory notes were not attached to the document. This is considered a violation of Art. 1131 of the provisions of the State All-Russian Standard for Management Documentation Support (GOSDOU).

To automate the preschool educational institution of personnel, the most common solution is to automate individual workstations (AWP): assistant secretary, manager, accountant or assistant manager. The main disadvantage of this approach is the lack of a functional connection between the automation of application procedures and the automation of office procedures.

An enterprise seeking to create an effective information processing environment to improve the quality of management has two serious tasks:

1) Improvement of all work on the preparation and processing of documentary information, by creating a mechanism for documentary support of the enterprise (DOE).

2) Choosing the right automation strategy.

To solve the first problem, it is necessary to be guided by the existing provisions of GOST, normative documents, FZ:

1. New GOST R 7.0 -2013 "SIBID. Paperwork and archiving. Terms and definitions"
2. GOST R 6.30–2003. Unified documentation systems. Unified system of organizational and administrative documentation. Documentation requirements.
3. State system of documentation support for management. Basic provisions. General requirements for documents and documentation support services.
4. OK 011–93" All-Russian classifier management documentation"

It is impossible today to be based on a standard instruction on office work, it is necessary to create your own instruction, taking into account the specifics of the workflow at the enterprise.

To solve the second problem, it is important to pay attention to the technologies offered various companies for the automation of preschool educational institutions. For this enterprise, the most suitable is the automated document management system "Delo", the "Personnel" module, since this is an operational decision-making on documents and an effective means of monitoring their execution, as well as a professional solution for maintaining both traditional and electronic document management.

Thus, for any enterprise, it is vital to constantly improve the documentation management support, as this affects the quality personnel policy, personnel management.

List of sources used:

1. GOST R 7.0-2013 "SIBID. Paperwork and archiving. Terms and definitions" (approved by order of Rosstandart dated October 17, 2013 No. 1185).
2. Bobyleva M. Document flow in the organization: modern approaches/ M. Bobyleva //Financial newspaper. - 2012. - No. 16. - S. 20-28.
3. Gorbenko M. We regulate our personnel records management / M. Gorbenko // Kadrovik. Personnel management. - 2014. - No. 10 - P.12-16.
4. Larin M. Problems of improving the documentation support of management in modern conditions/ M. Larin // ACDI "Economics and Life". - 2012. - No. 31. - P.6-11.
5. Novikova T.M. Importance personnel office work in the field of activity of the organization / T.M. Novikova // Management of human potential. - 2013. - No. 8. - P.23-26.

Federal Agency for Education

Belgorod State University

DEPARTMENT OF DOCUMENTATION

Graduate work

Contemporary Issues documentation support of management and ways to solve them in the Office of the Federal Registration Service for the Belgorod Region

full-time student of the 5th year of the group 070404

Gordienko Evgeny Alexandrovich

Scientific adviser:

PhD in History, Associate Professor

Shapovalova S.P.

Reviewer:

doctor of historical sciences, professor

Moshkin A.N.

BELGOROD 2009

INTRODUCTION

CHAPTER 1. DOCUMENTATION OF MANAGEMENT AT THE PRESENT STAGE

§1. Organization of documentation support for management

§2. Modern problems of documentation support for management

CHAPTER 2

§1. Organization of documentation support in the Federal Registration Service for the Belgorod Region

§3. Existing problems of documentation support in the Federal Registration Service for the Belgorod Region and ways to solve them

CONCLUSION

REFERENCES

APPS

INTRODUCTION

Relevance degree research lies in the fact that our time, saturated with information technology, imposes new requirements on documents and services responsible for their creation, handling and storage. Modern computer systems allow not only to quickly and efficiently draw up a document, but also provide a variety of opportunities for accounting, control over the execution of documents, their transmission via telecommunications channels, operational storage and search for the necessary information. Many paper-based document management functions can be fully automated, which improves the speed of decision-making and, consequently, the efficiency of management.

It should be taken into account that the transition to new technologies requires an appropriate legal and regulatory framework, a well-thought-out archival storage system, qualified performers and managers capable of covering the entire range of related problems. The most advanced technologies without these conditions will not bring the expected result.

In addition, eliminating some problems, the process of informatization of society poses new ones for us - there are previously unknown opportunities for unauthorized access to confidential information, as well as the likelihood of losing large amounts of valuable information due to equipment failure, virus attack or unskilled user actions. It is in connection with this that new requirements are imposed today equally on managers and on the staff responsible for preparing and passing documents, and the analysis of all possible problems and the development of ways to overcome them seems very important and relevant.

aim thesis work is to identify the main problems of modern office work and develop ways to solve them.

Tasks The following questions were put before the dissertation:

To characterize the documentation support of management at the present stage;

Analyze the functions and tasks of the management documentation support services;

To identify modern problems of documentation support for management;

To analyze the organization of documentary support of management in the Office of the Federal Registration Service for the Belgorod Region;

object graduate research is the organization of documentation management.

Subject thesis work was the consideration of the problems of documentary support of management on the example of the Office of the Federal Registration Service for the Belgorod Region.

Source base. The source base of the thesis consists of regulations governing the organization of modern documentation management. The federal legislation in this paper is represented by such legislative acts as: “State system of documentary support for management. Basic provisions. General requirements for documents and documentation support services "," Standard instructions for office work in federal executive bodies ", "List of typical management documents formed in the activities of organizations, indicating the periods of storage ", Decree of the State Statistics Committee of Russia dated 05.01.2004 No. 1 "On approval of unified forms of primary accounting documentation on the accounting of labor and its payment ", GOST R 6.30-2003" Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork ", GOST 51141-98" Office work and archival business "Terms and definitions"; Order of Rostrud dated December 10, 2004 No. 47 “On approval of document forms”, etc.

For the second chapter in the course of my industrial practice reference and regulatory documentation for the Federal Registration Service for the Belgorod Region was collected, an analysis of the documentary support of this organization and its documents was carried out.

As part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, we conducted a survey of the employees of the institution to identify existing problems of documentary support and ways to solve them. At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. The analysis of the received answers allows to determine the state of documentation support in the organization at the current moment and is considered in the second paragraph of the second chapter.

Historiography of the study. Among the published works of domestic specialists in office work, one can note the works of V.E. Balasanyan, M.P. Bobyleva, M.V. Larina, G.Yu. Maksimovich and a number of others. For the most part, they consider state of the art domestic office work and ways of its development in the century information technologies. Some of the authors belong to the Soviet period (K.G. Mityaev, for example) and deal exclusively with the issues of documentary support for the work of institutions, while the other part of the authors, on the contrary, focuses on issues of modern technologies and the introduction of electronic document management systems (L.A. Doronina, V.K. Sablin and others). In general, these and other authors make it possible to characterize both the state of modern traditional office work and its transformations in the context of universal informatization and automation of work processes. In the work of T.V. Kuznetsova "Office work. Documentation support of management” sets out the requirements for the preparation, execution of documents and work with them on the basis of the latest legislative legal and regulatory and methodological acts, including the Federal Law “On the procedure for considering applications from citizens of the Russian Federation” dated 02.05.2006 and the Federal Law “On information, information technologies and on Information Protection” dated July 27, 2006, Model Regulations for the Work of Federal Executive Bodies (2005) and “Model Instructions for Office Work...” (2006). A special chapter highlights the features of working with personnel documents, taking into account changes and additions to the Labor Code introduced by the Federal Law of 06/30/2006 and the Federal Law "On Personal Data" of 07/27/2006. The source is intended for office workers and personnel services, heads of institutions, firms and enterprises, and all students in the specialty "Document Science and Documentation Management". The work of Yu.M. Mikhailov "Corporate work for non-governmental organizations" is one of the first domestic publications that covers in detail the organization of corporate office work in the context of the National Standard GOST R ISO 15489-1-2007 "Document Management". The material of the manual is presented based on the current practice of documentary support for management. In addition to a detailed practical commentary on the National Standard "Document Management", the manual contains an approximate text of instructions for office work for non-state companies and individual entrepreneurs. Together with the text, more than 50 appendices to the instructions are published: improved forms of the most important management documents, recommendations for preparing their content - in a word, everything for the correct and quick organization office work of a small company or individual entrepreneur. In preparing the manual, the instructions contained in the VNIIDAD Guidelines (2007) were also taken into account.

In preparing the thesis, sources and publications posted on the Internet and devoted to the role of electronic document management in the process of documentary management were used. Here we can note the sites "Consulting group" TERMIKA "(http://www.termika.ru)," DOConline: an independent portal about EDMS "(http://www.doc-online.ru/analytics/) and" EOS: electronic office systems” (http://www.eos.ru/).

Practical significance This thesis is that by analyzing all the currently known problems and threats associated with documentary support of management, it is possible to develop measures to overcome or prevent them and thereby improve the efficiency of domestic enterprises and institutions. With regard to the FRS in the Belgorod region, the practical significance of the thesis was manifested in the survey of the organization's office work and the development practical advice improving its documentation support, taking into account the wishes of the specialists of the Federal Registration Service for the Belgorod Region itself.

Work structure consists of introduction, two chapters, conclusion, bibliography and appendix.

CHAPTER 1. DOCUMENTATION OF MANAGEMENT AT THE PRESENT STAGE

§1. Organization of documentation support for management

Documentation support of management - an activity covering the organization of documentation and documentation management in the process of implementing the functions of an institution, organization and enterprise.

In accordance with the requirements of the State System of Management Documentation Support (hereinafter - DOW), document management support at modern enterprises should be carried out by a special service - the management documentation support service (hereinafter - the DOW service). Such a service functions at the enterprise as an independent structural unit, headed by the head of the service and subordinate directly to the head of the enterprise. At enterprises with a headcount of up to 100 employees and a relatively small amount of workflow, it is allowed to assign duties for the DOW to one of the full-time employees.

The purpose of the DOW service is to organize, maintain and improve the system of documentary support for enterprise management on the basis of a unified technical policy and the use of modern technical means in working with documents. At the same time, the main tasks of the DOE service are:

Implementation at the enterprise of a unified procedure for working with documents in accordance with the GSDOU and other regulatory, methodological and organizational and administrative documents;

Implementation of methodological management of the organization of work with documents in the structural divisions of the enterprise;

Ensuring effective control over compliance with the established procedure for working with documents;

Improving the forms and methods of work of officials of the enterprise with documents.

There are the following DOW services:

1. In ministries and departments - management of affairs. It includes the secretariat (reception, secretariat of the minister, secretariats of deputy ministers, secretariat of the board, protocol bureau), inspection at the ministry (head of department), office (bureau of government correspondence, bureau of accounting and registration, expedition, typewriting bureau, teletype, etc.) , department of letters (complaints), department for improving work with documents and introducing technical means, central archive;

2. On state enterprises(associations), in research, design, design organizations and computer centers, universities and other organizations - a department of documentation support for management or an office. As a rule, they include: subdivisions for accounting and registration, control, improvement of work with documents and introduction of technical means, consideration of letters (complaints), secretariat, expedition, typewriting bureau, archive;

3. In Associations and concerns, the composition and structure of the PEI service is determined by the leadership of the organization;

4. In joint ventures (organizations) - by the board; V joint-stock companies- founding conference; in cooperatives - general meeting members of the cooperative;

5. In organizations that do not have a preschool educational institution service, in structural divisions, the secretary of the head (inspector) or other specially appointed persons, the assistant secretary, work with documents.

The main goals of the DOW service are the organization, management, coordination, control and implementation of work on documentary support for management. The DOW service solves the following tasks:

Improving the forms and methods of working with documents.

Ensuring a unified procedure for documenting, organizing work with documents, building search engines, monitoring execution and preparing documents for transfer to a departmental (central) archive in accordance with applicable standards.

Reducing the workflow, the number of forms of documents.

Development and implementation of regulatory and methodological documents to improve documentation support in the organization (ministry) and subordinate system.

Development and implementation of advanced technologies for document management support based on the use of computer and organizational technology. PEI services should be staffed by specialists with relevant higher and secondary education.

The DOE service performs the following functions:

Development, implementation and maintenance of a time sheet and an album of unified forms of organization documents, making changes to them;

Forwarding processing, registration of documents and accounting and reference work;

Organization of consideration and preparation of documents, control over the correctness of the execution of documents for signature by the management;

Regulation, generalization and informing the management about the progress and results of the execution of documents;

Development of the nomenclature of cases of the organization, storage and operational use of the nomenclature of cases;

Organization of typewritten production, copying; design of document forms;

Organization of work on the applications of citizens;

Control over work with documents in structural divisions, improvement of forms and methods of work with documents;

Control of the delivery of cases, organization of the work of the archive;

Conducting meetings and consultations, advanced training of employees of the preschool educational institution and archives;

Organization of workplaces, workstations, working conditions for employees of the preschool educational institution.

The activities of employees of the preschool educational institution service are regulated by job descriptions, which are developed taking into account the requirements of the GSDOU and approved by the head of the organization.

The activities of the PEI service are regulated and provided by regulatory and methodological documents, state and industry standards.

So, the organization of work of employees of documentation services includes the solution of the following issues - a clear organizational structure of the documentation service (offices), the choice of the most rational form of organizing work with documents.

The main factor determining the structure of the number of the documentation service is the standard number of employees employed in it. Institutions can be divided depending on the workflow into three main forms (centralized, decentralized and mixed) and into categories according to the USSD:

The concept of DOW covers not only organizational and administrative documents (with which traditional office work mainly deals), but all the documentation that is used in one way or another in the organization - scientific and technical, design, engineering, etc. It also applies to fundamentally new types of documentation, defined as “ informational resources» - registries, registers, databases and data banks, Internet sites, etc. In modern conditions, the procedure for handling all these types of documentation and the conditions for access to them should be the same. A managerial decision is made not only on the basis of an administrative document, it involves the analysis of all possible information related to the substance of the issue. The wider the range of such information available to the manager in real time, the higher the likelihood successful solution Problems .

Related to this is the second, main feature of the DOE in comparison with office work - it involves the use of more efficient information processing technologies. The DOE system, as a rule, involves local and corporate computer networks, documents are created, recorded and processed using a computer. According to the well-known Russian specialist, director of VNIIDAD M.V. Larin, the term DOW characterizes "the transitional stage from traditional office work to document management", which he understands as "a full-fledged managerial function of the organization." In other words, the prospect of merging the functions of documentation support and management as such looms.

In such a situation, it is very important to distinguish between two sides of the transition to new technologies for preschool educational institutions - technical and organizational. The first of these covers the development or acquisition of computer programs, the purchase and installation of computers, the installation of network communications, etc. Today, information technology has reached a level of development in which this side of the matter does not cause fundamental problems. The specific decision is determined only by the financial capabilities of the organization. It is not difficult to find a company that will provide the necessary tools in accordance with the wishes of the customer and within the available amount.

The transition to new technologies requires an appropriate legal and regulatory framework, a well-thought-out system of archival storage, qualified performers and (perhaps most importantly) managers who can cover the whole range of related problems. The most advanced technologies without these conditions will not bring the expected result. Let's look at both sides of the problem in more detail.

Existing now automated systems DOW can be divided into three classes or levels. First-level systems (they can be defined as automated paper document management systems) do not handle documents as such, but with accompanying documentation, representing an electronic analogue of journals of incoming and outgoing documentation, registration cards, etc. Today, this level of automation of the DOE V public institutions can be considered passed. Paper document management systems operate in a number of departments, but their limitations are already clearly recognized and the question of their modernization is being raised. Organizations that did not implement such systems in their time, in today's conditions, tend to bypass them and start immediately from the second level.

The key feature of the second level is the presence in the system of a full electronic version of each document, which allows you to conduct a full-text search for its content, transfer the document over the organization's local area network, and exchange documents with external (superior or subordinate) organizations via a corporate network or regular e-mail . Such systems have rich search capabilities and means of restricting access to information, often include scanning and text recognition subsystems (for creating electronic versions of paper documents). At this level, it becomes possible to integrate reference databases into the system, the information of which is used in management activities. The ability to manage document flow with their help increases dramatically, but their cost is quite high - about hundreds or even thousands of dollars for each workplace.

Giving legal force to electronic documents makes it possible to abandon paper "doubles" and switch to a fully electronic document management, in which the printout, if it is saved, is only as a paper copy of the electronic original, which has a limited scope. Another requirement directly follows from this: since the original document exists exclusively in electronic form, it is necessary to pay equal attention to all stages of its life cycle, including not only the creation and circulation, but also the subsequent archival storage.

Despite the rich set of features, all such systems have several significant limitations, which allow them to be combined into one class. First of all, they do not operate with electronic documents in the full sense of the word, but with electronic copies of paper documents. In parallel, organizations still have paper originals, the legal force of which is given by the signatures and seals on them. It is these traditional documents that are subject to mandatory archival storage, while their electronic versions are used and stored only for reasons of practical convenience. For this reason, the software and hardware solutions used in such systems are poorly focused on the authentication of information and its long-term archival storage.

Often in the annotations of systems one can find phrases like "the system supports the full life cycle of a document in an organization: from its initial registration to write-off to the case." Meanwhile, as is known, the full life cycle is by no means limited to "writing off for business". Ignoring this circumstance, many systems allow, at the stage of archival storage, to maintain access only to the content of the document, but not to its context - accompanying information that allows you to establish the circumstances of the creation of the document or its entry into the system from the outside, the path of its passage through the authorities, etc. Strictly speaking, what in the language of developers is called "electronic archive" is not an archive from a professional point of view. Regulatory requirements for the organization of archiving when creating it, as a rule, are not taken into account.

Both the Russian and the CIS markets now offer a large selection software tools to create second-level preschool educational institutions. Some of them are developed by well-known Russian or joint ventures relatively independently. The most famous and popular among them are the Delo systems (developer - ZAO Electronic Office Systems) and Euphrates (developed by Cognitive Technologies Ltd).

However, during the operation of such systems, many users come to the conclusion that their originality is more of a minus than a plus: having introduced a product of some company, the organization becomes its hostage. No one, except for the specialists of this company, is able to carry out any corrections, improvements and modernization of such a system. In the event that the company for some reason ceases to exist or loses the leading authors-developers, all the systems implemented by it will remain without technical support, and their improvement and bringing into line with the requirements of tomorrow will become impossible.

Based on these considerations, many organizations prefer to deal with systems created on the basis of commercial products of Western firms, which are focused on a wide range of users and therefore have to be much more open. Such products are customizable software packages - powerful tools for quickly creating specific applications for the needs of a specific customer. This, of course, also requires special knowledge, but it is much easier to find specialists in such systems. As a rule, services of such a plan are provided by firms that call themselves "system integrators". The ability to choose between multiple integrators (and even, with the right talent, create or modify applications on your own) outweigh in the eyes of users even such an obvious advantage of domestic developments as the possibility of full-text search taking into account the morphology of the Russian language, which, of course, is not available in commercial products of Western production.

In Russia, a clear preference is given software complex Lotus Notes/Domino. Curiously, this complex does not dominate the Western market. The report of V. N. Chernov, expert-expert of the Office of the Government of the Russian Federation, provides data that the Lotus Notes / Domino complex accounts for about 4% of sales, while the similar Documentation-4 complex (little-known in our country) belongs to 11% of the Western market.

The share of the transition to the third level of preschool educational institutions, the above systems must be equipped with certified digital signature tools, as well as solve a set of problems associated with archival storage electronic documents. Meanwhile, in Russia, work on the creation of a similar archive has not yet begun, and in this regard, its backlog is about five years. The absence of such an archive after the appearance legislative framework can become a major deterrent in the transition to third-level preschool systems.

Obviously, ideally, departmental electronic document management systems and the state archival storage system should become components of a single, more common system DOW, covering the entire management apparatus. But in today's conditions it seems unrealistic to create such a system according to a single plan. The financial and personnel capabilities of different departments are too different, and the traditions of document circulation in them are quite specific. In cases where management is "ripening" for the decision to create its own system of preschool, this decision is usually made without taking into account similar systems already existing or being implemented in other departments.

In practice, this leads to rather interesting results. For example, in Moscow, preschool systems have been introduced both at the level of the mayor's office and in all district prefectures. But at the same time, each of them was developed separately and, as a rule, by another system integrator. The electronic version of the document coming from the city hall to the prefecture cannot be automatically forwarded to the lower levels of this prefecture - their automated systems are incompatible. For the same reason, different prefectures cannot exchange electronic versions of documents among themselves. Moreover, if different departments introduce different EDS tools, mutual incompatibility can be inherited and even aggravated during the transition to third-level systems.

Thus, the main development of modern document management services is in the direction of further informatization and automation of office processes, the introduction of electronic document management systems and the restructuring of office work in organizations in accordance with the requirements of these systems.

§2. Modern problems of documentation support for management

There are several main problems of documentary support of management. Let's consider them in order.

The problem of awareness. In order for the organization's management to come to the conclusion that it is necessary to introduce an automated office work system (ASS), it must at least know about the existence of such systems, what they are intended for and how to implement them. In addition, the management of the organization should clearly represent the benefits of implementing such systems.

The lack of information about ASD leads to the fact that they are associated with a variety of automated process control systems, automated control systems, etc. Many still remember the sad experience of an illiterate approach to the implementation of such systems in the 80s, which led to an erroneous judgment about the ASD as an expensive toy that does not bring anything new and good to the enterprise. The benefits of introducing automated office systems are not always obvious, since it is very difficult to assess the economic effect of improving the manageability of an organization. According to data provided by Ernst & Young and Nortan Nolan Institute, enterprises that have implemented electronic document management systems improve performance: productivity in the office increases by 25-50%, document processing time is reduced by 75%, space costs Document storage is reduced by 80%.

These estimates were made for the Western market, and in Russia these figures may be different. In particular, the gain from reducing the storage area of ​​documents can be much smaller, since in our country only paper documents or their microcopies (microfilm and microfiche) still have legal force. At the same time, the reduction of document processing time and the strict observance of the document processing schedule in many areas are critical indicators that can bring great economic benefits from the introduction of ASD.

The effectiveness of the implementation of such systems largely depends on how successfully the organization's management copes with solving organizational problems when introducing ASD.

organizational problems. At each enterprise, over time, a certain organizational structure develops (and not always optimal), forms its own, characteristic only for it, work styles, methods of management and control. The implemented ASD in most cases at first turns out to be, as it were, a “foreign body” for the enterprise team. This is because a well-built ASD is a kind of “litmus test” and many shortcomings in the functional and structural construction of an enterprise appear already at the first stages of the ASD implementation process.

A dilemma arises: what is better and easier - to build an ASD in the image and likeness of how things are with the customer, or to reorganize it in order to achieve maximum efficiency of the ASD? When solving this problem, two solutions can be applied: technical, which depends more on the system supplier, and organizational, which depends entirely on the customer.

All good ASDs have some ability to adapt to a particular customer, but everything has its limits. In addition, in order to adapt the office work system to a specific customer, a clear statement of the problem is needed, preferably recorded in writing. At the same time, the customer will receive a system that is maximally tuned to him, and, most importantly, he will have clear criteria for evaluating the results of the work of the contractor. Unfortunately, the development of such documents is quite laborious. Often, the development of technical specifications for ASD takes much more time than the implementation of the system itself.

This is easy to explain - at this stage, it is necessary to agree on the points of view of all departments of the customer organization, which in itself is not an easy task. Very often, they try to shorten the stage (why pay extra money), this leads to the fact that the customer receives something that satisfies the wishes of his employees, but: for some reason, it is inconvenient for everyone to work with this system. Further, during the period of trial operation, continuous finishing and alterations begin. If after that the system remains alive, then it becomes completely different from the original creation. A year later, newly arrived employees will ask a fair question: why is everything so illogical here? There is only one answer and everyone knows: it happened historically.

However, it is still impossible to manage only by technical measures. If an enterprise is largely organizationally unprepared for the implementation of ASD, then such an implementation is either very difficult or completely impossible. A good analogy would be trying to put a more powerful engine on a car with a weak chassis. The result is known in advance. Even if it is possible to place a modern ASD in an enterprise that is not ready for its implementation, the customer will not receive any gain from such an implementation.

Often, in order to get a real economic effect from the introduction of ASD, it is necessary to change some principles of work. In particular, the introduction of any automated office work system should be supported by a change in organizational and administrative documents in the customer organization (it is necessary to change at least the instructions for office work). Thus, a significant economic effect of ASD can only be brought about if the management considers the process of its implementation not as a simple act of purchasing new software (and, possibly, new equipment), but as a complex organizational and technical project.

Unfortunately, very few customers currently review their control system before implementing an ADS. With such a forceful introduction, rejection of the office work system may occur due to psychological factors.

Psychological problems. How does the ASD see the majority of employees of the customer enterprise? If they have superficial information, then the management of the enterprise sees ASD as a panacea for all the troubles that sometimes arise due to a careless attitude to documents, and performers believe that ASD is something between e-mail and a familiar editor.

If employees have some information on these systems, then the situation changes to a large extent. The performers are firmly convinced that after the implementation of the ASD, the management will be aware of all their mistakes (this is partly true). In this regard, the introduction of a full-fledged ASD system often encounters significant resistance from the performers - they know for sure that after that it will be worse for them. As a result, some compromise variant is introduced without "fiscal" functions, i.e. the same Email along with a document management system.

According to management, all that can be expected from this system is an objective control over their orders, speeding up the preparation of reporting information, improving quality and reducing the time it takes to search for documents. After the introduction of the system, its assessment can change dramatically. And only later, as they become more familiar with the system, managers suddenly discover with surprise that they will also have to work on a computer that has only been gathering dust on the desktop for a long time. For a considerable number of leaders of the old school, this turns out to be a psychological barrier. It is much easier for them to work directly with people, using the usual methods: called “on the carpet”, “gave a pump”, saw fear in the eyes of a subordinate - you come to the conclusion that you are not in vain taking a chair. In addition, management often finds that the benefits promised by Western experts have disappeared somewhere. Although the solution to this problem is simple - it was proposed to introduce ASD on the tables of all performers and managers, and the customer saved money: he installed the system only for clerks of structural divisions. As a result, work is carried out quickly and accurately between departments, and everything inside them is the same as before.

Performers, on the other hand, often have the feeling that with the introduction of the CUD, another boss has appeared who constantly stands behind his back. Indeed, now, if desired, you can find out: who, what, when and how much does. Previously, it was possible to mislead the authorities: they say, they searched all the floors for half a day (although in fact I played on the computer). At the same time, a very important point is forgotten - the same system will not allow the contractor to be loaded with an excessively large amount of work. True, this depends on the settings of a particular system, but there will always be an opportunity to explain why this amount of work was not completed on time. So here you still need to think carefully - the performers remain the losers or the winners. From my point of view, qualified performers receive a powerful tool for organizing their activities and quite weighty arguments to motivate their actions in front of the management.

But poor management and negligent employees experience psychological discomfort and complete rejection of the ASD. Well, if this is expressed only in a letter of resignation. More often we get persistent and skillful hidden enemies who resist in every possible way such an innovation as ASD, which will clearly show their failure and uselessness for the enterprise. From this comes a number of personnel issues that one way or another have to be addressed when introducing ASD.

Personnel problem. The introduction of ASD implies that all the main participants in business processes in an enterprise must be able to work on a computer. In fact, this is true in young, relatively recently created organizations and firms. But what to do if the main backbone of the company's management was educated 15-20 years ago? In terms of their experience and professional skills, they can fully correspond to their positions, but they have never studied or worked on a PC. Send them to school?

But, as a rule, if an enterprise came to the idea of ​​the need to introduce ASD, then the intensity of labor at this enterprise is very high. This means that off-the-job training of employees is practically impossible, and optional training may turn out to be ineffective and only lead to increased irritability of the enterprise's employees.

At one time, when introducing CAD (at least in the electronics industry), it was believed that it was cheaper to fire old designers and recruit young employees (university graduates) than to retrain the "old guard". Unfortunately, this approach is not applicable when implementing ASD, since the main users of this system are the top and middle management of the organization's management.

The only way out of this situation, found experimentally, involves: off-the-job training of system administrators; user training at the customer's premises, but not at the workplace; a long period of trial operation with the constant presence of the contractor's personnel in the customer organization.

Thus, there are several main problems of documentary management support: the problem of awareness, organizational problems, psychological problems and staffing problem. Any institution, no matter what profile it may be, faces these problems. When deciding on the need to improve the work of their organization (including through the automation of documentation), any management should pay attention to solving these problems.

CHAPTER 2

§1. Organization of documentation support in the Federal Registration Service for the Belgorod Region

The Office of the Federal Registration Service for the Belgorod Region has had its name since January 1, 2005 (formerly the Office of Justice of the Administration of the Belgorod Region, after - the Office of the Ministry of Justice of Russia for the Belgorod Region) and is a territorial body of the Federal Registration Service. In its activities it is guided by the Constitution of the Russian Federation, federal constitutional laws, federal laws, acts of the President of the Russian Federation and the Government of the Russian Federation. International treaties of the Russian Federation, regulatory legal acts of the Ministry of Justice of the Russian Federation, acts of the Federal Registration Service. The Department is a legal entity, has seals with the image of the State Emblem of the Russian Federation, stamps, letterheads with its name and the image of the State Emblem of the Russian Federation, bank accounts.

The main tasks of the Office of the Federal Registration Service for the Belgorod Region are:

1. Ensuring the implementation in the Belgorod region of the state policy in the field of justice within the established competence;

2. Ensuring the unity of the legal space;

3. Ensuring, within the limits of their authority, the protection of the rights and freedoms of man and citizen.

Control Functions:

Maintaining the federal register of normative legal acts of the Belgorod region in the prescribed manner;

Carrying out legal expertise of normative legal acts of the Belgorod region for their compliance with the Constitution of the Russian Federation and federal legislation;

State accounting of normative legal acts adopted by bodies state power Belgorod region, in accordance with the procedure established by the Ministry of Justice of Russia;

Submission of information from the federal register to state authorities and local governments, legal entities and individuals in the manner determined by the Ministry of Justice of Russia

State registration of the charters of municipalities and municipal regulatory legal acts on the introduction of amendments and additions to the charters of municipalities in accordance with federal legislation

Ensuring, in accordance with the procedure established by the Ministry of Justice of Russia, the Office, for resolving citizens' appeals for the recovery of documents in accordance with international treaties and the legislation of the Russian Federation.

Territorial bodies of the Federal Registration Service decide on state registration non-profit organizations of all organizational and legal forms, with the exception of consumer cooperatives, state authorities, other state bodies, local governments, as well as state and municipal institutions. State registration of certain organizational and legal forms of non-profit organizations (partnerships of homeowners, horticultural, horticultural and dacha non-profit associations) by tax authorities is contrary to current legislation. The corresponding letter on the termination of such registration was sent to the Federal Tax Service.

The Federal Registration Service for the Belgorod Region includes the following departments:

1. Administrative and management personnel;

2. Department of reception - issuance of documents;

3. Department of conducting USRR and registration of addressees;

4. Department of registration of rights to residential premises and equity participation agreements;

5. Mortgage registration department, rights to non-residential premises and on interaction with large right holders;

6. Department of registration of rights to land;

7. Department for issuing information on registered rights;

8. Office work department;

9. Department organizational support, planning and control activities;

10. Department public service and personnel;

11. Department of material - technical support;

12. Department for the protection of state secrets, special and mobilization work;

13. Department of Information Technologies and Communications;

14. Department for Public and Religious Associations;

15. Department for control in the field of advocacy and notaries;

16. Department for control and supervision in the field of state registration of acts of civil status;

17. Activity control department self-regulatory organizations, arbitration managers;

18. Department of legal support and judicial protection.

In the Office of the Federal Registration Service for the Belgorod Region, in order to regulate office tasks, an Instruction on office work has been created that regulates the procedure for creating and moving documents. It defines the system of office work, establishes the rules and procedures for working with documents of an unclassified nature and letters from citizens.

Legal basis provisions of the Instruction is the current legislation of the Russian Federation, regulatory requirements State standards of the Russian Federation for organizational and administrative documentation, the State Documentation Management System (GSDOU), as well as the basic rules for the operation of departmental archives, Regulations on the Federal Registration Service, approved by Decree of the President of the Russian Federation of October 13, 2004, No. 1315, General Regulations on territorial body of the Federal Registration Service for the subject (subjects) of the Russian Federation, approved by order of the Ministry of Justice of Russia dated December 03, 2004 No. 183, Temporary instruction on office work in the Federal Registration Service, approved by order of the Federal Registration Service of June 14, 2005 No. 77, other regulatory documents on office work.

Methodological management of the organization of office work and control over compliance with the requirements of this Instruction are carried out by the organizational and control department of the Office. The rules and procedure for working with documents provided for by this Instruction are obligatory for all employees of the Department. The rules and procedure for working with documents provided for by this Instruction are obligatory for all employees of the Department.

State civil servants of the Office (hereinafter also referred to as employees) are responsible for compliance with the requirements of the Instruction, the safety of official documents and the information contained in them. Employees immediately report the loss of documents to the head of the relevant structural unit. The head of the structural subdivision informs the organizational and control department of the Office about this. The head of the organizational and control department reports the loss of documents to the supervising deputy head of the Department, who appoints an internal investigation and informs the head of the Department about the results of the investigation. In the event that the guilt of a public civil servant in the loss of documents is established, he is subject to disciplinary, material and other liability in accordance with the procedure established by law.

When going on vacation, in case of illness or going on a business trip, a civil servant, at the direction of the head of the structural unit, transfers the documents under his execution to another employee, upon dismissal, he hands over the documents assigned to him.

For the organization of office work, compliance with the rules and procedures established by this Instruction for working with documents and letters from citizens in the structural divisions of the Office, their heads are responsible. Office work in structural divisions is carried out by employees appointed by the heads of these divisions.

In order to switch to paperless technology for working with documents, electronic information systems are used. Automated documentary information processing technologies used in the Office must meet the requirements of this Instruction.

The instruction on office work in the Office of the Federal Registration Service for the Belgorod Region contains the following sections:

General provisions.

Documentation (creation of documents).

Document flow (movement of documents in the Office).

Document execution control.

The order of work with appeals of citizens.

The procedure for handling proprietary information of limited distribution.

Copying works.

Prints and forms.

Formation of cases, their transfer to the archive, the use of archival documents.

In accordance with General provision on the territorial body of the Federal Registration Service for the subject (subjects) of the Russian Federation, approved by order of the Ministry of Justice of Russia dated December 03, 2004 No. 183, the head of the Office issues orders and instructions within his competence, organizes and controls their execution.

Orders (instructions) are issued on the basis of and pursuant to federal laws, decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation, orders and orders of the Ministry of Justice of the Russian Federation, the Federal Registration Service, as well as on an initiative basis and must comply with:

Legislation of the Russian Federation;

Regulations of the Ministry of Justice of the Russian Federation;

Acts of the Federal Registration Service;

Previously adopted acts of the Office, if the document does not provide for their cancellation or amendment.

Draft orders (orders) are prepared by the relevant structural units of the Office on behalf of its leadership or on their own initiative of the units within their competence.

The head of the structural unit, instructing the direct executor to prepare a draft order (order), is obliged to give specific and clear tasks for the preparation of the document and determine the deadlines.

The term for preparing a draft order (order) in pursuance of federal laws, decrees and orders of the President of the Russian Federation, decrees and orders of the Government of the Russian Federation, acts of the Ministry of Justice of the Russian Federation, the Federal Registration Service, as a rule, should not exceed ten calendar days, unless otherwise established term .

To prepare the most important and complex draft orders (orders), as well as acts issued jointly with other territorial bodies of federal structures, working groups can be created.

Draft notifications and messages on the refusal of state registration are prepared by the relevant structural divisions of the Office.

The text of notifications must contain reliable and reasoned information, comply with applicable laws and other regulations, not allow for different interpretations, be carefully edited, specific and real.

When preparing draft organizational and administrative documents, it is necessary to link the instructions contained in them with previously issued documents on this issue.

The Office distinguishes between three main streams of documentation:

1. documents coming from third-party organizations and departments in municipalities (incoming);

2. documents sent to other organizations and departments in municipalities (outgoing);

3. documents created in structural divisions and used by employees of the central office of the Office in the management process (internal).

Reception, processing, registration and distribution of correspondence received by the Department is carried out by employees of the organizational and control department of the Department.

Documents received by employees of structural subdivisions of the Office from officials of other organizations are subject to mandatory transfer for registration in the organizational and control department of the Office.

Before opening postal items the safety of their packaging and correct addressing are checked. Mistakenly delivered correspondence is returned to the post office or forwarded to the owner. Registered mail is checked against entries in postal registers.

In the organizational and control department, all envelopes are opened (with the exception of envelopes marked “in person” and “for the competition”). In the absence of a document whose number is indicated on the package, or attachments to it, as well as in cases of discrepancy between the number indicated on the package and the number of the enclosed document, or if the document is damaged, an act is drawn up in three copies. The act is signed by the employee who opened the package and the head or deputy head of the organizational and control department. One copy of the act remains in the organizational and control department, the other is attached to the incoming document, the third is sent to the sender.

Envelopes of incoming documents are destroyed, except when only they can be used to establish the sender's address, attachment number, date of dispatch and delivery, as well as in cases of receipt of appeals and applications from citizens and foreign correspondence.

All incoming correspondence (except for appeals from citizens, personal correspondence) is subject to mandatory centralized registration in the organizational and control department of the Office. Accounting for documents in the Office in the absence of an electronic database is kept in registration journals. Incoming, outgoing and internal documents are registered separately.

A registration stamp is placed on the front side of the received document in the lower right corner, containing information about the date of receipt of the document and the registration number according to the book of incoming correspondence. The registration number assigned by the Outgoing Correspondence Department consists of the index of the structural unit, the serial number of the document and the initials of the surname of the official who signed the document, for example: 8/226-A, 12/342-B, 4/123-C, 13/112-Sh .

Basic information about incoming documents is entered into the registration forms of the electronic database of the Office. To achieve information compatibility, the following composition of details for accounting documents in registration journals is established:

Registration number of the Office;

Correspondent;

Title of the document;

Document date;

Outgoing document number;

Resolution (executor, content of the order, deadline, author of the resolution, date of issue of the resolution);

The list of documents that are not subject to registration in the Office:

Copies of documents sent for information;

congratulatory letters;

invitation cards;

Accounting documents (invoices, payment orders, etc.);

Printed publications (books, magazines, newsletters);

Forms of statistical reporting.

Preliminary consideration of documents is carried out by the organizational and control department of the Office in order to distribute the received documents to those requiring mandatory consideration by the head of the Office and his deputies in the line of supervised services, based on an assessment of the content of the document.

Federal laws, decrees, orders of the President of the Russian Federation, resolutions, orders of the Government of the Russian Federation, the Governor of the Belgorod Region, instructions contained in the minutes of meetings of the Government of the Belgorod Region, orders, orders, instructions of the Ministry of Justice of the Russian Federation, Rosregistration, parliamentary and deputy requests and appeals are considered organizational - control department with the aim of the need to put them under control. Documents of this type are reported to the head of the Department and his deputies in accordance with the existing distribution of responsibilities.

Documents sent for a report to the head of the Department or his deputies are accompanied by electronic cards of previously registered documents, printed on paper, to which there are links and relevant to the consideration of this issue.

Documents with resolutions of the head of the Department or his deputies are returned to the organizational and control department for entering the appropriate resolution into the electronic card of the document and transferring the document to the executors. If there are several executors, then the original document is transferred to the responsible executor, and copies of the document are transferred to the rest of the executors.

The organizational and control department for making a resolution in the electronic card is accepted only from the first executor appointed by the head of the Department. The resolution is superimposed on a text-free space on the first page of the document. For the imposition of resolutions, forms of the established sample can be used.

Direct record keeping in the structural subdivisions of the Office is entrusted to civil servants of these subdivisions, whose duties (in accordance with official regulations) include this.

Accounting for documents in the structural subdivisions of the Office in the absence of an electronic database is carried out in registration journals. Incoming, outgoing and internal documents are registered separately.

Outgoing documents signed by the head of the Department or his deputies are subject to single sign-on in the organizational and control department. These documents are submitted to the department in triplicate:

The first copy (original) and attachments to it are sent to the addressee;

The second copy (copy) with visas remains in the organizational and control department;

The third copy (certified copy) is returned to structural subdivision Management.

Outgoing documents signed by the head of the Department and his deputies are assigned an outgoing registration number in the organizational and control department.

Documents created in the Department and used by employees in the management process are internal. Registration of internal documents is carried out in registration journals directly in structural divisions and is not subject to registration in the organizational and control department.

The outgoing registration number of an internal document consists of two parts:

2. serial number within the registered array of documents, assigned by the structural subdivision of the Office.

After registration, the specified documents in the 1st copy are sent for sending to the organizational and control department, or to the state civil servant of the structural unit, whose job duties (in accordance with the job regulations) include record keeping.

Outgoing correspondence signed by the head of the Department and his deputies addressed to the Administration of the President of the Russian Federation, the Office of the Government of the Russian Federation, the Offices of the State Duma and the Federation Council of the Federal Assembly of the Russian Federation, authorized representatives of the President of the Russian Federation in federal districts, the Ministry of Justice of the Russian Federation and the Federal Registration Service sent by Feldsvyaz unless otherwise instructed by management.

Documents sent to the territorial bodies of federal executive bodies in the Belgorod region, state authorities of the Belgorod region and local governments of the city of Belgorod and the Belgorod region, are sent by courier. This correspondence is registered according to the register.

The processing of documents for sending by post is carried out by the organizational and control department in accordance with the Rules for the provision of postal services, approved by Decree of the Government of the Russian Federation dated April 15, 2005 No. 221.

Documents are sent by registered mail in envelopes. The envelopes indicate the addressee, his postal code and address, as well as in the lower left corner - the number of the document being sent. Documents sent simultaneously to one address are enclosed in one envelope.

Registered letters are handed over by mail according to the inventory, which is compiled in three copies. It indicates the document numbers, date of dispatch, address and type of shipment. Two copies of the inventory are transferred to the post office, the third one remains in the organizational and control department. A copy of the inventory returned from the post office, confirming the dispatch of registered mail, is filed in the appropriate file of the organizational and control department.

On copies of outgoing documents, the organizational and control department of the Office puts a stamp indicating the date of sending.

Legal documents go through the following stages:

1. Stage of reception. At this stage, the executive officer accepts documents from individuals and legal entities, and also conducts a legal examination of the accepted documents. After completing his work, the employee who accepted the documents closes the stage of receiving documents that he completed. Then it adds the stage of registration of copyright with the appointment of a responsible executor. After the registration stage is entered, this folder will be included in the list of unprocessed folders of the designated responsible registrar.

2. Stage of registration. The responsible registrar distributes the cases received from the acceptance stage among the registrars. When distributing cases at the stage of registration of this folder, a new executor is appointed. After the registration stage is completed, the executing officer closes the corresponding registration stage. And appoints the stage of issuing documents, indicating the performer of this stage.

3. Stage of return. If during the registration process any errors are found that require the return of the case for legal revision, then, in this case, it is necessary to add an additional stage of the case - the return of the case for revision. As the executor of this stage, appoint the employee who received the documents for this folder. After completing the re-legal analysis of documents, the employee who performed the stage of receiving documents must close the return stage.

4. Archiving. Upon completion of the registration stage, the folders are handed over for distribution. After the documents for a specific folder are issued, the case is archived. To display this stage on a computer, you should add a new stage of archiving and appoint a responsible executor.

The Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Yustitsia", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and the creation of documents. Registration in the AIS "Justice" when objects are transformed occurs in the event of a merger, division or separation of real estate objects (THE). At the same time, records about newly formed objects are made in new sections of the USRR and new cases of title documents with new cadastral numbers are opened. If the real estate object for which the Unified State Register section was formed was formed as a result of division, merger of pre-existing objects or separation from such objects, or other reasons arose that led to a change in the cadastral number, the column "Previous cadastral number" indicates the cadastral numbers of previous objects.

If THEY, for which the USRR section is formed, ceases to exist, being a source for a new object (objects), the cadastral number of the new object (objects) is reflected in the column "Subsequent cadastral number".

When they are converted, the converted object(s) ceases to exist. With the termination of the existence of a real estate object, the USRR section associated with it is closed. The column "Record on the liquidation (transformation) of the object" contains the details of the documents on the basis of which the section is closed. Subsection II entries are canceled and a termination record sheet is printed.

In the column "Documents-foundations" the documents are entered on the basis of which the transformation of THEM takes place. For example, an application for transformation - when merging objects, a court decision - when dividing objects, etc. In the THEY tab, in case of division - the shared object, in the case of a merger - the object formed after the merger. The legal expert checks the correctness of the formation of the record of the transformation in the CRC. In the case of merging objects, the "Object Conversion Wizard" is used in the "Merge" mode. In the case of splitting objects, the Object Conversion Wizard is used in the Split mode. If it is necessary to assign sections to previous or subsequent cadastral (conditional numbers) without converting, you must use the conversion wizard in the “Establishing a historical connection (merging)” or “Establishing a historical connection (separation)” mode. The transformation of objects may occur as a result of a transaction.

There are two options:

a) The contract expressing the content of the transaction is subject to state registration. If there is only one contract (hence, there is only one transaction), then at the input stage, a transaction registration task is created for each of the objects, but with one transaction registration number indicated (i.e., in one of the tasks, the registration number is linked). At the stage of due diligence in another object, a transaction record with the same number and date of registration is also indicated. If there are several contracts, as many transactions are registered as there are contracts. Accordingly, at the input stage, transactions registration tasks are created for each of the objects with which a transaction is made. At the stage of legal expertise, the transaction is also registered object by object.

b) An agreement expressing the content of a transaction is not subject to state registration. At the input stage, tasks on registration of rights are selected. At the stage of legal examination, the right and the transition of the right are registered.

To organize and conduct an examination of the value of documents, a permanent expert commission (EC) is being created at the Federal Reserve Board for the Belgorod Region. The functions and rights of the expert commission of the Office, as well as the organization of its work, are determined by the regulation on the EC, which is approved by order of the Office.

Examination of the value of documents in the Office is carried out when compiling the nomenclature of cases; when forming cases and checking the correctness of attributing documents to cases; when preparing cases for subsequent storage, etc. At annual examination of the value of documents in structural divisions, the selection of documents of permanent and temporary (over 10 years) storage for transfer to the archive of the Office, as well as the selection of documents with temporary storage periods to be destroyed, the terms of which have expired.

The selection of documents for permanent storage is carried out on the basis of lists of documents indicating the terms of their storage and the nomenclature of files of the structural unit (extracts from the consolidated nomenclature) by looking at the files one by one. It is not allowed to select documents for storage and allocation for destruction only on the basis of case titles. In case of sheet-by-sheet review of permanent storage cases, duplicate copies of documents, drafts, unformed copies of documents and documents with temporary storage periods are subject to seizure.

Simultaneously with the selection of documents of permanent and temporary (over 10 years) storage for transfer to the archive of the Department, the selection of cases and documents of temporary (up to 10 years) storage with expired storage periods is carried out in structural divisions. At the same time, such marks in the nomenclature of cases as “until the need (DMN)”, “subject to the conduct (completion) of the audit”, etc. are taken into account.

The selection of documents for the corresponding period for destruction and the drawing up of an act on their allocation for destruction is carried out after the compilation of the annual sections of the summary inventories of cases for permanent storage for the same period. These inventories and acts are considered at the meetings of the EC simultaneously. The acts approved by the EC are approved by the management of the Department only after the inventories of cases of permanent storage are agreed in the prescribed manner. After that, the Office has the right to destroy the cases included in these acts.

Cases are included in the act on their allocation for destruction if the storage period provided for them has expired by January 1 of the year in which the act was drawn up. For example, cases with a three-year storage period completed in 2005 can be included in an act that will be drawn up no earlier than January 1, 2009, with a five-year storage period - no earlier than January 1, 2011.

Files with executed documents of permanent, temporary (over 10 years) storage and personnel are transferred to the archive of the Department. The transfer of cases is carried out only according to the inventories after the expiration of the two-year period for their storage and use in the structural unit. Cases of temporary (up to 10 years) storage are not subject to transfer, are stored in structural units and, upon expiration of the storage period, are subject to destruction in the prescribed manner.

When a structural subdivision prepares cases for transfer to the archive of the Office, the archive worker first checks the correctness of their formation, execution and compliance of the number of cases included in the inventory with the number of cases filed in accordance with the consolidated nomenclature of cases of the Office. At the same time, the identified shortcomings in the formation and execution of cases are eliminated by employees of the structural unit of the Office of the Federal Registration Service for the Belgorod Region.

The reception of each case is carried out by an employee of the archive of the Office in the presence of an employee of the structural unit. At the same time, on both copies of the inventory against each case included in it, a note is made about the presence of the case. At the end of each copy of the inventory, the number of actually accepted cases, the date of acceptance - transfer of cases, as well as the signatures of the head of the organizational and control department and the person who transferred the cases are indicated in numbers and in words.

Along with the cases, registration files for documents or electronic bases data containing information on registration and execution of transferred documents. The title of each file cabinet or database is included in the inventory.

In case of exclusion from the structure of the Department of a structural unit or a change in its structure, the employee responsible for the record keeping of this structural unit forms all available documents into files, draws up the files and transfers them to the archive of the Office, regardless of the storage period. The transfer of cases is carried out according to the descriptions of cases and the nomenclature of cases.

The transfer of cases to the archive is carried out according to the schedule drawn up by the organizational and control department, agreed with the heads of structural divisions and approved by the order of the Office.

Thus, the Federal Registration Service for the Belgorod Region carries out registration, due diligence and accounting of regulatory legal acts of municipalities in the manner determined by federal laws and local regulatory legal acts. In its work, the Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Yustitsia", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and for the creation of documents. The entire range of office work processes carried out by the Office complies with existing regulatory legal acts.

§2. Official regulations of the Office of the Federal Registration Service for the Belgorod Region

For civil servants and workers, a five-day official (working) week is established with two days off - Saturday and Sunday.

3. For civil servants and employees of the Department, the following hours of service (work) are established:

Service (work) start time - 9 hours 00 minutes;

End time of service (work) - 18 hours 00 minutes;

The end time of the service (work) on Fridays is 16 hours 45 minutes.

The duration of the official (working) day immediately preceding the non-working holiday is reduced by one hour.

For civil servants (employees) who ensure the reception, issuance of documents and information from the USRR, who receive citizens in accordance with the requirements of administrative regulations for the execution of state functions in a certain area of ​​activity, by order of the head of the Department, a different start and end time of service (work) may be established.

Engagement of civil servants and employees to service (work) on weekends and non-working days holidays is carried out by order of the head of the Department with their written consent in cases where established by law Russian Federation.

The break time for rest and meals for specialists who provide reception, issuance of documents and information from the USRR, as well as the reception of citizens in accordance with the requirements of administrative regulations for the execution of state functions in a certain field of activity, is determined in the time interval from 12:00 to 15:00 minutes. The specific time for rest and meals is set by the head of the department.

For civil servants filling positions in the civil service of other groups and employees filling positions that are not positions of the federal civil service, an irregular official (working) day may be established in accordance with the service contract (labor contract).

6. Civil servants are granted annual paid leave, which consists of the main paid leave and additional paid holidays (annual additional paid leave for length of service and annual additional paid leave for an irregular working day).

Civil servants who fill the main positions of the civil service are provided with an annual basic paid leave of 35 calendar days, other groups - 30 calendar days, employees who fill positions that are not positions of the federal civil service - 28 calendar days.

The duration of the annual additional paid leave for length of service is calculated at the rate of one calendar day for each year of civil service.

The duration of the annual additional paid leave for an irregular official (working) day is:

For civil servants replacing the main positions of the federal state civil service - 10 calendar days;

For civil servants replacing leading positions of the federal state civil service - 8 calendar days;

For civil servants replacing senior positions in the federal state civil service - 6 calendar days;

For civil servants replacing junior positions of the federal state civil service - 4 calendar days;

employees filling positions that are not positions of the federal civil service - 3 calendar days.

When calculating the total duration of the annual paid leave, the annual basic paid leave is added to the annual additional paid leave for length of service. The total duration of the annual basic paid leave and the annual additional paid leave for seniority for civil servants holding the main positions of the civil service cannot exceed 45 calendar days, for civil servants holding civil service positions of other groups - 40 calendar days.

Additional leave for an irregular official (working) day is granted in excess of the annual paid leave provided for in this paragraph.

The vacation schedule is drawn up for each calendar year on the basis of proposals from structural and separate subdivisions Management and communicated to all government officials and employees.

Thus, the work schedule of the Office of the Federal Registration Service for the Belgorod Region establishes and regulates the procedure for the work of the staff of the Office, the duration of working hours, provides for a rest regime and determines the amount and procedure for granting holidays to employees of the Office. In general, this document regulates the work activity of the organization and serves to ensure the effectiveness of its performance of its production tasks.

§3. Existing problems of documentation support in the Federal Registration Service for the Belgorod Region and ways to solve them

On March 19, 2009, as part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, a survey was conducted among the employees of the institution to identify existing problems of documentary support and ways to solve them. The employees were given questionnaires containing the following questions:

1. Your position;

2. What documents do you work with? (order-instruction, contract, service-memorandum, incoming letter, outgoing letter, underline as necessary), other;

3. Do you take part in the coordination of documents?

4. What computer programs Do you use when working with documents?

5. What, in your opinion, needs to be done for more efficient and high-quality work of your unit and institution as a whole:

a) improve the regulatory framework for working with documents;

b) adjust the job responsibilities of employees;

c) increase the degree of computer proficiency of employees;

d) install the system electronic registration documents;

e) establish an electronic document management system;

f) appoint a person to control the execution of orders;

g) to organize refresher courses for employees;

h) introduce a new staff unit for working with documents.

At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. Analysis of the responses received allows you to determine the state of documentation support in the organization, to identify the problems that employees of different departments most often face when working with documentation.

Almost all employees use the Justice program in their work, and some additionally use the Registrar. There are no references to any electronic document management systems or their similarity in the questionnaires. Nevertheless, more than half of the employees indicate the need to introduce an electronic document management system in the Federal Registration Service for the Belgorod Region, which would thereby facilitate the work with various kinds of documentation, as well as when registering documents for registering documents ..

Half of the employees are dissatisfied with the level of legal support for their work, the insufficient degree of its regulation and the definition of the exact boundaries of their official duties. Such employees indicate the need to change this state of affairs by clarifying the job responsibilities of the staff of the institution and developing detailed instructions on this account.

During the survey, those employees of the Federal Registration Service for the Belgorod Region who were dissatisfied with the legal support of their activities, as well as the level of its regulation, indicated the need to organize advanced training for the staff of the institution through appropriate activities, including the organization of seminars, advanced training courses and etc.

The maximum number of votes in the survey of employees of the Federal Registration Service for the Belgorod Region was given for the appointment of a person to control the execution of instructions, as well as for the appointment of a new courier staff unit to deliver documentation to the relevant authorities. But although a certain number of employees of the Federal Registration Service consider it inappropriate to introduce a new staff unit for working with documents. Accordingly, the specialist responsible for monitoring the execution of instructions should work as a part-time employee and be hired from among the already working employees of the Federal Registration Service for the Belgorod Region.

The respondents showed the least interest in increasing the level of computer proficiency and other office equipment, as well as in considering the possibility of introducing a new staff unit for working with documents. This allows us to conclude that, in the opinion of the personnel of the Federal Registration Service for the Belgorod Region, the staff of the organization is quite densely staffed and does not need additional staff. The level of his technical skills is quite consistent with the duties performed, and the training of employees should be associated not with their computer literacy, but with the possession of basic professional knowledge, skills and abilities according to the position held.

Analysis of the results of the survey allows us to identify the main problems in the documentation support of management, preschool educational institutions in the Federal Registration Service for the Belgorod Region, and the main problems here are the following:

Low level of executive discipline among employees;

Lack of programs to automate office work of the institution.

Thus, on the basis of the conducted survey in order to identify the problems faced by the employees of the Federal Registration Service for the Belgorod Region in the course of their work, it can be concluded that the units are not working effectively in terms of their personnel and suggest that the employees of the Federal Registration Service for the Belgorod Region put before their management the question of taking measures to change the current situation, namely:

Suggest to the heads of departments of the institution to improve the regulations on departments and job descriptions of their employees;

Provide each department with legal documents related to the type of activity of this unit and all employees in general;

Raise the issue of introducing an electronic document management system in the organization, taking into account the industry specifics of the institution;

Propose to introduce a new staff unit of the courier.

CONCLUSION

At present, documentation management is understood as an activity covering the organization of documentation and documentation management in the process of implementing the functions of an institution, organization and enterprise. This concept covers not only organizational and administrative documents (with which traditional office work mainly deals), but all documentation that is used in one way or another in an organization - scientific and technical, design, engineering, etc. It also applies to fundamentally new types of documentation, defined as "information resources" - registers, registers, databases and data banks, Internet sites, etc. In modern conditions, the procedure for handling all these types of documentation and the conditions for access to them should be the same.

The development of modern services for documentation support of management takes place in the direction of further informatization and automation of office processes, the introduction of electronic document management systems and the restructuring of office work in organizations in accordance with the requirements of these systems.

There are several main problems of documentary support of management: the problem of awareness, organizational problems, psychological problems and the problem of personnel. Any institution, no matter what profile it may be, faces these problems. When deciding on the need to improve the work of their organization (including through the automation of documentation), any management should pay attention to solving these problems.

The practical part of the thesis work was carried out on the basis of the Office of the Federal Registration Service for the Belgorod Region and included a survey of documentation in the institution, the organization of its work, as well as a survey of the institution's staff in order to identify existing shortcomings in the work.

The Department of the Federal Registration Service for the Belgorod Region carries out registration, due diligence and accounting of regulatory legal acts of municipalities in accordance with the procedure established by federal laws and local regulatory legal acts. In its work, the Federal Registration Service for the Belgorod Region uses the Automated Information System (AIS) "Yustitsia", which is designed for automated accounting of real estate objects, the creation of individuals and legal entities and for the creation of documents. The entire range of office work processes carried out by the Office complies with existing regulatory legal acts.

The work schedule of the Office of the Federal Registration Service for the Belgorod Region establishes and regulates the procedure for the work of the staff of the Office, the length of working hours, provides for a rest regime and determines the amount and procedure for granting holidays to employees of the Office. In general, this document regulates the work activity of the organization and serves to ensure the effectiveness of its performance of its production tasks.

As part of a survey of the documentary support of the Department of the Federal Registration Service for the Belgorod Region, a survey was conducted among the employees of the institution to identify existing problems of documentary support and ways to solve them. At the end of the survey, 43 completed questionnaires with appropriate notes and notes were received back. Analysis of the responses received allows you to determine the state of documentary support for management in the organization, identify existing problems and consider options for solving these problems at the moment.

The following problems can be identified in the documentation support of the Federal Registration Service for the Belgorod Region:

Insufficiently accurate and detailed regulation of the duties of each employee;

Not a high level of executive discipline among employees;

Lack of programs to automate office work of the institution;

Poor knowledge of computer programs.

Based on the conclusions drawn, it is possible to suggest that the employees of the Federal Registration Service for the Belgorod Region raise the issue of taking measures to change the current situation, namely:

Propose to the heads of the relevant departments of the institution to develop and improve the regulations on the departments and job descriptions of their employees;

Provide each department with legal documents related to the type of activity of this unit;

Raise the issue of introducing an electronic document management system in the organization, taking into account the industry specifics of the institution and try to improve those electronic document management systems that are already used by the employees of the Federal Registration Service for the Belgorod Region;

Appoint an inspector to control the execution of instructions;

Propose to introduce a new staff unit of a courier for more reliable and simplified delivery of various kinds of documentation to the relevant authorities with which the Federal Registration Service for the Belgorod Region cooperates.

REFERENCES

Sources

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8. Regulations on the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2004. - 27 p.

9. Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - 14 p.

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APPS

Annex 1

Scheme of the organizational structure of the Federal Registration Service for the Belgorod Region

Appendix 2

block diagram overall structure sequence of actions during state registration of rights

Flowchart of the sequence of actions when issuing documents

Appendix 4

in the Belgorod region

Statement

I,___________________

(full surname, name, patronymic of the applicant)

"___" ________________ __________ year of birth, passport series ______________________________

No. _________ issued on "____" ___________ ______ of the year ____________________________________

_______________________

residing at the address: ___________________________________

(address of the actual residence)

contact number___________________________________________________________

acting on the basis of a power of attorney dated "_____" _______________ ______________.

as a legal representative of a minor (underline as appropriate) on behalf of

(full surname, name and patronymic of the applicant)

"____" ________________________ of the year _______________________________________________________________

(name of the authority that issued the document)

_________________

I inform you that as a result of the replacement of the passport:

series _____________ No. ____________ issued by "___" _________________________________

__________________________________________________________________________________

(name of the issuing authority)

__________________________________________________________________________________

"____" ___________ ________________ G. ______________________________________________

citizen _______________________________________________ (full surname, name, patronymic of the principal)

received a new passport with the following data:

passport series _______________ No. _________ issued on "____" ____________ of the year _____________________________________________________________________________

(name of the authority that issued the document)

"___" __________________ 200___

(date of application)

______________________________________

"___" __________ 200_____

Appendix 5

To the Office of the Federal Registration Service

in the Belgorod region

Statement

I,___________________________________________________________

"___" ________________ __________ year of birth, passport series _______________

No. ______________ issued on "____" ___________ _________ of the year _____________________________

_____________________________________________________________,

residing at the address: __________________________________

_____________________________________________________________

acting on the basis of a power of attorney dated "_____" _______________.

I inform you that at the time of purchase ____________________________________________

by the address__________________________________________________

_____________________________________________________________

gr._______________________________________________________________

"____" __________ __________ year of birth, passport series ________________________

No. ____________ issued on "____" _____________ _______________ and year

_____________________________________________________________

residing at the address: _________________________________

_____________________________________________________________

was not legally married.

"____" ___________ ________________ G. ______________________

Written in the presence of a receptionist

______________________________________

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 2-3.

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 3.

Official order of the Office of the Federal Registration Service for the Belgorod Region. - Belgorod, 2005. - S. 5.

For the vast majority of documents circulating in various organizations and management systems, the deadlines for their execution are marked on the top field of the applied control and registration cards (RKK).

Information about the results of performance monitoring should be received by those managers who determine the need to control specific documents and the timing of their execution.

Deadlines for execution of documents. For documents that are periodically created, for documents that are most often created throughout the state, individual areas of activity or a specific organization, standard deadlines for their execution are established.

Thus, standard deadlines are set in decrees of the President of the Russian Federation, laws of the Russian Federation, government regulations, for example, for considering proposals, applications and complaints from citizens, deputy requests; for the transfer of documents of permanent storage from departmental bodies to state ones; for the final entry into force of the signed documents, etc.

A significant number of standard deadlines are established in departmental by-laws, for example, on the provision of statistical and financial reporting, on the deadlines for filing claims for product quality, for filing appeals against decisions of financial and judicial authorities, etc. Standard deadlines for execution can also be established in an organization for documents not reflected in laws and other regulations. After they are approved and included in the Time Sheet or instructions for the DOW, they also become typical for all employees of the organization.

Individual deadlines are indicated in the text of the document or resolution when considering the received document only if this deadline differs from the document's author or is not included in the standard deadlines.

The deadline for the execution of incoming documents is generally calculated from the moment the fact of their receipt by the organization is recorded, and for those created - from the moment they are brought to the executors, unless, of course, another period is specified in the document.

The term of execution can be extended only by the organization or official that established it, or by a higher management. In the practice of work, in the event that the deadline for the execution of a document by the time of its registration or during consideration cannot be determined, a conditional deadline is set, which can be adjusted in the course of the execution of the document, for example, when monitoring the execution of outgoing documents.

Setting up control. The technical means of monitoring the execution of documents is the input format control system(card or screen form), which is usually a duplicate of the registration format. As, for example, the control system card proposed by the Unified System of Organizational and Administrative Documentation.

When controlling the verbal instructions of the head, unregistered documents, when returning to the documents that were considered executed, the input format is filled in the control service itself. When placing documents for control containing a number of tasks, various executors and deadlines, the control input format is filled in for each controlled order or task. To do this, the workflow schemes should provide for the familiarization of the control service, sequentially or in parallel (for example, in copies), with similar documents. In the right part of the upper field of the document itself, a mark is placed on taking it under control.

The control array is organized in such a way that, regardless of whether the document is internal, incoming or outgoing, documents can be classified according to the deadlines for the days of the current month, as well as for longer deadlines.

During the term of execution of the document, a professionally organized control service carries out regular checks on the progress of execution, the results of which, as a rule, are also recorded in the control file. Responsibility for the correctness of the information provided lies with the performers.

Checks can be recorded orally or in writing. In the latter case, the control service prepares written reminders. They can be dedicated to both a specific task and a separate document and performer. Reminders are sent to the heads of structural subdivisions, and after filling out, they sign them and return to the control service for analysis of performance discipline.

Verification of the progress of execution is usually carried out within the following periods recommended by USORD:

Tasks for subsequent years at least once a year;
assignments for subsequent months of the current year at least once a month;
tasks of the current month every 10 days and 5 days before the due date.

The transfer of documents for execution to other employees is not a basis for removing them from control or postponing the deadlines for execution.

Removing a document from control. This can be done only by the official who established control, or the responsible executor after the actual completion of tasks, requests, communication of the results to interested persons and organizations, or other documented confirmation of execution.

It is possible to mark the removal of a document from control only in the control array itself (card, database). At the discretion of the management, information on the execution of documents or individual tasks may be reported to the control service in writing or orally.

If the control service determines that the content, form and execution procedure did not correspond to the task, it has the right to return the document for revision without extending the deadlines for execution.

Data on the progress and results of control over the execution of documents are periodically analyzed. As a rule, information about the state of performance discipline is summarized monthly. Since standard analytical forms for the control of executive discipline are not defined, they are established by the management of the organization for the presentation of the service of the preschool educational institution.

The results of the work of the performers look most visually if the monthly reports submitted to the management indicate:

The total number of documents in the work of the contractor;
the number (percentage) completed ahead of schedule;
the number (percentage) of those not completed or completed later than the established deadlines;
execution delays in working days;
reasons for delays in the execution of documents.

TO characteristic reasons non-execution of documents on time usually include:

Too high degree of centralization of powers;
overload of performers and managers different levels;
indiscipline of employees and subordinate organizations;
insufficient time for high-quality performance;
irrational document management system;
lack of technical means for processing and replicating documents, etc.

Based on the results of the analysis, measures are developed and taken to speed up the execution of documents, improve performance discipline, and improve the organization of control and management in general.

Management Documentation

It is the documents that provide the implementation managerial functions, plans are defined in them, accounting and reporting indicators and other information are recorded. In this regard, we can say that the efficiency and quality of decisions made, the effectiveness of their implementation and the activities of the organization as a whole largely depend on how the work with documents is organized.

The organization of work with documents is an important part of the management processes and management decision-making, which significantly affects the efficiency and quality of management.

The process of making a managerial decision includes obtaining information; its processing; analysis, preparation and decision making.

These components are closely related to the documentation management. For getting economic effect First of all, the quality of information is important, which is determined by its quantity, efficiency, degree of complexity and cost. If the enterprise does not have a clear work with documents, then, as a result, management deteriorates, since it depends on the quality and reliability, the efficiency of receiving and transmitting information, the correct setting of the reference and information service, and the precise organization of the search, storage and use of documents.

There are three main tasks to be solved in office work (DOE):

1. Documentation (drawing up, execution, approval and production of documents).
2. Organization of work with documents in the process of management (ensuring the movement, control of execution, storage and use of documents).
3. Systematization of the archive of documents.

The documentation support of management is performed by a special service acting as an independent structural unit. It can be: the administration of affairs, the general department, the office or the secretariat.

The DOW service solves three main sets of tasks:

1. ensuring documentation of management activities;
2. organization of work with documents in the institution;
3. improvement of forms and methods of work with documents.

The tasks facing the DOW 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 the preparation and execution of documents, compliance with the established procedure for approval 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 unified procedure for the passage of documents (document flow of the institution);
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 the protection of information.

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

Development and revision of regulatory, instructive, methodological documents and bringing them to the attention of employees of the organization;
methodological guidance and control over compliance with the established rules for working with documents in the structural divisions of the organization;
advanced training of employees of the organization and their advice on working with documents;
streamlining the documentation of the organization, carrying out work on the unification of documents, the development of the Report Card and the Album of forms of documents used in the activities of the organization;
development and implementation of new forms and methods of work with documents, improvement of the organization's workflow, improvement of executive discipline;
setting tasks for the development and improvement of automated information systems and databases for working with documents.

An enterprise seeking to create an effective environment for processing information and improving the quality of management faces the following tasks:

1. Improving all work on the preparation and processing of documentary information by creating a mechanism for documentary support of the enterprise (DOE).
2. Choosing the right automation strategy, including the right choice software products.

To automate such a seemingly simple subject as working with documents, you have to use the latest technological advances:

1. database management systems;
2. systems for searching documents and analyzing texts;
3. systems for scanning and recognition of documents (printed and handwritten);
4. client-server environment;
5. Internet/intranet.

Regardless of the specifics of the enterprise, the following main groups of documents can be distinguished:

Organizational documents of the enterprise (charter, regulations, memorandum of association, structure and staffing, staffing, job descriptions, rules of internal work schedule);
administrative documents of the enterprise (orders for core activities, orders, decisions);
documents on the personnel of the enterprise (orders on personnel, labor contracts (contracts), personal files, personal cards f. T-2, personal salary accounts, work books);
financial and accounting documents of the enterprise ( main book, annual reports, balance sheets, profit and loss accounts, audit reports, inventories, plans, reports, estimates, accounts, cash books, etc.);
information and reference documents of the enterprise (acts, letters, faxes, certificates, telephone messages, memorandums, explanatory notes, protocols, etc.).

from government and municipal organizations the company may receive documents regulating various issues of its activities (taxes, environmental protection, etc.). These documents form a separate group - regulatory documents of higher authorities.

In an independent group, commercial contracts (agreements) can be distinguished, which are the main documents of entrepreneurial activity. All of these documents refer to management or organizational and administrative documents (ORD). An exception is financial and accounting documents that have specific features of compilation and processing.

The State Archival Service of Russia (Rosarchiv) and its bodies are engaged in the collection and storage of documents reflecting the material and spiritual life of its peoples, which have historical, scientific, social, economic or cultural significance. They create the "memory" of society, store information about the life of the country. In addition, Rosarkhiv, as the central body of federal executive power, is responsible for organizing and streamlining office work in the country. He develops standards and recommendations for the organization of office work. The Rosarchive is responsible for organizational and administrative documentation (ORD) as a developer agency, which involves the development of general requirements for the ORD, specific forms of documents, control over the application of the ORD in various fields activities, unification of document forms by creating a Unified System of Organizational and Administrative Documentation (USORD). The Committee of the Russian Federation for Standardization, Metrology and Certification (Gosstandart of Russia) is responsible for the regulatory consolidation of specific requirements for documents and unification by creating GOSTs, as well as participation in international unification and standardization of documents. The Ministry of Labor develops documents on labor and labor protection. Thus, if the authorities are the highest authority for regulation records management, then the State Archival Service.

In regulating the activities of the clerical service, a significant role is played by the Charter of the organization - a legal act that determines the procedure for formation, the competence of the organization, its functions, tasks, and the procedure for working. The development of the charter affects the overall organization of office work. The organizational structure laid down in the charter makes it possible to determine the sets of documents that will be used in management activities.

The main regulatory documents governing the activities of the service of the organization's preschool educational institution:

The regulation on the service of the preschool educational institution is a legal act that determines the procedure for the formation, duties and organization of the work of this unit, as well as the legal status and competence of officials working in the service of the preschool educational institution. The regulation on the service of the preschool educational institution is developed and signed by the head of the service, approved by the head of the organization. The Regulation is agreed with the heads of those structural units with which the relationship is fixed in it.

The job description is the main organizational document that regulates the delimitation of duties and rights between employees, which serves as the basis for eliminating parallelism and duplication in the performance of individual operations.

The office work instruction is the main regulatory document that regulates the rules, techniques, processes for creating documents, and the technology for working with documents. For effective work services of the preschool educational institution and all departments of the organization, for a clear understanding and presentation of all stages of working with documents in each organization, an instruction on office work should be drawn up, taking into account the specifics of its activities.

Table of forms of documents for typical management situations. The time sheet is a list of unified forms of documents necessary and sufficient for the implementation of documentary support for the functions and tasks solved by the company. It contains a description of each document, its legal status and stages of documentation. The report card is a way of normative fixing both the composition of the documents used in the apparatus and the procedure for their preparation.

Album of forms of documents of the organization. Along with the Table of forms of documents, any organization must have an Album of forms of documents, which is a collection of standards of forms of documents included in the Sheet.

To date, there are four main organizational structures of the DOW service:

1. Case management.
2. General department.
3. Office.
4. Secretary.

Case management, in turn, is divided into the following structural model units:

1. The Secretariat is a structural unit created to serve the management of the organization. It consists of:

Reception;
secretariat of the head and secretariats of deputy heads;
board secretariat;
protocol office.

2. The department of rationalization of the preschool educational institution is a center for improving the preschool educational institution, a methodological center. Its functions include:

Development and implementation of measures to improve the technology of office work;
development of normative and methodological support for office work (regulations, instructions, rules, regulations, timesheets of unified forms, etc.);
development of classification reference books (nomenclature of cases, classifiers, lists of documents with retention periods).

3. Office, which, in turn, is divided into:

expedition;
correspondence bureau;
bureau of accounting and registration of documents;
computer center for processing and reproduction of texts of documents.

4. Department of letters.

5. Central archive.

6. Inspection.

Organization of documentation support

Centralized;
- decentralized;
- mixed.

With a centralized form of office work organization, all technical operations for processing documents are concentrated in one structural unit (the DOW service), and creative work with documents is carried out in other structural units. The advantages of a centralized form of office work organization include the possibility of creating a single database for all documents received by the organization and created in it, which makes it possible to increase the efficiency of searching for documents and, therefore, optimize reference work on documents. It is advisable to use a centralized form of office work organization if the organization has a linear-functional organizational structure.

A decentralized form of office work organization involves the creation of an independent office work service in each structural unit. It is advisable to use it with a divisional type of organizational structure or in conditions of territorial disunity of the structural divisions of the organization.

A mixed form of office work organization involves the performance of some office operations (reception, registration, control, reproduction of documents) in the DOE service, others (creation and execution of documents, their systematization, formation of files and storage) in structural divisions. It should be noted that with a mixed form of office work organization, the same technological operation, for example, registration of incoming and outgoing documents, can be carried out both in the DOE service and in structural divisions, depending on the category of documents.

The choice of the name of the DOW service

At present, there are no regulatory documents or methodological documents that should guide the choice of the name of the PEI service and determine its structure, so organizations have the right to make their own decisions on these issues.

However, several factors should be taken into account:

The nature of the organization's activities, its structure (the number of divisions, the number of management apparatus and the total number of employees);
- volume of document circulation of the organization;
- the presence of a subordinate system (subordinate organizations, branches, branches, representative offices) and the nature of the relationship between them and the central government.

In practice, various names of the office work unit are used: case management, office, general department, office work department, correspondence department, office work service, document management service, document management, documentation department, etc.

Case management is usually a subdivision that has an internal structure. As part of the case management, groups, sectors, departments and other structural parts are distinguished that provide accounting and registration of documents, control over the execution of documents, work with documents of collegiate bodies, production of documents, copying and replicating documents, as well as such units as the secretariat, archive, department for improving office work, etc. Office management is created in large organizations that have a subordinate structure: federal executive authorities (ministries, services, agencies), large joint-stock companies, etc. Office management, along with purely office work functions, provides organizational and methodological support for office work of subordinate organizations .

The rest of the given names - the office, the general department, the office work department, etc., can be considered as synonyms in terms of content. The office is perhaps the most understandable and familiar name for the DOW service. It is convenient because it consists of one word, which means it is easier to use, however, in the minds of many, this name is associated with “clerical routine”, “clerical red tape”, that is, with the negative aspects of office work. The name “general department” is not entirely clear to many, since the word “general” can mean anything, but we are still talking about working with documents. In this regard, the names "department of office work", "department for working with documents", etc. more successful. Based on these considerations, when choosing the name of the office management service, preference should be given, if not to the name “office” (because of its clarity and ease of use), then to such names as “office management department”, “documentation department”, etc.

Organizational structure preschool services

At large enterprises, functional groups are allocated as part of the DOW service and certain responsibilities are assigned to each employee. The DOE service may include a secretariat, an expedition, a group (bureau, department) of control, a group of letters (complaints bureau, department of public appeals), a typewriting bureau, a copying and copying bureau, and an archive.

At medium-sized enterprises, the functions of the DOW service are performed by individual specialists in the areas of work.

In small enterprises, the DOW service consists of 2-3 people.

In many organizations, the DOW service is not an independent unit, but is part of the administrative and economic service, personnel management or accounting services. However, the organization of work with documents is a completely independent type of activity that has nothing to do with economic support or accounting. Since the DOW service actually manages the documentation and documentary flows of the entire organization, it should be an independent unit, albeit with a small staff size (it can be 2-3 people), reporting directly to the head of the organization or one of the deputy heads who oversees information and documentation. This is also fundamentally important because the DOW service directly works with the management, resolves the issues of reviewing documents, controls their execution, conducts reference work on documents on the instructions of the management, and performs other instructions from the management.

Determination of the official composition and staffing of the preschool educational institution

When determining the official composition of employees, one should be guided by the All-Russian Classifier of Professions of Workers, Positions of Employees and Wage Levels (OKPDTR) and the Qualification Guide for the Positions of Managers, Specialists and Other Employees (approved by Decree of the Ministry of Labor of Russia No. 37).

To determine the number of personnel of the preschool educational institution, normative documents on labor and labor organization are used.

The rationing of the work of office workers, including the calculation of their staffing levels, is carried out on the basis of the following documents:

1. Intersectoral enlarged norms of time for work on documentary support of management.
2. Standards of time for work on improving the documentation support for the management of ministries, departments, enterprises and organizations.
3. Norms of time for work on automated archival technology and documentation support for governing bodies.
4. Norms of time for work on documentary support of administrative structures of federal executive bodies.

As a rule, determining the size of the unit is not the responsibility of the PEI service itself - this work is carried out by the departments of labor and wages or economic units, but if necessary, such calculations can also be made by employees of the PEI service. The normative documents on labor mentioned above contain methodological instructions regarding the application of these documents in practice.

Development of a regulation on the service of the preschool educational institution and job descriptions of employees An important task in organizing the service of the preschool educational institution is the development of a regulation on the service of the preschool educational institution and job descriptions of employees. This task is solved by the head of the PEI service itself or with the involvement of qualified specialists. The regulation on the service of the preschool educational institution and the job descriptions of its employees constitute a set of organizational and legal documentation, the development of which completes the organizational stage of the creation of this service.

1. General Provisions.
3. Functions of the DOW service.

The recommendatory nature of the GSDOU implies the possibility of making the necessary changes and clarifications. In particular, in our opinion, it is advisable to divide Section 4 "Rights and Responsibility" into two sections: "Rights" and "Responsibility" due to the fact that these are completely different concepts.

Organizational stage the creation of the DOW service ends with the development of job descriptions. The journal has repeatedly published articles on the development of job descriptions, so in this article we will limit ourselves to only general comments. It should be borne in mind that the job description is developed for a specific position, and if there are several identical positions in the unit, but the employees occupying them perform different duties, a separate job description should be developed for each set of job responsibilities. The assignment of a certain set of job responsibilities to the position should be reflected in the title of the document, for example: job description for a specialist in accounting and registration of documents, job description for a specialist in monitoring the execution of documents, job description for a specialist in working with citizens' appeals, etc.

Documentation system

The regulatory framework for office work is a set of laws and regulatory legal acts that regulate the technology for creating, processing, storing and using documents in current activities organizations and includes:

Legislative acts of the Russian Federation in the field of information and documentation;
Decrees and orders of the President of the Russian Federation, resolutions and orders of the Government of the Russian Federation regulating issues of documentation support at the federal level;
Legal acts of federal executive authorities (ministries, committees, services, agencies, etc.) of both industry-wide and departmental nature;
Legal acts of the representative and executive authorities of the constituent entities of the Russian Federation and their territorial entities, regulating the issues of office work;
Legal acts of a regulatory and instructive nature on office work 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. Basic requirements for documents and documentation support services (GSDOU);
Normative documents on the organization of managerial work and labor protection;
Normative documents on the organization of archival storage of documents.

The normative base of office work can be conditionally divided into two parts: information documentation support management:

1. normative base, providing the technological process of office work;
2. regulatory framework that ensures the organization of work of office workers.

The first part of the regulatory framework is conditionally divided into several groups.

The first group - federal regulations not direct action, to one degree or another affecting the organization and technology of documenting management activities and organizing work with documents. Among them one can name Civil Code, Code of Administrative Offenses, Labor Code. For document management and office work, the section of the Federal Law "On Information, Informatization and Information Protection", which establishes the legal regime for documenting information, is very important. According to the Law, documentation of information is a prerequisite for its inclusion in information resources. The law establishes the procedure for documenting information and names the state authorities that are obliged to ensure this procedure. According to the law, given task is assigned to the state authorities responsible for: organization of office work, standardization of documents, security of the Russian Federation.

The second group of normative acts is departmental legal acts on office work that have an interdepartmental character.

These include:

State system of documentary support of management;
- Standard instruction on office work in federal executive bodies;
- state standards for documentation (GOST R 6.30-2003 "Unified documentation systems. Unified system of organizational and administrative documentation. Requirements for paperwork");
- all-Russian classifiers of technical, economic and social information;
- rules for the execution of regulatory acts of the Bank of Russia (instructions, regulations, instructions), established by order of the Central Bank of the Russian Federation No. 02-395 "On the Regulations of the Bank of Russia "On the Procedure for the Preparation and Entry into Force of Regulations of the Bank of Russia", as well as a number of regulations of the Ministry of Labor of Russia, the State Statistics Committee of Russia, the Federal Archives, etc.

The third group of normative acts is various standard and exemplary instructions on office work of the administrations of the constituent entities of the Russian Federation and instructions of specific organizations.

The general trend of strengthening the legal support for the life of the Russian state requires addressing the issue of eliminating the legislative gap (lack of a clear legal norm on this issue) in the field of documentation management regulation. It is necessary to develop a federal law "On Documentation of Management Activities".

Proposals to develop a law "On Documentation Support for Management Activities" are caused by the fact that in modern management and its information support, the volume of documentation continues to grow, there are unjustified parallel "paper" and "electronic" systems for documenting and document management, there is a variety of software, technological and technical means that are incompatible with each other, there is no effective system for monitoring the movement and execution of documents.

At present, VNIIDAD, together with a number of departments, has prepared a draft law "On Documentation Support for Management Activities."

The document management system includes three interrelated components: the preparation of management documents, the technology for working with documents, the systematization of documents during the calendar year and the organization of their archival storage. When solving each of these problems, practitioners should be guided by the current regulatory and methodological documents in the field of office work, approved by the State Committee of the Russian Federation for Standardization and the Federal Archival Service of Russia.

In accordance with the Basic Provisions of the State Archival Service of the Russian Federation, the State Archival Service of the Russian Federation approved the Standard Instruction for Office Work in the Ministries and Departments of the Russian Federation, which establishes a unified procedure for organizing office work in federal executive bodies in order to ensure the timely implementation of federal laws, decrees and orders of the President of the Russian Federation, resolutions and orders Government of the Russian Federation and improvement of documentation support for the activities of structural divisions of ministries, departments and territorial bodies federal executive power. The procedure for compiling and approving the nomenclature of the organization's files, conducting an examination of the value of documents, processing files and transferring them to archival storage is set out in the Basic Rules for the Operation of Departmental Archives.

An important task in organizing the service of the preschool educational institution is the development of a regulation on the service of the preschool educational institution and job descriptions for employees. This task is solved by the head of the PEI service itself or with the involvement of qualified specialists. The regulation on the service of the preschool educational institution and the job descriptions of its employees constitute a set of organizational and legal documentation, the development of which completes the organizational stage of the creation of this service. The regulation on the structural unit of the department is developed by the head of this unit together with the head of the department, and is approved by the head of the department, the manager of affairs or the head of another unit, which includes the office work department.

Regulations on the subdivision - a document that determines the organizational and legal position of the subdivision in the structure of the institution.

The state system of documentary support for management contains an approximate provision on the service of the preschool educational institution, but it is currently possible to put it into practice only taking into account the changes that have occurred in the management system and which are reflected in modern legislation.

The text of the regulation on the service of the DOW, in accordance with the GSDOU, should contain the following sections:

1. General Provisions.
2. Goals and objectives of the preschool educational institution.
3. Functions of the DOW service.
4. Rights and responsibilities of the DOW service.
5. The relationship of the preschool educational institution with other structural units.

The organizational stage of the creation of the DOW service ends with the development of job descriptions. It should be borne in mind that the job description is developed for a specific position, and if there are several identical positions in the unit, but the employees occupying them perform different duties, a separate job description should be developed for each set of job responsibilities. The assignment of a certain set of job responsibilities to the position should be reflected in the title of the document, for example: job description for a specialist in accounting and registration of documents, job description for a specialist in monitoring the execution of documents, job description for a specialist in working with citizens' appeals, etc.

The instruction consists of the following sections:

- the general part (the main tasks of the employee, the procedure for filling a position, professional requirements for the employee, the person to whom the employee is directly subordinate, the main documents and materials that the employee must be guided by in his activities are established);
- the functions of the employee (the subject of reference or the area of ​​work assigned to the employee, the list of types of work that make up the performance of the assigned functions are determined);
- the duties of the employee (indicate the duties associated with the preparation of documents, the receipt, processing and issuance of information, involving the mandatory use of certain forms and methods of work, requiring compliance with the deadlines for the implementation of specific actions, determining the procedure for the execution of instructions, ethical standards that must be observed in the team);
- the rights of the employee (the rights of the employee are determined for the implementation of the functions assigned to him);
- relationships (indicate the units and employees from which the contractor receives and to whom he transfers information, the timing of the transfer, who is involved in the execution of certain documents, with whom they are agreed, etc.);
- evaluation of work (criteria are listed that allow assessing the degree to which an employee fulfills his functions and duties, the use of rights, etc., the main criteria are the quality of work and the timeliness of its implementation).

The job description is signed by the head of the office work department and approved by the head or deputy in charge of the office work department.

Legislative acts and regulatory and methodological documents on record keeping should be taken into account by specialists of organizations and enterprises of all organizational and legal forms.

Department of Documentation

Ensuring a unified procedure for organizing and maintaining office work in the divisions of the enterprise, unifying the forms of documents, creating samples of enterprise documents Organization of office work at the enterprise in accordance with standards and regulatory and methodological documents.

Organizational and methodological management of work with documents in the structural divisions of the enterprise.

Organization of control over the timely execution of documents in accordance with the resolutions of the enterprise management.

Ensuring an appropriate regime of access to documents classified as confidential, and the use of information contained in them.

Drawing up a consolidated nomenclature of the affairs of the enterprise, control over correct formation and registration of cases in structural divisions.

Development of regulatory and methodological documents for record keeping at the enterprise (instructions for working with documents, forms of official documents, unified forms of enterprise documents).

Registration and accounting of documents, conducting reference and information work on the documents of the enterprise Reception, registration, accounting, storage and distribution of incoming, sent and internal documentation; operational search and issuance of information on documents.

Consideration and verification of the execution of documents submitted for the report and for signature to the management of the enterprise.

Preparation of travel documents; registration of seconded employees. Participation in the work of the expert commission of the enterprise in preparation for the transfer to the archive of documents that have long-term (permanent) periods of storage; selection for destruction of expired documents.

Implementation of new information technologies in working with documents Participation in the setting of tasks, development, design and implementation of new information technologies in the enterprise.

Carrying out activities to improve the skills of employees of the enterprise engaged in office work.

Regulatory documents

External Documents:

Legislative and normative acts, standards and normative-methodical documents on office work.

Internal documents:

Charter of the enterprise, Regulations on the division, Job description, Internal labor regulations.

The relationship of the documentation department with other departments

With technical departments and drawing workshops, specifications, other documentation support for:

Registration, accounting and storage;
- notifications about changes in documentation support;
- applications for the selection of technical literature;
- acts on write-off of documentation support;
- applications for reproduction and distribution of documentation support;
- copies of documentation support of drawings, specifications, other documentation support;
- technical literature;
- instructions, instructions on the procedure for issuing documentation support for the archive.

With the department of labor organization and wages of the approved staffing table:

Regulations on bonuses for employees of the department;
- consultations on labor law issues;
- proposals for the formation of the staffing of the department.

With the department of material and technical supply of material and technical resources at the request of the department of applications for the material and technical resources necessary for the department (stationery, office equipment, etc.).

Rights of the Department of Documentation

Check the organization of office work in the structural divisions of the enterprise, make proposals and recommendations based on the results of inspections and recommendations to their managers for taking appropriate measures.

Demand from the heads of structural subdivisions references, information, documents, other materials necessary for the management of the enterprise, as well as information on the execution of documents, instructions and assignments of the management.

Return to the structural divisions for revision documents prepared in violation of the registration rules established by GOST.

Present to the management of the enterprise:

Offers about the encouragement of the employees of the department.
- Information about the plans of the department and a report on their implementation.
- Perform performance appraisals of department employees.

Responsibility of the documentation department

The head of the documentation department is responsible for the conscientious and timely performance of the functions assigned to the department.

The head of the documentation department is personally responsible for:

Compliance current legislation while managing the department.
- Compilation, approval and presentation of reliable information about the work of the department.
- Timely execution of management orders.

The responsibility of the employees of the documentation support department is established by the relevant job descriptions.

Documentation Service

The fifth section of the State system of documentary support for management, approved by the board of the Main Archive of the USSR, stipulates the following: "Documentary support for management in an organization is carried out by a special service acting as an independent structural unit subordinate directly to the head of the organization."

Speaking about the name of the management documentation support service, it should be noted that today the DOW service can have different names, for example: case management, office work department, management documentation support department, general department, office, secretariat, etc.

At the same time, it can be said that the specific name of the DOW service is not of fundamental importance, however, when choosing it, it is desirable to take into account the following factors:

The structure of the unit (has or does not have an internal structure, if so, is it complex or not);
requirements for the name (it is desirable that the name be simple, easy to remember and pronounce);
existing business traditions.

For example, in the State Documentation Management System it is recommended to use the following names:

In ministries and departments - administration, which, as a rule, includes:

Secretariat (reception, secretariat of the minister, secretariats of deputy ministers, secretariat of the board, protocol bureau);
inspection under the minister (head of department);
office (bureau of government correspondence, bureau of accounting and registration, expedition, copying and reproduction bureau, etc.);
department of letters (complaints);
department of improvement of work with documents and introduction of technical means;
central archive;

At state enterprises (associations), in research, design, design organizations and computer centers, higher educational institutions and other organizations - a department of documentation support for management or an office, which, as a rule, includes:

Divisions for accounting and registration, control, improvement of work with documents and the introduction of technical means, consideration of letters (complaints);
secretariat;
expedition;
copying and reproduction office;
archive.

However, for those organizations that categorically do not want to use the old names of the DOW service (case management, general department, office), we can offer naming options that reflect modern trends in the development of documentation management support, for example: service (department) of document management (documents), improvement department work with documents and implementation of technical means.

In small organizations, the management documentation support service, as an independent structural unit, may not exist. In this case, the work with documents is performed by the secretary of the head (inspector) or another specially appointed person.

Speaking about the management documentation support service, it is necessary to highlight its main tasks and functions.

The main tasks of the DOE service include the following, namely:

Improving the forms and methods of working with documents;
ensuring a unified procedure for documenting, organizing work with documents; construction of information retrieval systems, execution control and preparation of documents for transfer to the archive in accordance with applicable regulations;
reduction of paperwork;
unification of forms of documents;
development and implementation of regulatory and methodological documents to improve the documentation support of management in the organization, its structural divisions;
introduction of the latest information technologies in work with documents.

The typical functions of the DOW service include different types works, which can be divided into technological, organizational, methodological, control.

Technological features include:

Implementation of the initial (forwarding) processing of incoming documents;
registration of incoming, outgoing and internal documents;
conducting information and reference work on the documents of the organization; typewritten production of documents (typing on a computer);
copying, replication and operational reproduction of documents;
development and design of document forms;
preparation of documents for sending.

Among the organizational functions of the DOE service are:

Preparation for the report to the management of incoming documents;

Organization of timely consideration of documents by the management of the organization; regulation of the execution of documents, the passage and execution of documents on time;
organizing the storage of documents in structural divisions;
organization of the work of the archive in accordance with the rules, instructions and methodological recommendations of the Federal Archive;
advanced training of employees of the record keeping service and the archive;
organization of workplaces for employees of the clerical service, including automated workstations (AWP), working conditions for employees of the clerical service;
organization of office work at the request of citizens;
development (together with the relevant structural divisions of the organization) of measures to improve the forms and methods of working with documents.

Control functions include:

Control over the correctness of the execution of documents submitted for signature to the management (that is, outgoing and internal documents);
control over the deadlines for the execution of documents;
control over the correctness of registration and formation in the structural divisions of the organization of cases to be archived;
organization of control over work with documents in structural divisions;
summarizing information about the progress and results of the execution of documents, systematically informing management on these issues;
ensuring the storage of files and the operational use of documentary information.

The methodological functions performed by the DOW service include:

Development of a nomenclature of the organization's affairs, instructions for office work, a sheet of document forms and other local regulatory documents that fix the organization's office work system;
examination of the scientific and practical value of documents;
holding meetings and advising on issues related to the competence of the clerical service.

Documentation support of public administration

The main goals of the GSDOU:

1. in streamlining the document flow of the organization;
2. reducing the number and improving the quality of documents;
3. creation of favorable conditions for the use of technical means and modern technologies for collecting, processing and analyzing information;
4. improvement of the management apparatus.

The section "Documentation of management activities" consists of four parts: Composition of management documents, Unification and standardization of management documents, Registration of management documents, Drafting of texts of management documents.

When compiling documents for a particular enterprise, it is very important to focus on the requirements for the composition of documents in various management situations and for their texts.

GSDOU considers documentation of management activities as the creation of documents not only on paper, but also on other types of media (magnetic tapes, disks, etc.). In other words, the formulated requirements apply to all documents, regardless of whether they are created in the traditional way or with the help of computer technology.

The section “Organization of work with documents” covers the entire cycle of work with documentation from the moment it is received or created to the completion of execution, sending or handing over to the case. The section includes recommendations on the rational organization of workflow, the creation of information retrieval systems for enterprise documents, control over the execution of documents, and their preparation for transfer to the archive.

A feature of the GSDOU is that the schemes of routes for the movement of documents at the enterprise should include all points related to the automated processing of documents. An important requirement is the compatibility of manual and automated processing of documents.

In addition, recommendations on the creation and use of an information retrieval system (IPS) of an enterprise or institution are highlighted in a separate subsection of the GSDOU. This part discusses the rules for creating IPS in traditional and automated systems. The composition of the IPS has been determined. It should include registration, indexing of documents, their operational storage, information retrieval arrays. Since information retrieval arrays can be implemented in paper form (file cabinets) and electronic, the GSDOU requires their compatibility. To achieve such compatibility, the enterprise develops classifiers, for example, the nomenclature of cases, the classifier of correspondents, the classifier of structural divisions, the classifier of types of documents, etc.

The section also discusses the technologies for registering documents, indexing, operational storage, compiling a nomenclature of cases, forming cases, technologies for monitoring the execution of documents, and transferring them to a departmental archive.

The section "Mechanization and automation of work with documents" contains the most General requirements to the conditions for the use of automated means of working with documents (this section requires a lot of work).

The section “Organization of the PEI service” contains an approach to the organization and functioning of the management documentation support services.

GSDOU defined the service of the preschool educational institution as an independent structural unit, which reports directly to the head of the organization. GSDOU provides for the creation of several standard office services, depending on the category of organization or enterprise, these can be: business administration, office, general department, secretary of the head.

The section formulates the main tasks of the service, the requirements for the official composition, the regulatory support for office workers. The section contains links to documents that should specify them. Some of them, for example, the All-Russian classifier of workers' professions, qualification guide positions of managers, specialists and other employees.

The functions of office work services are given in the appendix to the GSDOU: "Approximate regulation on the document management service".

The GSDOU has a number of applications that can currently be used in the practice of management documentation support services:

Indicative list documents to be approved;
An approximate list of documents on which the official seal is placed;
List of typical deadlines for the execution of documents;
Approximate text structure job description for employees of the preschool educational institution;
Case nomenclature forms;
The form of the cover of the case of permanent and temporary (over 10 years) periods of storage, etc.

Many provisions of the GSDOU require revision. However, a number of rules and recommendations on the organization of preschool educational institutions can help clerks of institutions, enterprises, especially for those who are just mastering the difficult technology of working with documentation.

Documentation support of organizational management

There are three forms of organizing documentation support for management:

- centralized;
– decentralized;
- mixed.

The centralized form of documentary service is used in firms and small institutions. This form of setting up documentation support for management involves concentrating in one unit all work with documents: from receipt to delivery to the archive. The benefits of centralized document processing lie in the streamlining of office work.

The decentralized form of setting up documentation support for management assumes that each structural unit has its own office management service and independently conducts all types of work with documents. This form is used in a geographically distributed organization, when it is impossible to perform office work in one place.

In large organizations, a mixed form of documentary support for management is established - when part of the operations is carried out centrally, and part in structural divisions. For example, registration of documents received in the name of management is carried out centrally by the DOW service, and accounting, personnel, financial - in the relevant structural divisions.

The structure of the DOW service is established depending on the scope of work and belonging to a certain group of organizations. In ministries and departments - management of affairs, in research institutes, factories, other state and non-state enterprises, a department for documentary support of management or an office is created, in executive authorities and local self-government - a general department.

Each of the above structural units includes specialized structural elements: department, bureau, group, sector. Each division performs one or more functions.

Case management includes:

- inspection under the minister or heads of departments;
- department of letters;
- office;
- protocol bureau;
- secretary of the board;
– bureau of accounting and registration;
- expedition;
- computer center for processing text documents;
- Bureau of Government Correspondence;
- department of letters;
– department of improvement of work with documents;
- central archive.

The Office or Department of Records Management may include:

– a group for receiving and processing incoming and outgoing documents;
– a group for accounting and registration of documents;
- a group for working with citizens' appeals;
- archive;
– secretaries of heads and structural divisions;
– control group;
- Copying office.

Structure general department includes the following divisions:

- office;
– control group;
- protocol department;
– group of improvement of work with documents;
- a group of citizens' appeals;
– copying and duplicating bureau;
- archive.

Information and documentation support

Each of the listed operations is implemented in a substantive, documentary form, created both traditionally (manually) and with the help of electronic computers. In practice, undocumented management decisions are, in essence, auxiliary, operational and organizational and are preliminary in nature.

A complex mechanism for managing national economic objects is implemented mainly through fairly universal documentation of an administrative nature, created regardless of the specifics of the activity or form of ownership inherent in a particular enterprise (organization, institution).

By the beginning of the nineties of the XX century, more than 14 million people were employed in the country's administrative apparatus, and the annual document flow was at least 60 billion sheets with a clear upward trend. For a country like Russia, these data do not seem fantastic. 1. Document. Documentation systems in the national economy of Russia.

During the labor and social activities of a person, documents arise that fix, reflect and consolidate complex information connections between people and their various formations. “A material object with information fixed in a man-made way for its transmission in time and space” - this is how a document is defined state standard.

Historically, information in a document is fixed in various ways that have developed in the process of civilization development: symbolically, in writing, graphically, photographically, using audio and video recording tools. At the same time, the document itself performed, first of all, an informational function, but it also has other equally important functions: communication, accumulating, evidence, accounting and administrative. In the context of this course, the organizational and administrative function comes to the fore, implemented with the help of established management technologies, including planning, accounting, control.

Each individual document is a single act of documentation as an independent technological process. At the same time, activities individual organizations, industrial enterprises are actively displayed by a set of interrelated, interdependent and organically interacting documents, which are united by the basic concept of a documentation system.

The most generalized and holistic system is the nationwide documentation system, which includes virtually all types of documents created and implemented nationwide. This system, in turn, is formed by many subsystems, which are classified according to subject, geographical, functional, hierarchical and other essential features.

Thus, functional systems include planning, reporting and statistical, supply and marketing and financial documentation inherent in all government bodies without exception. national economy Russia.

Industry documentation systems reflect the organizational aspects of industry (departmental) management, which include the activities of ministries, departments, departments and departments of the federal, regional and local levels of government.

In essence, intensive work on the development and implementation of unified documentation systems has been launched in the country since the late sixties of the XX century. At the same time, the concept of such systems is associated with the unity of legal and formal requirements for information necessary and sufficient for coordinating management procedures in a particular area of ​​the company's activities.

By the end of the nineties, more than twenty federal unified documentation systems operated in the country, the regulatory framework of which was regulated by the relevant GOSTs. So, for a unified system of organizational and administrative documentation, the forms of documents are developed on the basis of the GOSTR6.30-7 model “Requirements for the execution of documents”.

The creation at one time of a nationwide system of documentation support (GS DOW) made it possible to more clearly formulate the concept of the documentation system itself as a set of technological processes for the creation and processing of documents created at enterprises, organizations and institutions of various status and departmental affiliation. The documentation system in this case assumes the existence of certain norms, procedures and requirements not only for the execution of the document, but also for the organization of work with it, processing, movement, storage and control of execution.

With the introduction of electronic computing equipment and automated workstations (AWS) into the process of processing documentary information, the concept of information and documentation management support has become legitimate, which includes an organized set of works on receiving, processing, storing and issuing information and documents to the consumer (subscriber) as its material carriers.

In the objects of implementation of information and documentation support, where computer-based automated systems have not yet been introduced, all technological operations are observed - from creating draft documents to working with documents of external origin: reception, distribution, registration, delivery (transportation), execution control, reference and stock and archival processing of documents.

With the introduction of computers in the documentation processes, the considered technological chain changes, since the specialist and the manager get the opportunity to work both with the full text of the document and with fragments containing pragmatic information.

The phenomenon of the document is that it acts simultaneously as an object, means and subject of labor in a single entity. This circumstance is decisive in the preparation, execution, coordination, approval and analytical and synthetic processing of documentary information, which occupies from 60 to 80 percent of the working time of the management apparatus. At the same time, it should be borne in mind that for a significant part of employees (planners, economists, accountants, assistant secretaries, statisticians, etc.), work with documentary information forms the basis of their work.

The introduction of modern information technologies and office equipment in documentary processes is quite effective, but requires compliance with at least two basic conditions: uniformity of formats and rational construction of document information processing technology, in which the same type of operations would be concentrated in one place.

In the United state system documentary support, established back in the seventies, it is advisable to single out several priority areas for rationalization and technological improvement of documentation processes:

Unification and standardization;
- centralization and streamlining of workflow;
- separation of documents storage;
- economics and planning of documentation processes;
- organization of work of specialized personnel;
- mechanization and automation of technological processes. The introduction of a centralized office work system across the state made it possible to achieve uniformity and information compatibility of documentation of various hierarchical structures and functional purposes.

The massive introduction of electronic computers in the processes of documentation and the organization of work with documentary information required a significant revision of the main provisions of the USSD, taking into account real changes in the technological processes of preparing, processing and processing documents. New system EGS DOW is based on the potential capabilities of computers, but also takes into account the real possibilities of the previously accumulated experience of traditional (manual) processing of documents of various nature. This takes into account the specific conditions of the enterprise (organization) and the volume of workflow.

Thus, the technology of information and documentation support for the management of the national economy and its structural units that has developed in Russia is a set of methods and means for processing documents, implementing information processes and organizational procedures designed to ensure the effectiveness of management.

The quality criteria for document information flow management are:

Complexity (participation of all structures);
- consistency (a set of elements connected by organizational and technological unity);
- regulation (ordering of elements in given parameters);
- assessment and stimulation (comparability of results with accepted criteria and motivation for management rationalization).

Information and documentation support is a very mobile technology, enriched with new forms, methods and means of processing, storing and distributing documents.

Documentation process

A prerequisite for effective management, which ensures sustainable competitive activity of the enterprise, is its information security.

There are two types of information:

Technical, technological - methods of manufacturing products, software, key performance indicators, test results, etc.;
business - forecasts, action strategy, research results, database, etc.

Any management decision is always based on information on the issue under consideration or the managed object. Timeliness and correctness depend on objectivity, reliability, efficiency and completeness of information. decision. The carrier of information (i.e. the result of the reflection of facts, events, objects, phenomena of objective reality and human mental activity) is a document.

In the management process, the information recorded in the document is not only the basis for making a decision, but also evidence of its implementation, a source for analysis and generalizations, and material for reference and search work. Thus, in management activities, the document acts as an object of labor and the result of labor. Accounting and reporting documents come from the lower level of management to the upper one; they can be used to assess the state of affairs in managed objects. This information is the basis for planning and forecasting. Organizational and administrative documents originate at the top level of management and go down.

Organizational and administrative functions in management are implemented using documents various kinds and appointments. Thus, the creation of an organization as a legal entity is accompanied by the adoption of constituent documents (charter, regulation, memorandum of association). The activities of the management bodies of the organization, its structural divisions and officials are regulated by regulations, regulations on structural divisions, instructions, rules and other organizational documents. Management decisions are recorded in administrative documents, the names of which are determined by the legal status and competence of the organization (decrees, orders, orders, etc.). Meetings of collegiate bodies are accompanied by keeping minutes. Relationships with business partners are regulated through contracts and other documentation used in contract work. Information exchange with organizations and citizens is carried out with the help of letters, telegrams, telephone messages, as well as messages transmitted using facsimile and computer networks. The organization prepares acts, reports, certificates, memorandums and other documents. When registering the admission, dismissal, movement of employees, granting leave, personnel documents(employment contracts, orders on personnel, statements, work books, personal cards, etc.).

The activities of specialists related to the documentation support of management modern organizations(secretaries, assistants, office managers, clerks, etc.), includes a wide range of tasks, functions and job responsibilities. Along with the processing of documents, employees of the document management services (case departments, offices, general and organizational departments, secretariats) have to pay a lot of attention to documentless service of the work of the administrative apparatus: receiving visitors; organization of negotiations, meetings and meetings; preparation of business trips of the head; telephone conversations, etc. However, it is the work with documents that is the main component of the activities of document management services, which is due to objective reasons: for the successful implementation of the main management functions - organization, planning, motivation, control and coordination - it is necessary to constantly have both operational and strategic information about specific areas activity and market situation, including information about consumers, competitors, new technologies, etc.

Information is a collection of information, indicators, data necessary to describe phenomena, objects, processes. The extremely important role of information in management is explained by the fact that the management process, in fact, is reduced to the collection, processing, transfer, storage, search and use of information in order to develop management decisions, which are new information of the governing body, intended both for internal (organization employees ), and for external (by other organizations) consumption.

The official activity of a person in any field requires, as a rule, the creation and use of written information to confirm specific facts and events in the course of business communication especially in case of economic or labor disputes. Considered respectively in arbitration courts and courts of general jurisdiction. Information recorded on paper or other media becomes a document, and the process of fixing information itself, i.e. creating documents is called documenting management activities.

Service documents have long performed a number of important functions that have not lost their significance at the present time:

Information - are the source and carrier of information;
- management - allow you to organize, regulate, control and analyze the management process;
- legal - serve as a legal basis for financial, economic and management activities, confirming the facts and certifying indicators and information;
- communicative - help organize the exchange of information and communication;
- accounting - accumulate information for certain periods of time and allow them to be analyzed, identifying trends and patterns;
- social - characterize the socio-economic, political, social and other spheres of life of the state and its citizens;
- cultural - they are a cultural monument, showing the features, traditions, customs of the era;
- historical - they are a source of knowledge about events and figures of different eras, more specifically, other historical monuments reveal historical events, confirm and supplement historical facts, help restore the historical past of countries and peoples.

However, the documentation itself does not solve all the problems associated with the documentation of management. Documents are specific material objects, with which it is necessary to perform many different actions. The created documents require further processing during their use in the management process, as well as subsequent storage for reference purposes. Therefore, the procedures for creating documents are supplemented by the organization of work with them.

Record-keeping support of the personnel management system (personnel records management) is, firstly, a set of documents of an organizational, administrative, informational, reference and accounting nature for the personnel of an organization and, secondly, their creation (or receipt from outside), processing and organization of movement for all levels up to transfer to other divisions.

The part of personnel records management that is directly related to the creation of these documents in accordance with established requirements is called documentation. Issues of movement and accounting of documents (receipt, processing, registration, execution control, current storage, sending) are covered by the concept of document flow. Activities for the organization of long-term storage of documents (examination of the value of documents, registration of cases, transfer to the archive, archival storage) are related to archival business.

The main office functions of the personnel management system are:

Timely processing of incoming personnel documentation;
- registration, accounting and current storage of personnel documents;
- development, coordination, printing of documents on personnel issues;
- bringing personnel documentation to the relevant employees for execution;
- control over the fulfillment of the requirements of documents;
- Reproduction of documents on personnel issues, etc.

The management process includes the following basic typical documentation operations:

Collection and processing of documentary information;
- preparation of a decision;
- making and documenting the decision;
- bringing the decision to the performers;
- execution of the decision;
- execution control;
- collection of performance information;
- transmission of information through vertical and horizontal links;
- storage and retrieval of information.

Each of these operations is implemented documentarily both in the traditional version and in the form of electronic documents. Undocumented (non-documented) managerial actions are auxiliary, operational and organizational and therefore constitute an insignificant percentage in comparison with documented functions that require, despite computerization, high intellectual and labor costs.

The administrative apparatus implements its functions mainly through universal and authorized organizational and administrative documents created and circulating regardless of the specifics of activities in all sectors of the economy and public administration.

Increasing the efficiency of using information systems is achieved through the end-to-end construction and compatibility of information systems, which allows eliminating duplication and ensuring the reuse of information, establishing certain integration links, limiting the number of indicators, reducing the volume of information flows, and increasing the degree of information use.

Information support involves:

Dissemination of information, i.e. providing users with the information necessary to solve scientific and production problems;
- creation of the most favorable conditions for the dissemination of information, i.е. carrying out administrative, organizational, research and production activities to ensure its effective distribution.

The automated management information system is designed on the basis of fast processing information to provide information about deviations from the planned indicators.

The intraorganizational information system performs the following functions:

Determining the needs of each specific leader in the nature and content of the information he needs for the purposes of operational management of the organization;
- determination of the needs for technical means of the organization as a whole and of each manager to provide all the necessary information;
- centralized planning of all costs for the acquisition, rental of technical means to ensure the smooth functioning of the information system;
- determination of the level of costs for the use of technical means in the information system (maintenance and training service personnel, payment for the premises used, the cost of purchasing magnetic tapes, diskettes, paper, etc.);
- ensuring the proper level of collection, storage and provision of information;
- development of software, application programs.

The information system based on the simultaneous use of computers and means of automated text information processing is considered to be the most effective.

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List of used literature

1. Arkhipova E.V. Fundamentals of methodology for the development of students' speech. - M.: Verbum-M, 2004. - 192 p.

2. Vvedenskaya L.A., Pavlova L.G., Kashaeva E.Yu. Russian language and speech culture for engineers. - Rostov n / a: Publishing House "Phoenix", 2003. - 384 p.

3. Goldin V.E., Sirotinina O.B., Yagubova M.A. Russian Language and Culture of Speech: A Textbook for Non-Philologists / Ed. ABOUT. Sirotinina. - 2nd ed., stereotypical. - M.: Editorial URSS, 2003. - 216 p.

4. Dantsev A.A., Nefedova N.V. Russian language and culture of speech: A textbook for technical universities. - 4th ed., add. revised - M.: Publishing House "Phoenix", 2005. - 317 p.

5. Maksimov V.I., Golubeva A.V., Kostomarov V.G. Russian language and culture of speech: Textbook for technical universities. - M.: Higher education, 2006. - 356 p.

6. A guide to the scientific style of speech. For technical universities / Ed. I.G. Proskuryakova. - 2nd ed., add. and revised - M .: Finta: Nauka, 2004. - 320 p.

7. Russian language and culture of speech: Tutorial/ O.Ya. Goykhman, L.M. Goncharova, O.N. Lapshina and others; Ed. prof. O.Ya. Goykhman. - M.: INFRA-M, 2002. - 192 p.

Improving the documentation support for managing the activities of the university

O.V. Vorobiev

GOUVPO "Moscow State University of Service"

Due to socio-economic and organizational changes of recent times in the field of management modern system Education in Russia is going through a period of radical reform and requires updating the existing legislative and regulatory framework for management, improving its documentation support in order to increase efficiency.

With the introduction of multi-level training of specialists in higher education in Russia, there is a tendency to increase the share of individual work in the training of a specialist (expanding the number at the student's choice, increasing the volume independent work etc.). In this regard, changes in the technology of organization and support of the educational process at the university are required. The decline in the quality of the organization of the educational process is often associated with the difficulty of obtaining and processing large amounts of information. The effectiveness of the analysis of the received data and decision-making by management personnel is reduced. Processing a large number of paper documents is costly manual labor and increases the influence of subjective factors (human factor).

At present, the objective conditions are ripe for the transition to electronic technologies for organizing the educational process. These include: equipping a higher educational institution with modern computing and office equipment; widespread introduction automated information systems and distributed databases.

Most universities use a three-stage system for managing the educational process: administration - faculty - department. Each of these levels solves its own tasks and has its own reserves for improving the quality of the organization of the educational process.

In this article we will consider the documentation support of the faculty management. Faculty

Educational and scientific subdivision of the university, carrying out a full cycle of training specialists in several related specialties. At the same time, the faculty conducts teaching disciplines of their specialties at other faculties. In close connection with the educational process, the faculty performs fundamental and applied research work in accordance with the profile of training specialists.

The faculty includes departments, dean's office, educational and scientific rooms.

The department is the main educational and scientific division of the university. The educational and scientific activities of the department are carried out in one or more areas of knowledge and are subject to the solution of the main task

Training of highly qualified specialists.

In addition, as part of the educational process, the department performs the following functions:

Organizes and conducts modern level educational and methodological work, including developing curricula, topics and programs of courses and seminars, term papers and theses and projects, establishes all forms of conducting classes, the ratio between lectures, practical and laboratory classes, distributes training assignments, organizes control over student learning;

Forms plans for scientific research, organizes their implementation and monitors their implementation;

Conducts training of specialists highest qualification(candidates and doctors of sciences) through postgraduate studies, doctoral studies and in the order of competition;

Organizes and controls advanced training and retraining of teachers and staff of the department;

Makes efforts to increase revenue

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of extrabudgetary funds at the expense of educational and scientific work, development of production and commercial activities;

Promotes the dissemination of scientific knowledge and carries out cultural and educational activities among the population;

Submits for consideration by the academic council of the faculty (university) proposals on candidates for filling positions, for nomination for academic and honorary titles;

Carries out other activities provided for by the Charter of the University and the current legislation.

The department holds monthly meetings of the department according to the developed work plans. All protocols are then filed. Also, the department draws up curricula, calendar plans, work programs, plans for the schedule. Letterheads are often sent to various organizations.

Faculty administration (dean's office) - a subdivision that controls and organizes the activities of the faculty. The dean is directly in charge of it. He controls the implementation of plans and plans the work of the dean's office, also independently determines the number and qualified staff faculty administration. The dean is responsible for reporting data, information and various materials prepared by the dean's office.

In the Charter of the university, the dean's office is not singled out as a subdivision of the faculty and, therefore, its functions are not defined.

However, it is the dean's office that is the governing body of the faculty, organizing office work, the educational process and well-coordinated work with various departments of the university.

The main purpose of the work of the dean's office is the organization of the educational process, with which the main office work is connected.

In the course of the university's activities, orders, memos, instructions, protocols, etc. are issued. They fix decisions on administrative and organizational issues, as well as issues of management, interaction, provision and regulation of activities.

The documents included in the system of organizational and administrative documentation are divided into three groups:

1. Administrative (orders, instructions, etc.);

2. Organizational (regulations, instructions, rules, etc.);

3. Reference and information (official letters, memorandums, protocols, acts, etc.).

The documents that form the workflow of the faculty are:

1. Order - a legal act issued by the rector of the university in order to solve the main and operational tasks standing in front of the university.

2. memo- a document addressed to a structural subdivision by the head of another subdivision, containing a statement of any issue, conclusions, proposals, requests.

3. A service letter is a generalized name for documents of different content that serve as a means of communication between institutions, private

persons. Service letters are always drawn up only on one issue.

4. Act - a document drawn up by several persons and confirming the established facts and events.

5. Explanatory note - a document containing a written statement to justify something, a confession of something.

6. Protocol - a document that fixes the course of discussion of issues and decision-making at meetings, meetings, conferences and meetings of collective bodies (Councils, commissions, etc.).

7. Job description - an instruction, a set of rules that establishes the procedure and method for the implementation and performance of work. The job description defines the job duties, responsibilities, rights, relationships (communications by position) of the employee.

8. The contract is one of the documents reflecting the conditions of labor relations between the employee and the administration.

The departments that organize the document flow of the faculty include:

Dean's office (issues orders on students, on organizational issues, receives orders from the personnel department on personnel, registers documents, prepares protocol books, submits documents to the archive, etc.);

Departments (receive documents, publish them, distribute statements for the session, store curricula, after the meeting of the department, protocols, work plans of the department are drawn up, documents are submitted to the archive, etc.);

Personnel department (student and employees) (keeps personal files, issues orders on personnel, registers the issuance of diplomas, certificates, documents, etc.);

Accounting (reception Money from students, issues wages and scholarships, issues certificates of wages etc.).

The dean's office receives documents registered by the university office. All documents are filed by numbers, dates and names in the appropriate folders. To record and control the student body of the institute, registers for registering orders for students have been opened separately for the full-time and correspondence departments. These journals contain lists of students (or individual students) who have entered the institute to study. The basis of training, the number and date of the order for enrollment, transfer or restoration are indicated. Numbers and dates of current orders are entered. When expelling from the institute, the line with the student's data is crossed out, and the following data is put down at the end: the number and date of the expulsion order, the reason for expulsion. The data entered in the journals for students is divided into courses, years and groups, sheets with groups are marked. Journals greatly facilitate accounting and control and search and reference work.

The execution of all registered documents is subject to control. Execution control includes: setting a document for control; checking the timely delivery of the document to the contractor; preliminary check and regulation of the progress of execution; accounting and generalization of the results of control over the execution of documents; informing the manager.

The main goal of the organization of control over execution

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Ensuring timely and high-quality execution of documents. Control is carried out by the management, the service of the preschool educational institution and responsible executors. The DOW service controls organizational and administrative documents.

When forming documents in cases by the DOW service, the following signs of the establishment of cases are used. The basis for grouping documents according to a nominal attribute is the name of their variety. For example: orders, protocols, acts, certificates, etc. Documents are placed in the file, which, in their content, correspond to the heading of the case.

The dean's office has developed certain rules for grouping documents into cases by type and chronology. Thus, orders on the personnel of students are grouped separately from orders on the personnel of teachers and employees; orders for the academy - separately from orders for the institute. Documents that are necessary for issuing an order on the personnel of part-time students are filed in personal files or form an independent file of annexes to these orders or instructions (for example, personal

appearances, copies of marriage certificates, birth certificates, etc.). In the full-time department, such documents are sent to the student personnel department of the university. The personal files of the Institute's full-time students are fully maintained and stored in the student personnel department.

As a result of the scientific activity of the faculty (meeting of the Academic Council, various conferences, admission of students to the magistracy), such types of documents as: orders, protocols, decisions, extracts are formed. For all of them, there are folders in which they are filed.

The faculty also receives various materials on conferences. Meetings of the Academic Council are held monthly, for which a turnout list is prepared, the agenda, which is distributed to the members of the council. After the meeting, all protocols are filed in a folder.

Every year, the dean's office collects information on contractual and state budget research, which is then transferred to the educational department.

At the faculty, the workflow is carried out by incoming, outgoing and internal documents (Table 1).

Incoming, internal and outgoing documents

Incoming reception and primary processing (office) preliminary review (office) registration (office) examination of documents by the head (rector of the university, vice-rector) delivery of documents to executors (dean or deputy dean) execution control filing the executed document into the file (office)

Outgoing drawing up a draft document (faculty) preparing a document (dean's office, departments of the faculty) endorsement of a draft document, its approval signing a document (university departments) registration (dean's office or office) sending a document to an addressee (office)

Thus, only the totality of documents of faculties makes up a significant amount of organizational, administrative, informational, and other documentation (and this does not count university-wide documents). In this regard, the organization of the university's workflow should be regulated and streamlined.

The task of reducing the volume of document circulation has two main aspects - reducing the number of documents created and reducing paper consumption for the production of documents. The most important is, of course, the first aspect.

The main condition for reducing the volume of documents is the streamlining of document formation. The main method here is the unification of both individual groups of documents and the entire system of documentation support. In practice, this is expressed in the creation of documentation systems that strictly establish the composition of the forms allowed for use and the rules for using them.

The real way to reduce the unjustified document flow is to improve the quality of the documents themselves as carriers of normative and other packages.

alignment information. The text of the document reflecting the management action, instructions, decisions should be drawn up in such a way that it contains only the necessary information, clearly interprets the essence of the decision and determines the real and reasonable deadlines for execution. In practice, unfortunately, there are frequent cases when a document is submitted for execution with already overdue deadlines, when the essence of the issue is so veiled that it is not clear whether the issue is resolved positively or negatively. Therefore, it is so important that the unified forms, the text of which has already been thought out and rationalized, be used as widely as possible when preparing documents.

Having the task of reducing paper consumption and saving the labor of the staff of the apparatus for preparing and reading documents, it is advisable to shorten the text by significantly reducing the traditional various kinds of introductory parts and preambles.

Reducing the volume of documentation is achieved by building effective information retrieval systems. For example, a personnel order is printed in several copies and filed into a file with orders, into a personal file, into an accounting file, or maybe

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be, and in the planning and production departments. The reason for such a large circulation is the difficulty of searching: every specialist who may need this document prefers to keep it at home rather than rely on an unreliable, and most importantly, lengthy search. As a result, the volume of documents increases significantly. The development of a well-functioning search engine can drastically reduce duplication, especially when using computers and the ability to get any information available in the organization at your workplace over the network.

Reducing the physical size of documents is an essential side of reducing the workflow. This task is carried out by simple methods, which, however, are associated with overcoming some bureaucratic habits. For example, there is still an opinion among managers that it is impossible to send a document in A5 format “upstairs”, that a letterhead with an angular arrangement of details is less “solid” than with a longitudinal arrangement, and can, as it were, humiliate the author, etc.

According to modern rules, the size of the form should depend only on the size of the text, and not on the degree of our respect for the addressee. The amount of text can be reduced by applying standard typing rules, which saves sheet space by about 5%. It is expedient to produce voluminous documents of a reference nature and long-term use with replaceable pages, which will allow not to reprint the entire text when changes are made. When preparing documents of an operational nature, it is recommended to use the telegraph style, write answers on the request itself, do not write additional redundant information, increasing information noise, etc.

As mentioned above, the workflow is improved by rationalizing and reducing the number of document forms; organization of their delivery; introduction of the practice of preliminary consideration of documents by a highly qualified specialist and their distribution by executors, bypassing the management of the institution; minimizing manual operations and data correspondence; the use of mechanization and computer technology at all stages of the movement of documents; introduction of strict control over the execution of documents.

important modern means improvement of workflow is the computerization of the operations of compiling and processing documents.

With the improvement of document circulation in the conditions of computer technology, the main importance is given to the place and role of technology in the general scheme of document movement. Building computer network at the university involves changing the flow of documents of the traditional management system and increasing their implementation with the help of computer tools. Importance at the same time, it has the procedure adopted in the management system for giving legal force to “machine” documents, those. documents created by means of electronic computers and especially on machine media.

The main task is to avoid parallel participation in the workflow of traditional and "machine" documentation containing duplicate information. Therefore, for use by employees of the administrative apparatus, it is recommended to send only processed and synthesized documentary information, and transfer the original information for storage in the archive immediately after transferring the data to a computer medium.

Compliance with GOST 6.10.484 “Unified Documentation Systems. Giving legal force to documents on a machine carrier and a machinogram created by computer technology. Basic Provisions". This standard, in particular, establishes a single set of mandatory details of any documents.

To solve problems at the university level, various universities developed and implemented software systems (for example, at the Novosibirsk State Technical University, in 1992), which make it possible to automate the most routine operations related to the preparation and execution of documentation: lists of groups, orders, personal cards, etc.

The main disadvantage of such systems is the difficulty of integrating them into higher-level systems and their closed nature.

The main properties of this system are: user and event controllability; the ability to integrate with systems of a higher level (rector's office) and a lower level (department, selection committee, etc.); openness to modification and expansion; the ability to work in the network and prepare data for the services of the university in electronic form. The system performs the following functions:

Accounting and analysis personnel students and teachers of the faculty;

Accounting and analysis of student performance for the entire period of study at the university;

Formation and accumulation of orders;

Formation and accumulation of documents on the organization of the educational process (curricula, study assignments for departments, working curricula for students, exam schedules, etc.);

Accounting and analysis of the financial activities of the faculty (scholarships, allowances, contract students, etc.);

Formation and accumulation of current documentation (certificates, examination sheets, lists of groups, etc.);

Control of timely formation and passage of documents;

Formation of user groups with assignment to each user of certain rights of access to information.

The use of software systems for processing documents, the transition to electronic technologies for organizing the educational process at the university will increase the efficiency of the analysis of the received data and make the right management decisions. This will allow the higher education institution to comply with modern socio-economic and organizational changes in the country.

Office work course: Documentation support of management: Textbook. - 2nd ed. - M.: INFRA-M; Novosibirsk: NGAEiU, 1998. - S. 124.

The main goal of improving the DOE is to establish uniform principles for working with documents at all levels of management, organizing the document flow of an enterprise, improving the quality of documents, creating conditions for the effective use of advanced technical means and technologies for collecting, processing, moving, analyzing information, improving the work of the management apparatus.

An organization striving to create an effective information processing environment to improve the quality of management has a serious task - to improve the work on the preparation and processing of documentary information by creating a mechanism for documenting enterprise management (DOE).

To solve this problem, it is necessary to be guided by existing regulatory documents, the provisions of GOST and the recommendations of specialists.

Due to new requirements based on modern international standards, a methodological basis is needed that takes into account these requirements for the construction of documentation support for management. In this regard, the first stage in improving the documentation management support (DOW) is the construction of an algorithm, on the basis of which the current system will be evaluated and all components of the system improvement process will be worked out.

The main tasks in assessing and improving the preschool educational institution are:

Improving the efficiency of management activities;

Accelerating the movement of documents in the organization;

Reducing the complexity of document processing;

Determination of compliance with the availability and needs of production and management processes in documentation support;

Availability and further setting of goals for documentation support (the achievement of which should be ensured by the document system);

Determination of the functions of the document system based on the goals set, taking into account the requirements.

The main task in constructing an algorithm for assessing and improving the DOE is to link system requirements and basic attributes that allow the control system to be in balance.

The practice of streamlining document management in the management apparatus allows us to identify the main stages of design:

Conducting a pre-project study, i.e. collection of initial data for design;

Analysis of samples of internal documentation and classification of documents;

Analysis of the existing workflow of the enterprise;

Analysis of existing document management (document management practices, document storage practices, file formation practices, compliance with GOST R 6.30-2003);

Analysis of the nomenclature of the affairs of the enterprise;

A photograph of the working day of employees involved in the enterprise's document flow in order to identify the actual state of the use of technologies for preschool educational institutions and the practice of documenting decisions made;

Identification of shortcomings in the documentation of management;

Preparation of technical specifications for design;

Development of a project for the rationalization of document management and calculation of the expected economic efficiency from its implementation;

Implementation.

Carrying out each stage requires the use of certain methods inherent in this stage.

Functions, tasks and structure of the organization;

Organizational and regulatory materials on office work;

Documents of the organization (design and content);

The nature of the loading of the record keeping of the main specialists;

Organization of work with documents;

Document passing technology;

Organization of production (set) and reproduction of documents;

Organization of delivery (movement) of documents;

Organization of the current storage of documents and delivery to the archive.

The following methods were used in the research work: monographic method, generalization, study of documents, direct observation, photograph of a working day, graphic, statistical. The choice of method is determined, on the one hand, by the purpose of the study, and, on the other hand, by the nature and conditions of the working time being studied.

The monographic method is a deep study and a specific description economic activity individual units of the study population . It consists in the fact that the problem of documentary support of management is carefully and from many sides analyzed at the enterprise, after which a conclusion is made from this object to a wider area of ​​similar objects.

Generalization is a definition general concept documentation support of management, which reflects the main, basic, characterizing concept of DOW.

The study of documents is one of the main obligatory methods from which the study begins.

The documents required for study during organizational design can be divided into several groups.

The first group includes legislative and regulatory materials on the creation, tasks, functions of the organization, legislative acts, orders, charter and staffing, which allows you to immediately imagine the size of the organization, documentary flows and their volume.

Of particular note are the regulations and teaching materials on the organization of document management: instructions for office work, job descriptions of employees, guidelines for performing individual operations in working with documents.

The second group includes various accounting forms, lists and information that provide material on the state, document processing technologies in the organization.

Collecting information about the procedure for receiving, processing and transmitting incoming and outgoing correspondence, the volume of workflow and the structure of document flows, we study accounting forms (magazines, registers), schedules and routes of documents.

A special approach requires the study of materials characterizing the organization of the current storage of documents.

The method of observation is also one of the main ones. It consists in the direct presence in the organization at specific workplaces and visual fixation of ongoing processes and working conditions.

The method of observation is used to determine the nature of the workload of the head and chief specialists, the organization of work on the reception, processing, production, transportation, storage of documents and equipment with computer equipment.

To determine the nature of the loading of working time for maintaining documentation of the main categories of office personnel and identifying the types of work performed by individual employees, I used a photograph of the working day. The results of the photograph of the working day are an integral part of the report on the organization of the preschool educational institution.

The purpose of photographing a working day is to determine the content of labor, the number of units of work and the cost of working time, as well as to study issues related to improving the efficiency of workers with documents and ensuring the rational organization of labor.

In the technology of photographing a working day, I identified three stages:

Observation;

Systematization of the received data;

Analysis of the obtained results.

During the working day, all actual actions and breaks were noted with an accuracy of one minute, and against each element of the cost of working time, the time and duration of the operation were affixed.

When systematizing the received data, she brought them into a single system.

Analysis of the results obtained is a procedure for mentally, and often also for real, dismemberment of an object into parts; analytical procedures are one of the main ones in scientific research.

The graphical method provides for a detailed and concise fixation of the observed operations using a drawing. It is used in the study of document flow.

The statistical method provides for the quantitative accounting of homogeneous operations and phenomena. It was used to calculate the volume of workflow, the number of registered and controlled documents, and the results of a photograph of a working day.

The basis of the entire methodology for designing documentation support for management should first be the definition of the goal, and then the mechanism for achieving it.

The systemic nature of the approach itself is manifested in the following:

Do not lose sight of any of the management tasks, without the solution of which the implementation of the goals will not be complete;

To identify and interconnect with respect to these tasks the entire system of functions, rights and responsibilities along the vertical;

Investigate and organize all connections and relationships along the horizontal management;

Provide an organic combination of vertical and horizontal management of documentation support.

Important in the development of regulatory documentation is the preparation (description, design) of documents. There are no hard methods at this stage, but there are certain methodological documents and stylistic rules for formulating the provisions of job descriptions, instructions for office work.

Designing a system of documentary support for management should include a system of goals and their distribution between various links. This includes the composition of units that are in certain connections and relationships with each other, the distribution of responsibility.

At the stage of designing regulatory documentation, the following methods were used.

The method of "participation or active observation" involves the active involvement of the analyzer in the process of performing the work in relation to which he collects information. The main inconvenience of this method is the large expenditure of working time for the collection of relevant information. In addition, there is a danger that some information will remain undetected and the observer will have a different view of the work, since the observer is less experienced in doing the work, especially if active observation is carried out for a short period of time.

Most important method when designing documentation - functional analysis posts. Information collected by methods of interviewing (interviewing) in a loosely standardized version, and observations are analyzed according to three parameters: data, personnel, subjects of activity.

When distributing control functions among the specialists of the control apparatus, a parametric method was used. The purpose of this method is to establish functional dependencies between the parameters of the elements of the production system and the control system in order to identify the degree of their compliance.

The following groups of methods are used to develop regulatory documentation:

Information collection methods;

Information analysis methods;

Methods for designing regulations.

When formulating the provisions of job descriptions, it is recommended to use the following rules:

Describe tasks or responsibilities by beginning sentences with a verb denoting an employee's action, used in the present tense;

Be precise, use the minimum number of words, avoid repetition;

Always distinguish between direct responsibility for the direct execution of a task and managerial responsibility, which consists in monitoring and supervising their performance by others. It is most important to determine the contour of the methodological support of the regulatory functions of managerial activity.

The specifics of managerial work, as an object of regulation, necessitates a distinction quantitative methods calculation and evaluation of indicators of management activities of enterprises and qualitative methods for designing regulatory documentation.

Normative and methodological base for the development of instructions and regulations:

Qualification directory of positions of managers, specialists and other employees, approved by the Ministry of Labor and social development RF in 1998;

Model provisions and job descriptions.

The advantage of these documents is the presence of a complete list of positions, job responsibilities and skills of the management personnel of the organization.

The methodology for developing regulatory documentation has the following features:

When developing job requirements less and less common standard descriptions are used for a group of positions of the same name;

Top management and lower management positions are viewed by many organizations as unique;

It is considered important for senior management positions to establish specific personality traits of the leader that meet the requirements for this leadership position.

The most important and generalizing documents regulating the distribution of functions, rights, duties and responsibilities of departments and officials of management personnel are job descriptions, instructions for office work.

When developing the job description of the secretary-clerk and other documents in this work, the normative method was used. It provides for the application of a system of standards that determine the composition and content of management functions.

To design the nomenclature of cases, the Methodological recommendations for the development of exemplary nomenclature of cases offered by the All-Russian Research Institute of Documentation and Archiving were used.

To assess the effectiveness of improving management, the method of analogies was used, which consists in using in the process of rationalization and designing documentation support for management of proven projects with similar characteristics.

Measures to improve the documentation support of management should lead to:

ѕ reduction of terms of passage and execution of documents;

- elimination of loss of documents;

* optimization of the document approval process;

ѕ centralized storage of texts of documents prepared in

electronic form, and their graphic images;

ѕ control of the passage of documents in the divisions of the enterprise with

the moment they are received or created until the completion of execution;

ѕ timely informing employees and management

about received and created documents;

- control of performing discipline.

Thus, it is vital for any organization to constantly improve the documentation of management, as this directly affects the quality of managerial decision-making.

The process of development and implementation of the project consists of three stages: pre-project preparation, design and implementation.