Each enterprise has its own workflow. With proper organization, the organization will develop successfully. And this applies to paper and electronic document management. The volume of workflow at enterprises is usually large, therefore, in order to comply with all standards for this area, responsible persons are appointed.
Definition
What is workflow, the volume of workflow? This process involves the preparation, coordination, acceptance, transfer, sending documentation. It is also defined as a movement from drafting to receiving or moving documents to the archive.
The documents themselves are:
1. Inbox - received from other institutions.
2. Outgoing - are sent outside the company.
3. Internal - are created and remain inside the company.
These categories establish document flows with different orientations - horizontal and vertical. The first means that paper and electronic files move between units of level 1. The second connects units of various levels.
The nuances of workflow and the volume of workflow at enterprises may vary. In modern conditions, paper media has been replaced by electronic files. But still, most companies operate on a mixed system.
Forms
The basic rule relating to the organization of workflow, the volume of workflow, is considered optimization. It is important to reduce intermediate “stops” to ensure the efficiency of the movement of securities.
There are 3 forms of document management:
1. Centralized. Papers are in one place. Usually a secretariat or office is used for this. These departments carry out many duties related to registration, processing, storage of securities.
2. Decentralized. Papers are concentrated in several departments where the necessary operations are performed. This form is acceptable in the company in which there is not a single unit, and which are located at a remote distance.
3. Mixed. Has the characteristics of past species.
The shape is chosen according to the size and structure of the company. For example, a small company needs a centralized one, where the assistant secretary is engaged in this work. In large firms, with mixed form, special services are created that deal with paperwork. Decentralization is relevant where there are several offices milking paper storage.
Principles
Delay, inadequate delivery of papers testify to the wrong document flow. This leads to disruption of the enterprise. Therefore, it is important that the workflow process has the following principles:
1. Clarity. It means that the papers should have a clear direction without obstacles. Therefore, companies need to follow a certain pattern of movement.
2. Continuity. Conditions must be provided for the continuous movement of the document flow.
3. Rhythm. Without setting deadlines for paper processing, there will be no uninterrupted operation of the company. The regulation allows you to regulate this area.
4. Concurrency. Without this principle, there will be no operational and well-coordinated work. The same process is not performed by multiple participants.
Although the principles are independent, they are interconnected with each other. If even one of them is broken, a system disorder occurs.
Stages
The workflow involves compliance with all its stages. Their passage ensures the correct operation of any organization. Workflow schemes should be in place at the enterprise. The processing steps include:
1. Compilation and verification of documentation by the responsible person.
2. Coordination of information.
3. Signing of papers.
4. Registration.
5. Accomplishment of tasks.
6. Design.
7. Destruction and archiving.
External papers have 2 streams: outgoing and incoming. Outgoing documentation passes:
1. Drafting and verification.
2. Coordination and signing.
3. Registration and photocopying.
4. Dispatch.
Incoming documentation has the following workflow:
1. Admission, reception.
2. Review, registration.
3. Referral for review.
4. Execution.
5. Report design.
6. Moving to the archive.
Organization
For the correct organization of the workflow, rules have been created, the implementation of which will allow the following principles to be fulfilled:
1. Minimizing the number of services through which papers pass.
2. Reducing the number of returns, that is, you must adhere to the sequence of processing documents.
3. Moving and processing according to uniform rules.
With the implementation of these rules, it will be possible to achieve the main goal of office work - efficiency and effectiveness. With a mess in this area, the work of the enterprise will not be of high quality.
Accounting
The volume of workflow is expressed by the total number of documents received by the enterprise and created by it for a certain period. Under this term, the number of original papers and appeals for a specific time is assumed. Copies of documents made by technical means are also taken into account.
The calculation results are drawn up in a summary, reference. The organization is developing their forms. For example, each enterprise may have its own periodicity of calculating workflow: for each month, week, year, quarter. The results of the volume are used in setting the staffing and structure of the clerical service. This is how document management is performed.
Execution
When the document has arrived at the enterprise, an appropriate mark must be made. It is assigned a serial number and date. It may be a stamp. Then the papers that you want to register, make in a special form, such as a magazine.
Thanks to the information and reference system, you can search for documents for various indicators. Since the term is recorded there, you can find them by the time of execution. It is from this information that the execution of securities is monitored. It is carried out by responsible persons, and in small companies - by the secretary.
Responsibility for resolving issues specified in the documentation lies with the management of structural units. Timing control involves:
1. Fixation at registration of documents.
2. Checking papers.
3. Filling performers about the expiration of the deadlines.
4. Entering information.
5. Informing the responsible persons.
6. Entering performance data.
7. Issuance of certificates of control over the implementation.
Be sure to control papers that require a response and execution. Since the administrative documentation considers the decisions contained in it as an object of control, each item should be monitored.
Storage
In the process of activity of any enterprise, documents are issued that are of scientific, practical value. Many of them include information needed to solve a specific problem. After the information is used, papers lose their value. And some may be meaningful for many years.
Depending on the value of the paper information, the following are stored:
1. Temporarily - up to 10 years.
2. Temporarily - from 10 years.
3. Constantly.
The second and third type are stored for 2 years in units. Then they go to the archive of documents. Shelf life is not determined by the form: electronic or paper. Normal and electronic archives work on a single principle.
Electronic document management
Some companies operate electronic processing of documents and exchanges between recipients. For this, a database is created on the server, where all the information is located. Access is via a browser. Access via the Internet and LAN is allowed.
The documentation is downloaded or stored in specific folders that are distributed based on hierarchy. Persons vested with such duties are entitled to create, modify, delete. In other cases, it will be illegal actions. An electronic archive is created for storing electronic papers.
Organization of work with documentation is a serious area in any enterprise. It is important that it works in an organized manner and based on statutory principles. Only then is the coordinated activity of the company ensured.