The activity of any enterprise or organization, regardless of the form of ownership, is impossible without document management, which is, in fact, a confirmation of this activity. The unification of document circulation was made back in the 79s of the last century, but the standards created then, with minor changes and additions, are still valid today.
Instructions
Step 1
The unified document management system required to support the organization's activities includes three types of documents:
- organizational;
- administrative;
- information and reference.
The latter type of documents is auxiliary in relation to the first two and, unlike them, is not mandatory for execution. They contain any special service information necessary both for making managerial decisions and for their correct understanding and implementation.
Step 2
Reference documents include: business newsletters; telegrams and telephone messages; service, report and explanatory notes; summaries, reviews and information reports, acts. The content of these documents can only be taken into account or induce actions based on this information. This is an important part of the workflow, without which it is impossible to organize any production process.
Step 3
If we talk about certain types of information and reference documents, the main part of them, as a rule, is information letters, in which the authors bring to the attention of the respondent some facts, information about goods, upcoming events or activities. They can be both proactive and those that are written in the form of a report on the implementation of assigned tasks from parent organizations with the highest management level. Self-motivated sales letters also refer to information and reference documents.
Step 4
Summary, overview or information note - documents containing a description of some of the same type of facts, things or events in which a brief summary may be present, but this requirement is not mandatory. Ordinary certificates can be prepared at the request of interested parties or individuals and serve as a document confirming any fact. These are, for example, certificates of salary, family composition, place of work or study, etc.
Step 5
Service notes are usually used as an exchange of information between departments that are not directly dependent on production. Reports are written to the immediate supervisor in order to inform about the facts that he needs to know on duty. Explanatory statements are used in cases of violation of labor discipline, they are written by the violators themselves in order to explain their act. Acts confirming this or that fact are drawn up collectively and signed by at least 3 participants in the check or action.
