Lectures lectures on "documentation management". Documentary support of management Documentary support of management lectures for sports

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Topic 1 The essence of the concepts "Documentation support for management" and "Documentation of management activities"

Management Documentation(DOE) (office work, office technologies, information technologies in management) - a branch of activity that provides documentation and organization of work with official documents.

Documentation- recording information on various media according to established rules.

Organization of work with documents- organization of workflow, storage and use of documents in the current activities of the institution.

The main task of the preschool educational institution is to ensure the effective operation of organizations of various profiles, improve managerial work, reduce the cost and reduce the administrative apparatus.

History of domestic office work

The following stages are distinguished:

Office work in the Old Russian state (X-XI centuries) and in the period of feudal fragmentation (XI-XV centuries)

Mandatory office work (XVI-XVII centuries)

Collegiate clerical work (XVII century)

Ministerial records management (XIX - early XX centuries)

Soviet era of state office work

Modern government regulation of dow

Currently, the regulation of documentation, organization and technology of documentation support for management is carried out in three areas:

Legislative regulation

Standardization

Development of regulatory and methodological documents.

Legislative regulation

The laws of the Russian Federation have the highest legal significance: the Civil Code of the Russian Federation; RF Law "On Standardization" (1993); Law of the Russian Federation "On Information, Informatization and Information Protection" (1995); Law of the Russian Federation "On the Languages ​​of the Peoples of the Russian Federation" (1991); Decree of the Government of the Russian Federation "On streamlining the manufacture, use, storage and destruction of seals and forms with the reproduction of the State Emblem of the Russian Federation" (1995); Law of the Russian Federation "On State Secrets" (1993); RF Law "On Electronic Digital Signature" (2002) and others.

Standardization

GOST R 6.30-2003. Unified documentation systems. Unified systems of organizational and administrative documentation. Documentation requirements.

Normative and methodological documents

State system of documentation support for management (GSDOU) (1991);

Standard instructions for office work (approved by order of the Federal Archives of 2000);

Basic rules for the work of departmental archives (1988);

Lists of documents indicating the periods of storage (standard and departmental) (1996);

Rules for maintaining and storing work books, preparing work book forms and providing employers with them, approved. Decree of the Government of the Russian Federation of April 16, 2003 No. 225.

Instructions for filling out a work book, approved. Decree of the Ministry of Labor and Social. development of the Russian Federation (introduced from 01.01.2004).

Topic 2. Main properties, functions and features of the document

Information - (from lat. Information - explanation, presentation)

information transmitted by people, orally, in writing or in other ways.

the exchange of information between people, man and machine, the exchange of signals in the animal and plant kingdoms; transmission of traits from cell to cell; from organism to organism; one of the basic concepts of cybernetics (the science of control, communication and information processing) (general scientific concept)

information about the surrounding world and the processes taking place in it, perceived by a person or special devices.

2 The concept of a document A document (from documentum - “sample, evidence, evidence”) is a material object that contains information in a fixed form and is specially designed for its transmission in time and space. A document (from Latin documentum - “sample, evidence, proof”) is a material object containing information in a fixed form and specially designed for its transmission in time and space. A document is identifiable information recorded on a tangible medium, created, received and retained by an organization or individual as evidence when confirming legal obligations or business activities. A document is identifiable information recorded on a tangible medium, created, received and retained by an organization or individual as evidence when confirming legal obligations or business activities. GOST R ISO “System of standards for information, librarianship and publishing. Document management. General requirements".

3 Documentation Documentation is a regulated process of recording information on a medium, ensuring its legal force. Documentation is a regulated process of recording information on a medium that ensures its legal force. A carrier is a material object used to fix and store speech, sound or visual information on it, including in a converted form. A carrier is a material object used to fix and store speech, sound or visual information on it, including in a converted form. Means of documentation: Means of documentation: simple tools (pens, pencils); simple tools (pens, pencils); mechanical and electromechanical (typewriters, tape recorders, voice recorders, photo, film and video equipment); mechanical and electromechanical (typewriters, tape recorders, voice recorders, photo, film and video equipment); automation equipment (computer equipment with appropriate software). automation equipment (computer equipment with appropriate software).

4 Characteristics of the document Authenticity. A document is authentic if it was created or sent by a person authorized to do so at the time indicated in the document. A document is authentic if it was created or sent by a person authorized to do so at the time indicated in the document. Reliability. A credible document is one whose content can be considered a complete and accurate representation of the activity or facts to be confirmed and that can be trusted in subsequent activities. A credible document is one whose content can be considered a complete and accurate representation of the activity or facts to be confirmed and that can be trusted in subsequent activities. Integrity. The integrity of a document is determined by its completeness and immutability. The integrity of a document is determined by its completeness and immutability. suitability for use. A usable document is one that can be localized, found, reproduced, and interpreted. A usable document is one that can be localized, found, reproduced, and interpreted.

5 Document functions General document functions: General document functions: informational; informational; social; social; communicative; communicative; cultural. cultural. Special functions of the document: Special functions of the document: managerial; managerial; legal; legal; historical. historical.

6 Classification of documents by type of media - electronic, paper; by type of media - electronic, paper; by structure - formalized, non-formalized; by structure - formalized, non-formalized; by field of activity - scientific, design, technical, managerial, production; by field of activity - scientific, design, technical, managerial, production; by appointment - organizational, administrative, accounting, reference, etc.; by appointment - organizational, administrative, accounting, reference, etc.; by type of content - text, graphics, multimedia, etc.; by type of content - text, graphics, multimedia, etc.; in the direction of transmission - incoming, outgoing, internal. in the direction of transmission - incoming, outgoing, internal.

7 Documentation systems Documentation system - a set of all documents interconnected by characteristics: Documentation system - a set of all documents interconnected by characteristics: origin, origin, purpose, purpose, type, type, field of activity, field of activity, uniform requirements for their execution. uniform requirements for their design. Documentation systems are designed to document a particular management function. Documentation systems are designed to document a particular management function.

8 Management documentation systems organizational and legal documentation; organizational and legal documentation; planned; planned; administrative; administrative; reporting; reporting; staffing documentation; staffing documentation; financial documentation; financial documentation; logistics documentation; logistics documentation; contractual documentation; contractual documentation; documentation reflecting the main activities of the organization or enterprise. documentation reflecting the main activities of the organization or enterprise.

9 Unified Documentation System The Unified Documentation System (UDS) is a set of interrelated forms of documents that provide a documented presentation of data in certain types of business activities, means of their maintenance, regulatory and methodological materials for their development and application. The Unified Documentation System (UDS) is a set of interrelated forms of documents that provide a documented presentation of data in certain types of business activities, their means of conducting, regulatory and methodological materials for their development and application. Objectives of creating DDD: Objectives of creating DDD: 1) Ensuring economic efficiency and a guaranteed level of information quality at all stages of document processing. 2) Improving and reducing the diversity of the content and forms of documents.

10 International activities in the field of standardization of documents TC 46 "Documentation" TC 46 "Documentation" TC 97 "Computers and information processing"; TC 97 "Computers and information processing"; TC 154 "Documents and Information Elements in Management, Trade and Industry" TC 154 "Documents and Information Elements in Management, Trade and Industry" In 2007, the project "Document Management System" was launched (120 specialists from 40 countries). The goal is to "Propose organizations a strategic approach to using information resources as business and commercial assets and knowledge repositories."

11 Requirements for DDD Documents included in DDD should be developed taking into account their use in the system of interconnected EIS; Documents that are part of the DRC should be developed taking into account their use in the system of interconnected EIS; The DDD should contain the complete information necessary for the optimal management of the object for which this system is being developed; The DDD should contain the complete information necessary for the optimal management of the object for which this system is being developed; DDD should be focused on the use of computer technology for the collection, processing and transmission of information; DDD should be focused on the use of computer technology for the collection, processing and transmission of information; DDD should provide information compatibility of EIS of various levels; DDD should provide information compatibility of EIS of various levels; all documents that are part of the developed DDD, and all the details-signs in them must be encoded using international, system-wide or local classifiers. all documents that are part of the developed DDD, and all the details-signs in them must be encoded using international, system-wide or local classifiers.

12 Directions of unification Unification of the structure Unification of the content Unification of the design the presence of three parts of the document; the presence of three parts of the document; the general composition of the details of the heading and design parts; the general composition of the details of the heading and design parts; standard sizes of media and document margins; standard sizes of media and document margins; the location of the details of the document. the location of the details of the document. use of standardized professional vocabulary; use of standardized professional vocabulary; compliance with the requirements of business style; compliance with the requirements of business style; compliance with the requirements for the identification of documents and ensuring their legal force. compliance with the requirements for the identification of documents and ensuring their legal force. ergonomic characteristics of documents; ergonomic characteristics of documents; informativeness of data presentation forms; informativeness of data presentation forms; consistency in the design of documents of the same type. consistency in the design of documents of the same type.

14 Class USD Code OKUD Organizational and administrative documentation Primary accounting documentation Settlement and monetary documentation Financial, primary, reporting accounting documentation of budgetary institutions and organizations Reporting and statistical documentation Pricing documentation Documentation on logistics Documentation on trade Documentation on foreign trade Project documentation on capital construction Unified system for design documentation (ESKD) Unified system for technological documentation (ESTD) Unified system for technical preparation of production (USTPP) Social security documentation Documentation for inventions and discoveries

15 Unified system of organizational and administrative documentation GOST R “Unified documentation systems. System of organizational and administrative documents. Requirements for paperwork” GOST R “Unified documentation systems. System of organizational and administrative documents. Requirements for the execution of documents "Decree of the Government of the Russian Federation from" On the model regulation of interaction between federal executive authorities", etc. Decree of the Government of the Russian Federation from "On the model regulation of interaction between federal executive authorities", etc. Rules of office work in federal executive authorities, approved . Decree of the Government of the Russian Federation from the Rules of office work in federal executive bodies, approved. Decree of the Government of the Russian Federation No.

17 Classes of organizational and administrative documents Organizational documents are a set of interrelated documents that regulate the structure, tasks and functions of an enterprise, the organization of its work, the rights, duties and responsibilities of managers and specialists of an enterprise. Organizational documents - a set of interrelated documents regulating the structure, tasks and functions of the enterprise, the organization of its work, the rights, duties and responsibilities of the managers and specialists of the enterprise. The administrative documentation includes the documentation in which the decisions of administrative and organizational issues of the activity of the control object are recorded. The administrative documentation includes the documentation in which the decisions of administrative and organizational issues of the activity of the control object are recorded. Information and reference documents provide information that encourages certain management decisions. Information and reference documents provide information that encourages certain management decisions.

18 Types of administrative documents in terms of decision-making Documents issued collegially Documents issued individually Types of documents Decrees, decisions Order, instruction Level of decision-making Federal government, committees and commissions, boards of ministries, supreme governing bodies of joint-stock companies Federal ministries, administrations of subjects of the Russian Federation, heads enterprises Benefits Increased consistency of decisions taken Efficiency is ensured, responsibility is increased

19 Structure of the ORD Formalized document Unformalized document Features typical composition and arrangement of details; typical composition and arrangement of details; standard design details; standard design details; use of paper of standard sizes use of paper of standard sizes a small number of standard details; a small number of standard details; multipage documents; multipage documents; availability of textual, tabular, graphical information. availability of textual, tabular, graphical information. Types All documents enshrined in the USD Reviews, reports, abstracts

20 The composition of the details of the ORD 01 State Emblem of the Russian Federation 02 Emblem of the subject of the Russian Federation 03 Emblem of the organization or trademark 04 Organization code 05 Main state registration number of the legal entity. person (OGRN) 06TIN/KPP 07 Document form code 08 Name of the organization 09 Reference data on the organization 10 Name of the type of document 11 Date of the document 12 Registration number of the document 13 Reference to the registration number and date of the document 14 Place of compilation or publication of the document 15 Addressee

21 The composition of the details of the ORD 16 Document approval stamp 17Resolution 18 Title to the text 19 Control mark 20 Document text 21 Application mark 22Signature 23 Document approval stamp 24 Document approval visas 25 Seal impression 26 Copy certification mark 27 Performer mark 28 Execution mark document and sending it to the case 29 Mark of receipt of the document by the organization 30 Identifier of the electronic copy of the document
23 Tasks of the DOW service Documenting the management decisions made Documenting the management decisions made Receiving, sorting and distributing the flows of external and internal information to the heads and executives of departments in accordance with their powers Receiving, sorting and distributing the flows of external and internal information to the heads and executives of the departments in accordance with their powers Control of execution of documents, analysis of quality and timing of execution Control of execution of documents, analysis of quality and timing of execution Organization of storage, search and issuance of documents. Organization of storage, search and issuance of documents.

24 The volume of document circulation per year Organizational forms of the PEI service Type of enterprise, organization of documents Management of affairs Administration of the President of the Russian Federation, Republic of Belarus, Government of the Russian Federation, Republic of Belarus Grade 4 Grade 3 Grade 2 Grade 1 100,000 documents Administration Administration of the President of the Russian Federation, the Republic of Belarus, the Government of the Russian Federation, the Republic of Belarus Grade 4 Grade 3 Grade 2 Grade 1 ">

25 List of structural divisions of the DOW service Subdivision for streamlining office work of the enterprise management system Subdivision for rationalizing office work of the enterprise management system Subdivision for receiving and sending correspondence Subdivision for receiving and sending correspondence Subdivision for execution control Subdivision for execution control proofreading group

26 Official composition of the service of the preschool educational institution HeadsSpecialists Auxiliary technical workers Head. service DOW Head. service DOW Head. protocol sector protocol sector Head of secretariat Head of secretariat archive Head. Archive Document manager Document manager Assistant manager Assistant manager Archivist Archivist Referent Referent Editor Editor Inspector Inspector Proofreader Proofreader Secretary Secretary Forwarder Forwarder Clerk clerk Clerk typist Typist Stenographer Stenographer Courier Courier Office equipment operator Office equipment operator

27 Regulatory documents for determining the number of employees, calculating the time spent on performing specific tasks and determining the scope of work Intersectoral time standards for work on documentary support for management. Intersectoral standards of time for work on documentary support of management. Time standards for work to improve the documentation support for the management of ministries, departments, enterprises and organizations. Time standards for work to improve the documentation support for the management of ministries, departments, enterprises and organizations. Time limits for work on automated archival technology and documentation support for governing bodies. Time limits for work on automated archival technology and documentation support for governing bodies.

) - a type of organization management support, which includes fixing, transferring and storing information about the state of the organization and control actions to change its state. The branch of activity that provides documentation and organization of work with official documents is an important aspect of the work of any enterprise: documents are created in organizations that reflect the results and conduct of production activities, financial condition, work with personnel, logistics, etc. It is the documents that ensure the implementation of management functions, they define plans, record accounting and reporting indicators and other information. 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. To obtain an 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, it worsens, since it depends on the quality and reliability, the efficiency of receiving and transmitting information, the correct setting of the reference and information service, the clear organization of the search, storage and use of documents.

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

1. Documentation (drafting, execution, coordination 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. Organizing the archive of documents.

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;
   • the quality of 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 the 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 of 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. document search and text analysis systems;
3. scanning and recognition systems for 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 enterprises (charter, regulations, memorandum of association, structure and staffing, staffing, job descriptions, internal labor regulations);
• administrative documents enterprises (orders on core activities, orders, decisions);
• personnel documents enterprises (orders on personnel, labor contracts (agreements), personal files, personal cards f. T-2, personal salary accounts, work books);
• financial and accounting documents enterprises (general ledger, annual reports, balance sheets, profit and loss accounts, acts of audits, inventories, plans, reports, estimates, accounts, cash books, etc.);
• information and reference documents enterprises (acts, letters, faxes, certificates, telephone messages, memorandums, explanatory notes, protocols, etc.).

Documents regulating various issues of its activities (taxes, environmental protection, etc.) can be sent to the enterprise from state and municipal organizations. 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 use of the ORD in various fields of activity, 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 the normative regulation of office work, 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 organization's DOW service:

Regulations on the service of the preschool educational institution- this 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.

Job description- This 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.

Office work instructions- This is the main regulatory document that regulates the rules, techniques, processes for creating documents, the technology for working with documents. For the effective operation of the DOW service 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, distinguish four main organizational structures of the preschool service:

1. Case management.
2. Common 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 bureau.
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 office technology;
   • 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. The 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.